Emergency Food and Shelter ProgramWEBINAR SERIES EFSP.UNITEDWAY.ORG

SpreadsheetsEFSP Webinar Series

Learning Objectives

▪ What are spreadsheets used for at EFSP?

▪ Where are the spreadsheet templates located?

▪ How do you fill out spreadsheets for final reports?

▪ What are common errors in creating spreadsheets for EFSP?

▪ What are examples of correct and incorrect spreadsheets?

Spreadsheets

EFSP Spreadsheets

Spreadsheets are required for each program category as part of the final review process. Spreadsheets provide an overview of how EFSP funds were spent and serve as a checklist with which documentation can be compared. Spreadsheets are required for all LROs, even if documentation is not required.

Phase Number: 33 Spreadsheets alone are not sufficient. Documentation must be obtained, maintained, retained and submitted to EFSP (if required) to support all expenditures made with EFSP funds.

LRO Name: Sample Organization

LRO ID (9 digits): 123456789

SERVED MEALS EXPENDITURES - DIRECT COST

(A spreadsheet is required when not using the per meal allowance. The per meal log replaces the spreadsheet.)

Payment/Check Number

Payment/Check Date (MM/DD/YY)

Payment/Check Clear Date (MM/DD/YY)

Invoice/Receipt Date (MM/DD/YY)

Invoice/Receipt Number (If no

number, enter N/A)Vendor Name

Invoice/ Receipt Amount

Total Check Amount

EFSP Portion of Check Amount

123 09/01/17 10/01/17 07/01/17 INV123 Giant 150.00 150.00 150.00

124 09/02/17 09/15/17 09/02/17 INV234 Walmart 250.50 250.50 98.73

Card 10/01/17 10/01/17 10/01/17 1345632 Aldi 176.27 176.27 176.27

135 02/05/18 02/14/18 2/2/18 123486 Costco 75.00 200.00 250.00

Total 675.00

Sample Spreadsheets and Guidance are available on EFSP website under Forms and listed on the dashboard under Final Report.

Spreadsheet Templates

Sample spreadsheets can be found:

▪ The Responsibilities and Requirements Manual

▪ Under Forms on the EFSP Website

Required Spreadsheet Elements

▪ Billing Period Covered with Payment

▪ Building Code Citation Date

▪ Client First Name

▪ Client Last Name

▪ Client Street Address

▪ Dates of Stay

▪ Due Date

▪ Delivery Date

▪ EFSP Portion of Check Amount

▪ Invoice/Receipt Amount

▪ Invoice/Receipt Date

▪ Invoice/Receipt Number

▪ Landlord/Mortgage Company Name

▪ Member Agency Name

▪ Month Covered with Payment

▪ Monthly Rent/Mortgage

▪ Page Numbers

▪ Payment/Check Clear Date

▪ Payment/Check Date

▪ Payment/Check Number

▪ Payroll Registers

▪ Phase and LRO Identification

▪ Total Check Amount

▪ Type of Repair

▪ Type of Service

▪ Vendor Name

Sample Spreadsheet- Served MealsPhase Number: 33

Spreadsheets alone are not sufficient. Documentation must be obtained, maintained, retained and submitted to EFSP (if required) to support all expenditures made with EFSP funds.

LRO Name: Sample Organization

LRO ID (9 digits): 123456789

SERVED MEALS EXPENDITURES - DIRECT COST

(A spreadsheet is required when not using the per meal allowance. The per meal log replaces the spreadsheet.)

Payment/Check Number

Payment/Check Date (MM/DD/YY)

Payment/Check Clear Date (MM/DD/YY)

Invoice/Receipt Date (MM/DD/YY)

Invoice/Receipt Number (If no number, enter

N/A)

Vendor NameInvoice/ Receipt Amount

Total Check Amount

EFSP Portion of Check Amount

123 09/01/17 10/01/17 07/01/17 INV123 Giant 150.00 150.00 150.00

124 09/02/17 09/15/17 09/02/17 INV234 Walmart 250.50 250.50 98.73

Card 10/01/17 10/01/17 10/01/17 1345632 Aldi 176.27 176.27 176.27

135 02/05/18 02/14/18 2/2/18 Costco 75.00 200.00 250.00

Total 675.00

Sample Spreadsheets and Guidance are available on EFSP website under Forms and listed on the dashboard under Final Report.

Sample Spreadsheet- Other FoodPhase Number: 34

Spreadsheets alone are not sufficient. Documentation must be obtained, maintained, retained and submitted to EFSP (if required) to support all expenditures made with EFSP funds.

LRO Name: Sample Organization

LRO ID (9 digits):

OTHER FOOD EXPENDITURES

Payment/Check Number

Payment/Check Date (MM/DD/YY)

Payment/Check Clear Date (MM/DD/YY)

Invoice/Receipt Date (MM/DD/YY)

Invoice/Receipt Number (If no number, enter

N/A)

Vendor NameInvoice/ Receipt Amount

Total Check Amount

EFSP Portion of Check Amount

123 01/15/17 02/25/17 12/01/16 INV123 1000.00 1000.00 1000.00

Card 03/01/17 03/01/17 03/01/17 INV234 Walmart 765.00 765.00 765.00

133 06/20/17 07/01/17 06/01/17 1225588 Target 250.00 250.00 100.00

145 10/15/17 10/16/17 07/01/17 78543 Sample Grocery 150.00 150.00 150.00

Total 2,000.00

Sample Spreadsheets and Guidance are available on EFSP website under Forms and listed on the dashboard under Final Report.

Sample Spreadsheet- Utilities

Phase Number: 33 Spreadsheets alone are not sufficient. Documentation must be obtained, maintained, retained and submitted to EFSP (if required) to support all expenditures made with EFSP funds.

LRO Name: Sample Organization

LRO ID (9 digits):

123456789

UTILITY EXPENDITURES

Client Last Name

Client First Name

Client Street Address

Vendor NameType of Service

Due Date/Delivery

Date (MM/DD/YY)

Billing period

covered w/ payment

Payment/Check Number

Payment/Check Date (MM/DD/YY)

Payment/Check Clear Date (MM/DD/YY)

Total Check Amount

EFSP Portion of Check Amount

Adams Mary123 Any St,

Sample, StateABC Utility Co. Gas 09/01/17

08/01/17-08/31/17

111 08/29/17 09/29/17 150.00 200.00

Burns Sam487 Test St,

Sample, StateTown Water Co. Water 08/01/17

06/15/17-07/15/17

098 08/10/17 10/01/17 200.00 200.00

Simpson John963 Random St,

Sample, StateABC Utility Co. Gas 10/01/17

09/01/17-09/30/17

123 10/01/17 10/22/17 125.00 125.00

Hughes Frank111 Other St,

Sample, StateVolt Electricity Electric 01/31/18

02/01/18-02/28/18

154 01/29/18 02/15/18 175.00 75.00

Total 650.00

Sample Spreadsheets and Guidance are available on EFSP website under Forms and listed on the dashboard under Final Report.

Sample Spreadsheet- Rent/Mortgage

Phase Number: 33 Spreadsheets alone are not sufficient. Documentation must be obtained, maintained, retained and submitted to EFSP (if required) to support all expenditures made with EFSP funds.

LRO Name: Sample Organization

LRO ID (9 digits):

123456789

RENT/MORTGAGE EXPENDITURES

Client Last Name

Client First Name

Client Street Address

Landlord/ Mortgage Company Name

Monthly Rent/

Mortgage

Due Date (MM/DD/YY)

Month covered w/

payment (MM/YYYY)

Payment/Check Number

Payment/Check Date

(MM/DD/YY)

Payment/Check Clear Date (MM/DD/YY)

Total Check Amount

EFSP Portion of Check Amount

Anderson Joe123 Any St,

Sample, StateHousing People $750.00 09/01/17 09/2017 111 08/29/17 09/01/17 $750.00 $750.00

Turner Arnold487 Test St,

Sample, StateTownhouse Co. $1,400.00 08/01/17 08/2017 098 08/10/17 08/15/17 $1,400.00 $1,400.00

Mullen Claire963 Random St,

Sample, StateR &R Rental Co. $975.00 10/01/17 10/2017 123 10/01/17 10/01/17 $975.00 $975.00

Newton MichellePO Box 123

Sample, StateS.K. Helper $2,200.00 01/01/18 01/2018 154 01/09/17 01/10/17 $2,200.00 $2,200.00

Total $4,000.00

Sample Spreadsheets and Guidance are available on EFSP website under Forms and listed on the dashboard under Final Report.

Sample Spreadsheet- Other ShelterSpreadsheets alone are not sufficient. Documentation must be obtained, maintained, retained and submitted to EFSP (if required) to support all expenditures made with EFSP funds.

OTHER SHELTER EXPENDITURES

Client Last Name

Client First Name

Dates of Stay Vendor NameInvoice Date Invoice Amount

Invoice Number

Payment/Check

Number

Payment/Check Date

(MM/DD/YY)

Payment/Check Clear Date

(MM/DD/YY)

Total Check

Amount

EFSP Portion of

Check Amount

Butler Amy11/01/17-11/22/17

ABC Motel 11/22/17 $220.00 123 111 10/25/17 10/25/17 $220.00 $220.00

Curtis Cory10/05/17-11/05/17

Town Hotel 11/05/17 $1,000.00 N/A Card 11/05/17 11/05/17 $1,000.00 $1,000.00

Donnell Casey07/10/17-08/05/17

ABC Motel 08/15/17 $545.00 154 123 08/15/17 08/15/17 $545.00 $545.00

Rogers Alice09/01/17-10/15/17

ABC Motel 10/15/17 $850.00 154 12/01/17 12/09/17 $850.00 $850.00

Total $2,615.00

Sample Spreadsheets and Guidance are available on EFSP website under Forms and listed on the dashboard under Final Report.

Sample Spreadsheet- Mass ShelterPhase 33

Local Board ID Number 123456

LRO ID Number 123456789

ABC Sample Shelter

123 Sample Street

City, State

Date (Month/Day/Year) Number of Clients Per Diem Rate TOTAL

1/1/2018 15 $7.50 $112.50

1/2/2018 22 $12.50 $275.00

1/3/2018 18 $12.50 $225.00

18 $15.00 $270.00

1/5/2018 22 $12.50 $275.00

Total: $1,157.50

Sample Spreadsheet- Payroll

Phase Number 34 Spreadsheets alone are not sufficient. Documentation must be obtained, maintained, retained and submitted to EFSP (if required) to support all expenditures made with EFSP funds.

LRO Name: Sample Organization

LRO ID Number: 123456789

PAYROLL EXPENDITURES

Employee Name Payroll Date Percentage Payroll Amount EFSP Portion of Payroll Amount

Washington, Mary 09/30/2017 25% $1,250.00 $312.63

Washington, Mary 10/15/2017 25% $1,250.00 $312.63

Winters, Kevin 10/15/2017 25% $2,250.00 $312.63

Total $937.89

How Many Errors Can You Find?

Local Board ID Number 123456

LRO ID Number 123456

Sample Shelter

123 Sample Location

City, State

Date (Month/Day/Year) Number of Clients TOTAL

1/1/2018 10 $200.00

12 $300.00

1/3/2018 10 $200.00

1/4/2018 11 $250.00

1/5/2018 13 $400.00

$10,000.00

How Many Errors Can You Find?

Phase Number: 33 Spreadsheets alone are not sufficient. Documentation must be obtained, maintained, retained and submitted to EFSP (if required) to support all expenditures made with EFSP funds.

LRO Name: Sample Organization

LRO ID (9 digits):

123456789

RENT/MORTGAGE EXPENDITURES

Client Last Name

Client First Name

Client Street Address

Landlord/ Mortgage Company Name

Monthly Rent/

Mortgage

Due Date (MM/DD/YY)

Month covered w/

payment (MM/YYYY)

Payment/Check Number

Payment/Check Date

(MM/DD/YY)

Payment/Check Clear Date (MM/DD/YY)

Total Check Amount

EFSP Portion of Check Amount

Anderson Joe123 Any St,

Sample, StateHousing People 09/01/17 09/2017 111 08/29/17 09/01/17 $750.00 $750.00

Hughes Arnold487 Test St,

Sample, StateTownhouse Co. $1,400.00 08/01/17 08/2017 098 08/10/17 08/15/17 $1,400.00 $1,400.00

Carter Claire963 Random St,

Sample, StateR &R Rental Co. $975.00 10/01/17 10/2017 123 10/01/17 7/01/17 $975.00 $2,000.00

Newton MichellePO Box 123

Sample, StateS.K. Helper $2,200.00 03/01/18 03/2018 154 03/09/17 01/10/17 $2,200.00 $2,200.00

Total $6,350.00

Sample Spreadsheets and Guidance are available on EFSP website under Forms and listed on the dashboard under Final Report.

Common Errors

▪ Missing Spreadsheet

▪ Not including data in all the columns

▪ Client’s names not alphabetized

▪ Incorrect summing

▪ Invoices are not in the spending period

▪ Check date is more than 90-days after the invoice date

Learning Summary

▪ What are spreadsheets used for at EFSP?

▪ Where are the spreadsheet templates located?

▪ How do you fill out spreadsheets for final reports?

▪ What are common errors in creating spreadsheets for EFSP?

▪ What are examples of correct and incorrect spreadsheets?

Spreadsheets

Q&A▪ Please type your question into the chat box below.

▪ Please do not ask specific questions about your agency.

▪ Please call for or email specific questions about your agency.

Spreadsheets

Emergency Food and Shelter National Board Program

701 North Fairfax StreetAlexandria, Virginia 22314

Phone: 703-706-9660Fax: 703-706-9677

Website: efsp.unitedway.org

Email Address for inquires:efsp@uww.unitedway.org

Emergency Food and Shelter ProgramWEBINAR SERIES EFSP.UNITEDWAY.ORG