1. SANREM Expense Invoicing and Budgeting

2. John Lipovsky Program Coordination Assistant Manage sub-award finances from setup to closeout. Process invoices, budgets, amendments Track cost share and host country expenditures Work closely with VT OSP to ensure SANREM is in compliance with USAID requirements. Prepare quarterly pipeline reports

3. Invoicing Overview Policy Invoice Template US Universities and IARCs Host County Partners Miscellaneous

4. Invoicing Overview Invoices submitted at least quarterly, but not more frequently than monthly. Must show cost share. Payments will be delayed if quarterly reports are not submitted on time.

5. Invoice Template We only accept invoices that utilize the two page invoice template provided on our website.

6. Invoice Content-US institutions and IARCS Current Invoice Amount Cumulative Invoice Amount Invoice Detail (page 2) – Only required if international travel occurs or Equipment purchased is greater than $5,000 Cost by Country - A ll indirect costs are considered to be a US expense. Cost Sharing Fax/Email a signed invoice Receipts are not required by the ME for invoice reimbursement.

7. Invoice Content-Host Countries Same as for US universities and IARCs Receipts are required – Scan your receipts and email them with a signed copy of your invoice template. Mail the original invoices and signed invoice template to the SANREM CRSP office.

8. Budget Issues

9. Annual Budgeting Sub-awardees must submit annual: (Oct.1 thru Sept. 30) Budgets Cost Share Budgets Budget Narratives Cost Share Budget Narratives Work Plans Your budget allocation may change each year.

10. Team Room – SANREM PI Forms

11. Budget Policies Host Country Expenditures Cost Share Budget Amendments Budget Carryover Equipment Purchases

12. Host Country Expenditures At least 50% of SANREM CRSP funds must be expended in or on behalf of the host countries. You must document this annually.

13. Cost Share Please report cost-share on each invoice.

14. Budget Amendments Annual budget amendments are required to coincide with available USAID funding.

15. Budget Flexibility Formal re-budgeting required if indirect costs are affected (i.e., increase in equipment or tuition spending) Approval of line item changes greater than 10% required.

16. Carryover Policy Maximum of 10% carryover permitted. Must request exceptions in writing 30 days before the end of the budget year. Carryover discouraged.

17. Equipment Purchases Must be detailed in annual workplans and receive pre-approval from USAID. This takes time. Equipment defined as tangible property with a cost of ≥$5,000. Many restrictions on purchases (US origin, etc.).

18. Acknowledgements Debbie Francis, my IPM CRSP counterpart Dawn Bennett, our Office for Sponsored Programs Project Officer.