Create a Refund Invoice Template for NPOs Effortlessly

Refund invoice template for NPOs

good day I am Joshua lombay and I'm a project manager for the DDC non-profit reimbursement program this final portion of the presentation will cover the reimbursement phase if you are reading this slide then congratulations on the registration of the funding agreement for your award upon registration DDC will notify your organization on the items you need to provide to complete the reimbursement only one reimbursement is allowed per reward and reimbursement items must be provided within one year of the contract registration date the reimbursement items to be submitted depends on the type of award though some items are required for all Awards each checklist has common reimbursement items as noted in the previous slide there are links where you can download blanks and templates for some of these items for reimbursement items required for all the wards we begin with the procurement affirmation your organization must make a reasonable effort to obtain bids from three vendors and accept the lowest bid for your purchase all questions must be answered with the applicable documentation attached as noted for each question the procurement affirmation is signed by your organization CFO or equivalent if you are unable to obtain bids from three vendors or select from the lowest bidder then provide a written explanation as to why make sure to retain your bid records for the purchased items payment requisition form a is where you enter the list of equipment purchased for reimbursement these items are based on the approved budget though not all items from the budget may end up being purchased there may be changes that the items purchased due to price and availability make sure you enter a detailed description of each purchased item to include their make model and quantity if the total amount of the purchase equipment exceeds the contract amount you will not receive reimbursement for the excess dollars the information the header of the requisition form will be provided by DDC if the equipment your organization purchases differs from the approved budget provide a justification for the change and note both the original budgeted item and its replacement in the payment requisition table as the cause for both items must be accounted for do not purchase items in quantities that exceed the approved budget as DDC will not issue reimbursement for any excess items your organization must retain records of invoices and proofs of payment for the purchased items the invoices should provide a clear description of what was purchased along with specifications for complex items such as vehicles and medical devices proofs a payment include checks wire or debit card transactions and credit card payments cancel checks must include scans of both the front and back of the check to include the financial institution stamp on the back provide bank statements showing wire or debit card transactions but make sure to redact all other sensitive information on the statements if paying by credit card provide the statement showing the transaction along with proof that the card balance was paid in full we cannot issue reimbursement if your card account has an outstanding balance screen captures from your organization's internal accounting system showing that an invoice was paid is not acceptable proofs of payment must come from your financial institution if your funding agreement covers equipment purchases then your attorney must complete the attorney equipment lien attestation form in order to secure a perfected security interest for the city funded equipment this attestation consists of several components as seen on this slide and the next one any outstanding judgments violations and tax liens must be cleared with proof of payment as per the results of the judgment and tax lien search lien holders who have an interest in your equipment must have the city funded equipment carved out or excluded from their leads by filing a ucc3 Amendment finally a ucc-1 financing statement must be filed with a New York State Department of State which places ddc's lien on the equipment equipment purchases must include several certificates of insurance as proof that appropriate property and liability coverage are in place these certificates must include the description and location of the equipment that is covered and identify DDC as a certificate holder additional insured and lost payee the last equipment specific reimbursement item is the software license agreement which is executed by the license so or upon registration of the funding agreement this agreement grants a transferable license to the city if the equipment were to be repossessed by the city due to an event of default under the funding agreement for vehicle Awards a judgment attacks lien searches required the search is performed on the organization by an independent lean search company as seen and mentioned in slides 13 and 14 any outstanding judgments violations and tax liens must be cleared with proof of payment provided the search results should be as current as possible the last vehicle specific items are the DMV documentation which consists of the certificate of title registration and insurance ID cards the certificate of title will show DDC as a sole lien holder of the vehicle the registration and insurance ID cards must not be expired irreparable damage or theft of a vehicle requires a replacement with a new lien applied for some final notes All Leads must be placed on vehicles and Equipment prior to submitting the reimbursement items get a head start by clearing any outstanding judgments or liens prior to the registration of the funding agreement this will speed up the reimbursement process if an item or its replacement was not part of the original budget do not include it in the payment requisition after receiving reimbursement your organization must complete and submit a compliance report to OMB on an annual basis this report is available in your funding agreement all purchase items must remain in use for at least five years after receiving reimbursement congratulations on doing business with the city of New York if you have any questions email us at the address you see here this concludes the presentation