Who must sign the form?

An authorized representative with authority to bind the entity must sign. The signer should have documented authority in corporate records or a delegation letter to avoid later disputes or rejection by the payor.

Can I e-sign the attestation?

Yes where permitted: electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and state UETA/ESRA laws, provided the signer demonstrates intent, consent is obtained, the signature is attributable, and the record is retained.

What supporting documents are required?

Common attachments include invoices, receipts, payroll reports, timecards, purchase orders, and bank statements. Reference each attachment to the corresponding line item to speed reviewer verification.

Is notarization ever required?

Some funders or jurisdictions may require notarization or witness signatures. Check the agency instructions and state rules; when required, use RON or in-person notarization per local statutes.

How should I correct a submitted form?

Prepare a corrected attestation with a clear revision note, include updated supporting documents, and resubmit according to the payor’s correction process to maintain an audit trail.

How long must I keep records?

Retain attestations and supporting records for at least 3 years per IRS standards (IRC §6501(a)); specific funders may require 6–7 years or longer for government grants or HIPAA-covered activities.

Cost Attestation Form

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Cost Attestation Form

WHEREAS, Client Name: and Contractor Name: have entered into an agreement for the provision of goods and/or services described herein.

WHEREAS, the parties require a formal attestation confirming that the costs claimed are accurate, allowable under the governing contract, and supported by appropriate documentation; and

WHEREAS, Contractor affirms that the attested costs were actually incurred, are allocable to the referenced project, and have not been previously reimbursed under any other contract or agreement.

Project / Contract Reference

Contract / Purchase Order Number Project Name

Reporting Period From: To:

Scope of Work

Describe the scope of work or services for which these costs were incurred

Itemized Costs

Provide a detailed itemization of costs. Attach supporting invoices and receipts as indicated below.

Item 1 — Description

Amount:

Item 2 — Description

Amount:

Item 3 — Description

Amount:

Item 4 — Description

Amount:

Item 5 — Description

Amount:

Item 6 — Description

Amount:

Total Amount Claimed

Supporting Documentation

Receipts and invoices attached

Payroll records attached (where labor costs claimed)

Timesheets / time records attached

Other supporting documentation (specify):

Payment Terms

Payment Amount to be remitted:

Payment Schedule / Milestone:

Late Payment Fee: The parties agree accrued late fees shall not exceed applicable legal limits and shall be calculated on unpaid balances.

Term and Termination

Agreement Start Date: Agreement End Date:

Termination for Convenience or Cause: Either party may terminate this attestation upon written notice. Notice period (days): . Termination does not relieve Contractor of liability for costs previously attested that are later determined to be unallowable.

Confidentiality

All financial data, proprietary cost breakdowns, and supporting documentation submitted in connection with this cost attestation shall be treated as confidential by the receiving party and used solely for the purpose of auditing, payment, and contract administration. Disclosure to third parties is permitted only as required by law or with the express written consent of the disclosing party.

Governing Law

This attestation and any disputes arising hereunder shall be governed by the laws of the State of , without regard to conflict of law principles.

Entire Agreement

This Cost Attestation Form, together with the referenced contract and attached supporting documentation, constitutes the entire agreement between the parties regarding the subject matter hereof and supersedes all prior understandings, negotiations and agreements, whether written or oral.

Certification and Attestation

By checking the box below and signing, the undersigned certifies under penalty of law that the costs claimed in this attestation are true and correct to the best of their knowledge; incurred in support of the referenced project; allowable, allocable, and reasonable under the terms of the governing contract; supported by adequate documentation; and not previously reimbursed.

I certify the foregoing statements are true and accurate.

Additional remarks or qualifications (if any):

Client Name:

By:

Date:

Contractor Name:

By:

Date:

What a Cost Attestation Form Is and when it’s used

A Cost Attestation Form is a signed declaration that certifies costs presented for reimbursement, grant drawdown, or contract invoicing are accurate, allowable, and allocable under the governing award or contract. The form lists cost categories, line-item amounts, references to supporting documents, and an explicit certification by an authorized representative. Agencies, payors, and auditors use it to trace expenditures and confirm compliance with budget terms. Where permitted, the form may be executed electronically under ESIGN and state e-signature laws when consent and retention requirements are satisfied.

Why a clear cost attestation matters

A complete Cost Attestation Form reduces audit exposure, supports prompt reimbursement, and provides a verifiable record of incurred expenses. Clear certification strengthens internal controls, speeds review, and creates an evidentiary trail that meets ESIGN (15 U.S.C. ch. 96) and applicable state e-signature frameworks.

Who typically completes and reviews this form

Typical users and signers include finance teams, project managers, contracting officers, and authorized executives responsible for certifying costs.

Contractors and grantees who submit invoices, expense reports, and grant drawdowns to funders for reimbursement.
Procurement and accounts payable staff preparing supporting documentation and reconciling costs against contracts or purchase orders.
Agency reviewers, auditors, and finance officers who accept, verify, or audit attested costs during compliance reviews.

Assign roles clearly: preparer, reviewer, and authorized signer. Verify the signer has documented authority to certify and access supporting documents.

Essential elements to include on a professional form

Include consistent structure and definitional clarity so reviewers can verify eligibility quickly: identity, cost detail, certification language, attachments, signatory authority, and an audit record.

Header

Entity name, project or contract identifier, fiscal period, document ID, and contact information to tie the attestation to the specific award or invoice.

Cost Breakdown

Line-item entries with account codes, quantities, unit costs, totals, and links to budget line items so each expense maps to an approved category.

Certification Statement

Explicit language signed by an authorized representative affirming accuracy, allowability under the agreement, and acknowledgment of penalties for false certification.

Supporting Attachments

A numbered list of invoices, receipts, payroll reports, timecards, and purchase orders referenced to each line item for audit traceability.

Signature Block

Signer name, title, entity, date, and a statement of signing authority; add notary or witness fields where required by funder or state law.

Audit Trail

Record preparer, reviewer, approver, timestamps, and version history; for e-submissions include IP, device, and authentication method details.

Step-by-step: filling out and submitting a Cost Attestation Form

Use this sequential checklist to prepare, validate, and submit a complete attestation with supporting evidence.

01

Gather Documents: Collect invoices, receipts, payroll records, and contract references.
02

Complete Form: Enter header information, list costs, and reference each attachment.
03

Review & Approve: Internal reviewer validates entries, supporting files, and signs.
04

Submit: Send to payer or contracting officer with audit trail and attachments.

Configuring an electronic workflow for attestations

Set validation, authentication, and routing options so submissions meet funder and regulatory expectations.

Setting \| Configuration	Field \| Value
Authentication Method	Email link plus optional SMS code for signer verification
Field Validation Rules	Numeric validation for amounts; required fields enforced
Routing Order	Sequential approvers: preparer, reviewer, authorized signer
Attachment Types	Accept PDF, DOCX, JPG; require named invoice references

Where to send the completed attestation and how it’s processed

Typical submission paths: upload to a grant portal, route to a contracting officer, or submit by secure email depending on the payer’s requirements.

Prepare Document: Finalize form and attach all supporting evidence.
Upload or Send: Use the funder portal or secure e-sign platform to transmit.
Funder Review: Payor reviews attachments, verifies allowability and compliance.
Payment or Clarification: Payor issues payment or requests additional documentation.

Technical capabilities to look for in eSubmission platforms

Choose a platform that supports common file formats, preserves an audit trail, and integrates with your accounting or contract management systems.

File Formats: PDF, DOCX, XLSX supported
Integrations: Salesforce, NetSuite, Microsoft 365 integrations
Authentication: Email, SMS, or knowledge-based options

Typical deadlines and timing considerations

Deadlines vary by funder; track submission windows, retention requirements, and statutory limits that affect recordkeeping and audits.

Grant reimbursement window:

Often 30–90 days after period end; agency-specific rules apply.

Tax record retention:

Keep supporting financial records at least 3 years (IRC §6501(a)).

I-9 and employment records:

Retain I-9: 3 years after hire or 1 year after termination (8 CFR §274a.2).

Audit response period:

Respond promptly; many agencies request documentation within 30 days.

Payment request frequency:

Monthly or quarterly cycles commonly govern submission timing.

Comparison: common eSignature vendors for cost attestations

Basic plan and capability comparisons for common eSignature providers. signNow is listed first. Confirm plan details with each vendor for larger or specialized needs.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	No envelope cap	No envelope cap	No envelope cap

Key required fields at a glance

Claimant Name: Full legal name

Tax ID: EIN or SSN as required

Cost Period: Start and end dates

Line Item Details: Description and account code

Amount: USD with cents

Attachments: Invoices, receipts, payroll

Common mistakes that delay approval

Missing or unreferenced receipts: failing to attach source documents prevents verification and often leads to requests for resubmission and payment delays.
Incorrect cost period: charging expenses outside the attestation period can render costs unallowable and trigger adjustments or repayment.
Mismatched totals: arithmetic errors or discrepancies between line items and total amounts commonly cause audits and additional documentation requests.
Unauthorized signer: submitting a signature from someone without documented authority often invalidates the attestation and requires a corrected form.

Consequences of incorrect or fraudulent attestations

False Claims: Civil liability under False Claims Act

Repayment: Required refund of disallowed amounts

Financial Penalties: Fines may apply per contract or statute

Tax Withholding: Backup withholding for incorrect TINs

Audit Findings: Negative audit results and corrective actions

Criminal Risk: Willful fraud can lead to prosecution

Frequently asked questions about Cost Attestation Forms

Answers to common questions about completion, signatures, supporting documentation, and digital submission methods.

Need help? Contact support

Who must sign the form?
An authorized representative with authority to bind the entity must sign. The signer should have documented authority in corporate records or a delegation letter to avoid later disputes or rejection by the payor.
Can I e-sign the attestation?
Yes where permitted: electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and state UETA/ESRA laws, provided the signer demonstrates intent, consent is obtained, the signature is attributable, and the record is retained.
What supporting documents are required?
Common attachments include invoices, receipts, payroll reports, timecards, purchase orders, and bank statements. Reference each attachment to the corresponding line item to speed reviewer verification.
Is notarization ever required?
Some funders or jurisdictions may require notarization or witness signatures. Check the agency instructions and state rules; when required, use RON or in-person notarization per local statutes.
How should I correct a submitted form?
Prepare a corrected attestation with a clear revision note, include updated supporting documents, and resubmit according to the payor’s correction process to maintain an audit trail.
How long must I keep records?
Retain attestations and supporting records for at least 3 years per IRS standards (IRC §6501(a)); specific funders may require 6–7 years or longer for government grants or HIPAA-covered activities.

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