Laserfiche WebLink
<br />Page | 40 <br />✓ Maintaining an itemized inventory of all gift cards, including dollar amounts. <br />✓ Keeping a monthly tracking log of all distributed cards. <br />✓ Recording the following details for each card distributed: <br />• Client’s name and HMIS ID number <br />• Purpose of the card <br />• Date of distribution <br />✓ Obtaining the client’s signature and a signed attestation confirming the card will be used for <br />activities outlined in their housing stability plan. <br /> Households with a HEN Referral <br />✓ All households with a HEN Referral, regardless of housing status eligibility, are eligible to <br />receive essential needs items. <br />✓ Distribution of essential needs to HEN households does not require documentation in housing <br />stability plans, except when a gift card or cash equivalent card is provided. <br /> Ineligible Expenses <br /> Clean-up costs for encampments <br /> Providing meals or light refreshments for staff or other community meetings/events. <br />6.4 Administration <br />Administration budget caps are defined in Section 2.3.2. <br /> <br />Indirect costs should be billed to the Administration budget category. <br /> <br />Allowable administration costs generally benefit the organization and cannot be attributed specifically <br />to a particular program or to the homeless crisis response system. Administration costs may include <br />the same types of expenses that are listed in program operations (such as IT staff and office supplies), <br />in the case that these costs are benefiting the agency as a whole and are not attributed to a particular <br />program or the homeless system. <br /> <br /> Administration costs may include, but are not limited to, the following: <br />✓ Executive director salary and benefits <br />✓ General organization insurance <br />✓ Organization wide audits, financial reviews from a third party. Commerce recommends these <br />be conducted at least once every 24 months. <br />✓ Board expenses <br />✓ Organization-wide membership fees and dues <br />✓ General agency facilities costs (including those associated with executive positions) such as <br />rent, depreciation expenses, and operations and maintenance. <br />All amounts billed to administration by lead and subgrantees must be allowable, supported by actual <br />costs, not double charged, and treated consistently in similar circumstances. <br />