What to report for OSBM grants

1. Use Smartsheet: Report how you spent the grant money using the form in Smartsheet. At least every quarter, submit your expenses by the Quarterly Reporting deadlines.
2. Submit Each Expense Separately: Do not group expenses together. Report each one individually.
3. Describe Items and Services: Include details about what you bought and how it relates to your grant’s work. If your grant supports more than one project, specify which project each expense is for.
4. Report by Sub-Recipient: List expenses by sub-recipient, not the total disbursement to them.
5. Employee Expenses: Submit these each pay period.
6. Pre-Grant Expenses: For eligible expenses before you received funds, report the actual date and the vendor paid. Do not list it as a reimbursement to your organization.

Additional Resources

 Step-by-step guide to reporting expenses.

 Allowable Uses of Grant Funds.
 

A grantee must submit a Quarterly Performance Report every quarter. A report is required even if there are no expenses to report. 

You must upload the completed Quarterly Performance Report into the Smartsheet reporting platform.  

Download form: Quarterly Performance Report

See the step-by-step guide to uploading a quarterly performance report.

If your organization earns interest on the grant funds, you must report the amount earned. Interest should be reported as it is received.

Report interest using similar steps to report expenses in Smartsheet. 

Interest earned by grant funds must be used for the same purpose as the grant funds. 

If your organization is not tax exempt, you can use grant funds for sales tax. Report the full vendor charge including any sales tax paid as the Vendor Total Amount in the reporting form in Smartsheet. Enter $0 in the Sales Tax field of your reporting form.

If your organization is tax exempt, you can only charge sales tax to the grant if you have requested a sales tax reimbursement from the state and plan to use the reimbursed funds for the grant project.

You have three options for reporting sales taxes if you are a tax exempt organization: 

1. Pay the full amount including sales tax. Report the vendor amount in the Vendor Total Amount field. Report the sales tax paid in the Sales Tax field. This is the easiest method because it matches vendor invoices/receipts. The sales tax amount will not be deducted from your grant total.
2. Pay sales tax using another source of funds (not state grant funds). Report the vendor cost without tax and report $0 in sales tax.
3. Request a sales tax reimbursement from the state Department of Revenue and report the refund as income when you receive it. Report the full amount paid in Vendor Total and report $0 in the Sales Tax column. Once your organization is reimbursed by the state for sales tax paid, report that amount as income in your Smartsheet. This money must be used for your grant project.

See the training video on reporting sales tax and review the training slides.