Frequently Asked Questions

Check the OHSP staff listing for a listing of staff and their program area. Match the traffic safety issue with the program area and either send the OHSP staff person an e-mail or give them a call.

Answer: Reimbursement means that grant funded agencies must first expend their own money for activities identified in the grant application. Agencies will then be reimbursed by OHSP for actual costs incurred.

Question: What costs are eligible for reimbursement?

Answer: Only costs identified in the grant application budget are eligible for reimbursement. Support documentation showing actual costs expended must be included when submitting a quarterly or monthly financial report for reimbursement.

Question: What documents would be considered ‘supporting documentation’ for cost reimbursement?

Answer: Copies of invoices, officer dailies, checks for contractual payments or equipment purchases, and account or fund expenditure reports, are examples of supporting documentation.

Question: How are ‘actual costs’ different from the ‘budget costs’ identified in the grant application?

Answer: Budgeted costs that are identified in the application are projections based on expected activity. Costs eligible for reimbursement are the actual expenses incurred to support grant activity. As an example, an equipment cost included in the budget may be a projection based on current valuations. However, the actual cost may be different at the time of the purchase. The actual cost paid is the amount that can be reimbursed.

Question: Does a separate account to track costs associated with the grant activity need to be established?

Answer: A means of separating expenses for grant activity from general or other agency costs must be established. Depending on the agency accounting procedures, this can be accomplished through a separate account, a separate fund, or through specifically identified budget lines.

Question: What should I do if I can't meet the deadline because I'm missing supporting documents?

Answer: Cost statements need to be submitted by the established due dates. Submitting a cost statement without support documentation will prevent a delinquency notice from being issued. However a reimbursement will not be made until appropriate documentation is identified and submitted. It may be necessary to contact the OHSP Financial Coordinator to determine if substitute documentation will suffice. The cost statement should contain a notice that support documentation will follow, or that contact with our office will be made by your financial officer.

Question: Do I need to submit a cost statement if there were no costs incurred for the reporting period?

Answer: Yes. Cost statements should indicate ‘0’ Costs and be submitted by the established due date.

Question: Who should I contact if I have financial questions regarding our grant?

Answer: The program coordinator identified in your grant approval letter should be able to answer your questions, or you may contact Kim Kelly, the OHSP Financial Coordinator at (517) 333-5305.