‘If It’s Not Documented, It Didn’t Happen’ — A Federal Grant Documentation Clinic

Webinar • Tuesday, March 23, 2021 • 2:00-3:30 p.m. ET

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$249.00 ‘If It’s Not Documented, It Didn’t Happen’ — A Federal Grant Documentation Clinic (03.23.21) (On-Demand Recording)
Webinar Details

Prerequisites: Some knowledge of federal grant management and audit requirements is helpful

Recommended Field of Study: Specialized Knowledge and Applications

Program Knowledge Level: Basic

Advanced Preparation: None

Auditors can question grant costs for a host of reasons. Costs may be unallowable under applicable laws or regulations. They may have been subject to specific prior approval. Expenses could be unnecessary or unreasonably high. Any of those bases can make transactions subject to possible disallowance by an awarding agency.

Far and away, however, the most common reason for questioned costs is that they were not supported by what your auditors considered to be “adequate documentation.” In the words of one auditor, “If it’s not documented, it didn’t happen.” While federal cost principles state that costs must “be adequately documented” in order to meet the general tests of allowability, there is only limited guidance about what that actually looks like. That leaves grant recipients and subrecipients with the task of devising their own documentation practices that will support cost allowability without imposing unrealistic burdens.

Whether you’re designing procedures from scratch or rethinking existing ones, this webinar will drill down on and interpret the documentation guidance in the grants management rules and align it with applicable audit standards about validity, reliability and sufficiency. You’ll get guidance for documenting:

  • Time and effort for salary and wage charges
  • Fringe benefits and allowances
  • Employee health and welfare expenses
  • Travel costs
  • Equipment acquisitions
  • Supply purchases and inventory withdrawals
  • Professional services costs
  • Facility occupancy
  • Third party in-kind contributions
  • Indirect cost charges
  • Unique requirements under the Cares Act

Join Bob Lloyd, principal of Federal Fund Management Advisor,™ for this practical session about how to avoid unsupported costs.


  • Grant and contract managers
  • Sponsored projects administrators
  • Grant project managers
  • Principal research investigators
  • Finance directors
  • Accounting staff
  • Internal auditors
  • External auditors

Hand-out Materials:

Attendees will receive presentation slides as well as access to background materials.

Allowable Charges

The costs of webinars sponsored by Federal Fund Management Advisor™ are allowable charges to your federal grants and subgrants. The cost principles issued by OMB under its uniform guidance (and applicable to all types of awardees) state, “The cost of training and education for employee development is allowable” (2 CFR 200.472).

Attend this Live Webinar and Earn up to 1.5 CPE Credits

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This comprehensive resource blends age-old conventional wisdom with the historic changes in OMB’s uniform guidance. You'll benefit from the advice of experts on time and effort reporting, procurement under grants, direct charging certain costs, single audit preparations, subrecipient monitoring and much more. The 500+ page softbound book is a valuable management guide, compliance document and training tool for busy grants managers, program directors, financial officers and auditors at nonprofit organizations, educational institutions, and state and local governments.

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  • Apply the general tests of allowability
  • Understand special issues confronting pass-through entities contracting with foreign organizations
  • Know which clauses flow down when crafting a subaward
  • Understand what is meant by a 10% de minimis indirect cost rate
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A Practical Guide to Federal Grants Management is the best insurance policy there is for limiting your organization’s risk of disallowed costs, loss of federal funding and public relations nightmares. Add it to your order today!

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