• Community-Driven Outreach Program (CDO) - Invoice and Documentation Submission

  • Invoice Instructions

    • In this form, you will submit one invoice and its supporting documentation.
    • Please submit one form per invoice.
    • See page 12 in the CDO Partner Playbook for an example invoice template. Important: On every invoice, please list all categories in your approved budget, even if the amount is $0. 

    • For all expenditures over $1000, there must be documentation submitted with the invoice. Examples of acceptable documentation: Bank Statements, Credit Card Statements, Payroll Summaries, Scanned Receipts, Emails

    • Each expense should fall under one of the categories in Table 1 (Expense Categories) below.

       

    • Contact the CDO team at communities@healthcommonsproject.org with any questions or if you need to make any changes to a submission. 

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  • Documentation Instructions

    • For all expenditures over $1000, there must be documentation submitted with the invoice. Examples of acceptable documentation: Bank Statements, Credit Card Statements, Payroll Summaries, Scanned Receipts, Emails
    • At a minimum, documentation for payroll expenses must include: Hours worked and hourly rate for each employee that worked on the project. You do not need to include employee names.
    • If your documentation includes expenses that will not be funded by CDO, please include a note to explain. 
    • When uploading documentation files, please use this naming convention: "File X of Y," with Y being the total number of files you are uploading. This helps ensure all files are present. For example, if you are submitting 2 files, they should be named "File 1 of 2" and "File 2 of 2."
    • Please see below for the "Expense Categories" table (Table 1) and documentation sample (Figure 1) to help you prepare your documentation. 

  • Documentation Upload

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  • Documentation Resources

  • Table 1 - Expense Categories

    Category Letter Category Name Definition
    A  Direct Personnel Salary and/or benefits provided to employees of the lead applicant or partner organizations for time spent supporting this project. Should be calculated based on the expected % level of effort (LOE), or % of time that person will use on this project, over the length of the project period. For example, Program Manager with 50% of time for one month, Executive Director with 5% LOE over the 12-month project period, etc.
    B Indirect Personnel (Non-employee Labor) Salary and/or benefits provided to staff who are not employees of the lead applicant or partner applicants. Can be calculated on LOE, however most likely will be calculated by a fixed time period. For example, two data management staff working for $25/hour for five hours total, five youth change agents working for $20/hour for two hours per week for the length of the 12-month project period, etc.
    C Supplies Rented or purchased items that are temporary or single-use in nature, and whose lifespan will not last past the length of the project period. For example, tent rental, snacks, or office supplies, etc.
    D Marketing & Outreach Marketing, outreach, or any other communications or advertising required to support implementation. For example, distribution pamphets, radio ads, information booth, and advertising, etc.
    E Services and Contracts Services or support provided by an outside provider based on a contract or service level agreement that are not personnel or indirect personnel. For example, catering service, DJ, construction contractor, or event management, etc.
    F Equipment Purchased items that are not temporary or single-use in nature and whose lifespan will outlast the length of the project implementation period. For example, purchased vehicles, printers, cell phones, software, hardware, or other electronics services, etc.
    G Facilities Costs associated with providing, operating and/or maintaining a physical space necessary for the implementation of the project. For example, hall rental, utilities, or storage unit, etc.
    H Travel and Transport Costs associated with travel or transporation outside of a fixed contract. For example, travel or gas reimbursements, flights, shipping costs, and one-time moving and delivery fees, etc.
    I Other Items that do not fit into any of the above categories.

  • Figure 1 - Sample Documentation File  

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