Portland Children's Investment Fund | Current Invoice and Expense Forms

  • Download Invoice and Expense forms from this web site.
  • Submit forms on a quarterly basis.
  • Purpose of forms is to report actual grant expenditures and invoice for grant payment.
  • Expenditure reports should show only expenditures for programs funded by the Children's Investment Fund and should track to line items and amounts approved in contract budget.
  • Forms are in Excel format and both forms appear as worksheets within one document. Navigate between worksheets by clicking tabs on bottom left of screen
  • Sections of the Invoice Form links to the expenditure form for program name info, date, etc. So once you fill in that info on the invoice form, it will fill in automatically for you on the expenditure form
  • Red "corners" appear on some of the cells/boxes in each sheet; if click/put mouse on those red corners, specific instructions for form will appear for how to fill out sections of the forms.
  • Submit forms electronically; you can create the invoice on letterhead with electronic signatures or scan it and email it; or fax if necessary; forms have instructions for submission.
  • Expenditure form will do many subtotaling and totaling calculations for you using formulas programmed into worksheet. You can insert rows into expenditure report worksheet and formulas should continue to function if the rows are inserted correctly. If you insert rows in any category on the budget form, make sure subtotals are accurate before you submit the form.
  • Children's Investment Fund staff checks submitted expenditure reports and invoices for math accuracy and allowable expenses. If staff find problems with expenditure reports and invoices, Children's Investment Fund staff will ask grantee to make corrections or staff will make corrections and inform you of them.
  • Payment  normally take 3 to 4 weeks after submission of invoice and expenditure report.
  • Internally, Children's Investment Fund staff tracks quarterly expenditures and payments, expenditures and payments to date and contract balance for each grantee.
  • Staff (John Kelly) will send a quarterly financial statement via email to each grantee after expenditure report logged and invoice paid.