Page 1578

For each disbursement a grantee shall record information that includes

(1) the date of the disbursement;

(2) the check number;

(3) the payee;

(4) the amount of the disbursement; and

(5) a classification of the amount by account number. (f) For each disbursement for salaries, wages, or direct fringe benefits, a grantee shall record, in a payroll journal, information that includes

(1) the employee name and the date of the disbursement;

(2) the check number;

(3) payroll period covered;

(4) the gross amount of the payment;

(5) deductions from payroll credits;

(6) net pay; and

(7) a classification of the disbursement by grant project, facility and account number. (g) A general journal must include a record of financial transactions that cannot be properly recorded in another book of original entry. A grantee shall record a full explanation and reference for each entry in its general journal. (h) A grantee shall use a bookkeeping system that allows auditors to trace general ledger entries to specific receipts and checks. (i) A grantee shall keep the following subsidiary records:

(1) earnings records and vacation and leave records for each employee;

(2) a record of all terms of each transaction involving the sale, purchase, or rental of land, land improvements, buildings, fixtures or equipment, including the date, amount, and parties;

(3) a log of all long distance telephone calls, showing the date, number called, person calling, and purpose of the call;

(4) a record of all postage expenditures for purposes such as fund raising, that are not directly related to the provision of residential child care;

(5) a schedule of fixed assets and related depreciation that separately identifies each asset for which the grantee claims reimbursement for use or depreciation costs;