Instructions for Monthly Expense Report
Required Back-up Documents
Monthly Expense Report spreadsheet. (Back-up attached) – All receipts should be taped
to an 8 ½ X 11” piece of paper.
a. Original receipts and authorization cover sheet, with signatures for online expenses
and expenses without invoices (like rent.)
b. Original Local Reimbursement form and original receipts. Two authorized signatures
c. Petty cash - Original spreadsheet and original receipts taped to 8 ½ X 11” piece of
d. Void checks – even if a check is voided, include it on the spreadsheet and attach the
check to the monthly expense report.
Original bank statement.
a. Original cancelled checks (if any returned by the bank, or microfilm copies.)
b. Original deposit receipts.
c. Copy of Statewide Replenishment check.
d. Copy of any checks that are donations to CUE, and the name of the person or
institution who made the donation.
How to record the monthly expenses on the spreadsheet
On the spreadsheet, include all checks written that month. For example for the month of
December 2005, include all checks actually written between Dec. 1 and Dec. 31. These
should be recorded on the monthly expense report spreadsheet for December. Include all
checks written, even if the check did not clear the bank or show on the bank statement for
The December 2005 monthly expense report spreadsheet should be mailed to the
statewide office early in January, even though you will not yet have received the bank
statement for December until mid-January.
Then, when you receive the bank statement, mail that separate, with the original checks
(if any.) The bank statement should be mailed to the statewide office every month, once
you receive it from the bank, even if there was no activity for that month.
Petty Cash Log – give an explanation of expense and attach all original receipts.
Enter the date you received the check for Petty Cash.
Enter the amount receiv