Emergency Food and
Shelter Program
WEBINAR SERIES EFSP.UNITEDWAY.ORG
Spreadsheets
EFSP Webinar Series
Learning Objectives
▪ What are spreadsheets used for at EFSP?
▪ Where are the spreadsheet templates located?
▪ How do you fill out spreadsheets for final reports?
▪ What are common errors in creating spreadsheets
for EFSP?
▪ What are examples of correct and incorrect
spreadsheets?
Spreadsheets
EFSP Spreadsheets
Spreadsheets are required for each program category as part of the final review
process. Spreadsheets provide an overview of how EFSP funds were spent and
serve as a checklist with which documentation can be compared. Spreadsheets are
required for all LROs, even if documentation is not required.
Phase Number:
33
Spreadsheets alone are not sufficient. Documentation must be obtained,
maintained, retained and submitted to EFSP (if required) to support all
expenditures made with EFSP funds.
LRO Name:
Sample Organization
LRO ID (9 digits):
123456789
SERVED MEALS EXPENDITURES - DIRECT COST
(A spreadsheet is required when not using the per meal allowance. The per meal log replaces the spreadsheet.)
Payment/Check
Number
Payment/Check Date
(MM/DD/YY)
Payment/Check
Clear Date
(MM/DD/YY)
Invoice/Receipt Date
(MM/DD/YY)
Invoice/Receipt
Number (If no
number, enter N/A)
Vendor Name
Invoice/
Receipt
Amount
Total Check
Amount
EFSP Portion
of Check
Amount
123 09/01/17 10/01/17
07/01/17
INV123 Giant 150.00 150.00 150.00
124 09/02/17 09/15/17
09/02/17
INV234 Walmart 250.50 250.50 98.73
Card 10/01/17 10/01/17
10/01/17
1345632 Aldi 176.27 176.27 176.27
135 02/05/18 02/14/18
2/2/18
123486 Costco 75.00 200.00 250.00
Total 675.00
Sample Spreadsheets and Guidance are available on EFSP website under Forms and listed on the dashboard under Final Report.
Spreadsheet Templates
Sample spreadsheets can be found:
▪ The Responsibilities and Requirements Manual
▪ Under Forms on the EFSP Website
Required Spreadsheet Elements
▪ Billing Period Covered with
Payment
▪ Building Code Citation Date
▪ Client First Name
▪ Client Last Name
▪ Client Street Address
▪ Dates of Stay
▪ Due Date
▪ Delivery Date
▪ EFSP Portion of Check Amount
▪ Invoice/Receipt Amount
▪ Invoice/Receipt Date
▪ Invoice/Receipt Number
▪ Landlord/Mortgage Company
Name
▪ Member Agency Name
▪ Month Covered with Payment
▪ Monthly Rent/Mortgage
▪ Page Numbers
▪ Payment/Check Clear Date
▪ Payment/Check Date
▪ Payment/Check Number
▪ Payroll Registers
▪ Phase and LRO Identification
▪ Total Check Amount
▪ Type of Repair
▪ Type of Service
▪ Vendor Name
Sample Spreadsheet- Served Meals
Phase Number:
33
Spreadsheets alone are not sufficient. Documentation must be
obtained, maintained, retained and submitted to EFSP (if required) to
support all expenditures made with EFSP funds.
LRO Name:
Sample Organization
LRO ID (9 digits):
123456789
SERVED MEALS EXPENDITURES - DIRECT COST
(A spreadsheet is required when not using the per meal allowance. The per meal log replaces the spreadsheet.)
Payment/Check
Number
Payment/Check
Date (MM/DD/YY)
Payment/Check
Clear Date
(MM/DD/YY)
Invoice/Receipt
Date (MM/DD/YY)
Invoice/Receipt
Number (If no
number, enter
N/A)
Vendor Name
Invoice/
Receipt
Amount
Total Check
Amount
EFSP
Portion of
Check
Amount
123 09/01/17 10/01/17
07/01/17
INV123 Giant 150.00 150.00 150.00
124 09/02/17 09/15/17
09/02/17
INV234 Walmart 250.50 250.50 98.73
Card 10/01/17 10/01/17
10/01/17
1345632 Aldi 176.27 176.27 176.27
135 02/05/18 02/14/18
2/2/18
Costco 75.00 200.00 250.00
Total 675.00
Sample Spreadsheets and Guidance are available on EFSP website under Forms and listed on the dashboard under Final Report.
Sample Spreadsheet- Other Food
Phase Number:
34
Spreadsheets alone are not sufficient. Documentation must be
obtained, maintained, retained and submitted to EFSP (if required) to
support all expenditures made with EFSP funds.
LRO Name:
Sample Organization
LRO ID (9 digits):
OTHER FOOD EXPENDITURES
Payment/Check
Number
Payment/Check
Date (MM/DD/YY)
Payment/Check
Clear Date
(MM/DD/YY)
Invoice/Receipt
Date (MM/DD/YY)
Invoice/Receipt
Number (If no
number, enter
N/A)
Vendor Name
Invoice/
Receipt
Amount
Total Check
Amount
EFSP
Portion of
Check
Amount
123 01/15/17 02/25/17
12/01/16
INV123 1000.00 1000.00 1000.00
Card 03/01/17 03/01/17
03/01/17
INV234 Walmart 765.00 765.00 765.00
133 06/20/17 07/01/17
06/01/17
1225588 Target 250.00 250.00 100.00
145 10/15/17 10/16/17
07/01/17
78543 Sample Grocery 150.00 150.00 150.00
Total 2,000.00
Sample Spreadsheets and Guidance are available on EFSP website under Forms and listed on the dashboard under Final Report.
Sample Spreadsheet- Utilities
Phase Number:
33
Spreadsheets alone are not sufficient. Documentation must
be obtained, maintained, retained and submitted to EFSP (if
required) to support all expenditures made with EFSP
funds.
LRO Name:
Sample Organization
LRO ID (9
digits):
123456789
UTILITY EXPENDITURES
Client Last
Name
Client First
Name
Client Street
Address
Vendor Name
Type of
Service
Due
Date/Delivery
Date
(MM/DD/YY)
Billing
period
covered w/
payment
Payment
/Check
Number
Payment/Check
Date (MM/DD/YY)
Payment/Check
Clear Date
(MM/DD/YY)
Total
Check
Amount
EFSP
Portion of
Check
Amount
Adams Mary
123 Any St,
Sample, State
ABC Utility Co. Gas 09/01/17
08/01/17-
08/31/17
111 08/29/17 09/29/17 150.00 200.00
Burns Sam
487 Test St,
Sample, State
Town Water Co. Water 08/01/17
06/15/17-
07/15/17
098 08/10/17 10/01/17 200.00 200.00
Simpson John
963 Random St,
Sample, State
ABC Utility Co. Gas 10/01/17
09/01/17-
09/30/17
123 10/01/17 10/22/17 125.00 125.00
Hughes Frank
111 Other St,
Sample, State
Volt Electricity
Electric 01/31/18
02/01/18-
02/28/18
154 01/29/18 02/15/18 175.00 75.00
Total 650.00
Sample Spreadsheets and Guidance are available on EFSP website under Forms and listed on the dashboard under Final Report.
Sample Spreadsheet- Rent/Mortgage
Phase Number:
33
Spreadsheets alone are not sufficient. Documentation must
be obtained, maintained, retained and submitted to EFSP (if
required) to support all expenditures made with EFSP
funds.
LRO Name:
Sample Organization
LRO ID (9
digits):
123456789
RENT/MORTGAGE EXPENDITURES
Client Last
Name
Client First
Name
Client Street
Address
Landlord/
Mortgage
Company
Name
Monthly
Rent/
Mortgage
Due Date
(MM/DD/YY)
Month
covered
w/
payment
(MM/YYY
Y)
Payment
/Check
Number
Payment/Chec
k Date
(MM/DD/YY)
Payment/Check
Clear Date
(MM/DD/YY)
Total
Check
Amount
EFSP
Portion of
Check
Amount
Anderson Joe
123 Any St,
Sample, State
Housing People $750.00 09/01/17 09/2017 111 08/29/17 09/01/17 $750.00 $750.00
Turner Arnold
487 Test St,
Sample, State
Townhouse Co. $1,400.00 08/01/17 08/2017 098 08/10/17 08/15/17 $1,400.00 $1,400.00
Mullen Claire
963 Random St,
Sample, State
R &R Rental Co. $975.00 10/01/17 10/2017 123 10/01/17 10/01/17 $975.00 $975.00
Newton Michelle
PO Box 123
Sample, State
S.K. Helper $2,200.00 01/01/18 01/2018 154 01/09/17 01/10/17 $2,200.00 $2,200.00
Total $4,000.00
Sample Spreadsheets and Guidance are available on EFSP website under Forms and listed on the dashboard under Final Report.
Sample Spreadsheet- Other Shelter
Spreadsheets alone are not sufficient. Documentation must
be obtained, maintained, retained and submitted to EFSP (if
required) to support all expenditures made with EFSP
funds.
OTHER SHELTER EXPENDITURES
Client Last
Name
Client First
Name
Dates of Stay Vendor Name
Invoice
Date Invoice Amount
Invoice
Number
Payment/
Check
Number
Payment/Check
Date
(MM/DD/YY)
Payment/Check
Clear Date
(MM/DD/YY)
Total
Check
Amount
EFSP
Portion of
Check
Amount
Butler Amy
11/01/17-
11/22/17
ABC Motel 11/22/17 $220.00 123 111 10/25/17 10/25/17 $220.00 $220.00
Curtis Cory
10/05/17-
11/05/17
Town Hotel 11/05/17 $1,000.00 N/A Card 11/05/17 11/05/17 $1,000.00 $1,000.00
Donnell Casey
07/10/17-
08/05/17
ABC Motel 08/15/17 $545.00 154 123 08/15/17 08/15/17 $545.00 $545.00
Rogers Alice
09/01/17-
10/15/17
ABC Motel
10/15/17 $850.00 154 12/01/17 12/09/17 $850.00 $850.00
Total $2,615.00
Sample Spreadsheets and Guidance are available on EFSP website under Forms and listed on the dashboard under Final Report.
Sample Spreadsheet- Mass Shelter
Phase 33
Local Board ID Number 123456
LRO ID Number 123456789
ABC Sample Shelter
123 Sample Street
City, State
Date (Month/Day/Year) Number of Clients Per Diem Rate TOTAL
1/1/2018 15 $7.50 $112.50
1/2/2018 22 $12.50 $275.00
1/3/2018 18 $12.50 $225.00
18 $15.00 $270.00
1/5/2018 22 $12.50 $275.00
Total: $1,157.50
Sample Spreadsheet- Payroll
Phase Number 34 Spreadsheets alone are not sufficient. Documentation
must be obtained, maintained, retained and submitted
to EFSP (if required) to support all expenditures made
with EFSP funds.
LRO Name: Sample Organization
LRO ID Number: 123456789
PAYROLL EXPENDITURES
Employee Name Payroll Date Percentage Payroll Amount EFSP Portion of Payroll
Amount
Washington, Mary 09/30/2017 25% $1,250.00 $312.63
Washington, Mary 10/15/2017 25% $1,250.00 $312.63
Winters, Kevin 10/15/2017 25% $2,250.00 $312.63
Total $937.89
How Many Errors Can You Find?
Local Board ID Number 123456
LRO ID Number 123456
Sample Shelter
123 Sample Location
City, State
Date (Month/Day/Year) Number of Clients TOTAL
1/1/2018 10 $200.00
12 $300.00
1/3/2018 10 $200.00
1/4/2018 11 $250.00
1/5/2018 13 $400.00
$10,000.00
How Many Errors Can You Find?
Phase Number:
33
Spreadsheets alone are not sufficient. Documentation must
be obtained, maintained, retained and submitted to EFSP (if
required) to support all expenditures made with EFSP
funds.
LRO Name:
Sample Organization
LRO ID (9
digits):
123456789
RENT/MORTGAGE EXPENDITURES
Client Last
Name
Client First
Name
Client Street
Address
Landlord/
Mortgage
Company
Name
Monthly
Rent/
Mortgage
Due Date
(MM/DD/YY)
Month
covered
w/
payment
(MM/YYY
Y)
Payment
/Check
Number
Payment/Chec
k Date
(MM/DD/YY)
Payment/Check
Clear Date
(MM/DD/YY)
Total
Check
Amount
EFSP
Portion of
Check
Amount
Anderson Joe
123 Any St,
Sample, State
Housing People 09/01/17 09/2017 111 08/29/17 09/01/17 $750.00 $750.00
Hughes Arnold
487 Test St,
Sample, State
Townhouse Co. $1,400.00 08/01/17 08/2017 098 08/10/17 08/15/17 $1,400.00 $1,400.00
Carter Claire
963 Random St,
Sample, State
R &R Rental Co. $975.00 10/01/17 10/2017 123 10/01/17 7/01/17 $975.00 $2,000.00
Newton Michelle
PO Box 123
Sample, State
S.K. Helper $2,200.00 03/01/18 03/2018 154 03/09/17 01/10/17 $2,200.00 $2,200.00
Total $6,350.00
Sample Spreadsheets and Guidance are available on EFSP website under Forms and listed on the dashboard under Final Report.
Common Errors
▪ Missing Spreadsheet
▪ Not including data in all the columns
▪ Client’s names not alphabetized
▪ Incorrect summing
▪ Invoices are not in the spending period
▪ Check date is more than 90-days after the invoice date
Learning Summary
▪ What are spreadsheets used for at EFSP?
▪ Where are the spreadsheet templates located?
▪ How do you fill out spreadsheets for final reports?
▪ What are common errors in creating spreadsheets
for EFSP?
▪ What are examples of correct and incorrect
spreadsheets?
Spreadsheets
Q&A
▪ Please type your question into the chat box below.
▪ Please do not ask specific questions about your
agency.
▪ Please call for or email specific questions about
your agency.
Spreadsheets
Emergency Food and Shelter
National Board Program
701 North Fairfax Street
Alexandria, Virginia 22314
Phone: 703-706-9660
Fax: 703-706-9677
Website: efsp.unitedway.org
Email Address for inquires:
efsp@uww.unitedway.org
Emergency Food and
Shelter Program
WEBINAR SERIES EFSP.UNITEDWAY.ORG
