INSTRUCTIONS FOR DOCUMENTING DISPOSABLE EXPENSES

Note: Please allow up to ten (10) business days for funds to be issued.  If your submission is not complete, the Food Bank will contact you for further information that must be received before funds can be issued. 

 

ELIGIBLE EXPENSES

Under the HPNAP program, only expenses for non-durable (disposable) supplies necessary to provide emergency food (meals) are considered eligible.

·         Paper & plastic bags

·         Disposable plates, cups, and dinnerware

·         Plastic wrap and aluminum foil

·         Cardboard boxes and to-go containers

An itemized receipt AND proof of payment are required. See important definitions below. 

Multiple Receipts

If you have multiple receipts, you will be asked on the submission confirmation page if you would like to submit another receipt. If you have multiple submissions, please select 'yes'. 

 

Some important definitions: 

An Itemized Receipt or Invoice

A receipt (or invoice) is a document that verifies a purchase and shows that payment has been made. It typically includes the vendor's name, the purchase date, the item purchased, the quantity of the item, the total amount, any applicable tax, and the payment method.

Proof of Payment 

The proof of payment demonstrates that the grant awardee paid the expense. Several types of documents can demonstrate that the awardee paid the expense. 

·         A copy of the canceled check.

·         A bank statement showing the transaction with the corresponding amount.

·         A credit card statement showing the transaction with the corresponding                    amount.  

 Purchases made to be reimbursed by the HPNAP Award program must be made through the awarded agency's financial accounts. The New York State Department of Health requires Food Bank of Central New York to trace all transactions reimbursed through HPNAP.   They will not be reimbursed if the purchase funds cannot be traced.

You must create a submission for each invoice or receipt.