As part of HRI’s subrecipient monitoring activities, the HRI Audit Unit is responsible for
reviewing all subcontractor vouchers prior to payment of the final voucher. During this review process it has been noted that, in some instances, amounts claimed on the voucher have been changed by someone other than the subcontractor. It has also been noted that the documentation for the changes varies from program to program.
Vouchers changes noted:
o Reduced/increased without an explanation
o No indication of who reduced the voucher
o No indication that the subcontractor has been notified of change
In an effort to make the process consistent across all programs, effective January 1, 2015 the HRI Audit Unit is requiring implementation of the following:
One document (see Attachment A) to be utilized by all programs for reducing vouchers.
If your program would like to use an alternative format, it must be approved by the HRI
Audit Unit. A copy of the completed form must accompany any voucher that has been
reduced. If a voucher has been reduced and the change form is not attached to the
voucher, the voucher will not be paid until the required document is submitted.
For instances in which a voucher needs to be increased, a new voucher cover page,
signed by the subcontractor, along with any other necessary supporting voucher pages
must be obtained. HRI will no longer accept vouchers that have been increased and do
not meet this requirement.
