Bureau of Youth Intervention Services

DUE DATE:

The monthly reports are due within 15 days following the end of each calendar month. For example, the EDF for July will be due August 15th.


Step 1: Spreadsheet

  • Open the Excel spreadsheet and 'Save As' your agency name as the title. Close the spreadsheet completely and then reopen it before entering any information!

Step 2: Approved Budget

  • Locate and click on the Approved Budget tab at the bottom of the spreadsheet.
  • You will need to insert the name of your agency as it appears on your current contract in the designated areas at the top of the page.
  • Insert your contract number and document number as it appears on your current contract and the agency FEIN in the designated areas. After inserting your agency name and contract number in the Approved Budget tab it will appear on all other pages of the workbook.
  • Locate the area at the top that states "Enter Program Name Here," and fill in your program name. For example: "Teen Reach," "Redeploy Illinois," Homeless Youth," etc. After inserting your agency name and contract number in the Approved Budget tab it will appear on all other pages of the workbook.
  • Enter the Report Contact name, phone and email address. This should be the person that will be able to answer specific questions about submitted expenditure reports.
  • Enter your FY14 approved budget information. These would be the budget figures approved as part of your FY14 annual program plan and budget.
  • The EDCF must be signed and dated by the agency's authorized official.
  • Save

Step 3: Monthly Expenditures

  • Expenditures are to be reported to DHS on a monthly basis, due within 15 days following the end of each calendar month.
  • *NOTE: Indirect Administrative Costs may not be allowed by your program - please refer to the Community Services Agreement Exhibit B.
  • Unless otherwise approved, "Total Admin Costs (Direct + Indirect*)" may not exceed 20% of the Total Expenditures at the end of the fiscal year.
  • To record monthly expenditures, select the corresponding tab for the month in which you wish to record expenditures.
  • On the left side of the form, complete the expenditures by line item to correspond with your actual program expenditures, including match as appropriate.
  • On the right side of the form, for each line of reported expenditures, please break down those expenditures into "Direct Costs," "Direct Admin Costs" and "Indirect Admin Costs" (if allowed).
  • For each line of reported expenditures, the left side of the expenditure report form must equal the right side of the form. If they do not match, the report will not be accepted.
  • Save

Step 4: Signing and Dating the EDCF

  • The approved budget and the monthly EDCF must be signed and dated by the agency's authorized official.
  • First you must create an image file with the signature. If you need assistance with this please email dhs.youthservicesinfo@illinois.gov with "BYIS EDCF Question" in the subject line of the email.
  • To insert the required signature, place your cursor in the box to the right of 'Authorized Signature' and click on it.
  • Go to the toolbar at the TOP of the spreadsheet and click on the Insert tab (you must use the toolbar at the top; it will not work if you right click).
  • Click on Picture and select the signature image you created. Follow instructions to locate your signature file and double click to insert. Resize/move the image as necessary to fit in the space provided.
  • Type the date in the designated area.
  • Save

Step 5: Submitting the EDCF

  • EDCF's will only be accepted electronically.
  • Before sending the Excel workbook, please make sure signatures and dates are included for all current and previously reported monthly expenditures.
  • Before sending, check to make sure both sides of the report match. To do this, make sure that the following two fields contain the same amount: "Total Expenditures Grant + Match" and "Total Direct + Admin Reported".
  • To electronically submit the Excel workbook, attach it as a file in an email and include the following in the 'Subject' line: (Program Acronym) - (Month) - (Contract Number) - (Agency name or acronym). Program Acronyms: TR = Teen REACH; HY = Homeless Youth; RI = Redeploy Illinois; etc. Example: TR-July-FCRR06181-ABC Agency.
    *It is important that an email is first created and then the file is attached. Please do not right click while in the document and select 'email' or 'send to.' This often times prevents us from being able to open the attached file.
  • Send the email with the EDCF attached to: dhs.youthservicesinfo@illinois.gov  

If you have any questions or problems with the EDCF, please email dhs.youthservicesinfo@illinois.gov with "(Program Acronym) EDCF Question" in the subject line.

REVISIONS

For a previously submitted expenditure report:

  • First, if you wish to keep a copy of the report you are about to revise - please do so before proceeding.
  • Locate the tab of the spreadsheet that corresponds to the previously submitted month for which you intend to revise.
  • In the 'Revision #' box in the top right corner, please insert the number of the revision.
  • Adjust the figures to reflect your revised expenditures.
  • Insert an updated signature and date - this date will serve as the Revision Date.
  • Save
  • Submit these revisions with the NEXT monthly report.
  • In the email that accompanies the report please indicate that a revision has been made and to which month(s).

For revisions to the Approved Budget:

  • First, if you wish to keep a copy of the report you are about to revise - please do so before proceeding.
  • If a budget revision is required, you will need to submit a separate Budget Revision Request Form to the BYIS Bureau Chief, Karrie Rueter at karrie.rueter@illinois.gov for approval. To request this form, please email dhs.youthservicesinfo@illinois.gov with the "(Program Acronym) - Budget Revision Request" in the subject line of the email. Example: HY-Budget Revision Request.
  • Once your budget revision request is approved by the Program Director and Bureau Chief, you will then need to revise the Approved Budget tab of the EDCF.
  • Locate the Approved Budget tab at the bottom of the spreadsheet.
  • In the 'Revision #' box in the top right corner, please insert the number of the revision.
  • Adjust the figures to reflect the newly approved budget.
  • Insert an updated signature and date - this date will serve as the Revision Date.
  • Save
  • Submit these revisions with the NEXT monthly report.

In the email that accompanies the report please indicate that a revision has been made to the approved budget.