1. FNP: Navigating the Paperwork
Support Staff Conference
April 2010
County Commissions, North Dakota State University and
U.S. Department of Agriculture Cooperating.
NDSU is an equal opportunity institution.
This material was funded by USDA’s
Supplemental Nutrition Assistance Program (SNAP).

3. The Family Nutrition Program (FNP)
- A Reimbursement Program
Federal Reimbursement North Dakota’s Cost Share
USDA – SNAP Division
(50%) (50%)
FNP salaries County Extension
Family agents/staff time
FNP travel Nutrition
Program County supplies
FNP operating (FNP)
Space/Classrooms
FNP state office Total
Program Teacher time
Project: COST
FAR0015899 Volunteers
Enhanced funding with Indian Tribal Organizations (ITOs)
NEW! Project: FAR0016195
 Reimbursed 75%
 North Dakota Cost Share 25%
 Locations:
o Spirit Lake Reservation (Benson)
 Warwick School (Ramsey)
o United Tribes Technical College/Theodore Jamerson
Elementary (Burleigh)
o Fort Berthold Reservation
 Mandaree School (McKenzie)
 Whiteshield School (McLean)
o Circle of Nations School (Richland)
o Turtle Mountain Reservation (Rolette)
 Turtle Mountain Elementary in Belcourt
(Bottineau/Towner)
o Standing Rock Reservation (Sioux)

4. Acceptable Tasks for FNP Time & Effort
Extension Agents
 Team teaching and/or providing educational nutritional programming to our target
audience (only record portion of time spent on nutrition for FNP).
 Sharing ideas and resources with the FNP educator. Problem-solving for
effective FNP programming.
 Participating in recruitment of FNP staff (meetings, interviews, reference checks).
 Orienting new FNP staff member to the county office setting.
 Actively participating in a FNP agenda item at a staff meeting, such as agents
offering suggestions for partnering opportunities and making plans for upcoming
team programming (record time dedicated to FNP portion only; not total meeting
time).
 Identifying potential audiences and partners.
 Visiting with partner agencies to learn of their needs for FNP education and
gather ideas about ways to meet those needs.
 Assisting with collection of signatures and other necessary documentation for
quarterly match reports and proposals.
 Assisting with displays and lesson preparation.
 Capturing any time spent communicating with the state FNP office.
Support Staff
 Preparing travel vouchers, requests for payment, accounts payable vouchers,
and other accounting forms.
 Tracking program expenditures and reconciling against spreadsheet that state
office sends out quarterly.
 Typing activity log, quarterly match reports, contribution confirmation forms, and
proposal forms.
 Answering phone calls and inquiries about FNP.
 Ordering supplies for FNP and submitting invoices to the county for payment.

5.  Making photo copies of invoices, accounting forms, documentation, newsletters,
handouts, etc. for program use.
 Preparing mailings for FNP.
 Assisting with displays and lesson preparation.
 Filing and maintaining records for FNP.
 Capturing any time spent communicating with the state FNP office.
Time and Effort Documentation
This documentation generates a PAC
(personnel activity confirmation) from grant and
contract accounting.
Example: ITO documentation
First column = total FNP time (ITO + non-ITO)
Second column = total ITO time
Grant and contract accounting enters the
percentages and captures the value per pay
period from every contributor.

6. NDSU Extension Service
County Match Contributions
How do I document....
1. Equipment, office supplies, and materials?
 Use invoice or receipt that shows item and date of purchase. If only a
portion of the total is claimed for FNP, then write the FNP portion on the
invoice (see Example A).
 If a purchase is divided evenly between program staff, then write the
calculation on the invoice.
 Write the check number and date of check on the invoice or include a
general ledger printout with reference numbers (see Example B).
2. Other match resources, such as long distance phone charges?
 A copy of the statement or invoice with a notation showing the amount for
FNP and how it was determined. Circle or highlight the applicable phone
calls.
3. Postage?
 To claim postage, you need a postage log to show the portion attributed to
FNP use (see Example C).
4. Other match resources, such as district director or Extension employee travel?
 A copy of the travel expense voucher and applicable receipts.
 For district director mileage, provide a copy of the e-mail from the district
director with the date of travel, miles, and mileage rate.
 For use of a county car, documentation on letterhead will suffice (see
Example E).
5. Other match resources, such as copies?
 A print out of the FNP copy code or a copy log (see Examples C & D).
 Copies are valued at $0.05 for black ink copies and $0.11 for color ink
copies.
 Double-sided black ink copies are $0.10 and double-sided color ink copies
are $0.22.
 If it is a black ink copy on colored paper, the rate would be $0.05.
 The standard copy rate replaces the cost of paper, toner, maintenance
agreements, and equipment leases/purchases. Please do not claim these
items as supplies. Paper and ink cartridges for printers can be claimed
as supplies if it is noted on the invoice that the purchase was for a printer
(with the FNP portion identified).

7. Example A

8. Example B
Receipt shows purchase. If your county submits several invoices
and receipts for office supplies, a
calculator tape is helpful to show how you
arrived at a total for office supplies. In this
example, Art & Learn is the first receipt for
office supplies.
This total was claimed on match report ($80.76).
Excerpt from general ledger shows check number:

9. Example C

10. Example D
COPY LOG EXAMPLES

11. Example E