SEED Reporting Guidelines
Last Revised March 10, 2023
This can include payments to employees, contractors, consultants, and freelancers. Acceptable forms of evidence include:
- Payroll Statement with Role with detailed description of services
- Invoice for Services WITH proof of payment with detailed description of services
- Gusto is a free payroll platform for organizing payments to employees (EIN needed)
Payments made to the grantee/business owner can ONLY be justified with:
- Payroll Statement/Report
Unacceptable expenses include:
- Zelle/Venmo/Cashapp transfers from bank statement – MUST include additional evidence
- Check copies – MUST Include additional evidence
Vehicles
Grantees cannot purchase vehicles with funds UNLESS the vehicle is being used for business purposes.
If you are expensing the use of a business vehicle (registered under your business name), acceptable expenses and evidence include:
- Vehicle Purchase (proof of purchase and description of use for business purposes)
- Gas/Mileage rate and description of vehicle use
- Monthly payments for vehicles (proof of purchase and description of use for business purposes)
- Mechanical repairs or maintenance that are not already covered by insurance
If you are expensing the use of a personal vehicle (registered under your name), acceptable expenses and evidence include:
- Vehicle Purchase ONLY if vehicle is used primarily for business use and with prior approval from your SEED contact (proof of purchase and detailed description of use for business purposes )
- Gas/Mileage rate and description of vehicle use
- Monthly payments for vehicles (proof of purchase and description of use for business purposes)
- Mechanical repairs or maintenance that are not already covered by insurance
Unacceptable expenses include:
- Any expense that does not DIRECTLY relate to the business purpose
*** If you are uncertain whether your personal vehicle expenses would qualify, please speak with your SEED contact ***
Rent/Utilities
Grantees may expense utility payments such as rent, internet service, PG&E, insurance for the portion that is for BUSINESS PURPOSES ONLY. See definitions and guidance below.
Rent for Mixed Use (Personal and Business Space) : If you use a personal space for business purposes (I.e., home office, cellphone for business calls, wifi /internet.electricity, etc), you may charge a portion of your rent/utilities that is directly related to business use. Please use the Time/Space calculator found in the Expense Report tab “Rent/Utilities” to determine the portion of your bill that can be charged to the grant.
- Evidence: Proof of payment with receipt or invoice and clearly stated address
Rent for Business/Office Space only: If you rent an office space that is exclusively used for business, the entire amount of rent/utilities may be expensed.
- Evidence: Proof of payment with receipt or invoice and clearly stated address
Large Equipment
Examples of equipment include anything purchased over $1000 including but not limited to: appliances, technology (phones, laptops, sound equipment), etc.
If you are expensing a piece of equipment for your business purposes, acceptable expenses and evidence include:
- Proof of purchase and description of use for business purposes