NYC DHS · New York City

DHS Monthly Expense Report

The monthly expense report DHS shelter and housing providers file against contract budget, covering personnel services, fringe, OTPS and indirect for the month and cumulatively.

Free download · no signup

Excel workbook · 8 KB · blank & scrubbed

Download the template

Rebuilt from a real filed form with every client name, amount, and identifying detail removed. Columns, categories, and formulas are preserved exactly as the funder issues them.

Who files this

DHS-contracted shelter providers, including SRO and supportive housing programs.

Key requirements

Funder

NYC Department of Homeless Services

Jurisdiction

New York City

Fringe range

8.25%–35%

Indirect cost basis

Most current MOCS-approved ICR, or 10% de minimis if applicable — DHS's own March 2026 manual states 10%, not the federal 15% floor, since most DHS shelter contracts are city tax-levy funded rather than federal pass-through

What gets this form kicked back

DHS's de minimis is 10%, not the federal 15% — most DHS shelter contracts are city tax-levy funded rather than federal pass-through, which changes the applicable floor.

Maintenance work has a much lower bid threshold ($5,000) than goods ($25,000). It catches providers out regularly.

This template reflects SRO program structure with a single Security/Front Desk personnel category. A family shelter or other non-SRO DHS program may carry categories not represented here — check against your own program's filed voucher.

Allowable OTPS categories

The categories NYC DHS recognizes on a budget or voucher. Using wording outside this list is a routine cause of returned submissions.

Contracted Services
Social / Cultural Outings
Professional Services / Front Desk
Office Supplies
Consultant Costs

Unallowable costs

Costs NYC DHS will not reimburse under this contract.

Entertainment, staff/holiday parties, gifts
Fines, penalties, interest & late fees
Personal expenses (travel, meals, vehicle repair, childcare)
Capital construction costs
Fundraising costs
Association/membership dues

Rules worth knowing before you file

OTPS goods over $25,000, or maintenance work over $5,000, require a minimum of three written bids; below those thresholds market research documentation suffices
OTPS services over $25,000 require ACCO approval in PASSPort rather than competitive bids
Third-party vendor agreements over $25,000 require DSS Agency Chief Contracting Officer approval
Single Audit required if the organization expends $1,000,000 or more in federal awards in its fiscal year
DHS's own March 2026 Fiscal Manual specifies no petty cash policy

NYC DHS — fiscal rules, voucher exports and setup: how Prove It Financials builds this form from your own payroll, budget and invoices.
Free voucher checker: upload a completed copy of this form and it flags unallowable costs, fringe above the ceiling, allocations that don't total 100% and totals that don't reconcile before you file. No signup; the file never leaves your browser.
Why vouchers get returned: the six checks behind most returned vouchers, and what each one looks like in a real file.

Stop filling this in by hand

Prove It Financials generates this exact form every month, populated from your own budget, payroll and invoices — with allocation percentages, fringe, and indirect already calculated and validated against NYC DHS's own rules.

See how it works

DHS Monthly Expense Report

Who files this

Key requirements

What gets this form kicked back

Allowable OTPS categories

Unallowable costs

Rules worth knowing before you file

Related

Stop filling this in by hand