The personnel services backup workbook filed alongside HRA vouchers, structured as three pay-period blocks with a grand total. It distinguishes an employee's gross pay across all contracts from the amount actually requested against this contract.
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
HRA providers whose program area files a detailed voucher workbook alongside PASSPort — confirmed for HASA Scatter Site supportive housing.
Key requirements
Funder
NYC Human Resources Administration
Jurisdiction
New York City
Fringe range
up to 26%
Indirect cost basis
10% de minimis of Modified Total Direct Costs if no NICRA is on file — proposing above 10% requires a MOCS-approval letter uploaded to PASSPort (HRA Human Service Provider Fiscal Manual, June 2026)
What gets this form kicked back
The gross-pay column and the amount-requested column are not the same number, and conflating them is the single most common error on this form. Gross pay is across every contract the person works on; the request is this contract's share only.
HRA publishes a real fringe ceiling of 26% — going above it needs prior approval with plan summaries or actuarial reports, not just a note.
Most HRA program areas invoice entirely inside PASSPort with no separate workbook. This format applies where your program area actually issues one.
Allowable OTPS categories
The categories NYC HRA recognizes on a budget or voucher. Using wording outside this list is a routine cause of returned submissions.
Contracted Services
Space Costs
Equipment
Supplies and Materials
Client Costs
Rent
Other Operating Costs
Unallowable costs
Costs NYC HRA will not reimburse under this contract.
Entertainment or staff events (holiday parties, meals)
Gifts for clients, vendors, or staff
Fines, penalties, interest & late fees
Sales taxes
Association or membership dues
Incentive compensation or bonuses without prior Agency approval
Fundraising costs
Capital construction costs
Personal expenses (travel, food, personal vehicle repairs, childcare)
Rules worth knowing before you file
Fringe benefit rates above 26% require prior approval with supporting documentation such as plan summaries and actuarial reports — one of the few funders with an actual published fringe ceiling rather than a placeholder range
OTPS and third-party purchases over $25,000 require three written competitive estimates; subcontracts at or above $25,000 require prior ACCO approval via the Subcontractor Approval Form
Budget changes exceeding $10,000 or 10% (whichever is greater) in any item category require written justification and, depending on size, a formal POCR
New Fiscal Year Advance equals 50% of the approved annual operating budget, recouped at 10% per month starting with the September invoice through June
Single Audit documentation required if the contract will receive, or the organization's total federal funding including HRA is, $1,000,000 or more in a fiscal year
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 HRA's own rules.