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NYC HRA · New York City · HASA Scatter Site, supportive housing, employment and other HRA-contracted programs
Your HRA PS Template comes out in HRA's own three-pay-date layout.
HRA returns vouchers where gross pay and the amount requested are the same number, or fringe runs past 26% without prior approval. Prove It builds the PS Template from AI-read payroll — up to three check dates per voucher month, gross separated from the request, formulas flagging any request over the allowable maximum — and the Budget vs Actual worksheet for the fiscal year to date. You review every line before anything posts.
10 founding-pilot seats for NYC nonprofits · No card · We set it up with you on a 30-minute call
What HRA checks before it pays
Gross pay and amount requested are different numbers
Gross pay is across every contract the person works on; the request is this contract’s share only. Conflating them is the most common error on the PS form.
Fringe above 26% needs prior approval
HRA publishes a real ceiling, with plan summaries or actuarial reports required to exceed it.
- 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
What Prove It does about it
Imports payroll from ADP, Paychex, Gusto, Paylocity, TriNet, QuickBooks and anything else that exports a file. Common layouts are read instantly; anything else, Claude AI finds the names, gross pay and pay date. You confirm every name before anything posts.
- Download HRA PS Template — HRA's PS template — contract number, name, title, approved budget and FTE, up to three check dates, total pay-period gross and the pay-period payroll request, with the form's own formulas flagging a request above the allowable maximum.
- Download HRA Budget vs Actual (FY) — HRA's Budget vs Actual worksheet for the full fiscal year to date — program start through the voucher month — in one file.
- Download voucher Excel (voucher number) — Four sheets — Voucher Summary, PSA (monthly), OTPS detail and Certification — laid out by this funder's own categories, from your approved payroll and coded invoices.
Coded invoices flow into the OTPS detail: the month's expenses are auto-included in this voucher, you uncheck an item to hold it for a later voucher, and earlier-dated invoices count as prior claims automatically. Categories follow HRA's own list — Contracted Services, Space Costs, Equipment, Supplies and Materials, Client Costs, Rent, Other Operating Costs.
The free voucher checker is a fixed set of rules, not AI: costs HRA's manual lists as unallowable, fringe above the 26% ceiling the app enforces for HRA, allocations that don't total 100%, totals that don't reconcile, blank contract, provider or period identifiers — plus HRA's own recurring errors: Gross pay and amount requested are different numbers; Fringe above 26% needs prior approval. The file is read in your browser and never uploaded. Check a HRA voucher.
Ask a CFO answers "can I charge this?" from HRA's current fiscal manual, with the source and date cited. AI guidance grounded in your live platform data, 2 CFR 200, and live lookups of current funder manuals — not legal, tax, or audit advice. Confirm consequential decisions with your funder or auditor.
Every voucher Excel carries four sheets — Voucher Summary, PSA (monthly), OTPS detail and Certification — so the backup travels with the claim, and the Print / PDF view gives you the same voucher for a signature.
HRA at a glance
Free HRA resources
Your next HRA voucher, built in Prove It — with us on the call
We're taking 10 New York nonprofits into a founding pilot. You get the full platform for 60 days at no charge, and we set it up with you: in one 30-minute working session we load your contracts, your staff and your last payroll file, then rebuild your most recent HRA voucher in HRA's own format. If it doesn't match what you filed — or catch something you missed — you've spent half an hour and owe nothing.
HRA questions
Why does the checker say gross pay and amount requested are different numbers?
Because on HRA's PS template they are: total pay-period gross is what the person earned, the vendor pay-period payroll request is the share you're asking HRA for. Putting the same figure in both is one of HRA's recurring rejections, so the export keeps the two columns separate and the checker's HRA advisory calls it out before you file.
What does the 26% fringe ceiling mean for my voucher?
Fringe above 26% needs HRA's prior approval. The app enforces 26% as the ceiling for HRA in Budget Builder and the voucher checker, so anything above it shows up before you file.
Where does the indirect rate come from?
10% de minimis of MTDC 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). The voucher shows that basis on its indirect line.
Is there an HRA program in the live demo?
The demo organization's programs are DYCD, ACS, DOHMH, DOE, DHS, DFTA and several state and federal funders. The screenshot on this page relabels a demo program as HRA to show the HRA export buttons; add your own HRA contract in the pilot and the same page builds your real voucher.
Does Prove It submit my HRA voucher for me?
No. Prove It builds the voucher and the backup from your live numbers; a person on your team reviews every line and submits it the way you do today. Nothing is filed automatically, and nothing guarantees acceptance — what you get is the funder's own format, filled from the same payroll and invoices you already have, with the recurring errors flagged before you send it.
Other funders
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