Resource Center › Funders › IOLA Fund
IOLA Fund · New York State · Civil Legal Services grants and other IOLA Fund awards
Your IOLA Quarterly Reimbursement Voucher, on IOLA's own April–March year.
IOLA's fiscal year runs April 1 to March 31 (21 NYCRR §7000.22), the voucher is quarterly, and there is no separate indirect line — overhead sits inside salary, fringe or operating expenses. Prove It fills the Quarterly Reimbursement Voucher from AI-read payroll and coded invoices for the quarter, with your IOLA contract number and contact person carried onto every one. 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 IOLA checks before it pays
IOLA’s fiscal year runs April 1 – March 31
“1st Quarter” means April–June. Filing on a calendar-quarter assumption misaligns every period.
There is no indirect line on the voucher
Overhead must be embedded within Salary, Fringe, or Operating Expenses/Other.
- IOLA's fiscal year runs April 1 – March 31, confirmed in 21 NYCRR §7000.22 — matching the quarter labels on real filed vouchers
- Civil Legal Services grants are general-operating-support awards, not itemized cost-reimbursement contracts
- Grantees must submit an annual CPA-audited financial statement plus a program-expenditure report every year, regardless of federal-funds volume
- Clients must be at or below 125% of the federal poverty threshold, with limited exceptions
- The Fund's own 10% administrative cap (21 NYCRR §7000.5(a)(9)) is an internal operating cap, not a grantee indirect-cost rate — the two are frequently confused
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 IOLA Quarterly Reimbursement Voucher — IOLA's own voucher — contract information, category-of-expense rows and project totals for the current IOLA quarter, from approved payroll and coded invoices.
- 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.
IOLA identifiers
IOLA Contract Number and Contact Person / Preparer — typed once, carried onto every voucher.
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 IOLA's own list — Contractual Services, Travel, Equipment, Space/Property & Utilities, Operating Expenses, Other.
The free voucher checker is a fixed set of rules, not AI: costs IOLA's manual lists as unallowable, fringe above the 35% review threshold the app uses for IOLA, allocations that don't total 100%, totals that don't reconcile, blank contract, provider or period identifiers — plus IOLA's own recurring errors: IOLA’s fiscal year runs April 1 – March 31; There is no indirect line on the voucher. The file is read in your browser and never uploaded. Check a IOLA voucher.
Ask a CFO answers "can I charge this?" from IOLA'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.
IOLA at a glance
Free IOLA resources
Your next IOLA 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 IOLA voucher in IOLA'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.
IOLA questions
Where does indirect go on an IOLA voucher?
Nowhere separate — the Quarterly Reimbursement Voucher has no Indirect/Administrative Overhead line, and 21 NYCRR Part 7000 publishes no grantee indirect or fringe-rate policy. Overhead is embedded in Salary, Fringe or the Operating Expenses/Other categories, and the app's IOLA basis says so.
Which quarter does the export cover?
The IOLA quarter containing today's date — 1st Qtr Apr–Jun through 4th Qtr Jan–Mar — labelled the way the two real filed vouchers on file label them.
What does IOLA require beyond the voucher?
An annual CPA-audited financial statement plus a program-expenditure report every year, regardless of federal-funds volume (21 NYCRR §7000.15(b)(4)) — separate from a Single Audit.
Does Prove It submit my IOLA 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
New York City
New York State
Federal
Back to the Resource Center.