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reimbursementrequest
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Reimbursement Request
MemberPortal > Reimbursement Request
This page is used to create and submit grant reimbursement requests to your fiscal agent. Depending on your access, you can inquire only, enter and save data, create new reimbursement requests, or perform all tasks. Your fiscal agent is responsible for assigning your member information, grant type(s), and level of accessibility. If you only have access to enter and save requests, you can only update requests that you created.
Retrieve a grant record:
❏ Use the following fields to retrieve a specific grant.
| Field | Description |
|---|---|
| Year | Type a four-digit grant year. This field defaults to the current school year. |
| Grant ID | Begin typing a grant ID or description. As you type the data, a drop-down list of corresponding data is displayed. Select a grant ID. If the grant ID or description is not known, click  to select a grant ID from the Grant IDs lookup or press the Spacebar to view a list of grant IDs.The grant ID autosuggest list and the Grant IDs lookup is based on the Year field. For example, if you type 2020 in the Year field and tab to the Grant ID field, only active 2020 grant IDs are displayed in the autosuggest list and in the lookup. |
❏ Click Retrieve. The grant record is displayed.
- If you do not have access to submit reimbursement requests or if the final reimbursement request has already been submitted for the selected grant year and ID, a message is displayed to inform you.
The following information only displays for existing records:
❏ Under Dates:
| Begin Date | Type the grant begin date in the MM-DD-YYYY format. Or, select a date from the calendar. |
|---|---|
| End Date | Type the grant end date in the MM-DD-YYYY format. Or, select a date from the calendar. |
❏ Under Reserve:
| Reserved Percent | Type the reserved percentage amount. Valid values are 0-100. |
|---|---|
| Reserved Amount | Type the reserved amount. This amount cannot be greater than 999,999,999.99. |
❏ Under Final Report:
| Due Date | Type the final reporting due date for the grant. This date must be after the grant End Date. |
|---|---|
| Processed Indicator | This field is read-only and is automatically updated after the final transaction is submitted for a Year and Grant ID. |
❏ Under Summary:
| Total Award | The original amount of the award plus or minus any amendments that have been approved (posted) is displayed. |
|---|---|
| Reimbursements | The reimbursement amounts that have been paid are displayed. |
| Pending Reimbursements | The reimbursement amounts that have been approved but not paid are displayed. |
| Eligible Remaining | The eligible remaining amount of the award (calculated Total Award - Reimbursements and Pending Reimbursements = Eligible Remaining) is displayed. |
| Matching Funds | The total amount of matching funds is displayed. |
Create/edit a reimbursement request:
❏ Under Reimbursement Request:
| Object | Displays a list of the six predefined object classes for each year and grant ID: 61XX, 62XX, 63XX, 64XX, 65XX, and 66XX. |
|---|---|
| Total Award | Displays the total award amount for the corresponding object class, which includes the original amount of the award plus or minus any amendments that have been approved (posted). |
| Reimbursements | Displays the reimbursement amounts that have been paid. |
| Pending Reimbursements | Displays the pending reimbursement amounts that have been approved but not paid. |
| Eligible Remaining | Displays the eligible remaining amount of the award (calculated Total Award - Reimbursements and Pending Reimbursements = Eligible Remaining). |
| Reimbursement Request | Type the amount of the reimbursement request. This field can only be edited if the transaction Type is Periodic and the Status is Saved. Otherwise, the field is disabled. |
| Matching Funds | Type the total amount of matching funds. This field can only be edited if the transaction Type is Periodic and the Status is Saved. Otherwise, the field is disabled. |
| Total | Displays the totals for each column. |
| Final Report | Select to indicate that the reimbursement request will be the last transaction for the Year and Grant ID. After the final transaction is submitted for a grant year and ID, no other requests can be submitted, the transaction type is changed to Final, and the Processed Indicator is automatically selected. • Pending Periodic transactions that were submitted before or with the request with the Final Report Indicator selected will be allowed to be processed. • Any pending or returned Periodic transactions that have not been submitted will not be allowed to be submitted for approval. |
View details:
❏ Under Transactions:
| Doc | If documents exist for the transaction,  is displayed. Click to open the Document Attachments pop-up and view the existing uploaded documents. The Document Attachments feature in this view is read-only. |
|---|---|
| Date | The transaction date is displayed. |
| Type |
Displays the transaction type.
• Budget Adjustment - Budget Adjustment Request
|
| Status |
Displays the transaction status.
• Canceled - The transaction was canceled (reversed or voided).
|
| Budget Amount | The transaction budget amount is displayed. If the transaction type is periodic, the budget amount is 0.00. |
| Reimbursement Amount | The transaction reimbursement amount is displayed. If the transaction type is original or amended, the reimbursement amount is 0.00. |
| Payment Date | The transaction payment date is displayed. If the transaction type is original or amended, the payment date will be blank. |
❏ Click Save to save the request without submitting it for approval.
❏ Click Submit to submit the request for approval. The request is sent through the appropriate approval path.
You will receive an email notification when the request is approved/returned.
reimbursementrequest.1624287629.txt.gz · Last modified: 2021/06/21 10:00 (external edit)