Enter a reimbursement request
Grants and Projects > Maintenance > Member Grants > Grant Maintenance
A reimbursement is used to create a transaction to reimburse a member LEA's vendor using an amount that is equal to or less than the amount available in a grant's eligible remaining amount. To create a reimbursement request, click Reimbursement from the top of the page.
The Reimbursement Request pop-window opens allowing you to add the request.
The transaction date and status are displayed.
Review the data, indicate the reimbursement and matching fund amounts (if any), and save or submit the request.
Over Expend Notes:
If changes are made to a reimbursement request (amounts are moved between object classes), the amount must be less than the over expenditure limit. Use the following calculation to find the over expenditure limit for an object class:
Over Expenditure limit = (Total Budget * (1 + Overexpend %)) less (Reimbursement + Pending Reimbursement)
Example: The Total Award for an object class is 5000, the Over Expend % is set to 10%, the Reimbursement amount is 400 and the Pending Reimbursement is 0.
The calculation is: 5100 = (5000 * (1 + 10%)) – (400 +0)
In this example, the Reimbursement Request cannot exceed 5100.
If any of the transaction's object class Reimbursement Requests are greater than the Over Expenditure limit, a budget revision is needed.
| 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 revisions 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. A reimbursement is used to create a transaction to reimburse a member LEA's vendor using an amount that is equal to or less than the amount available in a grant's eligible remaining amount not to exceed the over expenditure percentage amount, if applicable. |
| 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 or when adding a new request. Otherwise, the field is disabled. This field can be used when a grantee is required to “match” the grant in some way from another sources and it has to be reported back to the granting agency. This is a way for the fiscal agent to collect that information for reporting. This field is for information purposes only and does not affect grant calculations or totals. |
| 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. Note: If the total reimbursement request is zero but the matching funds is greater than zero, then the Final Report check box is disabled. If an approval path exists, the request status is set to a Submitted status and will go to the Approval Dashboard. If approved, the transaction will bypass the Grant Payments process and be set to a Paid status. If an approval path does not exist, the transaction will be set to a Paid status. A check transaction is not created. |
❏ Click Save to save the request without submitting it for approval.
❏ Click Submit to submit the request for approval. The request is forwarded through the designated approval path for the selected grant type.
Once the request is saved or submitted, it is displayed under Transactions with the appropriate status.
❏ Click Cancel or X to close the pop-up window.
Documents:
Once a request is saved or submitted and if you have access to Document Attachments, click 
under Transactions to open the Budget Reimbursement Request pop-up window.
- Click Documents to open the Document Attachments pop-up window. You can view, upload, or delete documents as needed.
- If documents exist for the request,
is displayed on the Documents button. - If a document is uploaded in this popup, is displayed for the transaction in the Doc column under Transactions.
After the budget adjustment request goes through the appropriate approval path and is completely approved, the transaction status changes to Posted and the grant amounts are updated accordingly on the Grant Maintenance page under Summary.
After the reimbursement request goes through the appropriate approval path and is completely approved, the transaction status changes to Posted, the request amount is deducted from the Eligible Remaining amount, and is displayed as a Pending Reimbursement Amount.
The reimbursement request is now ready to be processed for payment using the Grants and Projects > Utilities > Grant Payments > Print Checks page. Reference the G&P SSA Fiscal Agent Management Process Grant Payments guide for additional information.