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general:grantsprojects_reimbursementrequest
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Reimbursement Request
If the transaction type is Periodic, the Reimbursement Request pop-up window opens with the corresponding budget details.
• If the transaction status is Pending, Posted, or Submitted, the details in the pop-up are read-only.
• If the transaction status is Returned or Saved, the Reimbursement Request and Matching Funds fields in the pop-up can be edited.
The transaction date and status are displayed.
Review the data, indicate the reimbursement and matching fund amounts (if any), and submit or save 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 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. |
❏ Select Final Report to indicate that the transaction is the last reimbursement request for the Year and Grant ID. After the final transaction is approved for a grant year and ID, no other transactions can be submitted.
❏ Click Save to save the request without submitting it for approval.
❏ Click Submit to submit the request for approval.
❏ Click Cancel to close the pop-up window and return to the previous page.
Documents:
If documents exist for the reimbursement request, 
is displayed in the Documents button.
• Click Documents to open the Document Attachments pop-up window. You can view, upload, or delete documents as needed.
• If a document is uploaded in this popup, is displayed for the transaction in the Doc column under Transactions.
❏ Click Cancel or X to close the pop-up window.
general/grantsprojects_reimbursementrequest.1621439108.txt.gz · Last modified: 2021/05/19 10:45 (external edit)