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. If you only have access to enter and save requests, you can only update requests that you created.

Your fiscal agent is responsible for assigning your member information, grant type(s), and level of accessibility.

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.

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	Displays the grant begin date in the MM-DD-YYYY format.
End Date	Displays the grant end date in the MM-DD-YYYY format.

❏ Under Reserve:

Reserved Percent	Displays the reserved percentage amount.
Reserved Amount	Displays the reserved amount.

❏ Under Final Report:

Due Date	Displays the final reporting due date for the grant.
Processed Indicator	This field is automatically updated and selected after the final transaction is submitted for a Year and Grant ID.

❏ Under Summary:

Total Award	Displays 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 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).
Matching Funds	Displays the total amount of matching funds.

Create 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.

❏ Click Save to save the request without submitting it for approval.

The transaction is added to the transaction list with a Status of Saved.
If you need to make changes to the request, click to open the Reimbursement Request pop-up window and make the necessary changes.

❏ 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.

View/edit 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	Displays the transaction date.
Type	Displays the transaction type. • Budget Adjustment - Budget Adjustment Request • Budget Revision - Budget Revision Request • Original - Original Budget • Periodic - Reimbursement Request • Final - Final Request
Status	Displays the transaction status. • Canceled - The transaction was canceled (reversed or voided). • Paid - The reimbursement transaction completed the approval process and is approved and paid. • Pending - The reimbursement transaction completed the approval process and is approved but pending payment. • Posted - The budget amendment transaction completed the approval process and is approved. • Returned - The transaction was returned back to the originator for review during the approval process. • Saved - The transaction was saved but not submitted for approval. • Submitted - The transaction was submitted for approval.
Budget Amount	Displays the transaction budget amount. If the transaction type is periodic, the budget amount is 0.00.
Reimbursement Amount	Displays the transaction reimbursement amount. If the transaction type is original or amended, the reimbursement amount is 0.00.
Check Nbr	The check or EFT number for the reimbursement transaction is displayed after the payment is processed.
Payment Date	Displays the transaction payment date. If the transaction type is original or amended, the payment date is blank.
Final Report	This check box is automatically selected to indicate that the final reimbursement transaction has been paid for the Year and Grant ID (i.e., Final Report was selected when the transaction was processed.) Once the final transaction is processed, no other transactions can be submitted.

Other functions and features:

Retrieve	The Retrieve button is also used to retrieve information from the last save. If you click Retrieve, any unsaved changes are lost.
Documents	Depending on your level of access to a grant type, the Documents button is displayed and you can view, upload, and delete supporting documents. A paperclip icon displayed on the Documents button to indicate that the request has existing document attachments. View or attach supporting documentation.