Reimbursement Payment Request - Full Instructions: Create Expenses, Review Expenses – DED Grants Help Center

Create Expenses

Video Instructions

Step 2: Left Click Post-Award (top tab) > Financial > Expenses

You are now on the Expense Grid.

Step 3: Click the green Run button. This will show any previous expenses you have created (even if they are not connected to a Payment Request).

Step 4: To add an expense, click the '+' icon in the All Expenses section. This creates a pop-up window.

DED Requirement

Create one expense per invoice or per receipt.

Example: for 1 project you may have 10 receipts for purchasing construction materials and 1 invoice from an engineer. You should have a total of 11 expenses for this project.

Step 5: Complete the General tab on the expense pop-up.

General tab

Grant:	Verify this is selected to the correct Award.
Category:	Choose the category in the dropdown menu.
Line Item:	Select Line Item. Dropdown is pre-populated from what line items are in the chosen category.
Direct Cost:	Enter the amount for the Expense (Grant Funds + Match).
Expense Date:	Select the Date of the Expense (e.g. Invoice Date).
Expense Status:	Select Reviewed.
Payee:	Optional; you can leave this as Other and leave Payee Blank. If you wish to track your vendors/contractor/firm, use the dropdown, or choose 'Create'.
Description:	Add in a detail that identifies the expense, (e.g. invoice number and/or brief description)

NOTE: An expense must be marked as 'Reviewed' for it to appear in a payment request.

Step 6: Complete the Financials tab on the expense pop-up, and verify the 'Grant Funded' and 'Match Amounts' fields are correct.

Financials tab

Cash Match Amount:	If this expense has Cash Match. Select the Dollar button, and enter in the amount. This can be left as $0 if the expense is not using this match.
In-Kind Amount:	If this expense has In-Kind Match. Select the Dollar button, and enter in the amount. This can be left as $0 if the expense is not using this match.

If this is for a BIA award, please see the Program Specific Cash Match guidance.

NOTE: If the 'Direct Cost' is incorrect, it must be updated on the 'General' tab.

Best Practice

If you have additional eligible costs after running out of grant and match funds, use match amount again (not grant funds). Going over in matching funds is allowed. However, going over the grant funded amount will cause processing delays and require you to correct expenses.

Step 7: Complete the Attachments tab on the expense pop-up.

Attachments tab

Attachments:

Click the 'Choose file(s)' button, and select the files from your computer. Attach your Source Documentation and Proof of Payment here.

Source Documentation: An original record that provides detailed evidence of a financial transaction or business activity. Examples include receipts, invoices, timesheets, and purchase orders. These documents are crucial for recording and verifying the transaction.
Proof of Payment: Documentation that confirms that the payment has been successfully completed. Examples include canceled checks, bank statements specifically showing the payment transaction, debit or credit card payment confirmations, wire transfer receipts, or ACH transfer confirmations. Proof of payment verifies that the payment associated with the source document has been made.
Note: It is important to provide different documents for source documentation and proof of payment. Source documentation provides evidence of the transaction details, while proof of payment confirms that the payment has been executed.

NOTE: If you have Program Income or Revolving Loan funds, please view this user guide ,'How do I Enter Program Income or Revolving Loan Funds on Expenses?', to enter it correctly on the 'Custom' tab of the expense.

Step 8: Click Create to add that expense.

Step 9: Repeat Steps 4-8 until your expenses have all been entered.

Edit/Delete Expenses

To edit an expense after creation, click the Pencil icon next to the description, make changes, and click Save.

NOTE: Expenses that are associated with a submitted Payment Request cannot be edited. If the expense needs to be edited, notify your Program Rep.

To delete an expense or more than one, select the expense row(s) then click the Trashcan icon.

Review Expenses

NOTE: See your Program Guidelines for guidance on how your budget is used and if it is permissible to go over in line items and/or budget categories expense amounts.

Step 10: To verify your expenses grant funds/match amounts are correct and the overall balance of your Award, please use the Grant Budget Variance report OR view your budget and add the "Actuals" and "Remaining" columns.

Both the 'Grant Budget Variance' report and your budget summarizes the budgeted and actual expensed amounts (line items and category totals). This will show you if you still need to use Cash Match in a category, or if you have entered expenses as too much Grant Funds.

Program-Specific Cash Match Guidance

Business Innovation Act (BIA)

To simplify entering expenses, calculate your Program's Payment Request minimum match percentage using the table below. Using the dollar button, enter the Cash Match amount, rounded up to the nearest penny. This helps ensure each Payment Request meets your cash match minimum requirement. Your last Payment Request may need to be adjusted to ensure you draw down all your available grant funds*.

Program	Match Rates:	Calculate Match: Cash Match amount is rounded up to the nearest penny. Click the "dollar" button when entering Cash Match amount.	Example
Academic R&D	50%	Direct Cost ÷ 2 = Match Amount	100/2=50.00
Bioscience (All Programs)	50%	Direct Cost ÷ 2 = Match Amount	100/2=50.00
Economic Redevelopment Area (ERA)	20%	Direct Cost ÷ 5 = Match Amount	100/5=20.00
Prototype	33%	Direct Cost ÷ 3 = Match Amount	100/3=33.34
SBIR/STTR	0%
Value-Added Agriculture (All Programs)	20%	Direct Cost ÷ 5 = Match Amount	100/5=20.00

*Review your current match amount entered by viewing the 'Grant Budget Variance' report OR your budget with the "Actuals" and "Remaining" columns. Checking this before you submit a 'Budget' report or Payment Request can save you time and effort and ensure your expenses are accurate.

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Reimbursement Payment Request - Full: Create Payment Request, Submit Payment Request