Video Instructions
Create Reimbursement Payment Request
After creating ‘Reviewed’ expenses, a Payment Request can be created.
Step 11: Post-Award (top tab) > Cash Flow > Payment Requests
This is the Payment Request grid. This will list all submitted and unsubmitted Payment Requests.
Step 12: Click the + icon in the top right corner.
Step 13: Complete the Payment Request Information section.
Payment Request Information
| Payment Request Name: |
An auto-generated Payment Request Name will appear in the Payment Request Name field. Delete this, and enter the following: "Payment Request #"
|
| Date Created: | Today’s date. |
| Related Reporting Period(s): | Leave Blank. |
| Expenses From: | Select the date range that includes all your ‘Reviewed’ expenses. When you click out of the fields, it will auto-update the 'Financial Detail' section with the expenses. |
| Payment Type: | Select Reimbursement. |
NOTE: If an expense in the date range has already been submitted, it will not be included.
Step 14: Complete the Financial Detail section.
| Requested Amount: | Enter the 'Grant Funded' Total. |
NOTE: Your 'Requested Amount' must equal your Grant Funded expenses. If it does not, your Payment Request will be 'rejected'.
- You can click the green Budget Category name to see the individual expenses in a pop-up. The expenses show the 'Direct Cost', 'Cash Match', and 'In-Kind Match' amounts as well as the attachments.
- You can click the green Remaining Grant Balance field in the Financial Detail section to verify your Grant Balances before submitting. Hover over the info icon to read the descriptions. These amounts include all categories but run the ‘Grant Budget Variance Report’ OR view your budget and add the "Actuals" and "Remaining" columns to make sure you are within your category amounts.
NOTE: The "Remaining" column in the Financial Detail section is the "Grant-Funded Remaining" column from the budget. View your program guidelines to see if budget category 'Grant-Funded Remaining' subtotals are allowable to be negative.
Step 15: Verify your Match and Grant Funds amounts are correct and in guidance with your program guidelines.
If you have a mistake in your expenses, to fix: Click the 'Create' button on the Payment Request. Go to the expense grid and update the expense(s). "Refresh" the Payment Request you had just created. The updated expenses and amounts will now be reflected.
Step 16: Complete the Additional Information section.
Additional Information
| Comments: | Optional. |
| Attachments: | Dependent on Program-Specific Guidance. |
NOTE: Your proof of payment and source documentation is on your individual expenses, do not attach them to the 'Additional Information' section of the payment request.
Submit Reimbursement Payment Request
Step 17: Click Submit when you are done. This will create an automatic email to your Program Rep that you have submitted this Payment Request. To verify the Payment Request has been successfully submitted, view the Payment Request Status is "Submitted".
Click Create if you want to submit later.
Payment Request Notification
The Award's Recipient Manager will receive an email notification when the Payment Request has either been ‘Approved’ or ‘Rejected’ by your Program Rep.