Reimbursement Payment Request - CDBG, HOME, HTF: Create Expenses, Review Expenses – DED Grants Help Center

This guide is only applicable to the following programs: CDBG, HOME, HTF.

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). NOTE: Local Program Income and Local Revolving Loan Fund (RLF) are NOT included in Direct Cost (entered on Custom tab).
Expense Date:	Select the Date of the Expense to match the source document 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.

NOTE: Local Program Income and Local Revolving Loan Fund (RLF) are NOT included in Cash Match (entered on Custom tab).

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.

NOTE: Local Program Income and Local Revolving Loan Fund (RLF) are NOT included in In-Kind Match (entered on Custom tab).

NOTE: Match must be drawn down PROPORTIONATELY to your grant funds.

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. If you have Proof of Payment, it should be attached as well here. If Proof of Payment is not attached, it will later be documented in the 'Payment Request - Source Documentation Tracker'.

NOTE: Source Documentation is required on ALL draws.

Source Documentation includes receipts, invoices, timesheets, bank statements, cleared checks,
etc.
Proof of Payment means a canceled check, bank statement, confirmation of debit or credit card
payment, confirmation of wire or automated clearing house transfer, or similar documentation
which provides substantiating evidence that payment of an invoice has been made.

Step 8: Complete the Custom tab on the expense pop-up. All fields are required.

Do you have proof of payment for this expense?:

Indicate whether this expense has Proof of Payment attached on the Attachments tab: Yes/No.

NOTE: If you select No, you will fill out the custom form ‘Payment Request – Source Documentation Tracker’ after you receive the funds from the State of Nebraska and have Proof of Payment.

Common Examples of when to select "No":

Do not have access to Bank Statements as complete Proof of Payment yet.
The Vendor has not been paid.
Expense paid with a line of credit that has not been repaid yet.

Does this expenses include Local CDBG Program Income?:	Indicating the use of Program Income for this expense. The amount is entered below. It is not apart of the 'Direct Cost', or 'Match amounts' on the other tabs of the expense.
Amount of Local CDBG Program Income disbursed (excludes RLF)	Amount of Local CDBG Program Income used for this expense. If no local program income was disbursed, you will need to enter 0.
Does this expense include Local CDBG Revolving Loan Fund (RLF)	Indicating the use of Revolving Loan Fund for this expense. The amount is entered below. It is not apart of the 'Direct Cost', or 'Match amounts' on the other tabs of the expense.
Amount of Local CDBG RLF Disbursed (exclude Program Income)	Amount of Local CDBG RLF used for this expense. If no local RLF was disbursed, you will need to enter 0.

See example of how Program Income/RLF is entered on an expense.

NOTE: If the local unit of government has local program income on hand, it should be applied to an open grant. Local program income should be used first prior to requesting additional funds from the State. For CDBG, Review Chapter 8 of the CDBG Administration Manual and consult with your program representative.

Step 9: Click Create to add that expense.

Step 10: Repeat Steps 4-9 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 11: 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.

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How to Request Technical Assistance

Reimbursement Payment Request - CDBG, HOME, HTF: Complete Request for Funds Report, Create Payment Request, Submit Payment Request