This guide is only applicable to the following programs: CDBG, HOME, HTF.
Complete Request for Funds Report
General Instructions
- All entities receiving federal funds are required to have an active status with the System for Awards
Management. If a grantee has more than one grant, funds must be requested separately. Carefully enter all requested information. Incomplete or incorrect forms will not be processed. Funds requested must reflect actual eligible cost incurred. Claim exact amounts on each reimbursement down to the penny on the reimbursement request. - The Request for Funds form needs to be completed and signed by the authorized individuals as identified within your special conditions. This form should be uploaded within AmpliFund, the original should be retained within the grantee’s records. The Request for Funds template can be found on DED’s website, on each program page: https://opportunity.nebraska.gov/programs/
Create Reimbursement Payment Request
Video Instructions
After creating ‘Reviewed’ expenses, a Payment Request can be created.
Step 12: Post-Award (top tab) > Cash Flow > Payment Requests
This is the Payment Request grid. This will list all submitted and unsubmitted Payment Requests.
Step 13: Click the + icon in the top right corner.
Step 14: 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 15: 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 16: 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 17: Complete the Additional Information section.
Additional Information
| Comments: | Optional. |
| Attachments: | Attach your signed completed ‘Request for Funds’ form here, use the file name: Grantee_Contract #_Description (example: AnyTown_20PW001_Request for Funds_2). It must be signed in blue ink. |
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 18: 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 Grant Manager will receive an email notification when the Payment Request has either been ‘Approved’ or ‘Rejected’ by your Program Rep.
Uploading Professional Service Agreements
If you are submitting a payment request for an award, that has associated invoices tied to a professional service agreement, you will need to upload the applicable professional service agreements to the folder called “Professional Service Agreements” within the “Public” Folder, under the “Recipient Upload” Folder.
Step 19: From your Award > Tools (top tab) > Documents
Step 20: Click on Public > Recipient Upload > Professional Service Agreements
If you have Professional Service Agreements for more than one vendor, please create a folder for each vendor:
- Click the create folder icon in the upper right-hand corner.
- Type in a name for the folder and click Create. The folder should have the name of the type of professional service agreement (e.g., General Administration, Housing Management, Construction Management, Lead Based Paint).
Step 21: Click inside the Vendor folder.
Step 22: Click on the Upload Documents icon.
Step 23: Click Choose files(s). Select professional service agreement documents and click Open, then when all have been added, click Upload.
Need Technical Assistance?
How to Request Technical Assistance
Next Article
Reimbursement Payment Request - CDBG HOME, HTF: Payment Request - Source Documentation Tracker