NOTE: This user guide is how to submit your final Payment Request after receiving 1 or more 'Advance' and the final Payment Request is not submitted until all expenses are recorded using Budget Reporting Periods (Final Payment Request is a Reimbursement NOT an Advance). Check your program specific guidelines to determine how your advance(s) is paid out and expenses reported.
Table of Contents
| Overview |
| Create Reimbursement Payment Request |
| Submit Reimbursement Payment Request |
Overview
This guide describes how to submit the last payment request to DED after receiving one or more 'Advance'; this payment request is not submitted until all expenses have been submitted in a Budget Reporting Period (all grant and match amounts minimums have been met with recorded expenses).
NOTE: Depending on the program, it is possible to submit an Advance, submit Budget Reporting Period(s), then have to submit another Advance and then submit additional Budget Reporting Period(s).
For instructions on how to Submit Advance(s), please view the 'Advance Payment Request - Full Instructions' user guide.
For instructions on how to Record Expenses & Submit Budget Reporting Period(s), please view the 'Recording Expenses & Submitting Reporting Period (Budget Tracking Period Task)' user guide.
Create Reimbursement Payment Request
You will not create a final Payment Request until you are ready to receive your remaining Grant Funds. All expenses must be entered and submitted in a Budget Reporting Period at this point.
Video Instructions
Step 1: Navigate to your award: Grant Management (left navigation) > Grants > [Select Award]
Step 2: Post-Award (top tab) > Cash Flow > Payment Requests
This is the Payment Request grid. This will list all submitted and unsubmitted Payment Requests.
Step 3: Click the + icon in the top right corner.
Step 4: 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): | Select all possible Reporting Periods. (Click into the box, select and repeat until all reporting periods are selected. This is attaching expenses to this Payment Request in the 'Financial Detail' section.) |
| Expenses From: | Leave Blank if this is viewable on the payment request. |
| Payment Type: | Select Reimbursement. |
NOTE: Reporting Periods that contain no expenses (empty) would not need to be selected to the Payment Request.
Step 5: Complete the Financial Detail section.
| Requested Amount: | Enter the 'Grant Funded' Total MINUS your previous 'advance' amounts. |
- 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', 'In-Kind Match', and 'Other Funding' 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.
- Using the Remaining Grant Balance pop-up, verify that your Remaining Available Grant-Funded Amount is equal to or less than your Requested Amount for this Payment Request.
NOTE: The "Grant-Funded Remaining" columns are actual grant amounts (from expenses) - budgeted grant-funded amounts per Budget Categories from the budget page. View your program guidelines to see if budget category 'Grant-Funded Remaining' subtotals are allowable to be negative.
Step 6: 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 'Cancel' button on the Payment Request. Notify your Program Rep to 'Reject' the Reporting Period(s) the expense(s) is submitted on. The expense will need to be corrected and the Reporting Period re-submitted. View the "Correcting Expense Errors" section of the 'What to do if my Budget Reporting Period was Rejected' user guide for more information.
Step 7: Complete the Additional Information section.
Additional Information
| Comments: | Provide a reason why the "Requested Amount" is less than the Grant Funded Net Cost total. (e.g. "Reduced 'Requested Amount' by previous advance amounts, $##,###; this is the last 25% of grant funds.") |
| 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 8: 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.