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Summary
Process Overview
Create Expenses
Review Expenses
Create Initial Payment Request

Summary

As part of the Annual Report you must report expensed that determines how much money the project is eligible for the fiscal year. Once the program manager determines the eligible amount of grant funds they will notify you.

Process Overview

To navigate to the Award screen:

From the AmpliFund Home Screen > Grant Management (left navigation) > Grants > [Choose Your Grant]

This guide describes how to submit a payment request to DED. There are three basic steps:

Create Expenses
Review Expenses
Submit a Payment Request with associated expenses, using a date range

You will add expenses to track against your Budget.

Attachments

1. Below is a summary of where you will and won’t add attachments to during this process:

Expense(s) (Attachments tab) – Source Documentation and Proof of Payment
Payment Request – No Attachments

Budget Overview

2. To see your budget: Award Screen > Post-Award > Financial > Budget

NOTE: If your budget is blank, please contact your Program Rep.

3. Select Match below the options to view the Match column.

Create Expenses

In AmpliFund, expenses will be allocated to line items. Line items will be allocated to Budget Categories.

4. There are three ways to access the pages necessary for Expense creation:

a. Activity (left navigation) > Expenses

b. Award Screen > Post-Award > Financial > Expenses

c. Award Screen > Post-Award > Financial > Budget > click the $ icon next to a line item

5. From the Expense page, click the + icon to add an expense.

Complete the General Tab

The expense window will appear where you can add an expense record.

6. Complete the General tab on the expense.

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 eligible Total Cost of the Expense. (Grant Funds + Match)]

Exclude From Match – [Select if all of the cost is covered by Grant Funds ($0 Match), or you can enter $0 for Match on the Financials tab.]

Expense Date – [Select the Date of the Expense.]

Expense Status – Reviewed.

NOTE: An expense must be marked as Reviewed for it to be included on the Payment Request.

Payee – Optional. If you wish to track your vendors/contractor/firm, use the dropdown, or choose Create New and type in the name of your vendor.

Description – Optional. Add in any details you would like to record.

Complete the Financials Tab

This tab allows you to allocate a portion of the expense to Grant Funds and a portion to matching funds. Expenses logged during the annual report will all be marked as cash match.

7. Complete the Financials tab on the expense.

Cash Match Amount – [Toggle to Dollar. Enter the Cash Match for this expense. If this expense has no cash match, enter $0.]

Grant Funded – Auto calculate based what is entered in the Direct Cost and Match Amount.

Direct Cost – Auto populate from General tab.

Complete the Attachments Tab

8. Complete the Attachments tab on the Expense

9. Attach your Source Documentation and Proof of Payment here. Source Documentation is required on ALL draws.

a. Source Documentation includes receipts, invoices, timesheets, bank statements, cleared checks,
etc.
b. 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.

10. Click Create to add that expense.

Edit Expenses

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

NOTE: Expenses with an Expense Status of ‘Closed’ cannot be edited because they have already been approved by DED. If your expense status is “Reviewed”, but you do not have an edit pencil, DELETE the associated, unsubmitted payment request.

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

Review Expenses

You will want to double check the ‘Reviewed’ expenses before creating a payment request.

The section below, Evaluate Created Expenses, shows you the best option to review your expenses individually. The following section, View AmpliFund Reports to Track Expenses, presents three different ways to review all your expenses and overall budget. This section is optional but is useful in monitoring that you are drawing down funds appropriately.

Evaluate Created Expenses

13. Navigate to your created expenses: Award Screen > Post-Award (tab) > Financial > Expenses

14. On the Expenses screen, set the appropriate filters:

Time Frame: Custom (Typically, use date range from your payment request.)
Grant: [Choose Grant]
Category: Leave this as ‘Select a Category’ to see them all. You can filter further if you need to.
Line Item: Leave this as ‘Select a Line’ Item’ to see them all. You can filter further if you need to.
Options:
- Total Budgeted – The total Budgeted amount for that line item.
- Total Expensed – The total Expensed amount for that line item.
- Total Remaining – The formula for that line item = Total Budgeted – Total Expensed
- Cash Match: Cash Match Amount for that Expense.
- In Kind: In Kind Match Amount for that Expense.
- Amount: Expense’s Direct Cost (Grant Funded + Cash Match amount)

15. Click Run. This will now list all expenses from your filtering criteria.

16. You can click into the expenses (clicking the green description name), if it is easier, to view and read the description.

Expense Status: The ones that can be included in a payment request are ‘Reviewed’. ‘Closed’ Expenses have already been submitted.

Budget Category: What the line item is tied to.

Line Item: What the Expense is tied to in the category.

Total Budgeted – The total Budgeted amount for that line item.

Total Expensed – The total Expensed amount for that line item.

Total Remaining – The following formula for that line item: Total Budgeted – Total Expensed

Cash Match: Cash Match Amount for that Expense.

In Kind: In Kind Match Amount for that Expense.

Amount: Expense’s Direct Cost (Grant Funded + Cash Match amount)

View AmpliFund Reports to Track Expenses

This section is optional but can be used to help review your expenses in a different format and monitor your overall budget. There is one dashboard (Analytics) and two reports (Grant Budget Variance and Grant Expense Detail) that you can view to review or track your expenses and monitor your budget.

Analytics (Total Expenses per Category)

17. To view your total expenses that have been entered that do not have an expense status of ‘Denied’ (not necessarily approved): Go to Grant Management > Grants > [Choose the Grant]. Click on the
Analytics tab.

18. View the Category Budget graph at the bottom.

Standard Reports

Two reports are available to you for budget and expense tracking: Grant Budget Variance and Grant Expense Detail.

19. Go to Reports (left navigation) > Post-Award > [Choose Report]

a. Additional Filters (such as date and Grant) are on the right side.

b. To export this report, select the down arrow on the left side and choose the export type.

Grant Budget Variance

20. Summarizes the budgeted and actual expensed amounts (line items and category totals). Includes all
expenses, not necessarily approved expenses and do not have an expense status of ‘Denied’.

NOTE: This report will show you have not fully contributed your Cash Match in a category or if you have over requested Grant Funds.

Grant Expense Detail

21. Lists entered expenses. You can use this report instead of searching in the Grant Expenses section
(Grants > [Choose Grant] > Post-Award > Financial > Expenses).

NOTE: Includes ALL expenses (approved and unapproved).

Create a Payment Request

All Payment Requests must be associated with Reviewed Expenses.

Access Payment Request Page

After creating ‘Reviewed’ expenses, a Payment Request can be created.

a. Award Screen > Post-Award > Cash Flow > Payment Requests > + icon (top right)

Complete and Review Reimbursement Payment Request

Payment Request Information Section

22. Complete the Payment Request Information Section

Payment Request Name: “Payment Request [#].
- If there have been 3 APPROVED previous payment requests, current request is #4.
- On the Award, navigate to Post-Award tab > Cash Flow > Payment Requests to see any
  previously created and APPROVED Payment Requests.
Date Created: Today’s date (date you are requesting payment)
Related Reporting Period(s): Will always be blank. You will select expenses using the date range.
Payment Type: Reimbursement
Expenses From: Select the date range that includes all your ‘Reviewed’ expenses. Note that if an
expense in the date range has already been submitted, it will not be included.
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’ to make sure you are within your
category amounts.

Costs

Auto populates grant funds from ‘Reviewed’ expenses within the selected date range.

23. Do not adjust these amounts or add additional categories. Adjusted Payment Requests will be rejected if they don’t match expenses.

Contributions

Auto populates match from ‘Reviewed’ expenses within the selected date range.

24. Verify there is not an Adjusted Match Contribution field. Adjusted Payment Requests will be rejected if
they don’t match expenses.

Adjustments

25. Verify that there is not an Adjusted Match Contribution or Adjusted (Category Name) field in the
Financial Detail section. The adjustment field appears if you click on the edit pencil next to the Cost
category amount or the Contributions Match field.

Example

If you accidentally click here the edit pencil.

The adjusted field will appear. To remove it, click the green trashcan.

If 0 is entered, it means that the Match is $0, not none, and will adjust the Net Contribution.

NOTE: This has the same affect to Net Costs if the adjusted field is entered on Cost Categories.

Totals

26. Net Total = Net Costs – Net Contributions

27. Requested Amount: [Enter the amount of Grant Funds you are requesting and eligible for] (Verify Net Costs and Net Contribution amounts are correct).

28. Remaining Grant Balance: Click the Remaining Award Balance link and verify that your Remaining
Available Grant-Funded Amount is equal to or less than your Requested Amount for this Payment
Request.

NOTE: Hover over the information (i) icons to see how each field is calculated.

29. Comments: Provide the calculation of the requested amount.

30. Upload File(s): None

Editing Expenses

If you find that your ‘Cost’ section is incorrect, you have a mistake in your expenses. To fix that, do NOT click ‘Create’. Leave the Payment Request page and go to your expense grid. Edit the expense and then create a NEW Payment Request.

Submit the Reimbursement Request

31. Click Submit if you are done. Click Create if you want to submit later.

NOTE: This will create an automatic email to DED that you have submitted this Payment Request.

Payment Request Notification

32. You will receive an email notification when the Payment Request has either been ‘Approved’ or ‘Rejected’ by your Program Manager.

Submitting a Payment Request

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