Request Grant Reimbursements

If your organization receives reimbursable grant funding, you can add criteria to report, track, and request qualified expenses for reimbursement.

First, you must establish reimbursement rules on the grant record. For more details, see Add Reimbursement Rules.

Next, you can request reimbursements to generate charge and line item transactions from Receivables, Charges, Request Grant reimbursements. From here, add and view requests, sort the list, and select Columns to view specific details. If necessary, drag and drop the headers to reorder each column.

To quickly locate a request, search or filter the list. You can also edit, rename, or delete from a request's menu.

Note: You can only generate a request or view a pre-generation report during the add or edit process.

  1. Under Request Grant reimbursements, select Add.

    Tip: For convenience, customize the Grant label from grant business rules in General ledger, Settings.

  2. Under Basics, enter a unique name and description, and determine whether users can run or edit this request.

  3. Select Next.

    Under General, select whether to generate charges or line items. Specify other criteria, including dates, status, encumbrance, and activity for funded projects. Note that projects with an assigned transaction code are not included.

  4. Select Next.

    Under Filters, narrow your criteria. You may want to include specific grants or accounts.

  5. Select Next.

    Under Format, the comments you enter, and the service provider and print status you select will default to the charges and line items.

    Tip: Use Service provider to select the person at your organization associated with the charges.

  6. Choose how to proceed:

    • To save and return to the request later, select Save.

    • To view a preview of transactions that will generate, select View transactions. Select or clear each transaction as needed to ensure you only create the transactions you want.

    • To go directly to the report, select Pre-generation report.

    • To immediately process and create transactions, select Generate now.

      Note: Grant expenses are created through Payables invoices and payments, which are distributed to the assigned project or grant. These payments must post before Receivables charge transactions can generate.