REIMBURSEMENT REMINDERS
The documentation submitted with your reimbursement requests must provide enough detail to confirm that expenditures are allowable under the grant terms and can be matched to items in your approved budget narrative.
Transaction memos/description fields should be fully utilized. They should give a clear indication of what the funds are being spent on. If your financial system does not allow enough space or your descriptions are not detailed, please attach supplemental backup such as PEX reports, credit card transaction reports ect. (we welcome excel worksheets for easier sorting and review).
By category, please include the following details:
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Payroll: Pay Period End (PPE) and employee name
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Travel: Name of traveler, conference name or purpose of trip
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Professional/Technical Services: Vendor name and type of service
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Supplies: Description of items (e.g., classroom, janitorial, office use)
Important: Credit card and Amazon purchases must include clear item descriptions. Do not submit with only “Amazon,” “PCard,” or “Direct Voucher.”
Ledger Reports
To help us review requests quickly and accurately, we do encourage grantees to provide four reports in total:
- Quarter-to-date (QTD) Summary Ledger
- Quarter-to-date (QTD) Detailed Ledger
- Year-to-date (YTD) Summary Ledger
- Year-to-date (YTD) Detailed Ledger
Please organize your ledger and supporting documentation in the same account code order shown in the GMS Expenditure Table (310, 320, 360, 410, 420, 450, etc.). This helps us quickly match your documentation to the GMS request and process your reimbursement.
Clear and complete documentation helps ensure your reimbursement can be reviewed and processed efficiently.