Utah Grants - Requesting Reimbursements
Prepared by: T. Peterson
Approved by: R. Nielsen
Date Prepared: 8/30/2021
Date Reviewed: 8/30/2021
Date Approved: 8/30/2021
Activities that occur after the award is issued are considered post‐award activities. These are managed in the Monitoring section of Utah Grants.
1. Locate program for which reimbursement is being requested. Click the Monitoring tab (top Menu) and locate the program. Expand the + (plus sign) to view line details, click green eye icon.
2. Create New Payment Request by selecting the $ Requests subtab, then selecting New Payment Request.
3. Enter General Information and Save.
a. Internal Invoice Organization self-generated invoice number
b. Internal Approver Individual at organization assigned to approve this invoice (Utah Grants
User with a role of Approver. Use magnifying glass to search)
c. Expense Fiscal Year State Fiscal Year of when the expenses was incurred (use magnifying Glass
and Select valid year). SFY begins July 1 and ends June 30 (e.g., SFY 2018
begins 07/01/2017 and ends 06/30/2018)
d. Expenses Incurred From Start date of invoice period
e. Expenses Incurred Through End date of invoice period
4. On Financials tab, click the blue pen icon next to the budget category to open allow for editing
5. Enter values and Save
6. After saving, indirect costs will calculate automatically based on the fiscal year and periods entered (if indirect costs are applicable). Check calculations and totals.
7. On Attachments tab, click Add to include supporting documentation, if required.
8. If it is necessary to make changes to information entered, Click Edit, make necessary changes and Save.
9. After saving, Submit Request box will appear. Click Submit Request
10. Internal Approver will receive an email with a link to the reimbursement request. The Internal Approver can also locate the reimbursement request pending their approval by clicking on Monitoring, Pending Tasks and selecting the task.
11. Internal Approver reviews information on all tabs and selects the necessary action. A comments box appears and is required. Click Submit
a. Approve Sends application to USBE for approval and payment
b. Reject Cancels the reimbursement request. A new payment request will need to be
created.
c. Send Back Sends the reimbursement request back to the creator for editing and resubmission
12. Read and acknowledge certification statement
13. Status is now updated to Submitted to Grantor
14. An existing payment request is already in progress
Reimbursement requests must be fully approved (Internal Approver through USBE Approval) before a new reimbursement request can be submitted.
15. Requested amount cannot exceed 10% of approved category Budget
Reimbursement requests are compared to the last approved budget. Requests can exceed the approved budget by no more than 10%. Budget categories that do not exist on the budget cannot be requested on the reimbursement.
16. Remaining funds exist in a related program. Please use the waive remaining funds before requesting reimbursement on this program. Click here to access related program.
Programs from the same funding source but different fiscal years are considered to be related programs. For example, FY17 Title I, FY18 Title I and FY19 Title I are all considered to be related programs. Recipient must fully utilize or waive funds in the earliest related program prior to requesting funds on a later program. Request or waive funds on earlier program before proceeding.
17. Payment requests can also be located by clicking on Grants (top menu), selecting the appropriate program by clicking on the green eye icon.
Click on the Awards sub‐tab, then green eye icon.
