Reimbursements
How to Create a Reimbursement Draw
Enter draw and reimbursement activity, validate dates against the grant period, track requested, approved, and received amounts, and include admin or indirect costs when allowed.
What you will accomplish
A draw request with clear reimbursement, receipt, and admin-cost tracking.
Step-by-step guide
Step 1
Start from Draws and Reimbursements
Use the Draws area for entry and editing. Grant-specific detail pages then show the actual draw, reimbursement, and spend history for each grant.
Step 2
Select the grant and period
Choose the grant, enter the draw number, period start and end, submitted date, and status. Dates should align with the grant period and the reimbursement period being claimed.
Step 3
Enter requested, approved, and received amounts
Track amount requested, amount approved, and amount received separately. These totals drive grant-level received draw amount and remaining award views.
Step 4
Calculate admin or indirect cost
If the grant allows admin or indirect cost, review eligible direct costs, base amount, rate, calculated admin amount, manual adjustment, notes, and review status.
Step 5
Connect spend and documentation
Use imported spend events and attached backup documentation to support the draw. Good support now makes audit package creation easier later.
How-to video outline
Use this outline to record a short training video with the seeded demo workspace. Keep the video focused on one workflow and avoid showing sensitive customer data.
Scene 1
Create a draw
Enter a sample draw using the seeded demo grant and explain the difference between requested, approved, and received.
Scene 2
Show validation
Point out why the submitted date and draw period should not fall outside the grant timeline.
Scene 3
Review admin calculation
Show the indirect cost calculator fields for a grant where admin costs are allowed.