How to set up a Grant Reimbursement

If your organization receives reimbursable grant funding, you can report and keep track of the expenses that are reimbursable. On the Reimbursement tab of the grant record, you can set up and define the billing items and rates to use when creating charges in Accounts Receivable for grant expenses. 
In order to bill the grantor through Accounts Receivable for expenses, you must associate product and billing items with General Ledger accounts.
From General Ledger> Records> Grants, open the grant record and select the Reimbursement tab. The Reimbursement tab is available only if you have Accounts Receivable
1. In the Request reimbursement from field, click the binoculars to access the Open screen and select the client funding the grant.
2. In the Expense Type column, select the type of expense you want to show for this grant. Expense types are created in Configuration. (This can also be created on the fly by typing in the new Expense Type and responding Yes to the prompt asking if you would like to add it to the Configuration, Expenses type table)
3. In the Reimbursable Percentage Rate column, enter the percentage of expense that can be reimbursed with the grant.
4. In the Request reimbursement using these product and billing items frame, you can add the products and billing items used to bill the grantor for incurred grant expenses, plus any billing restrictions. These billing items are not required on the grant record, however, you must create billing items in Accounts Receivable to create AR charges for GL transactions.
5. Click GL Distribution to access the revenue distribution for the billing item.
6. In the Interfund field, select a valid interfund entry to balance the accounts. Interfund entries are defined in Configuration.
7. In the CR Account Number and DR Account Number fields, enter the debit and credit accounts for the distribution.
8. In the Percent column, enter a percentage for the distribution.
9. To edit the project, class, and transaction codes for the distribution, click Distribution, and select “DR Distribution” or “CR Distribution”. 
  • ​If you want the billing item distribution to use the same set of projects, classes, and transaction codes as the expenses that will be reimbursed with this billing item, select “Use the transaction distribution from the expense to be reimbursed”.
  • If you want to set a different transaction distribution for the billing item revenue distribution, select “Always use this transaction distribution,” to enable the transaction distribution grid.
10. Click OK to return to the GL Distribution screen, and click OK to return to the Reimbursement tab of the grant record.
11. In the Include field, you can choose “Selected accounts by range” or “Selected accounts using advanced filters”. If you choose “Selected accounts by range”, you can select a range of accounts using the Account codes from [ ] to account code [ ] fields.
If you select “Selected accounts using advanced filters”, a set of filters appears at the bottom of the screen that you can use to select accounts.
13. In the Category field, select a category for the account codes. The Category field is disabled if you choose “Selected accounts using advanced filters”.
14. Click Save and Close on the toolbar to return to the Grants page.

For more detail, including the General ledger> Records user guide with screen shots, see: What is the Reimbursement tab on a Grant record?


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