Procedure No. 30.9

Procedures for Requesting Grant Reimbursement

Adopted 4/27/2022

Objective

Ensure grant reimbursement requests are in accordance with the Title 2 U.S. Code of Federal Regulations Part 200 (Uniform Guidance) Cash Management rules. Ensure accuracy of Grant Reimbursement.

Procedures

  • On a regular basis, Grants Accountant prepares reconciliation of actual grant expenditures to grant cash received to date to determine reimbursement/ drawdown request amount.
  • Controller reviews and approves drawdown amount per reconciliation for respective grant.
    • See also Monthly Reconciliation and Reimbursement Request Procedures for Grants
  • If reimbursement request is via paper form, Grants Accountant prepares and mails invoice to the Grantor. Keep copy of invoice for records.
  • If reimbursement request is done electronically, Grants Accountant logs into respective secure site to request reimbursement. Keep copy of reimbursement request confirmation.
  • For reimbursements paid via ACH:
    • Give copy of confirmation to the Controller to verify posting to College’s bank account.
    • Upon verifying credit per College bank agrees to confirmation page, Controller gives Grants Accountant copy of bank ACH credit posting so that the drawdown can be entered as a cash receipt via the Bursar's Office entry.
    • Grants Accountant codes the ACH credit with applicable NARD (non-A/R deposit) and general ledger account number(s) for the Bursar's Office to post as a cash receipt.
    • Copy of Confirmation page, Bank ACH transaction and Colleague cash receipt is maintained by Finance Department and Bursar's Office.
  • For reimbursements paid via check:
    • Check is logged in centralized log book maintained by President’s Office
    • Grants Accountant codes the check with applicable NARD (non-A/R deposit) and general ledger account number(s) for the Bursar's Office to post as a cash receipt.
    • Bursar’s Office deposits check with the daily deposits through remote deposit capture.
    • Copy of check and Colleague cash receipt is maintained by Finance Department and Bursar's Office.
    • Check deposits are reconciled by Junior Accountant
  • Grants Accountant ensures reimbursement requests are done in accordance with grant terms.
  • Requests are done on a reimbursement basis or, if done in advance, not more than three days prior to incurring the expenses.
  • Grants Accountant confirms that the final expenditure report ties to cash received plus receivable. Controller and/ or CFO reviews the reconciliation. (Note: This is done as part of the year end grant close-out and confirmed during the preparation of the Single Audit Schedules for the Comprehensive Annual Financial Report.)
  • Receivables are monitored for subsequent cash receipt.