Manage CIP Grant Reimbursements and Billings

Capital improvement project grants often require the organization to identify eligible project costs, exclude nonbillable items, and submit reimbursement requests supported by transaction detail.

CIP grant structure

Associate the grant with the applicable capital project and project categories. Categories may represent construction, equipment, design, professional services, permits, contingency, or other classifications defined by the grant agreement.

Cost billing status

A configured billing status can distinguish costs such as:

• Eligible and available for billing
• Pending eligibility review
• Included in a reimbursement request
• Previously billed or reimbursed
• Nonreimbursable or excluded from the grant
• Applied to the required match

Prepare a reimbursement request

1.  Select the grant, CIP project, billing period, and applicable project categories.

2.  Review eligible transactions and exclude costs that should not be billed to the grant.

3.  Confirm that supporting documentation and approvals are complete.

4.  Create the reimbursement request or billing and retain links to the included source transactions.

5.  Record the submission date, requested amount, approval status, amount received, and outstanding balance.

6.  Update the related draw-down and billing activity when payment is received.

Avoid duplicate billing

Use the billing status and source-transaction relationship to identify amounts already requested or reimbursed. Approval rules can require review before adding a cost to another reimbursement request.

Configuration note: Grant-management features require an appropriate Salesforce-native grant-management application and configuration. GoldFinch Accounting supplies the related accounting, purchasing, expenditure, billing, and reporting functions.