Is my Request for Reimbursement (RFR) filled out correctly?
- Have I used the right pro-rata to split each invoice grant and match?
- Have I completed and updated the project total summary including this and previous requests?
- Have I had the contract responsible administrator or the chief elected official sign and date the RFR?
Have I included a copy of each invoice in my RFR?
- Does each invoice clearly show the dates of service? (Not just an invoice date, but clear indication of when the work was performed to show it was within contractual period?)
- Does each invoice also include a copy of a check or proof of payment?
Have I uploaded any closeout documents in case of a final report? (CO, certificate of substantial completion, etc.?)
Have I uploaded each of the documents where necessary?
- Tip #1 – the easiest way is to combine all documents in the same pdf in the following order:
- RFR->Invoice 1->Proof of Payment 1->Invoice 2->Proof of payment 2->etc ->closeout documentation if applicable.
- Tip #2 – In portal, under “add expenditure” you do not need to do a separate “expenditure” for each individual invoice, you need only do it for the total expenses for each line item. For example, if you have $100,000 in 3 construction invoices, and $25,000 in 2 engineering invoices, you would just enter one expenditure with the construction totals and one expenditure with the engineering totals, rather than 5 separate entries.
- Tip #3 – If you have forgotten something, need to add another document, or otherwise have something you need to add, use the “documents – optional” tab to easily add without having to change the bigger document.
Have I ensured that I’ve hit submit rather than just save?
The screen will return to the project’s financial tab and show Submitted next to it. If it was just saved, it will show a pencil allowing you to edit and submit.