How to Complete an Advance Reconciliation Report

This guide offers a step-by-step process for completing an Advance Reconciliation Report, ensuring accurate financial reporting for grant funds. By following the instructions, users can efficiently navigate the Grants Portal, submit expenditure details, and ensure compliance with funding requirements. Additionally, the guide highlights the importance of proper documentation and the need for authorized signatures, making it an essential resource for maintaining transparency and accountability in financial management.

Grant Operations Unit
22 steps
12 minutes

Agatesoftware

Navigate to [[\[https://grantsportal.cjcc.ga.gov/]] and enter your **username** and **password** and **Log In**.

On the home page "Dashboard" scroll down to "**My Tasks**".

Under "My Tasks" search for the advance reconciliation report. Note: the status will read "Adv Payment Processed & Complete - Pending Reconcil".

Once you've found the report, click on the report name "AW-SFAP-2022-0162-0116-ADV2".

From "Document Landing Page", in the left menu, scroll down to the "**Status Options**" section.

Click "**Expenditure Report in Process**".

Click "**OK**".

In the left menu you will see all the categories that have budgeted funds under. Navigate to each category and report the costs expended during the reporting period.

For example, click "**Personnel**".

Under "**Grant Funds Requested this Period**" enter the total amount funds expended during the reporting period.

Scroll down to the attachment section and upload supporting documents for the reported items.

Click "Save" at the top right of the page or click "**Next Form** " to enter more expenses on the next budget page.

Repeat the previous steps for each budget category you're reporting expenses under.

When you're done reporting all your expenses for the quarter, click "**Advance Reconciliation Report**".

Select if this will be your final payment/reimbursement request. If you plan to submit future payment requests, click "**No**".

"**Select a Payment Method**" for this payment request.

Review the amount ($) you're requesting for correctness.

Click the checkbox under "**Agency Signature**" certifying that you've reviewed the information you're going to submit for payment.

**Tip!** All payment/reimbursement requests require two signatures (the preparer and the authorized official or designated signer/approver per the signature authorization letter on file).

Notify the **Authorized Signatory** to log in to the system to review and certify the payment request.

Click "**Save & Submit Expenditure Report**".

Click "**OK**".

If successful, the system will direct you back to the Document Landing Page and the "Document Status" should state "**Expenditure Report Submitted/In Review**".

**Alert!** Log back in the system periodically to check if your grant specialist has requested edits and/or additional information from you. You'll find this information on the home screen "Dashboard" under "**My Tasks**".