How to Submit a Reimbursement Request

This guide provides a step-by-step process for submitting an Expenditure Report in the IGX system, ensuring users can navigate the platform effectively and avoid common pitfalls. By following the outlined procedures, users can ensure their requests are complete and compliant, streamlining the reimbursement process for grant-related expenses. Additionally, the guide highlights essential tips and alerts to keep users informed about necessary documentation and potential follow-up actions. Overall, this resource is invaluable for anyone involved in grant management, as it simplifies an often complex reporting process.

Grant Operations Unit
28 steps
12 minutes

Agatesoftware

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

Click "**Searches**".

Click "**Awards**".

Click the dropdown and select "**Grant Activated**" status.

Click "**Search**"

Select the "**Name**" of the grant award you're submitting a payment request for (i.e. "AW-PHHS-24-020-008")

In the left menu, scroll down to the "**Related Documents**" section.

Under Related Documents, click "**Initiate Related Doc**".

Under "Available Documents" select the expenditure report you would like to complete.

**Tip!** Expenditures Reports must be submitted in the chronological order.

Click "**Create**".

Click "**Proceed**"

Under the "**Budget Reporting Form**s" section, the system will list all the budget categories where funds are present. In this example, only personnel expenses were requested in the budget.

Click "**Personnel**".

Enter the grant or match funds requested for the reporting period.

**Tip!** If the "**Fund Type**" states "**Grant**" you're only allowed to enter an amount in the "**Grant Funds Requested this Period**" field. Likewise, if the "**Fund Type**" states "**Match**" you're only allowed to enter an amount in the "**Match Reported this Period**" field.

Click "**Save**".

The system will require you to upload support documentation (receipts, invoices, timesheets, etc.) if you request or report funds for the period.

Under "**Attachment Description**" select the type of support documentation you're uploading.

Click "**Browse**" to upload the document.

Click "**+**" if you need to attach additional supporting documents.

Click "**Next Form**".

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**".