HomeMy Public PortalAboutNFWF Website Payment Request Instructions.pdfPayment Request Guide
Guide Sections
•Choosing the Right Payment Request Task
•Payment Schedule
•Reimbursement Request
•Payment Request Quick Guide
Click on the hyperlinks to navigate to different sections of the guide
Payment Request Guide
Choosing the Right Payment Request Task
Reimbursement Request
Task available for grantees to initiate;this is the most common type of payment request. To be
used for project expenses already incurred by the grantee
Contractor Invoice Request
Task to be used by contractors for submitting invoices. For contractors that have access to the
Reimbursement Request task instead of this task, please contact your GA for assistance
Advance Request
Task available upon request; GA will create the task. To be used for project expenses that the
grantee is unable to meet upfront
Acquisition Advance Request
Task available upon request; GA will create the task. To be used for acquisition of property/land
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Payment Request Guide
Payment Runs
•Payments are sent out at the start and middle of each month. For the
current year payment run schedule, please contact your GA
•Complete and accurate payment requests submitted by the recipient
due date will be processed in time for the corresponding payment run
•However, if your payment request requires resubmission, it may be
processed with the following payment run, so please submit your
request as early as possible and contact your GA with any questions
•We try our best to process payment requests submitted past the
recipient due date, but we cannot guarantee that you will be paid on
the closest payment run if the recipient due date is missed
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Payment Request Guide
Payment Eligibility
•In order to request payment, you must sign a grant agreement and
submit any due financial and programmatic reports
•Payment requests can be submitted by the Primary Contact or by
another Authorized Users. If you would like to have an additional
person added as an Authorized User for your grant, please contact
your GA
•You should only work on and submit one payment request at a time.
Talk to your GA if you have multiple requests to submit
Reimbursement Request
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Generating the Task
•To create the task, log into your Easygrants account
•On you homepage, click on the “My Grants” tab at the top
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Reimbursement Request
Generating the Task
•Click on project Easygrants ID on the following page
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Reimbursement Request
Generating the Task
•From the dropdown menu under Grantee Requests/Action, select “Submit Reimbursement
Request” and click “Request”
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Reimbursement Request
Completing the Task
•You will be directed to the main task page. You can click “Home” to return to your homepage
•The four task sections are:
1.Certification
2.Uploads
3.Expenditure Details
4.Match Expended
After completing all sections,click
on the “Review and Submit ”tab to
finalize the request and to submit it
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Reimbursement Request
Certification
•Please read the certification statement and click “I agree”, then click “Save and Continue”
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Reimbursement Request
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f o r m
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R e i m b u r s e m e n t R e q u e s t
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" I n l i n e 5 , c h o o s e ( Y e s / N o / F i r s t P a y m e n t ) . I f t h i s i s n o t y o u r f i n a l
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" I f y o u a n s w e r Y e s t o l i n e 6 A a n d / o r 7 A t h e n a l s o f i l l o u t l i n e 6 B
a n d / o r 7 B
" I n l i n e 8 A , e n t e r t h e r e i m b u r s e m e n t p e r i o d o f e x p e n d i t u r e ( s t a r t
a n d e n d d a t e s f o r w h e n t h e f u n d s w e r e s p e n t ) . I f t h e p e r i o d o f
e x p e n d i t u r e s t a r t d a t e i s o l d e r t h a n 6 m o n t h s , p l e a s e a l s o f i l l o u t
l i n e 8 B
" O n l y f i l l o u t l i n e 9 i f y o u r p r o j e c t d o e s n o t h a v e a b u d g e t i n
E a s y g r a n t s
" C a r e f u l l y r e a d t h e c e r t i f i c a t i o n a t t h e e n d o f t h e f o r m a n d m a k e
s u r e t o s i g n a n d d a t e t h e r e q u e s t
" S a v e t h e f o r m a f t e r c o m p l e t i n g a l l r e q u i r e d f i e l d s
P a y m e n t R e q u e s t F o r m
R e t u r n t o s e c t i o n b e g i n n i n g
R e i m b u r s e m e n t R e q u e s t
Uploading the Form
•On the uploads page, choose “Payment Request Form” as the upload type, then click on “Add
files” and navigate to the location on your computer where the payment request is saved
•Click “Start” after adding the payment request form to the task
•Click “Continue” after the form has
been uploaded
•Only attach one payment request
form per task
•Use the “Other Documents” upload
type to provide any additional
documentation as required by NFWF
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Reimbursement Request
Expenditure Details
•The expenditure details
section shows you the
total approved budget
and allows you to enter
current expenses
•All expenses to date
should be entered into
this form. When you
create the task, the
budget will populate
with your most recently
reported expenditures
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Reimbursement Request
Budget Line Items
•Use the pencil icon next to each line item
to add expenses
•The green plus icon can be used to add
new line items that were not part of your
original project budget; the red “x” icon
can be used to delete line items that you
no longer plan to expend
•Any time a line item exceeds its budgeted
amount, the variance column will show
the amount exceeded in red
•Line item or budget category increases
that exceed 10% of the total award
amount will require a budget amendment
before your payment request can be
processed
•Enter a note in the budget for any new
line items added, explaining the purpose
of the line item and how it ties in with the
overall project goals
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Reimbursement Request
Indirect Costs
•The expenditure details section of the task allows you to enter indirect costs if indirect costs
are part of your approved budget. Not all projects have indirect costs
•Indirect costs should be drawn down proportionally in accordance with the terms of your
grant agreement, your NICRA (if applicable), and 2 CFR
•Any change in indirect rate must be reported to NFWF, and a budget amendment is required
if your organization’s indirect rate changes during the project’s period of performance
•Contact your GA with any questions regarding changes to indirect costs
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Reimbursement Request
Match Expended
•The match expended section
requires you to enter total match
spent to date
•Include amounts spent for federal
and non-federal match; if one of
these is not applicable to your
project, please enter N/A
•You may use the notes section to
provide any information regarding
match sources or expenses
•When you submit your final
payment, be sure to enter the
same amounts that you entered
on your Final Financial Report
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Reimbursement Request
Review and Submit
•The “Review and Submit” tab allows you to
check the payment request task for completion
•All four sections must have green checkmarks
next to them. Any incomplete section will show
a red “X” and tell you what you need to do to
complete the section
•Click on the “View PDF” button to save a copy
of the request for your records
•Finally, click “Submit” and complete the task.
We will not receive your request until you click
the submit button. You will receive a
confirmation email when your task has been
successfully submitted
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Reimbursement Request
Resubmissions
•If you receive an email from your GA, requesting resubmission of the payment request task,
please go to your easygrants homepage to access the task
•The reimbursement request task will show a “Resubmit” status. To access this task, click on the
blue hyperlink
•Make edits to the task as per the instructions provided by your GA
Reimbursement Request
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Payment Request Quick Guide
1.Grantees can only create reimbursement payment request tasks for themselves ; all other payment tasks are
created by NFWF staff upon request
2.Contractors should only submit the invoice request task, contact your GA if this task is not available for you
3.Enter reimbursement and advance dates as accurately as possible
4.Please review all individual sections of your task before submitting it. Green check marks do not indicate that the
information entered is correct, review each section for accuracy
5.Don’t forget the “Review and Submit” tab; we will not receive your request until you click the “Submit” button
6.Once the payment request has been successfully submitted, you will receive a confirmation email from Easygrants
7.If your GA requests resubmission of a payment task, please go to your homepage and edit the existing task with the
status of “Resubmit”. DO NOT create a new task
8.The turnaround on payment requests is approximately two weeks for complete and accurate requests submitted by
the deadline
9.Contact your GA with any questions regarding payment requests or issues with the system
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Payment Request Guide