Billing and Reimbursement
The Office of Grants and Contracts (OGC) will utilize the following guidelines to obtain reimbursement from the awarding agency for expenses incurred on federal, state, local, and private grant accounts. While the particular method of reimbursement is stated on the grant contract/ award documents, reimbursement for grant expenses is completed by utilizing one of the following methods: advance/payment schedule, invoice or drawdown.
ADVANCE/ PAYMENT SCHEDULE
An advance is a situation whereby the awarding agency provides the recipient (Texas A&M International University) with the award amount at the inception of the grant period. Similarly, there are some awards whereby the granting agency provides the university with grant funds using a predetermined payment schedule. In either case, once the check is received by the university, the check is forwarded to the Office of Grants & Contracts. A copy of the check is scanned into laserfiche and the check is delivered to the cashiers so that it can be deposited into the respective grant account. The Office of Grants & Contracts will provide the cashiers with instructions regarding the specific account and revenue code that should be used to record the deposit.
An electronic copy of the check and deposit receipt is maintained in the respective grant folder in laserfiche which includes other pertinent documentation corresponding to the particular grant (contract, approved budget, award letter, etc).
In this situation, the awarding agency requests that the University submit an invoice on a periodic basis in order to obtain reimbursement for expenses incurred. The invoice format is based on the requirements of the grant, however the information typically includes: grant project name, contract # assigned by awarding agency, university account #, name of principal investigator, period for which reimbursement is being requested, amount being requested, itemized costs by budget category, current costs and cumulative costs to date, unexpended balance and signature of the Director of Grants & Contracts. Additionally, a cover letter is attached to the invoice along with supporting documentation, if required.
OGC maintains an electronic copy of all submitted documentation in the respective grant folder in laserfiche. Once the reimbursement check is received from the awarding agency, a copy of the check is scanned and the check is delivered to the cashiers so that it can be deposited into the appropriate grant account. Please note that check should typically be deposited within 1 business day of receipt. OGC will provide the cashiers with instructions regarding the specific account and revenue code that should be used to record the deposit. A scanned copy of the check and the original receipt is maintained in the grant folder in laserfiche.
In this situation, the University will obtain reimbursement for expenses incurred by submitting the request through the agency’s web-site. The specific web-site and procedures used to drawdown funds are typically outlined in the award documents. These procedures must be followed precisely in order to properly drawdown funds. OGC will drawdown funds for the corresponding grant accounts on a periodic (typically monthly) basis. Once the funds have been requested, a log is completed with the following information: drawdown date, period for which reimbursement is being requested, amount of funds requested, drawdown number and the remaining balance.
Additionally, since the reimbursement funds will be received electronically, OGC completes and provides a Journal Entry (J/E) form to the Business Office. The form specifies the specific grant account and revenue code that should be used by the Business Office in order to record the deposit. The following information is also included on the J/E form: grant account #, revenue code, drawdown date, reimbursement amount requested, drawdown # (LOC #) and bank code.
OGC will maintain a scanned copy of the J/E form that is submitted to the Business Office. Once the reimbursement funds are received electronically, the Business Office will record the deposit based on the instructions provided on the J/E form.
Hours of Operation:
8:00 am - 5:00 pm
Killam Library Building Room #159