Contents

• Overview
• Step-By-Step Instructions
  • View Expenses
  • Log an Expense & Request Reimbursement
  • Track Reimbursement Requests
    • Expenses Tab
    • View Expense Details
• Related Articles

Overview

This step-by-step guide shows awardees how to request reimbursement for eligible expenses in Next.

Step-By-Step Instructions 

View Expenses

1. Log in to your account, then click Your Awards in the top menu. 
   
   
   
    
2. Click View Award on the far-right of the award to open it. 
   
   

3. Click the Financials tab at the top of the screen, then select Expenses from the left-hand menu. 


 

4. Click + Log Expense in the upper-right corner of the Expenses page.

Log an Expense & Request Reimbursement

1.  In Log Expenses, enter all required fields (marked with an asterisk * in the platform). 

a. Enter a Title for the reimbursement request (required). 

b. Enter a Description of the reimbursement request (optional).

c. Select the Date of the reimbursement request from the calendar dropdown, or enter in format MM/DD/YYY (required): The date the expense occurred or was purchased.

c. In the Line Item table, complete the following::

• Select a Date from the calendar dropdown or enter in format MM/DD/YYY (required): The date the expense occurred or was purchased. 
• Select the budget Line Item/Category (required).
• Select Expense Type (required): Grant or Match.
• Enter the Employee/Item/Vendor name (optional).
• Select the Service Period (optional): Enter a start and end date in format MM/DD/YYYY, or select dates from the calendar dropdowns. These dates tell the admin what period the expense covers, not just when it occurred.
• Add a Description for the expense (optional).
• Enter the Amount (required).
• Click the paperclip icon to attach receipts or supporting documentation (if required, will be marked with an asterisk *, and you won't be able to submit the expense until documentation is uploaded).

2. To add more line items to the same submission: Click +Add expense line item at the bottom of the screen, then repeat the steps above.

3. When finished adding expenses, click Request Reimbursement in the upper right corner. 

• A confirmation message appears in the bottom-left. The Status updates to Submitted. 

Track Reimbursement Requests

Expenses Tab 

1. You can track all your submitted expenses from the Financials > Expenses tab in your award. 
   
   

• Expense Statuses:
  • Submitted: Successfully submitted and awaiting review
  • In Progress: Under review
  • Completed: Payment processing
  • Action Pending: Changes needed (see comments for details)

View Expense Details

1. To open an expense and see more information, click the hyperlinked title in the Expense Title column.
   
   

• From here, you can see details for the line item(s) you submit, including the Status of each line item. 
  
  
   
• Line Item Statuses:  
  • Submitted: Successfully submitted and awaiting review.
  • Under Review: Request is being reviewed
  • Approved: Request was approved
  • Revision Requested: Changes needed (For help, see ➡️How to Review a Revision Request and Re‑Submit an Expense)

Related Articles

➡️How to Review a Revision Request and Re‑Submit an Expense

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