Contents

• Overview
• What is an Expense?
• How to Open an Expense
  • Individual Awardee's Expenses Table
    • Reimbursement Request Statuses
  • All Expenses Page (Post-Award > Expenses)
• Expense Line Item Statuses
• Related Articles

Overview

This guide explains what an expense is and where to find it. It also defines every status you’ll see on a reimbursement request and expense in Next. 

What is an Expense? 

After receiving an award, an awardee submits a reimbursement request to get paid back for eligible expenses. Each request contains one or more individual expenses. Each expense draws from the total budget, budget category, or award amount and has its own status. As a program admin, you take action on these expenses — for example, approving, voiding, requesting a revision, or initiating payment.

📌 Note: Program admins determine how expenses are checked against the budget during cycle setup — by overall budget amount, category amount, or total award amount. For more information, see this article ➡️Financials Overview: Log Expenses. 

• Who can view and take action on expenses?
  • Organization Owners 
  • Client Admins (in partner-managed accounts) 
  • Program Owners
  • Program Managers

How to View an Awardee's Expenses

There are two ways to view expenses: from a single awardee's Expenses tab, or the All Expenses page.

Individual Awardee's Expenses Tab

• What you see: A single awardee’s reimbursement requests for a specific award. 
• What you can do: Open a reimbursement request to view and take action on its expenses. 
• How to get there:

1. In the program, click the cycle name to open the cycle. 
   
   
    
2. Click Post Award > Awardee List in the left-hand menu. Then, click the hyperlinked Awardee Name or Actionable Expenses number. 
   
   📌Note: If the cycle has more than one award, use the Select Award dropdown in the upper-right corner of the table to switch between them. 
   
   

➜ A details page opens. You’ll see a list of the awardee’s submitted reimbursement requests. The Status column shows the current status of each request.

Reimbursement Request Statuses

• Action Pending: You need to take action on this request (e.g., approving, requesting a revision, etc.)
• In Progress: No action is needed from you right now. The request is with the awardee or an approver. 
• Completed: The request is finished. It’s been approved, paid, or voided. 

3. To view the line items inside of a reimbursement request, click the hyperlinked Request Title. 
 

➜ The request’s details open: 


 

• Description: A brief description of the reimbursement request
   
• Expenses: A table that lists each line item in the request and its details
   
  • Columns include:
     
    • Line Item | Category | Code: The line item's name, plus its budget category and code (if applicable).
    • Status: The expense’s current status (See Expense Line Item Statuses below])
    • Expense Type: Grant or Match
    • Request Date: When the expense was submitted 
    • Employee/Item/Vendor: The name of the vendor they purchased from, or the employee the expense was for (optional field - may be blank)
    • Line Item Description: Short description of the expense (optional field - may be blank)
    • Amount: The dollar amount
    • Uploads: Files the awardee uploaded. To download a file the awardee uploaded, click the eye icon. If the number next to it is "0," there are no uploads. 
    • Actions: Available actions for the expense

All Expenses Page (Post-Award > Expenses)

• What you see: Expenses for every awardee in the cycle, across all awards. No request to open first.
• What you can do: Take action on an individual expense or in bulk, for one awardee or across many.
• How to get there: 
   
  1. In the program, click the cycle name to open the cycle. 
     
     
      
  2. Click Post Award > Expenses in the left-hand menu. 
     
     

➜ A table showing all expense line items for every awardee in the cycle opens. 

💡 Tips: Use the scroll bar at the bottom of the table to see all columns. Use the search bar at the top of the table, and the column filters  next to headers to quickly find the expenses you need before taking action. 

• Columns include:
   
  • Awardee Name: Who submitted the expense
  • Award: Which award the expense is tied to
  • Request Title: The reimbursement request’s title
  • Line Item | Category | Code: The line item's name, plus its budget category and code (if applicable).
  • Amount: The dollar amount
  • Status: The expense’s current status (see Expense Line Item Statuses below)
    💡 Tip: Click the clock icon next to an expense's status to see a timestamped record of status changes and who made them. 
     
  • Expense Type: Grant or Match
  • Request Date: When the expense was submitted 
  • Employee/Item/Vendor: The name of the vendor they purchased from, or the employee the expense was for (optional field - may be blank)
  • Line Item Description: Short description of the expense (optional field - may be blank)
  • Actions: Available actions for the expense
    • ➡️Request Approval 
    • ➡️Request Revision coming soon
    • ➡️Void (coming soon)

Expense Line Item Statuses

• Submitted: The awardee submitted the line item
• Revision Requested: An admin asked the awardee to revise the line item
• Revised: The awardee resubmitted after making the requested changes
• Pending Approval: The line item was sent for approval
• Approval Rejected: An approver rejected the line item
• Approved: The line item was approved
• Payment Processing: The line item was sent for payment processing
• Paid: Payment is complete
• Voided: An admin voided the line item
• Discarded: The awardee discarded the line item after revisions were requested
• Refused: Payment was refused during processing

Related Articles

➡️Void an Expense (coming soon)











 

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