How To Add Expenses Against a Grant Line Item

Expenses are charges spent against a planned grant budget line item. If an expense exceeds a line item's spending alert, the Grant Manager will receive an email notification. If an expense exceeds a line item's expense cap, it cannot be added. Expenses can also be imported in Administration>Actuals>Expenses.

For more information on expenses, see the AmpliFund Activity Management Guide or AmpliFund Administration Guide.

 Note: Depending on your account settings, this record type may have additional custom fields or sections.

1. Open Grant Management>Grants>All Grants.
2. Click a grant name.
3. Open the Post-Award tab>Financial>Budget.
4. Click the  (Expenses icon) next to a line item.
5. Click the  (Create icon) under Actions.
   
6. Add the Direct Cost or Salary amount.
7. Check the Exclude From Match checkbox if necessary.
8. Select an Expense Date.
9. Select the Expense Status.
   • New: A new expense
   • Matched: The expense has been added manually and imported
   • Reviewed: The expense has been reviewed
   • Payment Requested: The expense has been invoiced to the funder
   • Paid: The expense has been paid by the funder
   • Denied: The expense has been denied by the funder
10. Select Payee type and Payee, or Create New payee and add Payee name. The payee is the entity that received the expense funds in exchange for services or goods. Only the grant recipient can edit the Payee field. 
11. Add a Description (optional).
12. Click Save.