Funds Management offers Budget Categories and Reimbursement Requests to create a full picture of Funds disbursement throughout your programs. After an organization sets up Budget Categories within a Project, applicants can apply for reimbursements that match those categories.

Budget Categories allow Level 5 administrators to create expense categories for each of their grant programs. When an application is approved, the grant awards and payments will be broken down using the expense categories and amounts for which the grantee has been approved.

1. To begin, navigate to More>Configurations>Budget Categories:

2. Click + Create New Budget Category. Add a Category Name (required) and an Accounting Code (if desired):

3. Click the checkmark to save the Budget Category. Continue until all budget categories are created:

Please note: Category Names cannot be deleted; they can only be deactivated. To see only Active or Inactive categories, use the selector at the end of the list:

Deactivating a category means it can no longer be used. Existing awards will not be affected.

Awards & Payments will be limited to the categories assigned in the project.

Navigate to the Projects page and open the project. Then click on the Awards & Payments tab:

Turn the Award and Payment Visibility toggle on so that applicants can see the information.

In the Budget Categories section, use the dropdown arrow to select all the relevant Budget Categories for this project:

Click the Save Project button to save your selections.

If the project has budget categories assigned, the award will automatically default to those categories.

In a submission that will receive an award:

1. Click +New Award:

2. Enter the Award Name. This should be a brief description or ID number that you and the grantee can reference for this award.

3. Enter the Fund from which the award will be made and the Total Award Amount.

4. For each relevant category, add the amount. Categories not relevant for this award can remain at $0:

The category amounts must add up to the same amount as the Total Award Amount.

The administrator will need to use the same categories for payments related to awards that have been broken down by category.

1. Click +New Payment:

2. Select to pay either the Remaining award balance or a Custom amount.

The payment amount for each category cannot exceed the total amount of the award for that category or the balance remaining for that category:

3. Select a payment status, depending on your process:

4. Enter any recipient-facing or internal memos. Click Continue.

5. Review the payment information and click Create Payment when ready:

Budget category names and codes can be modified, and budget categories can also be deactivated if they are no longer in use. Modifications to the names and codes will be reflected in all existing awards.

Existing awards will not be affected if a budget category is deactivated or removed from a project. However, new awards cannot allocate amounts using that category.

When an applicant looks at their submission details, they will see a summary of the awards and payments made for this application, as well as a budget category breakdown:

Reimbursement Management enables grantees to submit reimbursement requests directly tied to their awards, giving both grantees and grantors real-time visibility into spending and remaining funds. The feature enforces budget limits, supports approval workflows, and links payments to approved expenses for full auditability and compliance.

On the grantee's side, they have received an award with a defined total amount and, if applicable, a category-level budget breakdown. When they're ready to be reimbursed for a particular expense they've incurred, they can submit a Reimbursement Request.

To do this, they will open the submission in their Submittable account and navigate to the Awards & Payments tab:

In this section, they will see the Award Summary along with the Budget Category Summary:

Below it, they will see a section where they can request a reimbursement from that award:

A form will open where they can enter one or more reimbursement requests. If Budget Categories were used when making the award, those will be enforced:

The grantee will submit this request, and it will appear as In-Progress:

The organization will receive an email notification once the reimbursement request has been submitted. When it's time to review:

Open the submission details and click on View Award Details:

Scroll to the Reimbursement Requests, and click on View Details to assign, review, and approve or decline the request:

To assign requests to be reviewed, select the request, then click Assign. Please note: If no other team members are assigned, any level 5 can approve it.

When a request is approved, a payment can be created:

And a payment status can be selected:

When the payment has been created, it is logged and linked to the reimbursement request and budget categories, and a summary will appear:

Please note: When declining requests, a reason must be given. Reimbursement Requests cannot be edited or resubmitted.

Organizations and their applicants can see:

To download information, click the icon within the tabs (Payments, Reibursements Requests, All Activity):

Do you need Funds Management for your organization? Contact your account manager.