Reimbursement Request Requirements

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Reimbursement Request Process

  • Sub-recipients of federal grants should ensure they have financial management policies and procedures in place that align with the required federal regulations.
  • Upon being awarded a grant from the City of Atlanta, the sub-recipient should review the requirements for submitting a reimbursement request, as is laid out withing the contractual agreement, in federal regulations, and via the websites below.
  • If technical assistance is needed on the process or forms, please contact your assigned program analyst directly. If needed, you can also email grantpayments@atlantaga.gov to request technical assistance on the reimbursement process and forms.
  • All sub-recipients, vendors, and/or developers are to use the departmental centralized payment email box grantpayments@atlantaga.gov for submission of reimbursement requests. Reimbursement requests are due on or before the 15th of each month. Please ensure that you only remit payment requests for expenditures that you have supporting documentation to substantiate. 
  • Once submitted, the program analyst will conduct an initial review of the request within 5 business days to identify if any major corrections are required. 
  • If corrections are required, then the service provider will be directly notified by the program analyst.
  • Once review by the Program Analyst and Manager are complete, with any identified corrections made by the service provider, the reimbursement request is reviewed by the Department's Administrative and Technical Services office for alignment with financial requirements, and the contractual budget.
  • Once review by the Administrative and Technical Services office is complete the request is submitted to the Department of Finance - Grants Accounting to ensure the request meets federal regulatory requirements and are eligible expenses with the necessary supporting documentation. The documentation is also officially entered into the City's financial management system and submitted to Accounts Payable for processing and payment. 
  • The City's targeted timeline for payment, from the date of correct documentation being provided, is 30 days. 

Key Reminders

  • If technical assistance is needed on the process or forms, please contact your assigned program analyst directly.
  • All sub-recipients, vendors, and/or developers are to use the departmental centralized payment email box grantpayments@atlantaga.gov for submission of reimbursement requests. 
  • Reimbursement requests are due on or before the 15th of each month.
  • The City's targeted timeline for payment, from the date of correct documentation being provided, is 30 days. 
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