How To Add an Expenses Tracking Period

Tracking and reporting periods allows managers and admin users to track the health and progress of their grants in regularly segmented intervals over the lifetime of the grants. Tracking periods are for internal use; reporting periods are sent to the funder for review. Tracking periods can include expenses, achievements, timesheets, and program income; reporting periods can include expenses and achievements. Grant Managers, Department Admin, and Organizational Administrators can view, create, edit, and close periods. Organizational Administrators can reopen closed periods.

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

1. Open Grants Management>Grants>All Grants.
2. Click a grant name.
3. Open the Post-Award tab>Management>Tracking Period.
4. Click the  (Create icon) in the Icon Bar.
5. In the pop-up window, select Expenses.
6. In the Overall Expense Details section, add Comments (optional).
7. Click Choose File to select a file from your computer.
8. In the Grantee Certification section, add the Name of Authorized Individual from Grantee Organization.
    Note: This section needs to be filled separately for each reporting period type.
9. Add the Title of Authorized Individual from Grantee Organization. 
10. Add a contact Phone Number. 
11. Add a contact Email Address. 
12. In the Report Transmittal section, select if this is the Final Report for Award Period. 
     Note: This section needs to be filled separately for each reporting period type.
    
13. Select if an alternate file or external database is allowed for grant reporting. 
    1. If Yes, add the name of the file or database. 
    2. If Yes, upload required alternate documentation. 
14. Upload the initial submission for Periodic Report. 
15. Upload revised submission(s) for the Periodic Report.  
16. In the Periodic Financial Report section, select if there are no changes or new expenses from the prior reporting period. 
17. Add total award-to-date Program Income. 
18. Add Program Income for current reporting period. 
19. Add total award-to-date Interest Earned. 
20. Add Interest Earned for current reporting period. 
21. In the Expenses Closeout section, select expense category names to close out. The Total Amount for the category includes any reviewed expenses for the period. To select all expenses, check the Select All checkbox.
    
22. Click Save to save your progress, or Close to close the tracking period.
     Note: Once closed, users may not edit any expenses, achievements, timesheets, or program income within the closed tracking period.