Reporting and Payments

Following is a summary of the tasks required for receiving payments, and for grant progress reporting, for all grants made through the NEHA-FDA RFFM Grant Program.

Complete and Detailed Reporting and Payment Instructions (PDF) 

Download the NEHA-FDA RFFM Reimbursement Request Excel Template, required with all Reimbursement Requests. 

Advance Payment Requests For Three-Year Grants

This step applies only to jurisdictions that have received a Maintenance and Advancement Base Grant and/or a Capacity Building Optional Add-On Grant.

  • Log in to the grant portal and navigate to the “Reports Due” section on the left menu. 

  • For each of your three-year grants, you will see a pre-loaded Advance Payment Request. Please complete and submit each Advance Payment Request.

  • If you do not wish to receive payment in advance, but would prefer to work on a reimbursement basis, notify us at retailgrants@neha.org.

If Advance Payment is Needed For Any One-Year Grants

Although the default for all one-year grants is reimbursement at the completion of the project, we do offer advance payments by request, when needed. If your agency requires an advance payment for one or more of your one-year grants (Development Base; Mentorship; Special Projects; or Training, Staff Development and Program Standards Engagement Grants):

  • Send an email request to retailgrants@neha.org. Be sure to include the Grant ID # for any one-year grant(s) for which you need advance payment.

  • The NEHA-FDA RFFM Grant Support Team will then load the requested Advance Request Request(s) in your grant portal.

  • You will then log into the grant portal and navigate to the “Reports Due” section on the left menu. 

  • For each of your requested advances, you will see a pre-loaded Advance Payment Request. Please complete and submit each Advance Payment Request at your convenience.

Reimbursement Requests

A reimbursement request is used for two purposes:

  1. For those working on a reimbursement basis (spending funds first and then asking for reimbursement), a Reimbursement Request is required whenever your jurisdiction is seeking payment, periodically throughout the grant period as needed, or at the conclusion of the grant (and ideally not more than once per quarter).

  2. For grants where a grantee has requested and received an advance payment, a Reimbursement Request will be required to provide expense documentation to account for funds that have been advanced and then expended, normally at the end of each project year. For three-year grants, Year 2 and Year 3 advance payments will be adjusted as needed, based on utilization of the Year 1 advance funding.

Additional details regarding Reimbursement Requests:

  • If you are working on a reimbursement basis, your first Reimbursement Request will be placed in your grant portal, for use when needed.  Additional Reimbursement Requests can be added as needed; reach out to retailgrants@neha.org.

  • Documentation of all expense for which you are seeking reimbursement will need to be attached to each Reimbursement Request.  See the next section for details of the Expense Documentation required.

  • Reimbursement Requests can be submitted as often as needed, but ideally not more than once per quarter.

  • For smaller grants ($10,000 or less), most grantees operating on a reimbursement basis prefer to submit a single Reimbursement Request once the project is complete, and all funds are expended.

  • If you need changes to your budget that are in excess of 10% of the total grant amount, or to add new expense line items that were not approved in the grant application, send an email request with a justification of the necessary change to retailgrants@neha.org, in advance of making the expenditure. 

Expense Documentation Required With Reimbursement Requests

A Reimbursement Request can be used as a first-time request for reimbursement of funds expended, or to account for Advanced funds received earlier that have now been expended. When requesting funds, please use the NEHA-FDA RFFM Reimbursement Request Template to itemize all expenses for which you are requesting reimbursement. Please also attach copies of all applicable expense documentation for all grant expenses. Attachments can be uploaded in Word, Excel, or PDF.  

Expense documentation may include: 

  • Completed NEHA-FDA RFFM Reimbursement Request Template (required – see download link at the top of this page)

  • Receipts

  • Invoices marked paid

  • Documents to quantify personnel time for employees or contractors, including documentation of:

    • Time dedicated to the project (timesheets, spreadsheet, etc.); AND

    • Salary / hourly rate of pay (payroll report, signed memo, etc.), AND

    • Proof that personnel expenses claimed were actually paid (payroll reports, invoices marked paid, etc.).

  • Mapped documentation of mileage

  • If your grant was approved for Indirect Costs in excess of the de minimis rate of 10%, your jurisdiction must have a current and approved cost rate agreement with a Federal agency. If you have not already provided your most recent approved agreement, please attach a scanned PDF copy.

  • Any other pertinent information as requested by the NEHA-FDA RFFM Grant Program Support Team

If final expenditures vary from your latest approved budget, you will be required to list variances from the approved budget and provide a brief explanation for each variance. All changes to the project budget must be submitted in advance of the actual expense via email to retailgrants@neha.org. Note that changes to your budget are not approved until you receive confirmation via email from the NEHA-FDA RFFM Grant Program Support Team. Approved changes will also be reflected by updates made to your grant, viewable through the grant portal.

Final payment for the remaining amount due for a grant will be made after both a final Reimbursement Request and a Final Progress Report (details in the next section) are completed and submitted for that grant.  

Once One or More Advance Payment Requests Or Your First Reimbursement Request Have Been Submitted

You will receive an email from a member of the NEHA-FDA RFFM Grant Support Team, outlining the process for entering your payment preference (Direct Deposit/ACH or Check) and required payment information through a secure NEHA NetSuite payment site.

Once you have received the NetSuite invitation email, you have 24 hours to set up your account and password. If you need the invite resent, reach out to invoices@neha.org .

View detailed NetSuite Setup instructions.

Interim, Annual, And Final Progress Reports

Interim Progress Reports:

  • Are required for each award made through this program to assure that each funded project remains on track for timely completion. Grantees will receive email reminders and due dates from the grant management system, sent to the POC email address that was entered during the application process.  
  • Are due on the date specified within the grant portal, generally halfway through the project period, and in most cases no later than July 15.
  • Primarily function as a quick check-in to make sure you have the help needed to succeed with your project. 
  • Can likely be completed in 15 minutes or less, unless you are having trouble completing your project objectives.

Annual Progress Reports:

  • Are required for all three-year awards (Maintenance and Advancement Base Grants; Capacity Building Grants).
  • Are due no later than 45 days past the end of the grant period, on or around February 15.
  • Are more robust reports, requiring updates on progress made toward meeting all project deliverables.

Final Progress Reports:

  • Are required for each award made through this program and must document the final status of all project deliverables.
  • Are due no later than 45 days after the end of your grant project period but can be completed whenever you have completed all deliverables for a grant.