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Understand eligible and ineligible expenses

GFTA provides award funds on a reimbursement basis. Learn what kinds of activities you can get reimbursed for.

Eligible Expenses

Reimbursement requests must be for operating expenses that take place within San Francisco and are outlined in your grant agreement.

Operating expenses may include:

  • Gross salaries and wages including taxes (with the exception of development/fundraising staff)
  • Fringe benefits
  • Monthly rent or mortgage payments
  • Fees for event permits or insurance
  • Transportation and travel costs used for the program*
  • Rental of equipment
  • Rental of halls/studios
  • Telephone, internet, or other utilities
  • Advertising and publicity expenses
  • Stationery
  • Office supplies

*The City may ask for additional documentation to ensure transportation and travel costs are aligned with the primary funded scope of services.

Payroll is usually the biggest general operating expense. Include that and other large expense items in your reimbursement request minus salaries for fundraising or grant writing staff or contractors.

Ineligible Expenses

Reimbursement requests may not include personal or business-related expenses related to:

  • Meals
  • Catering
  • Lodging
  • Fundraising and educational activities

You may not submit requests for any costs related to fundraising, including:

  • Salaries or benefits for your Development Director (or other staff with fundraising as a primary job role)
  • Fundraising consultant fees
  • Space rental for fundraising events
  • Registration or attendance fees to attend any workshops or trainings aimed to build capacity for fundraising

In addition, reimbursement requests may not include the following:

  • Capital expenses
  • Penalties, late charges or interest on any late payments​