Submit a Reimbursement Request

Learn how to submit quarterly funding requests to get reimbursed for approved grant expenses.

Community Challenge Grants reports and requests for reimbursement are due every three months. Reports are due 15 days after the report period or 30 days after the report period if it is a final report.

Here’s the common timeline:

Report Period: January 1 - March 31. Report Due: April 15
Report Period: April 1 - June 30. Report Due: July 15
Report Period: July 1 - September 30. Report Due: October 15
Report Period: October 1 - December 31. Report Due: January 15

Follow the steps below to prepare your quarterly report and request funds.

Review the Reimbursement Checklist

Carefully, go through the Reimbursement Checklist. It has guidelines on what you need to submit for your grant expenses. Following these instructions will make processing the request faster. If you have questions, email ccg@sfgov.org.

Collect Proof of Expenses

Each expense needs an invoice and proof of payment. Organize everything into one PDF file and order the pages to match the order you listed expenses on the Invoice Sheet's Schedule 1 tab.

Fill Out Your Invoice Sheet

Use your custom Invoice Sheet to complete the Schedule 1, Budget Request, and Match (only for grants prior to FY26) tabs. Only include approved expenses from this reporting period. List each expense on a separate line on the Schedule 1. Use the Reimbursement Checklist for more help. Email ccg@sfgov.org if you need a copy of your custom Invoice Sheet template.

Get the Link to Submit Your Invoice

After each reporting period, the main contact for your grant will get a link to the online invoice reporting form. The due date is 15 days after the report period (30 days for a final report). If you don’t get the link within a week, email ccg@sfgov.org.

Complete the Online Form

Some details on the form will be filled in like your contract ID; do not touch these. Upload your Invoice Sheet and supporting documents into the appropriate fields. Remember to check the Reimbursement Checklist before submitting.

Submit a Signed Appendix C

After you submit the invoice, the CCG team will review it. They may ask for corrections or additional documentation, which you can send by email. Once approved, you’ll get a link to submit the signed Appendix C for the agreed upon amount.

Notice

You will be notified by email when your reimbursement request has been passed along to our accounting team for their review. They have 30 days after receiving a complete request to make payment.