Submit your reimbursement request

GFTA recommends that grantees sign up with the City's payment provider, Paymode-X, to receive electronic payments. Visit this page to learn more about Paymode-X.

Before you submit your request, review this page to see which expenses qualify for reimbursement.

To submit your request, you must fill out both of the following forms:

• Appendix C-1: Form of Funding Request for Reimbursement (located in your executed contract). You may only use the form that is in the appendices of your contract, any other forms will not be accepted.
• A completed Funding Request Form to provide details for eligible expenses. Learn more about eligible expenses by visiting this page.

Please note that all expenses are paid to date for the grant period July 1, 2025, to June 30, 2026.

You'll need to provide proof of expense and proof of payment in your reimbursement request. Visit this page to learn about eligible and ineligible expenses.

Proof of expense includes copies of:​

• invoices/bills*​
• payroll registers*​

​*Make sure the dates on invoices/bills and payroll registers show the expense was incurred during the July 1 to June 30 term​.

Proof of payment ​includes copies of:​

• front and back of canceled checks​
• receipts​
• bank statements with paid costs highlighted​
• online payment confirmations​
• etc.​

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.

Look for an email from GFTA which has a link to your unique reimbursement form that you will use to request your funds. You will not receive this link until after you have completed the Compliance Intake Process.

In your online form, please include all of the following:

• A completed Appendix C-1: Form of Funding Request for Reimbursement, located in your executed contract.
• A completed Funding Request Form (spreadsheet)
• Documentation for each line item listed in the Funding Request Form. Each line item must include a proof of payment and a proof of expense.