Requesting a Reimbursement or Payment

Procedure is required action to be followed: Procedure is the established way of doing something; a series of actions conducted in a certain order; and/or steps necessary to meet the terms of a grant agreement.

Guidance is supporting information or recommended action: Guidance consists of recommended best practices; helpful context; and/or tools, resources and examples.

Effective Date: 7/1/2025

Many BWSR Grants have a reimbursement component, some are 100 percent reimbursable, while others are distributed in multiple installments. The most common hybrid payment grants are processed in three installments; 50 percent after execution of the grant agreement, 40 percent once the grantee has expended the first amount and provided BWSR with documentation of expenditures, and 10 percent after final requirements are met. This document outlines the requirements for requesting reimbursements or payments.  See the Terms of Payment section of the grant agreement to determine if a grant has a reimbursable component.   

Additional supporting documentation such as purchase orders, receipts and payroll records for financial reconciliation is required. BWSR staff may request more detailed financial and project information if grant compliance is unclear or noncompliance is suspected. 

100 percent Reimbursement Grants

The Grantee may request a payment:

1. Once eligible expenses have been incurred and properly documented.
2. According to a quarterly reimbursement schedule, if applicable to the program, or parameters specifically set by the individual grant program, see BWSR Program Manager for further guidance. Completed the following:
   1. Submission of a reimbursement request form, if applicable to the program.
   2. Upon completion of required eLINK reporting, if applicable to the program.
3. The grant may need to be reconciled before the payment can be released.
4. Final reimbursement will only be paid after the grant project is completed, all final reporting requirements are met, and the grantee has provided BWSR with documentation of final expenditures. See the Closing out a Grant section of this manual for details. 

Hybrid Advance/Reimbursement Grants

50/40/10 Grants

Initial Advanced Grant Payments (50 percent of grant funds)

BWSR allocates the initial payment of grant funds only after: 

1. A work plan has been completed in eLINK and approved by BWSR staff;
2. The grant agreement has been officially executed and the grantee notified to begin work; and
3. Grantees are in compliance with all relevant grants management requirements for previously-awarded BWSR grants. 

Second Advanced Grant Payments (40 percent of grant funds)

The grantee may request the second installment when: 

1. The grantee has reported in eLINK that 50 percent of the grant funds have been expended in accordance with the work plan and submits an eLINK progress report.
2. If the grant award was $50,000 or greater, the grant may need to be reconciled before the payment can be released.
3. BWSR authorizes the second advanced payment upon approval of the eLINK reporting.

Final Grant Reimbursement Requests

The last 10 percent of reimbursement grants will be paid after the grant project is finished, all final reporting requirements are met, and the grantee has provided BWSR with a documentation of final expenditures.  See the Closing Out a Grant section of this manual for details. 

Other Hybrid Advance/Reimbursement Grants

Some programs may follow a different payment schedule, as deemed appropriate for achieving programmatic goals and ensuring grantee success. Refer to your grant agreement and/or grant Program Manager for additional guidance in these cases.