Grant tracking and billing

Depending on your organization's needs, you can track grants one of two ways:

  • Track using the project dimension alone.

  • Use the project billing capabilities included in the Projects application.

    By using Projects, you can extend tracking to include reimbursement generation and status.

If you begin grant tracking using the projects dimension alone, you can switch to the extended functionality in Projects by subscribing to the application when your needs for grant tracking grow.

If you have trouble determining which method is right for you, contact your account manager to discuss your organization's needs and options.

Your organization might have changed the name of the project dimension or application to make Sage Intacct more tailored to your practices. It is common for projects to be renamed Projects and Grants, Campaigns, or some combination of these. This terminology can apply to the dimension itself, the application name, and the subscription name that appears on the Subscriptions page. Check your company terminology or consult your admin to be sure.

Track grants with the dimension only

You can track grants using the project dimension alone. While this method satisfies the basic grant tracking requirements and is easy-to-use, the process of gathering your grants and deciding which are billable is more manual and is reliant on externally enforced business process controls. Furthermore, it provides a less detailed trail for historical purposes.

When using this method of tracking, add the project dimension at the line level on transactions that relate to your grant. When you want reimbursement, run the GL report and filter the report by the following:

  • The grant for which you want support details

  • The time period for which you want to gather the amounts

This report generates a list of transactions that are reimbursable for the specified period, which provides both the backup detail and the amounts needed for a reimbursement request.

Enable the project dimension on the General Ledger configuration page in the Dimension settings section.

Learn more about dimensions and how they can be used in your reporting for tracking purposes.

Track grants with the Projects application

In contrast to the above, you can automate your grant tracking and reimbursement request generation with a subscription to the Projects application, which extends the functionality attached to the project dimension for more precision and system control. Most importantly, with this method, you can assert which expenses are eligible for reimbursement (billable) and maximize your reimbursement by dynamically gathering all amounts not previously billed.

With this method, configure the Projects application to include all transactions that could contain amounts for reimbursement in the Billable section. Possible transactions include:

  • Bills
  • Purchase orders
  • GL journal entries
  • Employee expenses
  • Timesheet entries

Then, you can create a dimension value for each grant and assert that it's eligible for reimbursement or billing in the Billing section on the Additional information tab of the project and grant record. After, when you create transactions, you can include the project and grant ID and select the Billable checkbox on each applicable line item to flag that item for billing to indicate that the expense is eligible for reimbursement.

Furthermore, when you need to gather the eligible expenses for your reimbursement request or invoice, all transactions are dynamically gathered that you've flagged as billable but have not yet billed.

Additionally, with a subscription to the Projects application, you can track tasks associated with delivery of the project or grant and steps for recognizing grant revenue. The Projects application also offers many other features that extend your ability to track and detail your grants.

Personnel expenses

You can also work in coordination with the Time application to assert billable hours through timesheets if you bill the funder using stated rates in the grant to contract award instead of actual payroll amounts. If you use actual payroll amounts for billable hours, then you typically flag these hours as billable in the general ledger journal where payroll is recorded.

Why use the Projects application?

Generally, organizations consider using the full Projects application when they either have a significant number of grants to manage or when grants have become a material portion of their revenue sources. However, every nonprofit organization can have unique requirements, so if you're unsure, contact your account manager to discuss your needs and options in more detail.

Enable the project dimension from the General Ledger configuration page in the dimension settings section, and also subscribe to and configure the Projects application before you can begin using the application.

Learn more about using the Projects application.