Subgrantee Functionality Only
Once you have submitted Proof of Encumbrance (POE) for expenditure items, the items are placed in On-Order status. At this point, the invoicing and reimbursement processes begin. When an item is received, an invoice record is entered into the system by the subgrantee. This records all expenditures incurred with the item and begins the reimbursement process. After a received invoice is entered into SPARS for an expenditure item, a Reimbursement Report cover sheet can be generated for one or multiple invoiced items. This report cover sheet, along with all associated invoices and proofs of payment, is submitted to the SAA for review. The SAA reviews each item in the reimbursement report cover sheet and verifies that all required information has been received and entered into SPARS. The SAA then creates the state-required voucher report to request the payment of expended funds to the subgrantee. The state accounting office reviews the voucher report and then releases the requested funds to the subgrantee. Once the funds are released, all items on the reimbursement request are updated to a Paid status in SPARS.