Reimbursement

Splitting does not perform the actual reimbursement; it only identifies the funding provider. It is the Reimbursement process that performs the actual reimbursement functions. CGI Advantage Reimbursement is a robust set of system processes that supports the prompt and accurate drawdown of money from funding sources. Program accountants schedule reimbursement for the required billing cycles: daily, weekly, bi-weekly, semi-monthly, monthly, specific date range, etc. Various funding sources can all have different billing cycles - only the applicable entries will be included on any single reimbursement billing run. Reimbursement automatically calculates drawdowns from Federal funding sources. These drawdowns can be created on any cycle necessary (including the weekly cycle specified). The drawdown requests for any funding source can optionally generate electronic data exchange output, to include the Federal Highway Administration (FHWA) format. For more information, refer to the Reimbursement Output Process run sheet in the CGI Advantage Cost Accounting Run Sheets.

Scenario	Examples
External Billing Receivables for external funding sources Option: also Cash Receipts to submit when Receivable is paid	Grant billed to federal agency Project construction billed to another municipality Job for repairs that will be billed to a private citizen/company
Internal Billing Create Internal Exchange Transactions. Two accounting models: Expense/Revenue and Expense Transfer	Grant costs paid by a matching funding stream Project billed to a bond fund Project funded by a grant Job billed between Departments

While reimbursements of costs incurred can be recorded manually, this term is used to refer to the automated processes for reimbursement billing and collections from external funding sources and recording reimbursements for internal funding sources. In the event manual billing is necessary, the system features for automated reimbursement can be used up to the point of transaction creation, which is not done but reports generated instead.

The Cost Accounting reimbursement functionality is divided into the following three major processes:

These three processes are inter-related and must be executed in a sequential order to satisfy the requirement of cost reimbursement programs administered by governmental entities. See the diagram below for an overview.

There are a number of setup pages to control reimbursement from start to finish. Some are optional for all Major Programs, others are optional only for certain Major Programs, and others are required for all Major Programs. The concept of reimbursement is a complex one with many variables. It is best to review all of the pages listed under the Reference Pages topic of this user guide as well as the multiple system processes that are listed in the Advanced – Batch Processing section of this user guide. Lastly, the run sheets in the CGI Advantage Cost Accounting Run Sheets will contain full details on each of these system processes.