Reimbursement Processing

Reimbursement, whether manual or automated, seeks revenue for money that was previously spent and is typically defined up front for a grant, project or job.  Prompt reimbursement helps improve cash flow and avoid interest charges.  

The Cost Accounting subsystem facilitates reimbursement processing by automating the recording, tracking and reporting of reimbursements within CGI Advantage Financial.  In addition, separate reimbursement budgets are used to facilitate budgeting for reimbursable programs (see "Define Reimbursable Budgets" for more information).  Below are some scenarios with examples on how the software can be used to record reimbursement processing.

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 (IETs)

Two accounting models

  • Expense/Revenue

  • 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

There are two other options for using the Cost Accounting Subsystem Reimbursement functionality whereby:  

1. The reimbursement process will solely calculate reimbursable dollars but no output will be generated (for example, reimbursement is manually recorded)

2.  The tables can be used for reporting only and thus the process does not need to be run.

The purpose of this section is to outline the automated reimbursement functionality within the Cost Accounting subsystem.  The information below will highlight the increased software functionality, additional setup steps and the batch processes that support automated reimbursement within the application.