Building Dollars & Cents: Core Concept: Entering Expenses

36 STEPS

1. Welcome to the Euna Grants Core Concept video focused on entering
expenses.

2. In our prior Core Concept videos, we’ve reviewed how to configure your budget settings, how to set up your budget categories and line items, and now it’s time to dive into adding expenses against your budget.

3. In Euna Grants, your expense record ties directly to your budget line item. On the expense itself, you’ll have the opportunity to add different pieces of expense information. Let’s hop into Euna Grants and get started with a few examples!

4. First, let’s review the 3 ways you can add expenses in Euna Grants. One way is to navigate to Activity

5. Then Expenses

6. Another way is to go to your Grant, then navigate to the Analytics tab

7. Then under Quick Create, click on the plus sign to add an expense to the grant.

8. Finally, a third way to add expenses is to navigate to your grant budget. Click on Grant Management

9. Click Grants

10. Click on a grant

11. Click Post-Award

12. With your mouse, hover Financial

13. Click Budget

14. Then click on the dollar sign next to the line item for which you want to enter an expense.

15. If you enter expenses like our last method, from the line item in the budget, the filters will auto populate to the category and line item you were on in the budget. The filters can be changed. To look expenses entered click Run.

16. To add an expense click the plus sign.

17. The expense will auto populate with the grant, category and line item. You can edit these if you want to add a different expense.

18. I’ve entered here the cost of $1,000 for hotels.

19. Since I have match enabled on this grant, I have an option to exclude this expense from match on the screen.

20. Click on the calendar icon to select an expense date.

21. The date you enter for the expense must be within the grant window.

22. Click on the Expense status dropdown.

23. All expenses start as New. Reviewed mean the expense has been reviewed; Payment Requested, the expense has been invoiced to the funder; Paid, The expense has been paid by the funder; Denied, The expense has been denied by the funder

24. You have the option to add a payee but that is not required. Payee’s pull from your organization lists.

25. Since match is enabled for this grant, I can go to the financials tab if I want to add a match percentage or dollar amount for this expense.

26. On this particular grant, I don’t have a % or dollar amount defaulted for the match so any match would have to be manually entered.

27. On the attachments tab you can upload receipts or any other documentation related to the expense that you’d want tracked within Euna Grants.

28. Click Create

29. You can now see my entered expense at the bottom of the screen. You’ll notice this expense is still in the New status. Before closing your tracking period or adding an expense into a payment request, you’ll want this expense in a “Reviewed” status.

30. To change the expense status to reviewed, check the box next to the expense, then check the icon under Actions.

31. You can review expenses one at a time.

32. Or in bulk by choosing select all, then Mark as Reviewed.

33. Click Complete. Align internally within your organization if there will be a review process for expenses and who will be responsible for that process.

34. If you have a grant where the match % or dollar amount is defaulted, the match will auto calculate in the expense you entered. Let’s look at this example where our match is set to 25%. I’m entering an expense for $500 for keyboards.

35. On the financials tab, the match is automatically set to $125 but can be edited by toggling to the Dollar option and typing an amount.

36. Through this Core Concept video you’ve learned how to enter expenses into Euna Grants. Should you have additional questions, please visit our support site. Thank you!