Grantee Guidance: Reporting and Invoicing
The purpose of this guidance is to provide grantees with the resources and requirements needed to efficiently and effectively report on and be reimbursed for their progress on SRTS Grants.
Requesting a Payment
MnDOT SRTS grants are reimbursement grants, meaning the grantee must first incur the expense and then provide documentation of the expense to the project manager. The grantee may request a payment:
- Once eligible expenses have been incurred and properly documented.
- Upon submission of an invoice, complete with cover page, supporting documentation summary, and supporting documentation.
- According to the reimbursement schedule identified in the contract.
- If the grant award was $50,000 or greater, the grant may need to be reconciled before the payment can be released; grantees should check with the SRTS project manager for applicability of this requirement.
- Final reimbursement will only be paid after the grant project is completed, all final reporting requirements are met, and the grantee has provided MnDOT Office of Transit and Active Transportation with documentation of final expenditures.
Before preparing and assembling an invoice, first read through our financial guidance for requests for payment.
Financial Guidance for Requests for Payment
Progress reporting is a means to share achievements and progress made towards program goals and to ensure accountability and transparency in the use of State funds. Progress reports contain updates on activities and align with expenditures that occurred since the previous report. Progress reports are to be completed on the schedule outlined in your grant agreement and submitted with in conjunction with requests for payment.
Invoicing and Progress Reporting Templates
Invoices should be submitted to the SRTS project manager on the schedule indicated in your contract and should include the invoice cover page, supporting documentation summary and all supporting documentation combined in one PDF. Progress reports should be submitted separately.