GFTA reimbursement overview

Reimbursement requests must be for operating expenses that take place within San Francisco and are outlined in your funding agreement.

Operating expenses may include:

• Net salaries (with the exception of development staff)*
• Wages
• Fees
• Rental of equipment
• Rental of halls/studios
• Telephone charges
• Advertising and publicity expenses
• Stationery
• Office supplies

*Payroll is usually the biggest general operating expense. Include that and other large expense items in your reimbursement request minus salaries for fundraising or grant writing staff or contractors.

Reimbursement requests may not include personal or business-related expenses related to:

• Meals
• Catering
• Transportation
• Lodging
• Fundraising and educational activities

You may not submit requests for any costs related to fundraising, including:

• Salaries or benefits for your Development Director (or other staff with fundraising as a primary job role)
• Fundraising consultant fees
• Space rental for fundraising events
• Registration or attendance fees to attend any workshops or trainings aimed to build capacity for fundraising

Be prepared to fill out the following fields on your funding request form:

• Invoice Date: The date when you submit your request. This date should be any date after July 1.
• Contact Information: Fill out your organization’s name (and fiscal sponsor if applicable), sign the form, print the name of the signer and their title, and fill in the current date of the agreement between the Grantee and the City and County of San Francisco.
• Type of Grant: Check the type of grant for which you are requesting reimbursement. In most cases it will be General Operating Support.
• Eligible Expense Category Description: Group your eligible expenses into broad categories, e.g., salaries, rent, phone bills, advertising, etc. You will itemize each category on the Schedule 1 To Request for Funding form.
• Amount Spent Per Category: Provide a subtotal for each broad category.
• Total Reimbursement Requested: Provide the total for the entire reimbursement. This total should equal all of the items which appear on the Schedule 1 To Request for Funding form.

Note: We encourage all grantees to submit 1 request form for 100% of funds.