SERVICE

Reimbursement Request Process

GFTA provides award funds on a reimbursement basis. We are no longer accepting reimbursement requests by email.

What to know

Review process to get your grant money!

Before submitting your request, ensure that your organization has completed the Compliance Intake Process. Grantees only become eligible to submit a request after completing the compliance intake process, and are encouraged to submit one reimbursement request, if possible.


Grantees are highly encouraged to watch any or all of the brief videos below to understand and learn the process:

What to do

1. Sign up with our payment provider

2. Fill out your funding request forms

Before filling please learn which expenses you can get reimbursed for. You may also watch this video on Eligible Expenses and Supporting documentation.

To submit your request, you must fill out both of the forms:

  • Appendix C-1: Form of Funding Request for Reimbursement, which you can locate in your executed contract. You may only use the form that is in the appendices of your contract, any other forms will not be accepted.
  • A completed Funding Form Request (spreadsheet) to include eligible expenses.

Please note that all expenses are paid to date for the grant period July 1, 2025, to June 30, 2026.

We encourage all grantees to submit one request form for 100% of funds, if possible.

3. Collect documentation

You'll need to provide proof of expense and proof of payment in the reimbursement form. Reference this page for eligible/ineligible expenses.

Proof of expense for costs you want reimbursed are copies of:​

  • invoices/bills*​
  • payroll registers*​

​*Make sure the dates on invoices/bills and payroll registers show the expense was incurred during the July 1 to June 30 term​

Proof of payment for expenses ​include copies of:​

  • front and back of canceled checks​
  • receipts​
  • bank statements with paid costs highlighted​
  • online payment confirmations​
  • etc.​

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.

We encourage grantees to submit large ticket items for reimbursement, such as payroll and rent/mortgage payments.

4. Submit an online form with all documentation

Look for an email from GFTA which has a link for the personalized reimbursement form that you will use to request your funds. You will not receive this link until after you have completed the Compliance Intake Process.

In your online form, please include all of the following:

Your supporting documentation can exceed the grant amount, but the request amount that you put in Appendix C:1 and Funding Form Request (spreadsheet) cannot exceed the grant amount.

Special cases

What's next

You can expect to see payment within 30 days contingent on a complete and correct request form.

Contact us

Email

Grants for the Arts

gfta-reimbursement@sfgov.org