Request Reimbursment
NDHTTF affiliate organizations may request reimbursement for eligible program-related expenses through the General Funds Reimbursement Process. This process applies to general expenses that are not covered by a subaward agreement for specific contracted services. Organizations with an existing subaward may also be eligible, subject to Task Force Director approval.
Important: Get approval before spending.
You must receive written pre-approval from the NDHTTF Task Force Director before incurring an expense. Expenses incurred before written approval are not eligible for reimbursement.
How the process works
1. Request pre-approval → 2. Receive written approval → 3. Make the approved purchase → 4. Submit your reimbursement request → 5. NDHTTF reviews the request → 6. Payment is processed by ACH
All six steps must be completed, and required conditions must remain current through final approval.
1. Request pre-approval
Before making a purchase or incurring an expense, submit the Pre-Approval Request Form.
You will be asked to provide your organization information, a description and estimated cost of the proposed expense, the expected date of the expense, and an explanation of how the expense supports NDHTTF program objectives and the OVC award.
2. Wait for written approval
The Task Force Director reviews the request to determine whether the proposed expense is allowable, allocable, reasonable, and consistent with program objectives.
You will receive written notice that your request is approved, denied, or approved with conditions. Do not incur the expense until written pre-approval has been issued.
3. Complete the General Funds Contract
If this is your organization's first General Funds reimbursement request, a General Funds Reimbursement Contract must be fully executed before payment can be processed.
The NDHTTF Grant Technician will provide the contract to your organization's authorized representative. A new contract may also be required following an award renewal or material change in terms.
4. Make the approved purchase and keep your documentation
Once you have written pre-approval, you may incur the approved expense.
Keep documentation for each expense. Receipts or equivalent supporting documentation must show:
Payee • Date • Amount • Business purpose
The amount claimed must correspond to a pre-approved expense and may not exceed the pre-approved line amount.
5. Submit your reimbursement request
After the approved expense has been incurred, submit the Reimbursement Request Form and upload the required documentation.
Before submitting, make sure you have your pre-approval reference information, expense details, receipts/supporting documentation, business purpose for each expense, and current NDHTTF data reporting. First-time applicants will also provide ACH banking information; returning affiliates confirm whether their banking information has changed.
SUBMIT REIMBURSEMENT REQUEST
Reporting requirement: Your organization's required NDHTTF data reporting must be current before reimbursement can be processed. If reporting is outstanding, the reimbursement request will be held until reporting requirements are satisfied.
6. Review and payment
The NDHTTF Grant Technician reviews the request to confirm that it matches the approved expense, required reporting is current, the General Funds Contract is on file, receipts are complete, and ACH information is accurate. If anything is missing, your organization will be contacted so the issue can be resolved. NDHTTF GeneralFunds Workflow Vi…
After final approval by the Task Force Director, the reimbursement package is submitted to Legal Services of North Dakota Accounts Payable. Approved reimbursements are paid by ACH direct deposit to the organization's designated bank account.
Before You Submit
Before requesting pre-approval
☐ I have not incurred the expense yet
☐ I know the estimated amount
☐ I can explain how the expense supports NDHTTF program objectives
Before requesting reimbursement
☐ I received written pre-approval
☐ The expense matches what was approved
☐ I have receipts/supporting documentation
☐ My organization's NDHTTF reporting is current
☐ My organization's General Funds Contract is on file
☐ My organization's ACH information is current
Questions?
Not sure whether an expense is eligible or which form you need?
Contact the NDHTTF Grant Technician before making the purchase.
Tamara Bertram
NDHTTF Grant Technician
Legal Services of North Dakota
tbertram@lsnd.org