Fund Requests in GAINS

Users will learn about the Fund Requests Sections and how to create and submit a request for funds in GAINS. This training is applicable to users in the LEA Fiscal Update role, who initiate and populate the fund requests, and LEA Fiscal Representative role, who approve and submit fund requests for federal grants. Note: Most state-funded grants will automatically have fund requests generated after final approval and this action is not required.

GAINS Homepage Recording

Start on the Fund Requests Page, accessible from the left sidebar menu on the GAINS homepage.

1. Locating where to submit a Fund Request: On the Fund Requests page, use the Fiscal Year and All Funding Application dropdowns to find the Grant from which to Request Funds
   1.  Click the Grant name to enter the Project Summary page
   2.  Click Create New Fund Request on the Project Summary page
   3.  Click Confirm to change the status to Draft Started
2. Navigating the Fund Request Sections: On the Fund Requests Sections page, there are five section options:
   1. History Log: Tracks audit record of Fund Request status changes and any Comments associated with it.
   2. Create Comment: Comment field for any internal notes (such as additional user approvals) and SEA comments if the request is returned for changes.
   3. Expenditure Detail: Where the user will enter amount requested by Object Code and Function Code.
   4. Request: User must enter “Fiscal Information As Of” date and may use the optional text box. All other fields are system-generated and require no action.
   5. Related Documents: Document upload section for uploading supporting documentation such as general ledger.
   6. Assurance: Text of Assurance statement that User will need to agree to upon moving request to Draft Completed.
3. Submitting the Fund Request:
   1. Click into the Expenditure Detail section and enter amounts to be requested by Function and Object Code. Users will only be able to edit fields and request funds for approved activities under the listed codes.
      1. Note: Hovering over open cells will provide the user with Budgeted Amount, Previous Fund Requests, Total Funds Requested, and Amount Remaining for each Function Code/Object code pair.
      2. If users would like to request an amount under an Object Code or Function Code that is currently unavailable, the grantee will need to complete a revision and have it approved by CDE before a request can be created.
   2. Use “Save and Go To” to navigate to Request Section and enter Fiscal Information As Of date.
   3. Use “Save and Go To” to navigate to Related Documents and upload any required documentation.
   4. Use “Save and Go To” to navigate back to Sections page and check for any Validation messages.  Resolve as needed.
   5. Change Status to Draft Completed to send to LEA Fiscal Representative
   6. LEA Fiscal Representative changes status LEA Fiscal Representative Approved

Download Instructions

Related GAINS Topics

• Downloading, Editing, and Uploading Budgets into GAINS