Drawdown and reimbursement
A drawdown or reimbursement request backed by the ledger, ready to submit the same day.
Requested amount, cumulative drawn to date, and balance remaining for every federal award, built straight from the ledger.
Every ledger line behind the request marked allowable, missing backup, or excluded, so nothing goes out undocumented.
Any award a request would draw past its total budget, flagged by name and by dollar amount, before the request leaves your hands.
- 01
Get your ledger
Your accounting system's export.
- 02
Match your columns
Which column is which.
- 03
Name what's in your file
What each code in your ledger really is.
- 04
Fix what's flagged
What your auditor asks first.
A grant recipient may draw down federal cash only to the minimum amount needed for actual, immediate cash requirements, matched to expenditures already incurred or about to be incurred.
A drawdown request can only include costs that are allowable under the cost principles and allocable to the award being drawn against. An unallowable cost, entertainment or alcohol among the clearest examples, has to be excluded before the request goes out.
Riverbend Community Partners is requesting $203,400 in reimbursement across 4 federal awards for March 2026. $14,450 in ledger activity is excluded from this request ($1,850 unallowable, $9,400 missing backup, $3,200 not coded to an award). 1 of 4 awards would exceed its total award amount if this request is submitted as drafted.
| Federal award | Awarded | Requested this period | Cumulative drawn | Balance remaining |
|---|---|---|---|---|
| Continuum of Care Program | $640,000 | $80,100 | $600,100 | $39,900 |
| Head Start | $880,000 | $92,000 | $902,000 | ($22,000) |
| Crime Victim Assistance (VOCA) | $210,000 | $18,200 | $168,200 | $41,800 |
| Child and Adult Care Food Program | $190,000 | $13,100 | $188,100 | $1,900 |
| Total | $1,920,000 | $203,400 | $1,858,400 | $61,600 |
Rebuilt by hand every month from the ledger, matched line by line to what's allowable.
Assembled from the same ledger export, matched to allowable, supported lines automatically.
Found after the funder kicks the request back.
Excluded before the request goes out. Riverbend's demo excludes a $1,850 staff dinner charge as unallowable.
Discovered during the funder's own review.
Flagged on the checklist: $9,400 in software renewal costs with no backup attached.
Caught only when the funder's own system rejects the request.
Flagged before submission: Head Start would draw $902,000 against an $880,000 award.
A drawdown pulls federal cash in advance of spending it; a reimbursement request asks for cash back after the spending already happened. 2 CFR 200.305 governs both the same way: request only what matches expenditures already incurred.
Off the cost principles in 2 CFR 200.403 through 200.405, entertainment and alcohol among the clearest examples, plus any category your own award terms exclude.
Leap flags it before you submit, naming the award, the balance remaining, and how much the request would exceed it, so you can adjust the request instead of having it rejected.