Financial
Annual grant budget and justification
PCL’s fiscal year starts July 1 and ends June 30. Grantees are required to create and submit a proposed annual line-item grant budget and narrative budget justification by May 15 of each fiscal year of the grant. Submit your proposed budget and justification via email to your grant manager. Grant managers will review and approve budgets between May 15 and June 30. Grant managers will upload approved budget documents to WebGrants, the City of Portland’s online grants management system. Carryover of unspent funds from a previous fiscal year must be added to a current-year budget through the budget revision process.
Advance requests
If you want to receive an advance payment to cover costs before you can request quarterly reimbursement for expenses incurred, request an advance using the form and instructions linked below. You must have a fully executed grant contract and approved budget before PCL will pay an advance. Please note that advances are NOT processed in WebGrants.
Quarterly invoicing process and instructions
The quarterly invoicing process has changed for all large grants as of July 1, 2025. Quarterly invoices and supporting documentation must be submitted in WebGrants. The WebGrants user guide below provides step-by-step instructions for navigating the system, including registering grantee users, finding your PCL grant, finding key documents, and submitting invoices and expense reports.
Expense reports are due on Jan. 31, April 30, July 31, and Oct. 31 (or next business day if due date falls on a weekend). Your approved budget is in the “Combined Budget and Expense Report form” and is accessible to you through your WebGrants account. See the guidance on allowable costs PDF linked above for a comprehensive list of expenses PCL can reimburse. Allowable client assistance expenses are included in the budget guidance and also listed in the excerpt linked below.
Expense report documentation
You must submit supporting documentation in WebGrants with each quarterly expense report. Click on the links below for instructions and examples of acceptable documentation.
Assistance and accommodations
For questions or to request ADA accommodations, please contact your grant manager.