Payment and Reimbursement Timing Policy

To ensure accurate financial reporting and timely expense processing, all Reimbursement Requests and Invoice Payment Requests must be submitted within the same calendar year the expenses or obligations were incurred.

1) Current Year Submissions

Reimbursement Requests and Invoice Payment Requests may only be submitted for expenses or obligations incurred during the current calendar year (January 1 – December 31). This includes but is not limited to:

• Employee, Vendor and Volunteer Reimbursements

• Contractor Invoices

• Stipends

• Honorariums

• Fellowships

• Grants

• Donations

2) Year-End Deadline

All Reimbursement Requests and Invoice Payment Requests for the current year must be submitted no later than January 31^st of the following year. This deadline allows the SGF Accounts Team adequate time to review and process payments prior to year-end financial close.

3) Late Submissions and Exceptions

Requests for expenses or obligations incurred prior to the current calendar year will not be accepted unless an exception is granted by the SGF Accounts Team. Exceptions are reviewed on a case-by-case basis and must include:

• A written justification

• Supporting documentation (i.e., receipts, contracts, agreements, correspondence)

4) Annual Reminder

During the fourth quarter of each year, SGF will send several reminders encouraging timely submission of all outstanding Reimbursement Requests and Invoice Payment Requests before the January 31^st deadline.

If you have any questions or concerns regarding this policy or your submissions, please feel free to reach out to the SGF Accounts Team at [e-mail]