To process Request for Reimbursements, start from the State Grant Administration Module. If you don't see this option, then likely you may not have permissions.  Then go to Workflows, and select Reimbursements as shown above. 

There are really two major parts to this: Document Validation and Financial Validation. You have to do the Document Validation first, so that's where we'll start. This article will only focus on the Document Validation piece. I will cover the Financial Validation in a separate article.

During Document Validation, there are two key actions:

First, we validate that the documents are accurate and they are what they are supposed to be. If it states that the document is a contract, you confirm that it is actually an contract and not some other type of document or a blank page. This is a compliance step. 

Second, we will compare the document gathered against standardized checklists. This is a completeness step.

When both of these steps are done, then the Document Validation process is complete. You will be able to score both parts.

  • The document is what it says it is: true/false
  • The documents provided sufficient evidence to justify the request made: true/false

The steps include:

  1. Select RFR to review
  2. Do a Document Validation
    1. Enter the sample size (percentage rate)
    2. Confirm sample size
    3. Review the contract documents - with pass/fail
    4. Review the non-contract documents - with pass/fail
    5. Review set of documents against the check list - with pass/fail on each checklist item
  3. Do a Financial Validation (may be a separate user)- This step will be covered in a separate article.
    1. Enter the sample size (percentage rate)
    2. Confirm the sample size
    3. Review each invoice and its associated documents such as proof of payment - with pass/fail
    4. Enter the value of the invoice that is justified
    5. Complete the set
    6. When complete, provide a summary Pass/Fail. 
    7. Confirm the total amount that has been validated


1. Select RFR to review

Find Reimbursement Request Screen

You'll need to find the Workflows menu. Click on it.


Find Reimbursement Request Screen. You can click either the word on the side menu or the image in the center of the screen. Either one will get you where you want to go. You choose!

Review Reimbursement Requests.

  1. Click on the Review Queue Tab.
  2. Find the request you wish to review.
  3. Click on the Edit Pencil.


2. Document Validation

Do this by clicking, you guessed it, on the green Add Document Validation button.


Sample Size

Tempest-GEMS will select a random sample set based on the percentage that you enter. Common values are 10% and 20%. A 100% sample size is a 100% validation. This is also used.

Select the percentage of contract documents and percentage of document to review.

Scroll down. Find the blue Save and Next button. Click.

  1. Look at the Grant Profile Box. Are there documents to review?
  2. No? You will need to add transactions.
    1. Exit this process and see Submitting Expenses for Reimbursement article.
  3. Yes? Scroll down and click the blue Confirm and Next button.

Document Validation

As you go through this process, you should note the Progress Bar at the top of each screen. The bubbles will change from grey to blue as you complete each step.

  1. Find the document you wish to review. These are the types of documents you are looking for: 
    1. Invoices, Payments, Receipts, Logs, Time Cards, Etc. and Purchase Order.
  2. Click on the magnifying glass.


Click on the document hyperlink in the File Size field. This will download the document for your review.


  1. Review the document. 
  2. Select Pass or Fail from the Score dropdown menu.
  3. Click the blue Save and Next button.
  4. You will do this for each new document. 

Once you have reviewed all of the documents, click the blue Save and Next button.

Review Documents for Each Type of Contract

  1. Select the correct Work Flow Template. (This might already be populated)
  2. Click on the magnifying glass next to the first document.


  1. Scroll down.
  2. Click on Document Download.
  3. Review Document.
  4. Select Pass or Fail from Review Status dropdown menu.
  5. Click blue Save and Next button.
  6. Repeat for all documents.



After all documents have been reviewed:

  1. Scroll to Contract Criteria Scoring section.
  2. Select either:
    1. Document Request or
    2. Pass.
    3. Comments are optional.
  3. Click the blue Save and Next button.
  4. Repeat for each contract.


Virtual Binder Review

  1. See the Virtual Binder Scorecard/Criteria Checklist.
  2. Review the Criteria Checklist.

  1. Scroll to the Virtual Binder Criteria Scoring.
  2. Select either:
    1. Document Request or
    2. Pass.
    3. Comments are optional.
  3. Click the blue Save and Next Button.


See the Document Validation Summary.

  1. Scroll to the Overall Scoring section.
  2. Select either:
    1. Document Request or
    2. Pass.
    3. Comments are optional.

After you click the blue Complete button, this is where you will end up:

From here you (or another person) will need to complete the Financial Validation Process. Please refer to this document: Financial Validation