USNDP Grant Management Center FAQs

Grant Management Center Basics

Tournament Entry Fee Reimbursements

Tournament Travel Reimbursements

Practice/Green Fees Reimbursements

Technology/Mobile Device Questions

Grant Management Center Basics

Q: Where can I view and manage my grant award(s) within the Grant Management Center?

A: The “Grant Award” section (accessible within the navigation on the top of the GMC Homepage) enables you to view and manage your grant award(s), as well as submit grant reimbursement requests.

Q: How can I track the submission status of required documents for my USNDP Grant?

A: The “Requirements” section (accessible within the navigation on the top of the GMC Homepage) enables you to view the submission status of all required documents for your USNDP Grant to ensure that all necessary paperwork has been submitted promptly.

Q: Where can I find information regarding grant reimbursements and track the status of reimbursement requests?

A: The “Reimbursement” section (accessible within the navigation on the top of the GMC Homepage) provides options to view saved, submitted, approved/pending, and paid grant reimbursement requests enabling you to track the progress of your reimbursement requests efficiently.

Reimbursements Basics

Q: Where do I submit a reimbursement request within the USNDP Grant Management Center?

A: To submit a reimbursement request, first click on “Grant Award” at the top of the GMC Homepage and then click on the award name listed under “Name.” Once within the “Award” page, click the “Submit Reimbursement button”.

Q: How do I upload files for my reimbursement request?

A: You can either upload a file of drop files:

To upload files, select 'Upload File', choose the file from your device, and click 'Open'. Once the upload is complete, a green checkmark will appear in the "Upload Files" dialogue box, indicating successful upload. You can upload multiple files under each section by repeating these steps.
To drop files, select the file you want to upload, drag it to the "File Upload" area, and drop it when the outline of the area turns blue. Repeat this process for each file you wish to upload.

Q: What should I do if I encounter issues with file uploads?

A: If you encounter file upload issues on your desktop or laptop, try clearing your browser cache. If you are experiencing issues on a mobile device, follow the steps outlined for Mobile Device Users to ensure proper file upload functionality.

Q: Can I email my receipts?

A: No, we will not accept receipts via email. All reimbursement receipts must be uploaded to the USNDP Grant Management Center portal in a PDF or JPEG format.

Q: I have multiple athletes in my family, can I combine expenses for multiple athletes in one reimbursement request?

A: No, each athlete's reimbursement requests should be managed separately. Combining expenses for multiple athletes is not permissible.

Reimbursement Management:

Q: What do the different statuses of the reimbursement requests mean? Which ones are editable?

A 'Saved' reimbursement request is one that you have started but have not yet submitted. This type of request is editable.
A ‘Submitted/Pending” reimbursement request has been submitted by you but has not yet been approved by a USNDP Grants Team Member. This type of request is editable.
An ‘Approved/Processing’ reimbursement request has been submitted by you, approved by a USNDP Grants Team Member, and sent to the financing department for processing. This type of request is not editable.
A ‘Paid” reimbursement request has been submitted, approved, processed, and paid. This type of request is not editable.

Q: How can I edit a 'Saved' or “Submitted/Pending” reimbursement request?

A: Click on the button next to the reimbursement request that has a status of 'Saved' or “Submitted/Pending”. Once the button fills to a blue color, click on 'Update Selected Reimbursement' and follow the steps outlined for the specific type of reimbursement request.

Q: What should I do if I encounter any issues while editing a reimbursement request?

A: If you encounter any issues while editing a “Saved” or “Submitted/Pending” reimbursement request, such as technical difficulties or errors, please contact the USNDP Grants Team (usndpgrants@usga.org) for assistance.

Tournament Entry Fee Reimbursements

Q: What are the covered expenses for a Tournament Entry Fee?

A: Costs incurred for entry into a Tournament, in the amount up to and not to exceed $300 per Tournament and qualifier.

A “Tournament” is a competitive golf event scheduled for a minimum of thirty-six (36) holes
A non-AJGA or USGA qualifier does not meet the thirty-six (36)-hole Tournament requirement to be covered

Q: Are expenses incurred from USGA-sponsored and AJGA-sponsored qualifying events reimbursable?

A: Yes, USGA-sponsored and AJGA-sponsored qualifying events are both eligible for Tournament Travel and Tournament Entry Fee reimbursements.

Q: Can I submit multiple Tournament Entry Fee Reimbursement Requests for the same tournament?

A: No, please submit only one Tournament Entry Fee Reimbursement Request per tournament.

Q: What happens if my Tournament Entry Fee Reimbursement Request exceeds $300?

A: If your reimbursement request exceeds $300 per event, you will receive a payment disbursement up to the category limit, excluding the excess amount.

Tournament Travel Reimbursements

Q: What are the covered expenses for Tournament Travel?

A: Costs incurred by or for the Athlete when traveling to and from a Tournament (excluding qualifiers) in the amount up to and not to exceed $1500 per Tournament. This may include:

Gas
- Only applicable with rental car expenses
Airfare/baggage fees (athlete only)
Airport Transportation
Rental Cars
UBER or LYFT or any other similar Rideshare Service
Lodging
- Reimbursements for lodging of up to and not to exceed $200 per night (including taxes and other fees)
Tolls
Mileage
- Applicable for personal vehicle usage for Tournaments within 500 miles from home address on record (maximum of 1000 reimbursable miles)
- If using mileage reimbursement, not eligible for a rental car, flights, Uber/Lyft, and gas
- The USGA will reimburse an amount in accordance with the 2024 IRS standard mileage rate for business travel
Food and beverage costs (athlete only)
Gratuity up to 15% of the total on approved food and beverage expenses

Q: How do I calculate the Mileage Amount for reimbursement?

A: Multiply your mileage by $0.67 and enter the sum of that amount into the Mileage Amount field. Note that personal vehicle usage is only available for tournaments within 500 miles from the home address on record.

Q: Why is my reimbursement amount for athlete food less than what I submitted for reimbursement?

A: All receipts must be for costs incurred on behalf of the Athlete only. A receipt that includes costs incurred for persons other than the Athlete will not be accepted unless clearly marked on the receipt which costs were incurred by or for the Athlete. If it is not clearly marked on the receipt which costs applied to the Athlete, the reimbursement amount will be at the USNDP Committee’s discretion.

Additionally, all receipts must be itemized. NO EXCEPTIONS. For clarity, statements or credit card transaction printouts of any kind will NOT be accepted.

Q: Can I submit multiple Tournament Travel Reimbursement Requests for the same tournament?

A: No, please submit all related expenses for one Tournament Travel Reimbursement Request per completed tournament. If competing in both a qualifier and its subsequent tournament, please submit two separate ‘tournament travel’ reimbursements, so we can reimburse appropriately.

Q: Can I submit a Tournament Travel reimbursement request before the event date?

A: No, the reimbursement review process includes a review of the event results to confirm that the athlete participated in the event. Please submit all Tournament Travel expenses in one reimbursement request, after the event has concluded and the final results have been posted.

Q: Are maintenance/repair costs for vehicles used to travel to and from a Tournament?

A: No, these types of expenses are not eligible for reimbursement.

Q: What happens if my Tournament Travel Reimbursement Request exceeds $1500?

A: If your reimbursement request exceeds $1500 per tournament event, you will receive a payment disbursement up to the category limit, excluding the excess amount.

Equipment Reimbursements

Q: What are the covered expenses for Equipment?

A: Costs incurred by or on behalf of the Athlete for the purchase of golf equipment in the amount up to and not to exceed $1000. This may include:

Clubs
Golf Bag
Golf Shoes
Golf Balls
Golf Tees
Golf Gloves

Q: What happens if my Equipment Reimbursement Request per grant year exceeds $1000?

A: If your reimbursement request exceeds $1000 per grant year, you will receive a payment disbursement up to the category limit, excluding the excess amount.

Practice/Green Fees Reimbursements

Q: What are the covered expenses for Practice/Green Fees?

A: Costs incurred by or on behalf of the Athlete relating to practice/green fees in the amount up to and not exceeding $1000.

Q: Are golf cart fees covered expenses?

A: No. The covered expenses under the Practice/Green Fee category are green fees and range balls.

Q: What happens if the total amount of practice/green fees reimbursement exceeds $1000 per grant year?

A: If the total amount of practice/green fees reimbursement exceeds $1000 per grant year, you will receive a payment disbursement up to the category limit, excluding the excess amount.

Coach Fees Reimbursements:

Q: What are the covered expenses for Coach Fees?

A: Costs incurred by or on behalf of the Athlete for coaching, in the amount up to and not to exceed $150 per hour or $75 per half hour and not to exceed a total of $2000 within the current USNDP Grant period. Coach fees can include fees for golf instruction, sports psychology, or fitness training sessions.

Q: What happens if the Coach Fee Reimbursement Request exceeds $150 per hour or $75 per half hour?

A: If the coach fee reimbursement request exceeds $150 per hour or $75 per half hour, you will receive a payment disbursement up to the category limit, excluding the excess amount.

Q: What happens if the total amount of Coach Fees Reimbursement exceeds $2000 per grant year?

A: If the total amount of coach fees reimbursement exceeds $2000 per grant year, you will receive a payment disbursement up to the category limit, excluding the excess amount.

Q: What files do I need to upload for Coach Fee Reimbursement Requests?

A: You need to upload a copy of a receipt from the vendor or a receipt from digital payment vehicles such as Venmo, PayPal, CashApp, etc., and a completed USNDP Grant Coach Fee Reimbursement Form, signed by the instructor, coach, or practitioner.

Technology/Mobile Device Questions

Q: How do I upload documents to the Grant Management Center (GMC) using a mobile device (e.g., phone or tablet)?

A: When using a mobile device, you can upload documents to the GMC by changing your browser settings to request the desktop site.

Q: How do I request a desktop site on Safari for iPhone?

A: To view the desktop version of a website on Safari, including the GMC, on an iPhone (iOS 13 or later), follow these steps:

Launch the GMC on your iPhone
Tap the 'aA' icon in the bottom corner
Select 'Request Desktop Site' from the pop-up menu

Q: How do I enable the desktop site on Chrome for Android?

A: To view the desktop version of a website on Chrome, including the GMC, on an Android, follow these steps:

Launch the GMC on your Chrome web browser on Android
Tap on the 3 vertical dots for the menu
Select the checkbox for desktop site and allow the page to reload automatically