Federal Programs Claims


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General Claims Requirements

Summary Page

  • Correct fiscal year
  • Correct reporting period sequence
  • Function/object codes match current approved budget
  • Expenditures for function/object code categories do not exceed limits*
  • Indirect Cost can only be claimed based on the direct costs expended
  • Signed and dated by authorized personnel

Detail Page

  • Expenditures must align with allowances and be described in the current approved application.
  • Payments made with credit cards must have each vendor name listed**
  • Salaries must be claimed at the same rate each reporting period and reflect the portion of salary budgeted.
  • Personnel paid with federal funds should have appropriate federal code entered on the School Personnel Records and be listed on the personnel page of the budget.
  • Purchase order dates and warrants are within correct fiscal year.

Additional Information to Help Expedite Your Claim

  • Applications and budgets must be approved or preapproved prior to submitting claims for reimbursement.
  • A claim will be submitted for each monthly reporting period by the established due date.  If there is a missing reporting period, no subsequent claims can be processed until the claim for the missing reporting period has been filed.
  • Instructional materials require invoices detailing items that were purchased (should only list vendor name and not an individual’s name for reimbursement).
  • Travel expenditures for professional development require a copy of the travel claim, which includes the name and date of training, mileage, break down of expenses and must adhere to local board of education policy.
  • Stipends for professional development activities must adhere to local board of education policy and require agendas or attendance records and must list the name of workshop/training.
  • General supplies are not allowable expenditures and should be purchased with local funds.

* Function/object codes 5400, 2330, 2540 & 5500 may not exceed the budgeted amount.

** School Laws of Oklahoma, Section 98, subsection E, (70-5-135) and Section 644, subsection B, (62-310.8).  See also Oklahoma Administrative Code (OAC) 25-5-2 and 70-5.135.

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FY2015 Expenditure Report Due Dates
 

Reporting Period Due Date
July 1 - 31, 2014 October 21, 2014
August 1 -  31, 2014 October 21, 2014
September 1 - 30, 2014 October 21, 2014
October 1 - 31, 2014 November 18, 2014
November 1 - 31, 2014 December 16, 2014
December 1 - 31, 2014 January 27, 2015
January 1 - 31, 2015 February 24, 2015
February 1 - 28, 2015 March 24, 2015
March 1 - 31, 2015 April 21, 2015
April 1 - 30, 2015 May 19, 2015
May 1 - 31, 2015 June 16, 2015
June 1 - 30, 2015 August 3, 2015

There will be no revisions made to the FY2015 applications after June 30, 2015.  Expenditures that are not reflected in the application after this date will need to be removed from the claim and will not be reimbursed.

All FY2015 claims for reimbursement must be uploaded in the Grants Management System on or before August 3, 2015.

The Oklahoma Administrative Code does not contemplate or allow for late claim submissions.  There is no guarantee that any claim uploaded in the Grants Management System after August 3, 2015 will be paid.

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Last updated on July 28, 2014