Federal Programs Claims

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General Claims Requirements

Summary Page

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

Detail Page

• Expenditures must align with Title allowances and be described in the current approved application.
• Payments made with credit cards must have each vendor name listed, as well as the credit card name (e.g., Visa/Holiday Inn).
• Salaries must be claimed at the same rate each reporting period and reflect the portion of salary budgeted (e.g., 1/12 of budgeted salary each month).
• Personnel paid with federal funds should have appropriate federal code entered on the School Personnel Records (SPR) 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.
• There will be no revisions made to the FY2013 applications after June 28, 2013. Expenditures that are not reflected in the application after this date will need to be removed from the claim and will not be reimbursed.
• A claim should 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 the 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 that include the name of the the workshop/training.
• General supplies are not allowable expenditures and should be purchased with local funds.

*Expenses in function/object codes 2330, 2540 5400 and 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). Also see Oklahoma Administrative Code (OAC) 25-5-2 and 70-5.135.

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FY2013 Expenditure Report Due Dates
 

There will be no revisions made to the FY2013  applications after June 28, 2013. Expenditures that are not reflected in the application after this date will need to be removed from the claim and will not be reimbursed.

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