Federal Programs Claims


Contacts General Claims Requirements FY2014 Expenditure Report Due Dates
Period of Availability of Federal Funds (pdf) Expediting the Claims Process in the Grants Management System Presentation ppt | pdf FY13 Claims Auditor District Assignments (pdf)

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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FY2014 Expenditure Report Due Dates

Reporting Period Due Date
July 1 - 31, 2013 October 22, 2013
August 1 -  31, 2013 October 22, 2013
September 1 - 30, 2013 October 22, 2013
October 1 - 31, 2013 November 19, 2013
November 1 - 31, 2013 December 17, 2013
December 1 - 31, 2013 January 28, 2014
January 1 - 31, 2014 February 25, 2014
February 1 - 28, 2014 March 26, 2014
March 1 - 31, 2014 April 22, 2014
April 1 - 30, 2014 May 20, 2014
May 1 - 31, 2014 June 17, 2014
June 1 - 30, 2014 August 1, 2014

There will be no revisions made to the FY2014 applications after June 30, 2014.  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 FY2014 claims for reimbursement must be uploaded in the Grants Management System on or before August 1, 2014.

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 1, 2014 will be paid.

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Last updated on July 25, 2014