Events & Cost Share Policies, Tips, and Examples

Why we need events & cost share forms To document all events and services that are related to GEAR UP or described in your plan, if they have cost share and/or services associated with them. To make sure we capture all cost share and all services provided to students, parents, staff, and community members. APR: For the grant to remain federally compliant, we are required to annually report information regarding services provided and cost share funds to the U.S. Department of Education. Contractual obligation to match annual grant amount 1:1

What can count as cost share? Anything you could use GEAR UP funds for may also be considered for cost share. Cost share cannot include: Anything paid for with GEAR UP grant funding (including GU Staff) Anything paid for with federal funding (including military recruiters) Anything that would be considered supplanting

Counting staff time as cost share School staff: Can count time spent volunteering outside of their normal duties for planning/administrative tasks, assisting with GU events. GEAR UP Coordinator: Can only count time that exceeds the 20 hours per week allotted for GU work. Administrators: Can count any time that is spent on GU work as long as it is not paid by your GU budget or other federal funds. Teachers: Can only count time spent on GU work that falls outside of their regular work duties. Substitutes: Can count if teachers go to a GU event or GU-sponsored training during school time and the district is covering the cost of the subs.

Professional Development Only count time spent in meetings and traveling as cost share for staff (as long as staff time is eligible as cost share, and PD is GU related). Only count time spent in meetings as service hours for staff. Travel expenses not covered by GU grant funds or GU Central Office can be counted as cost share. Teacher time can be counted as cost share if subs expenses will be covered by Central GU Office (i.e., Winter Statewide and SUCCESS). Staff time at the GU SUCCESS Retreat, GU Winter Statewide Meeting, GU West conference, and other regional or national GEAR UP meetings should all be counted as professional development and entered as events.

Events & Cost Share Forms

o Events & Cost Share Forms

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