1. 2016-17 Reimbursement Procedures 21st CCLC & LEAPs Grants
October 6, 2016
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3. Extended Learning Programs
Topics to be Covered
New reimbursement request procedures
Allowable expenditures
Un-allowable expenditures
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4. Why the change in procedures?
The change in how reimbursement requests are approved is the result of multi-year state audit findings for the 21st Century Community Learning Centers grant. The majority of findings involved un-allowable expenditures in these line items:
Supplies
Travel to conferences and meetings
Food
The US Department of Education issued a monitoring finding regarding the process for approving reimbursement requests. A change in how reimbursements are reviewed was a part of our corrective action plan.
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5. Reimbursement Request Work Flow
submits reimbursement request
uploads supporting documentation
re-submits request if returned Project Director Not Approved
Grantee
reviews request and supporting documentation
changes status in ePlan to Project Director Approved or Project Director Not Approved
leaves comments in history log when corrections are needed
communicates with grantee about allowable expenses
TDOE Extended Learning
reviews reimbursement requests with Project Director Approved status
processes request for payment
TDOE Fiscal
Reimbursement Request Work Flow
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6. Reimbursement Request Work Flow
Monthly reimbursement request entered into ePlan.
Upload supporting documentation
All documentation for supplies including but not limited to receipts, invoices, purchase orders and lesson plans for field trips and any instructional food purchases.
All travel receipts
All supporting documentation must be equal to line item expenses: travel, supplies, etc.
All requests will be reviewed before approval for payment by the extended learning staff.
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7. Extended Learning Programs
Balancing your books
Balancing your line items with supporting documentation
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8. Line items and supporting documentation
SUPPLIES
crafts paper
$3.50
watercolor paint
$8.75
$12.25
TOTAL
Acceptable
Applicable receipts
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9. Line items and supporting documentation
SUPPLIES
crafts paper
$3.50
Cookie Monster Pizza
$8.75
$12.25
TOTAL
Unacceptable
Applicable receipts
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10. Allowable Expenditures
Salaries and benefits for program staff
Professional development for extended learning staff that are required and/or relate to grant objectives, including travel
Educational supplies required for implementing program activities
Materials and supplies associated with hands-on, active, and project-based learning
Student transportation
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11. Non-allowable Expenditures
Promotional or marketing items such as flags or banners
Decorative items
Bonuses or incentives for personnel including cash or material items
Incentives for students including banners, plaques, t-shirts, prizes, and clothing
Entertainment such as amusement, diversion, and social activities
Non-academic field trips
Gift cards, awards, rewards
Activities that take place during the regular school day
Textbooks and workbooks to be used during the regular school day
Unhealthy food for adults or children
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12. Non-allowable Expenditures
Expenses not directly or clearly related to the program
Facilities or vehicles
Furniture
Salary of any type paid to the school superintendent or non program employees
Travel expenses for individuals not involved with the project
Lobbying
Grant writing services
Late fee payments and interest rates on credit cards
Substitute teachers used during the day
New construction or capital improvements such as permanent fixtures or renovations
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13. What happens if there is an unallowable expense?
If a reimbursement request has items that are non-allowable or if additional supporting documentation is needed your request will be returned for revision (Project Director Not Approved status) in ePlan.
You will need to be resubmit the request for approval after all corrections are made.
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14. Education Department General Administrative Regulations (EDGAR)
Resource Page
Education Department General
Administrative Regulations (EDGAR)
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15. Extended Learning Programs
Contact Us
Artina Fossett Mario Pennington Don Sims Janell Wood
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16. 1-800-232-5454 FRAUD, WASTE or ABUSE
Citizens and agencies are encouraged to report fraud, waste or abuse in State and Local government.
NOTICE: This agency is a recipient of taxpayer funding. If you observe an agency director or employee engaging in any activity which you consider to be illegal, improper or wasteful, please call the state Comptroller’s toll-free Hotline:
Notifications can also be submitted electronically at:
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