Funds made available under most federal grant programs are paid to sub-recipients through a reimbursement process. Claims for funds under the IDEA or ESEA formula grant programs are submitted online through the WISEgrants web portal. All other federal grant reimbursements are completed by submitting a PI-1086 form to DPI.
Every claim for federal fund reimbursement, regardless of the type of submission process, must be signed by an Agency Authorizer. This individual has the authority to make financial agreements on behalf of the agency. Unsigned claims cannot be processed by DPI per the Uniform Grant Guidance (§200.415(a))
FY 2018-19 Quarterly Claim Due Dates
***Final claims for fiscal year 2018-19 are due by September 30, 2019.***
Federal grant claims should be submitted, at a minimum, quarterly for eligible budgeted expenditures. Subrecipients are always allowed to submit claims more frequently.
Claim Due Date
Expenditures Made From July 1, 2018 through
|October 13, 2018||September 30, 2018|
|January 12, 2019||December 31, 2018|
|April 13, 2019||March 31, 2019|
|September 30, 2019||June 30, 2019|
Instructions for Submitting Claims through WISEgrants - This document includes:
- Step-by-step instructions, with screen shots, of the claiming process
- The 10% rule for over claiming approved budget line items
- Common claim error messages and what they signify
Instructions for Amending Claims submitted through WISEgrants - There are certain situations that arise when a subrecipient may wish to amend a federal grant claim representing funds that have already been received. This document includes step-by-step instructions for amending claims submitted in WISEgrants for the following situations:
- Moving funds from an existing claimed amount to a different existing budget item
- Moving funds from an existing claimed amount to a “new” budget item
- Trying to move claimed funds when there is not enough money to make adjustments
Indirect Cost Recovery - This document provides an overview of Indirect Cost Recovery offered through most federal grant programs. Program specific instructions for claiming indirect costs are available for IDEA, Title I, Title II and Title III.
Instructions for Returning Federal Grant Funds to DPI
If it is determined Federal grant funds need to be returned to DPI, the subrecipient should complete either the IDEA or ESEA form listed below prior to returning any funds to DPI [34 CFR § 81.32(a)(2)(iii)]. This will ensure that funds returned to DPI are tracked properly and retained by the LEA as carryover (if the return is done within the 27 months of the grant's availability).
- Notification - IDEA Fund Return (Flow-through, Preschool, CEIS, and Title I Schoolwide Set-Aside)
- Notification - ESEA Fund Return (Title I-A, Title I-C, Title I-D, Title II-A, and Title III-A, Title IV-A)
- Instructions for the handling of vendor refunds from a prior year
- Instructions for booking entries of returned IDEA funds
Cash Management Policies
The purpose of the U.S. Department of Education's memo on cash management is to remind grant recipients of existing cash management requirements regarding payments. The second link is frequently asked questions regarding the requirements. The focus is returning interest earned (if any) on federal funds received in advance by the awarding agency.