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Claiming or Returning Federal Funds

Funds made available under most federal grant programs are paid to sub-recipients through a reimbursement process. Claims for funds under the IDEA, ESEA or CTE formula grant programs (and some discretionary grants) 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 2023-24 Quarterly Claim Due Dates

***Final claims for fiscal year 2022-23 are due by September 30, 2023.***

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, 2023 through

October 16, 2023 September 30, 2023
January 15, 2024 December 31, 2023
April 16, 2024 March 31, 2024
September 30, 2024 June 30, 2024

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).  If there are ESSER or GEER funds that need to be returned, which should only occur if all of the available funds have been expended and there are no additional costs that can be applied to the grant, please complete the ESEA Fund Return notification form.

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.

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