Oklahoma State Department of Education Janet Barresi State
Oklahoma State Department of Education Janet Barresi State Superintendent of Public Instruction Expediting the Federal Programs Claims Process in the Grants Management System
The Claims Team ØGloria Bayouth- Executive Director Titles I, II, VI, X ØB. J. Salsman- Claims Auditor ØDebbie Pham- Claims Auditor ØDenise Bethke- Claims Auditor ØMelba Friend- Claims Auditor ØNora Neunlist- Claims Auditor ØDebra Doyals- Claims Auditor ØTerri Bennett- Claims Auditor ØKathy Padilla- Claims Auditor (405) (405) 522 -4498 521 -6785 522 -3252 522 -8960 521 -2646 521 -3365 521 -6958 522 -4499 2
Agenda Ø Expenditure Reporting (Claims) process ØWhat Claims Auditors look for Ø Grants Management System walkthrough Ø Questions? 3
Claims Processes How Claims are Received ØSummary Expenditure Reports (Claims) are submitted through the Grants Management System. ØSummary Expenditure Reports are audited in the chronological order in which they are received. 4
Claims Processes What the Claims Auditors Look for ØVerifying that the attached expenditure report matches the Summary Expenditure Report (SER) that was created in the Grants Management System. FY 2012 5
Claims Processes Correct Fiscal Year FY 2013 07/01/2012 -06/30/2013 6
Claims Processes Correct Project Number FY 2013 07/01/2012 -06/30/2013 7
Claims Processes Reporting Periods that are not duplicated and do not overlap or leave gaps. FY 2013 07/01/2012 -06/30/2013 8
Claims Processes Signature and Date FY 2013 07/01/2012 -06/30/2013 9
Claims Processes Correct Function/Object Codes ØFunction and Object Codes that are on the uploaded expenditure report are the same as the SER. 07/01/2012 -06/30/2013 10
Claims Processes Correct Expenditure Amounts ØExpenditure amounts that are on the uploaded expenditure report are the same as the SER. 07/01/2012 -06/30/2013 11
Claims Processes Programatic Planning ØAre items claimed supported by the approved application/budget? 12
Claims Processes Correct Personnel ØAre the personnel on the claim listed in the approved application/budget? 13
Claims Processes ØAre the items claimed in alignment with project guidelines? ØAre items claimed reasonable and necessary? 14
Claims Processes Supporting Documentation Wedne sday ØAll supporting documentation must be uploaded and attached to the Summary Expenditure Report. ØUploaded files must be. pdf ØName the files appropriately. 15
Claims Processes Supporting Documentation Wedne sday ØWhen revising an expenditure report, please include “Revised” in the file name of any files that have been added. 16
Claims Processes Supporting Documentation ØDocumentation should be complete and organized to follow the order in which the expenditures appear on the claim. 17
Claims Processes Supporting Documentation ØInvoice and Receipt Documentation: üClear and legible. üIndicate what items are being claimed and how much is being claimed, if different than the amount of the invoice/receipt. 18
Claims Processes What the Claims Auditors Look for ØOn mass invoices, or receipts, if only some of the items on the invoice are being claimed, identify them. (Please remember, do not use highlighter on claims. ) 19
Claims Processes Supporting Documentation üCopies of the travel claims for individuals being reimbursed for travel. üSign-in sheets for stipends that include the date and name of the training, as well as the purchase order number. v. Please remember that stipends for teachers must be for time spent on Professional Development outside of contract hours. 20
Claims Processes Credit Cards/Vendors ØNo credit card vendors will be paid on claims. If a credit card was used to pay for expenditures, please list each vendor’s name on the claim (i. e. , Visa/Doubletree Hotels). Banks Unlimited 1234 -4567 -78910 Valid 10/18 Thru Jane M. Doe 21
Claims Processes Im por tan t! Helpful Suggestions and Reminders ØPlease make sure that the district reconciles their claims periodically. ØReconciliation should include: üAll SERs have been submitted to the SDE. üThere are no SERs in Returned for Changes status. 22
Year At A Glance 10 20 30 40 50 60 % % % Claims to be paid in During these months, the districts can only claim a percentage of the allocation amount on a preapproved application/budget this fiscal year must be submitted, in payable form, by this date 1 st ust e 2 Aug 8 th Jun e 3 rd Last date of dispersal for fiscal year 2013 Jun ril Ma y July 1 st Aug ust Sep tem Oct ber obe Nov r em Dec ber em Jan ber uar Feb y rua Ma ry rch Ap Beginning of the Fiscal Year March 1 st all applications/budgets must be final approved for claims to be paid Last day to submit fiscal year 2013 claims 33
Links and Websites Oklahoma State Department of Education http: //ok. gov/sde/ School District Reporting Site https: //apps. sde. ok. gov/security/Login. asp United States Department of Education http: //www. ed. gov/ 34
- Slides: 24