Reimbursement Requests (RRs)

• RRs for FY25 projects are open.
• Grants Management recommends submitting regular drawdowns (ideally once a month minimum).

Funding Application Revisions

• Funding Application revisions cannot be started or approved after the project end date. Changes to your funding applications had to be submitted to the Program Areas with sufficient time to be approved before the project end date.
• A Completion Report cannot be started if the funding application is in revision status. FY24 applications that are still in revision after 9/30/24 will need to be rolled back to the most recent Director approved version, to allow for the Completion Report to be submitted. If you need us to cancel a revision for your organization, please add a History Log comment in the respective funding application and copy Grants Management, to generate a Help Desk ticket with your request.

• Funding applications that did not receive original Director approval prior to the project end date will result in forfeiture of funds.

Completion Reports (CRs)

• CRs for most awards opened as of 07/01/24.
• CRs for awards ending 06/30/24 were due by 09/28/24.
• CRs for awards ending 09/30/24 will be due by 12/29/24.
• CRs are due to Grants Management in approvable form no later than the 90-day liquidation period following the project end date.
• CRs submitted after the 90-day liquidation period following the project end date are at risk of not receiving final payment for expenditures obligated during the project period.
• CRs submitted after the 90-day liquidation period following the project end date are at risk of not receiving final payment for expenditures obligated during the project period. Please submit your CRs early!
• Please allow appropriate processing time if your LEA is required to submit your CR to your county’s office or an ADE program area office(s) before it can be reviewed by Grants Management.
• Some funding applications have a limit to how much (if any) carryover is allowed. Please check with your program area to see if carryover is allowed before submitting the CR, to avoid losing the ability to liquidate those funds.

FY25 Indirect Cost (IDC) Available in GME Supplements

• If your FY25 funding applications have not been Director approved yet, you may begin budgeting for IDC once you have obtained your approved FY25 rate from ADE.
• A funding application revision is required to budget IDC for FY25 applications already in Director approved status.
• Counties, colleges, and other government offices must request to be added to the Indirect Cost – Counties, IHEs, and Other Gov’t supplement in GME via Help Desk. Once added, the entity may apply for IDC directly through the Counties, IHEs, and Other Gov’t option.

Fiscal Monthly Reports

• Fiscal Monthly Reports are available by the 15th in your LEA Document Library. Please view these reports each month to see how your LEA is doing with drawing down remaining available grant funding.

Virtual Technical Assistance

• If you would like to request 1:1 assistance and support with submitting Reimbursement Requests, Completion Reports, or other processing needs, please contact your assigned Grants Coordinator at 602-542-3901, option 2, to schedule a virtual technical assistance session.

Single Audits

• Eligible LEAs who have not submitted their Single Audit Reporting Package by 3/31/24 are on Fiscal Hold.

Tip of the Month
Policies and Procedures

When your organization is selected for a fiscal monitoring, the assigned fiscal monitor will assess compliance with your internal controls, including your organizations internal policies and procedures.

1. Procurement
2. Time and Effort
3. Travel
4. Asset Management
5. IT User Access
6. Suspension and Debarment
7. Conflict of Interest

 GEPA

As of July 1, 2023 all federal grant funding applications in the GME system will include a section to which will satisfy the requirements of Section 427 of the General Provisions Act (GEPA) (20 U.S.C. 1228a).

Section 427 requires each applicant for funds to include in its application a description of the steps the applicant proposes to take to remove barriers and to ensure equitable access to, and participation in, its Federally-assisted program for students, teachers, and other program beneficiaries.

What you need to know for FY24:

·         The GEPA page will only be visible once the application is in Revision status

·         The page will be found in the section titled General Education Provisions Act (GEPA).

o   Will not impact original applications

o   Required with first revision

o   A validation error will prevent application status from being changed to CR Draft started if the GEPA page is not completed.
·        There is not a minimum word count for a GEPA statement

What you need to know for FY25:

·         The GEPA page will be part of the Original application and will be required on initial funding application submission