Oklahoma State Department of EducationJanet Barresi

State Superintendent of Public Instruction

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Expediting the Federal Programs Claims Process in the Grants Management System (GMS)

This presentation will provide an overview of GMS and the how to expedite the Federal Programs claims processes and other helpful information.

Single Sign on/accessing GMS

Claims audit processes

Creating/editing claims

Helpful hints/suggestions/reminders

Claims Requirements

Expenditure Reporting due dates

Fiscal Year at a Glance 2015

Websites/Links/Contact Information

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All claims must be submitted through GMS. The claims audit process is done on a line-item basis. We review all expenditures to verify accurate coding, availability of funds, personnel and documentation. Expenditures/coding must ALIGN with the following:

GMS (online) claim

Uploaded claimFinal approved application/or amendment

Federal Guidelines Oklahoma Cost Accounting System

OCASOCASUSDEUSDE

Things to check before submitting claim:

Are all items claimed coded in alignment with OCAS

guidelines?

Are they allowable expenditures based on the needs

assessment (CDAP) and approved application?Are the expenditures claimed reasonable and necessary?

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Claims (expenditure reports) consist of three (3) parts:1. Summary Expenditure (SER)2. Detailed Expenditure (DER) – *site codes required on this page only and must align with budget pages. 3. Support Documentation Only the SER information is entered on the GMS electronic page.

The summary and detail report pages of the claim and supporting documentation are then uploaded in .pdf format.

FAXED, EMAILED OR MAILED claims are no longer accepted. Claims are audited in the date order to prevent gaps or duplicate

claims. (i.e. July , August should be processed before September).

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• Please verify that the approved application/ budget, GMS online claim and the uploaded claim with documentation, all align. Because-

IF IT DOES NOT ALIGN, WE MUST DECLINE.

• Correct PersonnelPlease check that personnel claimed are listed on the personnel page of the approved application/budget. This applies to your summer school teachers as well.

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• Is the fiscal year correct and the claim is signed and dated?

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07/01/14-07/31/14

FY 2015

• Is the project number correct?

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07/01/14-07/31/14

FY 2015

• The reporting period must be for complete month or

months and must not overlap or leave gaps.

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07/01/14-07/31/14

FY 2015

• Are the expenditure amounts correct?Expenditure amounts that are on the uploaded claim must be the same as the amounts submitted on GMS.

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07/01/14-07/31/14

• Are the Function/Object Codes correct?Function and Object Codes that are on the uploaded claim are the same as on the GMS page.

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07/01/2014-07/31/14

Documentation should be clear, legible (not too dark/light) and organized, so that it follows the order of the claim. Please view your uploaded documentation before submitting.

When submitting a revised expenditure report, please include “Revised or Corrected” with date in the name of the uploaded

file. (i.e., Revised Claim 6.30.14)

Also, please do not use the # key or any other special characters in the .pdf file name. It will not allow us to open the claim and will have to returned for changes.

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Documentation of the travel claims with name of individual being reimbursed, dates, agenda and allowable training attended.

Invoices for registrations. Sign-in sheets for stipends that include the date, name of

training and the names of those attending allowable training.

Please remember that stipends for teachers must be for time spent on Professional Development outside of regular contract hours.

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Vendor names must be on the claim. District may add the credit card company name to the expenditure line (i.e. ,Visa/Marriott or just Marriott ) , but it cannot have only the credit card company name listed. (i.e. ,Visa, MasterCard)

HELPFUL SECURITY HINT: To protect your district/personnel security, please mark out all social security and credit card numbers.

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VISA VISA

Valid Valid 10/1810/18 ThruThru

HAPPY KIDSHAPPY KIDS

123 456 789

SELECT the radio button next to the most recent final approved application/amendment.

PAYMENTS button.

VIEW SUMMARY EXPENDITURE button.

Select Program to view. (via the drop down box)

Click on CREATE NEW REQUEST button. At this time a new claim will open and you need to enter the information from your Summary Expenditure Report (SER), then enter the date range, and upload your Summary Expenditure and Detail Expenditure Report and all supporting documentation in a .pdf file by using the browse button.

Then always SAVE PAGE and the Superintendent will then be able to CERTIFY this claim which submits the claim for processing.

SELECT the radio button next to the most recent final approved application or the most recent approved amendment.

PAYMENTS button.

VIEW SUMMARY EXPENDITURE button

SELECT Program to view (i.e., Title I, Title II, etc.).

SELECT the radio button for the claim you wish to view (it will have the status as “Returned for Changes”.

SELECT REVIEW SUMMARY button.At this point the checklist will open in a pop-up window and the comments can be viewed IF THE POP- UP BLOCKER IS TURNED OFF .

SELECT the radio button beside the most recent final approved application or amendment.

PAYMENTS button.

VIEW SUMMARY EXPENDITURE button.

SELECT Program to view .

SELECT the radio button of the “Returned for Changes” claim you wish to view.

OPEN REQUEST button.At this time the claim is open to make any edits, including uploading any requested documents. Remember to always SAVE the page .

To insure prompt reimbursement:

We ask that monthly claims be submitted beginning with July 1, 2014 (even if they are zero dollar claims). If claims are sent in for multiple months, they still must be for complete months ( i.e., through the last day of month)

It would be helpful to reconcile the submitted claims periodically (i.e. monthly/quarterly) to avoid any “year-end rush “ for reimbursements.

Making sure each month (July-June) has been submitted and approved for reimbursement for the amount claimed.

Check queue frequently in to insure that there are no pending claims in the “Returned for Changes” status. (This will delay your reimbursement )

Please check that you have the current year OCAS manual downloaded. Coding errors will result in claims being returned for changes.

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Tutors must be highly qualified and be listed on personnel page. (Tutoring is before and after classes, not during regular contract hours).

Substitutes do not have to be listed by name on the application, however, documentation should be submitted for the allowable professional development attended requiring need for subs.

(i.e., agenda, sign-in sheets) Remember - the need for Tutors, Substitutes and Stipends must be

referenced on your approved application.

FYI – all unused sick leave for ( 114 & 124) must be coded under Indirect Costs (IDC) only, and not claimed as an expenditure per OCAS.

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PAYMENT NOTICE INFORMATION

• It is important to remember, that if you transfer funds from one project to another, the payment notice funding will reflect the project origin of the funds.

• The amounts claimed will be deducted from the correct projects.

Last day to submit

fiscal year 2015 claims

Claims to be paid in this fiscal year

must be submitted, in

payable form, by this date

July

1st

Augu

stSe

ptem

ber

Octo

ber

Nove

mbe

rDe

cem

ber

Janu

ary

Febr

uary

June

1st

Mar

chAp

rilM

ay

June

25th

Augu

st 3

rd

During these months, the districts can only claim a percentage of the allocation amount on a preapproved application / budget. Salaries cannot be claimed until personnel is validated through SPR.

Last date of dispersal for

fiscal year 2015

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March 2nd all applications/budgets must be final approved for claims to be

paid

Beginning of Fiscal Year

2015

Links and WebsitesOklahoma State Department of Education

http://ok.gov/sde/

Single Sign Onhttps://sdeweb01.sde.ok.gov/SSO2

United States Department of Educationhttp://www.ed.gov/

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Contact InformationContact Information

Oklahoma State Department of Education Federal Programs

Main number

(405)521-2846