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Announcements
4th Quarter Reimbursement Requests (7/1/2025)

The fourth quarter reimbursement requests are due July 31. Reimbursement requests submitted after 7/31 are considered late and the grantee non-compliant.
To ensure reimbursements are processed efficiently, please verify the following information before attempting to submit.

  1.       Verify your current application is in approved status.
  2.        Confirm whether a budget revision is needed.
  3.        Confirm the prior quarter reimbursements have been approved
  4.        Follow up if the first three quarters have been returned not approved
  5.        If there are encumbrances that cannot be billed, upload a separate document showing what is outstanding.

If the grant has been fully spent, you may opt to submit a fourth quarter request for zero dollars or move straight to completing the Final Expenditure Report (FER).

Note: The first three quarter reimbursement requests must be approved by DEED before the fourth quarter reimbursement can be submitted. Early submission of quarterly reimbursements is encouraged and helps the grant administrator proactively manage workload.  We strive to pay grantees within 14 working days of reimbursement request.

Final Expenditure Reports (FERs) are due August 15th.

If there are any questions, please contact a Grant Administrator for assistance.

FY2025 Wrap Up (6/1/2025)

Final Expenditure Reports (FERs)
The FY2025 FERs are due August 15, 2025.


FY2025 Application Approval
The FY2026 application will not be approved until the FY2025 FER is submitted. 


Encumbrances 

The Department of Education and Early Development does not process reimbursement requests against obligations captured in an encumbrance, payment is made against expenditures only. While grant recipients can encumber funds for goods ordered but not received by 6/30, or for services received during the fiscal year, but not billed until after 6/30, those encumbrances must be released or paid prior to the August 15 FER deadline.  

Should a grantee reach mid-August and have obligations outstanding there are a few options:

  1. Move the obligation to another funding source.
  2. For grants with carryforward, place the obligation in the FY2026 application.
  3. If the grantees Policy & Procedure allows, pay the vendor prior to receiving the goods, or prior to receiving an invoice for services. 

 
Reminders
(5/21/2025)

REIMBURSEMENT REMINDERS

The documentation submitted with your reimbursement requests must provide enough detail to clearly match expenses to items in your approved budget narrative.

If your financial system doesn’t allow room for clear descriptions, please include supplemental backup (Excel files are welcome for easier sorting and review).

By category, please include the following details:

  • Payroll: Pay Period End (PPE) and employee name

  • Travel: Name of traveler or conference or purpose

  • Professional/Technical Services: Vendor name and type of service

  • Supplies: Description of items (e.g., classroom, janitorial, office use)

Important: Credit card and Amazon purchases must include clear item descriptions. Do not submit with only “Amazon,” “PCard,” or “Direct Voucher.”

The clearer your documentation is, the faster our team of 3 can process your reimbursement.