Alaska Education Grants Management System Home

Announcements
4th Quarter (7/1/2026)

4th Quarter Reimbursement Request

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.

FY2026 Wrap Up (6/1/2026)

Final Expenditure Reports (FERs)
The FY2026 FERs are due August 15, 2026.


FY2027 Application Approval
The FY2027 application will not be approved until the FY2026 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 FY2027 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 confirm that expenditures are allowable under the grant terms and can be matched to items in your approved budget narrative.

Transaction memos/description fields should be fully utilized.  They should give a clear indication of what the funds are being spent on.  If your financial system does not allow enough space or your descriptions are not detailed, please attach supplemental backup such as PEX reports, credit card transaction reports ect. (we welcome excel worksheets for easier sorting and review).

By category, please include the following details:

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

  • Travel: Name of traveler, conference name or purpose of trip

  • 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.”

To help us review requests quickly and accurately, we do encourage grantees to provide four reports in total:

  1. Quarter-to-date (QTD) Summary Ledger
  2. Quarter-to-date (QTD) Detailed Ledger
  3. Year-to-date (YTD) Summary Ledger
  4. Year-to-date (YTD) Detailed Ledger

Providing both summary and detailed versions for each time period allows us to process your request more efficiently

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