Oklahoma State Department of Education Janet Barresi State Superintendent of Public Instruction

2. Oklahoma State Department of EducationJanet BarresiState Superintendent of Public Instruction Expediting the Federal Programs Claims Process in the Grants Management System (GMS)

3. Welcome to Vision 2020 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

7. Audit Process 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 claim Final approved application/or amendment Federal Guidelines Oklahoma Cost Accounting System USDE OCAS

8. Claims Processes (cont’d) 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?

9. Claims Processes 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).

10. Claims Processes (cont’d) • 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 Personnel Please check that personnel claimed are listed on the personnel page of the approved application/budget. This applies to your summer school teachers as well.

11. Claims Processes (cont’d) • Is the fiscal year correct and the claim is signed and dated? FY 2015 07/01/14-07/31/14

12. Claims Processes (cont’d) • Is the project number correct? FY 2015 07/01/14-07/31/14

13. Claims Processes (cont’d) • The reporting period must be for complete month or months and must not overlap or leave gaps. FY 2015 07/01/14-07/31/14

14. Claims Processes (cont’d) • Are the expenditure amounts correct? Expenditure amounts that are on the uploaded claim must be the same as the amounts submitted on GMS. 07/01/14-07/31/14

15. Claims Processes (cont’d) • Are the Function/Object Codes correct? Function and Object Codes that are on the uploaded claim are the same as on the GMS page. 07/01/2014-07/31/14

17. Claims Processes (cont’d) • 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 “Revisedor Corrected” with datein 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 .pdffile name. It will not allow us to open the claim and will have to returned for changes.

19. Claims Processes (cont’d) • Invoice and Receipt Documentation: • Indicate on the invoice what items are being claimed if the amount claimed is less than the amount of the invoice/receipt (i.e., the invoice is for $200.00 and divided out = $100.00 – 511 and $100.00 - 541). Attaching a copy of the purchase order would be helpful. • Please do not use highlighter on claims. It will appear dark or shaded and unable to be read.

20. Supporting Documentation Needed • 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.

21. Credit Cards/Vendors 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. VISA 123 456 789 HAPPY KIDS Valid 10/18 Thru

22. CREATINGA CLAIM IN GMS 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.

24. VIEWING RETURNED CLAIMS CHECKLIST 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 IFTHE POP- UP BLOCKER IS TURNED OFF .

26. EDITING A CLAIM 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 .

27. Helpful Suggestions and Reminders 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.

28. 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. • .

30. 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.

32. Fiscal Year At A Glance March 2nd all applications/budgets must be final approved for claims to be paid Last date of dispersal for fiscal year 2015 Beginning of Fiscal Year 2015 November December September August 3rd February June 1st June 25th August October January March July 1st April May 40% 60% 50% 20% 10% 30% Claims to be paid in this fiscal year must be submitted, in payable form, by this date 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 day to submit fiscal year 2015 claims

33. Links and Websites Oklahoma State Department of Education http://ok.gov/sde/ Single Sign On https://sdeweb01.sde.ok.gov/SSO2 United States Department of Education http://www.ed.gov/

34. Contact Information Oklahoma State Department of Education Federal Programs Main number (405)521-2846