Charter School Reimbursement for Grants

LEA's reimburse charters for pre-approved grant activities. All activities must meet R.A.N criteria (Reasonable, Allocable, Necessary), meet criteria in 2CFR Part 200, and meet the requirements of the particular grant. Schools should invoice expenses on a monthly basis. 

Documentation Required

1. Cover letter
All cover letters must include the following attestation statement (statement updated 9/2024). See cover letter example.

I, _________________________(principal/administrator), certify to the best of my knowledge and belief that the information provided herein is true, complete, and accurate. I am aware that the provision of false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil, or administrative consequences including, but not limited to violations of U.S. Code Title 18, Section 2. 1001, 1343 and Title 31,Sections 3729-3730 and 3801-3812.

[name of school] further attests that this request for reimbursement is for valid expenditures and complies with all applicable state rules and federal regulations, including, but not limited to, the applicable federal Office of Management and Budget Circulars; the federal Education Department General Administrative Regulations; and program-specific statutes, rules, and regulations. The school further states that these expenditures are necessary, reasonable, and allocable to achieving the grant objectives.

2. Invoice
The school will continue providing an invoice for the total amount to be reimbursed. We have revised the Excel template for itemizing each expense. Each individual expense should be listed on a separate line. The total of all lines should equal the invoice total. Every invoice must have an Excel support document. This process is similar but the template was revised to eliminate unneeded information. See Excel Invoice Template.

3. Proof of payment
Proof of payment support documentation options are listed for three types of expenditures:
   - Payroll expenditures for internal staff
   - Vendor payments for invoiced products and services
   - Merchant receipts for P-Card or vendor check purchases

4. Personal Identifying Information
Charter schools should not include PII for staff or students. 

Submitting Reimbursements (NEW in 2024-2025) 
PCS will now be using the Smartsheet platform to automate the reimbursement process. This will ensure better transparency and feedback. Instead of emailing reimbursement documentation to different people, charter schools will use this link to submit the documentation directly for any grant. This link will be used for all grants charters are seeking reimbursement for. Smartsheet will funnel the request to the correct team in Special Projects and you will receive notification of approval, completion and any questions all through the smartsheet system. 
Submit Reimbursement Requests Here