Most often, if you cannot see the comments on a returned budget or claim, it is because your computer is set to block pop-up windows. For instructions on how to turn off your pop-up blocker, click on the browser you are using below:
The GMS allows you to upload between 3 and 5 MB (megabytes) in a single upload. You can upload multiple files in this size range.
If you are having trouble uploading more than just a couple of pages at a time:
If you cannot get around uploading a multitude of files for your claim, be sure to name them appropriately.
It is best to name your files in corresponding order of your detailed expenditure report. Your file names should then correspond with either the PO or, in the case of multiple transactions on one PO, you can name your files according to the line description on the budget detail page.
Documentation requirements depend on the method of reimbursement you are providing.
We recommend reimbursing through a per diem. Documentation for reimbursement of a per diem is simply a copy of your organization or district's travel claim. The travel claim must include the name of the traveler and the time, date, and location of travel, in addition to the traveler's signature and organization approval must be included. Federal per diem rates can be found at www.gsa.gov/perdiem.
A school credit card can be used to pay for group travel. On a school credit card you may pay for everyone who attends a training or conference who is part of the 21st CCLC program on one meal receipt. The receipt MUST be itemized so we can see which menu items were purchased. No alcoholic beverages will be allowed. Shared taxis rental cars and parking costs can be placed on the school credit card.
Credit card statements are NOT an acceptable form of documentation and each vendor must be itemized on your detailed expenditure report.
We do not recommend this type of reimbursement, simply because of the detailed records that must be kept by the traveler. Each individual must pay for ONLY his/herself. All meal receipts MUST be itemized. No alcoholic beverages will be allowed. Individuals may share a taxi, rental car, or parking, but only the person who pays for it can claim reimbursement.
Additionally, the organization or district’s travel claim form MUST be submitted for reimbursement with travel and meal totals, dates, approvals and signatures.
Food may be purchased for instructional purposes, such as cooking classes, science experiments, art projects, etc. All food purchases for this purpose must be accompanied with a lesson plan showing how the food items were used and which Oklahoma Academic Standards are reinforced with the activity. For more clarification, review this memo from USDE.
Food for staff trainings, parent nights, and snacks or meals for students are not an allowable expense. Many programs, however, use parent nights as an opportunity to engage community partners such as a nearby locally owned restaurant, church, community organization, or PTA to provide food for parent nights. Snacks and meals for students may be paid for through the Federal Child Nutrition Program.
Budgets and claims are one way our office audits and monitors programs. If you are having a difficult time getting a budget or claim approved, please consider the following items:
The 21st CCLC Facebook page is ONLY viewable and accessible for current 21st CCLC grantees. It is open to all staff and administrators involved in the current 21st CCLC programs. This is a portal to sharing information, resources, ideas, and fun photos. If you would like to get signed up for it, the process is as follows:
A Facebook account is necessary to participate in the 21st CCLC closed group. If you don't want to set up a Facebook account, perhaps another staff member of your 21st CCLC program already has a Facebook account and they could be your Facebook person to participate in the group and share all the great resources with everyone in your program!