Expanded Learning Budgets-Claims
This page is designed to support the Afterschool and Summer Learning and Enrichment grant leadership team members in meeting the federal fiscal requirements for these grant funds. The resources below will support grantees throughout the budget and claims processes including - planning and amending budgets, understanding OCAS coding, following the Uniform Grant Guidance, preparing claims for reimbursement, and navigating the Grants Management System (GMS).
Fiscal Resources
Budget Resources
Expanded Learning OCAS Quick Coding Reference
A quick reference to basic, commonly used OCAS codes for the the Expanded Learning Afterschool and Summer Learning and Enrichment grant. These are not definitive, but only a quick reference. For more detailed code policies, please refer to the OCAS manual.
District/LEA - Budget Webinar Slides (pdf)
Non-District/Community Organizations - Budget Webinar Slides
This powerpoint will provide you with a step-by-step of how to create a budget.
Budgeting Carryover Webinar Slides
This powerpoint will privide you with details on how to create your budget if you have carryover.
Finding Reviewer Comments in GMS
This powerpoint will provide you with a step-by-step of how to find the notes on a returned budget.
Claims Resources
Claims 101 A Guide to Preparing a Federal Claim
Claims 201 A Guide to Preparing a Federal Claim
This powerpoint will provide you with a step-by-step of how to create a claim.
This sample of a Detailed and Summary Expenditure Report shows what should be included on your Expenditure Reports. All items in red will correspond to your organization.
This is a sample of how bus fuel shoud be submitted. Total route miles/miles to the gallon x average price per galon of gas =_____.
Other Fiscal Resources
Electronic Funds Transfer (EFT)
This form is used to enroll or change your direct deposit.
OSDE Joint Federal Fiscal Resources
Oklahoma Cost Accounting System (OCAS) manual
Oklahoma Cost Accounting System (OCAS) manual
The definitive coding system for the Oklahoma State Department of Education. All codes must be in accordance with OCAS guidelines.
Single Sign-On (SSO)
This site is only available for administrators with a username and password. You will be able to access the Grants Management and Expenditure Reporting system through the SSO to submit your Expanded Learning Afterschool and Summer Learning and Enrichment budget and claims. If you have access to the SSO, but not Grants Management, your district administrator will need to set your system access as "View Only" or "Data Entry".
Time and Effort
All organizations receiving federal funds are responsible for ensuring that all staff members complete timely and accurate time distribution records. Personnel expenses must be based on records that accurately reflect the work performed and be supported with verifiable documentation.
OSDE Joint Federal Claims Resources
Joint Federal Programs Claims Procedures
The purpose of this document is to provide Districts with comprehensive claims procedures to assist them in preparing claims for submission to the Oklahoma State Department of Education (OSDE). The items contained in these procedures are considered best practices and if followed, will reduce the likelihood of errors and increase the efficiency in which claims are paid. You can find more information on the OSDE Financial Accounting page.
OSDE Joint Federal Claims Training webinar
This recorded training webinar gives critical information related to the submission of claims within all federal funding streams and important submission requirement changes for 2017-2018. It is recommended that all those assisting with the Expanded Learning Afterschool and Summer Learning and Enrichment claims preparation and/or submission utilize this training tool prior to the first annual claim submission and throughout the grant year as questions arise.
Federal Fiscal Resources
Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
The Uniform Guidance (2 C.F.R. § 200) streamlines and consolidates government requirements for receiving and using federal awards so as to reduce administrative burden and improve outcomes. It was published in the Federal Register (79 Fed. Reg. 75871) on December 19, 2014, and became effective for new and continuation awards issued on or after December 26, 2014. Please note the new regulations do not affect grant funds awarded prior to December 26, 2014, unless funds made available under those grants are carried forward into a new Federal fiscal year or a continuation grant.
This page is dedicated to assisting grantees with the implementation of the Uniform Guidance, including through ED-specific training and resources as well as training material produced by OMB.
