Published: June 18th, 2019

Reimbursement Requests and Fiscal Year End Reminder

For Your Information

Intended Audience

  • LEA Business Manager
  • LEA Authorized Representative

The fiscal year end is fast approaching and Grants Management wants to remind you to draw down your funds on a regular basis.  In preparation of the close of fiscal year 2019, all reimbursements must be submitted and approved by end of day on June 19, 2019Please remember these key points:

  • For reverting state grants, approval of the FY2019 Completion Report will not generate a final payment and carryover is not allowed
  • FY 2019 Grants with a project end date after June 30, Reimbursement Requests will re-open on July 1
  • Approved FY 2020 Grants can begin to draw down funding after July 1

Reimbursement requests of:

  • 10% or greater of the total allocation require a justification comment in the History Log.
  • 20% or greater of the total allocation require a justification comment in the History Log along with expenditure documentation uploaded to the Related Documents section of your Reimbursement Request.


Training for Reimbursement Requests (and other GME-related topics) is held regularly. Please see the GME Home page for dates and other training information.

For direct assistance with Reimbursement Requests, (including additional information on acceptable Expenditure Summary documentation), please contact Grants Management at 602.542.3901, Option 2 or via email at [email protected]

Posted in Communications |
Published: June 11th, 2019

Substantial Approval Process Update as of Fiscal Year 2020

FY20 Substantial Approval Process

( X ) For Your Information



  • LEA Authorized Representative
  • LEA Business Manager
  • LEA Entity Authorized Signer


The substantial approval process has been updated beginning fiscal year 2020. Here is some vital information concerning obligations and reimbursement.

To obtain the substantial approval for FY20 federal grants the following minimum requirements need to be met by grant:

  • A General Statement of Assurance (GSA) must be submitted and accepted by ADE
  • All grant-specific assurances in the funding application have been accepted
  • Contains a viable budget


Program areas may impose additional requirements (e.g. Maintenance of Effort for IDEA grants) which can be clarified by your program specialist. Please keep in mind that the substantial approval is needed before you may begin obligating funds.

For reimbursement purposes, the SEA Director Approval is still required on a funding application.

For direct assistance with funding application processes (including substantial approval information) please contact your respective program area.

Posted in Communications |
Published: May 14th, 2019

Uniform Grant Guidance and Edgar Workshop, August 1, 2019 (Updated Registration Link and Close Date)

Brustein & Manasevit, PLLC Attorneys at Law and the Arizona Department of Education present the Uniform Grant Guidance and Edgar Workshop for Programmatic and Business Administrators in LEAs/Charters. 

New to navigating the Uniform Grant Guidance (UGG) and the Education Department General Administrative Regulations (EDGAR) rules? Interested in receiving the latest federal financial, regulatory and legislative developments? The Arizona Department of Education has asked Michael Brustein and Bonnie Graham of the Washington D.C. law firm, Brustein & Manasevit, PLLC, to lead a workshop that will highlight requirements under these regulations, as well as recent U.S. Department of Education interpretations and policies.


  • Time and Effort Certifications
  • Indirect Cost Reimbursement
  • Timely Obligation of Funds and Carryover
  • Financial Management Rules
  • Program Income
  • Record Retention
  • Property/Equipment/Supplies Inventory Controls
  • Procurement
  • Monitoring
  • Conflicts
  • Travel Policies
  • Allowable Costs

All recipients of federal grant dollars (e.g. ESSA, IDEA, AEFLA, Perkins, and School Nutrition) must comply with these rules to avoid audit exposure and to be eligible for available flexibility.


Location: Downtown Phoenix (venue to be determined)

Registration Close Date: Thursday, July 25, 2019

Workshop:  Thursday, August 1, 2019

10:00am – 3:30pm (lunch on your own)

Cost:  $185, including a copy of EDGAR, recently updated with new federal guidance

*This cost is allocable to the federal grants your district or charter receives

Register through Brustein & Manasevit, PLLC:

Posted in Communications |