Grants Management Forms

Attendance Factor Calculation

Attendance Factor is a required edit check that ADE must perform for each claim submission. The Attendance Factor percentage is set each year for all entities. For a district or charter, a calculation is performed using prior year data reported in AzEDS which includes the Average Daily Attendance divided by the Average Daily Enrollment. If the entity does not report in AzEDS, the default Attendance Factor established by ADE is set.

For an Attendance Factor Calculation Form, click here.

Attendance Factor form can be found in Grants Management Resource Library under Program Area Resources in Health and Nutrition on the Grants Management Enterprise (GME). In order to be able to submit the claim, an Attendance Factor form must be completed and submitted for the month in question. The completed form will be submitted to Grants Management using the Grants Management's General Request template in ADE Help Desk. The LEA or entity will need to refresh and save the claim data in order for the updated Attendance Factor to calculate.

Automatic Updates via Phone Call

For a form to receive automatic updates on Grants Management's processes, due dates, system enhancements, and much more, click here.

County Business Manager Form

The County Business Manager form is used to remove or add the County Business Manager role to a user within the Grants Management Enterprise (GME) system. A user cannot have the County Business Manager and the LEA Business Manager or LEA Authorized Representative role. If a user has County Business Manager and one or both of the other two roles, the user has created a conflict of interest.

To request this form, submit a request to Grants Management via ADE Help Desk.

General Statement of Assurances (GSA)

For information on the General Statement of Assurances, click here.

LEA User Access Administrator Form

The LEA User Access Administrator form is only used when an organization does not have exisiting LEA User Access Administrator in Grants Management Enterprise (GME) system. Grants Management reviews the use of this form on a case by case basis and will only provide it when conditions are met.

To request this form, submit a request to Grants Management via ADE Help Desk.

One Time Exception (OTE) Form

If a Local Education Agency (LEA) or entity does not submit their claim for meals within 60 days from the month end, a One Time Exception would need to be requested. One Time Exceptions will only be granted once every 36 months. To determine eligibility, contact Grants Management using the Grants Management's General Request template in ADE Help Desk.

For a One Time Exception (OTE) Form, click here.

One Time Exception form can be found in Grants Management Resource Library under Program Area Resources in Health and Nutrition on the Grants Management Enterprise (GME). Form must be completed in its entirety, signed by the Authorized Signer, and submitted to Grants Management using the Grants Management's General Request template in ADE Help Desk. Upon submission, form will be reviewed by Grants Management, determination will be made, and LEA or entity will be contacted concerning eligibility status.

Return of Monies Form

Return of Monies form and information can be accessed through the GME User Resources/Training – Return of Funds in the Grants Management Resource Library on the Grants Management Enterprise (GME).

To return funds for grants or other expenditures (i.e. conferences) to the Department of Education (ADE):

1. Review the Return of Monies - Instructions.
2. Complete the Return of Monies form.
3. Contact Grants Management at (602) 542-3901 or Accounting at [email protected] with any questions.
4. Return all completed documents to:

Arizona Department of Education

Accounting Department, Bin #1

1535 W. Jefferson Street

Phoenix, AZ 85007

Important items to note prior to returning funds to ADE are:

• Confirm the Check Warrant Number and the Total Amount of the check are accurate.
• Provide a copy of invoice(s), refund letter, or notification.
• These include conferences, training sessions, and registration fees.
• Please Note: Separate checks are required for each individual refund reason.

Self Assessment

For information on the Self Assessment, click here.

Single Audit

For information on the Single Audit, click here.