Financial

• Funding should be used to provide the program with start-up funding.
• Budget needs to directly relate to the approved project.
• All grant encumbrances must be made no later than December 31, 2024, and expended no later than August 1, 2026.
• Budget may be comprised of renovations, equipment, services, supplies, and personnel (broadband only).
• Invoices must not be submitted for reimbursement before performance is completed by the vendor and accepted by the Subrecipient, including physical receipt of goods
  • A grantee must sign the invoice or receipt to verify that the item or service has been received. 
• If the project has multiple funding sources, ensure receipts and expenditures are tracked separately.
• ODCTE will send a new reimbursement request template for each fiscal year.

Any changes to the budget or program plans must be approved by ODCTE prior to procurement. 

1. To request a change to your budget, submit your “Budget Revision Request” form to jill.reavis@careertech.ok.gov.
2. Once your revision has been approved, ODCTE will review and approve/deny changes.
3. If approved, ODCTE will email you a revised budget and attach the signed Budget Revision Request as an addendum to grant agreement. 

Email Request for Reimbursement form and supporting documentation to jill.reavis@careertech.ok.gov by the designated date.

• Nursing - Submission date will be emailed monthly. 
• Broadband and truck driver training - 15th of each month

Invoice packets must include:

• Request for Reimbursement form
• Summary Expenditure Report
• Detailed Expenditure Report
• Purchase orders
• Quotes
• Vendor agreements/contracts
• Signed paid vendor invoices
• Competitive bidding / state contract / sole sources documentation with justification for why the vendor was chosen
• Bill of lading or packing slips
• Time & effort documentation (If applicable – Broadband projects only)
• Proof of payment / copy of paid warrant

• Equipment must be labeled using ODCTE’s ARPA stickers
• Equipment must be inventoried every 2 years
• Title of equipment or property must be under technology center
• Maintain insurance coverage for equipment and property purchased with ARPA funds
• Ensure equipment/property is utilized for authorized project until it is no longer needed for project