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Financial

Guidelines

  • Funding should be used to provide the program with start-up funding.
  • The budget needs to directly relate to the approved project.
  • All grant funds must be expended and submitted for reimbursement no later than August 1, 2026.
  • The 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.

Budget Revisions

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. 

Reimbursement Process

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
  • Non-kickback affidavits
  • Bill of lading or packing slips
  • Paystubs and/or timesheets for personnel (Broadband project only)
  • Time & effort documentation (Broadband projects only)
  • Proof of payment/copy of paid warrant
  • Sign-in sheets/proof of completion for training
  • Equipment inventory for equipment over $5,000 (Nursing projects only)
  • Minority attestation documentation

Inventory

  • 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
Last Modified on Aug 22, 2024