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.
- To request a change to your budget, submit your “Budget Revision Request” form to jill.reavis@careertech.ok.gov.
- Once your revision has been approved, ODCTE will review and approve/deny changes.
- 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