Budget & Claims

Expanded Learning OCAS Quick Coding Reference

A quick reference to basic, commonly used OCAS codes for the the Expanded Learning Afterschool and Summer Learning and Enrichment grant. These are not definitive, but only a quick reference. For more detailed code policies, please refer to the OCAS manual.

District/LEA - Budget Webinar Slides (pdf)

Non-District/Community Organizations - Budget Webinar Slides

This powerpoint will provide you with a step-by-step of how to create a budget.

Budgeting Carryover Webinar Slides

This powerpoint will privide you with details on how to create your budget if you have carryover.

Finding Reviewer Comments in GMS

This powerpoint will provide you with a step-by-step of how to find the notes on a returned budget.

Claims 101 A Guide to Preparing a Federal Claim

Claims 201 A Guide to Preparing a Federal Claim

This powerpoint will provide you with a step-by-step of how to create a claim.

Expenditure Report Sample

This sample of a Detailed and Summary Expenditure Report shows what should be included on your Expenditure Reports.  All items in red will correspond to your organization.

Bus Fuel Sample

This is a sample of how bus fuel shoud be submitted.  Total route miles/miles to the gallon x average price per galon of gas =_____.

Electronic Funds Transfer (EFT)

This form is used to enroll or change your direct deposit.

Oklahoma Cost Accounting System (OCAS) manual

The definitive coding system for the Oklahoma State Department of Education. All codes must be in accordance with OCAS guidelines.

Single Sign-On (SSO)

This site is only available for administrators with a username and password. You will be able to access the Grants Management and Expenditure Reporting system through the SSO to submit your Expanded Learning Afterschool and Summer Learning and Enrichment budget and claims. If you have access to the SSO, but not Grants Management, your district administrator will need to set your system access as "View Only" or "Data Entry".

Time and Effort

All organizations receiving federal funds are responsible for ensuring that all staff members complete timely and accurate time distribution records. Personnel expenses must be based on records that accurately reflect the work performed and be supported with verifiable documentation.

Time and Effort Enclosure A

Time and Effort Enclosure B

Time and Effort Enclosure C

Joint Federal Programs Claims Procedures

The purpose of this document is to provide Districts with comprehensive claims procedures to assist them in preparing claims for submission to the Oklahoma State Department of Education (OSDE). The items contained in these procedures are considered best practices and if followed, will reduce the likelihood of errors and increase the efficiency in which claims are paid. You can find more information on the OSDE Financial Accounting page.

OSDE Joint Federal Claims Training webinar

This recorded training webinar gives critical information related to the submission of claims within all federal funding streams and important submission requirement changes for 2017-2018. It is recommended that all those assisting with the Expanded Learning Afterschool and Summer Learning and Enrichment claims preparation and/or submission utilize this training tool prior to the first annual claim submission and throughout the grant year as questions arise.