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The Division of Special Project Claims

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Focus

Duties and responsibilities are as follows:

  • Converts approved grant budget narratives into revenue & expenditure accounts & releases the budget codes to the responsible administrator;

  • Tracks grant expenditures & reports account balances to administrators each month;

  • Claims reimbursement for expenditures from the grantor on a scheduled, cyclical basis;

  • Reviews grant applications for budget accuracy & fiscal compliance prior to submission;

  • Audits the regular payroll of every individual on a special project salary account to insure accuracy of grant charges & reimbursement claims;

  • Receives the cash claimed/received & applies it to the correct account;

  • Reviews all Bd. of Education business items to be paid with grant funds to insure the account(s) is current, sufficient & appropriate for the purpose;

  • Applies budget amendments to projects as the amendments are approved;

  • Maintains comprehensive project records;

  • Prepares & submits a detailed Final Expenditure Report which reconciles total expenditures & revenue received at each project’s conclusion.

Announcements/ Deadlines

Requisition Deadlines

To: All District Staff
From: Jim Barnes, CFO and Jennifer LoTempio, Director of Purchase
Date: February 19, 2025
Re: 2024-2025 REQUISITION DEADLINES

  • For Grants ending June 30, 2025, the deadline for entering and releasing new Munis requisitions is March 28, 2025. All requisitions requiring Board approval must be approved by the April 9, 2025, Board meeting. Exceptions will be approved at the discretion of the Assistant Superintendent of Budget and Grants Management in consultation with the Purchase Department.

  • For Grants ending August 31, 2025, the deadline for entering and releasing new Munis requisitions is May 30, 2025. All requisitions requiring Board approval must be approved by the June 18, 2025, Board meeting. Exceptions will be approved at the discretion of the Assistant Superintendent of Budget and Grants Management in consultation with the Purchase Department.

It is the responsibility of individual school and central office administrators to ensure that these dates are met.

Submit Extra Activity

Use the Supplemental Pay Queue link below to submit Extra Activity documents.

If you have questions regarding this form, please email us at specialprojectshelp  

Note: Access to the submission links for extra activity sheets and retrieval of processed extra activity sheets is limited to authorized personnel.

Supplemental Pay Queue
Processed EAs Archive

Once submitted to our supplemental pay queue, no further action is necessary on your part. The submitted sheets will be visible in the queue until they have been processed. After processing, the approved copies can be retrieved on our Processed EAs Archive.

Calendar & Payroll Due Dates

Payroll Schedule 25-26 - Main Office
Payroll Schedule 25-26 - Instructional
Payroll Schedule Summer 2025