Reimbursement requests must include sufficient documentation to establish a clear and auditable trail from the grant claim to the underlying contract, invoice, and payment records. Documentation must clearly identify the grant-eligible work being claimed and demonstrate that the costs were incurred and paid.
At a minimum, reimbursement requests should include:
- A completed reimbursement claim form.
- Invoices supporting the amount claimed.
- Proof of payment, such as a voucher register, warrant register, or other accounting records showing payment.
- Documentation demonstrating how the reimbursement amount was calculated (if needed).
Submitting documentation in a clear and organized manner will help avoid delays in reimbursement processing. Districts are encouraged to provide a summary showing how the claimed amount was calculated and how supporting invoices and payments correspond to the reimbursement request.