Skip to main content

Arizona Department of Education Facebook Page

Arizona Department of Education LinkedIn Page

Arizona Department of Education Instagram

Arizona Department of Education Twitter

Arizona Department of Education YouTube

mobile menu
Arizona Department of Education Homepage
  • Home
  • Parents
    • Parents & Families
    • Arizona Purple Star School Program
    • Early Childhood & Preschool
    • Empowerment Scholarship Account
    • Military Career Information
    • School Report Cards
    • Transcripts & Test Scores
    • U.S. Senate Youth Scholarship Program
  • Educators & Administrators
    • Academic Standards
    • Accountability
    • Assessment
    • Business & Finance >
      • School Finance
      • State & Federal Grants
      • School Safety
    • Certification & Leadership >
      • Certification & Career
      • Educator Recruitment & Retention
      • Effective Teachers & Leaders (Trainings)
      • Training & Professional Development
    • Post-Secondary Resources
    • Support & Improvement >
      • School Improvement
      • School Support
  • Programs
    • Academic Achievement >
      • Academic Achievement
      • Afterschool & 21st Century Learning Centers
      • Character Education
      • English Learners | OELAS & Migrant Education Program
      • Homeless, Foster Care, & Refugee Programs
      • Title I
    • Adult Education
    • Arizona Purple Star School Program
    • Career & Technical Education
    • Educator Leadership >
      • Charter School Program
      • Effective Teachers & Leaders
      • School Safety
      • School Safety Program
    • Gifted/Advanced Learning >
      • Gifted/Advanced Learning
      • College Credit by Examination
      • Dual Enrollment
      • Gifted Education
    • Health & Nutrition Services
    • Office of Indian Education
    • Special Education
  • About ADE
    • About the Department
    • Accounting & Procurement
    • Contact Us
    • Employment Opportunities
    • News Releases
    • State Board of Education
    • State Board for Charter Schools
    • Submit a Complaint
  • Data & Systems
    • Arizona Digital Educators Library (ADEL)
    • Data Governance
    • Information Technology
    • PAASport
    • Public Educator Search
    • School & Student Data
    • School Report Cards
    • Teacher Input Application (TIA)
  • ADEConnect
    • ADEConnect
    • Common Logon
  • Search
  • Home
  • Grants Management
  • Grants Management Fiscal Processing

Grants Management Fiscal Processing

Meet Our Fiscal Processing Unit:

The Processing Unit assists the Local Education Agencies (LEA) and entities in all their fiscal grant related processes. While providing the comfort of meeting fiscal needs, the Grants Processing Unit ensures the LEA’s and entity’s success! Processing can be counted on to complete claims, reimbursements, and completion reports in a timely fashion. Although processing is not a new unit, it is a growing unit indeed; as the team grows, as does the quality of the fiscal technical assistance provided to the LEAs and entities.

 

The list below is a snap shot of what processing does daily:

  • Reimbursement Requests
  • Completion Reports
  • Indirect Cost
  • Application Holds

 

Reimbursement Requests 

Enter the total amount of expenditures to date for each budget line item in the Expenditure Details page within the Reimbursement Request in GME, which will calculate the reimbursement amount based on the total amount of expenditures to date and the total amount of cash received.  

This could be one of two things:

  • The original application has not been approved. 
  • The last Reimbursement Request is not in a paid status.  All prior Reimbursement Requests must be paid status before a new Reimbursement Request can be started.

Completion Reports

The majority of Completion Reports open the day after the project end date of the grant. Project end dates can be located on the Reimbursement Request Summary page. 

Completion Reports are to be submitted to ADE within 90 days of the project end date. The system will automatically place a hold on the current project and subsequent years' projects if the Completion Report is not submitted within 90 days. 

The LEA or entity will update the line item totals on the Completion Report page with final project-to-date expenditure totals. For more information on Completion Reports, click here.

The CR Related Documents page is another method by which program areas and/or Grants Management obtain supplemental information needed for year-end reporting. It is important to note the CR Related Documents and the Related Documents in the funding application are not the same page. The CR Related Documents page is only accessible during a Completion Report.

In most cases, the Amount Remaining (Allocation – Expenditures = Amount Remaining) will be the maximum amount to carryover, when carryover is allowed. Carryover rules vary by grant; contact Grants Management for additional information regarding carryover.

For grants that allow Carryover, if the total expenditures are less than the total cash received and the LEA or entity is carrying over funds, a Carryover Cash-On-Hand adjustment will occur on the next year's funding application upon approval of the Completion Report.

Upon submission of the first Reimbursement Request after Completion Report approval, Grants Management Enterprise (GME) will apply these funds to the total expenditures reported and disburse the appropriate dollar amount.

Primary Approval of a Completion Report means the LEA or entity must return funds to ADE.

This done by completing the Return of Monies form found in the GME User Resources/Training – Return of Funds. Return the form with remittance and a copy of the History Log page providing comments on the funds being returned. Once the funds have been received by ADE and posted against the project by Accounting, the Completion Report will be moved into Grants Management Final Approved status.

The LEA or entity will have to cancel the Completion Report in order to make changes to the budget. To do this, request the Completion Report to be cancelled using the funding application's History Log; send the History Log note to Grants Management. To email a History Log note, select "Grants Management" from the ADE Contacts list. If the Completion Report has been approved, a Completion Report cannot be cancelled and a budget revision cannot be done.

Request a Completion Report Revision using the Grants Management's Completion Report Revisions template in ADE Help Desk. A comment in the the funding application's History Log detailing which items of the Completion Report need to be changed is also required.

To revise the Completion Report, request a revision using the Grants Management's Completion Report Revisions template in ADE Help Desk and add a comment in the the funding application's History Log that includes:

  • Object/Function code
  • Amount
  • Reason for the change

An LEA or entity can revise interest, expenditures, and carryover on a Completion Report Revision. 

  • Welcome to Grants Management
    • About Us
    • About Our Leadership
  • Grants Technology
    • General Statement of Assurance (GSA) and Self Assessment
  • Fiscal Processing
    • Grants Coordinator Contacts
    • Health and Nutrition
    • Indirect Cost Rates
  • Fiscal Monitoring
    • Single Audit
  • Training and Resources
    • Common Acronyms
    • Common Terms
    • Frequently Asked Questions
    • Helpful Links
    • Risk Assessment
  • Grants Management Fall Forum
Contact
  • Technology & Training: Option 1
  • Fiscal Processing: Option 2
  • Fiscal Monitoring: Option 3
  • (602) 542-3901
  • Contact Us
  • ADE Help Desk
  • Grants Management Enterprise
  • About Us
  • Careers
  • Privacy Policy
  • School Report Cards
  • State Board of Education
  • State Board for Charter Schools
  • Web Accessibility

© 2025 Arizona Department of Education

  • Statewide Policies
  • Site Map