Substantial Approval

IDEA funding applications are submitted through the Grants Management Enterprise (GME) system. While funding applications are available on March 1st and due May 1st every year, the ESS Program Management team is unable to provide substantial approval until the PEA meets the following requirements.

The funding application is complete.

The budget narratives are allowable under the IDEA and follow object/function codes according to the Uniform System of Financial Records for Arizona School Districts/Charter Schools.

The IDEA Statement of Assurances has been completed in the ESS Portal of ADEConnect.

The PEA has passed the Maintenance of Effort (MOE) Eligibility test.

The MOE Eligibility test begins on July 16. If a PEA has submitted an approvable funding application before June 30 and passes MOE Eligibility, the substantial approval date will be locked in for the beginning of the project period of the fiscal year, July 1st. If the PEA fails the MOE Eligibility test, the funding application will be returned, and the PEA will be unable to apply for IDEA funds until the MOE case is resolved. Once resolved, the PEA may resubmit the funding application, and the substantial approval date will be locked in using the date of the last status change to the LEA Authorized Representative.

If a PEA applies for funds after July 1, the substantial approval date will be determined by the date of the last status change to LEA Authorized Representative, and all other requirements have been met.

The substantial approval date determines when a PEA can obligate funds. The PEA may not request reimbursement for expenditures that occur before the funding application has been substantially approved.

For questions about substantial approval dates and their impact on the PEA's ability to draw down funds, please e-mail ESS Program Management.