New Jersey Department of Education

Policies and Procedures for Reimbursement of Federal and Other Grant Expenditures

Effective: July 1, 2008

Revised: February 1, 2012

Revised: March 20, 2014

Revised: January 26, 2023


Cash Management Improvement Act of 1990 and 31 CFR Part 205; Uniform Grant Guidance (UGG) 2 CFR Subpart D — Post Federal Award Requirements — Standards for Financial and Program Management §200.300 et. seq (superseding Education Department General Administrative Regulations (EDGAR) 34 CFR §80.21 and §74.22).


The Cash Management Improvement Act and related regulations require that states minimize the time elapsing between the transfer of funds from the United States Treasury and the expenditure of funds for program purposes. This requirement applies to grantees such as the State of New Jersey and their subgrantees. In other words, both the State and a subgrantee, such as a school district, must assure that funds have been, or will be, spent within a minimal amount of time after having been drawn from the federal government.

In accordance with this requirement, the New Jersey Department of Education (NJDOE) is implementing a reimbursement request system of payment, effective July 1, 2008 for payments made after that date. The following procedures are to be followed by subgrantees in submitting reimbursement requests. Reimbursement requests for entitlement grant awards under Titles I, IIA, II-D, III, III Immigrant, IV and V of the Every Student Succeeds Act (ESSA), the Individuals with Disabilities Education Act (IDEA), the Carl D. Perkins Career and Technical Education Improvement Act of 2006, as well as any other entitlement grant programs shall be made using the Department’s electronic grants management system. It is the Department’s long-term intent to use the electronic grants management system for all reimbursement requests.

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