With the receipt of federal funding comes process stipulations. When spending federal funds, competitive procurement must be followed. Depending on the expense, additional documentation is also required. The state of South Carolina follows a reimbursement process in regards to federal funding. A school must first complete an expense with their general funding before submitting it to their District for reimbursement against their federal budget.

Procurement and Purchasing PRocess

Required Documents for Federal Expenses

Before a purchase can be entered into, procurement, or market research, has to be conducted. This research is a required part of receiving and spending federal funding. Procurement includes gathering and comparing quotes for goods and services, posting Requests for Proposals (RFPs), and researching available State Contracts at specific amount thresholds. 

Procurement and Purchasing PRocess

Request for Proposals (RFP) Template

After Procurement is complete, the research is reviewed and attached to an authorization document. If goods or services are to be purchased, a Purchase Order is used. If travel is being taken, a Pre-Authorization Form is used. Each form is generated by the “Requestor” and must be reviewed and signed off on by at least 2 other “Approvers.” Pre-approval forms must be completed before an expense is entered into.

Purchase Order Form (sample)

Pre-Authorization Form (sample) 

Employees certified for the area they serve in may be eligible to receive different stipends from federal funding. Stipend types include: Academic Achievement, Recruitment or Retention, and Additional Duties. Before any stipend may be offered, a thorough Stipend Policy must be completed. Stipends must be supported by supplemental documentation proving the employee receiving the stipend met the qualifications outlined in the Stipend Policy. See the list of required documents for each stipend type in the “Overview” tab.

Stipend Guidance Memo (2.22.22)

Stipend Policy (sample)

Stipend for Academic Achievement Support (sample)

Additional Work Agreement (sample)

After travel is taken, an employee may be reimbursed for out of pocket expenses as allowed by their Pre-Authorization Form. These reimbursements must follow current GSA rates and guidelines (link). The employee must complete a Reimbursement Request on their return. It must be reviewed and signed off on by at least 2 other “Approvers.”

Reimbursement REquest Form (sample)