Reporting and Reimbursement

Non-Infrastructure Grant Procedures

Click the link to download the 2018-2019 Non-Infrastructure Grant Procedures Guide. (Updated November 2018)

Click the link to download th2018-2019 Non-Infrastructure Grant Guidelines.

Coordinator Reporting

Coordinators are required to submit two types of reports on a regular basis. 

  • Reimbursement request The grant is provided on a reimbursement basis. Coordinators must provide a log of their hours and a statement showing that they were paid by the school system, with FICA included, with each reimbursement request.  Reimbursement requests must be sent to VDOT at least once per quarterbut no more frequently than once per month.

Click the link to download the Standard Reimbursement Form.

Click the link to download the 80-20 Match Reimbursement Form(Updated November 2018)

Click the link to download the In Kind Match Acceptance Reimbursement Form.

  • Monthly activity reporting Coordinators are also required to submit a monthly report, detailing the work accomplished during the month. Monthly reports are due the first Tuesday of the month, and need to be approved by the HPE Supervisor.

Click the link to complete the online Monthly Report Form.

Click the link to download the Contacts Template. When uploading this to the online monthly report, be sure to replace "INITIALS" with your own initials. You can add columns to the right, but please do not change existing field names. 

  • Final Reports In addition to monthly reports, Division Coordinators are required to submit a Final Report within 45 days of the end of the grant period. For the 2016-2017 school year, the Final Report includes a cover sheet and the final column of the Combined Reporting Form available below. The first and middle columns of the form are to be completed at the beginning and middle of the school year, respectively. 


Reporting Schedule

  • Monthly reports are due the first Tuesday of the month.
  • Reimbursement requests are due at least once per quarter, but no more frequently that one per month.
  • Final reports are due within 45 days after the end of the funding agreement.


Combined Reporting Forms

Program Plan, Mid-Point Review, Final Report


2018-2019 2017-2018