Reporting and Reimbursement

Non-Infrastructure Grant Information

Click the link to view the Non-Infrastructure Grant Guidelines. (updated 2/2024)

Click the link to view the Non-Infrastructure Grant Procedures Guide. (updated 7/2021)

 

Reimbursement Requests

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 Reimbursement Cover Sheet (Required)

Click the link to download the 80-20 Local Match Reimbursement Form

Click the link to download the Third Party Contribution Acceptance Form.

 

Coordinator Reporting

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

  • Quarterly activity reporting Coordinators are also required to submit a quarterly report, detailing the work accomplished during the quarter. Quarterly reports are due the on the dates listed in the Reporting Schedule, and need to be approved by the Supervisor.

Click the link to complete the online Quarterly Report Form.

  • Final Reports In addition to quarterly reports, Division Coordinators are required to submit a Final Report within 45 days of the end of the grant period. The Final Report includes a cover sheet and corresponding columns of the Program Dashboards available below.  

 

Reporting Schedule (2023-2024 Reporting Period)

Please note that due to the structure of TAP funding, meeting these deadlines is non-negotiable. 

10/6/2023 (Friday) Quarterly Report Due Link to Quarterly Report Form
10/10/2023 (Tuesday) Supervisor Approval Due  
11/1/2023 (Wednesday) Invoice Due  
1/5/2024 (Friday) Quarterly Report Due Link to Quarterly Report Form
1/9/2024 (Tuesday) Supervisor Approval Due  
2/1/2024 (Thursday) Invoice Due  
4/5/2024 (Friday) Quarterly Report Due Link to Quarterly Report Form
4/9/2024 (Tuesday) Supervisor Approval Due  
5/1/2024 (Wednesday) Invoice Due  
7/5/2024 (Friday) Quarterly Report Due Link to Quarterly Report Form
7/9/2024 (Tuesday) Supervisor Approval Due  
8/1/2024 (Thursday) Invoice Due  
10/4/2024 (Friday) Quarterly Report Due Link to Quarterly Report Form
10/8/2024 (Tuesday) Supervisor Approval Due  
11/1/2024 Invoice Due  

Program Dashboards

  • Program Plan Template
  • For the 2023-2024 school year, the Program Dashboard will serve as the Program Plan, Mid-Point Review, and Final Report document. 
  • Please make edits to the shared document for your division saved here: 2023-2024 Program Dashboards.