Guidelines for all career and technical education grants require the recipient to submit a Final Expenditure Report (FER) for all program funds in which the recipient applied and was approved.

To begin the FER process, follow these steps:

1. Go to http://egrants.ed.state.pa.us/v2/default.asp
2. On the left side of the screen, click on Career and Technical Education.
3. Click on “Login to eGrants.”
4. Enter login id and password provided by the LEA eGrants administrator(s).
5. Click “Grant Application.”
6. Click on the applicable fiscal year.
7. On the list of Program Area Codes, click on Final Expenditure Report for the applicable Program Area Code. For example, Perkins Secondary Local Plan Final Expenditure Report (380).
8. Select Final Expenditure Report from the drop down list and click the “Create” button.
9. When asked, “Are you sure you want to create a Final Expenditure Report?” click “OK”
10. On the Final Expenditure Report creation screen, enter the appropriate information. Indicate whether or not you wish to use the original budget to pre-fill the Final Expenditure Report budget, by selecting “Yes” or “No”. If you answer “Yes”, your original budget will be automatically completed. You may then edit the figures to reflect your actual expenditures. If no is selected, all information will have to be completed.
11. Click the “Create Project” button. You may experience a delay, please do not click the button more than once.
12. If applicable, the system will create a PDE2011A for each pass through site.
13. After you have completed the section, click “Mark as complete” at the bottom of the screen.
14. If contact information requires revisions, enter them in “Change Project Contact Information.”
15. After you have completed the section, “Mark as complete” at the bottom of the screen.
16. The Budget Detail section will automatically complete the Budget Comparison section.
17. For the Budget Detail, enter the actual expenditures for each item listed by clicking the “Edit” button to the right of each category (if pre-filled was selected). If pre-filled was not selected, click the "Add" button to add each item and funds expended. After entering the actual expenditures, click “Save” at the bottom of the screen. By clicking “Save” this should take you out to the screen to complete the remaining categories.
18. After all categories have been completed, click the “Mark as Complete” button at the bottom of the screen.
19. Go back to the Budget Comparison screen at this point and verify the correct amounts. If correct, click “Mark as Complete” at the bottom of the screen.
20. When you mark the Budget Comparison section as complete, you may receive error messages for any of the following reasons:
    1. Expenditures in unbudgeted categories.
    2. Object (row) totals and function (column) totals exceed more than 10% of the total budgeted amount.
    3. Equipment total exceeds the budgeted amount by $1,500 or more.
    4. The equipment list under “Budget Detail” does not match the “Budget Equipment Breakdown."
21. When error messages appear, go to the “Final Expenditures” section, input total receipts and total expenditures. Scroll down to the explanation box and give an explanation for any of the discrepancies listed in No. 16 above.
22. For Perkins Secondary (380), Perkins Postsecondary (381), Institutionalized Programs/Corrections Education (117), Perkins Leadership (119), Tech Prep (386), Curriculum Development (093), Personnel Development (094), Economic Development (097), or New Choices/New Options (022/087), the following sections, when completed, must have a check mark or a star to the left of the link even if they are not applicable:
    1. Pass Through Sites
    2. Change Project Contact Information
    3. Budget Comparison
    4. Budget Detail
    5. Budget Equipment Breakdown
    6. Final Expenditures
23. For an Equipment Grant (122), the following sections, when completed, must have a checkmark or a star to the left of the link:
    1. Equipment Details
    2. Confirm Project Information
    3. Final Expenditures
24. After all sections have been marked as complete and check marks or stars are present to the left, a submit button should appear at the bottom of the screen.
25. Click on “Generate Reports,” print out a copy of the FER and have the Chief School Administrator sign.
26. Once you have printed the report, click on Program Menu at the top of the screen.
27. Scroll down to the bottom of the screen and click on the “Submit” button to submit the report to PDE for review.
28. If the submit button is not present, please contact Alka Bal by phone at 717-783-6567 or via e-mail, abal@pa.gov.
29. The LEA must submit a copy of the FER on the eGrants system and a signed copy to the Department of Education, Bureau of Career & Technical Education. The signature on the report must be the original signature of the Chief School Administrator. Failure to submit an electronic copy or a signed copy of the FER (a check if money is due to PDE) will result in delayed processing.
30. Please submit a signed copy of the FER and a check made payable to the Commonwealth of Pennsylvania (if applicable) to the following address no later than 60 days after the close of the project:

Pennsylvania Department of Education
Bureau of Career and Technical Education
Attn: Alka Bal
333 Market Street, 11th Floor
Harrisburg, PA 17126

The Bureau of Career & Technical Education (BCTE) will conduct a review of the Final Expenditure Report for completeness, accuracy, and budget compliance. BCTE will forward the report to the Comptroller’s Office for closure and final payment. BCTE will return the report to the recipient for further explanation or correction if incomplete or incorrect.

BCTE will deduct any unallowable costs from total expenditures claimed and subtracted from the final payment or request a refund. The recipient has the right to request a reconsideration of any disallowed costs. Upon receipt of notification of a disallowance, a recipient may write to the address above and request reconsideration by explaining the reason for the request. Any documentation that will substantiate the recipient’s request should accompany the letter. The BCTE will send notification of the Bureau’s decision.

If circumstances prevent timely submission of the report, the recipient may request an extension by contacting Alka Bal via e-mail, abal@pa.gov.

If a recipient fails to submit a Final Expenditure Report after notification of delinquency, PDE reserves the right to stop any payments of state and federal funds from any source and return all funds advanced under the project. The recipient may submit a revision if any omissions in, or corrections are required to, the original submission after the FER has been approved.

Any questions on the Final Expenditure Report should be directed to Alka Bal at phone number 717-783-6567 or via email, abal@pa.gov.