1.3 Strategies & Expenditure Allowability
Lessons from Rejected Requests
To ensure that reimbursement funds are used in alignment with program requirements, it's essential to understand the criteria for expenditure allowability. By examining previously rejected requests, LEAs can gain insights into the nuances of what makes an expenditure allowable. Below are examples of previously rejected requests across five different examples, along with new examples that are similar to the original ones, but would be considered allowable. Note: The examples examine whether or not the expenditure is satisfying a health need. Remember, that expenditures must also align with the LEA Local Services Plan on file to be considered fully allowable.
Example #1: Transportation Costs
Original Example: Transportation FTE costs for the general population.
Why It Is Unallowable: Transportation FTE costs must be for specialized transportation drivers.
Allowable Example: Transportation FTE costs for specialized transport vehicle drivers. This can also include roles like bus aides, assisting a student with a health need.
Why It Is Allowable: In this example, the position is providing transportation for a specialized population, ensuring they have access to necessary health services.
Example #2: Student Incentives
Original Example: Student monetary "incentives" usually associated with a training or event.
Why It Is Unallowable: Incentivizing students through dollars does not satisfy a health need.
Allowable Example: Providing students with health-related items, like resistance bands or water bottles, for attending a health and wellness seminar.
Why It Is Allowable: These incentives are non-monetary, and they actively promote the overall health and well-being of students.
Example #3: General Education Programming
Original Example: General education programming like reading/math lessons or associated costs.
Why It Is Unallowable: This does not satisfy a health need.
Allowable Example: Funding a series of workshops on mental health, stress management, and healthy living for students.
Why It Is Allowable: These workshops address students' health and well-being, making them an allowable expenditure.
Example #4: Clothing Purchases
Original Example: Purchase of clothing for general reasons such as dress code violations.
Why It Is Unallowable: Clothing to correct dress code violations does not satisfy a health need.
Allowable Example: Purchase of clothing for the purpose or replacing those soiled by a student.
Why It Is Allowable: Ensuring students maintain good hygiene is directly related to their health and well-being, preventing potential health issues and preventing any potential bullying that may arise from remaining in soiled clothing.
Scenario #5: Equipment for Non-Health Roles
Original Example: Laptop or other equipment purchased for non-school health services program roles, or non-health providing positions.
Why It Is Unallowable: Equipment must support those providing health needs or involved in the program's administration.
Allowable Example: Purchasing a new laptop to replace a non-functioning device for a nurse, who uses the device in their role.
Why It Is Allowable: This equipment is used by the nurse to support the health services program and its objective of addressing student health needs, so it would be allowable.