Reimbursement for GEAR UP Activities is based on approved plan details, following federal guidelines for allowable expenses. Record GEAR UP reimbursable expenses using the GEAR UP Expenditures Report and Invoice Workbook. Instructions for completing this report can be fount on the first tab of the workbook. The GEAR UP Expenditures Report and Invoice Workbook will automatically generate invoices to submit for reimbursement (final tab of the workbook).

Requests for reimbursement may be sent during the year, either monthly or quarterly.

At a minimum, all invoices must be submitted according to the following schedule:

  • September, October, November: Due by December 31
  • December, January, February: Due by March 31
  • March, April, May: Due by June 30
  • June, July, August: Due by September 30

All signed invoices and accompanying Expenditures Report should be emailed to for final review and processing.

Questions about invoicing? Contact

Cost share and event tracking

As part of the grant requirements, each school is required to match provided funds. This can include district funds, in-kind donations, volunteer time, and other sources.

Therefore, it is critical to accurately document each partner school’s matching contribution to the GEAR UP project as well as specific activities and events. If it is in your plan, it needs to be documented in the Events & Cost Share Tracker.

Signed cost share reports are due the last day of the month following the month being reported on (e.g. September report is due at the end of October). PDFs should be signed and sent to


Questions about cost share? Contact