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

After your annual plan is approved, you will receive detailed instructions and individualized invoice forms. 


For reimbursement of expenses that the GEAR UP central office pays for (e.g. conference registrations, mileage), you will need to get reimbursed by the district and then the district should send an invoice to for these expenses.  This invoice should not be the regular GEAR UP invoice; it should be a district invoice. 

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 and Cost Share Tracker (coming Fall 2023).

Questions about invoicing or cost share? Contact Maddy.