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NPSE Question & Answer

School Eligibility

1. Who is eligible to apply for reimbursement?

For eligibility determinations please refer to the NPSE Y11 - Y13 Guidance document, page #3, located on the NPSE Guidance & Resource Documents page.

2. Are 853 & 4201 Schools eligible for reimbursement through the NPSE grant?

For eligibility determinations please refer to the NPSE Y11 - Y13 Guidance document, page #3, located on the NPSE Guidance & Resource Documents page.

Applications & Submissions

1. What does Y11, Y12 & Y13 mean?

Y11, Y12 & Y13 are the grant year indicators. NPSE is in the 11th, 12th & 13th annual cycle since introduction in 2013

2. What is the submission deadline for Y11 - Y13?

For submission deadline information please refer to the NPSE Y11 - Y13 Guidance document, page #3, located on the NPSE Guidance & Resource Documents page.

3. This grant is listed as reimbursable. What does that mean?

The NPSE grant is reimbursable. Schools incur expenses throughout the year to address health and safety needs. Eligible expenses (with appropriate documentation) can then be submitted for review and reimbursement.

4. We have eligible work under the new Repair & Remediation category that will not be finished by the end of the current NPSE grant purchase deadline. Do you anticipate this category will remain for future grant years?

小妲己直播 does not anticipate Department of Budget to remove the Repair & Remediation eligibility language from the NPSE grant.

5. The amounts approved for the prior NPSE grant cycle do not match the amounts we submitted. I would like to include the invoices that were not approved during the previous NPSE grant cycle in our submission for the current NPSE grant.

If a partial payment was approved, it means that certain hours and or certain items were deemed ineligible. Please do not resend the invoice for a second review.

6. It appears pupil enrollment is factored into the NPSE allocation amount. Our numbers appear off. Why?

It may be because you are looking at a different school year. Please check out the NPSE Y11 - Y13 Guidance Document located on the NPSE Guidance & Resource Documents page for the NPSE grant year you are working on to confirm which years BEDS enrollment data was used to calculate allocation amounts for the NPSE grant year allocation you are inquiring about.

7. Why is ORISS collecting so much documentation for this grant?

Some grants are based on projected funding. That type of grant has a futuristic perspective (i.e., what the institution will do IF they are awarded funding) and typically requires a projected budget and a proposal with a detailed narrative. In contrast, the NPSE grant reimburses past expenses. This type of grant has a historical report, meaning its focal point is on ACTUAL/REAL expenditures. Rather than a budget and narrative, the essential component of a reimbursable grant is the burden of proof/documentation.

To ensure the allocated funds are used appropriately, a reimbursement grant requires the applicant:听 听

  • Document the item/service meets the eligibility criteria.
  • Document the purchases have been made by the applicant.
  • Document the purchases have been delivered/utilized by the applicant.
  • Document proof of payment by the applicant.
8. We have a tremendous amount of supporting documentation for this year. Would a paper application be a better fit?

In Y11 - Y13 all application must be submitted through the business portal. Paper applications are no longer allowed.

9. I submitted my claim. How long is the review process?

As it depends on several factors, including the number of applications, the quality of the applications, office staffing, etc., we are unable to give an accurate timeline for the review process. If after initial review, 小妲己直播 has additional questions or identifies a need for more information or clarification, 小妲己直播 may issue a Request for Clarification & Documentation (RFCD). Applicants are given a deadline to provide the additional information or clarification requested in the RFCD. 小妲己直播 reserves the right to issue as many separate RFCD鈥檚 as are needed for 小妲己直播 to come to a determination about the application. Additionally, 小妲己直播 may elect to conduct an on-site review at the applicant鈥檚 proposed location.

10. If there is no set review time, how will I know when my school will be reimbursed?

Following the review, your school would receive an autogenerated message of approval followed by auto generated messages indicating the amount of the reimbursement and when it will be made (generally 7-10 business days from approval.)听听A claim submission is not a guaranteed reimbursement; institutions should not operate in a financial deficit awaiting NPSE reimbursement. 小妲己直播 encourages schools to plan accordingly and be fiscally responsible.

11. The claims process is tedious and time consuming. Why the change?

Since its inception, the NPSE claims process has remained unchanged. The grant itself, however, has undergone several transformations, including the expansion of eligible reimbursable products/services and a 1000% increase in grant appropriation. As advocates for all the Religious & Independent schools throughout NYS, ORISS was thrilled to see the NPSE appropriation triple from Y9 to Y10 along with the addition of the building repair and remediation purchasing category. However, the growth in both the breadth and the depth of the NPSE grant brought on systematic challenges. The claims submission process built for the Religious & Independent schools to share $4.5M in allocations in Y1 is no longer meeting our needs. To put it plainly, the NPSE grant has grown "too big for its britches."

To ease the transition, the team developed a library of NPSE resources to support the institutions throughout the claim submission process. We echo the institutions concerns the application portal is a bit tedious, however the built-in checks and balances help to enhance the quality of the application. 小妲己直播 is required to obtain specific elements of proof to release the grant funds. Having organized and complete claim submissions (i.e., verifying each of the mandatory claim components have been uploaded) will expedite the review and approval process.

Pooling

1. I came across old SORIS Code guidance indicating that funds allocated to schools with the same SORIS code can cover each other鈥檚 expense. Please confirm that this guidance is valid for NPSE Y11 - Y13 and that this applies to schools that have multiple locations under the same SORIS/ORISS code.

Pooled funding is permissible for affiliated schools who share Payee Information (Payee name and OSC Vendor ID). To clearly communicate the institution鈥檚 pooling intent during the submission process, each eligible school must file a separate application and upload a Pooling Preapproval Form. Please see the NPSE Y11 - Y13 Pooling Toolkit located on the NPSE Guidance & Resource Documents page for additional information and requirements.

2. There is one invoice that covers all school locations for a safety assessment. Is it permissible to use the funds from one school location to cover these types of expenses?

Yes, pooled funding can be used to cover collective expenses. Please see the NPSE Y11 - Y13 Pooling Toolkit located on the NPSE Guidance & Resource Documents page for additional information and requirements.

3. How will Y11 - Y13 NPSE be similar/different? Will the Y11 - Y13 NPSE-RFP process replace the NPSE per-pupil allocation?

In Y10, 100% of the funds were utilized for per-pupil allocations. In Y11 - Y13, 100% of the funds will once again be awarded as a per-pupil allocations. The rollout of the competitive portion of the grant has been put on hold. More information will be provided once it is available.

Product Eligibility

1. Is this 鈥渋tem/service鈥 eligible for reimbursement?

For any eligibility question regarding a specific item/service refer to the NPSE Y11 - Y13 Eligibility Lists located on the NPSE Guidance & Resource Documents page.

2. What is the purchase window/deadline for eligible expenses?

The purchase window for the Y11 - Y13 cycle ends 12/31/2026. For details on the purchase window for each specific item/service refer to the NPSE Y11 - Y13 Eligibility Lists located on the NPSE Guidance & Resource Documents page.

3. Under the Eligible Purchases, it lists years 7-9, years 4-12, etc. Does "beginning 4/1/17" mean that it covers purchases from that time up until 12/31/26?

Yes. For additional information about eligibility dates for purchases please refer to the NPSE Y11 - Y13 Eligibility List located on the NPSE Guidance & Resource Documents page.

4. What does "Eligible Y10 starting 4/1/22" mean?

This date indicates the purchase window for each specific item/service. The Building Repair & Remediation item/services, for example, are only eligible for reimbursement beginning 4/1/22.

5. Can we use the Y11 - Y13 allocation for expenses incurred before 5/01/2024? Or can only rollover funding be used for previous years鈥 expenses?

Y11 - Y13 allocations can be used for expenses incurred prior to 12/31/2026. Utilization, however, must align with the purchase window for the expense category. Please refer to the NPSE Y11 - Y13 Eligibility Lists located on the NPSE Guidance & Resource Documents page for purchasing windows.

6. Are there any specifications regarding the choice of vendors for the equipment?

Schools are free to choose from reputable providers.

7. We have signed a financing agreement with an installation company. Would it be possible for us to use that payment agreement for our grant application?

As NPSE is a reimbursement-based grant, proof of payment in full must be provided for the eligible services/purchases. Please only submit for expenses that have been paid for in full.

8. We contracted with a security company to hire security guards, mostly covered by the NYC Security Guard Grant Program. There is a portion of the invoice that the grant does not cover. Can this unreimbursed portion be claimed for NPSE?

It depends on what 鈥減art鈥. The important takeaway here is to only submit the unreimbursed items/services. Schools who have submitted applications for the NYC Security Guard Grant Program may want to look at other expense categories (i.e., Repair & Remediation) for qualifying items/services.听Note: The applicant must certify NPSE items/services have not been claimed for reimbursement under any other reimbursement program offered through New York City, New York State or US Federal Government.

AUE's & Rollover Funds

1. Did we miss an opportunity for past years allocations (Years 1-10)? Or does the grant funding 鈥渁ccumulate鈥 and roll forward?

With NPSE, there are no missed opportunities. Unless the school has closed, the allocations accumulate from year to year. Any unused allocations roll over into the next grant cycle.

2. We see the posted Y11 - Y13 allocations but not the list of prior approved expenses from previous years. What happened to these approved reimbursements?

The Approved Unreimbursed Expenses (AUEs) are listed on the Y11-13 allocation list. Please see the听NPSE Y11-13* Combined Allocations list located on the NPSE Main Page.