Disbursement of grant monies can be handled in one of two ways:  reimbursement for expenditures made, or direct payment to vendors by PEF.  (It is the grant recipient’s choice for how they choose to handle their grant monies either reimbursement or direct payment).

A form  will be provided for the grant recipient to either seek reimbursement or receive a check for direct payment to a vendor.  (PEF will provide reimbursement or a vendor check on a normal basis within 10 days from receipt of a request from the grant recipient.) 

Reimbursement requests (attached form) should be combined, such that any individual request for reimbursement is not less than $50.  Receipts and/or an invoice should accompany all requests.  If for some reason the grant recipient cannot provide a receipt, the grant recipient must speak directly with the PEF Treasurer to seek reimbursement.  Final requests for reimbursement must be received no later than thirty days after completion of the project.

Direct payment will be made to the vendor, provided an address and an order/tracking number are supplied.  Otherwise, a check made out to the vendor will be returned to the recipient for mailing.  In either case, the recipient is responsible for sending in the order for materials to the
vendor(s).

PEF will not handle purchase orders, or place orders with any vendors on behalf of the grant recipient.  PEF will only disburse payment to the grant recipient for reimbursement of monies spent, or disburse monies directly to a vendor for payment of an order. 

For all grants that involve payments of more than $500 to third party service providers (e.g., artists in residence), the Princeton Regional School Districts accounting office will handle disbursement of those funds (to avoid obligating PEF to file 1099s for independent contractors). 

Any questions regarding these procedures can be directed to the PEF Treasurer, at treasurer@pefnj.org.

Mini-Grant Check Request         Mini-Grant Reimbursement Form