Direct Funding Guidance


Thank you for your hard work in maintaining student and staff safety during the COVID-19 pandemic. To support the prevention, mitigation, and response of COVID-19 through screening and testing of students and staff, the New Mexico Department of Health (NMDOH) has allocated federal funding to your school or school district.

Reimbursement Reporting for SY21-22 is closed. The reporting portal for SY 22-23 will reopen on September 1, 2022. For more information, see the FAQs below.

Frequently Asked Questions

Last Updated: July 13, 2022

How do I submit expenses related to SY 21-22 if I missed the deadline?

Unfortunately, we have closed the opportunity for reimbursement for expenses related to SY21-22. Funding has been extended for the next school year. You may submit requests for reimbursement for expenses related to SY22-23 when the portal reopens in September.

How will the reimbursement process change in SY22-23?

The process for requesting reimbursement will largely remain the same. You will be required to submit your backup to your unique shared drive and submit a final verification form. However, there will be some small changes in the timeline and allowable expenses, including the following:

  • You will be required to spend (or have a plan for spending) 75% of your allocation by January 1, 2023.
  • Testing vendors and test kits are now approved expenses.
  • There will be an opportunity to request additional funding through the website.
  • Our final deadline for requests for reimbursement will be May 12, 2023.

The most up-to-date guidance will always be on this website. When you sign the award letter, you agree to follow whatever is posted here.

My school did not opt in to the program last year, but would like to do so now. What should we do?

Please email info@nmschoolscovidtesting.com if you would like to opt-in. If resources are available, we may still be able to allocate funds to your school.

When can I start using money from this grant?

Please make sure you are following your school or district's own internal budgetary process. We will accept requests for reimbursements made any time after the signature of the award letter.

Our school received an advance payment but did not use it. How do we proceed?

Please make sure you have a plan for spending and reporting any funds you have received during SY22-23. We reserve the right to claw back funds that were not spent according to the grant requirements.

Our school/district spent all of the money allocated to us. Can we get more?

We will open a form that will allow you to request additional funds. Requests will be prioritized according to the amount allocated to the school/district, the use of the funds, the availability of local resources, and the speed with which the school/district may spend funds.

When will we receive a new award letter?

Award letters will be sent in mid-July and due at the end of August.

How do I make sure our requests for reimbursement will be approved?

Please contact our team at reports@nmschoolscovidtesting.com with information about your spending plan and we will provide guidance. Please ensure you have adequate backup for your expenses.

What kind of documentation do I need for reimbursement for staffing?

We are updating our staffing-related RFR templates for SY22-23. If you expect to request reimbursement for staff time (i.e., not a full-time employee or a COVID contract worker), please keep estimates of time spent on COVID throughout the year at the very least.

What expenses are allowable for this grant?

Generally, expenses related to COVID-19 prevention, mitigation, and response are allowable. This can include test kits, PPE, staff time for cleaning or training, and behavioral health interventions. Incentives are not allowable and indirect costs may not be reimbursed. For more information, see our sample list.

Reimbursement Process

Requests for reimbursements and expense reports will be submitted through this website, www.nmschoolscovidtesting.com.

Schools and districts that have registered for the program and returned a signed award letter will receive an email with login information and a link to a reimbursement request page. Through that page, schools and districts may submit the requested materials for reimbursement.

This funding is not being distributed through the New Mexico Public Education Department. However, public school districts and charters will have the option to use their accounting systems to prepare their reports for upload onto www.nmschoolscovidtesting.com. For more information, visit this page.

All other schools will be provided templates and upload links for their documentation on the reimbursement request page.

As of April 15, 2022, we will not send additional funds to your school/district if you have not reported on all the advance funding you received. You may report on your advance funding expenses on the reimbursement portal.

Allowable Expenses

Click the button below to review the allowable expense categories for the grant. All expenses related to COVID-19 prevention, mitigation, and response in the 2022-2023 School Year may be submitted for reimbursement. This can include expenses made in the summer of 2022.

We will deny your request if it is not allowable under the terms of the federal grant or the NMDOH guidelines. Unsure if an expense is reimbursable? Contact us.
Review Allowable Expenses - Updated 7.13.22

Reimbursement Timeline

After submitting your reimbursement, please allow us 15 business days to review and approve. If further information is needed, your request will be put on hold until the information is received.

The New Mexico Department of Health reserves the right to withhold funding if the provided guidelines are not met or requests for more information are not responded to by the requested deadline date.   

Funding Conditions

The following conditions of funding acceptance are included in the award letter:

  1. School District/School will document and maintain accurate records of COVID-19 testing and screening program expenditures.
  2. School District/School will expend all of the funding received through this program on allowable expenses as defined in Appendix A by June 30, 2023.
  3. School District/School will submit reports using the reporting forms and instructions provided, including copy of receipts or invoices for expenditures.
  4. School District/School will notify the New Mexico Department of Health via info@nmschoolscovidtesting.com should they no longer wish to continue accepting award funding or are unable to spend the funds that have been disbursed to them.

Registration

Registration is closed at this time. 

Can't remember what you registered for? Use the search bar to the right to check your opt in and funding status. Please contact us if you would like additional information.