Please complete the following steps once you are awarded a grant:
Step 1: Getting Your Money – Complete a Spending Plan
Complete the “Classroom Grant Spending Plan”. This gives us your overall spending plan, so that we can most effectively support you with the payment process.
Step 2: Field Trip Transportation
If you will be using BUSD buses, you should contact the BUSD Transportation department to reserve them. They will be billing us directly for your trip cost (per your instructions in the Spending Plan, up to the amount you specify.
Step 3: Grant Payments
Funds should be requested BEFORE you begin your project – it is not necessary that you spend your own money and wait to be reimbursed. We can make payment directly to you, or you can direct us to pay BUSD Transportation, vendors, organizations, other teachers purchasing for your project, etc. If any of your funding will be used to pay consultants or any individual for services (e.g. individuals you are bringing in like artists, dance/music teachers, speakers, etc.), we must pay them directly (for tax reasons). Please do not pay these people yourself.
Step 3A: Requesting Payments (non-consultants)
When you are ready to request a payment (for all types EXCEPT payment to consultants), you should complete a “Classroom Grant Check Request” form for each payment needed. Please allow 2 weeks for payment.
Step 3B: Requesting Payments to Consultants
When you are ready to pay any consultants (e.g. individuals you are bringing in like artists, dance/music teachers, speakers, etc.), you should complete a “Request Classroom Grant Payment to Consultant” form for each payment needed. We also need tax ID information for individuals that are providing services—have them complete an IRS W-9 form and send it to us via email or mail. Please allow 2 weeks for payment – you can request a payment ahead of time and specify when the payment will be needed.
Step 4: Follow Up Report
Once your project is complete, please submit a “Classroom Grant Follow-Up Report”. Please complete the Follow Up no later than the last day of school. Or contact the Schools Fund to request an extension (we are happy to accommodate extensions—as long as we know about them!).
Step 5: Send us photos, videos, or student work
We love seeing photos and videos from your projects and can often use them in our various materials. Digital copies can be sent to firstname.lastname@example.org. Or you can drop hard copies in Interdistrict mail (just send it to “Berkeley Public Schools Fund, 2020 Bonar). Please note, we follow BUSD’s permissions policy. Please do not send photos of students whose parents have opted out of photos permissions. If you are unsure, parents can also complete a Photo Release form.