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NYC DOE · New York City · Community Schools (OCS), 3-K and Pre-K for All, Learning to Work and other DOE-contracted CBO programs
Your DOE OCS General Ledger, filled from your invoices and payroll.
DOE reviews on a paired vocabulary — Category and Item Label go together — and every ledger line needs its DBN. Prove It fills the OCS General Ledger from the invoices you've coded and the payroll AI has read: vendor, category, item label, date and amount, in DOE's own layout. DBN and headcount stay yours to complete. You review every line before anything posts.
10 founding-pilot seats for NYC nonprofits · No card · We set it up with you on a 30-minute call
What DOE checks before it pays
Category and Item Label are a paired vocabulary
The Item Label has to be one DOE recognizes for that Category, not your internal chart-of-accounts wording.
Every ledger line needs its DBN
A provider working across several schools files per DBN rather than one blended total.
- Background checks and security clearance are mandatory for all vendor personnel
- Data privacy obligations: FERPA, NY Ed Law §2-d, and Chancellor's Regulation A-820 for vendor technology and software
- No DOE-wide fiscal manual exists — only a Pre-K/3-K Expenditure Guide (unrevised since 2016); other DOE contracts follow RFP-specific terms
What Prove It does about it
Imports payroll from ADP, Paychex, Gusto, Paylocity, TriNet, QuickBooks and anything else that exports a file. Common layouts are read instantly; anything else, Claude AI finds the names, gross pay and pay date. You confirm every name before anything posts.
- Download DOE OCS General Ledger — DOE's Office of Community Schools ledger — vendor, category, item label, date and amount filled from your invoices; DBN and headcount columns left blank for you.
- Download voucher Excel (voucher number) — Four sheets — Voucher Summary, PSA (monthly), OTPS detail and Certification — laid out by this funder's own categories, from your approved payroll and coded invoices.
Coded invoices flow into the OTPS detail: the month's expenses are auto-included in this voucher, you uncheck an item to hold it for a later voucher, and earlier-dated invoices count as prior claims automatically. Categories follow DOE's own list — Instructional Supplies & Materials, Supplies — Program, Fees — Professional Development, Contracted Services / Consultants, Travel — Staff, Transportation — Students, Technology & Equipment, Field Trips / Admission Fees, Printing & Duplication, Staff Training, Classroom Supplies, Postage.
The free voucher checker is a fixed set of rules, not AI: costs DOE's manual lists as unallowable, fringe above the 30% review threshold the app uses for DOE, allocations that don't total 100%, totals that don't reconcile, blank contract, provider or period identifiers — plus DOE's own recurring errors: Category and Item Label are a paired vocabulary; Every ledger line needs its DBN. The file is read in your browser and never uploaded. Check a DOE voucher.
Ask a CFO answers "can I charge this?" from DOE's current fiscal manual, with the source and date cited. AI guidance grounded in your live platform data, 2 CFR 200, and live lookups of current funder manuals — not legal, tax, or audit advice. Confirm consequential decisions with your funder or auditor.
Every voucher Excel carries four sheets — Voucher Summary, PSA (monthly), OTPS detail and Certification — so the backup travels with the claim, and the Print / PDF view gives you the same voucher for a signature.
DOE at a glance
Free DOE resources
Your next DOE voucher, built in Prove It — with us on the call
We're taking 10 New York nonprofits into a founding pilot. You get the full platform for 60 days at no charge, and we set it up with you: in one 30-minute working session we load your contracts, your staff and your last payroll file, then rebuild your most recent DOE voucher in DOE's own format. If it doesn't match what you filed — or catch something you missed — you've spent half an hour and owe nothing.
DOE questions
Why is there no indirect-rate card for DOE?
DOE has no formal ICR/NICRA mechanism and isn't part of the citywide HHS Cost Manual — indirect is reviewed case-by-case for reasonableness. The app therefore doesn't fix a DOE rate; it uses a 30% fringe review threshold and shows the indirect basis on the voucher as "reviewed case-by-case".
What does the app fill on the OCS General Ledger, and what doesn't it?
Vendor, category, item label, date and amount come from your coded invoices and approved payroll. The DBN and the actual number of students, staff or parents aren't tracked by the app, so those columns are left blank for you to complete.
Where do Category and Item Label come from?
From the invoice coding you do once per line — the pair is DOE's own vocabulary, and mismatched pairs are one of the DOE errors the checker's advisory calls out.
Does Prove It submit my DOE voucher for me?
No. Prove It builds the voucher and the backup from your live numbers; a person on your team reviews every line and submits it the way you do today. Nothing is filed automatically, and nothing guarantees acceptance — what you get is the funder's own format, filled from the same payroll and invoices you already have, with the recurring errors flagged before you send it.
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