The FS-25 Request for Funds NYSED grantees file with Grants Finance to draw cash on an approved FS-10 budget during the project — the June 2026 certified form, with its Amount of Approved Budget, cash received, expenditures to date and Additional Funds Requested lines and the certification block.
NYSED publishes this form as a legacy .xls workbook (certified June 2026). We converted it record-for-record to .xlsx — cells, formulas, number formats, merges, column widths, print setup and sheet protection carried over and verified against the original — so it opens in current Excel and Google Sheets, and cleared the file's author metadata. Nothing else was changed; the original .xls and the PDF version are on NYSED's Grants Finance site if you would rather file from those.
Who files this
Any nonprofit, school district, BOCES or college holding a NYSED grant that runs on the FS form family — 21st Century Community Learning Centers, Adult Education, Extended Day / School Violence Prevention and the other Grants Finance-administered programs.
Key requirements
Funder
New York State Education Department — Grants Finance
Jurisdiction
New York State
Fringe range
8.25%–35% typical; Code 80 is itemized by benefit on the FS-10, so confirm against your approved budget
Indirect cost basis
Indirect Cost (Code 90) at a NYSED-approved rate applied to the modified direct cost base — restricted rates (state programs, and federal programs with supplement-not-supplant provisions) generally range from one to seven percent, non-restricted rates from 10 to 25 percent, or a rate negotiated through your federal cognizant agency (NYSED Grants Finance Fiscal Guidelines)
What gets this form kicked back
Cumulative requests may not exceed 90 percent of the grant's budget — the balance is released on the FS-10-F Final Expenditure Report, so a request that would push cash received past 90 percent is not payable.
Submit an FS-25 only when reimbursement for expenditures is actually required; requests may include actual expenditures to date plus, in some cases, anticipated expenditures for the next month, but for-profit organizations are paid on a reimbursement basis only.
The form identifies a single project by its Project # and Contract # from the approved FS-10, and carries the agency code — several projects need one FS-25 each, and the identifiers have to match the approved budget exactly.
Allowable OTPS categories
The categories NYSED recognizes on a budget or voucher. Using wording outside this list is a routine cause of returned submissions.
Purchased Services — Code 40
Supplies and Materials — Code 45
Travel Expenses — Code 46
BOCES Purchased Services — Code 49
Minor Remodeling — Code 30
Equipment — Code 20
Unallowable costs
Costs NYSED will not reimburse under this contract.
Interest or finance charges
New York State sales tax (tax-exempt agencies)
Monthly telephone service charges — grant-specific toll and usage charges are allowable
Food costs for agencies with a National School Lunch program, other than approved snacks
Rules worth knowing before you file
NYSED grants run on the FS form family published by Grants Finance: FS-10 Proposed Budget, FS-10-A Budget Amendment, FS-25 Request for Funds and FS-10-F Final Expenditure Report — all four June 2026 certified blanks are in this library
Budget codes are the spine of every form: 15 Professional Staff Salaries, 16 Support Staff Salaries, 80 Employee Benefits, 90 Indirect Cost, 40 Purchased Services, 45 Supplies and Materials, 46 Travel Expenses, 49 BOCES Purchased Services, 30 Minor Remodeling, 20 Equipment
Code 90's modified direct cost base excludes equipment, minor remodeling, purchased services with BOCES, the portion of each subcontract above $25,000 (the June 2026 FS-10-F form itself says $50,000 — follow whatever your approved FS-10 used), and flow-through funds
FS-25 requests may include actual expenditures to date plus, in some cases, anticipated expenditures for the next month — but cumulative requests may not exceed 90 percent of the grant budget; the balance is released on the FS-10-F
The FS-10-F is generally due within 90 days after the end of a federal project and 30 days after the end of a state project; late submissions must use the full form rather than the Short Form
An FS-10-A amendment is required for an increase in any budget category of more than 10 percent or $1,000 (whichever is greater), addition of equipment items with a unit value of $5,000 or more, material changes to personnel positions, addition of minor remodeling, or any increase in the total budget
Supporting documentation must be kept at least six years after the last payment was made unless the program specifies otherwise
Free voucher checker: upload a completed copy of this form and it flags unallowable costs, fringe above the ceiling, allocations that don't total 100% and totals that don't reconcile before you file. No signup; the file never leaves your browser.
Why vouchers get returned: the six checks behind most returned vouchers, and what each one looks like in a real file.
Stop filling this in by hand
Prove It Financials generates this exact form every month, populated from your own budget, payroll and invoices — with allocation percentages, fringe, and indirect already calculated and validated against NYSED's own rules.