NYSED · New York State · 21st Century Community Learning Centers, Extended Learning Time, adult education and other NYSED grants
Your NYSED FS-25 and FS-10-F, written into the official blanks.
NYSED runs on the FS form family and the budget codes are the spine — 15, 16, 80, 90, 40, 45, 46, 49, 30, 20. Prove It writes AI-read payroll and coded invoices into the official FS-25 and FS-10-F workbooks: cash expenditures to date on the FS-25, one itemization sheet per code on the FS-10-F, whole dollars, the sheets' own subtotal formulas feeding the Final Expenditure Summary. You review every line before anything posts.
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What NYSED checks before it pays
Whole dollars only on the FS forms
The FS-10-F carries one itemization sheet per budget code (15, 16, 80, 90, 40, 45, 46, 49, 30, 20) and rolls them up on the Final Expenditure Summary in whole dollars.
FS-25 requests are capped at 90% of the budget
Cumulative Requests for Funds may not exceed 90 percent of the grant budget — the balance is released on the FS-10-F, generally due 90 days after a federal project ends and 30 days after a state one.
Code 90 runs on a modified direct cost base
Equipment, minor remodeling, BOCES purchased services, the portion of each subcontract above the threshold on your approved FS-10, and flow-through funds come out before the indirect rate is applied.
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
What Prove It does about it
Payroll
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.
Exports
📥 Download NYSED FS-25 Request for Funds📥 Download NYSED FS-10-F Final Expenditure Report📥 Download voucher Excel (voucher number)
Download NYSED FS-25 Request for Funds — The monthly Request for Funds — cash expenditures to date through the selected month, whole dollars, into NYSED's official blank; payments received and next-month projection left for you.
Download NYSED FS-10-F Final Expenditure Report — The Final Expenditure Report for the whole funding period — salaries by person on Codes 15/16, every OTPS invoice on its code's sheet, fringe on Code 80, Code 90 with the modified direct cost base and approved rate.
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.
Both files are NYSED's official June 2026 blanks. The FS-25 carries cash expenditures to date through the selected month, whole dollars, and leaves "payments received to date" and "anticipated next month" for you to fill — NYSED caps cumulative requests at 90% of the budget. The FS-10-F itemizes every code from your approved payroll and coded invoices for the whole funding period; the Chief Administrator still signs the Summary page.
Setup
NYSED identifiers
Agency Code, Project #, Contract #, preparer, phone, e-mail, mailing address and county — fills the Local Agency Information block on the FS-25 and the FS-10-F, typed once.
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 NYSED's own list — 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.
Checker
The free voucher checker is a fixed set of rules, not AI: costs NYSED's manual lists as unallowable, fringe above the 35% review threshold the app uses for NYSED, allocations that don't total 100%, totals that don't reconcile, blank contract, provider or period identifiers — plus NYSED's own recurring errors: Whole dollars only on the FS forms; FS-25 requests are capped at 90% of the budget; Code 90 runs on a modified direct cost base. The file is read in your browser and never uploaded. Check a NYSED voucher.
Ask a CFO
Ask a CFO answers "can I charge this?" from NYSED'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.
Backup
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.
NYSED at a glance
Funder
New York State Education Department — Grants Finance
Jurisdiction
New York State
Fringe
8.25%–35% typical; Code 80 is itemized by benefit on the FS-10, so confirm against your approved budget
Indirect 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)
Interest or finance chargesNew York State sales tax (tax-exempt agencies)Monthly telephone service charges — grant-specific toll and usage charges are allowableFood costs for agencies with a National School Lunch program, other than approved snacks
Founding pilot · 10 NYC nonprofits · 60 days free · no card
Your next NYSED 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 NYSED voucher in NYSED'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.
The app tracks neither what NYSED has already paid on the project nor a next-month projection, so those two lines stay yours. The form's own line 5 formula computes from whatever you enter there.
How does the FS-10-F handle fringe and indirect?
Fringe posts as one composite-rate row under "Other (Identify)" on Code 80. Code 90 gets the modified direct cost base plus your approved rate — restricted rates generally one to seven percent, non-restricted 10 to 25, or a federally negotiated rate, per NYSED Grants Finance.
Where do the FS-10 and FS-10-A come from?
The proposed budget and budget amendment aren't exports — they're in the free template library as NYSED's official blanks, alongside the FS-25 and FS-10-F.
Does Prove It submit my NYSED 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.