Important: Fiscal Year End Claim Deadlines and EGMS Shutdown Scheduled for 7/21/2025-8/1/2025

Dear School District Business Managers, Agency Heads, Fiscal Contacts, and EGMS Users,

You are receiving this notice because you are on our business manager list, you are listed as an EGMS user for your institution, or your organization has had open subgrants in EGMS recently and you are listed as an agency head or fiscal contact. 

In this Message 

• Electronic Grant Management System (EGMS) annual shutdown scheduled for 7/21/2025-8/1/2025 (no claims may be submitted during this time)
• Fiscal year end claim deadlines and sequencing

The Oregon Department of Education is providing you this advance notice that the Electronic Grant Management System (EGMS) will be closed for two weeks for our external users 7/21/2025-8/1/2025. No claims may be submitted during this time. This shutdown is necessary to close our fiscal year and roll continuing funding into the next biennium.

EGMS Closure

EGMS will close at 12:01am Monday, 7/21/2025 and reopen at 11:59pm on Friday, 8/1/2025.

End of Fiscal Year Claims

For expenditures incurred within the period of performance ending 6/30/2025 to be included in ODE’s 7/1/2024-6/30/2025 fiscal year reporting (Schedule of Expenditures of Federal Awards (SEFA) report and financial statements), please enter claims in EGMS and provide any required backup documentation to your grant manager(s) by email no later than Sunday, 7/20/2025.

Any claims entered after EGMS reopens will be coded in the next fiscal year. Most grants ending 6/30/2025 have a 45-day claim window ending Thursday, 8/14/2025—please review your grant agreements and Subgrant Award Notifications (SAN reports) to ensure that you are aware of your claiming deadlines and backup documentation requirements. EGMS will send automated reminders that grant end dates are approaching.

Special Reminder for Grantees Using Cash Basis Accounting Practices Regarding Timing of Payments

As a reminder, the cash basis of accounting is a method that recognizes revenues and expenses at the time cash is received or paid out. If your organization uses the cash basis of accounting, operates on a fiscal year ending June 30, and needs expenditures to be recorded on the Schedule of Expenditures of Federal Awards (SEFA) report and financial statements for the fiscal year ending June 30, your claims must be placed in EGMS no later than Sunday, 6/15/2025. Otherwise payment for any claims submitted after this date may not arrive until the next fiscal year. Please plan appropriately for your submission needs.

Specific Planning Items

• If you have expenditures that need to be included in your annual Schedule of Expenditures of Federal Awards (SEFA) report, your claims must meet the 7/20/2025 deadline (or the 6/15/2025 deadline for cash-basis accounting).
• Please do not combine expenses from June and July service dates within the same claim—they are from separate state fiscal years and must be reported separately.
• Claims made after EGMS reopens for expenditures incurred June 30 or earlier will be paid in the next fiscal year.
• July claim payments may also be delayed.
• If payroll or other urgent expenditures are contingent upon payment of your EGMS claims or if personnel will be unavailable to make claims before the EGMS shutdown, please plan accordingly.

Contact Us

• We invite you to visit the EGMS page on the ODE District website for more resources, including our user guide and the current EGMS Access Request Form, which you may use for adding and removing EGMS permissions and subgrant contacts.
• ODE is committed to timely, accurate, efficient, and reliable service to enable your institution to serve the students of Oregon. Please contact ode.egms@ode.oregon.gov with any questions. You will receive this communication periodically between now and when the shutdown occurs.