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Saint Paul Public Schools, District 625
360 Colborne Street
Saint Paul


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Reasonable, Allowable, Allocable Quick Guide

Reasonable, Allowable, Allocable Quick Guide


The expense is ordinary and necessary for the operation of the district or project.

  • Consistent with needs of the program
  • Expense aligns with the goals and strategies of the program
  • Required for successful implementation of the program


The cost is reasonable.

  • Not more than a prudent person would pay
  • Market price is comparable for similar goods or services in the geographic area

Credits are Passed on to Funder

The expense is a judicious use of public funding.

  • Exercises sound business practice
  • Use of rebates, discounts and coupons is accounted for when requesting reimbursement
    • Rebates must go back to the grant

Supported Expense

There is adequate documentation to justify the expense.

  • Detailed receipts
  • Complete approval process
  • Purchase is within SPPS established practices and policies

Unallowable or Forbidden Expenses

The purchase is consistent with the conditions imposed by the funder.

  • If an item is unallowable for any reason, grant funds can not be used to purchase it

Allocable Expenses

The expense proportionally benefits the programs that paid for it

  • A teacher whose position is 50% grant funded, spends 50% of their time on grant work and activities
  • An item purchased entirely with grant funding should be used only by that program for the duration of the grant