September 15, 2015
TO THE ADMINISTRATOR ADDRESSED:
SUBJECT: School Health and Related Services
(SHARS) Reporting Requirement
letter describes a reporting requirement applicable to local educational
agencies (LEAs) and fiscal agents that received or administered funds awarded
through the Individuals with Disabilities Education Act, Part B (IDEA-B) grant
program for either the 2013–2014 or 2014–2015 school year, or both.
calculate IDEA-B LEA maintenance of effort (MOE) compliance determinations, TEA
must know how LEAs and fiscal agents expended any reimbursements they received
under the School Health and Related Services (SHARS) program.
LEAs that received IDEA-B grant funding in either the 2013–2014 or 2014–2015
school year, or both, must therefore submit the SHARS Reimbursement Report form,
regardless of whether they received SHARS reimbursements.
SHARS Reimbursement Report form is available from the GFFC Reports and Data
Collections application. The deadline for submitting the form is October 31,
SHARS and IDEA-B LEA MOE
The SHARS program
allows Texas LEAs to request Medicaid reimbursement for certain health-related
services provided to students with disabilities.
with Title 34 of the Code of Federal Regulations (34 CFR) §300.154(g)(2),
if an LEA spends SHARS
reimbursements for special education services, that subsequent
expenditure must be excluded for IDEA-B LEA MOE purposes from the final
calculation of state and local expenditures.
SHARS Reimbursement Report Form
The SHARS Reimbursement Report form is available from the
GFFC Reports and Data Collections application. To complete the form, you must
select the option that is applicable to school year 2013–2014 and to school
- Option 1: The LEA did not participate in the
SHARS Medicaid program and thus did not receive any SHARS Medicaid
reimbursements to expend again in the special education program.
- Option 2: The LEA received SHARS Medicaid reimbursements
but did not expend any of the reimbursements in the special education program.
- Option 3: The LEA received SHARS Medicaid reimbursements
and made subsequent expenditures with the reimbursements in the special
If option 3 applies to you, you must report the total amount
of your subsequent expenditures. The
total must include the amount expended by your LEA. If you participate in a
Shared Services Arrangement, the total must also include the amount the fiscal
agent expended on behalf of your LEA.
TEA will use the information you report in the calculation
of fiscal year 2015 IDEA-B LEA MOE compliance determinations. The
determinations will be made available in spring 2016.
You should maintain the supporting documentation that was
used to support the amounts you are reporting. LEAs may be required to submit
the supporting documentation to TEA in a validation process.
received IDEA-B federal grant funding in the 2013–2014 or 2014–2015 school year
must submit the SHARS Reimbursement Report form by October 31, 2015.
Form Availability and Submission
The SHARS Reimbursement Report form is available through the
GFFC Reports and Data Collections application. The form must also be submitted
through that application, as follows:
- Select “GFFC Reports and Data Collections.”
- Select “Download Response Documents” to download
- Select “Upload Response Documents” to submit the
- From the Report Title drop-down menu, select “SHARS
for IDEA-B LEA MOE.”
- From the School Year drop-down menu, select
- From the Response Doc Type, select “Response
- Select “Browse” to locate your completed, signed,
and scanned form.
- Select “Upload Document.”
Remedies for Noncompliance
If you do not submit the SHARS Reimbursement Report form
by the October 31, 2015, deadline, 34 CFR §80.43 authorizes TEA to
apply one or more of the following remedies for noncompliance:
- Temporarily withhold cash payments pending
correction of the deficiency or more severe enforcement action.
- Disallow all or part of the cost of an activity
or action not in compliance.
- Wholly or partly suspend or terminate the
- Withhold further awards for the program.
- Take other remedies that may be legally
For Further Information
The IDEA-B LEA
Maintenance of Effort page of the TEA website provides
a link to SHARS guidance and to the IDEA-B LEA MOE Guidance Handbook. These
resources describe requirements related to SHARS and IDEA-B LEA MOE.
If you have further questions about the SHARS reporting
requirement, please contact the Division of Federal Fiscal Compliance and
Reporting at (512) 463-9127 or by e-mail at email@example.com.
Ed Santiago, Senior Director
Division of Federal Fiscal Compliance and Reporting