Substitute System of Federal Time-and-Effort Reporting for School Year 2016–2017

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September 8, 2016

TO THE ADMINISTRATOR ADDRESSED:

SUBJECT: Substitute System of Federal Time-and-Effort Reporting for School Year 2016–2017

Local educational agencies (LEAs) may now request approval to use the substitute system of federal time-and-effort reporting for the 2016–2017 school year.

All Texas LEAs, including open-enrollment charter schools, may use the substitute system. TEA encourages LEAs to consider using the substitute system.

Substitute System of Federal Time-and-Effort Reporting

The substitute system makes time-and-effort reporting easier for employees who meet the following conditions:

  • Work on more than one federal grant award (that is, the employees are supported by more than one cost objective),
  • Work on a set schedule, and
  • Work on only one activity at a time.

Traditionally, employees who work on more than one federal grant award document their time and effort with monthly personnel activity reports (PARs). Under the substitute system, they may use semiannual certifications instead. This substitute system continues to be accepted under the new EDGAR regulations.

Required LEA Management Certification

The US Department of Education requires you to submit a management certification form to TEA before your employees may participate in the substitute system. The management certification form is posted on the Substitute System page of the agency website.

You may submit the management certification form throughout the year. However, the time of submission will determine when you may use the substitute system for the 2016–2017 school year. The management certification form is only required to be submitted once per school year regardless of when it is submitted.

To implement the substitute system…

Submit the certification by…

Fall 2016, spring 2017, and summer 2017 semesters

September 30, 2016

Spring and summer 2017 semesters

December 15, 2016

Summer 2017 semester

May 15, 2017

Submit your signed, completed management certification to TEA by email (to grants@tea.texas.gov), fax (to 512-463-9811), or mail at the following address:

Texas Education Agency
Grants Administration Division
1701 North Congress Avenue
Austin, TX 78701

Once LEAs begin submitting the management certification form, TEA will post a list of approved LEAs on the Substitute System page of the agency website.

Submitting the management certification form does not obligate you to use the substitute system. You may submit the form and then choose not to use the system.

Required Employee Schedule and Certification

Participating employees must complete a schedule and sign a certification at least semiannually. You keep the completed employee forms; you do not submit them to TEA. TEA will request your documentation if your LEA is selected for data validation. If selected, you will receive additional information regarding the validation process.

TEA has developed a sample employee schedule and certification form. It is posted on the Substitute System page of the agency website. The form includes all elements TEA auditors will check. You may use the TEA form, or you may develop your own.

If you develop your own form, ensure it includes all required elements. All your participating employees must use the same form.

For Further Information

The Substitute System page of the agency website links to an FAQ.

For answers to additional questions, submit a request through the TEA Help Desk.

Sincerely,
  

Cory Green, Chief Grants Administrator
Grants Administration Division