Validations of Fiscal Data Reported by LEAs for Federal Grants

Word version

July 29, 2016

TO THE ADMINISTRATOR ADDRESSED:

SUBJECT:    Validations of Fiscal Data Reported by LEAs for Federal Grants  

The purpose of this letter is inform local educational agencies (LEAs) that the Division of Federal Fiscal Compliance and Reporting will conduct random validations of the self-reported data submitted by LEAs related to fiscal compliance for federal grants programs.  Listed below are the data subject to validation:

  • SC5050 Request for Federal Funding and Indirect Cost Rate for Charter Schools
  • Special Education Consolidated Federal Grant Application, Schedule BS6016 - Fiscal Compliance Requirements
  • Title I, Part A Comparability Computation Form
  • SC9000 Annual Survey of Children in Local Residential Facilities for the Neglected/Delinquent
  • SC9010 Survey of Children in Stage Agency Facilities
  • Substitute System of Time and Effort Management Certification, Teacher Certifications, and Teacher Schedules

One of the ways that an LEA demonstrates compliance with fiscal requirements is by establishing a system of accountability for federal grant funds.  An effective system of internal controls must be in place to prevent, detect, and reduce the risks of fraud, waste, and abuse of federal grant funds. The purpose of the system is to ensure that LEAs provide reasonable assurance that grant objectives have been meet as required by federal regulations and guidelines.  As part of its internal control process, TEA conducts validations of various LEA self-reported data.

Data Validation Timeline

The table below provides the deadline date for each of the respective eGrants forms and other reports. Any LEA can reasonably expect to be selected for the data validation. TEA will notify selected LEAs to submit their auditable documentation in support of their self-reported data based on the timeline below. The notification includes additional information about the validation process.

eGrants Form/Other Reporting

Deadline Date

Selection and Notification of Data Validation

2016–2017 SC5050
(Not applicable to independent school districts)

April 7, 2016
or
November 1, 2016 (new charters school only)

After the SC5050 submission

2016–2017 Special Education Consolidated Grant Application, Schedule BS6016

August 26, 2016

After application submission

2016–2017 Title I, Part A Comparability Computation Form

November 12, 2016

In advance, around mid-October 2016

2017–2018 SC9000

December 2, 2016

After the SC9000 submission

2017–2018 SC9010
(Applicable only to Windham School District and Texas Juvenile Justice Department)

January 4, 2017

In advance, around mid-October 2016

Substitute System of Time and Effort
(Applicable only to LEAs with an approved substitute system of time and effort)

September 15, 2016, or
December 15, 2016, or
May 15, 2017

After substitute time and effort reporting is approved by TEA

For Further Information

If you have questions, please contact the Division of Federal Fiscal Compliance and Reporting at (512) 463-9127 or by e-mail at compliance@tea.texas.gov.

Sincerely,

Ed Santiago, Senior Director
Division of Federal Fiscal Compliance and Reporting