Administering a Grant

Once you receive your grant funds, you begin the complex process of administering your grant. You must follow regulations that govern how to document changes you make to your program, how to properly budget and expend grant funds, and how to meet the requirements outlined in your grant agreement. TEA publishes various resources to assist you with the fiscal aspects of grant administration.

The New EDGAR

On December 26, 2014, new regulations from the Office of Management and Budget (OMB), codified as Title 2 of the Code of Federal Regulations (2 CFR) Part 200, were incorporated into general federal regulation. This change resulted in major updates to 34 CFR, also known as the Education Department General Administrative Regulations (EDGAR). The new EDGAR consists of multiple parts and regulations. For a complete description of the federal regulations that apply to federal education grant awards, visit USDE’s EDGAR website.

Refer to The New EDGAR page of the TEA website for details on the new regulations, including their effective/applicability date, purpose, a list of the OMB circulars they replace, and links to related TEA grantee guidance.

Prior Approval and Disclosure Forms under the New EDGAR

The new EDGAR requires local educational agencies (LEAs) to request approval from the state educational agency before taking certain actions involving grant funds. TEA has developed forms for LEAs to use in requesting that approval.

Allowable Cost and Budgeting Guidance

The following federal and TEA guidance relates to allowable costs:

Amendment Submission Guidance

After TEA approves your grant application, you may need to change your approved program. In some cases, you must submit an amendment to the application, which TEA must approve. Refer to the following resource to determine what changes to the program must be documented and approved through the amendment process: When to Amend the Application (PDF), accompanied by a training presentation (PPT).

    Expenditure Reporting Guidance

    To receive reimbursement for grant-related expenditures, grantees must submit their expenditure reports through the expenditure reporting (ER) system. Refer to the following guidance for help with expenditure reports:

    General and Fiscal Guidance

    The General and Fiscal Guidelines are part of every request for application (RFA) that TEA publishes. Because these guidelines apply to all grants that TEA administers, all program directors should be familiar with them.

    The General and Fiscal Guidelines page of the TEA website links to two versions of the guidelines, which  are applicable as follows:

    • The version titled "General and Fiscal Guidelines (through Dec. 25, 2014)" applies to grants issued before Dec. 26, 2014.
    • The version titled "General and Fiscal Guidelines: The New EDGAR" applies to grants issued on or after Dec. 26, 2014.

    Handbooks and Other Guidance

    The Division of Grants Administration has developed the following guidance handbooks to assist grantees in administering their grants:

    The following links provide grantees with other grant-related guidance:

    Provisions and Assurances

    Depending on the grant program, various provisions and assurances may apply.

    The General Provisions and Assurances apply to all grants that TEA administers. The Provisions and Assurances page of the TEA website links to two versions of the General Provisions and Assurances, which are applicable as follows:

    • The version titled "General Provisions and Assurances (through Dec. 25, 2014)" applies to grants issued before Dec. 26, 2014.
    • The version titled "General Provisions and Assurances: The New EDGAR" applies to grants issued on or after Dec. 26, 2014.

      Federal Regulations  

      The Code of Federal Regulations details how statutory authority is to be interpreted. Title 34 of the Code of Federal Regulations (34 CFR), known as the Education Department General Administrative Regulations (EDGAR), pertains to TEA grants.With the incorporation of new OMB guidance into general federal regulation, EDGAR has been updated. The new EDGAR consists of multiple parts and regulations. For a complete description of the federal regulations that apply to federal education grant awards, visit USDE’s EDGAR website.

      Grants Awarded on or after December 26, 2014

      The New EDGAR went into effect on December 26, 2014. The new regulations govern all grants awarded by the US Department of Education to TEA or an LEA on or after that date.

      Refer to The New EDGAR page of the TEA website for links to training presentations and other information on the implementation of the new regulations in the 2015–2016 grant year.

      Grants Awarded before December 26, 2014

      Grants awarded by TEA before December 26, 2014, will continue to be governed by the following OMB circulars, which were in effect when the grants were awarded: