December 12, 2012
TO THE ADMINISTRATOR ADDRESSED:
SUBJECT: Substitute System of Federal Time-and-Effort Reporting for Employees Supported by Multiple Cost Objectives
The purpose of this letter is to alert local educational agencies (LEAs) to an action the US Department of Education (USDE) has undertaken to ease the burden of federal time-and-effort reporting for employees supported by multiple cost objectives.
On September 7, 2012, the USDE published a letter describing a substitute system of time-and-effort reporting for employees supported by multiple cost objectives. The Texas Education Agency (TEA) submitted a clarifying question to USDE concerning that letter. TEA has received the requested clarification from USDE, and Texas LEAs are now able to implement the substitute system of time-and-effort reporting once the LEA submits the required management certification to TEA by the February 15, 2013, deadline.
Description of the Substitute System
Currently, employees supported by multiple cost objectives are required to document their time and effort every month through personnel activity reports (PARs) or equivalent documentation. Under the substitute system of time-and-effort reporting, semiannual certification of time and effort is permitted for employees who meet the following conditions:
• The employee must currently work on a schedule that includes multiple activities or cost objectives that must be supported by monthly PARs.
• The employee must work on specific activities or cost objectives based on a predetermined schedule.
• The employee may not work on multiple activities or cost objectives at the exact same time on his or her schedule.
LEAs may implement the substitute system of time-and-effort reporting beginning in the 2012–2013 school year. All Texas LEAs, including all open-enrollment charter schools, are eligible to implement the substitute system.
Requirements for Implementing the Substitute System
In order to implement the substitute system of time-and-effort reporting, the LEA must complete and submit a form to TEA certifying that its system meets certain management requirements. In addition, each employee who chooses to use the substitute system must complete a work schedule and submit a certification to the LEA’s business office.
TEA has developed a required management certification form for LEAs that choose to implement the substitute system as well as a sample form for LEAs to use for employees who choose to use the substitute system. All forms are posted in the Office of the Chief Grants Administrator section of the Grants page of the TEA website.
TEA is holding two TETNs to provide LEAs with more information about the substitute system of time-and-effort reporting and the steps LEAs must take to implement the substitute system. The TETNs will be held at the following times and dates:
• 10:00–11:00 a.m., Monday, January 14, 2013
• 1:00–2:00 p.m., Tuesday, January 15, 2013
For Further Information
LEAs interested in implementing the less-burdensome substitute system of time-and-effort reporting should ensure they attend one of the two scheduled TETNs to learn more about the forms and the substitute system requirements. For answers to specific questions, email the Office of the Chief Grants Administrator at GAFPC@tea.texas.gov.
Cory Green, Chief Grants Administrator
Office for Grants and Federal Fiscal Compliance