Administering a Grant

Once a grantee receives a Notice of Grant Award, it is the grantee’s responsibility to comply with all grant policies and regulations. This includes meeting all listed deadlines, maintaining financial and programmatic records with supporting documentation, submitting payment requests based on approved budget costs and allowable activities, and submitting required reports. The following sections give an overview of these processes, and the section Best Practices for Administering a Grant provides helpful grant management strategies.

Guidelines, deadlines, and other pertinent information are kept up-to-date on the grant’s Request for Application (RFA) on the TEA Grant Opportunities page. It is the applicant’s responsibility to periodically check the RFA for any posting of errata notices that correct errors or identify significant changes to the grant program. Please note that changes affecting multiple grants may be provided as a Universal Errata notice.

Compliance

Grant recipients are subject to all statutory and regulatory requirements and policies, as well as specific grant guidelines. To ensure compliance with all terms and conditions, TEA monitors and reviews grantee activities. Additionally, TEA conducts annual risk assessments and may perform on-site visits or audits. Such duties are carried out by TEA’s Federal Fiscal Compliance and Reporting (FFCR) and Federal Fiscal Monitoring divisions. Should a grantee fail to comply with the terms and conditions of the grant program, the grantee may be subject to Corrective Action.

Additional Resources

• The Guidelines, Provisions, and Assurances page provides information regarding general, fiscal, or programmatic guidelines as well as required provisions and assurances. The General and Fiscal Guidelines are applicable to all grants administered by TEA and describe standard grant processes and requirements, as well as guidance for distribution and management of grant funds. Review these guidelines for additional information on such topics as obligation of funds, procurement, equipment acquisition and disposition, direct administrative and indirect costs, programmatic reports, equitable access, and more.
• A grant’s Program Guidelines and RFA, accessible through the TEA Grant Opportunities page, identify requirements for that specific grant program.
• The EDGAR Materials and Resources page provides an overview of the regulations governing federal education grants.

Forms and Reports

Forms for Prior Approval, Disclosure, and Justification

EDGAR requires subgrantees to take specific steps to seek approval or document intent before expending federal funds on certain activities. TEA has developed different forms to help local education agencies (LEAs) meet these requirements. TEA will provide a formal response for each request submitted. Certain forms may be maintained locally but must be provided to TEA upon request.

Programmatic and Fiscal Reports

Grant recipients are required to provide other programmatic and fiscal reports according to the General and Fiscal Guidelines and the grant’s Program Guidelines, accessible through the TEA Grant Opportunities page. Reporting requirements vary depending on the grant. Additionally, grantees must respond to any audit requests or other questions from TEA.

Time and Effort 

Documentation of time and effort is required to support payroll costs for personnel whose salaries are paid in whole or in part with federal funds or are used to meet a cost share/match requirement. Please visit TEA’s Substitute System of Time and Effort Reporting page for additional information.

Payment Requests and Expenditure Reporting

Grantees use the electronic expenditure reporting (ER) system to record allowable expenditures by class/object code and request payment for those expenditures. This system allows grantees to attach related documents, provide required narrative justification, or submit refund payments. To access the ER system, grantees must log into their TEA Login (TEAL) account. Visit Expenditure Reporting to learn more.

Grantees are encouraged to request payment for expenditures regularly to indicate to TEA that they are spending funds and carrying out activities according to the approved application and established timelines. Payment requests must be certified and submitted by an authorized grantee official. Final and revised final expenditure reporting deadlines are listed on the grant’s RFA on the TEA Grant Opportunities page.

Additional Resources

• Expenditure Reporting (ER) Quick Reference Guide: Provides step-by-step instructions for submitting an expenditure report
• Grant Resources: Provides additional resources for fiscal support

Amending an Application

Should a grant recipient need to make changes to the grant program described and budgeted in an application already approved by TEA, it may be necessary to submit an amendment for approval. Amendments must also comply with all applicable grant requirements and are subject to negotiation for approval. This process is described more fully in Amending an Application. The Last Amendment Due Date is listed on the grant’s RFA on the TEA Grant Opportunities page.

Fund Reallocations and/or Carryover

Formula-grant funding amounts may be recalculated if there are changes to the amount of grant funding made available by USDE or when population data and statutory formulas are finalized. Additionally, many federal grants authorize unobligated funds remaining at the end of a grant period to be carried forward to the next budget period. This allows grant recipients to use unexpended balances from the prior fiscal year to cover allowable costs in the current grant budget period. Should funding amounts change, it may be necessary for grantees to adjust their budget schedules through an amendment process. 

Best Practices for Administering a Grant

The following strategies support effective grant management.