2013-2014 Substitute System of TE

Word version

The purpose of this letter is to inform local educational agencies (LEAs) interested in implementing the substitute system of time-and-effort reporting for the 2013–2014 school year that the final deadline for submitting the required management certification form is Friday, September 6, 2013.

Substitute System of Federal Time-and-Effort Reporting

In 2012, the US Department of Education (USDE) instituted a substitute system of federal time-and-effort reporting for employees supported by multiple cost objectives whose schedule was predetermined and who did not work on multiple activities at the exact same time. Prior to the implementation of the substitute system, those employees were required to document their time and effort every month through personnel activity reports (PARs) or equivalent documentation. Under the substitute system, those employees are now permitted to submit a semiannual certification to document their time and effort.

For school year 2012–2013, when the substitute system was first implemented, the Texas Education Agency (TEA) permitted late submissions of the management certification form because USDE had approved retroactive submissions. For school year 2013–2014, the September 6, 2013, deadline is final. LEAs that do not submit the management certification form by that date will not be eligible to implement the substitute system for school year 2013–2014.

The 2013–2014 management certification will be applicable beginning July 1, 2013, for the 2013–2014 school year. The management certification form for 2013–2014 is available on the Substitute System page of the TEA website.

Required Management Certification

In order for employees to participate in the substitute system, USDE requires that LEAs, including open-enrollment charter schools, submit an annual management certification form to the state educational agency. A Texas LEA may not implement the substitute system without submitting the signed, completed management certification form to TEA by the specified deadline. An LEA may submit the management certification and then decide later not to implement the substitute system.

TEA-Developed Employee Schedule and Certification

TEA has developed a form that employees may use to document and certify to their schedules semiannually. LEAs must either use this form for all employees participating in the substitute system or develop a form of their own that all employees must use. LEAs may not use the TEA form for some participating employees and their own form for others. LEAs that choose to create their own form should be sure to include all elements of the TEA form, which was developed to meet auditor requirements. The employee schedule and certification is maintained in the local business office and is not submitted to TEA.

The employee schedule and certification form is available on the Substitute System page of the TEA website.

For Further Information

See the Substitute System page of TEA website for details regarding the substitute system, including the following:

  • Link to the September 7, 2012, USDE letter originally describing substitute system requirements
  • USDE-required management certification form (to be submitted annually by the LEA to TEA, by the specified deadline)
  • TEA-developed employee schedule and certification (to be completed semiannually by the employee and maintained in the local business office)
  • PowerPoint presentation used in the TETNs presented when the substitute system was implemented
  • An FAQ

For answers to questions not addressed in those resources, email the Division of Grants Administration at grants@tea.texas.gov.


Cory Green
Chief Grants Administrator
Office for Grants and Federal Fiscal Compliance