February 8, 2012
TO THE ADMINISTRATOR ADDRESSED:
SUBJECT: Request to Extend Expenditure Reporting Deadline Process and Procedures
The purpose of this letter is to inform local educational agencies (LEAs) of a new procedure, effective immediately, for requesting an extension to grant expenditure reporting deadlines. Under the conditions described in this letter, an LEA that misses a deadline for either a final or a revised final expenditure report may use this procedure to request an extension to the deadline.
LEAs are reminded that meeting required deadlines is a responsibility of all grantees. Regardless of this procedure, failure to meet expenditure reporting deadlines may result in loss of funds and could cause the LEA to be identified as “high-risk.”
Timeline for Submitting Request for Deadline Extension
An LEA that misses the deadline for a final or revised final expenditure report has 30 days to request an extension of the deadline. If there is no opportunity for a revised final expenditure report, the LEA has 10 days after the final expenditure reporting deadline to submit the request. See the Expenditure Reporting Deadline section, below, for information on determining whether a grant offers the opportunity for a revised final expenditure report.
Requests will not be considered that are submitted more than 30 days after the final or revised final expenditure reporting deadline or, in the case of grants with no opportunity for a revised final expenditure report, more than 10 days after the final expenditure reporting deadline.
Requests for expenditure deadline extensions are not granted automatically. Texas Education Agency (TEA) staff will evaluate each request on a case-by-case basis, with the decision to extend a deadline remaining completely within TEA’s discretion. Requests are considered by weighing a number of factors related to the request itself, the individual grant program, and the time at which the request is submitted. TEA reserves the right to review all supporting documentation, such as the general ledger, in determining whether a request will be granted.
All requests for extensions to expenditure reporting deadlines must be submitted via email using the Request to Extend Expenditure Reporting Deadline form. The form is posted via the Request to Extend Expenditure Reporting Deadline link on the TEA Grant Resources page of the TEA website.
TEA will notify the LEA of the approval or denial of the request. As a corrective action, any LEA whose request for an expenditure reporting deadline extension is granted is advised that in the future, it must comply with expenditure reporting deadline requirements.
Expenditure Reporting Deadline Information
LEAs may find expenditure reporting deadlines listed on the TEA Grant Opportunities page. From the “Application Name” dropdown list, select the name of the grant. Scroll down to the “Critical Events” section to find dates for all expenditure reports due for the grant. On occasion, an errata notice will be posted to correct the date of an expenditure reporting deadline. Therefore, grantees should also check the errata notices for particular grants.
For further information regarding either expenditure reporting or the process for requesting an expenditure reporting deadline extension, please contact the Cash Management/Fund Control unit in the Division of Grants Administration, at (512) 463-8525 or GAFPC@tea.texas.gov.
Chief Grants Administrator
Office for Grants and Fiscal Compliance