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.

The following links lead to the resources that TEA publishes to assist you with the fiscal aspects of grant administration.

Hurricane Harvey

Refer to the Hurricane Harvey Federal Grant Funding page, prepared by the Department of Contracts, Grants and Financial Administration, for information on Harvey's impact on federal grant funding.

Transition to ESSA

In the 2017-2018 grant year, local educational agencies (LEAs) began completing the new ESSA Consolidated Grant Application to receive federal funding made available through the Elementary and Secondary Education Act of 1965 (ESEA).

Detailed information on the new schedules of the ESSA Consolidated Grant Application, as well as administration of ESSA grant funds and compliance with ESSA regulations, are linked to the Transition to ESSA page of the TEA website.

For details on ESSA requirements for the provision of equitable services to private nonprofit schools (PNPs), refer to the ESSA Private School Equitable Services page of the TEA website.

EDGAR

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. For a complete description of the federal regulations that apply to federal education grant awards, visit USDE’s EDGAR website.

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

Prior Approval, Disclosure, and Justification Forms

EDGAR requires local educational agencies (LEAs) to request approval from or provide justification to the state educational agency before taking certain actions involving grant funds. Visit the Request for Prior Approval, Disclosure, and Justification Forms page to find the forms TEA has developed for LEAs to use in requesting approval or providing justification.

    Other forms are also available to justify specific costs. Those are submitted with some grant applications or maintained locally, as specified in the application's program guidelines.

      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: 

        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 the guidelines.

        Provisions and Assurances

        The General Provisions and Assurances apply to all grants that TEA administers.

          Handbooks and Other Guidance

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

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