time-and-effort reporting requirement comes from the US Department of
Education’s (USDE's) new Education Department General Administrative Regulations (EDGAR).
EDGAR requires employees who work on
multiple activities or cost objectives to document their time and effort in one
of two ways:
- By meeting the characteristics in
2 CFR 200.430(i) or
- Through an approved
submitting, and maintaining monthly documentation can be cumbersome for
employees and local educational agencies (LEAs). To reduce that burden, the USDE has approved a substitute system. Under the
substitute system, employees may submit semiannual certifications instead of
LEA Requirement: Management Certification
you to submit a management certification form (PDF) to TEA before your employees may
participate in the substitute system.
You must submit
a new management certification form for each school year. Even if you submitted a
management certification form for the 2016-2017 school year, you must submit a
new form for 2017-2018.
You may submit
the management certification form throughout the year. The management certification form is only required to be submitted once per school year, regardless of when it is submitted. The time of submission
determines when you may use the substitute system for the 2017-2018 school
- Submit by Sept. 15, 2017, to use
the system in the fall, spring, and summer semesters.
- Submit by Dec. 15, 2017, to use
the system in the spring and summer semesters.
- Submit by May 15, 2018, to use the
system in the summer semester.
signed, completed management certification to TEA by email (to firstname.lastname@example.org), fax (to 512-463-9811), or mail at
the following address:
Grants Administration Division
1701 North Congress Avenue
Austin, TX 78701
meet eligibility requirements and must complete and submit an employee schedule
must meet all the following conditions to participate in the substitute system:
- The employee’s schedule must
include multiple activities or cost objectives.
- The employee must work on a set
- The employee may not work on
multiple activities or cost objectives at the exact same time.
Employee Schedule and Certification
participating employees to complete an employee schedule and certification form (Excel). This form was developed by TEA. It includes all
elements that TEA auditors will check. Refer to this sample schedule and certification (Excel) to see how the form should be completed.
You may use the
TEA form, or you may develop your own. If you develop your own form, ensure it
includes all required elements. All your employees must use the same form.
You keep a copy
of each participating employee’s schedule and certification; you do not submit
these documents to TEA.
schedule and certification are completed after the fact, to document time the
employee has actually worked.
participating employees must complete the schedule and certification, if not
waived by Ed-Flex, at least every six months.
To meet the
requirement that the certification coincide with one or more pay periods, the
certification must be signed immediately after the last pay period of the time
span being certified (that is, the last pay period of the school semester or
must complete a new schedule and certification if his or her schedule changes
by more than 10 percent.
List of Approved LEAs
Once LEAs begin
submitting management certification forms, the list of approved LEAs will be
linked below. Allow two weeks from the time you submit your form for your LEA
to appear on this list. If your LEA is still not listed, email the Grants Administration Division at email@example.com.
2017-2018 School Year List of Approved LEAs, sorted alphabetically by LEA
2016-2017 School Year List of Approved LEAs, sorted alphabetically by LEA
2015-2016 School Year List of Approved LEAs, sorted alphabetically by LEA
2014-2015 School Year List
of Approved LEAs, sorted alphabetically by LEA
2013-2014 School Year List
of Approved LEAs, sorted alphabetically by LEA
Single or Multiple Cost Objectives
system is for employees who work on more than one federal grant award. Those
employees are said to be supported by multiple cost objectives.
employees who work on a single federal grant award are paid out of multiple
fund sources. As long as the employee can legitimately be paid out of a single
fund source, he or she is supported by a single cost objective. Unless waived
by Ed-Flex, those employees should always submit semiannual certifications.
Refer to this substitute system FAQ (PDF 84 KB) for answers to common questions.
For answers to
other questions about the substitute system, contact the Grants
Administration Division at (512) 463-8525 or firstname.lastname@example.org.