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.
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.
- 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.
- 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.
Have a comprehensive system for collecting programmatic and financial data, managing and documenting costs, and ensuring internal controls. Create a timeline to allow time to gather data and submit reports before deadlines.
This can help determine appropriate resources and personnel needed to meet them. These responsibilities should be communicated clearly and in writing. As applicable, be sure that necessary staff have access to the TEA Login (TEAL) system with the appropriate role assigned.
Communicate the policies and procedures to current and new staff. Be sure to review and update the policies and procedures regularly to adjust to current needs and to ensure compliance with federal regulations.
The applicant must maintain effective control over and accountability for all funds, property, and other assets. One person should not be solely responsible for cash management.
The Request for Application (RFA) for each grant is kept up-to-date on the TEA Grant Opportunities page. Grantees are responsible for completing all programmatic and fiscal requirements, meeting all deadlines, and following all posted errata as per the RFA, so it is important to review the page regularly.
Grantees should request payment regularly to indicate that grant activities are being implemented. Only expend funds according to the approved grant budget. Correct mistakes quickly if found. Maintain documentation that permits the tracing of funds to establish that funds have been used in accordance with the approved application.
Refer to the program guidelines and grant application to note what activities require prior approval. Use the forms provided by TEA and follow submission requirements.
By accepting grant funds, grantees agree to submit all required activity, progress, evaluation, and expenditure reports during the project by listed deadlines and in the format specified by TEA.
Conduct regular, careful monitoring of time, money, and records to catch discrepancies and make adjustments to meet the goals and objectives of the grant.
Not all application and budget changes require an amendment, but funds should only be expended according to the most current approved grant application. Visit Amending an Application for guidance.
Should TEA notify you that corrections or other resolution steps are necessary, it is important to respond with the necessary information in a timely manner. Noncompliance can affect a grantee’s risk assessment.
Your ESC is an excellent resource for additional training and guidance related to grants and grant requirements.
For assistance with an application, contact the grant negotiator for your region, or visit the following resources for additional guidance and information.
- Have questions and need answers?
See our FAQs.
- Wondering how to submit Applications and Amendments?
See Applying for a Grant.
- Need to amend your application?
See Amending an Application for guidance.
- Need forms for approval, disclosure, or justification?
Visit our Forms page.
- Looking for budgeting support?
See the Budgeting Costs Guidance Handbook.
- Want eGrants training?
Visit Grant Resources.
- Want to receive news bulletins from our Grants department?
Sign Up for Updates!
Grants Administration Division
Phone: (512) 463-8525
Have questions? View answers to Frequently Asked Questions.
For additional support, email the following as appropriate:
- Grants (general):
- Competitive grants:
- Letter of Interest grants:
- Expenditure reporting: