----------------------------------------
From: DiscretionaryGrants@tea.state.tx.us
Sent: 1/10/2007 11:38:14 AM
To: rteran@hale-center.k12.tx.us;crabone@hale-center.k12.tx.us;rteran@hale-center.k12.tx.us
Subject: NOGA for 2006-2007 TX Educator Excellence Grant
----------------------------------------
DATE :Wednesday, January 10, 2007
TO :Rick Teran
District Number:095903103
District Name :Hale Center ISD-CARR MIDDLE SCHOOL
RE: TX Educator Excellence Grant
This letter contains important information pertaining to your approved eGrants application, expenditure reporting requirements for the above-mentioned grant, and the use of the Expenditure Reporting (ER) system to request grant payments. Please forward these documents to the appropriate persons.
All pages of the approved eGrants application should be reviewed to ensure all funds are expended and all activities are conducted according to the terms and conditions of the approved grant.
Viewing the Approved NOGA
--------------------------------
A PDF copy of the NOGA has been attached to this email. Click on the attachment to open the NOGA. You may also view your approved eGrants NOGA online by going to the TEA eGrants home page at http://www.tea.state.tx.us/opge/egrant/index.html to find the eGrants Toolbox. (You must log on through TEA SE to access the eGrants home page.) Where indicated, select the appropriate program area from the drop list. Click the link in the NOGA column for the desired application. The NOGA will display.
Please note the beginning and ending dates of the grant as stated in the NOGA. All obligations of funds for activities and services must occur within these dates. All goods and services must be received by the ending date of the grant.
Accessing the Approved eGrants Application
-----------------------------------------------
To view your approved eGrants application for review or amendment, return to the TEA eGrants home page at http://www.tea.state.tx.us/ope/egrant/index.html to find the eGrants Toolbox. Log on through TEA SE to access the eGrants home page. Where indicated, select the appropriate program area from the drop box. Click the link in the Amendment column for the desired application. On the next screen, click on the two-digit number in the Amendment column to view your approved application or to begin an amendment. Use the GS2000 Table of Contents schedule and navigation techniques of the original application.
Expenditure Report Forms
---------------------------
The expenditure report form (Report of Project Expenditures) is available to be downloaded from the Awarded Grantees Toolbox on the web at http://www.tea.state.tx.us/opge/grantdev/index.html. These forms are listed by the funding year and SAS number specifically assigned for each grant (a number located on the lower right corner of the approved eGrants application).
Use of ER to Receive Grant Payments
---------------------------------------
Grantees in good standing are required to use ER to record expenditures and request payment. Grantees are strongly encouraged to request payments through ER at least monthly to avoid the impression that activities are not being conducted and/or funds are not being expended.
In order to access the ER system, all individuals reporting expenditures and certifying expenditures are required to have an individual TEA SE username and password. The TEA SE username and password is not to be shared with any other user for security purposes; each user will have his/her own unique username and password.
Note: The TEA SE user name assigned for the ER system is the same username that is used in the eGrants application. If you have applied for and received a TEA SE username for the eGrants application, you may use that same username and password to access the ER system. If you have not yet applied for a TEA SE username and password, you may access the following web link to find the form and instructions for applying for a username: http://www.tea.state.tx.us/forms/tease/er_ext.htm. The username and password will be emailed to you.
You may access the ER application in one of three ways:
1. Type http://www.tea.state.tx.us/opge/egrant/index.html in your web browser. Click on the eGrants: Log on through TEA SE link, to access the TEA SE logon screen. Enter your TEA SE username and password and click the Continue button. Then click on Expenditure Reporting from the application list.
-or-
2. From the TEA homepage (http://www.tea.state.tx.us), click on Grants & Program Evaluation in the left-hand column to access the Office for Planning, Grants and Evaluation web site. Click on the eGrants link. From the eGrants home page, click on the eGrants Log On through TEA SE link to access the TEA SE log on screen. Enter your TEA SE username and password and click the Continue button. Then click on Expenditure Reporting from the application list.
-or-
3. Type http://seguin.tea.state.tx.us/apps/logon.asp to your web browser. Enter your TEA SE username and password and click the Continue button. Then click on Expenditure Reporting from the application list.
Grantees may access the TEA Expenditures Reporting (ER) Reference and Training Manual at http://www.tea.state.tx.us/opge/grantdev/er/tmanual.pdf for instructions and guidance pertaining to ER.
Thresholds
-------------
Thresholds are established for each grant program to allow for the automatic approval of payments as long as the payments are within the established thresholds. Payments will be approved automatically as long as an individual request does not exceed the percent of the total NOGA amount or the cumulative amount requested does not exceed the percent per month, as specified in the Application Guidelines: Part 2 Program Guidelines accompanying this eGrants application.
The system will automatically forward a request for payment that exceeds these thresholds to TEA staff for review and approval. Grantees will be required to fax cumulative expenditures to date by class/object code (the standard expenditure report form may be used) to the Division of Discretionary Grants (FAX 512-463-9811) to document the need for cash in excess of the established thresholds.
TEA staff will consider each request to exceed the established thresholds on a case-by-case basis. Payments exceeding the established threshold will be made only upon receipt and approval by TEA of such documentation. In the event TEA does not receive the requested documentation to exceed the threshold within five business days of the request, the request for payment will be purged from the automated system.
Cash Management Requirements
-----------------------------------
Administrative requirements for grants stipulate that grantees must request cash as close as possible to the time of making disbursements. Grantees should not have more cash on hand than is necessary to meet three days cash needs. Therefore, grantees should request only that amount that will be paid out within three business days once the payment is received from TEA. Payments through ER should be deposited into your depository bank within six to seven business days for the request (provided the request does not exceed the established threshold and there are no other complications with the system). Therefore grantees should request cash no earlier than six working days prior to actual disbursement of funds.
Due Dates of Written Expenditure Reports
-------------------------------------------
Grantees must submit a written semi-annual or other interim expenditure report and a final expenditure report by class/object code on the Report of Project Expenditures form. These expenditure reporting requirements and specific reporting dates are stated in the eGrants Program Guidelines.
Revised Final Expenditure Reports
------------------------------------
In the event the grantee finds it necessary to submit a revised final expenditure report, any revised final expenditure report claiming expenditures greater than the amount initially reported in the final report must be received by TEA within 60 days after the ending date of the grant. Any such revised final expenditure report received after than date, where the grantee is claiming expenditures greater than the amount initially reported in the final report will not be approved, processed, or paid by TEA.
Limitation on Access to ER Final Payments
--------------------------------------------
Grantees may enter cumulative expenditures, not to exceed 90% of the total grant award amount, into the ER system up to 30 days following the ending date of the grant. Grantees will have access to ER to request funds, not to exceed 90% of the grant award, for 60 days following the ending date of the grant in the event such total cumulative expenditures need to be revised. On the 61st day, grantees will not have access to ER to request additional funds or to reduce cumulative expenditures. Any refunds due to TEA (due to over-reporting cumulative expenditures in ER) must be sent to TEA with 15 days of the determination that a refund is due. TEA will record the refund, which will reduce cumulative expenditures in ER. No additional payments will be made until the refund is received and processed. A refund will be accepted at any time.
TEA will not process, approve, or pay any request for additional funds beyond 60 days after the ending date of the grant. Upon receipt of the written final expenditure report and other required documents, such as the final evaluation report, TEA, not the grantee, will enter a payment request into the system to release the final 10% of funds.
Program Reporting Requirements
-----------------------------------
Refer to the eGrants Program Guidelines for program reporting requirements and specific reporting dates. Final payment is contingent upon receipt of all required reports.
Grantee Handbook
---------------------
For additional assistance in administering discretionary grants, the Grantee Handbook: A Procedures Manual for TEA Grant Recipients Administering Discretionary Grant Projects is available and may be accessed at the following web site: http://www.tea.state.us/opge/disc/index.html. Scroll to "Post-Award Resources." The handbook provides helpful information regarding rules, regulations, procedures, and policies for administering grants. It is strongly recommended that the grant program manager, as well as the business manager, access and refer to the handbook frequently for important information pertaining to the administration of grants. In addition, it is the responsibility of the grantee to comply with all grant requirements, including those stated in the applicable RFA and in the applicable SAS schedules, regardless of whether they are addressed in this handbook. Instructions to a specific SAS and guidelines in a specific RFA always supersede the guidance provided in this handbook.
eGrants Amendments
----------------------
Grantees are advised to consult the eGrants Instructions for GS2900 Purpose of Amendment, which is available via the Schedule Instructions button to determine if and when an amendment is necessary. If needed, complete the GS2900 Purpose of Amendment schedule and appropriately modify any other affected scheduled, remembering to save the changes each time. When all changes are complete, click on the Certify and Submit button at the bottom of page 2 of Schedule GS2000 Table of Contents to submit the amendment to TEA.
Amendments are effective on the day they are received in the Agency via the eGrants system in substantially approvable form. This last day to submit an amendment to TEA for this project is 90 days prior to the ending date of the grant. TEA will not process or approve an amendment received after that date.
Assistance
-------------
Please contact the program manager identified in the eGrants Program Guidelines if you have any programmatic-related issues or questions.
For assistance in preparing the expenditure report or for fiscal-related questions, contact the Division of Discretionary Grants at (512) 463-9629.
Please submit all expenditure reports to:
Document Control Center
Texas Education Agency
W. B. Travis Building, Rm. 6-108
1701 N. Congress Avenue
Austin, TX 78701