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    Correspondence for Independent School Districts
  • December 11, 2018

    Posted by Business Center on 12/11/2018

    Update to HHSC ‘Third Party Liability for SHARS Interim Claims’

    TEA recently provided another notification of updates to information posted on the Health and Human Services Commission (HHSC) webpage regarding School Health and Related Services (SHARS). Previous notices were posted on May 21, 2018 and August 28, 2018. This notice provides detail for modified billing practices. The responsibility of school districts and open-enrollment charter schools regarding the modified billing policy is described in the recent TEA correspondence found at:  SHARS

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  • December 5, 2018

    Posted by Business Center on 12/5/2018
    1. Statewide Indirect Cost Rate Proposal and Additional Costs Workbook Training at ESC Region 11

    The Texas Education Agency (TEA) is providing a training opportunity across the state for school districts interested in learning more about completing the request for an indirect cost rate for 2019–2020. TEA has made the PowerPoint, forms, and other resources for this session available on TEA’s Indirect Cost Rates webpage.

    ***ESC Region 11 will stream the training on December 7, 2018 from 9:00am – noon in our TETN room. There is limited seating, so register using this link to make sure you secure a seat.

    1. 2019-2020 Process for Requesting an Indirect Cost Rate for ISDs:

    Independent school districts (ISDs) must request an indirect cost rate each year by completing and submitting the Indirect Cost Rate Proposal (ICRP) Additional Costs Workbook (ACW). The deadline for submitting the workbook, and thus requesting an indirect cost rate for 2019–2020, is January 18, 2019.  

    • The submission of the ICRP ACW serves as an ISD’s request for an indirect cost rate.
    • Rates will be calculated only for ISDs that submit a completed workbook.
    • If the ISD does not submit a completed workbook, TEA will not calculate or issue a rate for that ISD for the 2019–2020 school year. 

    ISD and TSDS/PEIMS Data

    • The ISD provides approximately 10% of the data, and
    • The remaining 90% of the required data are drawn from the ISD’s certified Public Education Information Management System (PEIMS) data.

    Instructions for completing the workbook are available on the Indirect Cost Rates webpage.

    The original correspondence can be found at: Indirect Cost Rate

    1. New TEA Guidance on Micro-Purchase Flexibility Under EDGAR

    TEA recently released correspondence that provides new guidance and flexibility regarding micro-purchases.

    As required under EDGAR, the micro-purchase threshold of $10,000 is an aggregate amount applied to all of the LEA’s federal grants throughout the fiscal year. To increase LEAs’ micro-purchase flexibility, TEA is providing the following guidance:

    • The $10,000 “aggregate amount” threshold applies to purchases of “like-types” of items.
    • In its local policies and procedures, the LEA must define what like-types of items may be micro-purchased.
    • The $10,000 threshold applies to each like-type that the LEA defines.
    • Once the LEA reaches the $10,000 threshold, it must follow small purchase procedures and collect at least two price quotes for additional purchases of items for that like-type.
    • A like-type may correlate to a subcategory of a commodity code (not to the commodity code itself).
    • Like-type may not be defined as a single purchase order or a single vendor.
    • For each like-type that the LEA defines in its local policies and procedures, it may expend up to the $10,000 threshold across all its federal grant funds for the entire fiscal year.
    • TEA does not limit the number of like-types that the LEA may define, nor does TEA limit the cost of the items categorized as like-types. LEAs must be aware, however, that their like-type definitions are subject to monitoring and audit.

    LEAs must be prepared to submit their like-type definitions to TEA monitors and auditors. The TEA correspondence can be found at:  Micro Purchase under EDGAR

    1. Grant Opportunity - Request for Competitive Letters of Interest for Developing Middle School College and Career Readiness Free Instructional Resources and Materials

    TEA recently announced a grant opportunity to develop College and Career Readiness (CCR) Free Instructional Resources and Materials (FIRM) for middle school.  Eligible applicants may be awarded up to $725,000 for the development of instructional resources and materials. The deadline to submit the application and supporting materials is January 4, 2019.

    The TEA correspondence with more details can be found at:  Career Readiness

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  • Nov. 29, 2018

    Posted by Business Center on 11/29/2018

    Reminder – December 14 Deadline:  Attendance Projections for the 2019-2020 and 2020-2021 school years

    The legislature will use attendance projections to determine the cost of public education for the next biennium (school years 2019-2020 and 2020-2021). The payments made to your LEA during the year will be based on the estimated student counts shown in the Legislative Payment Estimate (LPE) column of the Summary of Finances (SOF). LEAs are given an opportunity to review and adjust the data in TEA's projection subsystem.  The Attendance Projections subsystem in the online Foundation School Program (FSP) System opened on October 15, 2018. The subsystem will remain open till midnight on December 14, 2018. Please review and submit necessary data changes before the deadline.

    If you submit the attendance projections data by December 14, 2018:

    • TEA will use your ADA and FTE estimates in state aid calculations for school years 2019–2020 and 2020-2021. 

    If you do not submit the attendance projections data by December 14, 2018:

    • TEA will use the ADA and FTE estimates established in the Attendance Projections subsystem as part of the appropriations process in state aid calculations for school years 2019-2020 and 2020-2021.

    The TEA correspondence can be found at:Attendance Projections

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  • November 20, 2018

    Posted by Business Center on 11/20/2018
    1. Official Notification of the 2017–2018 Release of Final FIRST Ratings

     Final 2017–2018 Financial Integrity Rating System of Texas (FIRST) ratings based on fiscal year 2017 are now publicly available on the Texas Education Agency (TEA) website. Within two months of the release of its final FIRST rating, your LEA must announce and hold a public meeting to distribute a financial management report that explains the LEA’s rating and its performance under each indicator for the current and previous year’s ratings.

     For full requirements related to the report and meeting, see 19 TAC §109.1001(q). For a template that your LEA can use in developing its financial management report, see the TEA FIRST web page or FIRST Rating for Charter Schools web page.

     

    1. Statewide Indirect Cost Rate Proposal and Additional Costs Workbook Training

     The Texas Education Agency (TEA) is collaborating with regional Education Service Centers (ESCs) to provide three training opportunities across the state for school districts interested in learning more about completing the request for an indirect cost rate for 2019–2020.

    This training session is designed to inform school districts of the upcoming timeline for ICRP activities and updated procedures. School districts that want an indirect cost rate for school year 2019–2020 must submit an ICRP ACW by January 18, 2019. This training is intended to assist school districts in meeting this deadline. Staff from TEA will discuss the ICRP ACW procedures and timelines, offer examples and explanations, walk districts through the worksheets and required data, and allow time for specific questions.

    Dates/Times/Locations:  Three ESCs will be hosting training on the following dates:

    • November 30, 2018, from 1:00–4:00 PM, at ESC Region 6 in Huntsville Register
    • December 6, 2018, from 9:00 AM–noon, at ESC Region 18 in Midland Register
    • December 7, 2018, from 9:00 AM–noon, at ESC Region 1 in Edinburg Register

    TEA staff will make the presentations on location at the hosting ESCs which are encouraged to video stream, videotape, or record and make available to school district staff who are unable to attend.  To register to attend in person or to access the available resources remotely, LEA staff should contact the respective hosting ESC for information.

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  • November 7, 2018

    Posted by Business Center on 11/7/2018

    Reminder to File Annual Financial Report for June 30 districts/charters

    School districts and charter schools must:

    1. Prepare its annual financial statements,
    2. Have its annual financial statements audited by a licensed independent CPA firm, and
    3. Submit the resulting audited annual financial and compliance report (AFR), and additional data to the Texas Education Agency (TEA) for review.

    An AFR is due to TEA no later than 150 days after the close of a district’s fiscal year. The following table shows the due dates for different fiscal year calendars.

    If a district’s fiscal year ends on:

    then the AFR is due to TEA on or before:

    August 31

    January 28

    June 30

    November 27

     

    An LEA’s audited AFR must be approved by its board.

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  • Oct. 17, 2018

    Posted by Business Center on 10/17/2018
    1. Reminder of Annual Financial Report Due Dates:

    Annual Financial Reports must be filed with TEA each year.  Due dates are:

    • Fiscal Year End June 30:  November 27, 2018
    • Fiscal Year End August 31: January 28, 2019

      

    1. Upcoming LEA Deadline: Title I, Part A Comparability of Services Requirement for the 2018-2019 School Year

    Each year LEAs that receive Title I, Part A funding are required to document their compliance with the Title I, Part A comparability of services requirement under ESSA.

    • All LEAs that receive Title I, Part A funding must complete and submit to TEA the Comparability Assurance Document (CAD).
      • The CAD is now available for completion and submission electronically through an online survey.

     

    • LEAs that do not meet one of the defined exemption criteria must also complete and submit to TEA the Comparability Computation Form (CCF).
      • The CCF, along with instructions for completing/submitting the form are available on the Title I, Part A Comparability of Services page of the TEA website and through the Grants and Federal Fiscal Compliance (GFFC) Reports and Data Collections secure application, accessible through TEAL.

     

    • The deadline for submitting the CAD, and CCF if applicable, is November 16, 2018.

     

    • Potential Consequences of Failing to Comply:  If you do not submit the appropriate comparability form(s) by the November 16, 2018, deadline, then TEA may apply one or more of the following enforcement actions in accordance with Title 2 of the Code of Federal Regulations, §200.338:
      • Temporarily withhold cash payments pending correction of the deficiency or more severe enforcement action
      • Disallow all or part of the cost of an activity or action not in compliance
      • Wholly or partly suspend or terminate the federal award
      • Initiate suspension or debarment proceedings
      • Withhold further federal awards for the program
      • Take other remedies that may be legally available

    The TEA correspondence can be found at:  LEA Deadline

     

    1. Attendance Projections for the 2019-2020 and 2020-2021 school years

    Attendance projections are estimates of student average daily attendance (ADA) or full-time equivalent (FTE) counts by program or instructional setting. The Texas Education Agency (TEA) develops these attendance projections and provides them to the Texas Legislature by March 1, 2019. The legislature then uses these projections to determine the cost of public education for the next biennium (school years 2019-2020 and 2020-2021). The payments made to your school district during the year are based on the estimated student counts shown in the Legislative Payment Estimate (LPE) column of the Summary of Finances (SOF). LEAs are given an opportunity to review and adjust the data.  The Attendance Projections subsystem in the online Foundation School Program (FSP) System opened on October 15, 2018. Please review and submit adjustments by midnight on December 14, 2018.

     

    If you submit the attendance projections data by December 14, 2018:

    • TEA will use your ADA and FTE estimates in state aid calculations for school years 2019–2020 and 2020-2021.

     

    If you do not submit the attendance projections data by December 14, 2018:

    • TEA will use the ADA and FTE estimates established in the Attendance Projections subsystem as part of the appropriations process in state aid calculations for school years 2019-2020 and 2020-2021.

     

    The TEA correspondence can be found at: Attendance Projections

     

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  • Oct 11, 2018

    Posted by Business Office on 10/15/2018
    1. Financial Hardship Transition Program and Adjustment for Rapid Decline in Taxable Value of Property

    A recent TEA correspondence provided important information to school districts and charter schools that are eligible for state funds under the Financial Hardship Transition Program and the Adjustment for Rapid Decline in Taxable Value of Property.  Districts do not need to apply to TEA to receive the payment from either program.  Payments are scheduled for this month, October 2018.  LEAs that are eligible for both programs, will receives funds for only the program that provides the greater amount. 

    The correspondence can be found at: Hardship Program

    1. Request for Letters of Interest for 2019-2020 Math Innovation Zones (MIZ) Planning and Execution Grants

    A recent TEA correspondence requests Letters of Interest to participate in the MIZ grant program. 

    Details and timelines are available in the correspondence that can be found at:  Math Innovation

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  • Oct. 3, 2018

    Posted by Business Office on 10/3/2018

    School Health and Related Services (SHARS) Reporting Requirement:

    All LEAs that received IDEA-B grant funding in the 2017–2018 school year must submit the SHARS Reimbursement Report Survey, regardless of whether they received SHARS reimbursements.

    TEA has developed a SHARS Reimbursement Report Survey to collect this information and is also available from the SHARS and IDEA-B LEA MOE Guidance page of the TEA website.

    Refer to these SHARS survey instructions for information on how to access and submit the survey by the October 31, 2018 deadline.

     

    The TEA correspondence in reference to this information can be found at: SHARS

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  • September 18, 2018

    Posted by Business Center on 9/18/2018
    1. Competitive Grant Opportunities for Recruiting and Preparing Teachers and Principals

    The Texas Education Agency (TEA) recently announced the opening of grant opportunities for the 2019–2021 Grow Your Own, Cycle 2 and 2019–2020 Principal Preparation, Cycle 2 grant programs.  The original TEA Correspondence can be found at:  Recruiting

     

    1. Validations of Fiscal Data Reported by LEAs for Federal Grants 2018-2019

    A recent TEA correspondence informs LEAs that the Federal Fiscal Compliance and Reporting Division will conduct random validations of the self-reported data submitted by LEAs related to fiscal compliance for federal grants programs.  Listed below are the data subject to validation this school year. Additional data validations may be added as needed.

    • SC5050 Request for Federal Funding and Indirect Cost Rate for Charter Schools
    • Title I, Part A Comparability Computation Form
    • SC9000 Annual Survey of Children in Local Residential Facilities for the Neglected/Delinquent
    • SC9010 Survey of Children in Stage Agency Facilities
    • Substitute System of Time and Effort Management Certification, Teacher Certifications, and Teacher Schedules
    • Special Education Consolidated Federal Grant Application, Schedule BS6016 - Fiscal Compliance Requirements

    An effective system of internal controls is extremely important to demonstrate accountability.  Therefore, the LEAs internal control system will be part of the review.

    Data Validation Timeline:


    eGrants Form/Other Reporting

    Deadline Date

    Selection and Notification of Data Validation

    2018–2019 SC5050
    (new open-enrollment charter school submission)

    November 1, 2018

    After the SC5050 submission

    2018–2019 Title I, Part A Comparability Computation Form (CCF)

    November 12, 2018

    After the CCF submission

    2019–2020 SC9000

    December 5, 2018

    After the SC9000 submission

    2019–2020 SC9010
    (Applicable only to Windham School District and Texas Juvenile Justice Department)

    January 4, 2019

    In advance, around mid-October 2018

    2018–2019 SC5050
    (open-enrollment charter schools claiming significant expansion)

    January 31, 2019

    After the SC5050 submission

    2018–2019 Substitute System of Time and Effort
    (Applicable only to LEAs with an approved substitute system of time and effort)

    May 15, 2019

    After substitute time and effort reporting is approved by TEA

    2019–2020 Special Education Consolidated Grant Application, Schedule BS6016

    August 25, 2019

    After application submission

    The original TEA Correspondence can be found at: LEAs_for_Federal_Grants_2018-2019/

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  • August 29, 2018

    Posted by Business Center on 8/29/2018

    Implementing Statutory Changes under the Education Department General Administrative Regulations (EDGAR)

    Increases to the thresholds for micro-purchases and small purchases under the procurement rules in EDGAR:

    • Effective as of July 1, 2018, for all federal grant recipients.
    • Great news: Micro-purchase threshold was increased from $3,500 to $10,000. The $10,000 is the maximum allowed in aggregate over the entire period of applicable grants. 
    • Other news: Small purchase “simplified acquisition” threshold was increased from $150,000 to $250,000, but does not apply to ISDs/Charters in the State of Texas because of the more restrictiveTexas Education Code (TEC) 44.031 requiring competitive procurement methods be used for purchases valued at $50,000 or more.

    The information about this TAA correspondence can be found at: EDGAR

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