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    Correspondence for Independent School Districts
  • March 19, 2019

    Posted by Business Center on 3/19/2019
    1. Instructional Materials Ordering for the 2019−20 School Year
    • 2018-2019 EMAT will close at 12:00 p.m. CDT on April 1, 2019.School districts and open-enrollment charter schools should place orders for instructional materials needed during the 2018−19 school year before April 1, 2019.
    • 2019-2020 EMAT will reopen for ordering materials for the 2019−20 school year on May 1, 2019.
    • TEKS Certification: School districts and open-enrollment charter schools are required to certify annually to the State Board of Education and the commissioner that, for each subject in the required curriculum other than physical education, students have access to instructional materials that cover all the Texas Essential Knowledge and Skills.
      • Districts and charter schools will be unable to order 2019−20 instructional materials through EMAT until the certification has been received by the Texas Education Agency.

    Additional information is available in the TEA correspondence found at: Ordering Materials

     

    1. LEA Preparation for 2017–2018 Preliminary IDEA-B LEA MOE Compliance Reviews

    A recent TEA correspondence was intended to alert LEAs to the anticipated release date of 2017–2018 preliminary Individuals with Disabilities Education Act, Part B (IDEA-B) LEA maintenance of effort (MOE) compliance reviews and to provide a timeline for LEA response to preliminary reviews.

    The following table lists milestones for the IDEA-B LEA MOE process:

    Date

    Action

    April 2019

    TEA posts preliminary IDEA-B LEA MOE Compliance Review reports in GFFC Reports and Data Collections, accessible through TEAL.

    Within 5 business days after preliminary reports are posted

    Due date for LEAs to submit Exceptions Workbook to GFFC Reports and Data Collections (accessible through TEAL) for TEA consideration in the final compliance calculation.

    May 2019

    TEA posts final IDEA-B LEA MOE Compliance Review reports in GFFC Reports and Data Collections, accessible through TEAL.

    Additional details can be found in the original TEA correspondence at:  IDEA B LEA MOE

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  • February 19, 2019

    Posted by Business Center on 2/19/2019
    1. Template: Omar Garcia with BOK Financial Securities has a new release (Release 1 dated 02/07/2019) that is now available for download.  This new release loads the preliminary 2018 values as recently certified by the Comptroller’s office and makes other minor adjustments (see Notes tab). 

     

    The new version is available at: http://www4.esc13.net/finance/

     

    1. Debt Obligation Reporting under Local Government Code, Section 140.008

    The 84th Legislature passed HB 1378 to increase the transparency of local government debt. Under Local Government Code §140.008, political subdivisions, including counties, cities, school districts, junior college districts, special purpose districts, and other subdivisions of state government must annually compile their debt obligation data from the preceding fiscal year and either:

    1. report it to the Comptroller of Public Accounts for posting or, alternatively,
    2. post the information on their own websites.

    Political subdivisions shall report the required information via Option 1 or 2 above within 180 days of the end of the most recently completed fiscal year. For fiscal years ending August 31st, the submission/posting deadline is February 27, 2019.

     

    Additional information can be found on the Comptroller’s website at: https://comptroller.texas.gov/transparency/local/hb1378/

    Comments (-1)
  • January 17, 2019

    Posted by Business Center on 1/17/2019

    Reminder to File Annual Financial Report for August 31 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

     

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

     

     

    Comments (-1)
  • 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

    Comments (-1)
  • 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

    Comments (-1)
  • 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

    Comments (-1)
  • 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.

    Comments (-1)
  • 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.

    Comments (-1)
  • 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

     

    Comments (-1)
  • 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

    Comments (-1)