1. Don’t Take It For Granted! Sarah Averill and Audrey Hukari Division of Grants Administration Texas Education Agency

2.  Welcome and Introductions  How Does TEA Calculate My Grant Funding?  EDGAR  Allowable Costs ◦ Reasonable, Necessary, and Allocable  Supplement, Not Supplant  Policies and Procedures  Grant Resources Topics 2

3.  SC5050 is a special collection used to determine eligibility and, if eligible, funding for the following programs: ◦ NCLB Programs  Title I, Part A  Title II, Part A  Title III, LEP  Title III, Immigrant ◦ Carl D. Perkins ◦ IDEA-B (Newly opened charters only) SC5050-Request for Federal Funding and Indirect Cost Rates for Charter Schools

4.  SC5050 is also used: ◦ If requested- to determine indirect cost rates for charter schools SC5050-Request for Federal Funding and Indirect Cost Rates for Charter Schools

5.  SC5050 is also used to determine significant expansion  If requested-NCLB Programs:  A minimum student enrollment of 300  Increase of at least 50% in the age 5 to 17 enrollment  If requested-IDEA-B:  A minimum student enrollment of 50  Increase in enrollment must be at least 50% SC5050-Request for Federal Funding and Indirect Cost Rates for Charter Schools

7. Circulars:  A-87: State and Local Governments  A-21: Educational Institutions  A-122: Nonprofit Organizations  OMB’s website: http://www.whitehouse.gov/omb/circulars/index.html http://www.whitehouse.gov/omb/circulars/index.html Office of Management and Budget (OMB) 7

8.  Cost principles for LEAs, including charter schools  Allowable costs ◦ Reasonable, necessary and allocable  Direct costs  Indirect costs OMB Circular A-87 8

9. EDGAR Title 2 CFR Part 200 “Old” EDGAR“New” EDGAR after 12/26/14 OMB Circulars A-89, A-102, A-1102 CFR Part 200, Subparts B, C, and D OMB Circulars A-21, A-87, A-1222 CFR Part 200, Subpart E OMB Circulars A-133, A-502 CFR Part 200, Subpart F EDGAR Parts 75 to 99EDGAR Parts 75-79 and 81-99 EDGAR Parts 74 and 80Incorporated into EDGAR

10.  Auditors and Monitors: ◦ Outcomes vs. Process  Flexibility for Grantees  Major emphasis on “strengthening accountability” A New Focus: Performance and Compliance

11.  Costs must meet the following criteria: ◦ Reasonable, Necessary & Allocable ◦ Not prohibited by state/local laws & regulations  Request for Application (RFA) ◦ Treated consistently ◦ In accordance with Generally Accepted Accounting Principles (GAAP) Allowable Costs 11

12.  A cost is reasonable if, in its nature and amount, it does not exceed that which would be incurred by a prudent person under the circumstances prevailing at the time the decision was made to incur the cost. What Does “Reasonable” Mean?

13.  Could the costs be considered ordinary and necessary to carry out the grant program?  What are the market prices for comparable goods and services?  Did the individuals concerned act prudently? Determining Reasonableness

14.  A cost is necessary when it is vital or required in order to meet the objectives of the grant or for the grant to be successful.  It is not “nice to have”. What Does “Necessary” Mean?

15.  Costs must be allocated (or charged) to the grant program in accordance with the benefits received. What are “Allocable” Costs?

16.  Costs that can be identified specifically with a particular cost objective.  Examples: ◦ Salaries of employees that carry out program activities ◦ Supplies and materials ◦ Equipment ◦ Travel Direct Costs

17.  Costs incurred for a common or joint purpose benefiting more than one cost objective and not readily assignable to the cost objectives specifically benefited, without effort disproportionate to the results achieved.  Examples: ◦ Budget & Accounting ◦ IT Support ◦ Human Resources ◦ Admin and clerical staff Indirect Costs

18.  An indirect cost rate that is approved by your cognizant agency, i.e. TEA.  Must submit the SC5050 on time each year and request an indirect cost rate. What Do We Need To Claim Indirect Costs?

19.  A cost may not be assigned to one source of funds as a direct cost if any other cost incurred for the same purpose in like circumstances has been allocated to another source of funds as an indirect cost. Consistent Treatment of Costs

20.  Federal funds must supplement—add to, enhance, expand, increase, extend—the programs and services offered with state and local funds.  Federal funds are not permitted to be used to supplant—take the place of, replace—the state and local funds used to offer those programs and services.  In general both the funding & activities must be supplemental Supplement, Not Supplant (SNS)

21.  If I didn’t have federal funds available to conduct this activity/service, would I still conduct it with other funds anyway?  If yes, you are supplanting because it isn’t a supplementary activity How Do I Know If I Am Supplanting?

22.  All federal funds involved in a supplanting situation would most likely have to be returned to the federal government. Is There A Penalty For Violating SNS?

23.  Refer to the SNS section in the Program Guidelines  Refer to Schedule #2 in the SAS/application How Do I Know If SNS Applies?

24.  Draft them  Approve them  Know them  Follow them  Update them annually Policies & Procedures

25.  Accounting for property and supplies purchased with federal funds  Budgeting and accounting for federal grants  Financial reporting and cash management for federal grants  Authorized uses for federal funds  Maintenance and retention of records pertaining to federal grants  Monitoring and reporting program performance for federal grants What Policies & Procedures Do We Need?

26.  Time and Effort reporting requirements  Procurement of goods and services using federal grants  Program income generated from activities supported by federal grants  Support of salaries, wages and related costs charged to federal grants  Travel reimbursement requirements applicable to federal grants  Use of credit and debit cards What Policies & Procedures Do We Need? (continued)

27.  TEA Help Desk  Applying for a Grant  Administering a Grant  Grants Awarded Data  Training and Other Resources TEA Grant Management Resources

28. Locate the TEA Grants Page

29. TEA Grants Page

30.  Applying for a Grant  TEA Help Desk  Secure Environment: TEASE & TEAL  Administering a Grant ◦ Enforcement Actions ◦ Guidance ◦ Handbooks ◦ Travel Information TEA Grants Page (continued)

31. TEA Grant Opportunities Link

32. TEA Grant Opportunities

33.  All available grants (eGrants & Paper)  Listed by school year, then alphabetically  Search Function: ◦ Application Name ◦ School Year ◦ Funding Type (Federal, State) ◦ Application Type (Discretionary, Formula) TEA Grant Opportunities (continued)

34.  Program Information ◦ Program Description ◦ Eligibility ◦ Statutory Authority  Funding Information ◦ Funding amount, grant period TEA Grant Opportunities (continued)

35.  Application and Support Information ◦ Parts of RFA, including Errata’s & FAQs  Critical Events ◦ Application due date, reporting dates  Contact Information ◦ Funding & program contacts TEA Grant Opportunities (continued)

36. Administering a Grant

37.  EDGAR  Entitlements  Grants Awarded ◦ Current Grant Balances ◦ Competitive Grant Selection Lists  General Grant Resources ◦ Expenditure Reporting Guidance ◦ General and Fiscal Guidance ◦ Handbooks and Other Guidance Administering A Grant Page

38. General Contact Information

39. Copyright information  Copyright © Notice. The materials are copyrighted © and trademarked ™ as the property of the Texas Education Agency (TEA) and may not be reproduced without the express written permission of TEA, except under the following conditions:  Texas public school districts, charter schools, and Education Service Centers may reproduce and use copies of the Materials and Related Materials for the districts’ and schools’ educational use without obtaining permission from TEA.  Residents of the state of Texas may reproduce and use copies of the Materials and Related Materials for individual personal use only without obtaining written permission of TEA.  Any portion reproduced must be reproduced in its entirety and remain unedited, unaltered and unchanged in any way.  No monetary charge can be made for the reproduced materials or any document containing them; however, a reasonable charge to cover only the cost of reproduction and distribution may be charged.  Private entities or persons located in Texas that are not Texas public school districts, Texas Education Service Centers, or Texas charter schools or any entity, whether public or private, educational or non-educational, located outside the state of Texas MUST obtain written approval from TEA and will be required to enter into a license agreement that may involve the payment of a licensing fee or a royalty.  For information contact: Texas Education Agency, 1701 N. Congress Ave., Austin, TX 78701-1494; email: copyrights@tea.state.tx.us. copyrights@tea.state.tx.us 39