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Texas Education Agency (TEA)

Note:  Awards sponsored with State of Texas funding are bound by the Uniform Grant Management Standards, UGMS, as adopted June 2004.  Subsequently the guidance was updated with the single audit threshold revised to $750,000 (3/7/2016).  Effective for fiscal years beginning on or after December 26, 2014 per Uniform Grant Guidance 2 CFR 200. 

Summary of Standard Terms

Period of Performance Extensions

  • Pre-award spending is not an allowable function unless approved in writing by the awarding state agency
  • All extensions require TEA approval and will generate an amendment to the award. The request must include:  
    • Revised end date
    • Amount of funds remaining
    • Justification

Personnel Changes

  • Change of any key person named in the proposal or award requires prior approval
  • Disengagement of the PI for 3 months requires prior approval
  • 25% reduction in effort PI requires prior approval

Restrictions on Allowable Costs

Purchases of food are generally prohibited and must be itemized in the budget and approved by the TEA Project Manager. Food purchases must be in accordance with federal regulations, Title 2, Subtitle A, Chapter II, Part 200, Subpart E, §200.432.

Re-Budgeting and Amendments

  • Re-budgeting between approved direct cost categories is permitted to meet unanticipated requirements as long as the total budget amount does not change.  However, unless waived by TEA, certain types of budget changes require prior written approval.  Failure to submit the revised budget documents will result in invoices being rejected
    • Additional funding
    • Unless waived by TEA, cumulative transfers among direct cost categories that exceed 10% of the current total annual approved budget when the award exceeds $100,000
    • Grants $100,000 or less require prior approval of cumulative transfers among direct cost categories when the amount exceeds 5% of the total annual budget
    • Transfer of funds allotted for training allowances to other expense categories
  • Written amendments are required for the following contract changes: 
    • Any revision which results in additional funding
    • Any revision to the scope of work including deliverables or objectives
    • Request for an extension
    • Changes in key personnel specified in the application or award
    • Any reduction of funds
    • When a line item within a class/object code is added
    • Any increase in capital outlay
    • Sub-granting not authorized in the award
    • An increase or decrease in the number of positions charged to the project  

Equipment/Property

  • Equipment means an article of nonexpendable, tangible property having a useful life of more than one year and an acquisition cost of $5,000 or greater
  • Title to property vests to UH

Travel

  • TEA follows the federal rate schedule for reimbursement of meal and lodging expenditures as adopted by the State of Texas.  Travel receipts must be retained and made available for audit purposes up to 7 years
  • State travel expense reimbursement is not by per diem.  Travelers must claim the actual costs  incurred for meals and lodging not to exceed the maximum allowable rates.  The maximum should not be claimed unless the actual expenditures equal or exceed the maximum allowable 

Publications

FERPA (Family Educational Rights and Privacy Act); Nondisclosure; Press Releases:

All information gathered, produced, derived, obtained, analyzed, controlled or accessed shall be and remain confidential information and shall not be released or disclosed without the prior written consent from TEA. TEA must specifically identify the confidential information to be disclosed and the nature of the disclosure for which consent is sought. UH, its employees and subcontractors agree that in executing tasks on behalf of TEA, they will not use any student identifying information in any way that violates the provisions of FERPA, and will destroy or return all student identifying information within 30 days of project completion. UH also agrees not to disclose any information to which it is privy under the award without the prior consent of TEA. UH will not make any press releases, public statements, or advertisements referring to the project or the engagement of UH in connection with the project or release any information relative to the project for publication, advertisement or any other purpose without the prior written approval of TEA.

Reporting 

  • Performance reporting
    • Quarterly and semi-annual reports are due 30 days after the reporting period
    • Final report covering the entire project is due 90 days after expiration
      • Comparison of actual accomplishments to the measurable objectives or outcomes established for the period. Where the output of the project can be quantified, a computation of the cost per unit of output may be required
      • Reasons for slippage if established objectives were not met
      • Explanation of cost overruns or high unit costs
  • Financial reporting
    • Monthly payment request submitted as ER (electronic expenditure report) thru TEASE
    • Final report (invoice) is due 90 days after expiration 

Close-out

  • TEA or the federal flow through agency may provide additional information on specific forms required when the work has been completed and the close out process needs to begin
  • Not less than 45 days nor later than 90 days after expiration or termination of the grant, the following reports will need to be completed to bring the project to closure
    • Final performance or progress report
    • Financial status report // final invoice  
    • Contractor’s Release as required and submitted with the final invoice
    • Federal or state owned property/inventory report (acquired with grant funds)
    • Invention disclosure if applicable