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

September 13, 2018

TO THE ADMINISTRATOR ADDRESSED:

SUBJECT: Validations of Fiscal Data Reported by LEAs for Federal Grants 2018-2019

The purpose of this letter is to inform local educational agencies (LEAs) that the Federal Fiscal Compliance and Reporting (FFCR) 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 validatios 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

One of the ways that an LEA demonstrates compliance with fiscal requirements is by establishing a system of accountability for federal grant funds. An effective system of internal controls must be in place to prevent, detect, and reduce the risks of fraud, waste, and abuse of federal grant funds. The purpose of the system is to ensure that LEAs provide reasonable assurance that grant objectives have been meet as required by federal regulations and guidelines. As part of its internal controls review process, TEA conducts validations of various LEA self-reported data.

Data Validation Timeline
The table below provides the deadline date for each of the respective eGrants forms and other reports. Any LEA can reasonably expect to be selected for the data validation. TEA will notify selected LEAs to submit their auditable documentation in support of their self-reported data based on the timeline below. The notification will include additional information about the validation process.

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

For Further Information
If you have questions, please contact the FFCR Division at (512) 463-9127 or by e-mail at compliance@tea.texas.gov.

Sincerely,

James Connolly, Senior Director
Federal Fiscal Compliance and Reporting Division