January 22, 2004
TO THE ADMINISTRATOR ADDRESSED:
SUBJECT:TEA Security Environment (TEA SE) Access Required for New eGrants System and Expenditure Reporting (ER) System
Transition to New eGrants System
Currently, the eGrants system is being used by Open Enrollment Charter Schools and Even Start grantees and is planned to be used for the consolidated application for No Child Left Behind in Spring 2004. The agency is phasing in the new TEA eGrants system to eventually encompass the entire grant process, from applying, amending, and reporting program progress/results to recording expenditures and requesting payments. For more information and future updates about eGrants, you can visit the TEA Grants website at “View Only” versions of the applications and guidelines are available on the TEA Grants website and do not require a TEA SE username and password. However, to apply for these grants, a TEA SE username and password will be required (see TEA SE System below).
Consolidated Application for Federal Programs Under No Child Left Behind Act
The Consolidated Application for federal programs under the No Child Left Behind(NCLB) Act will only be available in the eGrants system, with an expected publication date of May 1, 2004. All external customers and users anticipating a need to access the eGrants system to submit an application under NCLB, or that anticipate being part of a shared service arrangement, must have a username and password to access the eGrants system. You are encouraged to submit your request for TEA SE access by no later than March 15, 2004, in order to obtain your TEA SE ID in a timely manner.
New ER System
Beginning March 1, 2004, TEA will implement a new web-based ER system for reporting grant expenditures. This new system will be used for both formula and discretionary grants. Cumulative expenditures will continue to be reported online for formula grants in the new ER system and grantees receiving discretionary monies will continue to submit separate expenditure reports in hard-copy format.
Please also note that the draw-down list for accessing specific grants in the current WEB ER has changed. The list now includes two choices: FORMULA FUNDING or DISCRETIONARY FUNDING. Choosing either option will lead you to a list of your specific grants in each category; these lists are provided in Attachment 2.
TEA SE System
Effective March 1, 2004, the new eGrants system and ER system will require a TEA SE username and password for each individual who will be entering and/or certifying and submitting expenditure data in ER. TEA SE usernames and passwords are not to be “shared” among users. Eligible applicants and grantees arealso required to have a TEA SE username and password to enter the new web-based eGrants grant application system for specific grant programs.
If you previously applied for an eGrants TEA SE username and password, you do not need to reapply for an ER username and password. However, to ensure that you selected the appropriate role for your eGrants username and password, please review the role that you previously requested. If the role is not correct, you will need to submit a new eGrants/ER TEA SE access request form indicating the change in role. If a username and password were assigned to an individual who should no longer have access, please complete the eGrants/ER TEA SE access form to delete or revoke the username and password for that individual.
A TEA SE username and password are required for each user of eGrants, including authorized officials such as superintendents and executive directors who submit grant applications, employees or contractors who will assist in writing/completing eGrants, grant personnel who will be reporting progress on eGrants projects, and business office personnel who will be entering and/or certifying and submitting expenditure reports and requesting payment for various eGrants. For each user, a single TEA SE username and password is valid for all grant expenditure reporting and all eGrants applicationsand is not limited to any one specific grant. Privileges listed under a role apply to all grants, progress/results reports, and expenditure reports.
Again, please note that each eGrants user should have a unique username and password and should not share it with any other user. Current users with TEA SE access to eGrants and ER do not need to request an additional username and password. If you already have a TEA SE username for other TEA web-based applications, you must specifically request access for eGrants and ER in order to be assigned the appropriate rolefor your existing TEA SE username. This must be done by submitting the TEA SE form.
To request a username and password, go to Attachment 1 gives detailed instructions on how to apply for eGrants and ER access.
WEBSAS and Perkins Grant
The current username, password, and 4-digit authorization code used to access the WEBSAS grant applications (Special Education, Services for the Deaf, and Migrant Education)and the Perkins grant application(Career and Technology System) will continue to be used and valid for the 2003-2004 school year.
For grant-specific questions and assistance on the information covered in this memo, please review Attachment 2, which includes contacts for specific grants. Please e-mail eGrant specific questions to .
Sincerely,
Nora Ibáñez Hancock, Ed.D.
Associate Commissioner
Office for Planning, Grants, and Evaluation
Attachments
Attachment 1
How to Apply for an eGrants and Expenditure Reporting (ER) Username
To use the eGrantssystem and the new ERsystem, simply request access by completing and submitting the TEA SE Request for Access: eGrants and Expenditure Reports form available on the TEA Grants homepage. Processing time of the TEA SE Request for Access form is two weeks. Be sure to submit your request in advance. When your request has been processed, TEA security will e-mail you a username and password. If you already have a username, you will also be notified that your request for additional access has been processed.
To apply for a TEA SE username and password to access eGrants and the new ER, follow the instructions below:
- Open your web browser.
- Type (or click on the underlined link) in the web browser address bar to access the TEA Grants homepage.
- Under the “eGrants Toolbox,” click on “Apply: eGrants Username and Password.” You will be directed to the TEA SE form for External Customers and Users.
- Complete the TEA SE Request for Access form, print the form, sign it, and have your superintendent or chief executive officer validate it with a signature.
- Fax or mail the form to the contact listed on the form.
For assistance in completing the TEA SE form, submit your questions to the following e-mail address: . You will be contacted by TEA staff within one business day.
Logging On and Accessing the New Systems
After you have been notified of your username and password, you may access the systems by following the instructions below.
Access to eGrants:
You will be able to access eGrants in one of two ways.
- Type in your web browser. Select the program for which you wish to apply and click on the eGrants logo, which will take you to the TEA SE logon screen, or under the eGrants Toolbox heading, click on the “eGrants: Logon through TEA SE,” which will also take you to the TEA SE logon screen, OR
- Type in your web browser.
In each case, you will be directed to the TEA SE logon screen to enter your username and password. Select “eGrants Production” from the TEA SE applications list.
Access to the new ER (available March 1, 2004):
You will be able to access the new ER in one of three ways.
- Type in your web browser. Click on the eGrant for which you wish to report expenditures. Click on the “Expenditure Reporting” tab, OR
- From the TEA homepage ( click on “Finance and Grants” in the left-hand column. Scroll down to click on “Expenditure Reporting” (formerly Web Expenditure Reporting), OR
- Type in your web browser. Enter your TEA SE username and password and click the “Continue” button. Then click on “Expenditure Reporting” from the application list.
In all three cases, you will be directed to the TEA SE logon screen to enter your username and password. Select “Expenditure Reporting” from the TEA SE applications list.
Attachment 2
Please address questions on grant programs listed below to the Division of Discretionary Grants or telephone 512-463-9269:
Grant Program:
21st Century Community Learning Centers
9th Grade Basic Skills
Adult Basic Ed
Adult Basic Ed Corr/Inst
Adult Ed-English Literacy/Civics
Adult Education Professional Development/State Leadership
Advanced Placement Spanish
Career and Technology Discretionary
Communities in Schools
Even Start
Gaining Early Advancement and Readiness for Undergraduate Programs (GEAR-UP)
Head Start/Ready to Read
High School Completion and Success
Improving Teaching and Learning (ComprehensiveSchool Reform)(CSRD)
Investment Capital Fund
Limited English Proficiency (LEP) Student Success Initiative
Math and Science Partnerships
Public Charter Schools Dissemination
Public Charter Schools Start Up Grant
Reading First
Refugee Children
Science and Engineering Recruitment
Technology Applications Readiness Grants for Empowering Texas (TARGET, Title II, Part D)
Temporary Assistance for Needy Families
Texas After School Initiative
Texas Grants to Reduce Academic Dropouts
Please address questions on grant programs listed below to the Division of Formula Funding or telephone 512-463-8525:
Grant Program:
Accelerated Reading Instruction
Career and Technology Education (CATE) aka Carl Perkins
IDEA-B Cap Bldg/Improvement
IDEA-B Preschool Disc
IDEA-B Preschool Formula
IDEA-B, Part B Formula
IDEA-B, Part C
Optional Extended Year Program (OEYP)
Pregnancy Education and Parenting
Pre-kindergarten Expansion Grant
Title I – School Improvement Programs
Title I, Part A – Improving Basic Programs Operated by Local Education Agencies
Title I, Part C, Migrant – Education of Migratory Children
Title I, Part D, Subpart 1 – Prevention and Intervention Programs for Children and Youth Who Are Neglected, Delinquent, or At-Risk - State Agency Programs
Title I, Part D, Subpart 2 – Prevention and Intervention Programs for Children and Youth Who Are Neglected, Delinquent, or At-Risk - Local Education Agency Programs
Title II, Part A, Teacher/Principal Training and Recruiting
Title II, Part D, Enhancing Education through Technology Formula
Title III – Language Instruction for LEP Limited English Proficient and Immigrant Students
Title IV, Part A – Safe and Drug-FreeSchools and Communities
Title V, Part A – Innovative Programs
Title VI, Part B, Subpart 2 – Rural and Low-Income Schools Program
Please e-mail eGrant specific questions to .