The substitute system of time-and-effort reporting was
made available to employees supported by multiple cost objectives by the US
Department of Education in a September 7, 2012, letter.
TEA issued a To the Administrator Addressed letter on May 14, 2013, describing
the substitute system and its requirements for school year 2013-2014.
Before the substitute system was implemented, employees supported by multiple
cost objectives were required to document their time and effort every month
through personnel activity reports (PARs) or equivalent documentation. Under
the substitute system of time-and-effort reporting, semiannual certification
of time and effort is permitted for employees who meet the following
- The employee must currently work on a schedule that
includes multiple activities or cost objectives that must be supported by
- The employee must work on specific activities or cost
objectives based on a predetermined schedule.
- The employee may not
work on multiple activities or cost objectives at the exact same time on his
or her schedule.
All Texas LEAs, including all open-enrollment
charter schools, are eligible to implement the substitute system.
further information about the substitute system, please consult the
supporting materials supplied in the following section. If you have any
further questions, email firstname.lastname@example.org.
The list of LEAs approved to use the substitute system is
linked below. This list will be updated weekly. TEA will no longer send
confirmation letters to approved LEAs. If your LEA has submitted the required
LEA management certification form, allow two weeks from the submission date
for your LEA to appear on this list. If after that time your LEA is still not
listed, email the Division of Grants Administration at email@example.com.
school year list of approved LEAs, sorted alphabetically by LEA name
Supporting Materials (FAQ and PowerPoint)
presented at the December 19, 2012, and January 14 and 15, 2013, TETNs (with
Management Certification for Substitute System of
certification (PDF 154 KB)
This form is required of all LEAs with
employees who choose to implement the substitute system of time-and-effort
reporting. The LEA must complete the form and submit it to TEA by email (to firstname.lastname@example.org), fax (to
512-463-9811), or mail at the following address:
Division of Grants Administration
1701 North Congress
Austin TX 78701
The LEA must complete and submit a new form
for every school year in which the substitute system is implemented. To be
eligible to participate in the substitute system for the 2013-2014 school
year, the LEA must submit the management certification by Monday, November 4, 2013. This deadline is final and will not be
Employee Schedule and Certification
Employee schedule and certification (Excel 60
Completed sample employee schedule and certification (PDF 112 KB)
meet the above conditions and choose to implement the substitute system of
time-and-effort reporting must complete a work schedule and sign a
certification form. The schedule and certification must be submitted to the
LEA business office. If the employee's schedule changes substantively (by
more than 10%), the employee must complete and submit an updated schedule.
The attached autocalculating Excel spreadsheet, developed by TEA,
incorporates both the employee work schedule and certification form. It
includes all elements that TEA auditors are required to check in ensuring
compliance with the substitute system. LEAs are not required to use this
spreadsheet and may instead develop their own employee work schedule and
LEAs that choose to use the TEA-developed
spreadsheet should note that the first tab of the spreadsheet provides
instructions for completing the schedule and certification. In addition, on
the schedule tab, one program is selected in the program table and one row of
the schedule completed. This text is provided as a sample only to demonstrate
where the dropdown menus are located. Please delete this sample text before
completing the schedule.