Payroll and Human Resources Compliance Issues PEIMS (TSDS) Data Reporting and Quality GASB Audit requirements Legal changes, such as Purchasing State and Federal Grants Management Data system (software) Travel Guidelines Staff members that have attained TASBO certification status will be afforded an opportunity to attend at least 20 hours per year (for a total of 60 every 3 years) through TASBO or a TASBO-approved CEU provider. Training opportunities for other certification or licensing programs, such as a CPA, shall be provided in a manner that seeks to meet the continuing education requirements for that specific certification or license, while providing the best benefit to the District. Additional training requests should be submitted to the Chief Financial Officer. It is the employee’s responsibility to request additional training that he/she feels will be beneficial in performing the assigned job tasks. At times, the immediate supervisor may also recommend or direct that a staff member attend specific training to improve their skills or comply with a Growth Plan. In an effort to support compliance of fiscal policies and procedures, the business office shall conduct annual training for campus and department administrative and support staff, as appropriate. The Chief Financial Officer shall be responsible for developing the training calendar. Critical training areas shall include, but not be limited to: Activity Account Management Budget Development Process Cash Management State and Federal Grants Management State and Federal Grant Management The Office for Grants and Fiscal Compliance (GFC) at Texas Education Agency is responsible for managing all discretionary and formula grants, ensuring the agency’s compliance with federal grant requirements, and conducting audits and reviews of all local educational agencies (LEAs). The department houses the following divisions: Division of Grants Administration (formerly the Division of Discretionary Grants and the Division of Formula Funding) Division of Federal Program Compliance (formerly the Fiscal Accountability and Federal Reporting Unit) Division of Financial Compliance (formerly housed in the Office for Accreditation) Compliance with all federal and state grant requirements is essential to ensure that all granted funds remain with the district. Failure to comply with grant requirements may result in denial of
factors were included in the bid specifications. The district will consider payment discounts because the district does routinely take advantage of payment discounts. Bids will be evaluated, ranked and a recommendation for award made to the School Board at a regularly scheduled board meeting. If no bidder is recommended, the district shall reject all bids and evaluate whether to modify the bid specifications to initiate a new bid process The district shall notify the successful bidder and process the contract documents and/or purchase orders, as appropriate The district shall notify all of the unsuccessful bidders to ensure that qualified bidders are encouraged to submit bids during future bid opportunities Competitive Proposal Procedures The Procurement by Competitive Proposal method may be used by the district when the acquisition of the goods or services does not lend itself to a fixed price contract. The district shall comply with the sealed bid requirements, as defined by the EDGAR, as noted below: Requests for Proposals (RPF) must be publicly advertised The RFP shall identify the evaluation factors and their weight in awarding the proposal Proposals shall be solicited from an adequate number of bidders, but no less than two (2) qualified vendors Proposals shall be evaluated, ranked and a recommendation for award made to the School Board at a regularly scheduled board meeting when required by KISD Board Polciy. The district shall develop an instrument to evaluate each proposal and rank the proposals based on the evaluation scores The district shall evaluate each proposal by committee or no less than two (2) district staff with knowledge of the RFP specifications In accordance with state law, the vendor who is ranked highest as providing the “ proposal most advantageous to the district” shall be notified of the potential award The district may negotiate with the vendor only as it relates to potential cost savings If the district and vendor ceases to negotiate, the district shall notify the vendor in writing before starting to negotiate with the 2nd highest ranked vendor. Noncompetitive Proposal Procedures The Procurement by Noncompetitive Proposal method shall be used by the district when the purchase of goods or services is from a “sole source vendor”. A sole source vendor is defined as a vendor that meets the following requirements: The goods or services are only available from a single source
Compliance reports such as Comparability, Maintenance of Effort, Indirect Cost, etc. – Business Office, Chief Financial Officer Highly Qualified Staff reports – Human Resources department, Human Resources Director The Grant Manager over each specific grant shall monitor the overall master list to ensure that all reporting requirements have been completed by the appropriate campus and/or department. 902.86 Grant Monitoring and Accountability The district shall ensure that all grant funds are consistently monitored throughout the grant period. The monitoring shall include, but not be limited to: Compliance with federal requirements such as cost principles, audit, reporting requirements, etc. Monitoring of grant expenditures are properly documented and meet all allowable costs Monitor grant performance such as internal controls, audit findings, over/under expenditures, etc. Implement strategies to deter, mitigate and eliminate waste and fraud in the expenditure of grant funds The Grant Manager for each federal grant shall be responsible for the programmatic and evaluation compliance and the Chief Financial Officer shall be responsible for the financial compliance. A list of the Grant Managers by federal grant is included in the Exhibit section. The use of “Grant Manager” throughout this document shall refer to the specific Grant Manager by federal grant as listed or referred to at section 902.9 of this document. The Grant Manager shall monitor the timing of grant activities throughout the grant period, especially as they relate to the desired outcomes. The Business Office shall monitor the timing of grant expenditures, especially as they relate to the period of availability of grant funds. If either the grant activities or grant expenditures reflect that the district will not accomplish the grant activities during the grant period, the Grant Managers and Business Office shall work collaboratively to develop an action plan to ensure that the federal grant goals are met. The oversight of grant activities and expenditures shall include, but not be limited to, the following: Cost overruns or high unit costs Construction projects – certification of project completeness (as evidenced by the AIA) Significant developments that may result in an inability to complete the grant activities The district shall maintain documentation to support all grant expenditures and provide the documentation upon request to the district’s external auditors, granting agency or other oversight agency, as appropriate.
Career and Technical - Basic Grant 84.048A 15420006092902 U.S. Department of Education Texas Education Agency CTE Coordinator Title III, Part A English Language Acquisition and Language Enhancement 84.365A 15694501092902 U.S. Department of Education Texas Education Agency Director of BE/ESL ESEA Title II, Part A, Teacher and Principal Training & Recruitment 84.367A 15694501092902 U.S. Department of Education Texas Education Agency Superintendent National School Lunch Program 10.555 71301201 U.S. Department of Agriculture Texas Education Agency Director of Food Service National School Lunch Program Commodities 10.555 092007A U.S. Department of Agriculture Texas Education Agency Director of Food Service National School Breakfast Program 10.553 71401201 U.S. Department of Agriculture Texas Education Agency Director of Food Service Summer Feeding Program 10.559 00438 U.S. Department of Agriculture Texas Department of Agriculture Director of Food Service High Quality Pre K Grant NA NA (State Grant) Texas Education Agency Texas Education Agency Superintendent [The following resources are available online for each grant program] General and Fiscal Guidelines Program Guidelines Program-Specific Provisions and Assurances