Coronavirus Relief Fund (CRF)
Operation Connectivity Prior Purchase Reimbursement Program (PPRP)
Program and Application Guidance
The application for the Operation Connectivity Prior Purchase Reimbursement Program (PPRP) is now open for eligible LEAs to apply. TEA will review questions submitted by LEAs during the application period and provide periodic responses and guidance to frequently asked questions.
Frequently Asked Questions
WHEN DOES THE REIMBURSEMENT FUNDING NEED TO BE EXPENDED BY THE LEA?
The federal grant period for CRF funding ends December 30, 2020. Any PPRP reimbursement funds received by the LEA must be expended by that date, meaning the original expenses being reclassified when they can, or allowable CRF expenses in the current fiscal year (for the fall semester). The LEA should consider reclassifying other allowable expenses that were incurred in the current fiscal year.
Note: The physical reclassifying of the expenditures in the LEA’s records does not have to be completed by December 30, but the expenditures must have occurred by December 30.
***TEA is working with federal officials on this issue and hopes to issue additional guidance the week of November 30. Check the Coronavirus Relief Fund (CRF) Reimbursement Programs for any additional guidance.***
HOW CAN THE LEA REQUEST REIMBURSEMENT WHEN THE LEA USED LEASE PURCHASE OPTIONS TO PAY FOR DEVICES?
If you did a multi-year lease purchase, you have two options.
- Submit the year 1 payment invoice for the amount incurred between May 21 and December 11, 2020, with your PPRP application.
- Pay the entire lease purchase amount early (or as much as needed to submit an amount for the max reimbursement) before submitting the PPRP application for reimbursement and include that amount in your PPRP reimbursement application.
In either instance, only submit for the eligible devices, not cases, insurance, or peripherals.
If you pay off the lease early, you need to be able to show that your local policy allows for early payoff of contracts/lease purchases.
HOW CAN THE LEA AMEND OTHER FEDERAL GRANTS TO REMOVE DEVICES TO BE CLAIMED UNDER PPRP?
If the eligible technology devices were originally purchased by a 2019-2020 federal grant that has closed, the LEA must submit a refund of the expenditure back to TEA. The LEA then can submit the PPRP application and include the eligible devices for reimbursement. However, because the grant is closed, the LEA does not get the original federal funding back. If carryover is available, the LEA receives the refunded amount as carryover in the following grant year following standard carryover policy and procedures.
If the eligible technology devices were originally purchased by a 2019-2020 federal grant that had the end date extended and/or is still an open grant, the LEA must submit a budget amendment to remove the eligible devices from the original federal grant budget before submitting an application for PPRP reimbursement for those eligible devices. The LEA must also do one of the following:
- If the LEA has not requested payment for the expenditure in the Expenditure Reporting (ER) system, then the LEA may adjust their general ledger and accounting documentation system locally to move the expense from the original federal grant.
- If the LEA has received payment from TEA after submitting a payment request through the ER system, the LEA must submit a refund to TEA for the expense. As long as the refund is received while the grant is open, TEA will process the refund and replace the refunded money back into the LEA’s open grant account. The LEA is not required to wait for the refund to process before applying for PPRP.
If the eligible technology devices were purchased by a 2020-2021 federal grant that is currently an open grant, the LEA must submit a budget amendment to remove the eligible devices from the original federal grant budget before submitting an application for PPRP reimbursement for those eligible devices. The LEA must also do one of the following:
- If the LEA has not requested payment for the expenditure in the Expenditure Reporting (ER) system, then the LEA may adjust their general ledger and accounting documentation system locally to move the expense from the original federal grant.
- If the LEA has received payment from TEA after submitting a payment request through the ER system, the LEA must submit a refund to TEA for the expense. As long as the refund is received while the grant is open, TEA will process the refund and replace the refunded money back into the LEA’s open grant account. The LEA is not required to wait for the refund to process before applying for PPRP.
When an amendment is required and the eligible devices are not clearly identified in the federal grant application, the LEA must still submit an amendment for documentation purposes. In those instances, in the “Reason for Amendment” section, the LEA should enter “To remove eligible devices to be reimbursed by PPRP CRF funds.”
For questions on how to submit a refund for a federal grant program, contact the Grants Administration Division’s Cash Management Unit at TEAExpenditures@tea.texas.gov.
Program, Application, and Statewide Training Resources
The presentation slides, application instructions, and additional informational resources are also available on the Coronavirus Relief Fund (CRF) Reimbursement Programs webpage. The statewide training webinar recording has been posted and is listed on the Grant Compliance and Administration playlist of the TEA YouTube channel.
Program Support and Technical Assistance
To start an LEA application, request program or application guidance, or for technical issues, email customerservice@teabulkorder.com.
|
