ºÚÁÏÍø

Expenditure Reporting

Subgrantees record expenditures and request payment using ºÚÁÏÍø's expenditure reporting (ER) system. 

For More Information

Need additional information on grants or application processes?

Visit Grants Administration

Need support?

Connect with GA division staff, grant negotiators, and fiscal coordinators for assistance.

Contact Us

Related Resources

Subgrantees in good standing are required to use the expenditure reporting (ER) system to record expenditures and request payment. Subgrantees may enter total expenditures by class/object code into the ER system.

All individuals reporting and certifying expenditures are required to have a account and access to the ER application. For security purposes, do not share a ºÚÁÏÍøL username and password with any other user.

ER Topics

Expand on the topics below to learn about expenditure reporting, deadlines and extension requests, refunds, and how to request additional support.

  • For step-by-step instructions for submitting an expenditure report and drawdown request, review the ER System Quick Reference Guide.

    ER System Quick Reference Guide

  • Expenditure Reporting Deadlines

    Final expenditure reporting deadlines for grants are listed on the ºÚÁÏÍø Grant Opportunities page. From the Application Name dropdown list, select the name of the grant. Scroll down to the Critical Events section to find the due dates for all expenditure reports for the grant. On occasion, an errata notice will be posted to correct the date of an expenditure reporting deadline. Therefore, grantees should also check errata notices for their particular grant.

    Extension Requests

    A subrecipient has 90 days after the ending date of the grant to submit a final or revised final expenditure report. In order for ºÚÁÏÍø to comply with close-out requirements, no extensions to the expenditure reporting deadline will be provided to the subrecipient.

  • Prior to the expenditure reporting deadline, if the subgrantee discovers expenditures are less than the amount initially reported, it must immediately submit an expenditure report in ER and submit a refund to ºÚÁÏÍø within 30 days. If the expenditure reporting deadline has passed, submit the refund to ºÚÁÏÍø, and the cumulative expenditures will be adjusted on the appropriate NOGA when the refund is processed by ºÚÁÏÍø.

    The subgrantee must submit a refund check to the following address:

    ºÚÁÏÍø-MSC 
    P. O. Box 13717 
    Austin TX 78711-3717 

    Write the name of the grant program, NOGA ID number, and Reason for Refund ID (selected from list below) on the refund check.

    The refund will be credited to the NOGA ID from which the excess funds were drawn down.

    Reason for Refund

    • R.1. Correction of an administrative error
    • R.2. Correction of an unallowable cost
    • R.3. Correction for a cost incurred outside the period of availability
    • R.4. Return of funds associated with an excessive drawdown
    • R.5. Return of funds associated with termination (voluntary or involuntary)
    • R.6. Return associated with a failure to meet maintenance of effort
    • R.7. Other (provide brief explanation on separate page) 

  • For assistance with expenditure reporting items, contact an ER fiscal coordinator or email ºÚÁÏÍøExpenditures@tea.texas.gov.

    For assistance with grant refunds, email ºÚÁÏÍøGrantRefunds@tea.texas.gov.