Section 2: Performance Reports
Content
As stipulated in 2 C.F.R. §200.328(b)(2)(i-iii), Performance
Reports will contain brief information on:
- “A comparison of actual accomplishments to the objectives of the federal award established for the period. Where the accomplishments of the federal award can be quantified, a computation of the cost (for example, related to units of accomplishment) may be required if that information will be useful.” (Performance Reports should correlate to the Request for Reimbursement [RFR] for the same period. Project managers will compare the reports and the RFR to ensure that the level of project activity is consistent with the fund expenditure claimed in the corresponding RFR.)
- “The reasons why established goals were not met, if appropriate.”
- “Additional pertinent information including, when appropriate, analysis and explanation of cost overruns or high unit costs.”
Frequency
For short-term projects, there may be only one report submitted
by the subgrantee at the end of the project. For yearlong projects,
the subgrantee will submit reports monthly. For Selective Traffic Enforcement
Program (STEP) Wave projects, the subgrantee will submit reports
after each Wave period.
However, under certain circumstances provided for in 2 C.F.R.
§200.328(d)(1)(2) and Article 7 of the Grant Agreement General Terms
and Conditions, TxDOT must be informed as soon as the following
types of conditions become known:
- Problems, delays, or adverse conditions, including a change of project director or other changes in subgrantee personnel that materially affect the ability to meet the objective of the award. (This disclosure must include a statement of the action taken, or contemplated, and any assistance needed to resolve the situation.)
- Favorable developments or events that enable meeting time schedules and objectives sooner at less cost than anticipated or producing more beneficial results than originally planned.
Such circumstances would call for timely correspondence to
the TxDOT Project Manager.
Submission of Performance Reports
Subgrantees will submit Performance Reports by:
- Selecting the applicable month’s Performance Report, which will be accessible thirty days before the due date, under “My Tasks” in the grant agreement.
- Completing the Performance Report form pages.
- Submitting the Performance Report to the TxDOT Project Manager by changing the status of the Performance Report (found under “Change the Status”) to “PR Submitted.” Performance Reports must be submitted monthly within 30 days after the end of the billing cycle.
Performance Reports are due within 30 days after the
end of the billing cycle. After 30 days, eGrants will lock the Performance
Report and a subgrantee will no longer be able to submit a Performance
Report for that billing cycle. A subgrantee would then have to include
the information from the previous billing cycle in the next scheduled
Performance Report.
Missed Performance Reports will have an impact on a
subgrantee’s overall performance for the year. For example, a subgrantee
with a grant that includes a monthly Performance Report requirement
must submit the October Performance Report by November 30.
Performance Reports must be submitted and approved before
the corresponding RFR is approved by the TxDOT Project Manager.
For example, TxDOT will not approve an organization’s October RFR
until the October Performance Report has been submitted and approved.
Subgrantees
must submit Performance Reports within 30 days of the end of the
grant period.
Assistance on Completing Performance Reports
Each project Performance Report form page has a corresponding eGrants help page that provides further assistance and guidance in completing the page. To view a help page, click on the “Help” link while on the Performance Report page that you are working on. To view all the eGrants Performance Report help pages, see
.
The
provides detailed how-to procedural instructions on accessing and completing required Performance Reports.
Documentation Requirements
All pages of the Performance Report form must be completed.
It is particularly important for subgrantees to complete the entire
Performance Report Narrative Page, especially if the goals and performance
measures were not met for the reporting period. Project managers
will review and evaluate all Performance Reports. Therefore, poor
performance must be supported on the Performance Report Narrative
Page by a detailed explanation of the reasons that the grant’s goals
and objectives were not met for the reporting period. Supplemental
information and documentation may be submitted with the Performance
Report through the eGrants Performance Report Attachments Page.
Subgrantees may attach as many attachment pages as necessary.
Performance Report Review
If the review of the Performance Report reveals errors, incomplete information, or other problems, the Project Manager can send the Performance Report back to the subgrantee by changing the status of electronically submitted Performance Reports through eGrants to “Modifications in Progress” to allow a subgrantee to make any necessary corrections.
Project managers must follow up on any Performance Report that has been sent back for modifications to ensure that the subgrantee has resubmitted the Performance Report to TxDOT for approval by changing the status to “PR Submitted.”
While reviewing a Performance Report, TxDOT project managers
must
rate the subgrantee’s performance for the reporting period by completing the Review and Comments form page found on the Performance Report. This rating includes checking the appropriate box that the subgrantee exceeded, met, or did not meet the goals and objectives established in the grant for the reporting period. Project managers can also recommend that a subgrantee be placed on high risk suspension or termination. The Project Manager’s rating of the subgrantee’s Performance Reports will play an integral role in determining the eGrants grading system’s final grade for the project (see Chapter 6, Section 7). A comments box is included on this page and project managers are required to enter comments on the subgrantee’s performance for the reporting period as well as for the year to date.See eGrants
for detailed information on reviewing and documenting Performance Reports and RFRs submitted via eGrants.
To approve a Performance Report, project managers change the status of the electronically submitted Performance Reports to “PR Approved.” Once approved, subgrantees will be able to view the approved Performance Reports, including the Project Manager’s Review and Comments form page.
Project managers must approve a Performance Report before the corresponding RFR can be approved.
Process Overview
For an overview of the process of submitting Performance Reports
to TxDOT, see the eGrants
.