Section 2: Performance ReportsAnchor: #LMNHLJFL
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.”
For short-term projects, there may be only one report submitted by the subgrantee at the end of the project. For year-long 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.Anchor: #i1010699
Submission of Performance Reports
Subgrantees will submit performance reports by:
- selecting the applicable month or STEP Wave period 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, or after each Wave period for STEP Waves, within 30 days after the end of the billing cycle.
NOTE: 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.
NOTE: 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.
NOTE: 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.Anchor: #i1010746
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 eGrants Performance Reports Help.
The eGrants Subgrantee User Guide provides detailed how-to procedural instructions on accessing and completing required Performance Reports.Anchor: #i1010778
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.Anchor: #i1010788
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.
NOTE: 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 Project Grading System Guidance 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.
NOTE: Project Managers must approve a Performance Report before the corresponding RFR can be approved.Anchor: #i1010810
For an overview of the process of submitting Performance Reports to TxDOT, see the eGrants Performance Report Process Flow Chart.