C-601: General Submission Procedures

Workforce Development Board (Board) must submit private donations, public transfers and public certifications to TWC for acceptance, with sufficient information to determine that the funds meet the requirements in C-200.

Rule Reference: §809.17(d)

Boards must submit local match agreements to the Texas Workforce Commission (TWC) for review and acceptance in accordance with federal and state requirements.

Boards must ensure the following:

  • The local match agreement start date, end date and program year are within the effective period in which the funds are contracted.
  • Activities under Section E: Donation/Transfer Payment(s) and Certification of Expenditures Schedule are completed by the end of the twelfth month of the program year in which the funds are allocated, in accordance with §800.73(a)(2), General Administration rules.
  • Expenditures are reported in TWC’s Cash Draw and Expenditure Reporting system no later than 60 days following the end of the child care match grant award contract (“CCM” contract alpha).
  • The local match agreement is properly signed and executed by the Board(s) and the contributor (signature requirements for multiparty local match agreements are covered in C-503: Multiparty Child Care Local Match Agreements).

Additionally, Boards submitting multiparty local match agreements must ensure the following:

  • Section C: Originating Agreement Information contains the program number for each benefiting Board, or that the program numbers for each benefiting Board are incorporated into any referenced and attached agreement.
  • Section D: Utilization of Funds Description is created for each Board as part of the agreement with the contributor.

Consistent with §800.73, General Administration rules, Boards must submit complete, signed local match agreements to their assigned contract manager in TWC’s Board and Special Initiative Contracts department by the end of the fourth month following the beginning of the program year by one of the following methods:

  • Email: ccm.agreements@twc.state.tx.us
  • Fax: 512-936-3223
  • U.S. Mail: Texas Workforce Commission, c/o (Assigned Contract Manager), 101 East 15th St, Rm 104-T, Austin, Texas 78778-0001

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C-602: Private Entity Donations

For donations pledged by private entities to either the Texas Workforce Commission (TWC) or to the Board, Boards must submit an original or copy of the signed agreements to TWC.

For donations pledged to TWC by a private entity, following acceptance by the Commission, the Child Care Local Match contract is amended to include the donated funds and to make the funds available to the Board.

For donations pledged to the Board by a private entity, the donated funds will be available to the Board upon acceptance by the Commission. The Child Care Local Match contract will not be amended to include funds donated to the Board. 

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C-603: Submission of Transfers and Certifications

For transfers and certifications, Local Workforce Development Boards must submit an original or a copy of a signed local match agreement (or multiparty local match agreement) to the Texas Workforce Commission for one of the following:

  • Transfer of funds by a public entity
  • Certification of local expenditures by a public entity

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C-604: Voluntary Presubmission Review

Workforce Development Boards (Boards) entering into local match agreements, other than multiparty local match agreements, may email draft agreements to ccm.agreements@twc.state.tx.us for presubmission review.

Boards must be aware that the presubmission review does not constitute, or substitute for submission to, or review and acceptance by the Texas Workforce Commission.  After completion of a presubmission review, Boards still must submit the agreement for review and approval.

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C-605: Child Care Local Match Agreement Amendments

Workforce Development Boards (Boards) must submit the Child Care Local Match Agreement Amendment FormPDF orMS Word (local match agreement amendment)—and, if necessary, an updated payment schedule—to the Texas Workforce Commission’s Board and Special Initiative Contracts department (using the email or physical address in C-601: General Submission Procedures) if there is one of the following:

  • An increase or decrease in the pledge amount
  • A change of certification date
  • A change in the use of the federal funds.

Boards also must be aware that acceptance by TWC's three-member Commission is required for local pledge increases.

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C-606: Notification of Commission Acceptance

Workforce Development Boards (Boards) must be aware that if the pledge information provided in the local match agreement or amendment (to increase a local pledge amount) meets all federal and state requirements, the Texas Workforce Commission’s (TWC) Board and Special Initiative Contracts department:

  • Notifies the Board of the date on which the item is placed on the agenda for approval by TWC​'s three-member Commission (Commission)
  • Provides notification of the status of the local match agreement or amendment following the scheduled meeting date
  • Provides written notification when the Commission approves the local match agreement or amendment

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Part A - Definitions

Part H - Consumer Education and Child Care Quality Activities

Part J - Appendix