Texas Workforce Commission Grant Information

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On this page you will find information regarding the Texas Workforce Commission Grant for the upcoming season.  Please read the information carefully even if you have applied for the grant in previous seasons, as grant information changes from season to season.

Updated for the 2019-2020 Season

Purpose of Grant

To promote the development of new teams and events in the state of Texas, and to promote the outreach to teams serving military bases, teams made up of home-schooled students, teams with members who have disabilities or are economically disadvantaged, and teams living in rural areas.

 

Eligibility

Eligibility requirements

All students must be between 9th – 12th grades and must be living in the state of Texas.

 

eligibility documentation requirements

FIRST® in Texas uses the TWC Roster (formerly “Eligibility Form”), a standardized form used to document the eligibility requirements.  The Texas Workforce Commission (TWC) Grant requires verification of student enrollment directly from the educational institute itself. For that reason, FIRST® in Texas cannot accept any verification from a third-party. The TWC Roster can be filled out and then either printed on school letterhead or signed by a school administrator.

If a school is unwilling to provide the TWC Roster, a number of alternatives are available. FIRST® in Texas can accept any signed letter from a school administrator listing the names of the students on the teams and their grade level. FIRST® in Texas can also accept a copy any official correspondence between the school and the student which contains the students name and grade level (all other information should be blacked out). In the event a student is home-schooled, FIRST® in Texas can accept a signed letter from the parent explaining that the child is home-schooled and the grade the student is in.

The required information for eligibility verification (student name and grade level) is described as directory information in Subpart D section 99.37 of FERPA. Each school will have a directory information policy which will govern this information. FERPA does not forbid the disclosure of this information; it merely sets up guidelines for school policies.

All documents must be compiled into a single PDF for uploading to Submittable.

Priorities

Inclusion of communities historically underrepresented and under-served in STEM, financial need, participation in activities that promote and expand robotics in the state of Texas, and teams located in areas where there is less of an established FIRST® presence.

Grant Documents

Click the file names to download documents required from grant recipients:

Awards

FIRST® robotics competition

  • Veteran Teams | $1,000
  • Rookie Teams | $5,000

FIRST® tech challenge

  • Veteran Teams | $525
  • Rookie Teams | $1,525

Allowable costs

Equipment, Robot Components, and Registration / Event Fee Expenses

Non-Allowable costs

Sales Tax, Travel, Food, and Lodging Costs

 

Award delivery – FIRST Robotics Competition teams:

Download the Texas Workforce Commission – FRC Grant Checklist (link coming soon) to make sure you’re doing everything required for the grant!

  • Once the team has submitted the required paperwork via Submittable (W-9 and TWC Roster), FIRST in Texas will send the grant funds directly to FIRST for application to the team’s national registration fee.
  • Teams are responsible for paying any additional portion of the fee that is not covered by the TWC Grant (or obtaining other sponsorships / grants to cover the balance).
  • Any surplus funds that are not needed to cover your national registration fee will be available to you via the FIRST re-grant process. You can request a re-grant via the Dashboard. Re-grants will be available ONLY AFTER you have submitted the required documents, and after FIRST in Texas has sent a check to FIRST with your grant funds. This process may take 4-8 weeks to complete. For assistance with re-grants, please call FIRST at 1-800-871-8326.

 

Award delivery – FIRST Tech Challenge teams:

Download the Texas Workforce Commission – FTC Grant Checklist (link coming soon) to make sure you’re doing everything required for the grant!

 

FTC Teams Receiving a Veteran Team Grant ($525):

FTC Teams who receive a TWC Veteran Team Grant must complete the “TWC FTC Grant Selections” Form (the link will be in your award notification email). This Form requires teams to upload the TWC Roster; this Form also requires you to choose how you would like to use your funds. Review the options outlined below before making your choice.

Once the “TWC FTC Grant Selections” Form is complete and is reviewed by FIRST in Texas, you will be asked to upload any / all of the required proof of payment documents necessary for reimbursement. You can continue to upload documents throughout the season, until the deadline of May 1st, 2020.

This Grant provides for the following allocations ONLY:

  • $275.00 for National Registration Fee (via reimbursement)
  • $250.00 to apply to Local Event Fee(s) (2 Options: via reimbursement or direct credit)

== REIMBURSEMENT OF THE NATIONAL REGISTRATION FEE ==

  • This portion of the grant MUST be used to reimburse your National Registration Fee, and cannot be used to reimburse other expenses or as Vendor Credit.

== OPTIONS FOR LOCAL EVENT FEES ==

OPTION 1: Reimbursement

  • To receive reimbursement, submit proof of payment of your Local Event Fee(s) (paid to the League, Event Host, or Affiliate Partner Organization in your Region).
  • If the Local Event Fee exceeds $250.00, you will only receive $250.00 for reimbursement.
  • If the Local Event Fee is less than $250.00, you may submit additional expenses for reimbursement of the remaining funds.

OPTION 2: Direct Payment

  • If you have not yet paid the Local Event Fee(s), we will make arrangements to send your grant funds directly to the Local Event Host.
  • If the Local Event Fee exceeds $250.00, you will be responsible for paying the remainder.
  • If the Local Event Fee is less than $250.00, you may submit additional expenses for reimbursement of the remaining funds.

 

FTC Teams Receiving a Rookie Team Grant ($1,525):

FTC Teams who receive a TWC Rookie Team Grant must complete the “TWC FTC Grant Selections” Form (the link will be in your award notification email). This Form requires teams to upload the TWC Roster; this Form also requires you to choose how you would like to use your funds. Review the options outlined below before making your choice.

Once the “TWC FTC Grant Selections” Form is complete and is reviewed by FIRST in Texas, you will be asked to upload any / all of the required proof of payment documents necessary for reimbursement. You can continue to upload documents throughout the season, until the deadline of May 1st, 2020.

This grant provides for the following default allocations, although you may choose to allocate your funds differently:

  • $275.00 for National Registration Fee (via reimbursement)
  • $250.00 for Local Event Fee(s) (via reimbursement or direct credit)
  • $1,000.00 for robot supplies, equipment, or field materials purchased from approved vendors (via reimbursement or vendor credit)

== VENDOR CREDIT TERMS ==

  • If you choose to have your grant funds sent to AndyMark and/or REV Robotics, you will receive additional instructions directly from the vendors on how to use those funds.
  • Additional Requirements:
    • If you choose to send funds to REV Robotics, you will be required to submit a sales tax exemption form. If you do not have a sales tax exemption, we will contact you for alternative arrangements.
    • Once you have used your funds at AndyMark and/or REV Robotics, you will be required to upload your order receipts.

 

== ACCEPTABLE PROOFS OF PAYMENT ==

Please note: a Purchase Order IS NOT a payment and will not be accepted as proof of payment.

Accepted Items Include:

  • Receipts with Vendor name clearly indicated, showing method of payment applied (other than a PO)
  • An Invoice from the Vendor marked “Paid” and/or showing a $0 balance due.
  • A copy of a cleared check with the Vendor name clearly indicated, accompanied by a matching Invoice or Quote from the vendor.

== APPROVED VENDORS ==

If you qualify to receive expense reimbursements, you may submit proof of payment for purchases made from these Approved Vendors:

  • AndyMark
  • REV Robotics
  • Pitsco Education
  • ServoCity

== REIMBURSEMENT SCHEDULE ==

FIRST in Texas will process team grant reimbursements on a monthly basis. See our Grant Calendar for these dates. Submit your documentation at least 24 hours prior to a Disbursement Date in order to be included in that month’s disbursements.

grants for Championship registration fees

Receiving a TWC Grant DOES NOT guarantee that your team will receive a World Championship Grant. Limited additional funding is available this season. If your team advances to the World Championship, FIRST in Texas will review your application again to determine your eligibility for a World Championship Grant. You will receive notification via email if your team is selected.

NO additional grant funding is available to cover:

  • 3rd District Event Plays for FRC Teams
  • District Championship Event fees for FRC Teams
  • Regional Championship Event fees for FTC Teams