Overview

Criteria for Extraction

Prerequisites

Steps

Extracted Data

Overview

The Pandemic Electronic Benefit Transfer (P-EBT) Submission must be submitted to Texas Health and Human Services (THHS) for the 2021-2022 school year using the UTF-8 file format:

• School Year  
  • Week of April 4, 2022 - Submit students who were eligible for the first semester/term
  • Between May 30-July 15, 2022 - Submit students who were eligible for the second semester/term
• Summer  
  • Between October 31-November 11, 2022 - Submit students who were eligible for the 2021-2022 school year (7/1/2021 = 8/29/2022). See criteria below.

Aeries provides tools to extract the appropriate data for the P-EBT Submission from the district's Student Information System (SIS) database. The extract programs create the files that can be submitted to THHS.

Criteria for Extraction  ↑

School Year Extracts:
If the campus specifically tracked COVID absences, the student must:

• Have COVID-19-related absences (i.e., the 5 consecutive school day rule is not considered), or
• Be eligible for virtual attendance, or
• Have experienced a COVID-19-related school closure

If the campus did not specifically track COVID-19-related absences, the student must:

Have 5 or more consecutive excused absences. Only the absences included in each 5 day 'set' can be included.

Example: Student was absent 1 full week, present for the next 3 weeks with 1 absence each week, then absent for 1 full week again. Total Absences = 10 (2 x 5 consecutive days)

Summer Extract: 
TEA will use absence and end of year enrollment data submitted in PEIMS Submission 3 to further determine eligibility. Not all students in this file will receive P-EBT benefits. 

The following students are extracted:

• Enrolled at any time during the 2021-2022 school year at a school participating NSLP
  • AND, enrolled in any one of the following programs at any time during the school year, regardless of number of days  
    • Free or Reduced Lunch
    • Foster
    • Homeless
    • Migrant
• OR, enrolled at any time during the 2021-2022 school year at a school participating in CEP or P-2
• OR, do not already meet the above criteria but are newly eligible for Free and Reduced Meals or one of the following programs between 7/1/2022-8/29/2022, regardless of number of participation days  
  • Foster
  • Homeless
  • Migrant
• For campuses that began operating CEP or P2 for SY 2022-23, newly eligible students must have an individual free or reduced-price meal eligibility determination or participation in the Foster, Homeless, or Migrant program between between July 1 and August 29, 2022 in order to be eligible for Summer P-EBT.
  
  

Students with ADA 0 or 9 will not be awarded P-EBT benefits but are included in the file extract.

Prerequisites  ↑

• Staff must have Admin rights to run this extract.
• The district-level Calendar must have all Holidays and Teacher Only Days designated per the adopted calendar for the school year.
  

• In order for the contact and address information to extract one of the following fields must contain a "Y" for at least one contact. You will need to correct the information on the Contact page 
  • Primary Contact (CON.PC)    OR
  • Ed Rights Holder (CON.ERH)  OR
  • Lives With (CON.LW)     OR
  • Portal? (CON.AP)

Steps  ↑

Navigate to School Info > Imports and Exports > P-EBT Extract

School Year

Summer

• Be sure you are at the district level.
  
  
• Enter the following:
  • Extract Type: 
    • For the summer submission, select Summer.
    • For all other submissions, select School Year.
      
      
  • Extract Start Date: 
    • For the first submission, enter the first date of the fall semester.
    • For the second submission, enter the first date of the spring semester.
    • For the summer submission, enter the first date of the Summer newly eligible (7/1/2022)
      
      
  • Extract End Date:
    • For the first submission, enter the last date of the fall semester.
    • For the second submission, enter the last date of the spring semester.
    • For the summer submission, enter the last date of the school year (including summer months).  For the 2021-22 summer submission use 8/29/2022.
      
      
  • Absences Tracking Code for COVID 19: 
    • For the summer submission this is not an option as all absence data will be used from PEIMS Submission 3.
    • For the school year submissions, leave blank if the district did not specifically track student COVID-19 -related absences. Otherwise select the district absence codes used to track COVID-19-related absences.
      
      Note: You can use the following query to get a list of district Absence Codes that meet the requirements for the extract:
      
      LIST ABS CD TY IF ABS.AD = 0 AND ( ABS.TY = 1 OR ABS.TY = 2 OR ABS.TY = 3 )
  • School Calendar Code: 
    • For the school year submissions, leave blank if the district did not close for 5 consecutive days or offer virtual instruction for 5 consecutive days; otherwise enter the calendar code used to signify those days.
    • For the summer submission this is not an option as all absence data will be used from PEIMS Submission 3.
      
      
      
• Click Generate Extract.
  
  
• An Alert message opens. Click OK.
  
  
   
• You can remain on this page until the process completes, or click Continue Process in Background.
  
  
• The extract file will be listed under Completed Extracts.
  
  
  
  
• Click the Download icon to download the file to your local PC in the default location specified in your settings (typically C:\Downloads).
  
  IMPORTANT: If you need to open the file, be very careful not to change any of the formatting. The file must be in the specified format in order to load on the THHS site. 
  • All of the fields in the extracted file must be included even if there is no data.
  • Leading zeros will be cut; do not fix.
  • The file can only hold 10,000 rows.
    
    

Extracted Data ↑