California Department of Education Quarterly Reporting for COVID-19 Federal Stimulus Funds

Quarterly Reporting Refresher for the COVID-19 Federal Stimulus Funds CALIFORNIA DEPARTMENT OF EDUCATION Tony Thurmond, State Superintendent of Public Instruction

Applicable Funds (1) As of the 2022 Winter quarterly reporting cycle, quarterly reporting is required for local educational agencies (LEAs) receiving Coronavirus Aid, Relief, and Economic Security (CARES) Act Elementary and Secondary School Emergency Relief (ESSER) I, Resource Code 3210 only applicable to LEAs that reported obligations in 2022 Fall Governor s Emergency Education Relief (GEER) I, Resource Code 3215 only applicable to LEAs that reported obligations in 2022 Fall Coronavirus Response and Relief Supplemental Appropriations (CRRSA) Act ESSER II, Resource Code 3212

Applicable Funds (2) American Rescue Plan (ARP) Act ESSER III, Resource Code 3213 ESSER III, Resource Code 3214 (20% reserved to address impact of lost instructional time) Expanded Learning Opportunities Grant (ELO-G) ESSER II State Education Agency (SEA) Reserve, Resource Code 3216 GEER II, Resource Code 3217 ESSER III SEA Reserve Emergency Needs, Resource Code 3218 ESSER III SEA Reserve Learning Loss, Resource Code 3219 ARP-Homeless Children and Youth (HCY) II, Resource Code 5634

Obligation Deadlines CARES Act Funds Obligation deadline: September 30, 2022 CRRSA Act Funds Obligation deadline: September 30, 2023 ARP Act Funds Obligation deadline: September 30, 2024 Note: all obligations must be liquidated within 120 days following the obligation deadline.

Why is quarterly reporting required? Cash management Apportionments of these federal funds are calculated based on quarterly reported expenditures, in alignment with federal cash management requirements Transparency Data is posted to support public understanding of how funds are being expended Technical Assistance The California Department of Education (CDE) can monitor spending patterns to provide targeted technical assistance

Reporting Timelines Reporting requirements, data, and timelines can be found through the Federal Stimulus Reporting web page: https://www.cde.ca.gov/fg/cr/reporting.asp The next quarterly reporting cycle, 2022 Winter, is open December 14, 2022 January 13, 2023

Quarterly Reporting Help Page Please review the Federal Stimulus Quarterly Reporting Help Page: https://www.cde.ca.gov/fg/cr/reportinghelp.asp It includes Step-by-step instructions for completing each field of each report New: example expenditures for each allowable use category

How to Access Quarterly Reporting Quarterly reporting is available through the Federal Stimulus Funding Reporting Portal at https://www3.cde.ca.gov/caresactreporting/ Please use the same password used for previous quarterly reporting of Federal Stimulus Funds No longer have access to this password? Please email EDReliefFunds@cde.ca.gov with your LEA s name, CDS code, and description of the issue for support

How do I know which reports my LEA needs to complete? LEAs are required to submit ALL reports through the end of the applicable grant period, or until funds have been reported as fully expended Under Currently Required Grant Reports, view the Report Required column in order to determine if the report must be submitted If it is labeled Yes, Unspent Funds, the report must be submitted, even if there were no current expenditures If it is labeled Reporting Optional, Fully Expended, the report must be submitted only if there are corrections that need to be made to prior reporting View the Date Submitted column to determine whether the report has been saved to the system and submitted

Fund Overview (1) In this section of the report, LEAs report current expenditures for the applicable reporting period Fields in this section: Total Allocated Amount prepopulated; reflects the revised allocated amount for this fund source Total Received Amount prepopulated; reflects the amount of funds released to LEAs, including the most recent apportionment For questions about the Total Allocated Amount or the Total Received Amount, please contact CAAR@cde.ca.gov Previous Expended Amount prepopulated; reflects the sum of expenditures reported in prior quarters for this fund source

Fund Overview (2) Fields in this section (continued): Current Expended Amount entered by the LEA; must reflect the amount of funds expended during the applicable reporting period, as of the last day of the applicable reporting period Must be reported as a whole number, without decimals or other punctuation Must be less than or equal to the Total Allocated Amount minus the Previous Expended Amount The LEA may enter a negative number to reflect any net adjustment, such as transferring costs to a different funding source Any negative amount must be no greater than the previous expended amount

Fund Overview Example With Current Expenditures For this example, the LEA has expended $9,897 of ESSER II, Resource Code 3212, funds in the applicable reporting period Total Allocated Amount: $1133133 Total Received Amount: $1124790 Previous Expended Amount: $1011477 Current Expended Amount: $9897

Fund Overview Example With No Current Expenditures For this example, the LEA has not expended ESSER II, Resource Code 3212, funds in the applicable reporting period, but has unspent funds Total Allocated Amount: $1133133 Total Received Amount: $1124790 Previous Expended Amount: $1011477 Current Expended Amount: $0

Fund Overview Example With No Current Expenditures and a Correction For this example, the LEA has not expended ESSER II, Resource Code 3212, funds in the applicable reporting period, but has unspent funds. The LEA also realized they accidentally over-reported expenditures in the amount of $5,214 in the previous quarter Total Allocated Amount: $1133133 Total Received Amount: $1124790 Previous Expended Amount: $1011477 Current Expended Amount: $-5214

Fund Overview Example With Current Expenditures and a Correction For this example, the LEA has expended $9,897 of ESSER II, Resource Code 3212, funds in the applicable reporting period. The LEA also realized they accidentally over-reported expenditures in the amount of $5,214 in the previous quarter Total Allocated Amount: $1133133 Total Received Amount: $1124790 Previous Expended Amount: $1011477 Current Expended Amount: $4683 ($9,897 - $5,214)

Funds Expended In this section of the report, LEAs report the percentage of total expenditures by the end of the reporting period for each allowable use category Total expenditures refers to Previous Expended Amount + Current Expended Amount Use whole numbers to indicate approximate percentage Enter a 0 for any category where funds were not expended Total Percentage must equal 100% (or 0% if no funds have been expended) Please review the Funds Expended help link within the applicable report for example expenditures for each allowable use category, found on the Federal Stimulus Quarterly Reporting Help Page: https://www.cde.ca.gov/fg/cr/reportinghelp.asp

Funds Expended Example The percentages of funds spent for each category should be calculated based on the total expended amount, as of the last day of the applicable reporting period Previous Expended Amount: $1,011,477 Current Expended Amount: $9,897 Total Expended Amount: $1,021,374

Funds Expended Example Categories (1) Total Expended Amount: $1,021,374 Expenditures from the General Ledger: Additional counselor: $105,354 Chromebooks: $301,842 Assessment data analysis software: $8,965 Additional compensation for teachers leading afterschool programs: $25,000 Heating, ventilation, and air conditioning (HVAC) Installation: $580,213

Funds Expended Example Categories (2) Expenditures from General Ledger, sorted by category: 9. Purchasing educational technology Chromebooks: $301,842 Assessment data analysis software: $8,965 10. Providing mental health services and supports Additional counselor: $105,354 11. Summer learning and supplemental afterschool programs Additional compensation for teachers leading afterschool programs: $25,000 14. Inspection, testing, maintenance, repair, replacement and upgrade projects to improve the indoor air quality in school facilities HVAC Installation: $580,213

Funds Expended Example Categories (3) Percentages Calculated: 9. Purchasing educational technology (30%) Chromebooks: $301,842 Assessment data analysis software: $8,965 10. Providing mental health services and supports (10%) Additional counselor: $105,354 11. Summer learning and supplemental afterschool programs (3%) Additional compensation for teachers leading afterschool programs: $25,000 14. Inspection, testing, maintenance, repair, replacement and upgrade projects to improve the indoor air quality in school facilities (57%) HVAC Installation: $580,213

Contact Information For this section, please provide information for the individual completing the report The CDE will attempt to contact this person first if there is a concern regarding the reported information and for additional targeted outreach Please confirm the email address is entered correctly

Confirming the Report is Submitted Select the Save Data button at the bottom of the page If there are issues, the report will indicate errors to be corrected at the top of the page If there are no errors, you will see the message Your data have been saved. That signals the report is complete Check the Date Submitted field in the main reporting screen There will only be a date in this field if all sections of the report have been completed

FAQs (1) Question: My LEA has received pre-approval and used ESSER III, Resource Code 3213, funds to purchase and install updated HVAC equipment to improve indoor air quality. Which reporting category should this be reported within? Answer: Most likely, this would align with 14. Inspection, testing, maintenance, repair, replacement, and upgrade projects to improve the indoor air quality in school facilities.

FAQs (2) Question: My LEA has hired additional staffing to expand summer school programs. We would like to cover this expense with ESSER II, Resource Code 3212, funds. Which reporting category should this be reported within? Answer: Most likely, this would align with 11. Summer learning and supplemental afterschool programs.

FAQs (3) Question: My LEA has hired additional staffing to expand summer school programs. We would like to cover this expense with ESSER III, Resource Code 3214, funds. Which reporting category should this be reported within? Answer: Most likely, this would align with 1. Summer learning or summer enrichment.

FAQs (4) Question: My LEA has received approval and purchased additional buses using ESSER III, Resource Code 3213, funds. Which reporting category should this be reported within? Answer: This would depend on the purpose of the purchase! Transporting fewer students on each bus to reduce the risk of virus transmission may align with 15. Developing strategies and implementing public health protocols including, to the greatest extent practicable, policies in line with guidance from the Centers for Disease Control and Prevention for the reopening and operation of school facilities to effectively maintain the health and safety of students, educators, and other staff Implementing afterschool programs resulting in the need for additional bus routes may align with 11. Summer learning and supplemental afterschool programs.

FAQs (5) Question: My LEA accidentally over-reported expenditures last quarter. Can you please reopen the previous report so we can make these corrections? Answer: Please make any corrections within the currently available quarterly report, subtracting over-reported amounts from current expenditures.

FAQs (6) Question: My LEA accidentally did not include expenditures last quarter. Can you please reopen the previous report so we can make these corrections? Answer: Please make any corrections within the currently available quarterly report, adding amounts that were not included last quarter to current expenditures.

FAQs (7) Question: The total received amount in the reporting portal does not match the total received amount on the funding results page. Which is correct? Answer: The received amount sometimes includes upcoming apportionment amounts if they are still in the process of being released. The funding results page will be updated soon to match these amounts. If you have concerns, please contact CAAR@cde.ca.gov.

FAQs (8) Question: My LEA did not have any expenditures for the current quarter for ESSER II, Resource Code 3212, but we keep getting reminders to complete the report. Why is this happening? Answer: We ask that LEAs submit all quarterly reports through the end of the grant period or until funds are fully expended, even if there are no current expenditures. If there are no current expenditures, please enter a 0 in the Current Expended Amount field.

FAQs (9) Question: Will my LEA need to report on ESSER I and GEER I during the 2022 Winter quarterly reporting cycle? What if I have corrections that need to be made? Answer: Only LEAs that reported obligations of ESSER I and/or GEER I funds as of September 30, 2022 will report for these funds in the 2022 Winter quarterly reporting period. If your LEA needs to correct prior reporting, please reach out to EDReliefFunds@cde.ca.gov for next steps.

Reporting Resources Federal Stimulus Funding Reporting Portal: https://www3.cde.ca.gov/caresactreporting/ Federal Stimulus Quarterly Reporting Help Page: https://www.cde.ca.gov/fg/cr/reportinghelp.asp CDE ESSER II FAQs: https://www.cde.ca.gov/fg/cr/esseriifaqs.asp CDE ESSER III FAQs: https://www.cde.ca.gov/fg/cr/esseriiifaqs.asp CDE Capital Expenditures FAQs: https://www.cde.ca.gov/fg/cr/capexpfaqs.asp

Questions? For Federal Stimulus Fund Questions: EDReliefFunds@CDE.ca.gov For ELO-G Questions: ELOGrants@cde.ca.gov For ARP-HCY II Fund Questions: HOMELESSED@cde.ca.gov

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