Federal Cash Management Letter

August 27, 2010

Dear County and District Superintendents and Charter School Administrators:

Effective October 2010, the California Department of Education (CDE) will add Title I, Part A and Title I, Part D, Subpart 2, of the Elementary and Secondary Education Act of 1965 (ESEA), as amended by the No Child Left Behind Act of 2001 (NCLB), to the Web-based cash management data collection (CMDC) system. The CMDC system was implemented in October 2009 impacting the NCLB Title II, Part A program only; it is now being expanded to include the two Title I programs in order to comply with the federal cash management requirement to minimize the time elapsing between the receipt and disbursement of funds by local educational agencies (LEAs).

The CMDC system will collect, through a Web-based report submitted quarterly by LEAs, the most current cash balance for the three programs. The collected data will determine an LEA’s quarterly apportionment, equal to 25 percent of the LEA’s annual entitlement minus the reported cash balance. The CMDC system does not affect how program entitlements are calculated, only how much of the LEA’s entitlement will be paid each quarter.

The CMDC report will have a separate line on which to report the cash balance for each of the three programs, so only one CMDC report needs to be submitted each quarter. Please note that CDE will not make an apportionment for a particular reporting quarter for the three programs to LEAs that do not submit the report for that quarter; report submission and apportionment can resume in the following quarter.

LEA data is submitted through the http://www2.cde.ca.gov/cashmanagement/default.aspx during scheduled quarterly data collection windows. Log on using the Personal Identification Number (PIN) previously provided to you. For LEAs that have not been issued a PIN (because they did not participate in the Title II, Part A program), CDE will send a PIN via e-mail around September 15, 2010. The next data collection window will be October 10, 2010, to October 31, 2010.

For more information on the data collection system, including instructions, reporting dates, and frequently asked questions, please go to http://www.cde.ca.gov/fg/aa/cm.

If you have any questions regarding the CMDC system or Title II, Part A fiscal questions, or if you do not receive your PIN by October 1, 2010, please contact Karen Almquist by phone at 916-327-4406 [Note: the preceding contact and phone information is no longer valid. Please contact the Categorical Allocations and Audit Resolution Office.] by e-mail at FederalCashManagement@cde.ca.gov. If you have fiscal questions regarding Title I, Part A and Part D, please contact Leslie Sharp by phone at 916-323-4977 or by e-mail at lsharp@cde.ca.gov [Note: The preceding contact, phone, and email information is no longer valid. Please contact the Categorical Allocations and Audit Resolution Office by email at CAAR@cde.ca.gov.].

Sincerely,

Scott Hannan, Director
School Fiscal Services Division