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Ltr1chair-13: CSSFR Ltr to Chair

Letter Head: Tom Torlakson, State Superintendent of Public Instruction, California Department of Education

July 25, 2013

Judy Flores, Chair
Curriculum and Instruction Steering Committee
Shasta County Office of Education
1644 Magnolia Avenue
Redding, CA 96001

Dear Ms. Flores:

Enclosed is the Form J-4A, Chairperson Certification of Meetings and Attendance, which must be completed by August 26, 2013, in order for county offices of education to claim and be reimbursed for certain employee travel expenses incurred during fiscal year 2012–13 (July 1, 2012, through June 30, 2013). These travel expenses must be in association with attendance at meetings of the Curriculum and Instruction Steering Committee (CISC) or its CISC subcommittees related to cooperative county publication projects. Also enclosed are instructions for completing the Form J-4A and a completed sample for your reference.

As the current CISC Chair, please complete the Form J-4A, in excel format, in order to report required information for the CISC meetings held during fiscal year 2012–13. In addition, please also forward a copy of this letter, the Form J-4A and instructions, and the completed sample to each CISC subcommittee lead. Please ask the subcommittee lead to complete the Form J-4A, in excel format, for their respective meetings. Meetings that were attended by teleconference, for which no travel was involved, should not be reported. Each subcommittee lead should then send the original signed form to you and forward the form to you as an e-mail attachment in excel format.

As the CISC Chairperson, you must confirm the information reported on the Forms J-4A, including meeting dates and membership of the CISC and CISC subcommittees, sign, and submit them to the California Department of Education (CDE) as instructed below.

Submittal Instructions

The completed and signed Forms J-4A are due to the CDE by August 26, 2013, in two formats, as follows:

(1) Please e-mail the final confirmed Forms J-4As in excel format to Tonya Holmes at tholmes@cde.ca.gov.

(2) Please submit the signed Forms J-4A. These may be sent in pdf format (scanned) as an e-mail attachment to Tonya Holmes at tholmes@cde.ca.gov or by U.S. mail to:

Tonya Holmes, Analyst
School Fiscal Services Division
California Department of Education
1430 N Street, Suite 3800
Sacramento, CA  95814-5901

The CDE will then compile the confirmed meetings and attendance reported on the Forms J-4A. This List of Confirmed Travel will show, by county, the participating county employees, their possible dates of travel, and committee or subcommittee assignment.

In a separate letter to the county superintendents of schools and county chief business officials, the CDE will request county superintendents to claim reimbursement on the Form J-4 for actual, necessary travel expenses associated with the meetings and persons on the List of Confirmed Travel. County offices may not claim and the state may not reimburse travel expenses for persons and dates not reflected on the List of Confirmed Travel.

This letter, the blank Form J-4A, instructions, and completed sample Form J-4A can be found on the CDE Web site at http://www.cde.ca.gov/fg/aa/ca/j4cssfreimb.asp. If you have any questions, please contact Tonya Holmes, Analyst, by phone at 916-323-6028 or by e-mail at tholmes@cde.ca.gov.

Sincerely,

 

Arlene Matsuura, Administrator
Categorical Allocations and Management Assistance Office
School Fiscal Services Division

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