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2014 Financial Reporting Calendar-Oversight

County office oversight of districts calendar includes 2014-15 budget, interim, and 2013-14 unaudited actuals and audit calendar.

Fiscal Year Summary of Basic Filing Due Dates

DATE DUE* ITEM DESCRIPTION EDUCATION CODE

July 1

Budget

District adopts budget and files with County Office of Education (COE)

Charter school budget due to chartering authority and COE

42127(a)(2)

47604.33(a)(1)

August 15

Budget

COE approves, conditionally approves, or disapproves district budgets

42127(d)

September 8

Budget (Dual)

District revised budget due to COE

42127(e)

September 15

Unaudited Actual Data

District unaudited actual data, including Gann***, due to COE

42100(a),
Government Code (GC) 7906(f)

September 15 Unaudited Actual Data Charter school unaudited actual data due to chartering authority and COE 47604.33(a)(5)****,
42100(b)

September 22

Tentative Disapproved Budgets

COE notifies State Superintendent of Public Instruction (SSPI) of district budgets which may be disapproved

42127(f),
42127(i)(2)

October 8

Disapproved Budgets

COE notifies SSPI of district budgets which have been disapproved or budget committees waived

42127(h)

October 15

Unaudited Actual Data, including Gann, to SSPI

After reviewing for accuracy, COE transmits district and charter school unaudited actual data, including Gann***, to SSPI

42100,
GC 7906(f)

October 31

Budget Adoption Cycle

COE notifies SSPI of district and COE 2015–16 budget adoption cycles (via the unaudited actual software data submission due to SSPI October 15, 2014)

1622(e)
42127(i)

December 15**

First Interim
(October 31)

District first interim due to COE (COE sends to SSPI and State Controller if qualified or negative)

42131(a)(1) and (2)


December 15 Charter School First Interim (October 31) Charter school first interim due to chartering authority and COE 47604.33(a)(3)

December 15

Audit

District prior year audit due to COE, SSPI, and State Controller

41020(h)

December 15 Audit Charter school prior year audit due to chartering authority, COE, SSPI, and State Controller 47605(m), 41020(h)

January 14**

Qualified and Negative First Interim Reports

COE reports to SSPI and State Controller on district qualified and negative first interim certifications

42131(a)(2)

January 14** First Interim Status Report COE reports to SSPI and State Controller on all district first interim certifications 42131(c)

March 15

Charter School
second Interim (January 31)

Charter school second interim due to chartering authority and COE

47604.33(a)(4)

March 17** second Interim (January 31) District second interim due to COE (COE sends to SSPI and State Controller if qualified or negative) 42131(a)(1) and (2)

April 16**

Qualified and Negative Second Interim Reports

COE reports to SSPI and State Controller on district qualified and negative second interim certifications

42131(a)(2)

April 16**

Second Interim Status Report

COE reports to SSPI and State Controller on all district second interim certifications

42131(c)

May 15

Audit Status Report

COE certifies district audits to SSPI and
State Controller

41020(k)

June 1

6/30 Projection

June 30 projections for the period ending April 30 due to COE, SSPI, and State Controller if district had a qualified or negative second interim

42131(e)

The 2014–15 Single and Dual Budget Adoption Cycles

(Items apply to both Single and Dual unless indicated differently)

ON OR BEFORE* ACTION TAKEN  SUMMARY AND CODE REFERENCE

July 1

District adopts budget


The school district governing board shall hold a public hearing on the budget to be adopted. The date, time, and location of the hearing and the dates and locations at which the district’s proposed budget may be inspected shall be published in a local newspaper by the county superintendent of schools.
[Education Code ( EC) 42103, EC 42127(i)]

The governing board of the school district shall adopt a budget and, not later than 5 days after the adoption or by July 1, whichever occurs first, file that budget (utilizing forms prescribed by the SSPI) with the county superintendent of schools. The governing board shall not adopt a budget before the governing board adopts a local control and accountability plan, if an existing local control and accountability plan or annual update to a local control and accountability plan is not effective for the budget year. The governing board of a school district shall not adopt a budget that does not include the expenditures necessary to implement the local control and accountability plan that is effective during the subsequent fiscal year.
[EC 42127(a)(2), EC 42103, EC 42126]

July 1 Charter school submits budget Each charter school shall submit a preliminary budget to its chartering authority and the COE. [EC 47604.33(a)(1)]

August 15

County superintendent approves, conditionally approves,  or disapproves adopted district budget

The county superintendent of schools approves, conditionally approves, or disapproves the adopted budget for each district. (See September 15 if a district does not submit a budget.) If the budget is conditionally approved or disapproved, not later than August 15, the county superintendent transmits recommendations, in writing, to the school district's governing board. The county superintendent may assign a fiscal advisor to assist the school district in developing a budget in compliance with the county superintendent's revisions. The county superintendent may also appoint a committee to examine and comment on the review and recommendations, subject to the requirement that the committee report its findings to the county superintendent no later than August 20. (This committee is not a regional or state budget review committee as defined in EC 42127.1 through 42127.3). [EC 42127(d)]

September 8

District governing board reviews county's recommendations and responds

Single: If a school district's budget is disapproved by the county superintendent of schools, the school district governing board, in conjunction with the county superintendent, will review the county superintendent's recommendations at a regular meeting of the board and respond to those recommendations.
[EC 42127(i)(1)]

September 8 District governing board reviews county's recommendations and adopts a revised budget Dual: The district governing board shall revise the adopted budget to reflect changes in projected income or expenditures subsequent to July 1, and to include any response to the county superintendent's recommendations. The district governing board shall adopt and file the revised budget with the county superintendent of schools. Prior to revising the budget, the governing board shall hold a public hearing regarding the proposed revisions. The hearing shall be held not less than three working days following availability of the proposed revised budget for public inspection. The date, time, and location of the public hearing and the dates and locations at which the district proposed budget may be inspected shall be published in a local newspaper by the county superintendent. [EC 42103, EC 42127(e)] 

September 15

County superintendent transmits a prepared budget to any district that has not submitted a budget

If a district does not submit a budget to the county superintendent, the county superintendent shall, at district expense, develop a budget for the district by September 15 and transmit that budget to the district governing board. This budget shall be deemed adopted, unless the county superintendent approves any modifications made by the district governing board. The SSPI shall review and certify the budget approved by the county. [EC 42127(d)]

September 22

County submits list to SSPI of district budgets which may be disapproved

The county superintendent of schools will provide a list to the SSPI identifying all school districts for which budgets may be disapproved.
Single = [EC 42127(i)(2)]    
Dual = [EC 42127(f)]

October 8

County reviews district's response and approves or disapproves district budget

Agreement to waive budget review committee

The county superintendent of schools shall review the school district's response to the county superintendent's recommendations and approve or disapprove the district budget. If the district budget is disapproved, the county superintendent shall call for the formation of a budget review committee unless the governing board of the school district and the county superintendent agree to waive the budget review committee requirement and the California Department of Education (CDE) approves the waiver. Upon the grant of a waiver, the county superintendent has the authority and responsibility provided in EC 42127.3. [EC 42127.1]  Single = [EC 42127(i)(3)]   Dual=[EC 42127(g)]

October 8

County reports to SSPI on disapproved district budgets and waived budget review committees

The county superintendent of schools shall submit a report to the SSPI identifying all school districts for which budgets have been disapproved, or budget review committees waived. The report shall include a copy of the written response transmitted to each district pursuant to EC 42127(d). [EC 42127(h)]

October 15***

County submits district and county Gann information to the CDE

Districts will have transmitted appropriations limit (Gann) data to the county superintendent of schools as part of their SACS unaudited actual data submissions. The COE will coordinate the district and county information and send it to the CDE (via the unaudited actual software data submission).
[EC 42100, EC 1628, GC 7906(f)]

October 15*** County superintendent calls for budget or regional review committee

Unless a waiver of the budget review committee requirement has been approved:

Upon disapproval of a school district's budget, the county superintendent shall call for the formation of a budget review committee. The budget review committee shall be composed of three persons selected by the governing board from a list of candidates provided by the SSPI.
Single = [EC 42127.1(a) and (b), EC 42127(i)(3)]  
Dual = [EC 42127.1(a) and (b), EC 42127(g)]
    or
Notwithstanding EC 42127.1(b), with the approval of the SSPI and the district governing board, the county superintendent of schools may select and convene a regional review committee. The regional review committee shall operate in place of the budget review committee.
[EC 42127.1(c)]

October 15*** District governing board selects budget review committee

Unless a waiver of the budget review committee requirement has been approved:

No later than five working days after receipt of a candidate list from the SSPI, the district's governing board shall select a budget review committee, and the SSPI shall convene the committee no later than five working days following that selection. [EC 42127.2(a)]

October 15*** If necessary, SSPI selects budget review committee

Unless a waiver of the budget review committee requirement has been approved:

If the governing board fails to select a committee within the period of time permitted, the SSPI instead shall select and convene the budget review committee no later than ten working days after the district's receipt of the candidate list. [EC 42127.2(a)]

October 31

Budget review committee reports recommendations

The budget review committee shall review the proposed budget of the district and the underlying fiscal policies of the district and transmit to the SSPI, the county superintendent of schools, and the district governing board either of the following:

  1. A recommendation to approve the district budget, or
  2. A report disapproving the budget with recommendations for revisions that will enable the district to meet its current year and multiyear financial commitments.

The SSPI may extend the deadline for a period of not more than 15 working days.
[EC 42127.2(b) and (c)]

Five working days after review committee disapproves budget District responds to disapproved budget If the budget review committee recommends disapproval of the school district budget, not later than five working days after receipt of the report, the school district governing board may submit a response to the SSPI, including any revisions to the adopted final budget and any other proposed actions to be taken. Based upon the recommendations of the budget review committee, and any response to those recommendations provided by the school district governing board, the SSPI shall either approve or disapprove the budget. If the SSPI disapproves the district budget, notification is sent in writing to the school district governing board, and until the county superintendent certifies the district’s first interim report, the county superintendent of schools shall assume expanded authority. [EC 42127.3(b)]
October 31 County provides SSPI with the district and county budget adoption cycles

If the governing board of a school district elects to file its 2015–16 budget under the single budget adoption cycle, the board must notify the county superintendent by October 31, 2014.
[EC 42127(i)]

The county office of education shall submit notification to the SSPI as to the budget adoption cycles selected (single or dual) for all school districts in the county.
[EC 1622(e), EC 42127(i)]

Notifications are done via the unaudited actual software data submissions due to COE on September 15, 2014 and SSPI on October 15, 2014.

November 30

District with a disapproved budget is provided an adopted budget

If a district budget is disapproved by the SSPI, the county superintendent of schools, not later than November 30, shall develop and adopt, in consultation with the SSPI and school district governing board, a fiscal plan and budget that will govern the district and will allow the district to meet its financial obligations, both in the current fiscal year and with regard to the district's multiyear financial commitments. The SSPI may extend the date by which the county superintendent of schools is required to develop and adopt a fiscal plan and budget. The governing board of the district shall govern the operation of the district for the current fiscal year in accordance with that adopted budget.
[EC 42127.3(b)(1)]

If a district budget is disapproved by the county superintendent of schools, and the CDE approves a district waiver of the budget review committee, the CDE shall ensure that a balanced budget is adopted for the school district by November 30. [EC 42127(g) and (i), EC 42127.1(a)]

If no budget is adopted for a district under the dual adoption cycle by November 30, the SSPI may adopt a budget for the school district.
[EC 42127(g)]

N/A

County does not apportion money if school district neglects or refuses to make a budget

If the governing board of any school district neglects or refuses to make a budget, the county superintendent of schools shall not make any apportionment of state or county school money for the particular school district for the current school year. The county superintendent shall notify the appropriate county official that any warrants issued by the school district shall not be approved.
[EC 42128]

2014–15 Interim Reports

ON OR BEFORE* ACTION TAKEN  SUMMARY AND CODE REFERENCE

December 15**-
first interim

March 17** -
second interim

District submits interim report and certification

No later than 45 days after the close of each reporting period, the school district governing board shall:

  • File copies of a positive certification and interim report with the county superintendent of schools.
  • File copies of a qualified or negative certification, and the interim report, with the county superintendent of schools. The county office sends copies of qualified or negative certifications to the SSPI and the State Controller.

All reports and certifications must be in a format or on forms prescribed by the SSPI and must be based on standards and criteria for fiscal stability adopted by the State Board of Education.
[EC 42131(a)(1), (2) and (3)]

December 15 -
first interim

March 15 -
second interim

Charter school submits interim financial report

Each charter school shall annually prepare and submit interim reports to its chartering authority and the county superintendent of schools (or only to the county superintendent if the county board of education is the chartering authority).

  • The first interim financial report shall reflect changes to the budget through October 31.
  • The second interim financial report shall reflect changes to the budget through January 31.

[EC 47604.33(a)(3) and (4)]

January 14** -
first interim
Status Report

April 16** -
second interim
Status Report

County superintendent may change district interim certification

 

 

No later than 75 days after the close of each reporting period:

The county superintendent of schools may change the district's certification from positive to negative or qualified, and shall provide notice of that action to the district governing board and the SSPI. The district governing board has five days after receiving the notice to submit an appeal to the SSPI. No later than ten days after receiving the appeal, the SSPI shall determine the certification to be assigned to the district, and shall notify the district governing board and the county superintendent of schools of the determination.

[EC 42131(a)(2)]

January 14** -
first interim
Status Report

April 16** -
second interim
Status Report
County reports to SSPI and State Controller on qualified and negative district interims

No later than 75 days after the close of each reporting period:

The county superintendent of schools shall submit to the SSPI and the State Controller his or her comments and a report of any actions proposed or taken for those districts classified as qualified or negative. [EC 42131(a)(2)]

January 14** -
first interim
Status Report

April 16** -
second interim
Status Report
County submits district interim status report to SSPI and State Controller

No later than 75 days after the close of each reporting period:

The county superintendent of schools shall submit a report to the SSPI and the State Controller accounting for each school district under his or her jurisdiction and indicate the type of certification filed by each district.
[EC 42131(c)]

After the county reviews the district interim or determines there are indicators of fiscal distress

County superintendent review of qualified or negative district certification or review of district demonstrating fiscal distress

If a school district has a qualified or negative certification, or if there are indicators of fiscal distress, the county superintendent of schools shall notify the school district governing board and the SSPI in writing of his or her determination and the basis for that determination. The county superintendent shall report to the SSPI on the financial condition of the district and shall take action in accordance with EC 42127.6(a)(1)(A) through (G) to ensure that the district meets its financial obligations.
[EC 42131(b), EC 42127.6(a)]

June 1

June 30 projection (for districts filing a qualified or negative second interim)

The governing board of each school district that files a qualified or negative second interim certification, or whose second interim certification is changed to qualified or negative by the county superintendent of schools, shall provide to the county superintendent of schools, the SSPI, and the State Controller, no later than June 1, financial statement projections of the district’s fund and cash balances through June 30 for the period ending April 30.
[EC 42131(e)]

  N/A

County does not apportion money if school district neglects to file interim reports

If the governing board of any school district neglects to file interim reports, the county superintendent of schools shall not make any apportionment of state or county school money for the particular school district for the current school year. The county superintendent shall notify the appropriate county official that any warrants issued by the district shall not be approved.
[EC 42128]

2013–14 Prior Year Reports

ON OR BEFORE* ACTION TAKEN  SUMMARY AND CODE REFERENCE

May 1 (2014)

County provides for local educational agency annual audits

The county superintendent shall ensure that the governing board of each local educational agency has made arrangements for an audit of the books and accounts of the local educational agency. In the event the governing board of a local educational agency has not provided for an audit of the books and accounts of the local educational agency by April 1, the county superintendent of schools shall provide for the audit and the cost of the audit shall be chargeable to the LEA.
[EC 41020(b), EC 41020(e)]

October 15**
(2014)

County transmits district and charter school prior year statements (unaudited actuals) to the SSPI

The county superintendent of schools shall review district and charter school prior year financial statements (unaudited actuals) for mathematical accuracy and transmit via the unaudited actual software to the SSPI.
[EC 42100, EC 47604.33(a)(5)]****

December 15
(2014)

District files audit report for prior year

An audit report for each local educational agency for the preceding fiscal year shall be filed with the county superintendent of schools, the CDE, and the State Controller. [EC 41020(h)]

December 15 (2014) Charter school submits prior year audit A charter school shall transmit a copy of its prior year financial audit report to its chartering authority, the COE, the CDE, and the State Controller. This subdivision does not apply if the audit of the charter school is encompassed in the audit of the chartering entity pursuant to EC Section 41020.
[EC 47605(m), EC 41020(h)]

May 15 (2015)

County certifies reviews of audits to SSPI

The county superintendent shall certify to the SSPI and the State Controller that all audits of local educational agencies for the prior fiscal year have been reviewed, including all exceptions, and that all exceptions, except as otherwise noted in the certification, have been corrected by the local educational agency or that an acceptable plan of correction has been submitted to the county superintendent. The county superintendent shall identify, by local educational agency, any attendance-related audit exception or exceptions involving state funds, and require the local educational agency to submit the appropriate reporting forms to the SSPI for processing.
[EC 41020(k)]

Note: The term, “local educational agency”, as used in EC 41020 includes school districts, county offices of education, educational joint powers agencies, and charter schools.

* Due dates are established in law unless otherwise noted. In accordance with GC 6700, GC 6707, and GC 6803, if the due date falls on a Saturday, Sunday, or holiday, the reporting date shall be the following workday. Unless stated otherwise, “days” means calendar days.
** Date calculated as prescribed in law.
*** Gann filing date administratively determined by CDE.
****EC 42100 reporting will satisfy EC 47604.33 requirement.

CDE = California Department of Education                            
SSPI = State Superintendent of Public Instruction
COE = County Office of Education
EC = Education Code                                                       
GC = Government Code

Questions:   Financial Accountability & Information Services | sacsinfo@cde.ca.gov | 916-322-1770
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