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Quarterly Expenditure Report Instructions

Instructions for completing the Quarterly Expenditure Report form.

County #: Please enter your two digit county number.

Grant ID #: Enter the California Department of Education (CDE) grant number as it appears on the Grant Award Notification (AO-400) form.

Applicant Agency: Enter the funded agency name as it appears on the AO-400. Please do not use program names.

Annual Grant Award Amount: Enter the amount of the annual grant as it appears on the AO-400.

Revision: Check if this is a revision of an earlier submission.

Fiscal Year: Enter the fiscal year for which you are reporting.

Quarter: Check the appropriate box for the quarterly reporting period.

Grant Year: Check the appropriate box for the grant year for which you are reporting.

Series/Object Codes: These series/object codes and descriptions are listed in the California School Accounting Manual.

Note: The 5200 series is for Technical Assistance grant use only. Object series 5200-01 shall be used to record Regional Lead travel expenses outside the designated region. Object 5200-02 shall be used to record Regional Lead travel expenses inside the designated region.

Indirect Cost: For indirect costs, use the CDE-approved indirect cost rate or five percent, whichever is less. To find your county’s CDE-approved indirect cost rate.

Approved Annual Budget: Enter the amounts from the initial budget or most recent budget revision submitted to and approved by the CDE.

Quarterly Expenditures: Enter the total amount expended during the reporting period for each expenditure category, and submit to the CDE. Save all previous quarterly reports and add to accordingly. By the end of the year, the entire form should be complete.

Total Program Expenditures: Add totals quarterly expenditures to date in the far right column. The quarter four report should reflect the entire year’s expenditures.

Total Grant Award Amount: (For Technical Assistance grant use only.) Please enter annual grant award amount from the AO-400.

Total Expenditures (cumulative): (For Technical Assistance grant use only.) Enter total expenditures to date as shown in the far right column Total Cumulative Expenditures.

Total Earnings and Allowances (cumulative): (For before and after school grant use only.) Enter total cumulative earnings to date. This figure will be an estimate based on all attendance reports submitted for a given year including any unearned advances or payments to date. If you are submitting third quarter expenditures, for example, please include estimated earnings from the third quarter attendance report along with any unearned start-up or administrative allowances received for the year.

Total Expenditures (cumulative): (For before and after school grant use only.) Enter total from Total Cumulative Expenditures. If zero, report zero.

Certification: By signing the Quarterly Expenditure Report, the authorized agent certifies the accuracy of the information contained in the report; that expenditures/obligations reported were made and the program/project has been conducted in accordance with state laws, regulations, and the CDE-approved grant application and amendments; the 50 percent local match in cash or the in-kind requirement has been met; that no state categorical funds for remedial education, facilities, or space were used to fulfill match requirements; no more than 15 percent of these expenditures/obligations were used for administrative costs; and full records of receipts and expenditures have been maintained and are available for audit.

Budget and Reporting Forms

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