Federal Cash Management

Requirements

General Reporting Requirements and Responsibility

Local educational agencies (LEAs), which includes school districts, county offices of education, and direct funded charter schools, receiving formula-based allocations under the Title I, Part A; Title I, Part D, Subpart 2; Title II, Part A; Title III English Learners; Title III Immigrant; and Title IV, Part A programs under the Elementary and Secondary Education Act of 1965 (ESEA), as amended by the Every Student Succeeds Act of 2015 (ESSA), must report the cash balance for each of these programs on a quarterly basis to the California Department of Education (CDE) in order to receive their apportionments for those programs. The LEAs report the data through the web-based Federal Cash Management Data Collection (CMDC) system. Only one CMDC report will be submitted for a quarter; the CMDC report will have a separate line on which to report the cash balance for each of the programs. The program(s) and line(s) shown for a particular LEA’s CMDC will correspond to the program(s) for which that LEA is receiving funding.

The CDE will use the reported cash balanceto determine the apportionment to release in each reporting period. The apportionment will be equal to 25 percent of the LEA’s annual program allocation minus the cash balance reported for that period. Calculations will be done for each of the programs. An apportionment for a particular fiscal year grant award will be paid after the allocations for any prior year grant award(s) have been fully paid, unless the authority to obligate those funds has expired.

Please note that the data submitted under the CMDC system does not affect how program allocations are calculated, only how much of the LEA’s total allocation will be paid each quarter.

LEAs must submit their cash balance each reporting period to be eligible to receive funds in that period.The data must be submitted by midnight on the reporting deadline. No late submissions will be accepted. If the cash balance is zero, a CMDC report must still be submitted to receive an apportionment.

LEAs may log on to the CMDC system at any time within the reporting window for each period to submit their cash balance. Changes may be made to the submitted report up to the reporting deadline. Please refer to the Reporting Schedule tab for reporting windows and deadlines.

The cash balance(s) reported on the latest submitted CMDC report will be used to determine the apportionment for that period. Thus, if an LEA that has previously submitted cash balance figures for the programs has to revise one of them, the revised CMDC report to be resubmitted must report both the (two) unrevised cash balances as well as the revised one.

Exceptions

New Direct Funded Charter Schools

An exception to requiring the CMDC report as a condition of receiving an apportionment applies to a new direct funded charter school in its first year of operation, where there may be no cash balance data to report. The CDE will release 25 percent of the Title I, Part A; Title I, Part D, Subpart 2; Title II, Part A; Title III English Learner; Title III Immigrant; and Title IV, part A allocations for the reporting period when the new school is first eligible for funds, without requiring a CMDC report. The school, however, may still wish to submit cash management data during the applicable collection period if it has expended any cash on these programs before receiving funds from the CDE. The school must submit cash management data in subsequent reporting periods to receive additional release(s) of funding.

Closed Direct Funded Charter Schools

Cash management data must be reported for direct-funded charter schools that have closed but have not drawn down all funds, to receive additional release(s) of funding. Please contact FederalCashManagement@cde.ca.gov to request these funds.

District Reorganizations

For current year district reorganizations, the new district should report consolidated cash balance data for the lapsed district(s) if the lapsed district(s) have not drawn down all prior year funds.

Special Data Collections

In addition to the Title I, Part A; Title I, Part D, Subpart 2; Title II, Part A; Title III English Learner; Title III Immigrant; and Title IV, Part A programs, on certain occasions the CDE may utilize the CMDC system for special data collections on federal programs. If a special collection is necessary, the CDE will notify your LEA separately of specific deadlines and instructions.

Reporting Schedule

Federal Cash Management Data Collection (CMDC) Schedule

Important deadlines and reporting windows to submit federal cash management data.

Note: Cash balance to be reported regardless of the fiscal year from which the funds originated.

Instructions

Instructions for Reporting Federal Cash Management Data

Logon Page (Select Logon)

To log on to the CMDC system, first select on this page the type of reporting entity.

District Logon: Select this option to report cash management data for school districts, county offices of education, statewide benefit charter schools (parent) and all-charter districts.

Direct Funded Charter School Logon: Select this option to report cash management data for direct funded charter schools.

Logon Screen

After selecting the type of entity in the Logon Page, select the following from the drop-down list on the Logon Screen:

County: Using the drop-down menu, select your county.

District: Using the drop-down menu, select your district, county office of education, statewide benefit charter school, or all charter district. For direct funded charter schools, select the sponsoring or authorizing entity.

School: Using the drop-down menu, select your charter school (only required for direct funded charter school logon).

PIN: Enter the PIN number that is assigned to your agency.

An electronic personal identification number (PIN) is required to access the CMDC system. The CDE e-mailed the PIN to county and district superintendents and charter school administrators that are listed on the CDE’s California School Directory. If you do not have the assigned PIN, click the “Request PIN” link on the Logon Screen page and enter the requested information on the resulting page, and the PIN will be sent to the superintendent or administrator e-mail address on file. If you have not updated your superintendent’s or administrator’s information on the CDE’s California School Directory, please contact your County District School (CDS) Coordinator. All updates must be routed through the district or county CDS Coordinator listed in the bottom box on your school information page in the California School Directory.

If a county office of education needs a PIN to report cash management data for a direct funded charter school that have closed, please send an e-mail request to FederalCashManagement@cde.ca.gov.

Cash Management Data Collection Report

Enter in the Cash Management Report the following information.

Contact Information: The authorized user is the county or district superintendent or charter school administrator to whom the PIN is provided. The authorized user information is pre-populated with the name of the current superintendent or administrator on file as reflected in the California School Directory. The authorized user can delegate cash management reporting functions to another person as they deem appropriate.

The contact person is the person completing the online data submission. The contact person may be an authorized user or a person delegated to submit this data. If your agency has submitted cash management data in the past, the information will be pre-populated with information from the last submission; report in the CMDC any changes in the contact information.

Contact Person Submitting Data:

First Name: Provide the first name of the person completing the data submission.

Last Name: Provide the last name of the person completing the data submission.

Title: Provide the title of the person submitting the data.

Address: Provide the mailing address for the person completing the data submission.

Telephone: Provide the phone number for the person completing the data submission

Email: Provide the e-mail address of the person completing the data submission.

Data Collection

Provide the information requested in each field as follows.

Cash Balance: Enter the total balance in your agency’s cash account(s) for each of Title I, Part A (SACS Resource Code 3010); Title I, Part D, Subpart 2 (SACS Resource Code 3025); Title II, Part A grants (SACS Resource Code 4035); Title III English Learner (SACS Resource Code 4203); Title III Immigrant (SACS Resource Code 4201); and/or Title IV, Part A (SACS Resource Code 4127). Cash balance includes the cumulative total of all funds held for these programs by your agency as of the date you are completing this form, regardless of the fiscal years for which the funds were awarded. A deficit cash balance (i.e., your agency has expended cash for the program in excess of the amounts received from the CDE) should be reported as a negative amount.

One line is shown on the report for each program for which your agency is receiving funding. If this reporting window includes a special data collection, the CMDC report will show separate data field(s) for that purpose. Provide the total balance in your agency's cash account(s) for each specified federal program in the data field(s).

While you can submit data at any time during the reporting window, it will be to your agency’s advantage to submit data as close as possible to the reporting deadline; cash balances may be lower by that date, and reporting the lower balance will maximize the amount of funds your agency may receive in the next apportionment.

Data Submission

You must check the box at the bottom of the Data Collection page and click the “Submit” button to successfully submit data to the CDE. A data submission report will appear on your screen displaying the submitted data, the person who submitted the data, and the date and time of the submission. You will be able to print or save a PDF copy of the data submitted for your records.

Once you have successfully submitted CMDC data, you should receive a prompt the next time you log on showing the date and time of your last submission.

To make any revisions after this point, follow the same process outlined above before the reporting deadline. The CDE will use the latest set of submitted data as the basis for the apportionments for that period. Submitting a revised report within the reporting window will supersede all data previously submitted.

CMDC FAQs

Federal Cash Management Data Collection (CMDC) Frequently Asked Questions

1. What programs are using the CMDC?

   To comply with federal cash management requirements, the CMDC system includes the following formula-based programs: Title I, Part A; Title I, Part D, Subpart 2; Title II, Part A; Title III English Learner; Title III, Immigrant; and Title IV, Part A. Quarterly apportionments for these formula-based programs will be based on the cash balance reported by the local educational agencies in the CMDC system.

2. Why do I need to submit data on CMDC?

   Federal regulations require that recipients of federal funds minimize the time elapsing between the receipt and expenditure of funds. The CMDC system provides the data to the California Department of Education, which enables it to make apportionments based on the local educational agency's cash balance, as required by federal regulations.

3. How are apportionments calculated under CMDC?

   The submitted cash balances will be used to calculate the quarterly apportionment for Title I, Part A; Title I, Part D, Subpart 2; Title II, Part A; Title III English Learner; Title III Immigrant; and Title IV, Part A. The apportionment will equal the difference between 25 percent of the local educational agency's annual allocation and cash balance, up to the total allocation amount. Apportionments for a particular fiscal year will be paid after the allocations for any prior year grant award(s) have been fully paid, unless the authority to obligate those funds has expired.

4. Do I submit a CMDC report for each of the programs under CMDC?

   The CMDC report will display a line for each of the programs for which a local education agency has an allocation, so only one report must be submitted each period.

5. What happens if I don’t submit a CMDC report?

   If you fail to submit a CMDC report for a particular reporting period, the California Department of Education (CDE) will not apportion funds to your local educational agency (LEA) for that period. The CDE will release funding in the subsequent period if your LEA appropriately submits cash balance data that warrants the release.

6. When will my district receive the apportionment?

   The California Department of Education sends out apportionments approximately one month after the closing day of the preceding reporting window.

7. How does CMDC affect my allocation for this fiscal year?

   CMDC does not affect your annual allocation amount, only the amount to be paid quarterly from your allocation.

8. My charter school is new. It just opened this year. Do I need to submit CMDC?

   An exception to requiring the CMDC report as a condition of receiving an apportionment applies to a new direct funded charter school in its first year of operation, where there may be no cash balance data to report. The California Department of Education (CDE) will release 25 percent of the Title I, Part A; Title I, Part D, Subpart 2; Title II, Part A; Title III English Learner; Title III Immigrant; and Title IV, Part A allocations for the reporting period when the new school is first eligible for funds, without requiring a CMDC report. The school, however, may still wish to submit cash management data during the applicable collection period if it has expended any cash on these programs before receiving funds from the CDE. The school must submit cash management data in subsequent reporting periods to receive additional release(s) of funding.

9. Does the CMDC replace the Consolidated Application (ConApp) and/or other required expenditure reports? I already submitted an expenditure report on ConApp or to the program office. Why do I have to submit it again?

   The data required on the expenditure report is not the same data required on the CMDC report. The data components and timing of submission of the ConApp and/or expenditure report are not adequate to carry out our federal cash management program. The cash balance data is needed to determine the amount of funds to release to local educational agencies quarterly to comply with federal regulations. Questions regarding the expenditure reports should be directed to the appropriate program office contact. For ConApp reports, the California Department of Education contact is shown at the top of each ConApp page.

10. My local educational agency (LEA) does not have a Title I, Part A, Title I, Part D, Title II, Part A, Title III English Learner, Title III Immigrant, and/or Title IV, Part A grant for the current year; do I have to submit a CMDC report?

    It depends. The cash balance data collected on the CMDC report each period is used to determine the amount of funds to release to an LEA.

    • You do not need to submit a CMDC report if your LEA does not have any unpaid allocations for grants awarded in the last two preceding years.
    • You should submit a CMDC report if your LEA has any unpaid allocations for grants awarded in the last two proceeding years in order to have these funds released to your LEA.
    • You can check your LEA’s allocations by program and fiscal year on the California Department of Education's categorical program Web page by referring to the links for Title I, Part A, Title I, Part D, Subpart 2; Title II, Part A; Title III; and Title IV, Part A.

11. When you ask for cash balance, what cutoff date should I use?

    While you can submit data at any time during the reporting window, it will be to your agency’s advantage to submit data as close as possible to the reporting deadline; cash balances may be lower by that date, and reporting the lower balance will maximize the amount of funds your agency may receive in the next apportionment.

12. What if my cash balance is negative?

    The CMDC accepts negative cash balances. Simply type a negative indicator (–) before typing the whole dollar amount into the system. Because apportionments are calculated as the difference between the cash balance and 25 percent of the yearly allocation, a negative cash balance will result in an apportionment of 25 percent of the allocation plus the negative amount. For instance, if a cash balance of $-250 is submitted for a local educational agency with a yearly allocation of $500, the calculated apportionment will be 25% of 500+250 or $125+250=$375.

13. I cannot log on to the CMDC system right now. Why?

    Several reasons may prevent you from logging on.

    • The reporting window is not active. You can log on to the CMDC system only when a reporting window is active. Refer to the Reporting Schedule tab.
    • Your local educational agency (LEA) may not have an allocation for Title I, Part A, Title I, Part D, Title II, Part A, Title III English Learner, Title III Immigrant, and Title IV, Part A in the current year or last two preceding years. You can check your LEA’s allocations for each fiscal year on CDE’s Categorical Programs web page.
    • You may have used an incorrect PIN. Refer to Question 14 to retrieve the correct PIN.

14. How can I get the PIN for my local educational agency?

    If you do not have the assigned PIN, click the “Request PIN” link on the Logon Page and enter the requested information on the resulting page, and the PIN will be resent to the superintendent or administrator email address listed in the California School Directory. If your local educational agency needs to update your superintendent’s or administrator’s information on the CDE’s California School Directory, please have your local CDS Coordinator update the contact information in the Online Public Update for Schools (OPUS - CDS) application. Your local CDS Coordinator is identified in the California School Directory.

    Also, check the spam and junk mail filters and add FederalCashMangement@cde.ca.gov to the address book or safe list to ensure it reaches the inbox.

15. Can the PIN be sent to someone other than the individual on file?

    The California Department of Education will send the PIN only to the individual on file as reflected in the California School Directory. This individual can then delegate cash management reporting functions to another person as they deem appropriate and provide the PIN to that person.

16. The system will not take my submission. It says there is a submission error. What did I do wrong?

    The system is designed to take only numeric characters. The negative sign (-) is the only exception. Dollar signs ($), commas (,) decimal points (.) or other non-numeric characters will prevent your submission from being recorded by the system. If the cash balance is zero, enter 0.

17. How do I know I successfully submitted data to CDE?

    You must check the box at the bottom of the Data Collection page of the CMDC system and click the “Submit” button. A data submission report will appear on your screen displaying the submitted data, the name of the person who submitted the data, and the date and time of the submission. You will be able to print or save a PDF copy of the data submitted for your records.

18. We’ve submitted our CMDC report for the quarter, but we found out we need to revise the cash balance for one of the programs. Can we submit a revised report?

    If you successfully submitted CMDC data, you will receive a prompt the next time you log on during the same reporting period stating the date and time of your last submission. To make any revisions, follow the same process outlined above and resubmit all data fields for the applicable ESSA programs before the reporting deadline.

19. How can I be included in future California Department of Education (CDE) communications regarding CMDC reporting?

    Please subscribe to the Federal Cash Management electronic mailing list to receive updates via e-mail by sending a "blank" message to join-federalcashmanagement@mlist.cde.ca.gov.

20. What if I have more questions?

    If you still need clarification after referring to the Federal Cash Management Instructions, email your question to FederalCashManagement@cde.ca.gov.

Resources

Federal Cash Management Resources

• Federal Grants Fiscal Guidance
  Guidance from the California Department of Education (CDE) on the various requirements that impact federal education grants, focusing on issues and questions commonly identified through the CDE’s fiscal and program monitoring, training, and technical assistance.

• General Assurances and Certifications
  Requirements of applicants and grantees as a condition of receiving funds.

• Interest Earned on Federal Funds
  Information on how to calculate and report interest earned on advanced federal funds and remit interest exceeding $500 for the year back to the CDE.

• 2 CFR 200 (Code of Federal Regulations)
  Part 200 of Title 2 of the Code of Federal Regulations (2 CFR Part 200), commonly referred to as the Uniform Grants Guidance (UGG), establishes uniform administrative requirements, cost principles, and audit requirements for Federal awards to non-Federal entities.

• 34 CFR (Education Department General Administration Regulations (EDGAR))
  Title 34 of the Code of Federal Regulations (34 CFR) contains the laws and regulations applicable to direct grant programs and state-administered programs under the U.S. Department of Education.

Other Resources

• Categorical Programs
  Information for select state and federal categorical programs, including programs under the Every Student Succeeds Act (ESSA).
• Audit Guidelines
  Resources for external auditors and local educational agency personnel for completing the annual financial and compliance audits pursuant to Education Code Section 41020.