PCSGP Start-Up Subgrant Resources
Resources for the Public Charter Schools Grant Program (PCSGP) Start-Up Subgrant for the Planning, Implementation, Replication, and Expansion of Charter Schools.PCSGP Use of Funds
PCSGP Start-Up Subgrant Use of Funds
Frequently asked questions regarding PCSGP Start-Up Subgrants for Planning, Implementation, Replication, and Expansion of Charter Schools Use of Funds.
Expenditure Reporting and Submission Timeline
All PCSGP Start-Up Subgrants are reimbursement only. The California Department of Education (CDE) will not issue any advance payments for the subgrant. To be reimbursed for expenditures, subgrantees must identify their fiscal reporting cadence for each year of the subgrant term: monthly or quarterly. On the fiscal reporting cadence requested, subgrantees must provide:
- Expenditure Report requesting reimbursement of all PCSGP expenditures for the reporting period.
- A copy of an accumulative general ledger (GL) report for each reporting period including itemized costs, vendor names, date incurred, and a description of the services or items purchased.
- Supporting documentation including, but not limited to, invoices, receipts, personnel activity reports, contracts, etc.
The subgrantee is responsible for ensuring that reports are accurate, complete, and submitted on time. Failure to submit timely, accurate reports may result in reimbursement payments being delayed and may result in termination of the subgrant award. All subgrant funds must be obligated on or before the final day of the subgrant term and paid in full within 90 days. Reimbursement requests beyond the 90 day liquidation period may not be processed without prior approval.
The PCSGP Office will provide the Excel workbook template to the PCSGP subgrantee at the time of award and at the start of each fiscal year. The complete PCSGP Expenditure Report must be submitted via email to PCSGP@cde.ca.gov by the corresponding reporting due date listed below.
Quarterly Expenditure Report
| Quarter | Period Covered | Report Due Date |
|---|---|---|
| 1 | July 1 – September 30 | October 31 |
| 2 | October 1 – December 31 | January 31 |
| 3 | January 1 – March 31 | April 30 |
| 4 | April 1 – June 30 | July 31 |
Monthly Expenditure Report
| Month | Period Covered | Report Due Date |
|---|---|---|
| 1 | July 1 – July 31 | August 15 |
| 2 | August 1 – August 31 | September 15 |
| 3 | September 1 – September 30 | October 15 |
| 4 | October 1 – October 31 | November 15 |
| 5 | November 1 –November 30 | December 15 |
| 6 | December 1 – December 31 | January 15 |
| 7 | January 1 – January 31 | February 15 |
| 8 | February 1 – February 28 | March 15 |
| 9 | March 1 – March 31 | April 15 |
| 10 | April 1 – April 30 | May 15 |
| 11 | May 1 – May 31 | June 15 |
| 12 | June 1 – June 30 | July 15 |
PCSGP Templates
Budget Revision Request Form (DOCX)
PCSGP subgrantees use this to request changes to approved budget amounts when reporting expenditures of 110 percent or more of their approved budget amount. This report should be emailed to PCSGP@cde.ca.gov.
Time and Effort Logs (XLSX)
PCSGP subgrantees must maintain Time and Effort Logs on-site to document approved certificated/classified salaries and associated benefits charged for the completion of sub-grant tasks. This Time and Effort Log is a sample for reference.
Historical Inventory List (XLSX)
PCSGP subgrantees are required to maintain accurate historical inventory records in compliance with Title 2 Code of Federal Regulations 200.313. This sample form tracks details for expenditures bought with PCSGP funds, including description, funding source, cost, location, and disposition information. This Historical Inventory Form is a sample for reference.
Return to PCSGP Administration, Resources, and Support