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Instructions: 2018–19 Title III Immigrant Report

Consolidated Application Winter Release data entry instructions for the 2018–19 Title III Immigrant Year-to-Date Expenditure Report, 27 Months data collection form.
Data Collection Purpose

The local educational agency (LEA) must report year-to-date (YTD) expenditures for the period of July 1, 2018, through September 30, 2020, from the Title III Immigrant Student Program Subgrant allocation.

Note: The period of availability of 2018–19 funds has been extended until September 30, 2021.

Guidance

Expenditures by the LEA may include direct administrative and indirect costs, and any repayment of funds. Recommended direct administrative costs for a fiscal year may not exceed 2 percent of such funds for the cost of administering the program. LEAs are also authorized to assess approved indirect costs to the portion of the subgrant that is not reserved for direct administrative costs. A list of approved indirect cost rates is available on the California Department of Education (CDE) Indirect Cost Rates web page.

According to the California School Accounting Manual, “Legal obligations are commitments made by an LEA to purchase goods or services immediately or in a future period.” To determine whether a financial commitment should be reported as an expenditure, please refer to the Code of Federal Regulations, Title 34 (34 CFR), Part 76, Section 707 on the Discover U.S. Government Information – Citation External link opens in new window or tab. web page.

Use the Elementary and Secondary Education Act Section 3115(e)(1) as a guide to determine allowable expenditures.

CDE Program Staff Contact

Caroline Takahashi
Staff Services Analyst
Language Policy and Leadership Office
ctakahashi@cde.ca.gov
916-323-5739

Geoffrey Ndirangu
Education Programs Consultant
Language Policy and Leadership Office
gndirang@cde.ca.gov
916-323-5831

Displayed Data – Allocation and Transfers

2018–19 Title III immigrant student program allocation: Source data from the CDE Title III English Learner and Immigrant Programs web page.

Transferred-in amount: Data displays as reported in the same fiscal year Federal Transferability data collection form.

2018–19 Total Allocation: The sum of the Title III immigrant student program allocation amount plus the transferred-in amount.

Procedures
Step Action Program Instructions
1 Enter the YTD amount spent on Certificated Personnel Salaries. Required field. Enter an amount equal to or greater than zero.
2 Enter the YTD amount spent on Classified Personnel Salaries. Required field. Enter an amount equal to or greater than zero.
3 Enter the YTD amount spent on Employee Benefits.

Required field. Enter an amount equal to or greater than zero.

4 Enter the YTD amount spent on Books and Supplies.

Required field. Enter an amount equal to or greater than zero.

5 Enter the YTD amount spent on Services and Other Operating Expenditures. Required field. Enter an amount equal to or greater than zero.
6 Enter the YTD amount spent on Direct Administrative Costs. Required field. Enter an amount equal to or greater than zero. The direct administrative costs amount should not exceed 2% of the student program allocation amount plus transferred-in amount.
7 Enter the YTD amount spent on Indirect Costs. Required field. Enter an amount equal to or greater than zero. LEA can apply its approved indirect rate to the portion of the subgrant that is not reserved for direct administrative costs.
Displayed Data – Total Expenditures and Unspent Funds

Total year-to-date expenditures: The sum of all expenditure amounts.

2018–19 Unspent funds: The total allocation amount minus the sum of all expenditure amounts.

Note: LEAs have until September 30, 2021 to spend 2018–19 funds and to file a closeout report thereafter.

Error Messages
Field Name Error Message Resolution
Direct Administrative Costs Amount The direct administrative costs amount should not exceed 2% of the immigrant student program allocation amount plus transferred-in amount, this may be reviewed by CDE program staff to determine reasonableness. Warning only. Ensure that the direct administrative costs amount is appropriate.
Total Year-to-Date Expenditure Amount The year-to-date expenditure total cannot be greater than the student program allocation amount plus transferred-in amount. Ensure the sum of all expenditures is not greater than the student program allocation amount plus transferred-in amount.
Total Year-to-Date Expenditure Amount The year-to-date expenditure total should be greater than zero.

Warning only. Ensure that expenditure amounts are appropriate.

Employee Benefits Amount The sum of certificated and classified personnel salaries is equal to zero, employee benefits cannot be greater than zero.

If the sum of certificated and classified personnel salaries expenditure amounts is zero, then ensure that employee benefits expenditure amount is also zero.

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Questions:   ConApp Support Desk | conappsupport@cde.ca.gov | 916-319-0297
Last Reviewed: Thursday, January 14, 2021
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