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Principal Apportionment Deadlines, FY 2018–19

Calendar of Principal Apportionment key deadlines for school district, county office of education, and charter school data for fiscal year (FY) 2018–19.

The 2018–19 Principal Apportionment At-A-Glance Calendar of Key Deadlines (PDF) is a one-page printer friendly version of this calendar.

LEGEND: ADA – Average Daily Attendance; AICF – Adults in Correctional Facilities, CALPADS – California Longitudinal Pupil Achievement Data System; CDE – California Department of Education; COE – County Office of Education; LEA – Local Educational Agency; NSS – Necessary Small School; P-1 – First Principal Apportionment; P-2 – Second Principal Apportionment; PENSEC – Pupil Estimates for New or Significantly Expanding Charters; SELPA – Special Education Local Plan Area; TBD – To Be Determined.  NOTE: Due dates may be modified if necessary.

July 2018

  • 16-Jul-2018
    •  2017–18 Annual Attendance Data (all LEAs)
  • 20-Jul-2018
    • Certification of the 2018–19 Advance Apportionment for school districts, COEs, and continuing charter schools
  • 31-Jul-2018
    •  2018–19 PENSEC forms for charter schools that are new or significantly expanding (adding a grade level or other qualifying event)

August 2018

  • 15-Aug-2018
    • 2017–18 Annual Taxes
    • 2017–18 Annual Miscellaneous Funds Data

September 2018

  • TBD – Certification of the 2018–19 First Special Advance Apportionment, based on PENSEC data, for newly operational charter schools and continuing charter schools adding one or more grade levels

October 2018

  • 01-Oct-2018
    • Audit Adjustments to CALPADS Data (All LEAs; auditor concurrence required for increases)
    • All Other Prior Year Corrections. Submit prior year corrections via the Principal Apportionment Revenue Software or Principal Apportionment Data Collection Software. Corrections must be submitted in the “corrected” mode for the appropriate period and fiscal year.

Note: Non-CALPADS corrections for increases and ADA movement between grade spans prior to 2017–18 must be supported by an auditor letter of concurrence. ADA corrections for fiscal years prior to 2016–17 must be greater than +/- 1 ADA in order to be processed. Additionally, CDE’s authority to spend funds appropriated in the budget act expires after three years. Thus, any increases to claims for programs funded through budget acts prior to the Budget Act of 2015 (fiscal year 2015–16) may not be funded.

  • 31-Oct-2018
    • 2017–18 Annual Infant Funding
    • 2018–19 20-Day forms for newly operational charter schools and continuing charter schools adding one or more grade levels

November 2018

  • 15-Nov-2018
    • 2017–18 Annual SELPA ADA and Tax Allocations
    • 2018–19 P-1 Taxes
  • 30-Nov-2018
    • 2017–18 Annual Nonpublic School Extraordinary Cost Pool Claim Data. Hard copies of supporting documentation (copies of paid invoices) also due to the Principal Apportionment Section postmarked by the due date. Attention: ECP claim documents (see address at end of page).
    • 2017–18 Annual Necessary Small SELPAs Extraordinary Cost Pool Claim Data for Mental Health Services. Hard copies of supporting documentation (copies of paid invoices) also due to the Principal Apportionment Section postmarked by the due date. Attention: ECP claim documents (see address at end of page).

December 2018

  • TBD – Certification of the 2018–19 Second Special Advance Apportionment, based on 20-Day data, for newly operational charter schools and continuing charters schools adding one or more grade levels

January 2019

  • 15-Jan-2019
    • 2018–19 P-1 Attendance Data (All LEAs)
    • 2018–19 P-1 Charter School Physical Location
    • 2018–19 P-1 Charter Status
    • 2018–19 P-1 NSS
    • 2018–19 P-1 AICF
    • 2018–19 P-1 SELPA ADA and Tax Allocations
    • 2018–19 P-1 Infant Funding
    • 2018–19 P-1 County Served District Funded ADA Transfer Selection

February 2019

  • 20-Feb-2019
    •  Certification of the 2018–19 First Principal Apportionment 

March 2019

  • 01-Mar-2019
    • Audit Adjustments to CALPADS data (All LEAs; auditor concurrence required for increases)
    • All Other Prior Year Corrections. Submit prior year corrections via the Principal Apportionment Revenue Software or Principal Apportionment Data Collection Software. Corrections must be submitted in the “corrected” mode for the appropriate period and fiscal year.

Note: Non-CALPADS corrections for increases and ADA movement between grade spans prior to 2017–18 must be supported by an auditor letter of concurrence. ADA corrections for fiscal years prior to 2016–17 must be greater than +/- 1 ADA in order to be processed. Additionally, CDE’s authority to spend funds appropriated in the budget act expires after three years. Thus, any increases to claims for programs funded through budget acts prior to the Budget Act of 2015 (fiscal year 2015-16) may not be funded.

April 2019

  • 15-Apr-2019
    • 2018–19 P-2 Taxes

Submit new 2018–19 P-1 file ONLY if revisions are needed:

    • School Districts: County Served District Funded ADA Transfer Selection
    • Charter Schools: Charter School Physical Location (data final as of P-2 processing). CDE strongly recommends that the charter school send an email to CDE at PASE@cde.ca.gov when the new P-1 data file is submitted.

May 2019

  • 01-May-2019
    • 2018–19 P-2 Attendance Data (All LEAs)
    • 2018–19 P-2 Class Size Penalties
    • 2018–19 P-2 Charter Status
    • 2018–19 P-2 NSS
    • 2018–19 P-2 AICF
    • 2018–19 P-2 SELPA ADA and Tax Allocations
    • 2018–19 P-2 Infant Funding

June 2019

  • 25-Jun-2019
    • Certification of the 2018–19 Second Principal Apportionment

For general questions regarding Principal Apportionment due dates or other questions related to the Principal Apportionment refer to the Principal Apportionment Section staff contact list posted on the CDE website at: https://www.cde.ca.gov/fg/sf/pa/padccontacts.asp, or call the Principal Apportionment Section at (916) 324-4541.

If required, submit hard copy reports to:

Principal Apportionment Section
School Fiscal Services Division
California Department of Education
1430 N Street, Suite 3800
Sacramento, CA 95814

Questions:   Principal Apportionment Section | pase@cde.ca.gov | 916-324-4541
Last Reviewed: Friday, October 26, 2018
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