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Principal Apportionment Deadlines, FY 2019–20

Calendar of Principal Apportionment key deadlines for school district, county office of education, and charter school data for fiscal year (FY) 2019–20.

The 2019–20 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 2019

  • 15-Jul-2019
    •  2018–19 Annual Attendance Data (all LEAs)
  • 19-Jul-2019
    • Certification of the 2019–20 Advance Apportionment for school districts, COEs, and continuing charter schools
  • 31-Jul-2019
    •  2019–20 PENSEC forms for charter schools that are new or significantly expanding (adding a grade level or other qualifying event)

August 2019

  • 15-Aug-2019
    • 2018–19 Annual Taxes
    • 2018–19 Annual Miscellaneous Funds Data

September 2019

  • TBD – Certification of the 2019–20 First Special Advance Apportionment, based on PENSEC data, for newly operational charter schools and continuing charter schools adding one or more grade levels

October 2019

  • 01-Oct-2019
    • Audit Adjustments to CALPADS Data (All LEAs; auditor concurrence required for all changes except a decrease in unduplicated pupil count)
    • 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 2018–19 must be supported by an audit finding or auditor letter of concurrence. Please see auditor letter guidelines for guidance on information to include in an auditor letter of concurrence. ADA corrections for fiscal years prior to 2017–18 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 2016 (fiscal year 2016–17) may not be funded.

  • 31-Oct-2019
    • 2018–19 Annual Infant Funding
    • 2019–20 20-Day forms for newly operational charter schools and continuing charter schools adding one or more grade levels

November 2019

  • 15-Nov-2019
    • 2018–19 Annual SELPA ADA and Tax Allocations
    • 2019–20 P-1 Taxes

December 2019

  • 02-Dec-2019
    • 2018–19 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).
    • 2018–19 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).
  • TBD – Certification of the 2019–20 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 2020

  • 15-Jan-2020
    • 2019–20 P-1 Attendance Data (All LEAs)
    • 2019–20 P-1 Charter School Physical Location
    • 2019–20 P-1 Charter Status
    • 2019–20 P-1 NSS
    • 2019–20 P-1 AICF
    • 2019–20 P-1 SELPA ADA and Tax Allocations
    • 2019–20 P-1 Infant Funding
    • 2019–20 P-1 County Served District Funded ADA Transfer Selection

February 2020

  • 20-Feb-2020
    •  Certification of the 2019–20 First Principal Apportionment 

March 2020

  • 02-Mar-2020
    • Audit Adjustments to CALPADS data (All LEAs; auditor concurrence required for all changes except a decrease in unduplicated pupil count)
    • 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 2018–19 must be supported by an audit finding or auditor letter of concurrence. Please see auditor letter guidelines for guidance on information to include in an auditor letter of concurrence. ADA corrections for fiscal years prior to 2017–18 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 2016 (fiscal year 2016–17) may not be funded.

April 2020

  • 15-Apr-2020
    • 2019–20 P-2 Taxes

Submit new 2019–20 P-1 file ONLY if revisions are needed:

  • 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 2020

  • 01-May-2020
    • 2019–20 P-2 Attendance Data (All LEAs)
    • 2019–20 P-2 Class Size Penalties
    • 2019–20 P-2 Charter Status
    • 2019–20 P-2 NSS
    • 2019–20 P-2 AICF
    • 2019–20 P-2 SELPA ADA and Tax Allocations
    • 2019–20 P-2 Infant Funding

June 2020

  • 25-Jun-2020
    • Certification of the 2019–20 Second Principal Apportionment

Auditor Letter Guidelines

  • Auditor Letterhead
  • Date
  • LEA Name
  • Count-District-School (CDS) Code
  • Fiscal Year and Reporting Period
  • Certificate Number
  • Schedule of ADA, Enrollment, or Unduplicated Pupil Count

For general questions regarding Principal Apportionment due dates or other questions related to the Principal Apportionment, contact the Principal Apportionment Section at (916) 324-4541 or email at PASE@cde.ca.gov.

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: Tuesday, December 3, 2019
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