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CARES Act Reporting Help Page

The Coronavirus Aid, Relief, and Economic Security (CARES) Act general information and relief fund reporting.

The Coronavirus Aid, Relief, and Economic Security (CARES) Act (Public Law No: 116-136) was passed by Congress and signed by the President in March, 2020, as the country began to deal with the Novel Coronavirus Disease 2019 (COVID-19) pandemic. The CARES Act includes multiple pots of federal funding to limit or defray the impact of COVID-19. The CARES Act Reporting application was created by the California Department of Education to gather required data for purposes of state and federal report on CARES Act and other COVID-19 related funds.

General Information | ESSER Fund Reporting | GF Reporting | GEER Fund Reporting | CRF Reporting

General Information

D-U-N-S Number

A D-U-N-S Number is a unique nine-digit identification number provided by Dun & Bradstreet. D-U-N-S Numbers may be obtained via the Dun & Bradstreet Web Form page External link opens in new window or tab. or by phone at 844-541-0752. D-U-N-S Numbers requested through the Web can be created within one business day.

Location of the Entity

Subrecipients must identify their Congressional electoral district. This field should be a two-digit number. The challenge is in situations where a subrecipient's territory is split among two or more electoral districts. Generally, for local educational agencies, choose the one electoral district in which the central office is located. If a location other than the central office more accurately captures the location where services will be provided, then use judgment in determining which electoral district to cite. For charter schools, use the electoral district where the school is located.

To determine the congressional district, please visit the Congressional District External link opens in new window or tab. web page.

Place of Performance

Subrecipients must identify their Congressional electoral district. This field should be a two-digit number. The challenge is in situations where a subrecipient's territory is split among two or more electoral districts. Generally, for local educational agencies, choose the one electoral district in which the central office is located. If a location other than the central office more accurately captures the location where services will be provided, then use judgment in determining which electoral district to cite. For charter schools, use the electoral district where the school is located.

To determine the congressional district, please visit the Congressional District External link opens in new window or tab. web page.

Officer

Subrecipients must provide "names and compensation of each of the five most highly compensated officers of the subrecipient for the calendar year in which the award is awarded if (i) In the subrecipient's preceding fiscal year, the subrecipient received (A) 80 percent or more of its annual gross revenues from federal contracts (and subcontracts), loans, grants (and subgrants) and cooperative agreements; and (B) $25 million or more in annual gross revenues from federal contracts (and subcontracts), loans, grants (and subgrants) and cooperative agreements; and (ii) The public does not have access to information about the compensation of the senior executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986.”

The first data field in this group asks whether or not the subrecipient is subject to this reporting requirement. Choose Yes if it applies and No if it does not. If applicable, provide the names and compensation of the five most highly compensated individuals.

Very few, if any, of the subrecipients that the CDE manages will be subject to this reporting requirement.

ESSER Fund Reporting

The ESSER is a subset of the federal Education Stabilization Fund, and was created by the CARES Act. Pursuant to Section 18003 of the CARES Act, funding is allocated to states based on their share of Title I of the Elementary and Secondary Education Act of 1965 (ESEA) funding. Not less than 90 percent of the funds received by the state must be disbursed to LEAs in proportion to the funds received under Part A of Title I of ESEA.

The Resource Code for the ESSER Funds being reported is 3210.

Additional information about ESSER, including preliminary allocations, may be found at the ESSER web page.

Fund Overview

This section contains general information related to funds available and funds expended.

Total Allocated Amount

This amount is prepopulated based on the allocations the CDE calculated the LEA is eligible to receive. This displays the total funds that will be available when all funds are disbursed, and is consistent with the information provided on the ESSER web page.

Please note: If an LEA has a locally funded charter school, that charter school’s allocation is included in the Total Allocated Amount.

Total Received Amount

This amount is prepopulated based on the funding the CDE has disbursed to the LEA. For ESSER, the initial disbursement is 25% of the total allocation. This number will be updated as additional disbursements are made.

Please note: If an LEA has a locally funded charter school, that charter school’s disbursements are included in the Total Received Amount.

Previous Expended Amount

This amount is prepopulated based all previous reports submitted by the LEA. It is the cumulative total of expenditures reported to the CDE.

Current Expended Amount

LEAs are required to report the amount of funds they have expended during the current reporting period. LEAs do not need to include amounts reported during previous reporting periods. The amount reported should be based on the final day of the reporting period, and should capture only that reporting period. For example, for the period between October 1, 2020, and December 31, 2020, this amount would capture all expenditures that occurred between October 1 and December 31, as of December 31, 2020.

The number reported must be a whole number, and may range from 0 to the Total Allocated Amount (minus any amount previously reported as expended [Previous Expended Amount]).

Funds Expended

In this portion of the report, LEAs are required to provide the CDE with information that details how they have spent their ESSER Funds. This is accomplished by indicating the percentage of the total amount expended that has been used in each of the 12 different categories. These categories align with the allowable uses of ESSER Funds established by Section 18003 of the CARES Act, and as assured to by the LEA prior to receipt of funds.

Instructions

Please use the following guidelines to report funds expended:

  • Report your expenditures based on the total expended by the end of the reporting period, including any amount expended during previous reporting periods. In this way, your reporting is based off the sum of Previous Expended Amount and Current Expended Amount.
  • Use whole numbers to indicate the approximate percentage of funds expended for each category.
  • Report “0” for any category where funds have not been expended.
  • The Total Percentage at the bottom, which is automatically calculated based on your entries, should equal 100% when you are finished. However, if your total expended funds is “0,” then your Total Percentage should be “0” as well.

Categories

The following are the reporting categories. These align with the allowable uses of ESSER Funds established by Section 18003 of the CARES Act, and as assured to by the LEA prior to receipt of funds.

  1. Coordination of preparedness and response efforts of LEAs
  2. Resources necessary to address the needs of their individual schools
  3. Activities to address the unique needs of low-income children or students, children with disabilities, English learners, racial and ethnic minorities, students experiencing homelessness, and foster care youth
  4. Developing and implementing procedures and systems to improve the preparedness and response efforts of LEAs
  5. Planning for and coordinating on long-term closures
  6. Staff training and professional development on sanitation and minimizing the spread of infectious disease
  7. Purchasing cleaning supplies
  8. Purchasing educational technology
  9. Mental health services and supports
  10. Summer learning and supplemental after-school programs
  11. Discretionary spending to address the needs of individual schools
  12. Other activities that are necessary to maintain the operation and continuity of services in LEAs and to continuing the employment of their existing staff

Contact Information

Please provide the first and last name, title, email address, telephone number, and telephone extension (if applicable) of the individual completing the report. If the CDE has a question concerning the report, the CDE will first attempt to contact the individual listed.

Finishing the Report

Once the report is complete, an LEA must save the report by clicking the “Save Data” button at the bottom of the page. If there is an issue, the reporting portal will indicate there are errors to be reviewed at the top of the webpage. If there are no errors (or any errors have been resolved), you will see the message “Your data have been saved.” At that point, the report is complete (there is no submittal button/process).

It is possible to confirm if a complete report was saved at any time by confirming there is a “Date Submitted” to the far right of the reporting link on the main page of the reporting application.

GF Reporting

The General Fund (GF) is one of three funding sources that make up the Learning Loss Mitigation Funding (LLMF). The LLMF was created by Sec. 110 of SB 98 (Committee on Budget and Fiscal Review, Ch. 24, Statutes of 2020) and subsequently amended by Section 59 of SB 820 (Committee on Budget and Fiscal Review, Ch. 110, Statutes of 2020). LLMF is distributed to LEAs based on three separate formulas, and is to be used for activities that directly support academic achievement and mitigate learning loss related to COVID-19 school closures. Funds may be used to support individuals served by LEAs, including, but not limited to, those enrolled in a childcare program, California state preschool program, kindergarten, any of grades 1 to 12, inclusive, and adult education programs. Funds shall be expended consistent with the purposes outlined in Section 110(d) of SB 98, as amended by SB 820.

The Resource Code for the GF being reported is 7420.

Additional information about LLMF, including preliminary allocations, may be found at the LLMF web page.

Fund Overview

This section contains general information related to funds available and funds expended.

Total Allocated Amount

This amount is prepopulated based on the allocations the CDE calculated the LEA is eligible to receive. This displays the total funds that will be available when all funds are disbursed, and is consistent with the information provided on the LLMF web page.

Please note: If an LEA has a locally funded charter school, that charter school’s allocation is included in the Total Allocated Amount.

Total Received Amount

This amount is prepopulated based on the funding the CDE has disbursed to the LEA. For the GF, the initial disbursement is 100% of the total allocation.

Please note: If an LEA has a locally funded charter school, that charter school’s disbursements are included in the Total Received Amount.

Previous Expended Amount

This amount is prepopulated based all previous reports submitted by the LEA. It is the cumulative total of expenditures reported to the CDE.

Current Expended Amount

LEAs are required to report the amount of funds they have expended during the current reporting period. LEAs do not need to include amounts reported during previous reporting periods. The amount reported should be based on the final day of the reporting period, and should capture only that reporting period. For example, for the period between October 1, 2020, and December 31, 2020, this amount would capture all expenditures that occurred between October 1 and December 31, as of December 31, 2020.

The number reported must be a whole number, and may range from 0 to the Total Allocated Amount (minus any amount previously reported as expended [Previous Expended Amount]).

Funds Expended

In this portion of the report, LEAs are required to provide the CDE with information that details how they have spent their GF. This is accomplished by indicating the percentage of the total amount expended that has been used in each of the 10 different categories. These categories align with the allowable uses of LLMF established by Section 110(d) of SB 98, as amended by Section 59 of SB 820, and as assured to by the LEA prior to receipt of funds.

Instructions

Please use the following guidelines to report funds expended:

  • Report your expenditures based on the total expended by the end of the reporting period, including any amount expended during previous reporting periods. In this way, your reporting is based off the sum of Previous Expended Amount and Current Expended Amount.
  • Use whole numbers to indicate the approximate percentage of funds expended for each category.
  • Report “0” for any category where funds have not been expended.
  • The Total Percentage at the bottom, which is automatically calculated based on your entries, should equal 100% when you are finished. However, if your total expended funds is “0,” then your Total Percentage should be “0” as well.

Categories

The following are the reporting categories. These align with the allowable uses of LLMF established by Section 110(d) of SB 98, as amended by Section 59 of SB 820, and as assured to by the LEA prior to receipt of funds.

  1. Addressing learning loss or accelerating progress to close learning gaps through the implementation, expansion, or enhancement of learning supports.
  2. Extending the instructional minutes, time, or school year to increase the amount of instructional time or services provided to pupils based on their learning needs.
  3. Providing additional academic services for pupils, such as diagnostic assessments of pupil learning needs or intensive instruction for addressing gaps in core academic skills.
  4. Providing additional instructional materials or supports.
  5. Providing devices or connectivity for in-classroom and distance learning.
  6. Providing health, counseling, or mental health services.
  7. Professional development opportunities to help teachers and parents support pupils in distance-learning contexts.
  8. Access to school breakfast and lunch programs.
  9. Pupil trauma and social-emotional learning.
  10. Public health testing, personal protective equipment, supplies to sanitize and clean the facilities and school buses.

Contact Information

Please provide the first and last name, title, e-mail address, telephone number, and telephone extension (if applicable) of the individual completing the report. If the CDE has a question concerning the report, the CDE will first attempt to contact the individual listed.

Finishing the Report

Once the report is complete, an LEA must save the report by clicking the “Save Data” button at the bottom of the page. If there is an issue, the reporting portal will indicate there are errors to be reviewed at the top of the webpage. If there are no errors (or any errors have been resolved), you will see the message “Your data have been saved.” At that point, the report is complete (there is no submittal button/process).

It is possible to confirm if a complete report was saved at any time by confirming there is a “Date Submitted” to the far right of the reporting link on the main page of the reporting application.

GEER Fund Reporting

The GEER Fund is a subset of the federal Education Stabilization Fund, and was created by the CARES Act. Pursuant to Section 18002 of the CARES Act, funding is allocated to states based on a combination of their relative population of school aged individuals and their number of children counted under section 1124(c) of the Elementary and Secondary Education Act of 1965 (ESEA) funding.

The GEER is also one of three funding sources that make up the LLMF. The LLMF was created by Sec. 110 of SB 98 (Committee on Budget and Fiscal Review, Ch. 24, Statutes of 2020) and subsequently amended by Section 59 of SB 820 (Committee on Budget and Fiscal Review, Ch. 110, Statutes of 2020). LLMF is distributed to LEAs based on three separate formulas, and is to be used for activities that directly support academic achievement and mitigate learning loss related to COVID-19 school closures. Funds may be used to support individuals served by LEAs, including, but not limited to, those enrolled in a childcare program, California state preschool program, kindergarten, any of grades 1 to 12, inclusive, and adult education programs. Funds shall be expended consistent with the purposes outlined in Section 110(d) of SB 98, as amended by SB 820.

The Resource Code for the GEER being reported is 3215.

Additional information about LLMF, including preliminary allocations, may be found at the LLMF web page.

Fund Overview

This section contains general information related to funds available and funds expended.

Total Allocated Amount

This amount is prepopulated based on the allocations the CDE calculated the LEA is eligible to receive. This displays the total funds that will be available when all funds are disbursed, and is consistent with the information provided on the LLMF web page.

Please note: If an LEA has a locally funded charter school, that charter school’s allocation is included in the Total Allocated Amount.

Total Received Amount

This amount is prepopulated based on the funding the CDE has disbursed to the LEA. For GEER, the initial disbursement is 25% of the total allocation. This number will be updated as additional disbursements are made.

Please note: If an LEA has a locally funded charter school, that charter school’s disbursements are included in the Total Received Amount.

Previous Expended Amount

This amount is prepopulated based all previous reports submitted by the LEA. It is the cumulative total of expenditures reported to the CDE.

Current Expended Amount

LEAs are required to report the amount of funds they have expended during the current reporting period. LEAs do not need to include amounts reported during previous reporting periods. The amount reported should be based on the final day of the reporting period, and should capture only that reporting period. For example, for the period between October 1, 2020, and December 31, 2020, this amount would capture all expenditures that occurred between October 1 and December 31, as of December 31, 2020.

The number reported must be a whole number, and may range from 0 to the Total Allocated Amount (minus any amount previously reported as expended [Previous Expended Amount]).

Funds Expended

In this portion of the report, LEAs are required to provide the CDE with information that details how they have spent their GEER Funds. This is accomplished by indicating the percentage of the total amount expended that has been used in each of the 10 different categories. These categories align with the allowable uses of LLMF established by Section 110(d) of SB 98, as amended by Section 59 of SB 820, and as assured to by the LEA prior to receipt of funds.

Instructions

Please use the following guidelines to report funds expended:

  • Report your expenditures based on the total expended by the end of the reporting period, including any amount expended during previous reporting periods. In this way, your reporting is based off the sum of Previous Expended Amount and Current Expended Amount.
  • Use whole numbers to indicate the approximate percentage of funds expended for each category.
  • Report “0” for any category where funds have not been expended.
  • The Total Percentage at the bottom, which is automatically calculated based on your entries, should equal 100% when you are finished. However, if your total expended funds is “0,” then your Total Percentage should be “0” as well.

Categories

The following are the reporting categories. These align with the allowable uses of LLMF established by Section 110(d) of SB 98, as amended by Section 59 of SB 820, and as assured to by the LEA prior to receipt of funds.

  1. Addressing learning loss or accelerating progress to close learning gaps through the implementation, expansion, or enhancement of learning supports.
  2. Extending the instructional minutes, time, or school year to increase the amount of instructional time or services provided to pupils based on their learning needs.
  3. Providing additional academic services for pupils, such as diagnostic assessments of pupil learning needs or intensive instruction for addressing gaps in core academic skills.
  4. Providing additional instructional materials or supports.
  5. Providing devices or connectivity for in-classroom and distance learning.
  6. Providing health, counseling, or mental health services.
  7. Professional development opportunities to help teachers and parents support pupils in distance-learning contexts.
  8. Access to school breakfast and lunch programs.
  9. Pupil trauma and social-emotional learning.
  10. Public health testing, personal protective equipment, supplies to sanitize and clean the facilities and school buses.

Contact Information

Please provide the first and last name, title, e-mail address, telephone number, and telephone extension (if applicable) of the individual completing the report. If the CDE has a question concerning the report, the CDE will first attempt to contact the individual listed.

Finishing the Report

Once the report is complete, an LEA must save the report by clicking the “Save Data” button at the bottom of the page. If there is an issue, the reporting portal will indicate there are errors to be reviewed at the top of the webpage. If there are no errors (or any errors have been resolved), you will see the message “Your data have been saved.” At that point, the report is complete (there is no submittal button/process).

It is possible to confirm if a complete report was saved at any time by confirming there is a “Date Submitted” to the far right of the reporting link on the main page of the reporting application.

CRF Reporting

The CRF was created by the CARES Act. Pursuant to Section 5001 of the CARES Act, funding is allocated to states based on their share of the total population of the United States.

The CRF is also one of three funding sources that make up the LLMF. The LLMF was created by Sec. 110 of SB 98 (Committee on Budget and Fiscal Review, Ch. 24, Statutes of 2020) and subsequently amended by Section 59 of SB 820 (Committee on Budget and Fiscal Review, Ch. 110, Statutes of 2020). LLMF is distributed to LEAs based on three separate formulas, and is to be used for activities that directly support academic achievement and mitigate learning loss related to COVID-19 school closures. Funds may be used to support individuals served by LEAs, including, but not limited to, those enrolled in a childcare program, California state preschool program, kindergarten, any of grades 1 to 12, inclusive, and adult education programs. Funds shall be expended consistent with the purposes outlined in Section 110(d) of SB 98, as amended by SB 820.

The Resource Code for the CRF being reported is 3220.

Additional information about LLMF, including preliminary allocations, may be found at the LLMF web page.

Fund Overview

This section contains general information related to funds available and funds expended.

Total Allocated Amount

This amount is prepopulated based on the allocations the CDE calculated the LEA is eligible to receive. This displays the total funds that will be available when all funds are disbursed, and is consistent with the information provided on the LLMF web page.

Please note: If an LEA has a locally funded charter school, that charter school’s allocation is included in the Total Allocated Amount.

Total Received Amount

This amount is prepopulated based on the funding the CDE has disbursed to the LEA. For CRF, the initial disbursement is 100% of the total allocation.

Please note: If an LEA has a locally funded charter school, that charter school’s disbursements are included in the Total Received Amount.

Previous Expended Amount

This amount is prepopulated based all previous reports submitted by the LEA. It is the cumulative total of expenditures reported to the CDE.
Previously reported obligations are not included in this amount, as an obligation may carry over multiple reporting periods (e.g., if there is a long delay in a vendor fulfilling a contract).

Current Obligation Amount

LEAs are required to report the amount of funds that they have obligated. Please report your outstanding obligations as of the last day of the reporting period, even if the funds were obligated during a previous reporting period.

Per the Department of Finance, obligations are commitments of funds outlined in an agreement such as a contract, grant, purchase order, or requisition related to a good or service. This would not include salaries and wages of staff employed by the entity, nor would it include an approved plan for expenditures, such as a budget approved by a School Board. Funds expended should not be included as an obligation (or it will be double counted). The amounts entered in this box should represent the total remaining obligations (excluding expenditures), even if liquidation of these obligations is anticipated in a later reporting period.

Current Expended Amount

LEAs are required to report the amount of funds they have expended during the current reporting period. LEAs do not need to include amounts reported during previous reporting periods. The amount reported should be based on the final day of the reporting period, and should capture only that reporting period. For example, for the period between October 1, 2020, and December 30, 2020, this amount would capture all expenditures that occurred between October 1 and December 30, as of December 30, 2020.

The number reported must be a whole number, and may be as large as the Total Allocated Amount, minus any Previous Expended Amount. This number may also be negative in the event that an LEA’s total expenditures during the reporting period net any downward adjustments is negative.

Please note, the U.S Treasury Office of the Inspector General (OIG), which has issued guidance on reporting CRF, defines an expenditure as the approval for payment of a good or service that has been received, such as an approved invoice or claim schedule. This is referred to as an accrued liability. A liability does not need to be paid to be considered an expenditure; the delivery of the good or service qualifies the liability as an expenditure. For example, as employees perform assigned duties, their salaries and wages would result in a liability that would be entered as an expenditure, even if wages have not yet been paid.

Funds Expended

In this portion of the report, LEAs are required to provide the CDE with information that details how they have spent their CFR Funds. This is accomplished by indicating the percentage of the total amount expended that has been used in each of the 10 different categories. These categories align with the allowable uses of LLMF established by Section 110(d) of SB 98, as amended by Section 59 of SB 820, and as assured to by the LEA prior to receipt of funds.

Instructions

Please use the following guidelines to report funds expended:

  • Report your expenditures based on the total expended by the end of the reporting period, including any amount expended during previous reporting periods. In this way, your reporting is based off the sum of Previous Expended Amount and Current Expended Amount.
  • Use whole numbers to indicate the approximate percentage of funds expended for each category.
  • Report “0” for any category where funds have not been expended.
  • The Total Percentage at the bottom, which is automatically calculated based on your entries, should equal 100% when you are finished. However, if your total expended funds is “0,” then your Total Percentage should be “0” as well.

Categories

The following are the reporting categories. These align with the allowable uses of LLMF established by Section 110(d) of SB 98, as amended by Section 59 of SB 820, and as assured to by the LEA prior to receipt of funds.

  1. Addressing learning loss or accelerating progress to close learning gaps through the implementation, expansion, or enhancement of learning supports.
  2. Extending the instructional minutes, time, or school year to increase the amount of instructional time or services provided to pupils based on their learning needs.
  3. Providing additional academic services for pupils, such as diagnostic assessments of pupil learning needs or intensive instruction for addressing gaps in core academic skills.
  4. Providing additional instructional materials or supports.
  5. Providing devices or connectivity for in-classroom and distance learning.
  6. Providing health, counseling, or mental health services.
  7. Professional development opportunities to help teachers and parents support pupils in distance-learning contexts.
  8. Access to school breakfast and lunch programs.
  9. Pupil trauma and social-emotional learning.
  10. Public health testing, personal protective equipment, supplies to sanitize and clean the facilities and school buses.

CRF Specific Information

This portion of the report requires LEAs to provide expenditure and obligation information for several federally mandated categories.

Instructions

Please use the following guidelines to report funds expended and/or obligated:

  • Report your expenditures based on the amount expended during the reporting period. This is the amount you reported as your Current Expended Amount. Do not include expenditures from previous reporting periods unless an adjustment is necessary (see below).
  • You may make an adjustment to any amount previously reported, if necessary. Categories may be adjusted downward with a negative number (not to exceed the total previously reported for the category). If you are reporting both a downward adjustment and new expenditures for a category, only report the net change in expenditure (new expenditure +/- adjustment amount). Previous expenditures, by category, are displayed for reference.
  • Use whole numbers to indicate the expenditure, in dollars, for each category.
  • Report “0” for any category where funds have not been expended.
  • The total funds reported across categories, including custom categories, must equal the amount reported for Current Expended Amount.

Expenditure Categories, Including Examples

The following list of expenditure categories includes multiple examples of each. These examples are provided for illustrative purposes to support consistent statewide reporting, and are not the only possible expenses that may be reported in each category. This list will be updated as expenses are reported to the CDE in order to adjust for any common misclassification trends.

As a reminder, while the federal allowable uses of CRF are broad, the state has imposed limits on the use of funds. As such, any expenditure must be consistent with the allowable uses of LLMF established by Section 110(d) of SB 98, as amended by Section 59 of SB 820, and as assured to by the LEA prior to receipt of funds.

If you have a question about the best category for a specific expense, or if you are unsure if an item is an allowable use of CRF, please contact the CDE at the email at the bottom of the page.

  1. Administrative Expenses
    • Costs for implementing new programs (such as a new grant program) designed to respond to or mitigate COVID-19.
    • Administrative expenses of an audit conducted under the Single Audit Act.
    • This should exclude indirect costs as these costs are not eligible expenses of CRF.
  2. Budgeted Personnel and Services Diverted to a Substantially Different Use
    • Costs of diverting educational support staff or faculty to develop online learning capabilities (if information technology support is not part of their ordinary responsibilities).
    • Costs of diverting any staff from their normal, routine duties to duties that are substantially dedicated to mitigating or responding to COVID-19.
  3. COVID-19 Testing and Contact Tracing
    • Costs of providing COVID-19 testing, including serological testing.
    • Payroll costs or contract costs for staff conducting contact tracing.
  4. Facilitating Distance Learning
    • Technological improvements such as increasing broadband capacity.
    • Software purchases that enable distance learning.
    • Hardware purchases for students and/or teachers such as laptops and tablets.
    • Instructional materials necessary for distance learning.
    • Staff training /professional development necessary to provide quality distance learning.
  5. Food Programs
    • Costs for expanding or maintaining access to school breakfast and lunch programs.
  6. Improve Telework Capabilities of Public Employees
    • Technological improvements such as increasing broadband capacity and setting up virtual private networks.
    • Software purchases that enable employees to telework.
    • Hardware purchases such as laptops and tablets.
    • Costs for developing online or automated processes for work that previously required in-person visits for employees and customers/citizens.
  7. Medical Expenses
    • Expenses of establishing temporary public medical facilities and other measures to increase COVID-19 treatment capacity, including related construction costs.
  8. Personal Protective Equipment (PPE)
    • Costs for acquisition and distribution of PPE.
    • Costs to create a reserve of PPE.
  9. Public Health Expenses
    • Costs for acquisition and distribution of medical and protective supplies, including sanitizing products.
    • Costs for disinfection of public areas and other facilities, in response to the COVID-19 public health emergency.
    • Improvements to facilities to help comply with public health guidance (such as floor markings, automatic doors, plexiglass at public counters).
  10. Custom Category
    • Users may define additional groupings (e.g., crisis counseling) not captured in the above categories. If an LEA has captured all expenditures and obligations in one of the predefined categories, these rows are unnecessary.
    • These additional rows should only be created for eligible expenses.
    • This field may also be used to aggregate “obligations” as an alternative to detailing obligations in the above categories. All expenditures must be allocated to specific expenditure categories or in a user-defined field with a description of the cost incurred. See “Special Note on Obligations,” below, for additional information.

Additional Notes on Custom Categories

LEAs are encouraged to use categories 1-9 as much as possible. However, there are times when the predefined categories do not work, and a user created custom category is necessary.

LEAs may create custom categories by inputting a descriptive name, then pressing “Add Custom Expenditure Category.” The LEA the must enter a whole number for both Current Expenditures and Current Obligations. Previously added custom categories are also displayed, which allow additional reporting in those categories in future reporting periods.

Please note, an LEA may only add a total of 10 custom categories across all reporting periods.

Common items that LEAs may report in custom categories include:

  • Provision of mental health, behavioral health, trauma informed care, social-emotional learning, counseling, efforts to support social connectedness, or similar non-medical services and supports.
  • Expenditures that support in-person learning, rather than distance learning. This may include professional development, instructional materials, and other expenses. Please note if the expenditure is related to establishing learning spaces that comply with social distancing guidance (e.g., additional classroom space or outdoor classrooms), that should be reported under 9. Public Health Expenses.
  • Assessments to determine learning loss, other items related to measuring or responding to learning loss.
  • Extending the school year, summer school, before or after school programs, and other expanded learning opportunities that cannot otherwise be classified as distance learning.
  • Expenses for child care programs, but only to the extent they are not able to fit into a predefined category, such as 9. Public Health (e.g., cleaning supplies, facilitating social distancing) or 8. Personal Protective Equipment.

Special Note on Adjustments to Custom Categories: As with the predefined categories, custom categories can be adjusted. When adjusting a custom category, simply enter the net change for the reporting period in the Current Expenditures box. Do not attempt to create a new category for adjustments

Special Note on Obligations: An LEA may choose to provide all obligations as a lump-sum total in one of the fields available under “10) Custom Expenditure Categories” instead of breaking out the obligations by categories 1 through 9. If this option is chosen, create a new category named “Total Obligations” by using the “Add Custom Expenditure Category” button, and do not list any amounts in the Obligations column for categories 1 through 9.

Please note that it is never appropriate to list “Total Expenditures” as a custom category. Expenditures must be itemized.

Contact Information

Please provide the first and last name, title, e-mail address, telephone number, and telephone extension (if applicable) of the individual completing the report. If the CDE has a question concerning the report, the CDE will first attempt to contact the individual listed.

Supervisor Information (Optional)

If possible, please provide the first and last name, title, e-mail address, telephone number, and telephone extension (if applicable) for your supervisor. This is generally a Superintendent.

Finishing the Report

Once the report is complete, an LEA must save the report by clicking the “Save Data” button at the bottom of the page. If there is an issue, the reporting portal will indicate there are errors to be reviewed at the top of the webpage. If there are no errors (or any errors have been resolved), you will see the message “Your data have been saved.” At that point, the report is complete (there is no submittal button/process).

It is possible to confirm if a complete report was saved at any time by confirming there is a “Date Submitted” to the far right of the reporting link on the main page of the reporting application.

Questions:   Government Affairs Division | CARESAct@cde.ca.gov
Last Reviewed: Thursday, October 8, 2020
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