2023 Financial Reporting Calendar - Oversight
County office oversight of districts calendar includes 2023–24 budget, interim, and 2022–23 unaudited actuals and audit calendar.Fiscal Year Summary of Basic Filing Due Dates
* Due dates are established in law unless otherwise noted. In accordance with Government Code (GC) 6700, GC 6707, and GC 6803, if the due date falls on a Saturday, Sunday, or holiday, the reporting date shall be the following workday. Unless stated otherwise, “days” means calendar days.
** Date calculated as prescribed in law.
*** Gann filing date administratively determined by the California Department of Education (CDE).
****Education Code (EC) 42100 reporting will satisfy the EC 47604.33 requirement.
COE = County Office of Education
| DATE DUE* | ITEM | DESCRIPTION | EDUCATION CODE |
|---|---|---|---|
| July 1 | Budget | District adopts budget and files with COE | 42127(a)(2) |
| July 1 | Budget | Charter school budget due to chartering authority and COE | 47604.33(a)(1) |
| September 15 | Budget | COE approves, conditionally approves, or disapproves district budgets | 42127(d) |
| September 15 | Unaudited Actual Data, including Gann, to COE | District unaudited actual data, including Gann***, due to COE | 42100(a), GC 7906(f) |
| September 15 | Unaudited Actual Data, including Gann, to COE | Charter school unaudited actual data due to chartering authority and COE | 47604.33(a)(5)****, 42100(b) |
| October 15 | Unaudited Actual Data, including Gann, to State Superintendent | After reviewing for accuracy, COE transmits district and charter school unaudited actual data, including Gann***, to State Superintendent | 42100(a), GC 7906(f) |
| October 22 | Tentative Disapproved Budgets | COE notifies State Superintendent of district budgets which may be disapproved | 42127(e) |
| November 8 | Disapproved Budgets | COE notifies State Superintendent of district budgets which have been disapproved or budget committees waived | 42127(g) |
| December 15** | First Interim Report (for period ending October 31) |
District first interim due to COE (COE sends to State Superintendent and State Controller if qualified or negative) | 42131(a)(1) and (2) |
| December 15 | Charter School First Interim Report (for period ending October 31) | Charter school first interim due to chartering authority and COE | 47604.33(a)(3) |
| December 15 | Audit | District prior year audit due to COE, State Superintendent, and State Controller | 41020(h) |
| December 15 | Audit | Charter school prior year audit due to chartering authority, COE, State Superintendent, and State Controller | 47605(m), 41020(h) |
| January 15** | First Interim Status Report | COE must notify State Superintendent and State Controller on all district first interim certifications | 42131(c) |
| January 15** | Qualified and Negative First Interim Reports | COE must report to State Superintendent and State Controller on district qualified and negative first interim certifications | 42131(a)(2) |
| March 15 | Charter School Second Interim Report (for period ending January 31) |
Charter school second interim due to chartering authority and COE | 47604.33(a)(4) |
| March 18** | Second Interim Report (for period ending January 31) | District second interim due to COE (COE sends to State Superintendent and State Controller if qualified or negative | 42131(a)(1) and (2) |
| April 16** | Qualified and Negative Second Interim Reports | COE reports to State Superintendent and State Controller on district qualified and negative second interim certifications | 42131(a)(2) |
| April 16** | Second Interim Status Report | COE reports to State Superintendent and State Controller on all district second interim certifications | 42131(c) |
| May 15 | Audit Status Report | COE certifies district audits to State Superintendent and State Controller |
41020(k) |
| June 1 | Third Interim Report | Due to COE, State Superintendent, and State Controller if district or county office is certified as qualified or negative at 2nd interim: a financial statement that covers the financial and budgetary status of the district or county office for the period ending April 30 and projects fund and cash balances as of June 30 | 42131(f) |
The
2023–24 Budget Adoption Cycles
* Due dates are established in law unless otherwise noted. In accordance with Government Code (GC) 6700, GC 6707, and GC 6803, if the due date falls on a Saturday, Sunday, or holiday, the reporting date shall be the following workday. Unless stated otherwise, “days” means calendar days.
** Date calculated as prescribed in law.
*** Gann filing date administratively determined by the California Department of Education (CDE).
****Education Code (EC) 42100 reporting will satisfy the EC 47604.33 requirement.
COE = County Office of Education
| ON OR BEFORE* | ACTION TAKEN | SUMMARY AND CODE REFERENCE |
|---|---|---|
| July 1 | District adopts budget |
The school district governing board shall hold a public hearing on the budget to be adopted. The date, time, and location of the hearing and the dates and locations at which the district’s proposed budget may be inspected shall be published in a local newspaper by the county superintendent of schools. [EC 42103] The school district governing board shall adopt a budget and, not later than 5 days after the adoption or by July 1, whichever occurs first, file that budget (utilizing forms prescribed by the State Superintendent) with the county superintendent of schools. The board shall not adopt a budget before the board adopts a local control and accountability plan, if an existing local control and accountability plan or annual update to a local control and accountability plan is not effective for the budget year. The board shall not adopt a budget that does not include the expenditures necessary to implement the local control and accountability plan or the annual update to a local control and accountability plan that is effective during the subsequent fiscal year.[EC 42127(a)(2), EC 42103, EC 42126] |
| July 1 | Charter school submits budget | Each charter school shall submit a preliminary budget to its chartering authority and the COE. [EC 47604.33(a)(1)] |
| September 15 | County superintendent approves, conditionally approves, or disapproves adopted district budget | The county superintendent of schools approves, conditionally approves, or disapproves the adopted budget for each district. If the budget is conditionally approved or disapproved, not later than September 15, the county superintendent transmits recommendations, in writing, to the school district's governing board. The county superintendent may assign a fiscal advisor to assist the school district in developing a budget in compliance with the county superintendent's revisions. The county superintendent may also appoint a committee to examine and comment on the review and recommendations, subject to the requirement that the committee report its findings to the county superintendent no later than September 20. (This committee is not a regional or state budget review committee as defined in EC 42127.1 through 42127.3). [EC 42127(d)] |
| September 15 | County superintendent transmits a prepared budget to any district that has not submitted a budget | If a district does not submit a budget to the county superintendent, the county superintendent shall, at district expense, develop a budget for the district by September 15 and transmit that budget to the district governing board. This budget shall be deemed adopted, unless the county superintendent approves any modifications made by the district governing board. The State Superintendent shall review and certify the budget approved by the county. [EC 42127(d)] |
| October 8 | District governing board reviews county's recommendations and responds | If a school district's budget is conditionally approved or disapproved by the county superintendent of schools, the school district governing board, in conjunction with the county superintendent, will review the county superintendent's recommendations at a regular meeting of the board and respond to those recommendations, including any revisions to the adopted budget and other proposed actions to be taken, if any. [EC 42127(d)(3)] |
| October 15*** | County submits district and county Gann information to the CDE | Districts will have transmitted appropriations limit (Gann) data to the county superintendent of schools as part of their SACS unaudited actual data submissions. The COE will coordinate the district and county information and send it to the CDE (via the unaudited actual software data submission). [EC 42100(a), EC 1628, GC 7906(f)] |
| October 22 | County submits list to State Superintendent of district budgets which may be disapproved | The county superintendent of schools will provide a list to the State Superintendent identifying all school districts for which budgets may be disapproved. [EC 42127(e)] |
| November 8 | County examines and approves or disapproves revised district budget Agreement to waive budget review committee |
The county superintendent of schools shall examine and approve or disapprove the revised district budget. If the revised district budget is disapproved, the county superintendent shall call for the formation of a budget review committee unless the governing board of the school district and the county superintendent agree to waive the budget review committee requirement and CDE approves the waiver or the budget is disapproved due solely to an unapproved local control and accountability plan. Upon the grant of a waiver, the county superintendent has the authority and responsibility provided in EC 42127.3. [EC 42127.1, EC 42127(f)(1)] |
| November 8 | County reports to State Superintendent on disapproved district budgets and waived budget review committees | The county superintendent of schools shall submit a report to the State Superintendent identifying all school districts for which budgets have been disapproved, or budget review committees waived. The report shall include a copy of the written response transmitted to each district pursuant to EC 42127(d). [EC 42127(g)] |
| November 8 | County superintendent calls for budget or regional review committee | If a waiver of the budget review committee requirement has not been approved: Upon disapproval of a school district's budget, the county superintendent shall call for the formation of a budget review committee. The budget review committee shall be composed of three persons selected by the governing board from a list of candidates provided by the State Superintendent.[EC 42127.1(a) and (b), EC 42127(f)(1)] or Notwithstanding EC 42127.1(b), with the approval of the State Superintendent and the district governing board, the county superintendent of schools may select and convene a regional review committee. The regional review committee shall operate in place of the budget review committee. [EC 42127.1(c)] |
| November 8 | District governing board selects budget review committee | If a waiver of the budget review committee requirement has not been approved: No later than five working days after receipt of a candidate list from the State Superintendent, the district's governing board shall select a budget review committee, and the State Superintendent shall convene the committee no later than five working days following that selection. [EC 42127.2(a)] |
| November 8 | If necessary, State Superintendent selects budget review committee | If a waiver of the budget review committee requirement has not been approved: If the governing board fails to select a committee within the period of time permitted, the State Superintendent instead shall select and convene the budget review committee no later than ten working days after the district's receipt of the candidate list. [EC 42127.2(a)] |
| November 30 | Budget review committee reports recommendations | The budget review committee shall review the proposed budget of the district and the underlying fiscal policies of the district and transmit to the State Superintendent, the county superintendent of schools, and the district governing board either of the following:
[EC 42127.2(b) and (c)] |
| Five working days after review committee disapproves budget | District responds to disapproved budget | If the budget review committee recommends disapproval of the school district budget, not later than five working days after receipt of the report, the school district governing board may submit a response to the State Superintendent, including any revisions to the adopted final budget and any other proposed actions to be taken. Based upon the recommendations of the budget review committee, and any response to those recommendations provided by the school district governing board, the State Superintendent shall either approve or disapprove the budget. If the State Superintendent disapproves the district budget, notification is sent in writing to the school district governing board, and until the county superintendent certifies the district’s first interim report, the county superintendent of schools shall assume expanded authority. [EC 42127.3(b)] |
| December 31 | District with a disapproved budget is provided an adopted budget | If a district budget is disapproved by the State Superintendent, the county superintendent of schools, not later than December 31, shall develop and adopt, in consultation with the State Superintendent and school district governing board, a fiscal plan and budget that will govern the district and will allow the district to meet its financial obligations, both in the current fiscal year and with regard to the district's multiyear financial commitments. The State Superintendent may extend the date by which the county superintendent of schools is required to develop and adopt a fiscal plan and budget. The governing board of the district shall govern the operation of the district for the current fiscal year in accordance with that adopted budget. [EC 42127(f)(1), EC 42127.1(a)] |
| N/A | County does not apportion money if school district neglects or refuses to make a budget | If the governing board of any school district neglects or refuses to make a budget, the county superintendent of schools shall not make any apportionment of state or county school money for the particular school district for the current school year. The county superintendent shall notify the appropriate county official that any warrants issued by the school district shall not be approved. [EC 42128] |
2023–24 Interim Reports
* Due dates are established in law unless otherwise noted. In accordance with Government Code (GC) 6700, GC 6707, and GC 6803, if the due date falls on a Saturday, Sunday, or holiday, the reporting date shall be the following workday. Unless stated otherwise, “days” means calendar days.
** Date calculated as prescribed in law.
*** Gann filing date administratively determined by the California Department of Education (CDE).
****Education Code (EC) 42100 reporting will satisfy the EC 47604.33 requirement.
COE = County Office of Education
| ON OR BEFORE* | ACTION TAKEN | SUMMARY AND CODE REFERENCE |
|---|---|---|
December 15**- Second Interim |
District submits interim report and certification | No later than 45 days after the close of each reporting period, the school district governing board shall:
|
December 15 - Second Interim |
Charter school submits interim financial report | Each charter school shall annually prepare and submit interim reports to its chartering authority and the county superintendent of schools (or only to the county superintendent if the county board of education is the chartering authority).
|
January 15** - Second Interim Status Report |
County superintendent may change district interim certification | No later than 75 days after the close of each reporting period: The county superintendent of schools may change the district's certification from positive to negative or qualified, and shall provide notice of that action to the district governing board and the State Superintendent. The district governing board has five days after receiving the notice to submit an appeal to the State Superintendent. No later than ten days after receiving the appeal, the State Superintendent shall determine the certification to be assigned to the district, and shall notify the district governing board and the county superintendent of schools of the determination. [EC 42131(a)(2)] |
January 15** - Second Interim Status Report |
County reports to State Superintendent and State Controller on qualified and negative district interims | No later than 75 days after the close of each reporting period: The county superintendent of schools shall submit to the State Superintendent and the State Controller his or her comments and a report of any actions proposed or taken for those districts classified as qualified or negative. [EC 42131(a)(2)] |
January 15** - Second Interim Status Report |
County submits district interim status report to State Superintendent and State Controller | No later than 75 days after the close of each reporting period: The county superintendent of schools shall submit a report to the State Superintendent and the State Controller accounting for each school district under his or her jurisdiction and indicate the type of certification filed by each district.[EC 42131(c)] |
| After the county reviews the district interim or determines there are indicators of fiscal distress | County superintendent review of qualified or negative district certification or review of district demonstrating fiscal distress | If a school district has a qualified or negative certification, or if there are indicators of fiscal distress, the county superintendent of schools shall notify the school district governing board and the State Superintendent in writing of his or her determination and the basis for that determination. The county superintendent shall report to the State Superintendent on the financial condition of the district and shall take action in accordance with EC 42127.6(a)(1)(A) through (G) to ensure that the district meets its financial obligations. [EC 42131(b), EC 42127.6(a)] |
| June 1 | June 30 projection (for districts filing a qualified or negative second interim) | The governing board of each school district that files a qualified or negative second interim certification, or whose second interim certification is changed to qualified or negative by the county superintendent of schools, shall provide to the county superintendent of schools, the State Superintendent, and the State Controller, no later than June 1, a financial statement that covers the financial and budgetary status of the district or county office for the period ending April 30 and projects fund and cash balances as of June 30. [EC 42131(f)] |
| N/A | County does not apportion money if school district neglects to file interim reports | If the governing board of any school district neglects to file interim reports, the county superintendent of schools shall not make any apportionment of state or county school money for the particular school district for the current school year. The county superintendent shall notify the appropriate county official that any warrants issued by the district shall not be approved. [EC 42128] |
2022–23 Prior Year Reports
Note: The term, “local educational agency”, as used in EC 41020 includes school districts, county offices of education, educational joint powers agencies, and charter schools.
* Due dates are established in law unless otherwise noted. In accordance with Government Code (GC) 6700, GC 6707, and GC 6803, if the due date falls on a Saturday, Sunday, or holiday, the reporting date shall be the following workday. Unless stated otherwise, “days” means calendar days.
** Date calculated as prescribed in law.
*** Gann filing date administratively determined by the California Department of Education (CDE).
****Education Code (EC) 42100 reporting will satisfy the EC 47604.33 requirement.
COE = County Office of Education
| ON OR BEFORE* | ACTION TAKEN | SUMMARY AND CODE REFERENCE |
|---|---|---|
| May 1 (2023) | County provides for local educational agency annual audits | The county superintendent shall ensure that the governing board of each local educational agency has made arrangements for an audit of the books and accounts of the local educational agency. In the event the governing board of a local educational agency has not provided for an audit of the books and accounts of the local educational agency by April 1, the county superintendent of schools shall provide for the audit and the cost of the audit shall be chargeable to the LEA. [EC 41020(b), EC 41020(e)] |
| October 15** (2023) | County transmits district and charter school prior year statements (unaudited actuals) to the State Superintendent | The county superintendent of schools shall review district and charter school prior year financial statements (unaudited actuals) for mathematical accuracy and transmit via the unaudited actual software to the State Superintendent. [EC 42100, EC 47604.33(a)(5)]**** |
| December 15 (2023) | District submits prior year audit report | An audit report for each local educational agency for the preceding fiscal year shall be filed with the county superintendent of schools, the CDE, and the State Controller. [EC 41020(h)] |
| December 15 (2023) | Charter school submits prior year audit report | A charter school shall transmit a copy of its prior year financial audit report to its chartering authority, the COE, the CDE, and the State Controller. This subdivision does not apply if the audit of the charter school is encompassed in the audit of the chartering entity pursuant to EC Section 41020. [EC 47605(m), EC 41020(h)] |
| May 15 (2024) | County certifies reviews of audits to State Superintendent | The county superintendent shall certify to the State Superintendent and the State Controller that all audits of local educational agencies for the prior fiscal year have been reviewed, including all exceptions, and that all exceptions, except as otherwise noted in the certification, have been corrected by the local educational agency or that an acceptable plan of correction has been submitted to the county superintendent. The county superintendent shall identify, by local educational agency, any attendance-related audit exception or exceptions involving state funds, and require the local educational agency to submit the appropriate reporting forms to the State Superintendent for processing. [EC 41020(k)] |