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ASSIST Reporting Instructions

These procedures provide step-by-step guidance on how to accurately report attendance, expenditures and budget revisions in the After School Support and Information System (ASSIST).

Attendance Procedures
Budget Revision Procedures
Expenditure Procedures

Attendance Procedures

  1. Logon to the ASSIST.
    1. Enter your secure user name and password that was provided to your superintendent or authorized agent by the California Department of Education (CDE).
    2. Select the Logon button.
  2. Select the Grant ID link of a grant for which an attendance report needs to be submitted.
  3. Find the Reports Due tab. Any outstanding reports should appear there.
  4. Select the Attendance link for the period for which you are reporting.
  5. Enter the number of Days of Operation and Students Served on the Manage Grant/Edit screen. Please complete this data for each school in the grant for the reporting period. If attendance or days of operation is zero, please enter 0.
  6. Move between lines as the ASSIST auto calculates/tallies the amounts. To move between the lines, use: 1) the Tab key to move down, 2) Shift-Tab to move up, or 3) your cursor.
  7. Select the Submit to CDE button to submit the data to the CDE.
  8. Verify that the following message is displayed: Report submitted to CDE.
    1. This message confirms that the CDE has received your attendance report for the selected grant and reporting period.
  9. Review your submitted attendance report. To do so, select Report History.
  10. Click the Attendance link on the Report History screen to view the submitted attendance report(s).
    1. The final step is to review the submitted attendance report for accuracy. If revisions are required, please contact your regional fiscal analyst.
    2. Payments may not be processed and sent to grantees if an attendance report has not been submitted by the due date.
    3. Clarification of the Attendance Report columns are as follows:
      1. CDS/School Name/School Type: Only school(s) that are approved for funding are displayed for attendance reporting.
      2. Days of Operation: Enter the total number of days your program operated during this reporting period.
      3. Students Served: Enter the total number of students served for the reporting period.

At this time, submitted attendance reports cannot be revised online. Please contact your regional fiscal analyst [https://www.cde.ca.gov/ls/ex/exldcontacts.asp] if attendance report revisions are necessary.

Budget Revision Procedures

  1. Logon to the ASSIST.
    1. Enter your secure User Name and Password that was provided to your superintendent or authorized agent by the CDE.
  2. Select the Grant ID of the grant for which a budget revision needs to be submitted.
  3. Select the Budget tab in the middle of the screen. With this selection, you may view your official grant budget.
  4. Select the Add Budget Revision button to enter your revised budget information.
  5. Enter your revised budget information in the Revisions column.
    1. To increase the amount for a Series/Object Code, add a dollar amount (e.g., $1000). To decrease the dollar amount for a Series/Object Code, you can use the minus (-) sign (e.g., -$1000) and the dollar amount or you can use parentheses ($1000) outside of the dollar amount.
    2. Note: you can use the dollar ($) sign. Do not include commas in your figures (e.g., $1,000 or -$1,000). The commas will not be recognized and will cause an error message.
    3. The ASSIST will automatically update your calculations as you navigate between Series/Object codes.
    4. To navigate between the Series/Object codes use: 1) the Tab key to move down, 2) Shift-Tab to move up, or 3) your cursor.
    5. Enter your reason for the budget revision in the Reason for Budget Revision text box. Please be aware of the following business rules when calculating your grant budget:
      1. The formula for the indirect cost rate equals your approved county or district's approved indirect cost rate (or five percent, whichever is less) times the sum of line items 1000 through 5000 (excluding line item 5100). See Indirect Cost Rates [https://www.cde.ca.gov/fg/ac/ic/] for a list of department-approved rates for local educational agencies (LEAs).
    6. The ASSIST will automatically calculate your Indirect Cost Budget.
    7. Your revised budget amount cannot exceed your grant award amount.
  6. Select one of the following buttons located at the bottom of the Budget Revision screen:
    1. The Submit button will submit the Budget Revision to the CDE for review.
    2. The Reset button will undo changes and reset the data to previously saved data.
    3. Note: Be sure to include a reason for the Budget Revision.
  7. Select the Budget button to view your new budget.
    1. The final step is to view your new budget for accuracy. If the Pending Budget Revision link is available, you can make additional revisions to your budget. If this link is not displayed, it means that the CDE is reviewing your submitted budget revision. You may make additional revisions once the CDE has approved or denied your budget revision.

Expenditure Procedures

  1. Logon to the ASSIST.
    1. Enter your secure User Name and Password that was provided to your superintendent or authorized agent by the CDE.
  2. Select the Grant ID of the grant which an expenditure report needs to be submitted.
  3. Find the Reports Due tab. Any outstanding reports should appear there.
  4. Select the Expenditure link for the period for which you are reporting.
  5. Enter your Expenditure information in the Current Expenditures column.
    1. Note: You can use the dollar ($) sign. Do not include commas in your figures (e.g., $1,000 or -$1,000). The commas will not be recognized and will cause an error message.
    2. The ASSIST will automatically update your calculations as you navigate between Series/Object codes.
    3. To navigate between the Series/Object codes use: 1) the Tab key to move down, 2) Shift-Tab to move up, or 3) your cursor.
    4. If you see the following message: “Total exceeds 110% of the budgeted line item” you will need to submit a budget revision because Series/Object Code expenses cannot exceed 10% of the budgeted Series/Object Code.
    5. If you see the following message: “Expenditures exceed Program Budget” then you have gone over the budget for your grant award and will need to revise your expenditures to equal the budget.
    6. Please be aware of the following business rules when submitting your expenditure amounts:
      1. The formula for the indirect cost rate equals your approved county or district's approved indirect cost rate (or five percent, whichever is less) times the sum of line items 1000 through 5000. See Indirect Cost Rates [https://www.cde.ca.gov/fg/ac/ic/] for a list of department-approved rates for LEAs.
    7. You can manually change the Indirect Cost amount keeping in mind it cannot go over the maximum amount explained in the bullet above.
    8. Your expenditure figures may not exceed your total grant award amount.
  6. Select one of the following buttons located at the bottom of the Expenditure screen:
    1. The Save button will save any information you have typed.
    2. The Reset button will undo changes and reset the data to previously saved data.
    3. The Submit button will submit the report to the CDE for review.

At this time, submitted expenditure reports cannot be revised online. Please contact your regional fiscal analyst [https://www.cde.ca.gov/ls/ex/exldcontacts.asp] if expenditure report revisions are necessary.

Questions:  

Expanded Learning Division | expandedlearning@cde.ca.gov | 916-319-0923
Expanded Learning Division | assist@cde.ca.gov | 916-319-0923

Last Reviewed: Friday, September 23, 2022
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