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California Department of Education
Official Letter
California Department of Education
Official Letter
May 7, 2020

Dear California Resource and Referral Program Contractors:

Revised Timeline and Guidance for the Allocation of Funds for Cleaning and Supplies for Childcare Providers (Apportionment for the Senate Bill (SB) 89 COVID-19 Early Learning and Care (ELC) Response Funds Fiscal Year (FY) 2019-20 and extended to FY 2020-21

Background

A letter providing guidance on an apportionment, in the amount of $50 million, provided by Section 2 of Senate Bill 89 (Chapter 2, Statutes of 2020) to Resource and Referral (R&R) programs to support Cleaning and Supplies for Childcare Providers (CSCP) was published by the California Department of Education (CDE) on April 29, 2020.

The purpose of this guidance is to revise some of the content from the original guidance letter dated April 29, 2020. Some of the items superseded by this guidance include the timeline for expending CSCP funding, clarifying eligible providers, use of funds, and reporting the use of funds to the CDE. Content from the April 29 letter that is not superseded by this letter remains in effect.

Eligible Providers

The CSCP funding is available for both licensed and license-exempt center and home-based providers who are non-local educational agencies (e.g. tribal child care, community-based organizations, city or county, or private) and who provide ELC services to families receiving subsidies or private paying families. These entities also include community-based General Child Care (CCTR) and California State Preschool Programs (CSPP). Local education agencies (LEAs) will receive funding through a separate mechanism. Community-based providers that operate through an LEA’s CDE contract will receive funding through the LEA.

Use of Funds

CSCP funds must be used to ensure healthy and safe childcare and ELC settings for children. Allowable expenses include:

  • Cleansers and sanitizers;
  • Masks, gloves, and other personal supplies necessary to protect against and reduce the spread of the Novel Coronavirus. Personal Protective Equipment (PPE) should not be acquired as it is considered essential medical equipment for healthcare providers.
  • Labor costs associated with additional time for cleaning or cleaning services;
  • Supplies including instructional materials necessary to implement social distancing and other reasonable health and safety costs associated with responding to state and local health official COVID-19 guidance.

In addition to these allowable expenses, purchase of other materials to ensure the well-being and education of children who remain at home are allowed.

R&Rs must give providers the option to obtain supplies directly from the R&R. Providers have the option to receive a direct payment from R&Rs. R&Rs who purchase supplies in bulk may decide the types of supplies to offer to providers. R&Rs must make local data-informed decisions when determining the types of supplies to offer providers.

In the original letter, we indicated the Resource Code was 7388. The ELCD is updating this guidance to indicate the correct Resource Code is 6108.

Funding Amounts for Providers and Expenditure Deadline

The updated deadline for utilizing funding has been updated to December 31, 2020.

Funds may be utilized for supplies and services purchased beginning on March 4 through December 31, 2020. R&Rs may reserve a reasonable amount of these funds for allocation in the fall or winter.

Awards should be allocated to licensed providers based on either the licensed capacity or the number of children served, whichever is larger. For license-exempt providers, capacity shall be the total number of subsidized children the provider serves at any single time. Administrative costs may be necessary to cover the costs of distributing funds and procuring supplies. R&Rs must use available funds in existing CDE Resource and Referral contracts prior to charging reasonable and necessary administrative costs related to the distribution of CSCP funds.

Should the R&R program have any unclaimed, unused, or remaining funds on September 30, 2020, the R&R may reissue direct provider payments and may purchase additional supplies for distribution. Supply distribution shall be prioritized to serve providers who have not yet applied for CSCP funds. As a result, if providers apply for CSCP funds after September 30, 2020, they may need to obtain supplies from the R&R instead of receiving funds directly.

Reporting Use of Funds

R&Rs shall report to the CDE information about providers that received these funds on the tracking log provided. This information will be used to report on the use of funds to state level stakeholders including the Administration and the Legislature. Information reported to the CDE shall include provider’s name; the county children were served in; number of children served; license number, if applicable; whether the provider received a cash payment or purchased supplies from the R&R; date supplies were purchased; amount of cash paid, if applicable; and the types of supplies purchased from the R&R, if applicable.

The CDE-developed tracking log and provider self-certification letter must be used by R&Rs to keep track of supplies and funds that are made available to providers. These documents are included with this notification. This letter updates key dates for reporting critical information. Specifically:

  • If funds are not fully expended between March 4, 2020 and September 30, 2020, the R&Rs may use remaining funds to purchase additional supplies for distribution as informed by local need. All funding must be spent by December 31, 2020.
  • R&Rs will submit the tracking log to the CDE by July 20, 2020, October 20, 2020, and January 20, 2021. The July tracking log will include information on payments or supplies made available to providers through June 30. The October tracking log will be cumulative and will include information on payments or supplies provided to providers through September 30. The January tracking log will be cumulative and will include information on payment or supplies provided to providers through December 31, 2020.

If you have any questions about these funds, please refer to ELCDEmergency@cde.ca.gov.

Sincerely,

Stephen Propheter, Director
Early Learning and Care Division

Last Reviewed: Thursday, May 7, 2020

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