PCSGP Sub-Grant FAQs

All sub-grants are reimbursement only. Payments are reimbursement payments based on reported and allowable expenditures. Expenditures are reported by completing and submitting Quarterly Expenditure Reports (QERs) to PCSGPGeneral@cde.ca.gov. The manager of the sub-grant (e.g., charter school site administrator, project manager, or Critical Friends Group coach) must sign the QER. PCSGP staff will review the QER(s), and once approved, a reimbursement payment will be scheduled, if applicable.

Start-up Sub-grants Only: Where the payment is mailed depends on whether the charter school is open and active or if they are in their planning phase. If a directly-funded charter school is open and active, the payment will be routed through their county office. If the charter school is still in its planning phase, the payment will be mailed to the address on file with the California Department of Education (CDE) Accounting Office. PCSGP applicants complete a Payee Data Record (STD. 204) at the time of PCSGP application submission. This form is used to create a vendor account for the non-profit organization in their planning phase.

Technical Assistance Sub-grants Only: Payments will be mailed to the address on file with the CDE Accounting Office. PCSGP applicants complete a Payee Data Record (STD. 204) at the time of PCSGP application submission. This form is used to create a vendor account for a non-profit organization.

Reimbursement payments are routed both internally and externally for approval and processing and take approximately six to eight weeks to fully process. It is important that sub-grantees meet quarterly reporting deadlines to avoid payment delay.

Yes, the sub-grantee does not need to wait until the due date. Early submissions do not guarantee that a reimbursement payment will be processed sooner, as payments are scheduled in batches.

Start-up Sub-grants Only: Yes, 10 percent of the sub-grant amount is withheld to ensure all sub-grant deliverables are met. To ensure compliance, please refer to the Request for Applications under which you applied to familiarize yourself with each sub-grant deliverable.

Yes, if your sub-grant end date has not passed, monies will carry forward to the following fiscal year. Carryover will remain in the same object code as originally budgeted.

However, please pay special attention to PCSGP planning phase monies carrying forward to the implementation phase. Some costs that would typically be allowable in the planning phase are no longer allowable once the charter school opens. Therefore, the projected unspent funding must be re-allocated by completing a Budget Revision Request Form and submitting that form for review and approval. For more information, visit PCSGP Sub-Grant Use of Funds.

No, funding is allocated by fiscal year and cannot be accessed early.

Standard accounting practices allow the sub-grant funds to be legally encumbered via purchase orders or service contracts prior to the end of the sub-grant. These items must be expensed/paid within 90 days of the close of the sub-grant.

All sub-grantees are bound by the budget submitted with the sub-grant application and approved by the California Department of Education (CDE). If the sub-grantee wishes to make any changes, a Budget Revision Request Form (DOCX) must be submitted and approved by the CDE.

Registration in the System of Award Management (SAM) is required for any entity to bid, apply, or receive federal funds. The SAM assigns the registrant with a Unique Entity Indentifier (UEI), which replaced the Dun and Bradstreet Data Universal Numbering System (DUNS) number in April of 2022. A SAM registration must be renewed each year to remain active and compliant. To register or renew your registration with the SAM, please visit System for Award Management . For questions regarding the SAM, please contact the Federal Service Desk at 1-866-606-8220.

For charter schools only: If the charter school is open and serving students, the UEI must be unique to the charter school awarded PCSGP federal funds and the list the charter school site address. If the charter school is in their planning phase, a UEI under the legal business name of the non-profit organization is sufficient up until the charter school begins serving students.