Skip to main content
California Department of Education Logo

CSI COE Subgrant Reporting Requirements

Information regarding the Comprehensive Support and Improvement (CSI) county office of education (COE) subgrant reporting requirements and due dates.

2020‒21 Subgrant Required Reporting Dates

Report Name Reporting Data Performance Period Reporting Due Date

Report 1

  • Budget Revisions (BR)
  • Expenditures (E)

February 15, 2021, to
June 30, 2021

July 15, 2021 (BR)
July 31, 2021 (E)

Report 2
  • Budget Revisions (BR)
  • Expenditures (E)
July 1, 2021, to
September 30, 2021
October 15, 2021 (BR)
October 31, 2021 (E)
Report 3
  • Budget Revisions (BR)
  • Expenditures (E)
October 1, 2021, to
January 31, 2022

February 15, 2022 (BR)
February 28, 2022 (E)

Report 4
  • Budget Revisions (BR)
  • Expenditures (E)

February 1, 2022, to
June 30, 2022

July 15, 2022 (BR)
July 31, 2022 (E)
Final Report and Subgrant Evaluation
  • Budget Revisions (BR)
  • Final Expenditures and Closeout Report (E)
  • Subgrant Performance Report (GPR)

July 1, 2022, to
September 30, 2022

October 15, 2022 (BR)
October 31, 2022 (E and GPR)

Actual expenditures for each performance period within the subgrant period shall be reported to the California Department of Education (CDE) as part of regular subgrant management and administration. The table above details adjusted reporting information and timelines.

In addition to standard budget revision and expenditure reporting requirements for each performance period, the COE must complete a Closeout Report and Subgrant Performance Report with the Final Report and Subgrant Evaluation. The CDE will provide additional guidance for reporting requirements by September 2020. If the CDE does not receive the required reports, funding may be delayed or the CDE may bill the COE to recover funds already allocated.

Reported expenditures are used for the purpose of calculating the COE’s apportionment. The use of federal funds must be consistent with the Office of Management and Budget’s (OMB) Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards; Every Student Succeeds Act (ESSA) requirements, and requirements in the ESSA CSI COE Application for Funding.

When expenditure amounts claimed for object codes are in excess of 10 percent of the last approved budget, a project budget revision request is required to be submitted. Budget revision requests require CDE approval and are due no later than fifteen business days prior to the expenditure reporting due date. Budget revision requests must be submitted using the Grant Management and Reporting Tool (GMART).

The acceptance and approval of reported expenditures does not preclude the CDE in any way from conducting program monitoring or audits.


Grant Management and Reporting Tool (GMART) Log On
GMART is a web-based platform that allows COEs to complete and submit applications for funding, and submit expenditure data.

GMART Instructions

Guidance for Writing Expenditure Descriptions
Guidance document that provides examples and additional details on how to write expenditure descriptions for the fiscal reporting requirements.

For the 2019–20 GMART Fiscal Reporting Walk-through Webinar, please visit the CSI Webinars web page.

For additional information related to CSI, please visit the California Department of Education CSI web page.

2019‒20 Subgrant Required Reporting Dates

(Updated on 28-Sep-2021)

Report Name Reporting Data Performance Period Reporting Due Date

Report 1

  • Budget Revisions (BR)
  • Expenditures (E)
March 25, 2020, to
September 30, 2020

October 15, 2020 (BR)
October 31, 2020 (E)

Report 2
  • Budget Revisions (BR)
  • Expenditures (E)
October 1, 2020, to
January 31, 2021
February 15, 2021 (BR)
February 28, 2021 (E)
Report 3
  • Budget Revisions (BR)
  • Expenditures (E)
February 1, 2021, to
June 30, 2021

July 15, 2021 (BR)
July 31, 2021 (E)

Report 4
  • Budget Revisions (BR)
  • Expenditures (E)
July 1, 2021, to
September 30, 2021
October 15, 2021 (BR)
October 31, 2021 (E)
Report 5
  • Budget Revisions (BR)
  • Expenditures (E)
October 1, 2021, to
January 31, 2022
February 15, 2022 (BR)
February 28, 2022 (E)
Report 6
  • Budget Revisions (BR)
  • Expenditures (E)
February 1, 2022, to
June 30, 2022
July 15, 2022 (BR)
July 31, 2022 (E)
Final Report
  • Budget Revisions (BR)
  • Final Expenditures and Closeout Report (E)
July 1, 2022, to
September 30, 2022
October 15, 2022 (BR)
October 31, 2022 (E)

As a result of the coronavirus pandemic, on September 10, 2021, the United States Department of Education approved California's waiver of Section 421(b) of the General Education Provisions Act to extend the period of availability of FY 2019–20 funds for programs in which the State Educational Agency participates under its approved consolidated State plan until September 30, 2022. Consequently, FY 2019–20 subgrant performance periods and reporting due dates have been adjusted. The table above details adjusted reporting information and timelines.

Actual expenditures for each performance period within the subgrant period shall be reported to the California Department of Education (CDE) as part of regular subgrant management and administration. Due to the coronavirus pandemic, the fiscal year 2019–2020 subgrant performance periods and reporting due dates have been adjusted from what is communicated in the 2019–2020 ESSA CSI County Office of Education (COE) Application for Funding.

Reported expenditures are used for the purpose of calculating the COE’s apportionment. The use of federal funds must be consistent with the Office of Management and Budget’s (OMB) Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards; ESSA requirements, and requirements in the ESSA CSI COE Application for Funding.

When expenditure amounts claimed for object codes are in excess of 10 percent of the last approved project budget or if the Expenditure Description changes significantly, a request to revise the project budget is required. Revisions to the approved project budget must be approved by the CDE.

Budget revision requests require CDE approval and are due no later than fifteen business days prior to the expenditure reporting due date. Budget revision requests must be submitted using the Grant Management and Reporting Tool (GMART).

The acceptance and approval of reported expenditures does not preclude the CDE in any way from conducting program monitoring or audits.

Grant Management and Reporting Tool (GMART) Log On
GMART is a web-based platform that allows COEs to complete and submit applications for funding, and submit expenditure data.

GMART Instructions

Guidance for Writing Expenditure Descriptions
Guidance document that provides examples and additional details on how to write expenditure descriptions for the fiscal reporting requirements.

FY 2019 ESSA CSI COE Subgrant Closeout –Closeout Timeline, Instructions, and Information

For the 2019–20 GMART Fiscal Reporting Walk-through Webinar, please visit the CSI Webinars web page.

For additional information related to CSI, please visit the California Department of Education CSI web page.

2018‒19 Subgrant Required Reporting Dates

(Updated on 28-Sep-2021)

Report Name Reporting Data Performance Period Reporting Due Date

Report 1

Expenditures
March 18, 2019, to June 30, 2019
July 31, 2019
Report 2

Expenditures

July 1, 2019, to October 31, 2019
December 6, 2019*
Report 3
Expenditures
November 1, 2019, to February 29, 2020
March 31, 2020
Report 4
  • Budget Revisions (BR)
  • Expenditures (E)
March 1, 2020, to June 30, 2020
July 15, 2020 (BR)
July 31, 2020 (E)
Report 5
  • Budget Revisions (BR)
  • Expenditures (E)
July 1, 2020, to September 30, 2020 October 15, 2020 (BR)
October 31, 2020 (E)
Report 6
  • Budget Revisions (BR)
  • Expenditures (E)
October 1, 2020, to January 31, 2021 February 15, 2021 (BR)
February 28, 2021 (E)
Report 7
  • Budget Revisions (BR)
  • Expenditures (E)
February 1, 2021, to June 30, 2021 July 15, 2021 (BR)
July 31, 2021 (E)
Final Report
  • Budget Revisions (BR)
  • Expenditures (E)
July 1, 2021, to September 30, 2021
October 15, 2021 (BR)
October 31, 2021 (E)

*Due to the holidays, the deadline for submission has been extended until December 6, 2019.

As a result of the coronavirus pandemic, on April 22, 2020, California received a waiver of Section 421(b) of the General Education Provisions Act to extend the period of availability of fiscal year (FY) 2018 funds for programs in which the State Educational Agency participates under its approved consolidated State plan until September 30, 2021. Consequently, FY 2018–19 subgrant performance periods and reporting due dates have been adjusted. The table above details adjusted reporting information and timelines.

Actual expenditures for each performance period within the subgrant period shall be reported to the California Department of Education (CDE) as part of regular subgrant management and administration. The table above details reporting information and timelines. COE expenditures will be submitted for each required report. If the CDE does not receive the required reports, funding may be delayed or the CDE may bill the COE to recover funds already allocated.

Reported expenditures are used for the purpose of calculating the COE’s apportionment. The use of federal funds must be consistent with the Office of Management and Budget’s (OMB) Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards; ESSA requirements, and requirements in the 2018‒19 ESSA CSI COE Application for Funding.

The acceptance and approval of reported expenditures does not preclude the CDE in any way from conducting program monitoring or audits.

Grant Management and Reporting Tool (GMART) Log On
GMART is a web-based platform that allows COEs to complete and submit applications for funding, and submit expenditure data.

GMART Instructions

Guidance for Writing Expenditure Descriptions
Guidance document that provides examples and additional details on how to write expenditure descriptions for the fiscal reporting requirements.

FY 2018 ESSA CSI COE Grant Closeout –Closeout Timeline, Instructions, and Information

For the 2018–19 GMART Fiscal Reporting Walk-through Webinar, please visit the CSI Webinars web page.

For additional information related to CSI, please visit the California Department of Education CSI web page.

Questions:   School Improvement and Support Office | SISO@cde.ca.gov | 916-319-0833
Last Reviewed: Tuesday, October 12, 2021
Recently Posted in Title I: Improving Academic Achievement