2023 Financial Reporting Calendar - COE

COE budgets due to State Superintendent

Charter school budget due to COE if county board of education is chartering authority

State Superintendent must approve or disapprove COE budget

Charter school unaudited actual data due to COE if county board of education is chartering authority

COE adopts Gann resolution

COE unaudited actual data, including Gann***, due to State Superintendent

COE first interim due to State Superintendent (also to State Controller if qualified or negative)

Charter school first interim due to COE if county board of education is chartering authority

COE prior year audit due to State Superintendent and State Controller

Charter school prior year audit due to chartering authority, COE, State Superintendent, and State Controller

Due to State Superintendent and State Controller if county office is certified as qualified or negative at 2^nd interim: a financial statement that covers the financial and budgetary status of the county office for the period ending April 30 and projects fund and cash balances as of June 30.

County board holds a public hearing/adopts county budget

The county board of education shall hold a public hearing on the proposed county budget no earlier than three days after the budget is available for public inspection. The agenda for that hearing shall be posted at least 72 hours prior to the hearing and shall include the location of where the budget will be available for inspection. [EC 1620]

On or before July 1, the county board shall adopt an annual county budget and shall file that budget (utilizing the forms prescribed by the State Superintendent) with the State Superintendent, the county board of supervisors, and the county auditor. The budget and supporting data shall be maintained and made available for public review.

Charter school budget for county board approved charter schools

Charter school shall submit a preliminary budget to the county superintendent of schools if the county board of education is the chartering authority. [EC 47604.33(a)(1)]

Not later than 45 days after the Governor signs the annual Budget Act, the COE shall make available for public review any revisions in revenues and expenditures that it has made to its budget to reflect the funding made available by that Budget Act. [EC 1622(e)]

The State Superintendent shall approve or disapprove the county budget. If the budget is disapproved, the State Superintendent transmits to the COE, in writing, recommendations, and the reasons for those recommendations. [EC 1622(b)]

If the county budget is disapproved by the State Superintendent, the county superintendent of schools and the county board of education shall review the recommendations of the State Superintendent at a regularly scheduled meeting of the county board of education and respond to those recommendations, including any revisions to the adopted budget and other proposed actions to be taken, if any. [EC 1622(c)]

The county board of education shall adopt a resolution to identify the estimated appropriations limit for the COE for the current fiscal year and the actual appropriations limit for the COE for the preceding fiscal year. That resolution shall be adopted at a regular or special meeting of the board. The documentation used in the identification of the appropriations limits shall be made available to the public on the date of the meeting.
[EC 1629, GC 7907(h]

Districts will have transmitted appropriations limit (Gann) data to the county superintendent of schools. COE will coordinate the district and county information and send it to the CDE (via the unaudited actual software data submission). [GC 7906(f), GC 7907(h)]

The State Superintendent shall examine and approve or disapprove the revised COE budget. If the revised county budget is disapproved, the State Superintendent shall call for the formation of a budget review committee pursuant to EC 1623, unless the budget was disapproved due solely to an unapproved local control and accountability plan. [EC 1622(d)]

State Superintendent calls for budget review committee if county budget is disapproved

Upon disapproval of a county budget, the State Superintendent shall call for the formation of a budget review committee. The budget review committee shall be composed of three persons and shall be selected by the county superintendent of schools and the county board of education from a list of no fewer than five candidates provided by the State Superintendent. [EC 1622(d)(1), 1623(a)]

No later than five working days after receipt of the candidate list from the State Superintendent, the county superintendent of schools and the county board of education shall select the budget review committee. [EC 1623(b)]

If the county superintendent of schools and the county board of education fail to select a committee within the five working days, the State Superintendent instead shall select and convene the budget review committee no later than ten working days after the receipt by the county superintendent of schools and the county board of education of the candidate list. [EC 1623(b)]

The budget review committee shall review the proposed budget of the COE and the underlying fiscal policies of that COE, and shall transmit to the State Superintendent, the county superintendent of schools, and the county board of education either of the following:

1. A recommendation to approve the county budget, or
2. A report disapproving the budget with recommendations for revisions that will enable the county to meet its current year and multiyear financial commitments.

The budget review committee may request from the State Superintendent an extension of not more than 15 working days.

If the budget review committee disapproves the COE budget, within five working days following receipt of the committee's report, the county superintendent of schools and the county board of education may submit a response to the State Superintendent, including any revisions to the adopted budget and any proposed action to be taken as a result of the recommendations of the budget review committee. [EC 1624(a)]

Based upon the recommendations of the budget review committee, and any responses provided by the county superintendent of schools and the county board of education, the State Superintendent shall either approve or disapprove the budget. If the budget is disapproved, the State Superintendent may take various steps, including, on or before December 31, in consultation with the county superintendent of schools and the county board of education, developing and adopting a fiscal plan and budget that will allow the county to meet both its budget year and multiyear financial commitments. [EC 1624(b)]

If any county board of education neglects or refuses to make a budget, the State Superintendent shall not make any apportionment of state or federal money for that particular COE for the current fiscal year. The State Superintendent shall notify the appropriate county official that any warrants issued by the COE shall not be approved. [EC 42120]

December 15** -
First Interim

No later than 45 days after the close of each reporting period, the county superintendent shall:

• Approve the interim report and certify in writing whether or not the COE is able to meet its financial obligations for the remainder of the fiscal year and, based on current projections, for two subsequent fiscal years. The certification shall be classified as positive (will meet financial obligations for the current fiscal year and subsequent two fiscal years), qualified (may not meet financial obligations for the current fiscal year or two subsequent fiscal years), or negative (will be unable to meet financial obligations for the remainder of the fiscal year or for the subsequent fiscal year).
• Submit the certification and interim report to the county board of education for review.
• File copies of a positive certification and interim report with the State Superintendent.
• File copies of a qualified or negative certification, and the interim report containing that certification, with the State Superintendent, the State Controller, and the county board of education.

December 15 -
First Interim

Each charter school shall annually prepare and submit interim reports to the county superintendent if the county board of education is the chartering authority.

• The first interim report shall reflect changes to the budget through October 31.
• The second interim financial report shall reflect changes to the budget through January 31.

After the State Superintendent reviews the county interims

The State Superintendent shall review the county interim certification and attached reports. The Superintendent may reclassify a certification. If the certification is qualified or negative, the State Superintendent shall take actions, as necessary, to ensure that the county office meets its financial obligations. [EC 1240(l)(1)(B), 1240.1, and 1630]

June 1

A county superintendent of schools who files a qualified or negative certification for the second interim report and a COE that is classified as qualified or negative by the State Superintendent, shall provide to the State Superintendent and the State Controller, no later than June 1, a financial statement for the period ending April 30, that projects the fund and cash balances of the COE through June 30.
[EC 1240.2]

If any county board of education neglects to file interim reports, the State Superintendent shall not make any apportionment of state or federal money for that particular COE for the current fiscal year. The State Superintendent shall notify the appropriate county official that any warrants issued by the COE shall not be approved. [EC 42120]

The county superintendent of schools shall provide for an audit of all funds under his or her jurisdiction and control. The county school service fund shall be audited annually by a public accountant or certified public accountant selected by the county superintendent of schools.
[EC 41020(b), EC 1627]

Each charter school shall approve, in a format prescribed by the State Superintendent, an annual statement of all receipts and expenditures of the charter school for the preceding fiscal year and shall file the statement with the entity that approved the charter school. [EC 42100(b)]****

The county superintendent of schools shall prepare and file with the State Superintendent a statement of all receipts and expenditures of the COE for the preceding fiscal year with the State Superintendent. The statement shall be in a format or on forms prescribed by the State Superintendent. [EC 1628]

An audit report of the COE for the preceding fiscal year shall be filed with the county superintendent of schools, the CDE and the State Controller. [EC 41020(h)]

An audit report for each charter school for the preceding fiscal year shall be filed with its chartering authority, the COE, the State Controller, and the CDE. 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), 41020(h)]