cash management data collection (cmdc) system

Cash Management Data Cash Management Data

Collection (CMDC) SystemCollection (CMDC) System

California Department of EducationCalifornia Department of Education

School Fiscal Services DivisionSchool Fiscal Services Division

CMDC PurposeCMDC Purpose

► A Web-based data collection application for local educational A Web-based data collection application for local educational agencies to report federal cash management data for federal agencies to report federal cash management data for federal programs under the No Child Left Behind (NCLB) Act. programs under the No Child Left Behind (NCLB) Act.

► Federal statutes require the California Department of Federal statutes require the California Department of Education (CDE) to implement cash management practices Education (CDE) to implement cash management practices that minimize the time elapsing between the receipt and that minimize the time elapsing between the receipt and disbursement of funds by recipients of federal grants awarded disbursement of funds by recipients of federal grants awarded by the CDE. The Federal Cash Management Data Collection by the CDE. The Federal Cash Management Data Collection (CMDC) system was implemented to provide the CDE with (CMDC) system was implemented to provide the CDE with necessary data to comply with this requirement.necessary data to comply with this requirement.

Programs Included in CMDCPrograms Included in CMDC

► Title II, Part ATitle II, Part A► Title I, Part ATitle I, Part A► Title I, Part D, Subpart 2Title I, Part D, Subpart 2► Title III, Limited English Proficient (LEP)Title III, Limited English Proficient (LEP)► Title III, Immigrant (IMM)Title III, Immigrant (IMM)

CMDC Data CollectedCMDC Data Collected

► Cash Balance for each program LEA has a Cash Balance for each program LEA has a entitlement.entitlement. Enter the total balance in your agency’s cash Enter the total balance in your agency’s cash

account(s). Whole dollar amounts only.account(s). Whole dollar amounts only.►Cash balance includes the cumulative total of all Cash balance includes the cumulative total of all

funds held for these programs by your agency as of funds held for these programs by your agency as of the date you are completing this form, regardless of the date you are completing this form, regardless of the fiscal years for which the funds were awarded. the fiscal years for which the funds were awarded.

►A deficit cash balance (i.e., your agency has A deficit cash balance (i.e., your agency has expended cash for the program in excess of the expended cash for the program in excess of the amounts received from the CDE) should be reported amounts received from the CDE) should be reported as a negative amount. as a negative amount.

CMDC Logon PageCMDC Logon Page

CMDC Contact InfoCMDC Contact Info

CMDC Submit DataCMDC Submit Data

CMDC PDF ReceiptCMDC PDF Receipt

Submission Success!Submission Success!

Payment CalculatedPayment Calculated

► Apportionments will be calculated based on Apportionments will be calculated based on the cash balance submitted. The the cash balance submitted. The apportionment will equal the difference apportionment will equal the difference between 25% of the LEA's annual entitlement, between 25% of the LEA's annual entitlement, and cash balance up to the entitlement and cash balance up to the entitlement amount. amount.

► Apportionments for a particular fiscal year will Apportionments for a particular fiscal year will be paid after the allocations for any prior year be paid after the allocations for any prior year grant award(s) have been fully paid, unless grant award(s) have been fully paid, unless the authority to obligate those funds has the authority to obligate those funds has expired. expired.

Calculation ExampleCalculation Example

► If a cash balance of $(-250) is submitted If a cash balance of $(-250) is submitted for an LEA with a yearly entitlement of for an LEA with a yearly entitlement of $500, the calculated apportionment will $500, the calculated apportionment will be 25% of 500+250 or be 25% of 500+250 or $125+250=$375. $125+250=$375.

► If cash balance of $300 is submitted for If cash balance of $300 is submitted for an LEA with a yearly entitlement of an LEA with a yearly entitlement of $1600, the calculated apportionment will $1600, the calculated apportionment will be 25% of 1600-300 or $400-300=$100.be 25% of 1600-300 or $400-300=$100.

Time frame for paymentTime frame for payment

► Leaves Accounting Office approx 5 weeks Leaves Accounting Office approx 5 weeks from close of CMDC windowfrom close of CMDC window

► Routed to State Controller’s OfficeRouted to State Controller’s Office► To Districts/COEs/ChartersTo Districts/COEs/Charters

Additional InformationAdditional Information

►http://www.cde.ca.gov/fg/aa/cm/http://www.cde.ca.gov/fg/aa/cm/

►Federalcashmanagement@cde.ca.govFederalcashmanagement@cde.ca.gov

Karen S. Almquist, School Fiscal Services Division at 916-327-Karen S. Almquist, School Fiscal Services Division at 916-327-44064406