ESSA Compliance

Please Note: ESSA Compliance is a work in progress at PPS. As such, this website will be continually updated with new resources, content, and information.

What is ESSA compliance?

The Every Student Succeeds Act (ESSA) requires that School Districts report expenditures delivered at the site level. It is now necessary to demonstrate equitable distribution of FTE and monies provided to each school in our district. Centrally administered programs now need to be coded to the sites benefitting from expenditures. This presents a need for a change in practice, which also presents an opportunity for aligning our organization to established best practices in Oregon. Read more about ESSA at the U.S. Department of Education website.

Account Code Elements

Site Location List

Memo to Staff

Frequently Asked Questions

General Questions

If I’m at a school with a single program in a single building, what is my site loc code?
- Your site loc code is (in most cases) the last 3 digits of your department number.
What site location do I use if I’m at a co-located immersion school or other co-located school or program?
- Immersion programs should be coded to the school location where they are co-located. For other programs, please use the Site Loc List to find the appropriate code.
What site location do I use if my school or program is split across more than one building (such as Alliance)
- Code expense to the location where goods will be received or services rendered (e.g., Access at Lane or Alliance at Benson). If more than one location, split the coding appropriately.
What about Funded programs spending on private schools?
- Charter schools, CBOs, DART schools, and private schools should be coded to 100 - PEC unless it is determined that they need their own site locs.
What site location do I use if my site does not have a site location code?
- Code the expense to 100 - PEC
I’m spending for my centrally located department but I’m not at the PEC. What site location do I use? (e.g., Rice, Holladay Annex, Columbia)
- Code the expense to 100 - PEC.
For central office departments, when do I use location code 100 and when do I use location code 999?
- For goods and services rendered at PEC, use 100-PEC. For goods and services rendered at multiple sites or where the goods or services may be used at multiple sites, code to each site. As an exception, if you know the goods and services rendered will be used at multiple sites but you don’t know which locations, use 999 - Multiple Sites.
How do I code local mileage claims for employees who travel to various schools but who are based at the PEC?
- For itinerant employees who provide services to multiple schools (e.g., speech pathologists), these costs should be coded to 110. For central office PEC employees (e.g., in Finance), code to 100.
Can I use 999 location code to pay a food invoice that was for a working lunch during professional development for 50+ teachers?
- Please code to the site loc of the department hosting the lunch (100 - PEC for most central departments).

P-Card Questions

If I am using my department’s budget to purchase goods for multiple locations with my P-Card, how do I reconcile these transactions? Example: A centrally-funded purchase of library books for $9,000 for six schools via a single P-Card transaction.
- Reconcile the purchase to your own department budget but add additional chartfield lines with the six different site locations and indicate appropriate distribution of costs across the six sites.
If I am using my P-Card to purchase on behalf of multiple schools or departments using those departments’ own budgets, how do I reconcile these transactions?
- When you reconcile in Works, you will only have access to your own department’s budget. Reconcile to your own department and location. Then, to charge the expense to another department’s budget, you will need to use the Account Code Change Request form (previously called the Chartfield Change Request). When you specify the new account code(s) in the Change Request form, you must also specify the appropriate site locations for those purchases.
When reconciling P-Card transactions in Works, which location code do I use for my building? I see a three-digit code for my school and many three-digit codes with letters which specify locations within my school/department (gym, library, etc.).
- Only the three-digit numeric value is required. You may need to add the alpha character if required by your department’s standard procedure.
How do I reconcile a purchase for goods shipped to central office with distribution to various schools to be determined at a later date - i.e., when, at time of reconciliation, I don’t know what products or proportion of costs will end up where?
- Code to location 999 - Multiple Sites and work with your budget analyst to determine the appropriate cost distribution model.

Purchasing & Contract Questions

What site location do I use if I have a contract for District-wide, as needed services and don’t yet know where/for what school or building the services will be rendered? Examples: Moving services, on-call abatement, technology repair, master contracts (to be used by schools as desired) for yearbook services or OMSI or digital resources, elevator repair, library books, nutritional products.
- The Contract Approval Form (CAF) may be coded to location 999 - Multiple Sites. However, at invoicing and payment request, delineation by site will be required.
If my contract is for services at five schools, do I have to delineate the site locations and account codes for all five schools on my Contract Approval Form?
- Yes, you'll need to list all of the account codes, with specified locations, on your Contract Approval Form and assign each the appropriate portion of the total contract cost.
I have a blanket purchase order that I use throughout the year for materials or goods delivered to many or all schools. What site location code do I use when I initiate my PO? Examples: Nutrition products, facilities maintenance, instructional resources (curriculum materials, science kits)
- Code PO to location 999 - Multiple Sites. Costs will need to be distributed to appropriate site locations at invoicing.
My purchase will be used at multiple sites. What site location do I use? Example: Computers for Special Ed staff that serve multiple schools; science kits that will be checked out to various schools
- Code the purchase to location 110 if it will be used by itinerant staff and traveling specialists. Code the purchase to location 999 if it will be used at multiple sites.
My purchase is centrally funded but will benefit 15 schools. I know the schools and cost distributions in advance, but entering 15 chartfield lines on a PO will slow down PeopleSoft and create challenges if modification is later needed. What do I do?
- Code PO to location 999 - Multiple Sites. Costs will need to be distributed to appropriate site locations at invoicing.
I am in the middle of a multi-year contract or a contract that crosses the fiscal year. The existing encumbrance will roll but does not include site location information. Do I just add a site location when I submit a request for payment on a contract?
- Yes
When do I need to identify specific site locations- at time of contract or blanket PO creation (as opposed to just identifying site location at time of invoicing or payment request)?
- If disposition of materials or precise division of services is known at time of contract or blanket PO creation, proper site locations should be used. If disposition or division is uncertain, code to 999. Wherever possible, delineation by site will be required at time of invoicing or payment request. All expenditures coded to 999 will undergo manual review at the end of the fiscal year.