This memorandum is provided to inform Early Learning and Care Division (ELCD) Quality contractors and grantees of a Notice of Change to the Terms and Conditions of the 2020–21 contract or grant an agency may hold with the department.
All travel, both in state and out of state, and any travel associated with conference or meeting attendance is no longer in effect. This notice is effective from July 1, 2020 until January 1, 2021. Contractors and grantees may not submit invoices or expenditure reports for any travel expenses.
In January, the CDE ELCD will reevaluate the travel restrictions provided in this Notice of Change according to guidance provided by the State to respond to the pandemic in order to keep Californians safe. If necessary, this Notice of Change will be extended, as needed, until June 30, 2021.
Additionally, the following guidance has been released for scopes of work (SOWs) for Fiscal Year 2020–21 with regard to tasks and subtasks which may involve travel costs in the budget:
• Add the following proposed standard language to all SOW tasks/subtasks which have potential for activities with travel:
Due to COVID-19 and California’s shelter-in-place order, the in-person meeting (update per your SOW) may be cancelled or changed to a virtual meeting at the discretion of the CDE. Therefore, any announcement for the event must state that the event may be in-person, virtual, or both. The CDE cannot reimburse the Contractor for any cancellation fees, deposit or pre-payments under any circumstances, even if the CDE decides to cancel the event.
• Additional language if registration fees are collected:
The Contractor will be responsible for refunding any unused portion of the registration fee collected, if any, if the event is cancelled or changed to a virtual meeting. OR include specific program income language.
• EXHIBIT B CONSIDERATIONS: Costs in the budget for in-person or virtual will require additional review as the budget will require costs for any eventuality stated in the SOW. Remember the SOW must support the budget, and the budget must support the SOW.
If you have questions, please contact your contract or grant monitor for more assistance.
