Tool Search: P-EBT Upload
The P-EBT (Pandemic Electronic Benefits) Extract returns a count of a student's P-EBT eligible days for a month during the reporting range for those students who receive free or reduced meals.
P-EBT UploadReport Logic
A student must have an active primary enrollment and be receiving free or reduced price meals in the selected school during the reporting range - August 1 through the entered Effective Date.
Students are counted when they have an active Free or or Reduced FRAM eligibility or when a school is enrolled in the USDA Community Eligibility Provision (CEP) School.
- The School History record must have a Provision of 5: CEP.
- The School Year being reported must be within the Provision Base Year and the Provision End Year.
A P-EBT Eligible day is one in which a student who received free/reduced meals is learning virtually or is absent for a COVID-related reason.
- P-EBT eligible days are calculated for whole months with the date range that is in the past. When the entered effective date is March 15, P-EBT eligible days are calculated through February.
- When a student does not have any P-EBT eligible days, they are not included in the report.
A student must also have an Instruction Mode record where they are learning virtually or were absent from on-site learning due to COVID, OR they are in a Blended Learning Group that is meeting virtually for the day.
Students are not included when:
- The enrollment record is marked as No Show, WISE Exclude or State Exclude.
- The grade level of enrollment is marked as State Exclude.
- The calendar of enrollment is marked as State Exclude or Summer School.
Report Editor
| Field | Description |
|---|---|
| Effective Date | Entered date is used to count a student's P-EBT eligibile days, starting from August 1. The current date is auto-populated; use the calendar icon to select a new date, or enter a new date in mm/dd/yyyy format. |
| Grade | Selection indicates which grade levels of enrollment are included in the report. |
| Ad hoc Filter | Select a saved ad hoc filter to only include those students in the filter in the report, assuming those students meet the reporting logic and business rules of this report. |
| Format | The P-EBT Extract can be generated in either CSV or HTML formats. |
| Calendar Selection | At least one calendar needs to be selected in order to generate the report. Reports can be selected by Active Year, School or Year. |
| Report Generation | The P-EBT Extract can be generated immediately using the Generate Report button. Or, use the Submit to Batch button to select when the report is generated. See the Batch Queue article for more information on this functionality. |
Generate the P-EBT Extract
- Enter the desired Effective Date.
- Select the desired Grade levels to include in the report.
- If desired, select students from an existing Ad hoc Filter.
- Select the Format of the report.
- Select the Calendar(s) from which to report information.
- Click the Generate Extract button or use the Submit to Batch button. The report displays in the desired format.
P-EBT Upload - HTML Format
P-EBT Upload - CSV Format
Report Layout
| Data Element | Description | Location |
|---|---|---|
| School District Code | Reports the number assigned to a school district by the state department of education. Numeric, 4 digits | District Information > State District Number District.number |
| School Code | Reports the state-assigned school number. Numeric, 4 digits | School Information > State School Number School.number |
| School Name | Reports the school in which the student is enrolled. Alphanumeric, 30 characters | School Information > School Name School.name |
| First Name | Reports the student's first name. Alphanumeric, 30 characters | Demographics > First Name Identity.firstName |
| Middle Initial | Reports the student's middle initial. Alphanumeric, 1character | Demographics > Middle Name Identity.middleName |
| Last Name | Reports the student's last name. When the Report Legal Name checkbox is marked, the student's Last Name reports from the Legal Last Name field. Alphanumeric, 30 characters | Demographics > Last Name Identity.lastName Identities > Legal Last Name Identity.legalLastName |
| Date of Birth | Reports the student's date of birth. Date field, 10 characters (MM/DD/YYYY) | Demographics > Birth Date Identity.birthDate |
| Suffix | Reports any assigned generational birth designation (Jr, III, etc.). Alphanumeric, 5 characters | Demographics > Suffix Identity.suffix |
| Grade | Reports the student's grade level of enrollment. Leading zeros are removed from grade levels 1-9. Students in grades K3, K4, or PK report as K3/K4/PK. Alphanumeric, 3 digits | Enrollments > Grade Enrollment.grade |
| Gender | Reports the student's legal gender from the current identity record. When the Legal Gender field is blank, reports from the Gender field. Alphanumeric, 1 character (M or F) | Identities > Legal Gender Identity.legalGender Demographics > Gender Identity.gender |
| August | Reports the count of the student's P-EBT eligible days within the month of August where:
| Calculated value |
| September | Reports the count of the student's P-EBT eligible days within the month of September where:
| Calculated value |
| October | Reports the count of the student's P-EBT eligible days within the month of October where:
| Calculated value. |
| November | Reports the count of the student's P-EBT eligible days within the month of November where:
| Calculated value. |
| December | Reports the count of the student's P-EBT eligible days within the month of December where:
| Calculated value |
| January | Reports the count of the student's P-EBT eligible days within the month of January where:
| Calculated value |
| February | Reports the count of the student's P-EBT eligible days within the month of February where:
| Calculated value |
| March | Reports the count of the student's P-EBT eligible days within the month of March where:
| Calculated value |
| April | Reports the count of the student's P-EBT eligible days within the month of April where:
| Calculated value |
| May | Reports the count of the student's P-EBT eligible days within the month of May where:
| Calculated value. |
| June | Reports the count of the student's P-EBT eligible days within the month of June where:
NOTE: When the Report Effective Date is in June, the entered date must be June 30 in order to report the eligible days from June. | Calculated value |
| Parent/Caretaker First Name | Reports the first name of the person marked as Primary Guardian. Parent/Guardian information reports as follows:
| Demographics > First Name Identity.firstName |
| Parent/Caretaker Middle Initial | Reports the middle initial of the person marked as Primary Guardian. Parent/Guardian information reports as follows:
| Demographics > Middle Name Identity.middleName |
| Parent/Caretaker Last Name | Reports the last name of the person marked as Primary Guardian. Parent/Guardian information reports as follows:
| Demographics > Last Name Identity.lastName |
| Parent/Caretaker Date of Birth | Reports the birth date of the person marked as Primary Guardian. Date field, 10 characters (MM/DD/YYYY) | Demographics > Birth Date Identity.birthDate |
| Parent/Caretaker Phone Number | Reports the 10-digit primary phone number assigned at the household, including area code (no dashes). When there is no phone number for the household, this field reports blank. Numeric, 10 digits | Demographics > Phone Contact.householdPhone |
| Parent/Caretaker Email | Reports the email address of the person marked as Primary Guardian. Alphanumeric, 100 characters | Demographics > Email Contact.email |
| Parent/Caretaker Street | Reports the student's most recent active mailing address (street address when entered, or PO Box when marked). When there is no address available for the student, this field reports blank. Alphanumeric, 44 characters | Households > Addresses > Address Address.number Address.POBox Address.street Address.prefix Address.tag Address.direction |
| Parent/Caretaker Street 2 | Reports the Apartment of the address, if available. Otherwise, this field reports blank. Alphanumeric, 3 characters | Households > Addresses > Address > Apartment Address.apt |
| Parent/Caretaker City | Reports the student's city as noted on their most recent active mailing address. When there is no city available for the student, this field reports blank. Alphanumeric, 50 characters | Households > Addresses > Address Address.city |
| Parent/Caretaker State | Reports the student's state as noted on their most recent active mailing address. When there is no state available for the student, this field reports blank. Alphanumeric, 2 characters | Households > Addresses > Address Address.state |
| Parent/Caretaker Zip Code | Reports the zip code (either 5-digit code or 9-digit code) of the student's most recent active mailing address. When there is no zip code available for the student, the school's zip code reports. Numeric, 10 digits (12345 or 12345-6789) | Households > Addresses > Address Address.zip School Information > Address School.zip |
