Presenters: Barbara McIsaac Kwoka, Todd Hoig, Kelly Gornik California Community College Chancellor’s Office CCC Confer Webinars April 18, 19, & 24, SSARCC EOPS and CARE Final Expenditures – Completion and Submission

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Today’s Agenda  Introductions  Brief Background on SSARCC  EOPS Final Expenditures  Entering EOPS data by object code  CARE Final Expenditures  Entering CARE data by object code  The Difference Between “Returned” Funds and “Unexpended” Funds in SSARCC  How to Report Reallocated Funds  “Validate” Final Expenditures  Address any “error” messages  Address other messages  “Submit to Chancellor’s Office”  Print final expenditures for signatures  Mail EOPS and CARE signature pages to Chancellor’s Office

What Is SSARCC?  SSARCC = Student Services Automated Reporting for Community Colleges  A web-based computer application used to construct and retain key Chancellor’s Office budget documents (i.e. proposed budgets and final expenditures for EOPS and CARE)

Purpose  Make it easier for college program staff to complete EOPS and CARE budgets  Allow for more efficient review time by Chancellor’s Office  Allow Chancellor’s Office to have electronic access to statewide budget data  Extracted SSARCC data can be used locally and at the State level

SSARCC EOPS/CARE Timeline  Spring 2011: testing by select colleges  October 13, 2011: SSARCC goes “live”  November 15, 2011: Colleges use SSARCC to complete EOPS and CARE budget plans (with hard-copy signature pages & hard- copy EOPS program plan)  March 2012: Final expenditure screens go “live”

SSARCC EOPS/CARE Timeline  April 18, 19, & 24, 2012: CCC Confer trainings on final expenditure screens  September 15, 2012: Colleges to use SSARCC to submit EOPS and CARE final expenditures (with hard-copy signature pages)  November 15, 2012 (tentative): Colleges to use SSARCC to submit EOPS and CARE budget plans (with hard-copy signature pages and hard-copy EOPS program plan)

SSARCC Screens

There’s a Difference between “Returned Funds” and “Unexpended Funds” in SSARCC  “Returned Funds” = Unused funds returned no later than June 30 th on Mid-Year Report  “Unexpended Funds” = Unused funds reported after June 30 th on Final Expenditure Report

When Do You Use the “Returned and/or Reallocated Funds” Column?  If you returned EOPS or CARE funds by June 30, 2012 on Mid-Year Reports  If you received EOPS or CARE reallocated funds  Do not include EOPS special textbook augmentation in SSARCC; instead use “EOPS special textbook augmentation” form

“Validate” Final Expenditures  You should use this to double-check work prior to submitting  Address any “error” messages that appear

“View Draft Expenditure Report” Do this when:  You think you’re ready to submit to Chancellor’s Office  Ready for review by local district/college staff before submitting to Chancellor’s Office You can still go back into screens to make changes to data

“Submit to Chancellor’s Office”  “Submit” after error messages have been addressed and after appropriate local staff have reviewed  “Submit” locks final expenditure screens  “Submit” means final expenditures are officially transmitted to Chancellor’s Office  “Submit” EOPS final expenditures before CARE final expenditures  CARE final expenditures must be submitted separately  To unlock screens, send to SSARCC help desk: ssarcc-

Printing EOPS and CARE Budgets/Signature Pages This is done after you have “submitted” to Chancellor’s Office; to print signature pages, do the following:  1. Click on “view expenditure report”  2. In the “select a format” window, click on the down arrow and then click on “PDF”  3. Click on “export”  4. Wait for report to appear on your computer screen  5. Print out budget/signature page & obtain required original signatures & mail to Chancellor’s Office Follow these same steps for CARE.

College What Is Due September 15, 2012?

Where Do I Go for Help?

SSARCC Project Team Technology, Research & Information Systems (TRIS) Division: Myrna Huffman, Director, Management Information Systems Barbara McIsaac Kwoka, Specialist, MIS & SSARCC Todd Hoig, Programmer, SSARCC Student Services Division: Sarah Tyson, Dean, Student Services Kelly Gornik, Specialist, EOPS and CARE Cheryl Fong, State Coordinator, EOPS and CARE