1. Student Services Automated Reporting for Community Colleges (SSARCC)
Chancellor’s Office EOPS/CARE Statewide Technical Assistance Training March 1, 2018
Student Services Automated Reporting for Community Colleges (SSARCC)
EOPS & CARE
Final Expenditures
Presenters: Kelly Gornik and Koney Austinn

2. What Is SSARCC?
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)

3. How Do I Log On?

4. How Do I Log On? URL: https://misweb.cccco.edu/ssarcc/login.aspx
Two Sets of User IDs and Passwords:
One set – allows access to input/update data
One set - “Read Only”
Both sets are unchanged from
CCCCO provides IDs and passwords to EOPS director only

5. What Should I Do First?
By each line item, review each planned expense that auto-populated from approved budget plan. Did the program:
Spend funds exactly as planned?
Spend less or more funds than planned?
Spend no funds on planned expense?
2. Add any additional expenses that occurred during the fiscal year after budget plan was approved

6. EOPS Mid-Year Report

7. CARE Mid-Year Report

8. 2017-18 EOPS & CARE Mid-Year Reports
If you declare program funds as “unused” or are awarded reallocated funds, then you must report those funds in the “Returned and/or Reallocated Funds” column in the final expenditure report, per next slide

9. When Do You Use the “Returned and/or Reallocated Funds” Column?

10. When Do You Use the “Returned and/or Reallocated Funds” Column?
If you returned EOPS or CARE funds by June 30th through Paper Mid-Year Reports
If you received EOPS or CARE reallocated funds

11. “Unexpended Funds” Column

12. “Unexpended Funds” Column
Auto-populates (you do not enter any figures)
Positive and negative numbers are allowed

13. “Validate” Button

14. “Validate” Button
You can “validate” any time while working on final expenditures report to check work
Use this to double-check work prior to submitting
“Validate” does not lock file

15. “View Draft Expenditure Report” Button

16. “View Draft Expenditure Report” Button
Do this when:
You’re finished inputting data
Report is ready for review by district/college staff before submitting to Chancellor’s Office
You can still go back into screens to make changes to data

17. Common Error Message: “EOPS funds cannot be used to pay for non EOPS/CARE activities”

18. Common Error Message
“EOPS funds cannot be used to pay for non EOPS/CARE activities”
What does this message mean?
This error message may occur for positions in which a percentage of time is assigned to non EOPS/CARE and in which the EOPS time is paid from EOPS funds

19. “EOPS funds cannot be used to pay for non EOPS/CARE activities”
The percentage that EOPS pays may not be one dollar more than total percentage time in EOPS/CARE. You may need to round down to determine amount EOPS pays.
Example: EOPS technician is assigned 50% to EOPS/CARE and 50% to non EOPS/CARE. Total salary = $ Fifty % = $20, EOPS may pay up to $20,002 (round the 50 cents down) to cover the 50% EOPS time.

20. “Submit to Chancellor’s Office” Button

21. “Submit to Chancellor’s Office” Button
“Submit” after error messages have been addressed and after appropriate local staff have reviewed
“Submit” locks final expenditure file
“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 file, send to SSARCC help desk:

22. Printing EOPS and CARE Budgets/Signature Pages (after clicking on “Submit”)

23. Printing EOPS and CARE Budgets/Signature Pages (after clicking on “Submit”)

24. Printing EOPS and CARE Budgets/Signature Pages (after clicking on “Submit”)

25. Printing EOPS and CARE Final Expenditures Signature Forms
Printing is done after you “submit” to Chancellor’s Office:
1. Click on EOPS “view expenditure report”
2. Click on the Export drop down menu arrow and then click on “PDF”
3. Open the PDF file attachment at the bottom of the screen
4. Print one copy of the two-page EOPS signature form & obtain required signatures
5. signed form to
Follow these same steps for CARE.

26. EOPS Book Expenditures
EOPS Textbook data is captured in SSARCC (textbook service funds and total unduplicated students assisted):
Object Code 4000B Textbooks for Lending Library
Object Code 7000B Book Services
Object Code 7000B EOPS Book Rental Program
Object Code 7000C EOPS Book Grants
Don’t forget to report total unduplicated EOPS students assisted with EOPS-funded textbook services

27. EOPS Book Expenditures

28. Let’s Look at SSARCC “Demo” College Screens Now

29. What Is Due By Email Only By September 15, 2018?
SSARCC EOPS Final Expenditures + Two-Page Signature Form by Only
College
to:
SSARCC CARE Final Expenditures + Two-Page Signature Form By Only
ELIMINATED:
Mailed Hard Copies

30. Summer 2018 Webinar
A summer 2018 webinar to go over the completion of the EOPS and CARE final expenditures in SSARCC
Webinar will be archived at CCC Confer:
More details soon

31. Where Do I Go for Help? SSARCC EOPS-CARE Mail box:

32. SSARCC Project Team
Technology, Research & Information Systems (TRIS) Division:
Todd Hoig, Administrator
Student Services Division:
Rhonda Mohr, Vice Chancellor of Student Services and Special Programs
Michael Quiaoit (“Key-Ow-It”), Dean of Student Services and Special Programs
Kelly Gornik, EOPS/CARE/NextUp
Janet Fulton, EOPS/CARE/NextUp
Koney Austinn, EOPS/CARE/NextUp