Presenters: Barbara McIsaac Kwoka, Todd Hoig, Kelly Gornik

California Community College Chancellor’s Office

CCC Confer Webinars

April 18, 19, & 24, 2012

2011-12 SSARCC EOPS and CARE Final

Expenditures – Completion and Submission

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Today’s Agenda

Introductions Brief Background on SSARCC 2011-12 EOPS Final

Expenditures Entering EOPS data by

object code

2011-12 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 2011-12 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 2011-12 EOPS and CARE final expenditures (with hard-copy signature pages)

November 15, 2012 (tentative): Colleges to use SSARCC to submit 2012-13 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 30th on Mid-Year Report

“Unexpended Funds” = Unused funds reported after June 30th 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 2011-12 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 email to SSARCC help

desk: ssarcc-eops@cccco.edu

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.

2011-12 SSARCC EOPS

Final Expenditures Plus Signature

Page

College2011-12 SSARCC

CARE Final Expenditures Plus Signature

Page

What Is Due September 15, 2012?

Kelly Gornik

2011-12 EOPS Book

Expenditures Form (hard-

copy)

Where Do I Go for Help?

ssarcc-eops@cccco.edu

SSARCC Project TeamTechnology, Research & Information Systems (TRIS) Division:Myrna Huffman, Director, Management Information SystemsBarbara McIsaac Kwoka, Specialist, MIS & SSARCCTodd Hoig, Programmer, SSARCC

Student Services Division:Sarah Tyson, Dean, Student ServicesKelly Gornik, Specialist, EOPS and CARECheryl Fong, State Coordinator, EOPS and CARE