Section - California Community Colleges Chancellor`s Office

Report
California Community College
Chancellor’s Office
2013-14 CCCSE/Osher, Return
to Title IV (R2T4), SSARCC BFAPSFAA Annual Report Final
Expenditures (FORM 3)
Presenters: Tim Bonnel , Terence Gardner
Today’s Agenda

Introductions

CCCSE/Osher (Terence Gardner)

R2T4 reimbursement reporting (Terence Gardner)

BFAP-SFAA funding formulas and allowable uses (Tim Bonnel

BFAP-SFAA allocations and reporting

Brief background on SSARCC

2012-13 BFAP-SFAA Form 3 Final Expenditures

Entering data by object code

“Validate” Final Expenditures


Address any “error” messages

Address other messages
“Submit to Chancellor’s Office”

Print final expenditures for signatures

Mail SSARCC_FA signature pages to Chancellor’s Office
CCCSE/Osher Reporting
California Community
College Scholarship
Endowment
Annual CCCSE/Osher Report

The 2013-14 CCCSE Scholarship Reporting
Worksheet is an Excel workbook that contains four
tabs.
Cash Flow & Selection Process (blue tab)
 Scholarship Recipients (green tab)
 2013-14 Scholarship Award (yellow tab)
 Acknowledgement Form (red tab)

Annual CCCSE/Osher Report
Cash Flow & Selection Process (blue tab)
Cash Flow for Academic Year 2013-14
 Cash on Hand Section



This section refers to the cash-on-hand carryover balance
from academic year 2012-13; as of July 1, 2013, and as
reported in the 2012-13 CCCSE Scholarship Report.
Please refer to the 2013-14 Scholarship Award
spreadsheet (yellow tab) for the previously reported cashon-hand amount for your college.
If the amount listed on the 2013-14 Scholarship Award
spreadsheet does not match your records please contact the
FCCC.
Annual CCCSE/Osher Report
Cash Flow & Selection Process (blue tab)
Cash Flow for Academic Year 2013-14
 2013-14 Distribution from CCCSE Section



This section refers to the amount your college received in
scholarship funds in academic year 2013-14, from both the
Initial Gift and the Matching Fund (i.e. College & FCCC
Scholarships).
Please refer to the 2013-14 Scholarship Award
spreadsheet (yellow tab) for the 2013-14 scholarship
distributions from the CCCSE.
If the amounts listed on the 2013-14 Scholarship Award
spreadsheet does not match your records please contact the
FCCC.
Annual CCCSE/Osher Report
Cash Flow & Selection Process (blue tab)
Cash Flow for Academic Year 2013-14

Value of Scholarships Distributed to Students Section
 This section refers to the total amount of scholarship
funds your college distributed to students in academic
year 2013-14
Annual CCCSE/Osher Report
Cash Flow & Selection Process (blue tab)
Cash Flow for Academic Year 2013-14

Cash on Hand (as of June 30, 2014) Section


This section refers to the amount of scholarship funds
remaining from academic year 2013-14, as of June 30,
2014.
Cash-on-hand amounts require an explanation.
Annual CCCSE/Osher Report
Cash Flow & Selection Process (blue tab)
Application & Selection Process

This section refers to the Osher scholarship application and
selection process at your campus, including the application
deadline, the approximate number of applications
reviewed, changes made to the process, and donor
recognition efforts.
Annual CCCSE/Osher Report
Scholarship Recipients (green tab)

This section refers to the detail regarding individual
scholarship recipients, including:
Student ID number
 New scholarship or renewal
 CCC BOG Fee Waiver recipient (required)
 Confirmation that the recipient completed a minimum of
24 degree applicable units prior to the initial
disbursement
 Amount and date received for each semester
 Number of units enrolled in each semester

Annual CCCSE/Osher Report

Informal double-checks section
The error messages in this section indicate that the
information reported in the ‘Cash Flow’ (blue tab) and
‘Scholarship Recipients’ (green tab) sections do not
reconcile.
 Should these messages appear after completing both
sections of the report, please revise the information
reported or contact the FCCC for assistance.

Annual CCCSE/Osher Report

Tips regarding the Informal double-checks section

A should equal B (scholarship funds distribution data)


The total amount distributed to students in scholarships, as reported in the
Cash Flow spreadsheet (blue tab) should equal the total amount of
scholarships distributed to students, as reported in the Scholarship
Recipients spreadsheet (green tab).
C should equal D (cash-on-hand data)

The total funds available for scholarships minus the value of scholarships
distributed, as reported in the Cash Flow spreadsheet (blue tab) should
equal the total amount of cash on hand from 2013-14, as reported in
the Cash Flow spreadsheet (blue tab).
Annual CCCSE/Osher Report
Acknowledgement Form (red tab)
Please scan the completed signed Acknowledgement
Form, and return via email along with electronic copies
of the completed report workbook to the FCCC at
[email protected]
 Any questions should be directed to the above email
address, or 866-325-3222 ext. 144
 Additional resources and information can be found at
the following link:
http://www.foundationccc.org/WhatWeDo/ScholarshipEn
dowment/ResourcesforColleges/tabid/579/Default.aspx

DUE DATE
COB
Friday, October 31,
2014
Return to Title IV (R2T4) Reimbursement Reporting
R2T4 RESOURCES



R2T4 Reimbursement memo
R2T4 Reimbursement Report spreadsheet
Budget Act Language:
Of the funds appropriated in Schedule (1), Apportionments:
“Up to $500,000 is to reimburse colleges for the costs of federal aid
repayments related to assessed fees for fee waiver recipients. This reimbursement
only applies to students who completely withdraw from college before the census
date pursuant to Section 58508 of Title 5 of the California Code of Regulations.”

Not a mandatory reporting process (college option)
R2T4 Reimbursement Claim Process

The reimbursement system works as follows:

All R2T4 payments to the federal programs that have been made or will be
made on behalf of the college for the 2013-14 award-year should be recorded
on the spreadsheet provided.

Submit the spreadsheet electronically to the Chancellor’s Office as an
attachment to the email on or before Friday, October 10, 2014.

Colleges may receive up to 98% (or a prorated portion based upon claim
volume) of the total amount returned to the Federal Title IV programs for
students who:
1. Withdrew prior to census; and
2. Were eligible for a BOG Fee Waiver

Institutional reimbursements will be identified as a “Return to
Title IV” line item in the March - 2015 Recalculation (R-1) for
adjustments to prior year apportionments and categorical
funding recalculations.
Tips and Quality Control

Must provide a student ID (non SSN) for each claim submitted.


Only include payments made to federal SFA program accounts to meet college
obligations for returning the portion of assessed fees as required by the federal
Return to Title IV policy.


No student refund obligations should be included on this report at any time, even if the college
collects and returns the money to the Title IV programs on behalf of the student.
The instructions for the spreadsheet are included in comment fields built into the
sample spreadsheet itself. Do not alter spreadsheet.


Will not be able to accept any files submitted with Social Security Numbers.
Place mouse pointer over any of the column headings, narrative instructions will appear to clarify
acceptable values or entries for each column.
Please be sure to enter your college’s three digit MIS code and college name at
the top in the cells indicated. Codes may be found on the Chancellor’s Office
website at the following URL:
http://extranet.cccco.edu/Portals/1/TRIS/MIS/Left_Nav/DED/Appendices/District_&_College_Codes.pdf
Due Date:
COB
Friday
October 10, 2014
BFAP-SFAA Formulas and Allowable Uses
BFAP SFAA - Resources

As information is developed it will be available on
the SFA Programs sub-page of the system office
website at the following URL:
http://extranet.cccco.edu/Divisions/StudentServices/Financial
Aid.aspx
Capacity Funding:

$34.2 Million started in 2003-04 for Increased FA
Staffing and Enhanced FA Service & Capacity:
Increase awareness and participation in student financial
aid programs through direct contact with students, potential
students and their families.
 Increase low-income and disadvantaged student
participation in postsecondary education through access to
financial aid information, application assistance and
funding.
 Assist students, prospective students and their families to
overcome financial barriers in accessing postsecondary
education.

Capacity Funding (cont’d):

Budget Act’s “Supplement, not Supplant,”
Requirements
 2013-14
 “…
Budget Act amended to:
supplement, and shall not supplant, the level of
funds allocated for the administration of student
financial aid programs during the 2001–02 fiscal
year or 2006–07, whichever is greater.”
 Based on BFAP Form 3 Annual Report submitted
by colleges in the Fall of 2002 and 2007.
Existing Allowable Uses:
BOGFW Manual Section 7.1.2





Funds may be expended solely for financial aid professional,
technical, clerical and/or temporary staff (including student
help) who report directly to the financial aid director.
Funds may be used for expenses associated with staff training.
Funds may be used for the development and production of
financial aid outreach events and materials.
Funds may be used for computer hardware or software
necessary for and solely dedicated to the delivery of student
financial aid.
Restrictions on Allowable Uses:
BOGFW Manual Section 7.1.2





Funds cannot be used for district operations nor may they be divided
among colleges within a district in a manner that differs from the
annual allocation to each campus.
No exceptions to these guidelines are allowed without the written
approval of the Chancellor’s Office Student Financial Assistance
Programs Coordinator.
Funds may not be used for salaries for personnel at the level of
financial aid manager or above.
Funds may not be used for capital outlay or office supplies. The
funds may not cover expenditures made or liabilities incurred prior to
July 1 of the applicable fiscal year.
Funds must supplement, not supplant, on-going college expenditures
for the administration of student aid.
Allowable Uses (cont’d):

Budget Act provides definitive guidance on “allowable
use,” to include:





Costs associated with providing additional SFA staff to provide
“direct contact” with students in an effort to increase both FA
participation and student FA program access for low-income and
disadvantaged students.
Screening current students for possible financial aid eligibility;
Offering students personal assistance in completing financial aid
applications and forms;
Providing information & assistance in completing FA applications in
multiple languages;
Increasing financial aid staff to process additional applications
and forms.
Exception Form




Fillable PDF form
Request exception to “allowable use”
Request exception to “Maintenance of Effort” (MOE)
Guidelines and clarification
Exception form at:
http://extranet.cccco.edu/Divisions/StudentServices
/FinancialAid/SFAPAllocationsReporting.aspx
Exception Requests

Find Annual Exception form (fillable PDF) at:
http://extranet.cccco.edu/Divisions/StudentServices/FinancialAid/SFAPAlloc
ationsReporting.aspx







Use for exceptions to the BFAP-SFAA Allowable Use Guidelines
Use for Exceptions to the BFAP-SFAA MOE Guidelines and Clarification
Exceptions require a specified amount and may include a specific
duration.
Exceptions require advanced approval. No retroactive approvals.
Exceptions require annual submission/review and approval .
Failure to secure advanced approval may result in recovery of
disallowed categorical expenditures, resubmission of reports, and
potential penalties for underutilization or failure to meet MOE.
Separate request for each exception
Communications & Funding Cycles





Preliminary allocation from Governor’s May Revise
available early to mid-June
Official Initial Allocations after budget signing
(July?)
P-1 Adjustments in Winter (Jan)
P-2 Adjustments in Spring (May)
R-1 Adjustments in subsequent year Winter (Jan)
Allocation Formulas

BFAP SFAA Base ($0.91)





Minimum $12,500
Guarantee Prior Year 90%
Remaining allocation for colleges eligible for 90% based on fair-share calculation of the
colleges BOGFW as a percent of the system total.
Underutilization penalties may apply
BFAP SFAA Capacity



Minimum $50,000
No other Minimum Guarantee (i.e. % of Prior year)
Remaining allocation for colleges based upon:



50% allocated on fair-share calculation of the college’s MIS data submissions BOGFW as a
percent of the system total 50% allocated on fair-share calculation of the college’s FTES (A-320
report) as a percent of the system total
Underutilization penalties may apply
BFAP 2%


Entire allocation for colleges based upon allocated on fair-share calculation of the
college’s MIS data submission for BOGFW award dollars as a percent of the system total
MOE Penalties may apply
Allocation Penalties:

Underutilization if not returned/de-obligated:
$
for $ equal to unutilized funds in excess of one
percent (1%) of the total BFAP SFAA allocation

Failure to meet FA MOE Spending Requirements:
$
for $ assessment for the maintenance shortfall against
2% allocation
BFAP-SFAA Allocations and Reporting
Reporting


Adhoc reporting as required/requested
BFAP Form 2 due March/April of current year to:
release funds, or
 confirm spending, or
 confirm spending and request funds


BFAP Form 3 (SSARC_FA) due in October of
subsequent fiscal year to:
close out fiscal year
 report full fiscal year actual expenditures
 report MOE compliance/non-compliance
 additional data as requested/required

Form 2





Carefully review spending to determine if all funds will be
utilized.
Only opportunity to release any funds that will be unspent
WITHOUT the college incurring a penalty.
Future allocation of a college returning funds WILL NOT BE
IMPACTED because a portion of the funds were returned.
Request release of outreach event holdback for Spring
Financial Aid Awareness activities.
Request for additional BFAP allocation (contingent on
availability of released funds).


Must complete the appropriate box(es) on form 2, page 3 and write a
brief explanation as to how the funds will be spent if awarded.
Signatures from FA Director and CBO (college or district)
System Office Support & Intervention
Contact us if:
 Having difficulty securing approval of budget for allowable use
 Potentially at risk of not meeting MOE due to spending/budget
restrictions
 BFAP-SFAA Funding is redirected outside of FA operations or
allowable use purpose
 Need consultation or response on strategy or exceptions
 Contacted by media or legislature regarding your FA program
participation or spending.
SSARCC
Student Services
Automated Reporting
for Community College
What Is SSARCC?



SSARCC = Student Services Automated Reporting
for Community Colleges
Developed or being developed for most student
service categorically funded programs
A web-based computer application used to report
key fiscal data points to the Chancellor’s Office
(final expenditures for BFAP-SFAA)
Purpose





Standardize college reporting for FA Program
expenditures.
Allow for more efficient review time by college and
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
Creates audit trail for categorical compliance
SSARCC_FA Timeline




Available now: SSARCC_FA reports prepopulated with prior
year staffing for less data entry
August 13, 21, 26, 2014: CCC Confer trainings on
SSARCC_FA final expenditure screens
Available now: Colleges may use SSARCC_FA to submit 201314 final expenditures (with hard-copy signature pages
scanned or mailed)
Friday, October 17, 2014: Deadline for Colleges to submit
2013-14 SSARCC_FA final expenditures.
SSARCC_FA

Collects information on your college’s expenditure related to the
administration of Student Financial Aid Programs and includes:





District/College Maintenance of Effort (MOE) expenditures
 General Fund and Other Sources
BFAP-SFAA base allocation expenditures
BFAP-SFAA Capacity funding allocation expenditures
Enclosure 1 – 2013-14 Annual Board Financial Assistance Program
Student Financial Aid Administration (BFAP-SFAA) Expenditure
Report (Form #3 in SSARCC portal)
Enclosure 2 Memo and Attachments (PDF format) including:




2013-14 BFAP-SFAA Allocation as of P-2
District/college MOE requirements for 2013-14
Board of Governors Expenditure Guidelines for BFAP-SFAA Allocations
2013-14 Budget Act Language regarding BFAP-SFAA funding.
Object Code Structure






1000 = Certificated Salaries
2000 = Classified Salaries
3000 = Employment Benefits
4000 = Supplies & Equipment
5000 = Other Operating Expenses
6000 = Capital Outlay
Instructions


Prepare spending report to reflect the entire
augmentation unless a decision was reached to return
some portion of the augmentation on the BFAP Form
#2.
Report requires general summary by object code of:
Institutional general fund support,
 Other sources of support and
 Base BFAP allocation spending by object code.


Report requires detailed line item spending by object
code for the augmentation.
SSARCC Screens
Reminders & Suggestions:







Title IV Audit Expenses
FWS or CWWS employed in FA
Not permitted to include any staff in categorical funding or in
the MOE that do not report to the FA Director.
No office supplies from categorical funding
No maintenance contracts on office equipment from
categorical
No office equipment other than allowable computers and
peripherals from categorical funding.
Only hardware/software solely dedicated and used in and for
financial aid is permitted from categorical or included in MOE.
Reminders & Suggestions: cont’d



Larger dollar line items should provide a thorough explanation
of expenditure (categorical or MOE)
Promotional items should specify the type and purpose and
should not be rolled up into an aggregate number for the
year. Each item or invoice should be reflected separately. The
use of these items are for FA outreach and awareness not
general outreach and awareness.
Food/refreshment cost should specify the purpose and or event
number served and whether the event was for FA only or a
combination of groups/general students. They should not be
rolled up into an aggregate number for the year but reported
separately.
Reminders & Suggestions: cont’d




More detail in the explanation explaining the purpose of the
expenditure, the equipment, or nature or strategy will result in
less rejected reports and calls/emails for clarification.
Time basis of positions will be a focus this year as we
definitely want to be able to compare staffing year to year.
Exception will be tracked and as a result a failure to secure
approval could result in disallowed expenses and repayment
of categorical funds.
Identify the Director/ Manager as the Designated coordinating
official.
Future developments in SSARCC-FA:

User enhancements:



What does your wish list include?
[email protected]
Our wish list includes:




Inclusion of a contact email/direct line for the preparer/submitter so we
know who to communicate with
A flag for incomplete/unacceptable entries
A note field for communicating on specific issues or concerns
A field to identify who is reviewing/commenting or rejecting the report
for the CCCCO
“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
To unlock screens, send email to SSARCC help desk:
[email protected]
Printing SSARCC_FA Final Expenditures
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
Where Do I Go for Help?
[email protected]
Due Date:
COB
Friday
October 17, 2014

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