Chancellor’s Office WebinarsJune 12, August 5, & August 14, 2014

Student Services Automated Reporting for Community

Colleges (SSARCC)2013-14 EOPS & CARE

Final Expenditures

Presenters: Kelly Gornik & Todd HOIG

Today’s Agenda

1. Brief background on SSARCC2. Key points about SSARCC EOPS and CARE final expenditure

screens3. Common error message4. Elimination of paper 2013-14 EOPS Book Expenditure Form5. Printing 2-page signature forms from SSARCC6. Questions?

Please ask questions any time by typing them in the message text box (then hit “enter”) at the bottom left of screen

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)

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

• Allow for local extraction of SSARCC data from multiple years

• Save some trees – less paper to submit

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 dataOne set - “Read Only”Both sets are unchanged from 2011-12

• CCCCO provides IDs and passwords to EOPS director only

What Should I Do First?

1. By line item, review each planned expense that auto-populated from approved planned budget. Did the program:

a. Spend funds exactly as planned?b. Spend less or more funds than planned?c. Spend no funds on planned expense?

Then report accordingly by each line item

2. Add any additional expenses (per object code) that occurred after planned budget was approved by CCCCO

“Returned Funds” and “Unexpended Funds” Mean Two Different Things in

SSARCC Final Expenditures

• “Returned Funds” = Unused funds returned no later than June 30th on paper Mid-Year Report

• “Unexpended Funds” = Unused funds reported after June 30th on Final Expenditure Report

2013-14 EOPS Mid-Year Report

2013-14 CARE Mid-Year Report

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

• If neither of these apply to you, then keep this column blank

“Unexpended Funds” Column

• Auto-populates (you do not enter any figures)

• Positive and negative numbers are allowed

“Validate” Button

• Use this to double-check work prior to submitting

• “Validate” does not lock file

“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

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 EOPS funds are paying for the EOPS time.

“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 = $40005. Fifty % = $20,002.50. EOPS may pay up to $20,002 (round the 50 cents down) to cover the 50% EOPS time.

“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 email to SSARCC help desk: ssarcc-

eops@cccco.edu

Printing EOPS and CARE Budgets/Signature Pages

Printing is done after you have “submitted” to Chancellor’s Office:• 1. Click on EOPS “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. Click on “open” (will appear at the bottom of screen)• 5. Wait for report to appear on your computer screen• 6. Print budget/signature pages & obtain required original

signatures & mail to Chancellor’s OfficeFollow these same steps for CARE.

Paper 2013-14 EOPS Book Expenditure Form Has Been Eliminated

• All of the textbook data from paper book form is now captured in SSARCC (textbook service and total students served with textbook assistance)

• Thank You, Jose Vallejo (Woodland College) for your input

Language Added to Clarify When District Funds are used as District Match in Position Detail Screen

• Clarification added to “position detail” screen in SSARCC

• Enter full amount of district funds; SSARCC will calculate portion counted as match

• Many thanks to Eleanor Bruce (Fresno City College), Carol Lasquade (College of the Desert) and Virginia Marquez (DeAnza College) for comments and feedback

Let’s Look at SSARCC Screens

2013-14 SSARCC EOPS Final

Expenditures + Two-Page

Signature Form

College 2013-14 SSARCC CARE Final

Expenditures + Two-Page

Signature Form

What Is Due Postmarked September 15, 2014?

Kelly Gornik

ELIMINATED:2013-14 EOPS Book Expenditures Form

(hard-copy)

Where Do I Go for Help?

• SSARCC Help Desk: ssarcc-eops@cccco.edu

SSARCC Project Team

Technology, Research & Information Systems (TRIS) Division:Myrna Huffman, Director, Management Information Systems (retired)Barbara Kwoka, MIS & SSARCC (retired)Todd Hoig, SSARCC Computer Programmer

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