Presenters: Nicole Handal, Tim Bonnel , Terence Gardner

California Community College Chancellor’s Office

2012-13 CCCSE/Osher, Return to Title IV (R2T4),

SSARCC BFAP-SFAA Annual Report Final Expenditures

(FORM 3)

Today’s Agenda

Introductions CCCSE/Osher (Nicole Handal) 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

California CommunityCollege Scholarship Endowment

CCCSE/Osher Reporting

Annual CCCSE/Osher Report The 2012-13 CCCSE Scholarship

Reporting Worksheet is an Excel workbook that contains four tabs. Cash Flow & Selection Process (blue tab) Scholarship Recipients (green tab) 2012-13 Scholarship Award (yellow tab) Acknowledgement Form (red tab)

Annual CCCSE/Osher ReportCash Flow & Selection Process (blue tab)Cash Flow for Academic Year 2012-13 Cash on Hand Section

This section refers to the cash-on-hand balance from academic year 2011-12; as of July 1, 2012, and as reported in the 2011-12 CCCSE Scholarship Report.

Please refer to the 2012-13 Scholarship Award spreadsheet (yellow tab) for the previously reported cash-on-hand amount for your college.

If the amount listed on the 2012-13 Scholarship Award spreadsheet does not match your records please contact the FCCC.

Annual CCCSE/Osher ReportCash Flow & Selection Process (blue tab)

Cash Flow for Academic Year 2012-13 2011-12 Distribution from CCCSE Section

This section refers to the amount your college received in scholarship funds in academic year 2012-13, from both the Initial Gift and the Matching Fund (i.e. College & FCCC Scholarships).

Please refer to the 2012-13 Scholarship Award spreadsheet (yellow tab) for the 2012-13 scholarship distributions from the CCCSE.

If the amounts listed on the 2012-13 Scholarship Award spreadsheet does not match your records please contact the FCCC.

Annual CCCSE/Osher ReportCash Flow & Selection Process (blue tab)Cash Flow for Academic Year 2012-13 Value of Scholarships Distributed to

Students Section This section refers to the total amount of

scholarship funds distributed to students in academic year 2012-13

Annual CCCSE/Osher ReportCash Flow & Selection Process (blue tab)Cash Flow for Academic Year 2012-13 Cash on Hand (as of June 30, 2013)

Section This section refers to the amount of scholarship

funds remaining from academic year 2012-13, as of June 30, 2013.

Cash-on-hand amounts require an explanation.

Annual CCCSE/Osher ReportCash 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 ReportScholarship 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* Confirmation that the recipient completed the

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 worksheet (blue tab) should equal the total amount of scholarships distributed to students, as reported in the Scholarship Recipients worksheet (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 worksheet (blue tab) should equal the total amount of cash on hand from 2012-13, as reported in the Cash Flow worksheet (blue tab).

Annual CCCSE/Osher ReportAcknowledgement 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 endowment@foundationccc.org.

Any questions should be directed to the above email address, or 866-325-3222 ext. 124

Additional resources and information can be found at the following link:

http://www.foundationccc.org/WhatWeDo/ScholarshipEndowment/ResourcesforColleges/tabid/579/Default.aspx

DUE DATE

COB Thursday,

October 31, 2013

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 2012-13 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 4, 2013.

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; and2. Were eligible for a BOG Fee Waiver

Institutional reimbursements will be identified as a “Return to Title IV” line item in the March - 2014 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.

Will not be able to accept any files submitted with Social Security Numbers. 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. 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 4, 2013

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/FinancialAid.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 2012-13 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

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 (Aug) 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 in Mar/Apr of current

year to: Release Funds, or Confirm Spending, and Request funds

BFAP Form 3 (SSARCC_FA) due in October of subsequent 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.

Student Services Automated Reporting for Community College

SSARCC

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 22, 28, and September 11, 2013: CCC

Confer trainings on SSARCC_FA final expenditure screens

Available now: Colleges may use SSARCC_FA to submit 2012-13 final expenditures (with hard-copy signature pages scanned or mailed)

Friday, October 18, 2013: Deadline for Colleges to submit 2012-13 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 – 2012-13 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: 2012-13 BFAP-SFAA Allocation as of P-2 District/college MOE requirements for 2012-13 Board of Governors Expenditure Guidelines for BFAP-SFAA

Allocations 2012-13 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.

Future developments in SSARCC-FA:

User enhancements: What does your wish list include? SSARCC-FA@cccco.edu

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: ssarcc-fa@cccco.edu

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?

ssarcc-fa@cccco.edu

Due Date:

COB Friday

October 18, 2013