ANNUAL TRAINING. California Community College Chancellor s Office

Transcription

1 California Community College Chancellor s Office CCCSE/Osher, Return to Title IV (R2T4), SSARCC BFAP-SFAA (FORM 3), FTSSG Closeout, Prior Year Recovered Funds Invoicing ANNUAL TRAINING Presenters: Tim Bonnel, Terence Gardner

2 Today s Agenda Introductions CCCSE/Osher (Constance Crawford) R2T4 reimbursement reporting (Terence Gardner) FTSSG BFAP-SFAA funding formulas and allowable uses (Tim Bonnel) BFAP-SFAA allocations and reporting Reporting Calendar Reporting for recovering prior year close out funds Brief background on SSARCC BFAP-SFAA Form 3 Final Expenditures

3 CCCSE/Osher Reporting California Community College Scholarship Endowment

4 CCCSE/Osher Scholarship Reporting T: Ext. 144 F: E:

5 Annual CCCSE/Osher Reporting The CCCSE Scholarship Reporting Worksheet is an Excel workbook with 4 tabs Cash Flow & Selection Process (purple tab) Scholarship Recipients (green tab) Scholarship Award (yellow tab) Acknowledgement Form (red tab) T: Ext. 144 F: E: endowment@foundationccc.or g

6 Instructions 4 Easy Steps! 1. Select your college from the drop down in the Contact Information section 2. BLUE IS YOU! Please fill in any blue fields on this tab or the Scholarship Recipients (green tab) 3. Double check the numbers. Do they match your records? Is your new Cash on Hand correct? (yellow tab) is Scholarship Award this data is provided for your reference. 4. Print and sign the Acknowledgement Form (red tab). to endowment@foundationccc.org T: Ext. 144 F: E: endowment@foundationccc.or g

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10 Cash Flow & Selection Process (purple tab) 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 Insert this student information on the green tab, and it will auto-populate to the blue tab. T: Ext. 144 F: E: g

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12 Scholarship Recipients (green tab) Please only include funds distributed between July 1, 2016 and June 30, 2017 ** Please note that all scholarships derived from the CCCSE (Osher) require that the minimum criteria are met, specifically: the student has already completed 24 units of degree applicable study, is enrolled in a minimum of six units for the ensuing term, and has received a CCC Board of Governors fee waiver. **Note on Cash Flow section: The California Community Colleges Scholarship Endowment (CCCSE) is comprised of funds from multiple sources, including the Osher Foundation and, if applicable, individual donors who have committed funds to your specific college or district. It is the responsibility of the college to ensure correct distribution of scholarships with unique criteria from matching gifts. This final number will carryover to the blue tab. T: Ext. 144 F: E: endowment@foundationccc.or g

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14 Resources For additional resources and information, please visit FAQ Scholarship Instructions and Guidelines Reporting Template Investment Policy Endowment Financial Statement Templates for administering awards Scholarship flyer Other resources

15 Scholarship Awards: Common Issues & Best Practices ISSUES Timing of when the award is processed and distributed Student persistence Not enough qualified students apply for the award Donor restrictions on the matching award Staff turnover BEST PRACTICES Increase frequency of scholarship disbursements Over award to compensate for attrition rate Maintain a list of qualified alternative candidates Discuss trend information and challenges with donors Ensure adequate cross-training for new staff

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17 Return to Title IV (R2T4) Reimbursement Reporting

18 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 of Title 5 of the California Code of Regulations. Not a mandatory reporting process (college option)

19 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 award-year should be recorded on the spreadsheet provided. Submit the spreadsheet electronically to the Chancellor s Office as an attachment to the on or before Friday, November 10, 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 Jan Recalculation (R-1) for adjustments to prior year apportionments and categorical funding recalculations.

20 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:

21 Due Date: COB Friday Nov 10, 2017

22 Full Time Student Success Grant FTSSG year end reporting and reporting.

23 FTSSG Reminders: For and continuing for Cal Grant B & C Full Time recipients are eligible for payment To accommodate CG C awards +$2million For the award value changes to $1,000 annually $500 per primary term semester $333/334 per primary term quarter DO NOT SPLIT PAYMENTS within a term!

24 Closeout

25 FTSSG Closeout All colleges should report all payments out of allocation for payments only by Sept 30, 2017 Once we have reconciled we will advise colleges that: CO will be reducing allocations and realigning funds to colleges who still need funds, or To spend any remaining funds in as soon as possible In rare or individual cases to do a journal entry to swap funding source/year from to *** For colleges with significant deficits or surpluses in FTSSG funds please contact us ASAP to discuss which category you will likely fall into. ***

26 BFAP-SFAA Formulas, Allowable Uses, Reporting

27 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: Aid.aspx Book Mark it!!!

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29 Capacity Funding: $34.2 Million started in 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.

30 Capacity Funding (cont d): Budget Act s Supplement, not Supplant, Requirements Budget Act amended to: supplement, and shall not supplant, the level of funds allocated for the administration of student financial aid programs during the fiscal year or , whichever is greater. Based on BFAP Form 3 Annual Report submitted by colleges in the Fall of 2002 and 2007.

31 vs SFA Funding Includes: BUDGET Comparison Delta Dollars Delta % BFAP (2%) $16,940,000 $16,326,000 ($614,000) -3.62% SFAA BASE ($.91) $16,756,000 $16,226,000 ($530,000) -3.16% SFAA CAPACITY $34,200,000 $34,923,000 $723, % ICan Media Campaign $5,300,000 $5,300,000 $0 0.00% FTSSG $41,147,000 $66,187,000 $25,040, % CCCG $0 $25,000,000 $25,000,000 R2T4 $500,000 $500,000 $0 0.00% Total $114,843,000 $164,462,000 $49,619, %

32 Existing Allowable Uses: BOGFW Manual Section 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.

33 Restrictions on Allowable SFAA Uses: BOGFW Manual Section 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.

34 Allowable SFAA 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.

35 New SFAA Restrictions: Effective with the Advance the outreach holdback from SFAA Capacity funds has increased to $10,000 but it is only being held back for colleges not participating in the spring outreach campaign in the previous year. Effective for , marketing and advertising purchases for event giveaways are to be kept to a minimum and should not exceed in aggregate more than 3% of a college s SFAA Capacity allocation.

36 SFAA Reminder: As a general reminder, money allocated in a fiscal year is intended to be utilized in that fiscal year. Absent carry-over authority from the Chancellors office, colleges are expected to manage their allocations carefully to ensure full utilization of their allocation in the fiscal year. Failure to do so could result in a penalty to future year funding

37 Exception Form Fillable PDF form Request exception to allowable use Request exception to Maintenance of Effort (MOE) Guidelines and clarification Exception form at: /FinancialAid/SFAPAllocationsReporting.aspx

38 Exception Requests Find Annual Exception form (fillable PDF) at: PAllocationsReporting.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

39 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)

40 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

41 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

42 Reporting Summary of Reporting Requirements

43 Reporting Deadlines MIS Submission Oct 2017, reconciled Dec 2017 SFAA Form 2 Release of Funds/Request for Funds April 2017 SSARCC_FA SFAA Form 3 Oct 2017 FTSSG Release of Funds/Request for Funds April 2017 SSARCC_FTSSG Oct 2017 R2T4 Reimbursement Nov 2017 Osher Scholarship Reporting Oct 2017

44 Reporting Deadlines MIS Submission Oct 2018, reconciled Dec 2018 SFAA Form 2 Release of Funds/Request for Funds Apr 2018 SSARCC_FA SFAA Form 3 Oct 2018 FTSSG Release of Funds/Request for Funds April 2018 SSARCC_FTSSG Oct 2018 CCCG Release of Funds/Request for Funds Feb 2018 SSARCC_CCCG Oct 2018 R2T4 Reimbursement Nov 2018 Osher Scholarship Reporting Oct 2018

45 ***NEW*REPORTING*NEW*** Recovery of categorical dollars previously closed out

46 Returning Prior Year Categorical Funds Canceled Checks and recovered expenditures: As of Fall 2017, the Chancellor s Office will have a new process for schools to return unused categorical funds after the close and reconciliation of the Fiscal Year. checks are returned or stale dated after the reconciliation for the fiscal year is complete. Recoveries are made from fraud or audit finding in prior years.

47 Returning Prior Year Categorical Funds

48 Returning Prior Year Categorical Funds Report will be available in the general forms section at the top of the allocations page College completes the report and submits to CO CO will create invoice from report, which is submitted to college College returns funds with invoice CO Accounting will reconcile prior year appropriations and expenditures.

49 BFAP-SFAA Allocations and Reporting

50 BFAP-SFAA 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

51 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)

52 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.

53 SSARCC Student Services Automated Reporting for Community College

54 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)

55 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

56 SSARCC_FA Timeline Available now: SSARCC_FA reports prepopulated with prior year staffing for less data entry Available now: Colleges may use SSARCC_FA to submit final expenditures (with hard-copy signature pages scanned or mailed) Friday, November 4, 2017: Deadline for Colleges to submit SSARCC_FA final expenditures.

57 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 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: BFAP-SFAA Allocation as of P-2 District/college MOE requirements for Board of Governors Expenditure Guidelines for BFAP-SFAA Allocations Budget Act Language regarding BFAP-SFAA funding.

58 Object Code Structure 1000 = Certificated Salaries 2000 = Classified Salaries 3000 = Employment Benefits 4000 = Supplies & Equipment 5000 = Other Operating Expenses 6000 = Capital Outlay

59 Instructions Prepare spending report to reflect the entire SFAA operating budget (Categorical, General and other sources) unless a decision was reached to return some portion of the SFAA on the BFAP Form #2. Report requires detailed line item spending by object code for the augmentation Including source SFAA Expenditures require spending strategy identification.

60 Developments in SSARCC-FA: Reminder for NEW FTSSG secure file transfer Protocol in SSARCC~FA Inclusion of a contact /direct line for the preparer/submitter so we know who to communicate with Inclusion of field to identify who is reviewing/commenting or rejecting the report for the CCCCO Enhancements: Auto- generation on approvals and rejections Comment or dialogue box in form for info exchange. User recommended enhancements: SSARCC-FA@cccco.edu

61 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.

62 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.

63 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/ s 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.

64 Validate Final Expenditures You should use this to double-check work prior to submitting Address any error messages that appear

65 View Draft Expenditure Report Do this when: q You think you re ready to submit to Chancellor s Office q 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

66 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 to SSARCC help desk: ssarcc-fa@cccco.edu

67 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

68 Where Do I Go for Help? ssarcc-fa@cccco.edu

69 Due Date: COB Friday November 4, 2017

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