BFAP SFAA Form 3 Expenditure Report R2T4 Reimbursements Report CCCSE

1. BFAP – SFAA Form 3 Expenditure ReportR2T4 Reimbursements ReportCCCSE/Osher Report

2. Agenda CCCSE/Osher Reporting Distributions Disbursements Award recipient detail BFAP – SFAA Spending & Reporting Funding Allocation Formula and penalties Reporting R2T4 Reimbursements Eligiblility Reporting

3. CCCSE/Osher Scholarship Reporting

4. CCCSE Reporting Resources Foundation for Community Colleges memo and spreadsheet sent via cfao-all on August 5, 2011 Excel spreadsheet has four tabs Cash Flow and Selection Scholarship Recipients 2010-11 Scholarship Distribution (by college) Acknowledgment Form

5. All tabs except for 2010-11 college list must be returned by September 30, 2011 Please scan signed Acknowledgment Form and return it and soft copies of Cash/Selection and Recipient pages to endowment@foundationccc.org Any questions should be directed to the above email address or 866-325-3222 x 124

6. Due Date: COB Friday September 30, 2011

7. Questions? Advice? Free to the asking!!!

8. BFAP SFAA Form 3

9. BFAP SFAA - Existing Materials As information is developed it will be available on the SFA Programs sub-page of the system office website at the following URL: http://www.cccco.edu/ChancellorsOffice/Divisions/StudentServices/StudentFinancialAssistancePrograms.aspx Annual Budget Act Provisions (2010-11 SB870) Allowable Use Guidelines from the BOGFW Program Manual Allowable Use Exception Requests (New Form*) Extensive Q&A Document (Oct 2003) System Office Memo on appropriate use of BFAP-SFAA (Nov 2004) Carryover Memo (Sept 2009) Categorical Flexibility and Administrative Relief Memo (Sept 2009)

10. Capacity Funding: $34.2 Million 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.

11. Capacity Funding (cont’d): Budget Act’s “Supplement, not Supplant,” Requirements 2010-11 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.

12. 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.

13. 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.

14. 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.

15. Funding for 2010-11 SFAA base funding $11,451,000 SFAA Capacity funding $34,200,000 Statewide Media Campaign $2,800,000 2% funding $6,544,000 Total funding $54,995,000

16. Funding for 2011-12 SFAA base funding $12,562,000 Increase of $1,111,000 SFAA Capacity funding $34,200,000 No change Statewide Media Campaign $2,800,000 No change 2% funding $7,179,000 Increase of $635,000 Total funding $56,741,000 Increase of $1,746,000

17. Annual Allocations, Communications & Funding Cycles Preliminary allocation from Governor’s May Revise available early to mid-June Official Initial Allocations after budget signing (Oct?) P-1 Adjustments in Winter (Jan) P-2 Adjustments in Spring (May) R-1 Adjustments in subsequent year Fall (Dec)

18. Allocation Formulas BFAP SFAA Base 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. (System up 17.92% on BOGFW recipients) 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 (System up 17.92% on BOGFW recipients) 50% allocated on fair-share calculation of the college’s MIS derived FTES as a percent of the system total (System up 3.14% on MIS generated Total FTES) 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 $ as a percent of the system total MOE Penalties may apply

19. 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

20. Reporting Adhoc reporting as required/requested BFAP Form 2 due in Jan/Feb of current year to: Release Funds, or Confirm Spending, and Request funds BFAP Form 3 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

21. 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.

22. Form 2 cont’d Signatures Required CBO/Fiscal Officer FA Director Disseminating earlier than in the past to allow sufficient time for colleges to spend any reallocated funds that may be available and awarded.

23. Form 3 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 – 2010-11 Annual Board Financial Assistance Program Student Financial Aid Administration (BFAP-SFAA) Expenditure Report (Form #3 in XLS format) Enclosure 2 Memo and Attachments (PDF format) including: 2010-11 BFAP-SFAA Allocation as of P-2 District/college MOE requirements for 2010-11 Board of Governors Expenditure Guidelines for BFAP-SFAA Allocations 2010-11 Budget Act Language regarding BFAP-SFAA funding. 2010-11 Carry-over Authorization

24. Form 3 Object Code Structure 1000 = Certificated Salaries 2000 = Classified Salaries 3000 = Employment Benefits 4000 = Supplies & Equipment 5000 = Other Operating Expenses 6000 = Capital Outlay

25. Form 3 Staffing Strategies Form 3 (Object codes 1000-3000) Staffing for General FA Staffing for processing & admin Staffing for outreach Staffing for in reach Staffing for supervision Staffing for compliance Staffing for FA technical Staffing for FA MIS Staffing for clerical support Staffing bi-lingual Staffing other Consulting Contract Services

26. Form 3 Spending Strategies (Object Codes 4000-6000) Direct costs associated with FA staffing Develop/produce FA materials & publications Develop/produce other language materials & publications Foreign language translation services Disseminate FA collateral materials & publications Conduct FA events and presentations Improve FA office efficiency with automation Hardware acquisition Software acquisition Staff development and training Media/advertising Outreach/Collateral Material Other

27. Form 3 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. Separate columns for the carryforward Base and Capacity

28. Form 3 Instructions cont’d 2010-11 Supplemental Information clarifications: FTE calculation Unduplicated Foster Youth Served MIS Data Vet Education Benefit Recipients Approved “allowable use” exceptions

29. Form 3 Instructions cont’d 2010-11 Changes: Net Price Calculator Certification Licensure Link Certification Complaint Process Certification School-based Software survey FA Software Survey GE Disclosure Certification GE Reporting Certification Contract Disbursement System Survey Alternative Loan Survey

30. Form 3 Instructions cont’d Orange filled sections are to be completed and certified by the FAO. For each detailed entry in columns B and F please select from the pull down menus a corresponding strategy (column H). The certification section of the form must be signed and dated by the FAO before submission. Yellow filled sections are spread sheet formulas and will be calculated and filled automatically.

31. Form 3 Instructions cont’d Gray filled sections do not require any data entry. Blue/Orange filled sections are to be completed with the assistance of the Business office and certified by the Chief Business Officer. Standard Budget categories or object codes apply. Only budget items that are reflected in the FA office's operating budget/expenditures (July 1, 2010 to June (or Sept) 30, 2011) may be included and reported in the aggregate. Only aggregate totals are to be reported in columns C, D, E and G. For Columns B, F and H, the line item detail for each object code category is required. The FA office will complete the corresponding strategy in Columns J.

32. Form 3 Instructions cont’d Green signature section of the summary/ signature page must be signed and dated by the CEO before submission. Blue signature section of the summary/ signature page must be signed and dated by the CBO before submission. Pink signature section of the summary/ signature page must be signed and dated by the CSSO before submission. Orange signature section of the summary/ signature page must be signed and dated by the FAO before submission.

33. Due Date: COB Friday October 14, 2010

34. 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.

35. Questions? Advice? Free to the asking!!!

36. R2T4 Reimbursements

37. R2T4 RESOURCES R2T4 Reimbursement memo R2T4 Reimbursement Report spreadsheet Budget Act Language: Of the funds appropriated in Schedule (1), Apportionments: 4. (b) 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.

38. 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 2010-11 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 October 1, 2011. Colleges may receive up to 98% 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 - 2012 Recalculation (R-1) for adjustments to prior year apportionments and categorical funding recalculations.

39. 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. 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://www.cccco.edu/Portals/4/Appa.pdf

40. Due Date: COB Friday October 1, 2011

41. Questions? Advice? Free to the asking!!!