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Annual Financial and Compliance Audits

2017-18 Audit Results & 2018-19 Contracted District Audit Manual. Annual Financial and Compliance Audits. Wrenna Finche, Director of Standards and Accountability. Why Review District Audits?. District Fiscal Health Compliance with Principles of Sound Fiscal Management Pension and OPEB data

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Annual Financial and Compliance Audits

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  1. 2017-18 Audit Results & 2018-19 Contracted District Audit Manual Annual Financial and Compliance Audits Wrenna Finche, Director of Standards and Accountability

  2. Why Review District Audits? • District Fiscal Health • Compliance with Principles of Sound Fiscal Management • Pension and OPEB data • Compliance with Categorical Program Guidelines and Regulations • Gather information on Auxiliary Organizations

  3. Principles of Sound Fiscal ManagementTitle 5, section 58311 • Fiscal stability through responsible stewardship of resources Asset management Personnel management Auxiliary activities Org structure establishes responsibility and accountability Governing Board kept informed on fiscal condition Develop and communicate fiscal policies, objectives, procedures, and constraints to the board, staff, and students Accurate and reliable management information system Appropriate policies & procedures; Adequate controls Process to evaluate fiscal changes and adjust Short and long-term financial planning, coordinated with educational planning Capital outlay budget consistent with five-year plan

  4. 2017-18 AuditSubmission Dates • 63 on time • 7 up to one month late • 2 over 2 ½ months late

  5. 2017-18 AuditOpinions • 72 Unmodified Financial Statement Opinions • 1 Qualified Federal Compliance Opinion • 7 Qualified State Compliance Opinion

  6. 2017-18 AuditFindings and Management Letter Issues • 15 districts had unresolved findings/issues • 10 districts with repeat audit findings • 5 districts with repeat management letter issues • 9 districts had findings with a funding impact (Questioned FTE$or $tudents$erved)

  7. 2017-18 AuditInternal Controls • Significant Deficiency in Internal Controls • 8 districts - Financial Statements • 15 districts - Federal Programs • 11 districts – State Compliance • Material Weakness in Internal Controls • 5 districts – Financial Statements • 1 district – Federal Programs

  8. 2017-18 Audit Findings - Financial Reporting • Lack of internal controls resulted in material errors and adjustments. • CCFS-311 Annual Financial and Budget Report not accurate. • Lack of fund reconciliations. • Inadequate closing process. • Lack of supporting documentation, • Prior year audit adjustments not posted. • Accruals not cleared, unsupported balances, untimely reconciliations • Federal and State award incorrectly recorded. • No procedure to ensure employee vacation time is recorded.

  9. 2017-18 Audit Findings Financial Reporting – Cash Controls • Pre-numbered receipt not given for cash received from employees/departments • Bank accounts not reconciled timely

  10. Audit FindingsFinancial Statement – Capital Assets • Capital Asset schedule incorrect, Construction in progress not reconciled. • Capital Asset accounting incomplete, unreconciled. Depreciation schedule not maintained. Physical Inventory not conducted.

  11. 2017-18 Audit Findings Financial-Other • Deficit load banking balance – faculty paid for F-T but taught less than F-T • IT access controls not implemented • Lack of review for fee waiver eligibility • Deficit spending and low reserves • SOD/inappropriate access to both HR and Payroll records • Lack of procedures/controls over district over district issued credit cards (CAL Cards)

  12. 2017-18 Audit FindingsFederal • Vendor not found in System of Award Management • Number of program participants miscalculated by information system • No support for number of participants • SEFA data incorrect • Enrollment Rosters incorrect • Student application data incorrect • Payroll costs not properly allocated • Return to Title IV filed late or incorrectly calculated • FISAP, COD, NSLDS reports filed late • SAS files not reconciled • Pell Grant Awards miscalculated • Federally purchased equipment not inspected • Matching funds waiver not verified • Not enough participants in SSS program

  13. 2017-18 Audit FindingsState General Apportionment • Contact hours miscalculated or unsupported • Information system incorrectly included hours during spring break • Actual hours unsupported by instructors’ rosters • To Be Arranged Hours not supported by attendance records All FTES/Contact Hours findings should be corrected by the district on the CCFS-320 (Recal – Nov 1) with a reference to the audit finding

  14. 2017-18 Audit FindingsOther State Compliance • Apprenticeship RSI unsupported • Residency determination unsupported • Catalog and Class Schedule information not in agreement • Missing Academic Accommodation Plan for DSPS students • SSSP services not supported or reported incorrectly in MIS • Instructor did not meet minimum qualifications • Gann Limit incorrectly calculated

  15. Pension Data

  16. 2017-18 Pension Liability • Collective Net Pension Liability = $8.5 Billion • Average Net Pension Liability/FTES = $7,851

  17. 2017-18 Pension Expense • Collective Pension Expense = $1.15 Billion • Average Pension Expense/FTES = $1,091

  18. OPEB Data

  19. 2017-18 OPEB Liability • Total ending OPEB Liability = $2.7 Billion • Average OPEB Liability/FTES = $2,010

  20. 2017-18 OPEB Expense • Total OPEB Expense = $169.3 million • Average OPEB Expense/FTES = $118

  21. 2018-19 CDAM Removed: • Section 428 – Student Equity • Section 429 – Student Success & Support Program Funds The Student Equity and Student Success & Support programs have been replaced by the Student Equity Achievement Program. • Section 440 – Intersession Extension Program The Education Code that created this program was repealed.

  22. 2018-19 CDAM Revised: • Section 423 – Retitled to “Apportionment for Activities Funded From Other Sources” from “Apportionment for Instructional Service Agreements/Contracts.” • Section 424 – State General Apportionment Funding System The background and criteria sections now reflect the newly enacted Student Centered Funding Formula (SCFF).  In addition, some apprenticeship programs are now eligible to claim full-time equivalent students for apportionment purposes. 

  23. 2018-19 CDAM Revised:  • Section 425 – Residency Determination for students cross-enrolled through the online course exchange of the Online Education Initiative Consortium is that of home college. • Section 427 – Dual Enrollment (1) CCAP agreements with charter schools are now allowed and (2) closed courses for eligible high school students in person or online are allowed.

  24. 2019-20 CDAM

  25. May 3, 2019 In-Depth Analysis of the State Budget: Budget Overview Hilary Thomson, Budgets California Community Colleges

  26. Overview • State Budget Overview • CCC Budget Overview • CCC Proposals • Local assistance, capital outlay, and state operations • Other Proposals with CCC Impacts • Cal Grant expansion, relief on pension costs, new data system • State and District Budget Processes • Next Steps

  27. Governor Newsom’s First Budget • Increases funding compared to 2018-19 enacted budget: • Total spending up by $7.7 billion (3.8%), to $209.1 billion. • General Fund spending up by $5.5 billion (4.0%), to $144.2 billion. • Proposition 98 funding exceeds $80.6 billion. • $20.6 billion in discretionary resources: • 87% one-time spending (debt, reserves, one-time initiatives) • 13% ongoing programmatic spending • Continued growth, rising risks, in long-term forecast.

  28. Focus on Budget Resiliency • Pays off budgetary debt and deferrals ($4.4 billion). • Pays down state’sCalPERS ($3 billion GF) and CalSTRS ($1.1 billion Proposition 2) unfunded liabilities and districts’CalSTRS unfunded liability ($2.3 billion GF), reducing long-term costs. Also subsidizes districts’ 2019-20 and 2020-21 CalSTRS employer contributions ($700 million GF). • Grows Rainy Day Fund from $13.5 billion in 2018-19 to $15.3 billion in 2019-20 and $19.4 billion in 2020-23. Increases Safety Net Reserve to $900 million.

  29. Major Education Proposals • Expands early childhood education ($1.25 billion one time and $125 million ongoing). • Provides significant new resources to UC and CSU ($540 million ongoing and $400 million one time). • Boosts student aid through supplemental awards for Cal Grant recipients with dependent children, additional competitive grants, and an expanded California College Promise Program ($171 million ongoing). • Initiates planning for statewide longitudinal student data system ($10 million one time).

  30. Other Major Budget Proposals • Many proposals would benefit our students and their communities: • Increases CalWORKs grant payments. • Extends Medi-Cal eligibility to young adults ages 19 to 25 regardless of immigration status and centralizes Medi-Cal drug price negotiations. • Expands and renames state Earned Income Tax Credit (to Working Families Tax Credit) and extends paid family leave. • Promotes housing development through grants, loans, and tax credits. • Supports local government efforts to address homelessness. • Expands mental health workforce training and “green economy” job training and apprenticeships.

  31. Proposition 98 Estimates (Dollars In Millions)

  32. Governor’s CCC Proposition 98 Funding Levels(Dollars In Millions)

  33. Proposed Local Assistance Adjustments

  34. California College Promise Extension • Expands College Promise: • Provides $40 million (equivalent to cost for second year of attendance). • Keeps current program structure and eligibility in place: • Colleges can use funds for fee waivers or services that foster better student outcomes. • Colleges must follow specified best practices and participate in certain state and federal programs to qualify for funds. • Under proposed expansion, colleges would receive sufficient funding to waive fees for all first-time, full-time students for two years, and additional funding based on their enrollment and number of Pell-eligible students.

  35. SCFF Implementation Adjustments • In January, the Governor proposed the following adjustments, pending further data analysis: • Funding rates for 2019-20 would be 2018-19 rates plus COLA. • Funding rates for 2020-21 remain unchanged from current law. • In 2019-20, districts receive highest of (1) SCFF calculation for 2019-20, (2) SCFF calculation for 2018-19, or (3) 2017-18 revenues plus COLA. • Year-to-year growth in total amount for student success allocation would be limited to 10%. • Definition of students transferring to university would be modified such that each transfer student is counted only once.

  36. Capital Outlay Proposals • Provides $358.7 million in bond funds from Proposition 51, approved by voters in 2016, which authorized a total of $2 billion in bond funds: • 15 continuing projects totaling $340.7 million in 2019-20 for construction. • 12 new projects totaling totaling $18.81 million in 2019-20 for preliminary plans and working drawings. • Would bring total amount of CCC Proposition 51 bond allocated to $698 million (out of $2 billion bond authority).

  37. State Operations Proposals • Grows total budgeted resources for the Chancellor’s Office to $34.7 million in 2019-20 (including $23.7 million General Fund): • $5 million one time for California College Promise outreach. • $435,000 one time to support Student Centered Funding Formula Oversight Committee.

  38. Other Proposals: Cal Grant Expansion • Creates new Cal Grant supplemental awards for UC, CSU, and community college students with children ($122 million): • Cal Grant A recipients eligible for up to $6,000. • Cal Grant B access award would increase from $1,648 to $6000. • Cal Grant C supply award would increase from $1,049 to $4,000 • Adds 4,250 competitive Cal Grant awards ($10 million) • Brings total awards to 30,000, with those awards distributed evenly between March deadline (open to all students) and September deadline (for community college students only).

  39. Other Proposals: Relief on CalSTRS Costs • Includes $3 billion one time for California State Teachers’ Retirement System (CalSTRS). • $2.3 billion toward districts’ unfunded liability, reducing long-term costs. • $700 million to directly lower employer (college) contribution rates : • In 2019-20, reduces rate from 18.13% to 17.10% (decrease of 1.03%). • In 2020-21, reduces rate from 10.10% to 18.10% (decrease of 1.00%). • Budget also pays down state’s California Public Employees’ Retirement System (CalPERS) unfunded liability. No direct fiscal effect on districts.

  40. Other Proposals: Student Data System • Appropriates $10 million one time to begin planning and support initial costs for a longitudinal student data system. • Although California Department of Education would serve as fiscal agent, education segments would be expected to participate in planning and implementation of the new system.

  41. Budget Update

  42. More Information For more information, please visit the Budget News section of the Chancellor’s Office website: http://extranet.cccco.edu/Divisions/FinanceFacilities/FiscalServicesUnit/BudgetNews.aspx.

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