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Department of Community Services and Development

What Will I Learn Today?. Purpose of EARSWhat is required to utilize EARSEARS terminologyHow to process an expenditure reportView and print an expenditure and year-to-date report. EARS Purpose. Streamline the expenditure report process Assist in expediting the payment process Provide immediate feedback about the accuracy of the expenditure report being submitted.

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Department of Community Services and Development

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    1. Department of Community Services and Development Expenditure Activity Reporting System (EARS) Training Good Morning/Afternoon. I want to thank each of you for taking the time to come to Sacramento and go through this training. The Department is committed to improving the way we do business and part of that is implementing the Expenditure Activity Reporting System. Good Morning/Afternoon. I want to thank each of you for taking the time to come to Sacramento and go through this training. The Department is committed to improving the way we do business and part of that is implementing the Expenditure Activity Reporting System.

    2. What Will I Learn Today? Purpose of EARS What is required to utilize EARS EARS terminology How to process an expenditure report View and print an expenditure and year-to-date report

    3. EARS —Purpose Streamline the expenditure report process Assist in expediting the payment process Provide immediate feedback about the accuracy of the expenditure report being submitted

    4. Using EARS—What’s Required Computer with Internet connection and browser (e.g. Microsoft Internet Explorer) JavaScript & background printing enabled in your browser CSD issued certificate EARS URL (https://viper.csd.ca.gov) User ID and password (managed by your agency EARS Account Administrator-AD User)

    5. EARS Terminology When you look at a printed copy of an expenditure report you will notice major heading/categories as denoted by gray shaded boxes These areas are referred to as Sections in EARS Line Items - Items listed under each Section.

    6. EARS Terminology Continued Save Only tab-saves data keyed in system Save and Validate tab –saves and validates the information that is displayed for the selected section Validate Report tab - saves and validates all the information that has been entered for the reporting period

    7. EARS Terminology Continued Finalize tab – the agency’s way to lock the data entered. Finalizing a report is the point before the certify process and submittal to CSD. Certify tab – the agency’s electronic signature authorizing payment. (only designated staff have ability to certify) Approval tab-once a report has been certified for payment the CSD Field Rep will approve the report Any changes after approval and payment must be made via an adjustment report

    8. EARS Terminology Continued Locked Report - once a report has been finalized no further data entry will be permitted Unlock Report - CSD Field Rep has ability to ‘unlock’ a finalized report The approval function is done by the CSD representative. After you have certified your expenditure report you must contact your field rep—an email would be sufficient.The approval function is done by the CSD representative. After you have certified your expenditure report you must contact your field rep—an email would be sufficient.

    9. Use EARS to… View, enter, and modify expenditure report information Save, validate and finalize expenditure report information View or print reports An easy way to think about EARS is as an expenditure reporting tool. One of the purposes of EARS is to allow agencies to enter expenditure reporting data in CSD’s database which replaces the paper copy. An easy way to think about EARS is as an expenditure reporting tool. One of the purposes of EARS is to allow agencies to enter expenditure reporting data in CSD’s database which replaces the paper copy.

    10. Using EARS

    12. Log On – Step 1 Enter your User ID and passwordEnter your User ID and password

    13. Log On – Agency Successful If the user ID and password are entered correctly this screen will appear. Agencies will only see their agency in the agency drop down, and only their contract with CSD. So, if you are a dual agency you will see LiHEAP, DOE, PVEA, and DiscretionaryIf the user ID and password are entered correctly this screen will appear. Agencies will only see their agency in the agency drop down, and only their contract with CSD. So, if you are a dual agency you will see LiHEAP, DOE, PVEA, and Discretionary

    14. Using EARS Selecting Reports

    15. Data Entry – Step 1 Click down box and select Program YearClick down box and select Program Year

    16. Select Report - Step 2 When you log on to EARS your agency’s information should appear. When you log on to EARS your agency’s information should appear.

    17. Data Entry – Step 3 Select the contract number. If you are a dual agency you will see a list of all of your contracts. Be sure that you select the correct CSBG contract. Select the contract number. If you are a dual agency you will see a list of all of your contracts. Be sure that you select the correct CSBG contract.

    18. Data Entry – Step 4 Select Contract number. For those agencies that have more than one contract be sure that you have selected the correct contract number. Select Contract number. For those agencies that have more than one contract be sure that you have selected the correct contract number.

    19. Data Entry – Step 5 For the 2006/2007 contract term be sure to select the correct program year. We are currently in the 2006 program yearFor the 2006/2007 contract term be sure to select the correct program year. We are currently in the 2006 program year

    20. Data Entry – Step 6 Select the report period that you will be entering data. HOW MANY AGENCIES HAVE ELECTED TO REPORT MONTHLY? For those agencies that will be reporting monthlySelect the report period that you will be entering data. HOW MANY AGENCIES HAVE ELECTED TO REPORT MONTHLY? For those agencies that will be reporting monthly

    21. Data Entry – Step 7 If there is no data entered for this reporting period the adjustment drop down box will say “new”. If you have saved any data you will see a zero. Then click submit.If there is no data entered for this reporting period the adjustment drop down box will say “new”. If you have saved any data you will see a zero. Then click submit.

    22. Using EARS Entering Expenditure Report Data

    23. Data Entry – Step 8 Make the selection for the section that you will be entering data. The default is administrative cost. Make the selection for the section that you will be entering data. The default is administrative cost.

    24. Data Entry – Step 9 The drop down box allows you to scroll to the section that you want to enter data. So, if your roll is to enter just admin data you can do that and save your data. Then the next staff person (who has authorization to enter data) can log on and enter their section of the expenditure report. The drop down box allows you to scroll to the section that you want to enter data. So, if your roll is to enter just admin data you can do that and save your data. Then the next staff person (who has authorization to enter data) can log on and enter their section of the expenditure report.

    25. Data Entry – Step 10

    26. Data Entry - Step 11 Click drop box “select Section” and scroll down to Total Expenditure for reporting Period. Click the “Save only” tabClick drop box “select Section” and scroll down to Total Expenditure for reporting Period. Click the “Save only” tab

    27. Data Entry – Step 12

    28. Data Entry – Step 13 Click drop box “select Section” and scroll down to “Advance Payment”. Click the “Save Only” tab Click drop box “select Section” and scroll down to “Advance Payment”. Click the “Save Only” tab

    29. Data Entry – Step 14

    30. Data Entry – Step 15

    31. Data Entry – Step 16

    32. Data Entry – Step 17

    33. Data Entry – Step 18

    34. Data Entry – Step 19

    35. Data Entry – Step 20

    36. Data Entry – Step 21

    37. Data Entry – Step 22

    38. Data Entry – Step 23

    39. Data Entry – Step 24 Once you have finalized the data, then go to the top right hand side of screen and click on Main Menu. This will take you back to the main page. Once you have finalized the data, then go to the top right hand side of screen and click on Main Menu. This will take you back to the main page.

    40. Data Entry – Step 25

    41. Using EARS Adjustment

    42. Adjustment – Step 1 When submitting an adjustment the “new” button will not be available until your CSD Rep has approved the report. When submitting an adjustment the “new” button will not be available until your CSD Rep has approved the report.

    43. Adjustment – Step 2

    44. Adjustment – Step 3 If you have entered all the data for an adjustment click “save only” then you will go to the “select section” drop down box Select “Total expenditures for reporting period” and click “save only” This will automatically calculate the adjustment amount for this report. If you have entered all the data for an adjustment click “save only” then you will go to the “select section” drop down box Select “Total expenditures for reporting period” and click “save only” This will automatically calculate the adjustment amount for this report.

    45. Adjustment - Step 4 After clicking the “save only” tab it will automatically populate the total for the report. Then select “total costs”After clicking the “save only” tab it will automatically populate the total for the report. Then select “total costs”

    46. Adjustment – Step 5 Click “Save Only” this populate total reimbursement field. Then click the “finalize” tabClick “Save Only” this populate total reimbursement field. Then click the “finalize” tab

    47. Adjustment – Step 6 click okay Complete the preparation screen as before Be sure to click the back buttonclick okay Complete the preparation screen as before Be sure to click the back button

    48. Adjustment – Step 7 Click “confirm Finalization” Click “confirm Finalization”

    49. Adjustment – Step 8

    50. Adjustment – Step 9 Click Main Menu or Log off The authorized signer of the expenditure can log on and certify the expenditure report. Click Main Menu or Log off The authorized signer of the expenditure can log on and certify the expenditure report.

    51. Adjustment – Step 10 After the report is finalized the authorized signer can log on and certify the report.After the report is finalized the authorized signer can log on and certify the report.

    52. Monthly Reporting Monthly Expenditure Report Contact your field representative at which time they will send notification to the ITS Unit to set up monthly reporting intervals.

    53. Reports

    54. Reports – Expenditure Activity Report

    55. Reports – Expenditure Activity Report – con’t

    56. Reports – Year to Date Report

    57. Reports – Year to Date Report –con’t

    58. Questions

    59. Contact Leslie Taylor EARS Technical Support ltaylor@csd.ca.gov Rosa Hernandez NSP Associate Program Analyst rhernandez@csd.ca.gov Tamija Bryant NSP Program Analyst tbryant@csd.ca.gov

    60. Practice Screen

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