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Q-MARS Instruction Page

Instructions for reporting QEIA expenditures in the Q-MARS online system.

This page provides general information about the Quality Education Investment Act (QEIA) Monitoring and Reporting System (MARS), which is shortened to “Q-MARS”. The system allows districts to submit annual School Expenditure and Facilities Pooled Funds Reports. The reports for fiscal 2012-13 will be due to the California Department of Education (CDE) no later than August 30, 2013.

School Expenditure Report

Facilities Pooled Funds Report

Q-MARS Logon

Read Me First - General Information

The Q-MARS Pages

Logon

District Contact Page

Upon initial log-in you will be directed to the Contact Page. Subsequent logins will direct you to the main menu where you can view, create, or check the status of reports. It is important that the contact information is correct in case the CDE needs clarification. The contact person must be able to answer questions about the School Expenditure and the Facilities Pooled Funds Reports . Contact data can be updated at any time and you can return to the Contact Page from any page within the Q-MARS. The Contact Page will require the following information:

Main Menu

The Main Menu displays district information, contact information (entered on the previous screen), School Expenditure Reports, and Facilities Pooled Funds Reports.

School Expenditure Reports:

This section contains a table showing each school that was awarded QEIA funds in any fiscal year. The school names are sorted in descending order by fiscal year then sorted in ascending order by school. Use the pull-down menu to select the desired year or select the "All Years" option. The School Expenditure Reports table contains the following fields:

Facilities Pooled Funds Reports

This section contains a table showing Facilities Pooled Funds Reports for each fiscal year that the district had pooled funds. The reports are sorted in descending order by fiscal year. The Facilities Pooled Funds Reports table contains the following fields:

Create a new School Expenditure Report

  1. In the School Expenditure Reports Section select a CDS Code to create a new report.

  2. Q-MARS Part 1 of the School Expenditure Report includes the following:
    Line Description Note
    A. Apportionment This field is pre-populated.
    A1. Prior Year Carryover This field is pre-populated.
    A2. Transfers from the District Pool to the school **Enter the amount transferred to the school.

    ** This amount cannot exceed the available Facilities Pooled Fund balance shown in parenthesis below Line A2. Funds reported on Line A2 are separate from Line H, Capital Outlay funds. For more information see the General Information Section.

    Select the "Save and Continue" Button to proceed to the next page.

  3. Q-MARS Part 2 of the School Expenditure Report includes the fields below. Lines A, A1, and A2 were completed in Part I on the prior page. Narrative descriptions are required for Line Items 1000 - 6000. See an example of a narrative description.
    Line Description Note
    A. Apportionment Displays values entered on Page 1
    A1. Prior Year Carryover Displays values entered on Page 1
    A2. Transfers from District Pool to the school Displays values entered on Page 1
    A3. Total Funds Available Line A1 + LineA2 + Line A3
    B. Certificated Salaries Enter the amount expended.
    B1. Certificated Salaries Narrative Not to exceed 400 characters.
    C. Classified Salaries Enter the amount expended.
    C1. Classified Salaries Narrative Not to exceed 400 characters.
    D. Employee Benefits Enter the amount expended.
    D1. Employee Benefits Narrative Not to exceed 400 characters.
    E. Book and Supplies Enter the amount expended.
    E1. Book and Supplies Narrative Not to exceed 400 characters.
    F. Services & Operating Enter the amount expended.
    F1. Services & Operating Narrative Not to exceed 400 characters.
    G. Sub-Agreements Enter the amount expended.
    G1. Sub-Agreements Narrative Not to exceed 400 characters.
    H. Capital Outlay Enter the amount expended.
    H1. Capital Outlay Narrative Not to exceed 400 characters.

    Press the "Save and Continue" to proceed to the next page, Part 3.

  4. Part 3 of the School Expenditure Report shows expenditure and narrative data entered in Part 2.

    Enter the Indirect Cost. Line J shows the approved Indirect Cost Rate. The maximum Indirect Cost is shown in parenthesis to the right of field I. If you enter an expenditure greater than the allowable maximum amount shown in parenthesis the report will not be saved. A narrative description for this line is optional.

    Press the "Save and Continue" Button to proceed to the next page, the School Expenditure Report Confirmation Page.

  5. The School Expenditure Report Confirmation Page. This screen allows you to review your entries. If you need to edit the data use the "Edit Button" to return to Part 3. If you need to edit other parts of the School Expenditure Report use the Back Button from Part 3. To edit the contact information you must go back to the Main Menu.

    If the data are accurate check the certification checkbox. This certifies that QEIA funds were expended in accordance with QEIA regulations. Press the "Submit" Button.

  6. If there are no errors Q-MARS displays The Main Menu. The Report Status for the selected school is now updated to "Accepted" and the Date Accepted field is populated with the date. From this point forward the completed report cannot be modified online unless you contact the CDE.


    When all School Expenditure Reports are completed the Facilities Pooled Funds Report link will be enabled allowing you to create a new report.

Create a new Facilities Pooled Funds Report

  1. In the Facilities Pooled Funds Reports Section select the year link to create a new report. The most recent report can be selected. However, you may see more than one enabled year link. If you need to modify the prior year report or several reports contact the CDE using the contact information shown below.

  2. Q-MARS displays two tables in Part 1 of the Facilities Pooled Funds Reports. After completing both tables Q-MARS will display on the next screen the balance available for future planned projects.


    Table Number One

    QEIA school(s) where pooled funds were transferred. The Amount Transferred field is populated from Line A2 of the School Expenditure Report(s). To edit the amount(s) you must contact the School Turnaround Office and a staff member will make the School Expenditure Report(s) available for editing. You must then go back to the Main Menu, select the desired report, and make the edit on Line A2.

    The total amount of pooled funds that have been transferred to schools is shown at the bottom of the table.


    Table Number Two

    QEIA school(s) where pooled funds were expended

    Enter a brief narrative description (not to exceed 400 characters) and the amount expended at each school.
    If you enter a description you must enter an expenditure. The total amount expended in this table cannot exceed
    the balance of funds available shown on the bottom of this table.

    Q-MARS will perform the following calculation on this page:
    Total Carryover Pooled Amount minus
    Total of QEIA school(s) where pooled funds were transferred (Table One) minus
    Total of QEIA school(s) where pooled funds were expended (Table Two) equals
    The balance available for future planned projects

    Press the "Save and Continue" Button to proceed to the next page, Future Planned Projects.

  3. Q-MARS Part 2

    Enter a brief narrative description (not to exceed 400 characters) and the amount expended at each school.
    If you enter a description you must enter an expenditure. The total amount planned for future facilities projects cannot exceed the remaining amount of QEIA Pooled Funds shown at the top of the page.

    Press the"Save and Continue" Button to proceed to the Facilities Pooled Funds Report Confirmation Page.

  4. The Facilities Pooled Funds Report Confirmation Page. Print this page for your records. The page includes:
Questions:   School Turnaround Office | QEIAREPORTS@cde.ca.gov | 916-319-0833
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