CPARIS FAQs

Login and Passwords

1. How do I register for CPARIS?

   Prospective users must register through the Centralized Authentication System (CAS). Once a username has been established in CAS, any user with the role of Agency Admin must add the new user in CPARIS before they can access CPARIS. New users are added to CPARIS through the User Management menu. More information on this process can be found in the CPARIS User Manual.

2. What is the Centralized Authentication System (CAS)? Is it different than CPARIS?

   CAS is a separate website from CPARIS. CAS is where a username and password are established for use with CPARIS; information such as the associated agency or school district is required, as well as a user’s email address and phone number. Registration in CAS requires users to select and answer two security questions. Be sure to keep the questions and answers selected in a safe place for use when resetting a forgotten password, as the California Department of Education (CDE) does not have access to this information.

   It is important to note that, while CPARIS will reflect information such as the username and email address of a user once they are added to CPARIS, that information cannot be changed in CPARIS. Please refer to the instructions in question 8 below.

3. Are my CAS and CPARIS usernames different?

   No, they are the same. Because CAS is a separate website from CPARIS, multiple usernames can be established, but only usernames that have been added as users in CPARIS can be used to log in to CPARIS. When resetting a forgotten password, users should enter the active username in CPARIS.

4. I received this message when I try to log on: "CPARIS access is not available to you. Contact CPARIS Support to grant you access." Why don't I have access?

   This message means that the username that you are attempting to log in with has been established through CAS but has not been granted access to CPARIS. Access to CPARIS can be granted by any Agency Admin user at your agency.
   
   If you receive this message, contact any Agency Admin user, and provide them with your username. If you do not know who an Agency Admin user is at your agency, contact your fiscal analyst.

5. I received the message "Invalid Username or Password. You must register in CAS (below) before you can log on to the System."

   You are receiving this message for one of three reasons:

   • The password has been entered incorrectly.

   To reset your password, refer to the instructions in question 6 below.

   • The username has been typed incorrectly.

   Contact your Agency Admin to verify the username.

   • You have not registered a username or password.

   
   From the CPARIS logon screen, click on “New Registration.” The web browser will be redirected to CAS to create a username and password. Follow the prompts; upon successful registration, you will receive a confirmation email. Provide the email to your Agency Admin user to be added as a user of CPARIS.

   Please note, if you already have a CPARIS username, you do not need to register a new one. If you do not remember the password for your existing username, refer to the instructions in question 6 below.

6. I forgot my password. How do I reset it?

   To reset a forgotten password, from the CPARIS logon screen, follow these steps:

   • Select the “Forgot Password” link from the CAS User Links options. The link redirects you to CAS.
   • Enter your username. This must be the same active username in CPARIS you are attempting to reset.
   • Enter your email address.
   • Select one of the two security questions that you chose when you created your user account, then enter the answer you previously chose. Note: If you do not remember either of your security questions, please try to answer all the security questions until you answer one correctly. The system will not lock you out for answering a question incorrectly.
   • Select Submit.
   • If you entered the above information correctly, the system will display a message that an email has been sent to your email address. If you don’t receive the email, please check your junk email folder.
   • The email will contain a long alphanumeric Temporary User ID. Select the "go to" link in the email.
   • After the link has opened, copy and paste (or enter) the Temporary User ID from the email into the Temporary User ID field.
   • Enter a new password into the second field. Passwords must meet the following criteria: at least eight characters; at least one uppercase letter; at least one lowercase letter; at least one number; and at least one special character, such as !@#$%^&*.
   • Enter the new password, again, into the third field.
   • Select the Enter key or Submit option.

   
   The system will indicate in black lettering that your password reset was successful. If you do not receive this message, an error occurred, and you will need to try to reset your password again.

7. Do passwords expire?

   Yes, passwords expire every 90 days. After an attempt to logon, if your password has expired, the CPARIS screen will display a password expired statement in red lettering. To reset an expired password, from the CPARIS logon, follow these steps:

   • Select the “Update" link from the CAS User Links options. The link redirects you to CAS.
   • Enter your username.
   • Enter your Current Password.
   • From the Menu, select Update Password.
   • Enter your current password.
   • Enter a new password.
   • Then enter the new password, again, in the Confirm Password field.
   • Select Update.

   
   A message stating that you successfully updated your password should display. Once you have successfully updated your password, you must log out of CAS. Close any browser windows that were open to CAS and/or CPARIS, wait one to five minutes, then log into CPARIS with your username and new password.
   
   Note: Please do not let your system save your password. If the password field on the CPARIS logon screen displays dots or asterisks, then it is likely your old password that is still saved there. You may have to clear the cache from your computer to delete the old password. You can consult with your agency’s technology office for assistance in clearing your cache from your system.

8. How do I update my user information?

   CAS allows users to update information such as their agency information, name, phone number, email address, and security questions and answers. To update your user information, from the CPARIS logon screen, follow these steps:
   

   • Select the "Update" link from the CAS User Links options. The link redirects you to CAS.
   • Enter your username.
   • Enter your Current Password.
   • From the Menu, select Update Personal Information.
   • Update relevant information.
   • Select Update.

   
   A message stating that you successfully updated your information should display. It is important to remember that CAS does not take you back to CPARIS. Once you have successfully updated your information, you must log out of CAS. Close any browser windows that were open to CAS and/or CPARIS, wait one to five minutes, then log into CPARIS with your username and password.

User Roles

1. What is an Agency Admin user?

   An Agency Admin user is a user with additional permissions. This user can view payment information, view report data, and manage users. Users with the Agency Admin role are the only users who can add, deactivate, or update roles for other users.

2. Is there a limit to the number of Agency Admin users at my agency?

   No. Agencies must have at least one Agency Admin user, but they are encouraged to have multiple Agency Admin users.

3. Our agency's Agency Admin user needs to be changed. What is the process we should follow?

   Agency Admin users can update roles by navigating to the User Management menu in CPARIS and selecting the username they wish to modify. Upon selection of the username, the Update User screen will appear. Select the updated role and click Save. If your agency only designates one Agency Admin user, and that person leaves the agency without designating another Agency Admin user, please contact your fiscal analyst.

4. How do I add new users at my agency?

   New users must be added by an Agency Admin user. To add new users, navigate to the User Management menu. Type in the username of the person you are adding and click Save. Once the user has been added to CPARIS, additional user roles can be added beyond the default read-only user role of Agency Staff.

5. I have just updated my user role. Why can I not see/use my new permissions?

   After a user role has been changed or added, you will need to log out and back in for the changes to take effect.

6. Can I add or delete users in CAS?

   No. CPARIS users are managed in the User Management menu in CPARIS.

Reporting

1. Can I download my report?

   No. CPARIS does not have a direct download function, but users can utilize the web browser’s print feature to print reports or to save them as Adobe PDF documents. If there are blank pages on the report when printing, please follow the instructions below:

   Windows:

   1. Press Ctrl + P to open the print dialog box.
   2. Under "More Settings" or "Layout," look for the option to adjust the margins. This may vary depending on the browser.
   3. Select "Custom" or "Minimal" as the margin setting.
   4. Click "Apply" to save the settings.

   Mac:

   1. Press Ctrl + P to open the print dialog box.
   2. Click on "Show Details" to expand the print settings, if needed.
   3. Locate the "Margins" dropdown. This is often found under "Paper Handling" or "Layout."
   4. Choose "Minimal," or manually set smaller margin values.
   5. Save the document or print to apply these settings for future printing.

2. Can I view prior versions of certified reports?

   Yes. To view prior versions, navigate to the Agreements menu and select the contract number you wish to view. This will open a page where contract, payment, and reporting information are displayed. Four tabs will be visible: Detail, Reports, Payments, and Correspondence. Click on the Reports tab. The default view will be current reports. To view the certified report history, click on the History button. All certified reports, version numbers, and associated contract earnings calculations and correspondence from Early Education and Nutrition Fiscal Services (EENFS), if applicable, will display.

3. When I navigate to "All Report Forms" under the "Reporting" tab in CPARIS, I see monthly reports. Do I need to submit monthly, isntead of quarterly, reports?

   All contractors must submit reports at intervals specified in the annual preschool contract per California Code of Regulations, Title 5 (5 CCR) Section 17821(a). Monthly reporting is required for contractors on conditional or provisional status (5 CCR Section 17821(d)). All other contractors shall submit reports quarterly for the periods ending in September 30, December 31, March 31, and June 30.

   Contractors on clear status have the option to report monthly if they choose. Selecting All Report Forms under the Reporting menu displays all reporting periods that are available, including monthly reports. To view only the required reports, select Current Forms under the Reporting menu.

4. I'm trying to enter report data, but I see this message in red at the top of the reporting screen: Based on your user role, this information is Read Only and provided for display and communication. Any selections or data entered cannot be saved. To enter and save data into this report, you must have the assigned role of Data Entry Representative or Authorized Representative. Please contact any Agency Admin user at your agency to update your role.

   This message means your username does not have one of the two reporting user roles assigned to you. Users whose role is to enter report data should have the role of Data Entry Representative assigned. Users whose role is to enter report data and/or certify, or electronically sign, reports, should have the role of Authorized Rep assigned.

   If you see this message and you believe you should be able to enter report data, contact your Agency Admin user. Any Agency Admin user at your agency can update your permissions.

   Please note, any data entered when you have view-only rights will not be saved.

5. What types of reports are submitted in CPARIS?

   The following reports are submitted in CPARIS:

   • California State Preschool Program (CSPP) Enrollment, Attendance, and Fiscal Reports.
   • Prekindergarten and Family Literacy Support (CPKS) Contract Expenses Reports
   • Annual Preschool Reserve Account Activity Reports

    

6. What should I do if my report status shows "Incomplete"?

   Applicable to California State Preschool Program (CSPP) Enrollment, Attendance, and Fiscal Reports, incomplete status indicates a report has been created and saved, but all tabs of the report have not been saved in sequential order. This tells the user that while there is a report that has been created for certification, it cannot be certified due to the status. The three tabs of the report – Enrollment & Attendance, Fiscal, and Finalize Calculations – must be saved in that order. Contractors with more than one service county must save each county, regardless of whether any enrollment and attendance data has been entered.
   
   Once all data has been reviewed and saved in order, the status of the report will change to Draft, and at that point, any Authorized Representative must certify the report for it to be considered submitted to the California Department of Education (CDE).

7. What should I do if my report status shows "Certified-Obsolete"?

   Reports in Certified-Obsolete status indicate the data that flows into this report has changed since the report was certified. Reports in this status will remain certified-obsolete until the Authorized Representative reviews and recertifies the report, which will update the status to Certified.
   
   For example, an agency may create and certify September and December reports. Later, they may revise and recertify the September report. The data from the revised September report will become the cumulative prior period data in the December report, making the data that was certified in the December report Certified-Obsolete. Before any subsequent reports can be certified, all Certified-Obsolete reports must be saved and certified.

8. Can I revise previously certified reports?

   Previously certified reports may be revised at any time throughout the year, provided the Report Period Status is Open. The June report is the last report of the contract period; June report revision dates are dependent upon agency type.
   
   Only reports with a Report Period Status of Open may be revised. If the Report Period Status is Closed, you may contact your fiscal analyst to request the month’s report form be reopened for revisions. Please note that reports may not be able to be revised; contractors should refer to the yearly June year-end reporting reminders letter posted on the Early Education and Nutrition Fiscal Services (EENFS) web page for further information.

Payments and Withhold Notices

1. How do I view my payments?

   California State Preschool Program (CSPP) and Prekindergarten and Family Literacy Support (CPKS) apportionment payment information, as well as allocations outside of contract, can be found in two areas of CPARIS. The Payments and Billings menu displays all payments by invoice ID. This section allows users to search by invoice ID, filter by payment type (contract payments or allocations outside of contract), and sort the information displayed by invoice ID, fiscal year, payment amount, payment date, or payment status. Clicking on an invoice ID from this list will display the payment information by Program Cost Account (PCA).

2. What is the type of payment with the CD invoice identification?

   Beginning in September 2024, all California State Preschool Program (CSPP) and Prekindergarten and Family Literacy Support (CPKS) contract payments are issued with an invoice ID beginning with PR. Prior to this change, payments were issued with an invoice ID beginning with CD.

3. Where do I go to view my withhold notices?

   Apportionment withhold notices are contract-specific and can be viewed by navigating to the Agreements menu. Select the contract, then the Correspondence tab. All correspondence from the fiscal analyst, including apportionment withhold notices, will be displayed.

General System Questions

1. Does CPARIS have notifications?

   Notifications are a planned feature but are not currently available. In the absence of system notifications, the assigned fiscal analyst will communicate via email when reports are approved, or correspondence has been generated.

2. Where do I go to view letters from my analyst?

   Correspondence from the fiscal analyst may include a Preliminary Review, Apportionment Adjustment, Apportionment Withhold, Preliminary Billing, Notice of Overpayment, Notice of Appeal Rights, Local Educational Agency (LEA) Account Closure, Non-LEA Audit Review, Statement of Issues: Notice of Action, and the Preschool Reserve Account Status. Except for correspondence related to the Preschool Reserve Account, these letters are contract-specific and can be viewed by navigating to the Agreements menu. Select the contract, then the Correspondence tab. All correspondence from the fiscal analyst will be displayed.

3. Can my analyst send the notification email to more than one person at my agency?

   Yes, if that is requested. Contact your assigned fiscal analyst for this request.

4. Will contract amendments be available in CPARIS?

   That is not a planned feature. Currently, users can view the agreement detail of the most recently executed amendment in the Agreements menu. Future updates to the system will include the ability to view amendment history.

5. Where can I find CPARIS resources?

   The CPARIS web page contains CPARIS resources, such as the User Manual and the Contract Earnings Calculation Supplementary Guide.