administrative services training
DESCRIPTION
Administrative Services Training. Intent to Employ Blanket Purchase Orders. Blanket Purchase Orders. Use for making multiple purchases with a vendor during the fiscal year Minimum of six purchases Minimum BPO amount $1,000 Not for equipment/furniture purchases - PowerPoint PPT PresentationTRANSCRIPT
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Administrative Administrative Services Services
TrainingTraining Intent to EmployIntent to Employ Blanket Purchase OrdersBlanket Purchase Orders
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Blanket Purchase OrdersBlanket Purchase Orders
Use for making Use for making multiplemultiple purchases purchases with a vendor during the fiscal yearwith a vendor during the fiscal year Minimum of six purchasesMinimum of six purchases Minimum BPO amount $1,000Minimum BPO amount $1,000 Not for equipment/furniture purchasesNot for equipment/furniture purchases
Please do not request a BPO when a Please do not request a BPO when a regular PO or LPO will doregular PO or LPO will do
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Blanket PO ProceduresBlanket PO Procedures
Set up BPO using an Set up BPO using an LRCCD LRCCD RequisitionRequisition
Order goods and services from vendorOrder goods and services from vendor Submit Submit Blanket Order ReleaseBlanket Order Release for each for each
orderorder Monitor BPO balanceMonitor BPO balance Submit Submit Blanket Order ExtensionBlanket Order Extension to to
increase BPO balanceincrease BPO balance
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Blanket PO ReleasesBlanket PO Releases Must be submitted by the ordering Must be submitted by the ordering
department even if goods go to department even if goods go to Receiving firstReceiving first
Dual purpose:Dual purpose: To authorize individual orders against a BPOTo authorize individual orders against a BPO To verify receipt of orderTo verify receipt of order
Please draft a Release when ordering Please draft a Release when ordering against a BPO and hold until goods or against a BPO and hold until goods or services are delivered.services are delivered.
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LRCCD Requisition for BPOLRCCD Requisition for BPO
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Blanket Order ReleaseBlanket Order Release
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Blanket Order ExtensionBlanket Order Extension
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Blanket PO Balance (1)Blanket PO Balance (1)Peoplesoft Financial Information WebsitePeoplesoft Financial Information Website
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Blanket PO Balance (2)Blanket PO Balance (2)Sample Division LedgerSample Division Ledger
DescriptionDescription ReferenceReference IncreaseIncrease DecreasDecreasee
BalanceBalance
New BPONew BPO B180100B180100 $1,500$1,500 $1,500$1,500
Purchase 7/25/07Purchase 7/25/07 Release Release 207117207117
$440.06$440.06 $1,059.9$1,059.944
Purchase 9/15/07Purchase 9/15/07 Release Release 207525207525
$129.99$129.99 $929.95$929.95
Purchase 11/3/07Purchase 11/3/07 Release Release 207640207640
$258.16$258.16 $671.79$671.79
Purchase 12/11/07Purchase 12/11/07 Release Release 207620207620
$129.99$129.99 $541.80$541.80
Purchase 2/13/08Purchase 2/13/08 Release Release 208014208014
$515.53$515.53 $26.27$26.27
Change Order Change Order 3/20/083/20/08
B180100B180100 $120$120 $146.27$146.27
Purchase 3/29/08Purchase 3/29/08 Release Release 208210208210
$129.99$129.99 $16.28$16.28
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Blanket Purchase Orders –Blanket Purchase Orders –Do’s & Don’tsDo’s & Don’ts
DO:DO: Verify the BPO balance Verify the BPO balance beforebefore placing placing
new ordersnew orders If required, increase BPO before orderingIf required, increase BPO before ordering
Submit Blanket Order Releases Submit Blanket Order Releases promptlypromptly Submit any original documents received Submit any original documents received
with your order along with your Releasewith your order along with your Release
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Blanket Purchase Orders –Blanket Purchase Orders –Do’s & Don’tsDo’s & Don’ts
(please, please, please) (please, please, please) DON’T:DON’T: Submit Releases late or not at allSubmit Releases late or not at all Order against a BPO that is depletedOrder against a BPO that is depleted Submit a BPO Increase that fails Submit a BPO Increase that fails
budget-checkbudget-check Order after the fiscal year end deadlineOrder after the fiscal year end deadline
Most BPO’s end 5/31/YY but there is also a Most BPO’s end 5/31/YY but there is also a cutoff date of 6/20/YY for Releases cutoff date of 6/20/YY for Releases
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QuestionsQuestions
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Intent to EmployIntent to Employ Classified TemporaryClassified Temporary
Temporary ClassifiedTemporary Classified Special RateSpecial Rate
Student HelpStudent Help StudentStudent TutorsTutors
Work Study (Student Help)Work Study (Student Help) Federal Work StudyFederal Work Study CalWORKs Work StudyCalWORKs Work Study
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Intents – Intents – Classified Classified TemporaryTemporary
110 Day Limit per fiscal year110 Day Limit per fiscal year Temporary ClassifiedTemporary Classified
Minimum qualificationsMinimum qualifications See job descriptions for LRCEA & SEIUSee job descriptions for LRCEA & SEIU
Special RateSpecial Rate No minimum qualificationsNo minimum qualifications Must use Temp Classified job if work Must use Temp Classified job if work
meets one of the job descriptionsmeets one of the job descriptions
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Intents – Intents – Student HelpStudent Help Must be enrolled in 6 or more units for Must be enrolled in 6 or more units for
the semesterthe semester Exception: May work between semesters if Exception: May work between semesters if
they have an application filed for upcoming they have an application filed for upcoming semestersemester
Limited to 26 hours/week during Limited to 26 hours/week during semestersemester Exception: May work 40 hours/week Exception: May work 40 hours/week
between semestersbetween semesters No overtime allowedNo overtime allowed
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Intents – Intents – Work StudyWork Study
Salaries funded by Financial Aid or Salaries funded by Financial Aid or CalWORKS budgetsCalWORKS budgets Student qualifies through applicable aid Student qualifies through applicable aid
programprogram Enrollment qualifications and hours Enrollment qualifications and hours
limits the same as for Student Helplimits the same as for Student Help
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Intents – Intents – Forms PacketsForms Packets
Classified Classified Temporary:Temporary: Intent formIntent form Loyalty OathLoyalty Oath Job Application Job Application
(except Special Rate)(except Special Rate) W-4W-4 I-9I-9
I.D. document (CDL, I.D. document (CDL, etc)etc)
Social Security CardSocial Security Card
Demographic Info formDemographic Info form New Employee New Employee
Training ChecklistTraining Checklist Workers’ Comp NoticeWorkers’ Comp Notice Exclusion From Exclusion From
CalPERSCalPERS Temp Employee Temp Employee
Compliance ChecklistCompliance Checklist Authorization for Authorization for
Payroll DeductionPayroll Deduction Livescan formLivescan form
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Intents - Intents - OtherOther
Wait until you receive the approved Wait until you receive the approved copy of an Intent before starting workcopy of an Intent before starting work
Intents are due during the first week Intents are due during the first week of the month for employees to be paid of the month for employees to be paid by the 10by the 10thth of the next month of the next month
We send notices to appropriate We send notices to appropriate managers as employees reach 90 managers as employees reach 90 days workeddays worked
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QuestionsQuestions