growing leaders opportunity. engagement. achievement. tracey richardson, sharon alheit, dora...

GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu

Tracey Richardson, Sharon Alheit, Dora Sanchez

Administrative Services Training

September 9, 2015

Administrative Services


Administrative Services TrainingSeptember 9, 2015

• Agenda• Welcome & Introduction• Chart of Accounts, Budget/Expenditure

Transfers• Travel Approval and Reimbursement• Accounts Payable/Check

Requests/Credit Card• Purchasing, Contract Services• Petty Cash• Colleague Reports (Training through

PDC)


Administrative Services TeamRoles & Responsibilities

Document Type Contact Person

Account Receivable/Campus Credit Cards Patrick Mendez

Accounts Payable Karen Martinez

Payroll Abel Del Real & Dora Sanchez

Budget Revisions/TransfersBudget Revisions/Transfers - Grants

Tracey RichardsonSharon Alheit

Travel and Conference Patrick Mendez

Cash Receipts Patrick Mendez & Tina Summers

Grants & Contracts Sharon Alheit & David Techaira

Expenditure Transfers Tracey Richardson & Wilfred Placido

Expenditure Transfers – Grants Sharon Alheit & David Techaira

Purchasing Joanne Ritter

Petty Cash Reimbursements Patrick Mendez & Tina Summers

Purchase Orders/Requisitions Joanne Ritter


CHART OF ACCOUNTS – ANATOMY OF A BUDGET STRING

11-350-00-095200-51100

• Fund 11 General Fund• Area 350 Occupational Education• Location 00 Main Campus• TOPS 095200 Construction Technology• Object 51100 Academic

Teaching Full-time


1. CHART OF ACCOUNTS

http://www.hartnell.edu/sites/default/files/u88/chart_of_accounts_list.pdf





BUDGET REVISION VS. BUDGET TRANSFER

Budget Revision : reallocate budget between major Object Codes

Ex. Transfer $2000 from 54300 (Supplies) to 56400 (Equipment)

**************************************************Budget Transfer: reallocate budget from one object code to another within the same Major Object Code

Ex. Transfer $2000 from 55100 (Personal Service Contracts) to 55105 (Contract Services)


BUDGET REVISION FORM

http://www.hartnell.edu/sites/default/files/u88/budget_revision_form_2015-16.pdf


BUDGET REVISION/TRANSFER FORM

Designate “Revision” or “Transfer”

Budget Revisions go to the Board of Trustees for post approval

For BUDGET only

Description is what shows up in Colleague; 28 characters, should provide useful info

Explanation is required. Make it meaningful so that a Dean, VP or auditor understands the purpose of the transfer


EXPENDITURE TRANSFER VS. BUDGET REVISION/BUDGET TRANSFER

• Understand the difference between a Budget Revision/Transfer and an Expenditure Transfer.

• BR/BT is moving BUDGET from one budget line to another. You may not move budget between funds or between grant TOPS.

• You may move expenditures between funds and grant TOPs, if appropriate.


EXPENDITURE TRANSFER

• Expenditure Transfers are initiated when an expense (not budget) needs to be transferred from one account to another, typically due to an error or to reallocate an expense due to changed circumstances.

• All expenditure transfers must be supported or “backed up” by a Colleague detail report showing where the expense initially posted. You may not transfer “encumbrances” only expenses.

http://www.hartnell.edu/sites/default/files/u88/expenditure_transfer_request_form_2015-16.pdf


CONFERENCE AND TRAVEL

All conference and travel expenses should be pre-approved by appropriate administrators 45 days in advance of travel dates. Use a “Travel Request” form to propose a travel/conference expenditure.Out of state travel must be pre-approved by the President/Superintendent. Prepayment of travel expenses can be charged to the Hartnell credit card upon receipt of a fully approved travel request form.


THE TRAVEL REQUEST FORM

http://www.hartnell.edu/sites/default/files/u88/expenditure_transfer_request_form_2015-16.pdf

• Some fund sources (Chancellor’s Office Grants) require travel pre-approval from the Chancellor’s Office.

• Prepayment of some travel expenses (airfare, hotel) can be charged to the Hartnell credit card upon receipt of a fully approved travel request form. Meet with Patrick to review the documentation required to prepay expenses.

• Do NOT simply submit a Travel Request Form and expect the expenses will be pre-paid. The advance request implies a reimbursement of travel expenses, unless otherwise arranged.


CHECK REQUEST FOR PREPAIDTRAVEL EXPENSES

Check request along with supporting documentation:

• Colleague budget summary report• Conference agenda• Travel Authorization form• Authorized signatures on each form


TRAVEL AND CONFERENCE PER DIEMS

All Hartnell travel expenses should fall within the dollar limits stated by the U.S. General Services Administration (GSA). These rates, often referred to as CONUS (Continental United States) rates vary by location. Some fund sources (grants) require that travel expenses not exceed those found in CONUS.

We recommend that you attach the per diem rates for the city of travel to your conference request in order for your Dean/Administrator verify that the expenses in each area (hotel, meals, etc.) do not exceed the CONUS per diems.

http://www.gsa.gov


TRAVEL REIMBURSEMENT

• Approved travel request is forwarded to the business office to verify there are existing funds to which to charge the travel.

• AP department sends the traveler a “Travel Reimbursement” form.

• Traveler must save all receipts associated with the conference/travel – college does not reimburse on a “flat rate” per diem.

• Fill out travel reimbursement form, attach original ITEMIZED (no credit card summary slips) receipts.

• Obtain administrative signature(s) on reimbursement.


MILEAGE REIMBURSEMENT FORM

• In general, a Travel Authorization Request, is not required to reimburse mileage, unless it is deemed necessary by the program manager, e.g. grant related activities.

• The College will reimburse employees for the use of their personal vehicle used for College business. California law requires that each person must have automobile liability coverage on his or her personal automobiles. The school district will not provide collision, comprehensive, etc., insurance coverage to cover damage or loss to an employee’s car.

http://www.hartnell.edu/sites/default/files/u88/mileage_reimbursement_form_01-2015.pdf


MORE ON MILEAGE

• Individuals who will be driving must have a valid California Driver's License and be able to offer proof of insurance coverage.

• The Business Office will need a DMV driving record on file for the employee before they are allowed to drive for district business.

• Mileage reimbursement is meant to cover only those miles incurred above and beyond the employee’s normal commute to his/her place of business.


ACCOUNTS PAYABLE

• Check Requests• College Credit Card• Reminders


CHECK REQUESTS

• Dues • Subscriptions• Reimbursements• Conference Registrations• Travel (ALL - includes hotels, airfare, car

rentals, etc...)• Speakers• Student Stipends


CHECK REQUESTS - REIMBURSEMENTS

• Reimbursements are an exception to purchasing policy and will be reviewed carefully by the Controller and the Grants Accounting Manager.

• Under no circumstances will anyone be reimbursed for paying out of pocket for services.

• Do not pay out of pocket; reimbursements are not guaranteed. Use purchase orders.


CHECK REQUESTS

http://www.hartnell.edu/sites/default/files/u88/check_request_form.pdf


HARTNELL COLLEGE CREDIT CARD

The Business Office has a college credit card for use for the following:

Prepaid travel and conference expenses (airfare, hotel, and registration fees that cannot be paid by check).

Web-based purchases when the vendor does not accept a purchase order.


USE OF HARTNELL CREDIT CARD

To request a purchase using the Hartnell Credit Card:

• Submit a check request, including Colleague budget summary report, with appropriate administrative approval; indicate that you are requesting use of the college credit card.

• Check request/use of credit card must be approved by the Controller or Vice President of Administrative Services.

• Patrick will then assist you in making the purchase.

• The credit card does not leave the business office; if you are making an on-line purchase, be prepared to log on to the website from our office – have your order ready.


REMINDERS

• Do not staple check requests to travel authorizations. • Check your budget balances! Expenditure requests

with insufficient funds will be returned to the department via campus mail.

• All vendors need to be directed to send invoices directly to Accounts Payable (not the department)

• 3-4 week turnaround for all check requests• You will receive an email when your personal

reimbursement check is ready to be picked up at Cashiers

• Always attach proper support documentation to check requests (e.g., conference flyer or agenda for travel).


PROCUREMENT OF GOODS AND SERVICES AT HARTNELL COLLEGE

• New Vendors• Purchase Requisitions• Purchase Orders (Mercury Commerce)• Office Depot – Office Supplies• Printing:

Office Depot Casey Printing

• Receipt of Goods


NEW VENDORS

In order to do business with any vendor, that vendor must be set up in both the Colleague and Mercury Commerce (for purchase orders) databases. Use “VENI” in Colleague to determine if the vendor is in our database or contact Purchasing.Directions and forms to submit new vendor information to Purchasing are located on the Business Office Website. Initiate new vendor process two weeks before submitting a purchase order or check request.


PURCHASE REQUISITIONS/PURCHASE ORDERS ARE REQUIRED FOR ALL:

• Tangible Goods• Food/Catering• Services (not including speakers)

Purchase order/requisitions must be created before placing orders for goods or services


BIDDING PROCEDURES MATRIX

• Effective May 2013, the Board of Trustees approved the “Bidding Procedures Matrix” for Hartnell College. The matrix outlines the action needed for purchases at various dollar levels.

• Documentation of due diligence for the required bids must be included with the purchase request, whether through Mercury Commerce or paper format.


BIDDING MATRIX

http://www.hartnell.edu/sites/default/files/u88/bid_matrix_02-2015.pdf


BLANKET PURCHASE ORDERS

Blanket POs are for recurrent purchases from the same vendor throughout the fiscal year. Example of a BPO requirement is an on-going service contract. Blanket POs are requested via a purchase requisition (not Mercury Commerce) and input into Colleague by Joanne Ritter. Approval logic is the same as Mercury Commerce; approval signatures must be obtained on the Requisition Form. Requisition forms may be obtained from Purchasing or the Business Office.See following link for guidelines on check request vs. Mercury Commerce purchase order vs. blanket purchase order.

http://www.hartnell.edu/sites/default/files/u88/check_req_vs_pr.pdf


CONTRACT FOR SERVICES

• The Professional Services Agreement/contract template can be found on the Business Office web page and must be accompanied by a “Tracking Sheet” and “W9” – also found on our website.

• Plan ahead – the approval process takes time. All PSAs/contracts must be signed by the President of the college after approval by the Board of Trustees and before services commence.


TRACKING SHEET FOR CONTRACTS

http://www.hartnell.edu/forms-and-training

See “Agreement/Contract Template”




PAYMENT FOR CONTRACT SERVICES

Once the Contract for Services is fully executed, payment options are as follows:

For one-time services, submit the vendor invoice on a check request with appropriate signatures.

For on-going services, set up a blanket purchase order. Submit vendor invoices with the BPO number on the invoice, signed by a authorized college employee who verifies that the services were received as billed.


PETTY CASH

• The Cashier’s Office maintains a Petty Cash Fund.

• The petty cash fund is to reimburse employees who need to make inexpensive emergency purchases or whose accumulated mileage claims plus emergency purchases for a given month is $50.00 or less.

• Reimbursements may be requested on a “Petty Cash Reimbursement” form, signed by appropriate administrator.


PETTY CASH FUND MAY NOT BE USED FOR THE FOLLOWING:

Office Supplies - Hartnell has a contract with Office Depot to purchase supplies at a discount – order office supplies through Mercury Commerce.

Food – No petty cash reimbursement of food unless it is a biology lab related supply.


PETTY CASH REIMBURSEMENT FORM

http://www.hartnell.edu/sites/default/files/u88/petty_cash_reimbursement_form_guidelines.pdf


MORE PETTY CASH GUIDELINES

• Reimbursement requests should be made no later than 10 days after the end of the month in which the expenses were incurred.

• Petty cash reimbursements can be requested from the Cashiers Office Wednesdays between 1:00 p.m. and 5 p.m. and Fridays between 9:00 a.m. and 1:00 p.m. Petty cash reimbursements must be claimed by the individual being reimbursed.


COLLEAGUE FINANCIAL QUERIES

For training on running Colleague financial reports, contact Megan Blevins or Laura Lark.

Step by step directions may also be found on the Business Services website at the following link:

http://www.hartnell.edu/sites/default/files/u88/glbr_instructions.pdf

http://www.hartnell.edu/sites/default/files/u88/glbs_instructions.pdf




growing leaders opportunity. engagement. achievement. tracey richardson, sharon alheit, dora...

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