1. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu Tracey Richardson, Sharon Alheit, Dora Sanchez Administrative Services Training September 9, 2015 Administrative Services

2. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu Administrative Services Training September 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)

3. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu Administrative Services Team Roles & Responsibilities

4. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu CHART OF ACCOUNTS – ANATOMY OF A BUDGET STRING 11-350-00-095200-51100 Fund11 General Fund Area350 Occupational Education Location00 Main Campus TOPS095200 Construction Technology Object51100 Academic Teaching Full-time

5. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu 1. CHART OF ACCOUNTS http://www.hartnell.edu/sites/default/files/u88/chart_of_accounts_list.pdf

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

7. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu BUDGET REVISION FORM http://www.hartnell.edu/sites/default/files/u88/budget_revision_form_201 5-16.pdf

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

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

10. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu 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_requ est_form_2015-16.pdf

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

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

13. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu CHECK REQUEST FOR PREPAID TRAVEL EXPENSES Check request along with supporting documentation: Colleague budget summary report Conference agenda Travel Authorization form Authorized signatures on each form

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

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

16. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu 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_reimburse ment_form_01-2015.pdf

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

18. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu ACCOUNTS PAYABLE Check Requests College Credit Card Reminders

19. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu CHECK REQUESTS Dues Subscriptions Reimbursements Conference Registrations Travel (ALL - includes hotels, airfare, car rentals, etc...) Speakers Student Stipends

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

21. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu CHECK REQUESTS http://www.hartnell.edu/sites/default/files/u88/check_request_for m.pdf

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

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

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

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

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

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

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

29. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu BIDDING MATRIX http://www.hartnell.edu/sites/default/files/u88/bid_matrix_02- 2015.pdf

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

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

32. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu TRACKING SHEET FOR CONTRACTS http://www.hartnell.edu/forms-and-training See “Agreement/Contract Template”

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

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

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

36. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu PETTY CASH REIMBURSEMENT FORM http://www.hartnell.edu/sites/default/files/u88/petty_cash_reimbur sement_form_guidelines.pdf

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

38. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu 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_inst ructions.pdf http://www.hartnell.edu/sites/default/files/u88/glbs_inst ructions.pdf