1 Administrative Services Training

2 Administrative Services Training – Today’s Topics Tracking Tracking Error Rates Error Rates Basis for Training Topics Basis for Training Topics Intent to Employ Intent to Employ Blanket Purchase Orders Blanket Purchase Orders Important Dates Important Dates

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8 Intent to Employ Classified Temporary Classified Temporary Temporary Classified Temporary Classified Special Rate Special Rate Student Help Student Help Student Student Tutors Tutors Work Study Work Study Federal Work Study Federal Work Study CalWORKs Work Study CalWORKs Work Study

9 Intents – Classified Temporary 110 Day Limit per fiscal year 110 Day Limit per fiscal year Temporary Classified Temporary Classified Minimum qualifications Minimum qualifications See job descriptions for LRCEA & SEIU See job descriptions for LRCEA & SEIU Special Rate Special Rate No minimum qualifications No minimum qualifications Must use Temp Classified job if work meets one of the job descriptions Must use Temp Classified job if work meets one of the job descriptions

10 Intents – Student Help Must be enrolled in 6 or more units for the semester Must be enrolled in 6 or more units for the semester Exception: May work between semesters if they have an application filed for upcoming semester Exception: May work between semesters if they have an application filed for upcoming semester Limited to 26 hours/week during semester Limited to 26 hours/week during semester Exception: May work 40 hours/week between semesters Exception: May work 40 hours/week between semesters No overtime allowed No overtime allowed

11 Intents – Work Study Salaries funded by Financial Aid or CalWORKS budgets Salaries funded by Financial Aid or CalWORKS budgets Student qualifies through applicable aid program Student qualifies through applicable aid program Enrollment qualifications and hours limits the same as for Student Help Enrollment qualifications and hours limits the same as for Student Help

12 Intents – Forms Packets Classified Temporary: Classified Temporary: Intent form Intent form Loyalty Oath Loyalty Oath Job Application (except Special Rate) Job Application (except Special Rate) W-4 W-4 I-9 I-9 I.D. document (CDL, etc) I.D. document (CDL, etc) Social Security Card Social Security Card Demographic Info form Demographic Info form New Employee Training Checklist New Employee Training Checklist Workers’ Comp Notice Workers’ Comp Notice Exclusion From CalPERS Exclusion From CalPERS Temp Employee Compliance Checklist Temp Employee Compliance Checklist Authorization for Payroll Deduction Authorization for Payroll Deduction Livescan form Livescan form

13 Intents – Forms Packets Student Help/Work Study: Student Help/Work Study: Intent form Intent form Loyalty Oath Loyalty Oath W-4 W-4 I-9 I-9 I.D. document (CDL, etc) I.D. document (CDL, etc) Social Security Card Social Security Card Social Security Coverage Waiver Social Security Coverage Waiver Demographic Info form Demographic Info form New Employee Training Checklist New Employee Training Checklist Workers’ Comp Notice Workers’ Comp Notice Exclusion From CalPERS Exclusion From CalPERS Temp Employee Compliance Checklist Temp Employee Compliance Checklist Child Care Center only: Child Care Center only: Authorization for Payroll Deduction Authorization for Payroll Deduction Livescan form Livescan form

14 Intents - Other Wait until you receive the approved copy of an Intent before starting work Wait until you receive the approved copy of an Intent before starting work Intents are due during the first week of the month for employees to be paid by the 10 th of the next month Intents are due during the first week of the month for employees to be paid by the 10 th of the next month We send notices to appropriate managers as employees reach 90 days worked We send notices to appropriate managers as employees reach 90 days worked

15 Blanket Purchase Orders Use for making multiple purchases with a vendor during the fiscal year Use for making multiple purchases with a vendor during the fiscal year Minimum of six purchases Minimum of six purchases Minimum BPO amount $1,000 Minimum BPO amount $1,000 Dean must sign all Releases Dean must sign all Releases Not for equipment/furniture purchases Not for equipment/furniture purchases BPO is set up as an open/standing purchase order with vendor BPO is set up as an open/standing purchase order with vendor

16 Blanket PO Releases Must be submitted by the ordering department even if goods go to Receiving first Must be submitted by the ordering department even if goods go to Receiving first Dual purpose: Dual purpose: To authorize individual orders against a BPO To authorize individual orders against a BPO To verify receipt of order To verify receipt of order We recommend that a draft Release be prepared at the same time as ordering We recommend that a draft Release be prepared at the same time as ordering

17 Blanket Purchase Orders – Do’s & Don’ts DO: DO: Verify the BPO balance before placing new orders Verify the BPO balance before placing new orders If required, increase BPO before ordering If required, increase BPO before ordering Submit Blanket Order Releases promptly Submit Blanket Order Releases promptly Submit any original documents received with your order along with your Release Submit any original documents received with your order along with your Release

18 Blanket Purchase Orders – Do’s & Don’ts (please, please, please) DON’T: (please, please, please) DON’T: Submit Releases late or not at all Submit Releases late or not at all Order against a BPO that is depleted Order against a BPO that is depleted Submit a BPO Increase that fails budget- check Submit a BPO Increase that fails budget- check Order after the fiscal year end deadline Order after the fiscal year end deadline Most BPO’s end 5/31/YY but there is also a cutoff date of 6/20/YY for Releases Most BPO’s end 5/31/YY but there is also a cutoff date of 6/20/YY for Releases

19 Important Dates Purchasing Cutoffs Purchasing Cutoffs Deadlines for submitting Requisitions Deadlines for submitting Requisitions Required to help complete open district purchase orders by 6/30/07 Required to help complete open district purchase orders by 6/30/07 Complete = received and paid Complete = received and paid Help us by reviewing your open PO’s and open PO line items Help us by reviewing your open PO’s and open PO line items Submit receivers; notify vendors regarding undelivered goods; cancel if appropriate Submit receivers; notify vendors regarding undelivered goods; cancel if appropriate

20 Important Dates cont. Year-End Closing Procedures Year-End Closing Procedures Due dates for: Due dates for: BPO purchases & Releases BPO purchases & Releases Expenditure Transfers Expenditure Transfers Budget Transfers Budget Transfers LPO’s, Check Requests, & Revolving Fund LPO’s, Check Requests, & Revolving Fund Travel Claims Travel Claims Absence Reports Absence Reports Receivers Receivers

21 Questions