1. Suzie Payne, David Techaira, Dora Sanchez
Administrative Services Training
Suzie Payne, David Techaira, Dora Sanchez
Administrative Services
As of April 24, 2017

2. Administrative Services Training
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. Administrative Services Team Roles & Responsibilities
Document Type
Contact Person
Account Receivable/Campus Credit Cards
Jennifer Santana
Accounts Payable
Karen Martinez
Payroll
Abel Del Real & Dora Sanchez
Budget Revisions/Transfers
Budget Revisions/Transfers - Grants
Suzie Payne
Adriana Magallanes, Paul Luciano & David Techaira
Travel and Conference
Cash Receipts
Tina Summers & Lucy (Mary)Trafton
Grants & Contracts
Paul Luciano, Adriana Magallanes & David Techaira
Expenditure Transfers
Suzie Payne & Fred Placido
Expenditure Transfers – Grants
Pual Luciano, Adriana Magallanes & David Techaira
Purchasing
Joanne Ritter
Petty Cash Reimbursements
Dora Sanchez, David Techaira & Suzie Payne
Purchase Orders/Requisitions
Joanne Ritter & Fred Placido

4. Chart of Accounts – Anatomy of a budget string
Fund General Fund
Area Occupational Education
Location Main Campus
TOPS Construction Technology
Object Academic Teaching Full-time

5. 1. Chart of Accounts

6. Budget Revision vs. Budget Transfer
Budget Revision : reallocate budget between major Object Codes
Ex. Transfer $2000 from (Supplies) to (Equipment)
**************************************************
Budget Transfer: reallocate budget from one object code to another within the same Major Object Code
Ex. Transfer $2000 from (Personal Service Contracts) to (Contract Services)

7. Budget Revision Form

8. 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. 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 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. 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” expenses.

11. 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 Authorization” form to propose a travel/conference expenditure.
Out of state travel must be pre-approved by the President/Superintendent.

12. The Travel Request Form
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 fully approved Travel Authorization Form and a approved check request . Meet with Jennifer to review the documentation required to prepay expenses.
Do NOT simply submit a Travel Authorization Form and expect the expenses will be prepaid. The Travel Authorization Form implies a reimbursement of travel expenses, unless otherwise arranged.

13. 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. 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 to verify that the expenses in each area (hotel, meals, etc.) do not exceed the CONUS per diems.

15. Travel Reimbursement
Approved Travel Authorization Form is forwarded to the business office (Jennifer Santana) to verify there are existing funds to which to charge the travel.
Jennifer Santana will send the traveler a yellow “Travel Expense Claim Form ” form.
Traveler must save all receipts associated with the conference/travel – college does not reimburse on a “flat rate” per diem.
Fill out Travel Expense Form and attach original ITEMIZED (no credit card summary slips) receipts.
Obtain administrative signature(s) on the reimbursement form.

16. Mileage Reimbursement Form
In general, a Travel Authorization Form, 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 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.

17. 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. Accounts Payable
Check Requests
College Credit Card
Reminders

19. Check Requests
Dues
Subscriptions
Reimbursements
Conference Registrations
Travel (ALL - includes hotels, airfare, car rentals, etc...)
Speakers
Student Stipends

20. Check Requests - Reimbursements
Reimbursements are an exception to the purchasing policy and will be reviewed carefully by the Controller and the 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. Check Requests

22. Hartnell College Credit Card
The Business Office has a college credit card to 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. 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; and 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.
Jennifer 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. Reminders Do not staple check requests to travel authorizations.
Check your budget balances! 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 when your personal reimbursement check is ready to be picked up the at Cashiers office
Always attach proper support documentation to check requests (e.g., conference flyer or agenda for travel).

25. 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. 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 under “Forms and Training” link.
Initiate new vendor process two weeks before submitting a purchase order or check request.

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

29. Bidding Matrix

30. Blanket Purchase Orders
Blanket POs are for recurring 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.

31. 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” form – also found on our website.
Plan ahead – the approval process takes time. All PSAs/contracts must be signed by the President of the college before services commence.
If the contract expense exceeds the limit on the Bidding Procedures Matrix, the Board of Trustees must approve the contract before the President signs and before services commence.

32. Tracking Sheet for Contracts
See “Agreement/Contract Template”

33. 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. Petty Cash
The Business 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 for a given month is $50.00 or less, per individual per month.
Reimbursements may be requested on a “Petty Cash Reimbursement” form, signed by appropriate administrator.

35. 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. Petty Cash Reimbursement Form

37. 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 Business Office Monday-Friday, 8:00 a.m. until 5 p.m. Petty cash reimbursements must be claimed by the individual being reimbursed.

38. Colleague Financial Queries
For training on running Colleague financial reports, contact Laura Lark, Instructional Technologist.
Step by step directions may also be found on the Business Office website at the following link: