Administrative Services Training February 11, 2014 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 Slide 2 Business Office Roles and
Responsibilities Document TypeContact Person Account
Receivable/Campus Credit CardsPatrick Mendez Accounts PayableKaren
Martinez PayrollAbel Del Real & Dora Sanchez Budget
Revisions/Transfers Budget Revisions/Transfers - Grants Tracey
Richardson Sharon Alheit Travel and ConferencePatrick Mendez Cash
ReceiptsLorena Nunez & Tina Summers Grants &
ContractsSharon Alheit & David Techaira Expenditure
TransfersTracey Richardson & Wilfred Placido Expenditure
Transfers GrantsSharon Alheit & David Techaira PurchasingJoanne
Ritter Petty Cash ReimbursementsLorena Nunez & Tina Summers
Purchase Orders/RequisitionsJoanne Ritter Administrative Services
Team Roles & Responsibilities Slide 3 Chart of Accounts Anatomy
of a budget string 11-350-00-095200-51100 Fund11 General Fund
Area350Occupational Education Location00Main Campus
TOPS095200Construction Technology Object51100Academic Teaching
Full-time Slide 4 1. Chart of Accounts
https://sites.google.com/a/hartnell.edu/forms/budget-forms Slide 5
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) Slide 6 Budget Revision
Form https://sites.google.com/a/hartnell.edu/forms/budget-forms
Slide 7 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 Slide 8 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. Slide 9 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.
Slide 10 Expenditure Transfer Form
https://sites.google.com/a/hartnell.edu/forms/all-forms Slide 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 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. Slide 12 Travel Request Form
https://sites.google.com/a/hartnell.edu/forms/all-forms Some fund
sources (Chancellors Office Grants) require travel pre-approval
from the Chancellors Office. Slide 13 The Travel Request Form
Prepayment of travel expenses (airfare, registration, 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. Slide 14 Check Request for Prepaid Travel
Expenses Check request along with supporting documentation:
Datatel/Colleague budget summary report Conference agenda Travel
Authorization form Authorized signatures on each form Slide 15
Travel and Conference per diems We recommend that all Hartnell
travel expenses 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 Slide 16 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.
Slide 17 Mileage Reimbursement Form
https://sites.google.com/a/hartnell.edu/forms/all-forms 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. Slide 18 Mileage Reimbursement 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 employees car. Slide 19 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. Mileage
reimbursement is meant to cover only those miles incurred above and
beyond the employees normal commute to his/her place of business.
Slide 20 Accounts Payable Check Requests College Credit Card
Reminders Slide 21 Check Requests Dues Subscriptions Reimbursements
Conference Registrations Travel (ALL - includes hotels, airfare,
car rentals, etc...) Speakers Student Stipends Slide 22 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. Slide 23 Check Request
https://sites.google.com/a/hartnell.edu/forms/all-forms Slide 24
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. Slide 25 Use of Hartnell Credit Card
To request a purchase using the Hartnell Credit Card: Submit a
check request, including Datatel/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 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. Slide 26 Reminders
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 a yellow slip in your mailbox when
your check is ready to be picked up at Cashiers Slide 27
Procurement of Goods and Services at Hartnell College New Vendors
Purchase Requisitions Purchase Orders (Mercury Commerce) Office
Depot Printing and Office Supplies Receipt of Goods Slide 28 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
Administrative Services Website. Initiate new vendor process two
weeks before submitting a purchase order or check request Slide 29
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 Slide 30 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. Slide 31
Bidding Matrix See sample
https://sites.google.com/a/hartnell.edu/forms/contract-forms Slide
32 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. Slide 33 Receipt of Goods Slide 34 Contract
for Services Services to Hartnell with a dollar amount of $500 and
above per fiscal year must be contracted using a Professional
Services Agreement. The PSA template can be found on the
Administrative Services 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 must be signed by the
President of the college after approval by the Board of Trustees
and before services commence. Slide 35 Tracking Sheet for Contracts
https://sites.google.com/a/hartnell.edu/forms/all-forms Slide 36
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. Slide 37 Petty Cash The
Cashiers 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. Slide 38 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. Slide 39 Petty
Cash Reimbursement Form
https://sites.google.com/a/hartnell.edu/forms/all-forms Slide 40
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. Slide 41 Colleague
Financial Queries Now, a demonstration of the two most used
Colleague budget/expense queries. GLBR R:\BUSINESS
SERVICES\Training\Steps for GLBR GLBS R:\BUSINESS
SERVICES\Training\Instructions GLBS Slide 42 Administrative
Services
