Administrative Services Training
Tracey Richardson, Sharon Alheit, Dora Sanchez
Administrative Services
September 9, 2015
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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)
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Administrative Services Team
Roles & Responsibilities
Document Type
Contact Person
Account Receivable/Campus Credit Cards
Patrick Mendez
Accounts Payable
Karen Martinez
Payroll
Abel Del Real & Dora Sanchez
Budget Revisions/Transfers
Budget Revisions/Transfers - Grants
Travel and Conference
Tracey Richardson
Sharon Alheit
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
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CHART OF ACCOUNTS – ANATOMY OF A
BUDGET STRING
11-350-00-095200-51100
•
•
•
•
•
Fund
Area
Location
TOPS
Object
11
350
00
095200
51100
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General Fund
Occupational Education
Main Campus
Construction Technology
Academic Teaching Full-time
1. CHART OF ACCOUNTS
http://www.hartnell.edu/sites/default/files/u88/chart_of_accounts_list.pdf
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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)
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BUDGET REVISION FORM
http://www.hartnell.edu/sites/default/files/u88/budget_revision_form_201
5-16.pdf
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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
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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.
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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
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CONFERENCE AND TRAVEL
All conference and travel expenses should be preapproved 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.
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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.
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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
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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
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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.
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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
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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.
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ACCOUNTS PAYABLE
• Check Requests
• College Credit Card
• Reminders
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CHECK REQUESTS
Dues
Subscriptions
Reimbursements
Conference Registrations
Travel (ALL - includes hotels, airfare, car rentals,
etc...)
• Speakers
• Student Stipends
•
•
•
•
•
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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.
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CHECK REQUESTS
http://www.hartnell.edu/sites/default/files/u88/check_request_for
m.pdf
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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.
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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.
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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).
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PROCUREMENT OF GOODS AND SERVICES
AT HARTNELL COLLEGE
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•
•
•
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New Vendors
Purchase Requisitions
Purchase Orders (Mercury Commerce)
Office Depot – Office Supplies
Printing:
 Office Depot
 Casey Printing
• Receipt of Goods
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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.
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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
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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.
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BIDDING MATRIX
http://www.hartnell.edu/sites/default/files/u88/bid_matrix_022015.pdf
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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
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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.
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TRACKING SHEET FOR CONTRACTS
http://www.hartnell.edu/forms-and-training
See “Agreement/Contract Template”
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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.
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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.
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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.
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PETTY CASH REIMBURSEMENT FORM
http://www.hartnell.edu/sites/default/files/u88/petty_cash_reimbur
sement_form_guidelines.pdf
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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.
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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
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