Hartnell College Mission
Statement
Hartnell College provides the leadership and
resources to ensure that all students shall have
equal access to a quality education and the
opportunity to pursue and achieve their goals. We
are responsive to the learning needs of our
community and dedicated to a diverse
educational and cultural campus environment
that prepares our students for productive
participation in a changing world.
Administrative Services Training
September 11, 2013
 Agenda
Business Office Roles and Responsibilities
Document Type
Accounts Payable/Accounts
Receivable
Accounts Payable
Payroll
Budget Revisions/Transfers
Budget Revisions/Transfers - Grants
Travel and Conference
Cash Receipts
Check Requests
Gifts/Donations - Foundation
Grants & Contracts
Expenditure Transfers
Expenditure Transfers – Grants
Purchasing
Petty Cash Reimbursements
Purchase Orders/Requisitions
Timecard Entry
Contact Person
Patrick Mendez
Karen Martinez
Abel Del Real and Dora Sanchez
Tracey Richardson
Sharon Alheit
Patrick Mendez and Karen Martinez
Lorena Nunez and Tina Summers
Karen Martinez and Patrick Mendez
Terri Ugale
Sharon Alheit
Wilfred Placido
Sharon Alheit and David Techaira
Joanne Ritter
Patrick Mendez
Joanne Ritter
Dora Sanchez and Abel Del Real
Chart of Accounts – Anatomy of a
budget string
11-350-00-095200-51100
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Fund
Area
Location
TOPS
Object
11
350
00
095200
51100
General Fund
Occupational Education
Main Campus
Construction Technology
Academic Teaching Full-time
1. Chart of Accounts
Major Object of Expenditure
Object Code51100
1000
2000
3000
4000
5000
6000
7000
Major Object of Expenditure
Academic Salaries
Non-Instructional Salaries
Benefits
Supplies and Materials
Other Operating Expenses & Services
Capital Outlay
Other Outgo
Fiscal Year (FY) 13-14
General Fund Budget
From the board item
Budget
Academic Salaries
13,336,301
Classified Salaries
7,899,159
Payroll Costs/Benefits
8,219,221
Supplies/Materials
612,725
Operating Expense
5,491,160
Capital Outlay
196,700
Transfers Out
831,401
Total Budget
$ 36,586,667
Examples of Object Codes
(First digit of MAJOR Object Code in bold)
51100 – Academic Teaching Full-time
52105 – Classified CSEA
53110 – STRS Teaching
54300 – Supplies
55100 – Personal Service Contract 1099 (for an
individual)
55105 – Contract Services (for a business or DBA)
55200 – Travel and Conference
55210 – Mileage
56400 – Capital Equipment $200 - $4999
56405 – Capital Equipment $5000 and above
Budget Revision vs. Budget
Transfer
Budget Revision : reallocate budget between major
Object Codes
Ex. Transfer $2000 from 51110 (Academic Salaries) to
56400 (Equipment)
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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)
2. Budget Revision Form
Sample
Excel and PDF
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 datatel; 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
Procurement of Goods and Services
at Hartnell College
 Purchase Requisitions
 Purchase Orders (Mercury Commerce)
 Check Requests
 Travel Request/Reimbursement
 Petty Cash
 College Credit Card
 Contract for Services
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
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.
3. Bidding Matrix
See sample
Sole Source Justification
Sole Source Justification is required in the absence of
competing bids for purchases of $5000 and above.
Consideration of a “sole source” vendor/contractor will be
considered when the following conditions are met:
 Only one responsible source to provide the goods or
services
 Urgent and compelling circumstances exist
Complete the “Sole Source Justification” form found on
Administrative Services website and submit with
contract/purchase order/purchase request under
consideration. You’ll be required provide information to
justify “sole source.”
Sole Source Justification must be approved by VP of Admin Services
4. Sole Source Justification Form
See sample
New Vendors
 In order to do business with any vendor, that
vendor must be set up in both the Datatel and
Mercury Commerce (for purchase orders)
databases.
 Use “VENI” in datatel 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
5. New Vendor Form
See sample
Mercury Commerce
 A web-based procurement system, accessible
from any computer at any time
 Holds vendor information, shipping locations
and budget codes to be included on the
requisitions and POs
 Checks budget balances in Datatel to be sure of
adequate funding for the requisitions
 Sends requisition, PO and receiving information
to Datatel
Contact Joanne Ritter to arrange access and
training for Mercury Commerce
Purchase Approval on
Mercury Commerce
 Each department has a set of approval routes
(standard, A/V and AIS) designed to guide the
requisitions to the appropriate Approvers.
 Current approval logic routes all purchase
requests to the Dept Head (Dean) for approval.
 Purchases at varying $$ levels may route to
division VP and President’s Office, depending
on $$ amount.
 The A/V and AIS routes include additional
approval from those departments.
Mercury Commerce - Receiving
Mercury Commerce - Receiving
More Mercury Commerce Receiving…
Blanket Purchase Orders
 Blanket POs are for recurrent purchases from the
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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
datatel 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.
6. E-Purchase Requisition
Currently Hartnell is using an NCR form, available
at Purchasing or the Business Office until the
“numbering” challenge of the E-Requsition is
addressed.
Check Requests
Dues
Subscriptions
Reimbursements
Conference Registrations
Travel (ALL - includes hotels, airfare, car rentals,
etc...)
 Speakers
 Student Stipends
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Note: Memberships are typically an unallowable expense; contact
Controller or Grants Accounting Manager before submitting a request to
pay a membership.
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.
 Don’t pay out of pocket; reimbursements
are not guaranteed. Use purchase orders.
7. Check Request
See sample
Conference and Travel
 All conference and travel expenses must be
pre-approved by appropriate administrators.
 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.
8. Travel Request Form
See sample
Some fund sources (Chancellor’s Office Grants)
require travel pre-approval from the Chancellor’s
Office.
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 Karen
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.
9. Check Request for Travel Advances
See sample
Attach this documentation to Travel Request
along with supporting documentation and
authorized signatures.
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/Adminstrator verify that the expenses in each area
(hotel, meals, etc.) do not exceed the CONUS per diems.
http://www.gsa.gov
Travel Reimbursement
 Approved travel request is forwarded to the
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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; original receipts are required.
Fill out travel reimbursement form, attach original
ITEMIZED (no credit card summary slips) receipts.
Obtain administrative signature(s) on
reimbursement.
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
employee’s car.
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. Business Office
keeps a record of this information for
employees requesting mileage reimbursement.
 Mileage reimbursement is meant to cover only
those miles incurred above and beyond the
employee’s normal commute to his/her place of
business.
10. Mileage Reimbursement Form
See sample
In general, A Travel Authorization Request, is not
required, unless it is deemed necessary by the
program manager, e.i. grant related activities.
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.
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 – Food purchases are typically unallowable
using college funds except under certain
conditions. No petty cash reimbursement of food
unless it is a biology lab related supply.
11. Petty Cash Reimbursement Form
See sample
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.
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 where the vendor does
not accept a purchase order.
Use of Hartnell Credit Card
To request a purchase using the Hartnell Credit Card:
 Submit a check request, including budget number,
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.
 Karen or 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.
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” – 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.
12. Tracking Sheet for Contracts
See sample
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 college
employee who can verify that the services were
received as billed.
Datatel Queries
 Hands on Datatel Training will be available
through the Faculty Research Center soon.
 Request for Datatel access form will be found
on our Administrative Services webpage.
Datatel Financial Queries
Now, a demonstration of the two most used
datatel budget/expense queries.
 GLBR R:\BUSINESS SERVICES\Training\Steps for GLBR
 GLBS R:\BUSINESS SERVICES\Training\Instructions GLBS
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 datatel detail report showing
where the expense initially posted. You may not
transfer “encumbrances” only expenses.
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.
Administrative Services
Management Team
Alfred Munoz, Vice President of Administrative Services
Tracey Richardson, Controller
Dora Sanchez, Supervisor (Payroll/AP/AR/Cashiers/Mailroom)
Sharon Alheit, Grants Accounting Manager