February 2014 - Admin Services Workshop

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
Administrative Services Team
Roles & Responsibilities
Document Type
Contact Person
Account Receivable/Campus Credit Cards
Accounts Payable
Budget Revisions/Transfers
Budget Revisions/Transfers - Grants
Patrick Mendez
Karen Martinez
Abel Del Real & Dora Sanchez
Tracey Richardson
Sharon Alheit
Travel and Conference
Cash Receipts
Grants & Contracts
Expenditure Transfers
Expenditure Transfers – Grants
Petty Cash Reimbursements
Purchase Orders/Requisitions
Patrick Mendez
Lorena Nunez & Tina Summers
Sharon Alheit & David Techaira
Tracey Richardson & Wilfred Placido
Sharon Alheit & David Techaira
Joanne Ritter
Lorena Nunez & Tina Summers
Joanne Ritter
Chart of Accounts – Anatomy of a
budget string
General Fund
Occupational Education
Main Campus
Construction Technology
Academic Teaching Full-time
1. Chart of Accounts
Budget Revision vs. Budget
Budget Revision : reallocate budget between major
Object Codes
Ex. Transfer $2000 from 54300 (Supplies) to 56400
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)
Budget Revision Form
Budget Revision/Transfer
 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
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.
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
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.
Expenditure Transfer Form
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
 Prepayment of travel expenses can be charged
to the Hartnell credit card upon receipt of a
fully approved travel request form.
Travel Request Form
Some fund sources (Chancellor’s Office Grants)
require travel pre-approval from the Chancellor’s
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
 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.
Check Request for Prepaid
Travel Expenses
Check request along with supporting
 Datatel/Colleague budget summary report
 Conference agenda
 Travel Authorization form
 Authorized signatures on each form
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.
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
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.
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.
 Mileage reimbursement is meant to cover only
those miles incurred above and beyond the
employee’s normal commute to his/her place of
Accounts Payable
 Check Requests
 College Credit Card
 Reminders
Check Requests
 Dues
 Subscriptions
 Reimbursements
 Conference Registrations
 Travel (ALL - includes hotels, airfare, car
rentals, etc...)
 Speakers
 Student Stipends
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
 Do not pay out of pocket; reimbursements
are not guaranteed. Use purchase orders.
Check Request
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.
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.
 All vendors need to be directed to send invoices
directly to Accounts Payable (not the
 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
Procurement of Goods and Services
at Hartnell College
 New Vendors
 Purchase Requisitions
 Purchase Orders (Mercury Commerce)
 Office Depot – Printing and Office
 Receipt of Goods
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)
 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
 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.
Bidding Matrix
See sample
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.
Receipt of Goods
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.
Tracking Sheet for Contracts
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.
Petty Cash
 The Cashier’s Office maintains a Petty Cash
 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 – No petty cash reimbursement of food
unless it is a biology lab related supply.
Petty Cash Reimbursement Form
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
 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
Colleague Financial Queries
Now, a demonstration of the two most used
Colleague budget/expense queries.
 GLBS R:\BUSINESS SERVICES\Training\Instructions GLBS
Administrative Services

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