Accounting Warehouse - Antelope Valley College › sites › default › files ›...

Mailroom/Duplication

Warehouse

Purchasing-purchasing@avc.edu,xt.6310 Accounting-accounts_payable@avc.edu,xt.6309 Facilities-yharvey@avc.edu,xt.6470 Mailroom/Duplication-copycenter@avc.edu,xt.6106 Warehouse-warehouse@avc.edu,xt.6269 ITS-help@avc.edu,xt.6535

Accounting• Welcomeournewteammembers: SarahMiller-Controller SylviaCastro-A/PAccountingAsstIII(A-J) MichelleLuna-StudentAccountsTechnician

• PleaseusethecurrentformsavailableontheBusinessServiceswebsitewhensubmittingarevolvingcashrequest,auxiliaryrequisitionorbudgettransferform:https://www.avc.edu/administration/busserv/accounting

• EnsureallinvoicesaresentdirectlyfromthevendortotheAccountsPayabledepartmentfortimelypayment.

• AsweapproachEnd-of-Yeardeadlines.Pleaseutilizeencumbrancequerytofollow-uponanyactivepurchaseorderstoensure:1)itemsarereceivedbyJune30thand2)requestA/Ptoreleaseanyunusedencumbrance.

• RegistrationforbudgetqueryandtransfertrainingonFebruary23willbemadeavailablesoon.

• Pleaseremembertocheck“PendingDocuments”whenrunningbudgetqueries.

Travel• WearecongratulatingSheriLangamanonhermovetoH&SSeff.

2/13.Pleasesendtravelquestionstopurchasing@avc.edu

• Asof1/1/17,IRShasupdatedthemileagerateto$0.535.

• WehaveanupdatedTripRequestformavailableat:https://www.avc.edu/administration/busserv/travelforms

• Ifyouneedencumbered-fundsreleased,pleasee-mailtravel@avc.eduwiththeencumbrance#andtheamountthatneedstobereleased.

• COMING JUNE 2017: CONCUR-AUTOMATED TRAVEL SYSTEM

• TobetterservetheDistrict,pleasesubmityourduplicationrequestsatleasttwo(2)businessdaysbeforeyourcopyjobdeadline.

• UpdatedBulkMailproceduresavailableat:https://www.avc.edu/administration/busserv/mailroomduplication/BulkMailPurchasing

• New Spring working sessions available.PleasebringyourREQ,OnBase,contractortravelquestionstooneofthefollowingsessions(noRSVPrequired-pleasearrivepromptly):

2/21/17-2:30-3:00p.m.BE132 3/16/17-9:30-10:00a.m.BE132 4/19/17-1:30-2:00p.m.BE132 5/16/17-3:00-3:30p.m.BE132

• MARK YOUR CALENDARS! End-of-Yeardeadlinesareuponus(seeattached).Youmayalsodownloadcalendarhere:https://www.avc.edu/administration/busserv/purchasing

• Asof1/1/17,maxbidthresholdhasbeenupdatedfrom$87,800to$88,300(seePCC§20651)andLosAngelesCountysalestaxisnow8.75%.

• BidLimitsandRequisitionChecklistshavebeenupdated.Pleasedownloadthenewformsat:https://www.avc.edu/administration/busserv/guidelinespolicies

• Thebi-annualAssetWorksvisitisscheduledfortheweek of April 3rd, Spring Break. Toprepare,please:

-Markallpersonalitemsas“personal property”sotheydonotgetassettagged.

-Makesurestorageroomsandcabinetsare accessiblethathaveassettaggeditems.

• Needtoarchiverecordsandnotsurewhattoarchiveorhowlongtokeepit?SeeourArchivepage:https://www.avc.edu/administration/busserv/warehouse

• WehaveupdatedourSupplyCatalog.Seeourwebsiteformoreinformation.

• FedExDropboxhasbeenremovedfromcampus.PleasecontacttheWarehouseforcoordinationofFedExshipments.

Facilities

ITS/IMC

• S3MissionFocus:FacilitiesServiceshasamissiontoprovidestudentsandstaffatAntelopeValleyCollegewithSAFETY,SERVICE,andSUSTAINABILITY(orsimplyS3).AsimpleS3logowasinitiallycreatedtoencompassthis,butthislogohasnowgrownintoalargerlogothatgivesafullerandmoreliteralpictureofsuccess.You’llseeitonstaffshirtsandourwebsite.Youcanfindoutmore:https://www.avc.edu/administration/facilities/s3.HerearesomeoftherecentwaysFacilitiesServiceshasimprovedourcommunicationtoprovidebettercustomerserviceimplementingS3:

o WorkRequestNotifications-ThroughtheArchibussystemyouwillnowreceiveemailnotificationsonyour requestsuponsubmission,assignment,andcompletion. o PhoneTreeAutoAttendantUpdate–AlldepartmentswithinFacilitiesServicescanbenowreachedbysimply dialing6499.Onenumbertorulethemall.

• PalmdaleAirTerminal:December28thwasthePre–ConstructionMeetingforthePalmdaleAirTerminal.ThisbuildingwillbeabletohouseclassroomandlabspacetosupportourAirframeManufacturingTechnologyBaccalaureateDegree.

• WinterRemodelsandUpcomingScheduledMaintenance:TheAdministrationbuildinghashadafewareasremodeledincludingcarpetreplacement,paint,variousnewdoors,windows,andcabinets.BEbuildinghadroomdivisionremodel.TE7Buildingisrelocatingairlinesandequipmenttomakeroomforafuselagealongwithnewflooring.Upcomingscheduledmaintenanceprojectsaroundcampusincludeboilerupgrades,lockupgrades,andexteriorlightingupgrades.

Purchasing-purchasing@avc.edu,xt.6310 Accounting-accounts_payable@avc.edu,xt.6309 Facilities-yharvey@avc.edu,xt.6470 Mailroom/Duplication-copycenter@avc.edu,xt.6106 Warehouse-warehouse@avc.edu,xt.6269 ITS-help@avc.edu,xt.6535

SECURITY AWARENESSITSisdedicatedtoensuringthatyourAVCpersonalinformationissecure,but we need your help.YoumayhaveheardabouttheransomewareincidentatLosAngelesValleyCollege.Ransomewareismalwareorahackthatencryptsthecontentsofserversorpersonalcomputers,lockeditsownerout,andaransommessageisdisplayed.LAValleyCollegepaid$28Ktoreleasetheirsystems,whichhadbeenhijacked.In2016ahospitalintheLAareapaid$17,000tounlockpatientrecords.

• Manyviruses,malware,andransomwarespecificallytargetyou,theenduser,tocompromisetheCollegeoryourhomecomputers.ITSwouldliketoremindyouofthefollowingtohelppreventasimilarincidentatourcollege:

-ITSwillneveraskyouforyourusernameandpassword,donotprovideyourpasswordwhenrequested -Bewaryoflinksoremailsaskingyoutoresetyourpassword. -IfitisthroughyourAVCaccount,pleasereportthesesuspiciousemailstohelp@avc.eduandflagthemasspam -“Thumb”orflashdrivescanbeinfected;ifyoufindathumbdrivethatisnotyours,donotplugitin. -TurnitintotheSheriff’sOfficeaslostandfound. -Whilebrowsingtheweb,donotclickonpop-upssayingyourcomputeriscompromisedorinfected. -And,Microsoft(oranyothertechcompany)willnevercallyouunsolicitedofferingtohelpyouwithaproblemwithyour computer.

• Whatcanyoudo?Bevigilant.Scrutinizeanymessagewithanoutsidelinkyoudon’trecognize.Foryourhomesystems,keepyouranti-virussoftwarecurrent.Ifyoudon’thaveacurrentpackage,youcandownloadKasperskyfrommyAVC.Thecollegelicensesitforallfacultyandstaff.

• Ifyouprovidedyourpasswordwhileclickingalinkinanemailorsuspiciouswebsite,contactHelpdeskimmediately,x6535,sothatwecanresetyourpassword.ITSisheretohelp,pleasedonothesitatetocontactusifyouhaveanyquestions.

APRIL

MAY

JUNE

JULY

18

18

REQs and COs using Unrestricted funds must be approved in Banner

REQs and COs using Restricted, Facilities, One Time Mandated Costs & Capital Outlay funds must be approved in Banner

17/18 purchase requests requiring June Board approval must be added to the Purchase Request spreadsheet located: M drive>Business Services Shared Data>June 2017 Request for Board

1

15

21

30

6June Travel Reimbursement deadline

Invoices for 16/17 purchases due to A/P

Warehouse Requisitions deadline

Trip Requests for 16/17 travel and budget deadline

Mileage claims for 16/17 travel & budget deadline

Requests for Revolving Cash deadline

Last day to use Bookstore Open POs

Open POs must be expended

Last day to use P-Cards

Auxiliary Service Requests deadline

Receipts for Open PO/P-Card Purchases due

17/18 REQ #s that require July Board approval must be emailed topurchasing@avc.edu

Goods and/or services for 16/17 requestsmust be received

Travel & Mileage Reimbursements for June 2017 travel must be received by June 30 or within 7 days from end of trip

To assist Business Services in maintaining the schedule to close the fiscal year (FY), approved Banner requisitions (REQs) and change requests must be approved in Banner on or before the deadlines noted below with any and all back-up documentation. The following due dates are being provided to help ensure delivery of goods and/or services by June 30, 2017.

PLEASE NOTE: The District makes no assurance that goods and/or services ordered will be received on time. Therefore, requesters are encouraged to contact their vendors to ensure timely delivery of goods and/or services. Deadline dates vary based upon the type of purchase and the funding source. Please take into consideration items that require longer lead times (i.e., furniture, custom or made-to-order equipment, etc.).

EXCEPTIONS & REQUIRED JUSTIFICATION: REQs entered after the deadlines must be submitted to the Controller for Business Services for approval. You will need to provide the Controller written justification for exception requests detailing the emergency or unexpected procurement, additional funding for expedited shipping (as appropriate), and written approval from your Director, Dean and your Vice President/President of your area.

Goods and/or services received after June 30, 2017 must go to the FY17/18 budget per the Governmental Accounting Standards Board.

These dates are subject to change or amended as necessary. If you need assistance, please do not hesitate to contact:Purchasing & Contract Services: Ext. 6310 or purchasing@avc.edu

Accounts Payable: Ext. 6309 or accounts_payable@avc.edu

BUSINESS SERVICES - FY16/17 DEADLINES