1 Administrative Services Training. 2 Administrative Services Training – Today’s Topics Tracking Tracking Error Rates Error Rates Basis for Training Topics

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Administrative Services Administrative Services TrainingTraining

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Administrative Services Administrative Services Training – Today’s TopicsTraining – Today’s Topics

TrackingTracking Error RatesError Rates Basis for Training TopicsBasis for Training Topics

Intent to EmployIntent to Employ Blanket Purchase OrdersBlanket Purchase Orders Important DatesImportant Dates

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Division Submitted 1st Qtr Errors

2nd Qtr Errors Error Rate

Error Rate Indicator*

President 3 3 0 100%PIO 1 0 0 0%PRIE 1 0 0 0%IT 0 0 0 0%CCR 0 0 0 0%

President Totals 5 3 0 60%VPA 3 0 0 0%

Business Office 3 0 0 0%Operations 25 5 0 20%

VPA Totals 31 5 0 16%VPI 2 1 0 50%

Davis Center 1 0 0 0%Downtown & W. Sac 4 0 0 0%

AVP- Rick Ida 1 1 0 100%AT 4 2 1 75%BSS 17 5 0 29%Business 1 0 0 0%LRC 11 2 0 18%SAH 3 1 0 33%

AVP- Julia Jolly 0 0 0 0%HFA 34 7 0 21%L&L 1 0 0 0%MSE 10 2 0 20%P.E., Health & Athletics 10 0 1 10%

AVP- Jim Comins 1 0 0 0%VPI Totals 100 21 2 23%

VPSS 0 0 0 0%Student Services & Enrollment 20 7 2 45%Counseling & Student Success 14 4 2 43%Matriculation & Student Development 36 4 1 14%

VPSS Totals 70 15 5 29%TOTALS 206 44 7 25%

*Expected error rate = 0%+/- 5% = Green+/- 10% = Yellow+/- > 10% = Red

Year to Date 12/31/06

Intents

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2nd Qtr Errors

Error Rate





VPA Totals 177 7 3 6%VPI 6 0 1 17%









Requisitions

55


2nd Qtr Errors

Error Rate





VPA Totals 7 0 3 43%VPI 10 3 0 30%









Travel Authorizations

66







VPA Totals 155 0 1 1%VPI 3 0 0 0%









Budget Entries

77







VPA Totals 217 3 4 3%VPI 0 0 0 0%







*Expected error rate =0%+/- 5% = Green+/- 10% = Yellow+/- > 10% = Red


Blanket Order Releases

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Intent to EmployIntent to Employ Classified TemporaryClassified Temporary

Temporary ClassifiedTemporary Classified Special RateSpecial Rate

Student HelpStudent Help StudentStudent TutorsTutors

Work StudyWork Study Federal Work StudyFederal Work Study CalWORKs Work StudyCalWORKs Work Study

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Intents – Intents – Classified Classified TemporaryTemporary

110 Day Limit per fiscal year110 Day Limit per fiscal year Temporary ClassifiedTemporary Classified

Minimum qualificationsMinimum qualifications See job descriptions for LRCEA & SEIUSee job descriptions for LRCEA & SEIU

Special RateSpecial Rate No minimum qualificationsNo minimum qualifications Must use Temp Classified job if work Must use Temp Classified job if work

meets one of the job descriptionsmeets one of the job descriptions

1010

Intents – Intents – Student HelpStudent Help Must be enrolled in 6 or more units for Must be enrolled in 6 or more units for

the semesterthe semester Exception: May work between semesters if Exception: May work between semesters if

they have an application filed for upcoming they have an application filed for upcoming semestersemester

Limited to 26 hours/week during Limited to 26 hours/week during semestersemester Exception: May work 40 hours/week Exception: May work 40 hours/week

between semestersbetween semesters No overtime allowedNo overtime allowed

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Intents – Intents – Work StudyWork Study

Salaries funded by Financial Aid or Salaries funded by Financial Aid or CalWORKS budgetsCalWORKS budgets Student qualifies through applicable aid Student qualifies through applicable aid

programprogram Enrollment qualifications and hours Enrollment qualifications and hours

limits the same as for Student Helplimits the same as for Student Help

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Intents – Intents – Forms PacketsForms Packets

Classified Temporary:Classified Temporary: Intent formIntent form Loyalty OathLoyalty Oath Job Application Job Application

(except Special Rate)(except Special Rate) W-4W-4 I-9I-9

I.D. document (CDL, I.D. document (CDL, etc)etc)

Social Security CardSocial Security Card

Demographic Info Demographic Info formform

New Employee New Employee Training ChecklistTraining Checklist

Workers’ Comp NoticeWorkers’ Comp Notice Exclusion From Exclusion From

CalPERSCalPERS Temp Employee Temp Employee

Compliance ChecklistCompliance Checklist Authorization for Authorization for

Payroll DeductionPayroll Deduction Livescan formLivescan form

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Intents – Intents – Forms PacketsForms Packets

Student Help/Work Student Help/Work Study:Study: Intent formIntent form Loyalty OathLoyalty Oath W-4W-4 I-9I-9

I.D. document (CDL, I.D. document (CDL, etc)etc)

Social Security CardSocial Security Card Social Security Social Security

Coverage WaiverCoverage Waiver

Demographic Info formDemographic Info form New Employee New Employee

Training ChecklistTraining Checklist Workers’ Comp NoticeWorkers’ Comp Notice Exclusion From Exclusion From

CalPERSCalPERS Temp Employee Temp Employee

Compliance ChecklistCompliance Checklist Child Care Center only:Child Care Center only:

Authorization for Payroll Authorization for Payroll Deduction Deduction

Livescan formLivescan form

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Intents - Intents - OtherOther

Wait until you receive the approved Wait until you receive the approved copy of an Intent before starting workcopy of an Intent before starting work

Intents are due during the first week Intents are due during the first week of the month for employees to be paid of the month for employees to be paid by the 10by the 10thth of the next month of the next month

We send notices to appropriate We send notices to appropriate managers as employees reach 90 managers as employees reach 90 days workeddays worked

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Blanket Purchase OrdersBlanket Purchase Orders

Use for making multiple purchases Use for making multiple purchases with a vendor during the fiscal yearwith a vendor during the fiscal year Minimum of six purchasesMinimum of six purchases Minimum BPO amount $1,000Minimum BPO amount $1,000 Dean must sign all ReleasesDean must sign all Releases Not for equipment/furniture purchasesNot for equipment/furniture purchases

BPO is set up as an open/standing BPO is set up as an open/standing purchase order with vendorpurchase order with vendor

1616

Blanket PO ReleasesBlanket PO Releases

Must be submitted by the ordering Must be submitted by the ordering department even if goods go to department even if goods go to Receiving firstReceiving first

Dual purpose:Dual purpose: To authorize individual orders against a To authorize individual orders against a

BPOBPO To verify receipt of orderTo verify receipt of order

We recommend that a draft Release be We recommend that a draft Release be prepared at the same time as orderingprepared at the same time as ordering

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Blanket Purchase Orders –Blanket Purchase Orders –Do’s & Don’tsDo’s & Don’ts

DO:DO: Verify the BPO balance before placing Verify the BPO balance before placing

new ordersnew orders If required, increase BPO before orderingIf required, increase BPO before ordering

Submit Blanket Order Releases Submit Blanket Order Releases promptlypromptly Submit Submit anyany original documents received original documents received

with your order along with your Releasewith your order along with your Release

1818

Blanket Purchase Orders –Blanket Purchase Orders –Do’s & Don’tsDo’s & Don’ts

(please, please, please) (please, please, please) DON’T:DON’T: Submit Releases late or not at allSubmit Releases late or not at all Order against a BPO that is depletedOrder against a BPO that is depleted Submit a BPO Increase that fails Submit a BPO Increase that fails

budget-checkbudget-check Order after the fiscal year end Order after the fiscal year end

deadlinedeadline Most BPO’s end 5/31/YY but there is also a Most BPO’s end 5/31/YY but there is also a

cutoff date of 6/20/YY for Releases cutoff date of 6/20/YY for Releases

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Important DatesImportant Dates

Purchasing CutoffsPurchasing Cutoffs Deadlines for submitting RequisitionsDeadlines for submitting Requisitions Required to help complete open district Required to help complete open district

purchase orders by 6/30/07purchase orders by 6/30/07 Complete = received and paidComplete = received and paid

Help us by reviewing your open PO’s Help us by reviewing your open PO’s and open PO line itemsand open PO line items

Submit receivers; notify vendors regarding Submit receivers; notify vendors regarding undelivered goods; cancel if appropriateundelivered goods; cancel if appropriate

2020

Important Dates cont.Important Dates cont.

Year-End Closing ProceduresYear-End Closing Procedures Due dates for:Due dates for:

BPO purchases & ReleasesBPO purchases & Releases Expenditure TransfersExpenditure Transfers Budget TransfersBudget Transfers LPO’s, Check Requests, & Revolving FundLPO’s, Check Requests, & Revolving Fund Travel ClaimsTravel Claims Absence ReportsAbsence Reports ReceiversReceivers

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QuestionsQuestions

Documents

1 Administrative Services Training. 2 Administrative Services Training – Today’s Topics Tracking Tracking Error Rates Error Rates Basis for Training Topics