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BUSINESS OFFICE
WORKSHOP
FALL 2010
September 29, 2010
John Palmieri x4374Director Central Services
Erice Warren x4355Warehouse Supervisor
Warehouse Hours of Operation Warehouse Receiving Hours
Monday – Friday Monday – Friday
7:30 am to 4:00 pm 8:00 am to 12:00 pm
1:00 pm to 3:00 pm
Central Services
UPS Must receive your package by 2:30 p.m.
Overnight, 2 day, 3 day and ground
Best rate
Any personal packages shipped must be paid at time of
service
FEDEX Must Receive your package by 1:00 p.m. for next day
service
Warehouse Shipping
Request copy paper using a Warehouse
Requisition with authorized signature
Can order copy paper via email at
All emails must have proper budget code and
paper description
Warehouse Stock – Copy Paper Only
John Palmieri IIDirector, Central Services
Karlene Valdez-Sabo
Specialist, Central Services
Carol Runyon
Specialist, Central Services
Chris Cook
Delivery Specialist, Central Services
Campus Mailroom Hours
Monday thru Friday
12:30pm to 4:30pm
Ext. 8000
What We Do
Monday thru Friday
7:00 am - 5:00 pm
Ext. 4374
High Speed copying
Bindery
Color Copies
Letter Head, Business Cards, Envelopes
Invitations
Single color printing
Letter Head per 1,000 - $145.00 (minimum 1000)
Business Cards per 500 - $ 110.00 (minimum 500)
2 Color #10 Envelopes per 1000 - $96.75 (minimum 500)
For High Speed Copying
Pricing sheet and paper samples are available upon request.
Completely fill out a Print Shop Requisition form
Attach ALL the originals to be copied to the
requisition form
You must have date & time needed (NO ASAP)
You must have department approval
A Business System order form is not a Print Shop
Requisition form
Print Shop requisition forms are for any job request
that is not a letter head, business card or envelope
Procedures for Print Shop Requisitions
Procedures for Business System Order Forms
This form only applies to letterhead, business cards, and envelopes
Completely fill out the Business System order form.
A separate form for each piece Ex. one for letterhead, one for business cards and one for envelopes.
You MUST have the necessary funds available for each piece.
You MUST have department approval.
You MUST have the entire 14 digit budget code.
If you do not have an exact sample of the job a typesetting sheet MUSTaccompany the business system order form.
Orders are taken in all month and processed at the beginning of the following month.
What We Do
Monday thru Friday
8:30 am - 4:30 pm
Ext. 8000
☸ Process all incoming departmental, faculty, and staff mail
☸ Stuff assigned campus mail boxes
☸ Pickup and meter out going US Mail
☸ Receive and sign for all overnight or “signature required” US Mail
☸ Process all inter departmental mail
☸ All outgoing US Mail must have a “Campus Mail metering slip”
with it
Campus Mail Pricing
Campus mail uses a presort mailing house to help
keep first class postage to a minimum.
Currently 1 ounce Presort #10 envelope is .382 per
piece.
1 ounce 1st class #10 envelope is .44 per piece.
All large flats are priced according to USPS official
pricing.
Saint Mary’s College has an Official United States
Post Office.
Post Office hours are Monday thru Friday 12 p.m. to
5 p.m.
Offers same services as a regular US Post Office.
Official Post Office boxes are offered to Faculty and
Staff at their own expense. Speak to the Post Office
attendant for pricing and availability.
http://smcnet/college_services/purchasing
Janie Minguillon, Buyer x4572
Emma Shirley-Ingham, Assistant x4285
Department Fax 376-8497
Hours: Monday - Friday
8:30 a.m. - 5:00 p.m.
BUSINESS OFFICEPurchasing Staff
P Cards Now Available
⊱ Benefits of a P card:
⊱ Elimination of POs for purchases below $1000.00 (some restrictions apply)
⊱ Online reconciliation of charges by cardholder and their designated approver
⊱ 24/7 real time ability to see posted transactions
⊱ More control and better oversight of credit card purchases
⊱ Complete application found on SMCNet/college_services/purchasing.
Be sure to get all required signatures before submitting to the
Purchasing dept.
⊱ How long will it take to get my P card?
For purchases over $1000.00
For purchases which cannot be made on your P card or require
special approvals, such as:
Technology
Furniture
Restricted or special accounts
Anything requiring a service agreement or contract
For blanket purchase orders
Purchases made on a semi-regular basis
All from same vendor
Over a period of time
When do I need to submit a PR?(Purchase Requisition)
When in doubt call the
Purchasing dept and
Inquire - first
⊱ Purchases which require a Purchase Requisition (PR) are required for all College purchases in advance of items being ordered. Forms are available from Purchasing dept. Sample PR available on SMCNet, Purchasing.
⊱ Requisitions can be estimated, you do not have to wait until you have exact pricing before submitting your requisition request.
⊱ For paperless requisitions that the originator is placing, please forward any invoices to Accounts Payable.
⊱ Be sure to reference PO number or P Card when placing orders to be shipped to the Warehouse.
⊱ Examples of Ship to Address:
For PO For P Card or For P CardSMC 804245 Your Name (P card) Your Name, Dept.1928 St. Mary’s Road 1928 Saint Mary’s Road 1928 St. Mary’s RoadMoraga, CA 94556 Moraga, CA 94556 P Card
Moraga, CA 94556
How do I get a Purchase Order (PO)?
Ordered via Office Depot desktop account
Office Supplies
⊱ Request a desktop account via SMCNet/college_services/purchasingNote: Requester must be an authorized signer for their department GL
⊱ Submit your desktop order by 3:30 p.m. daily, deliveries are made
every Monday, Wednesday and Friday
⊱ Purchasing reviews and releases desktop orders daily by 4:00 p.m.
⊱ Orders over $500.00 or furniture require prior approval
⊱ Office Depot Account Rep: Sally Robinson, 510-289-4870
Office Depot Bulletin Board
Office Furniture
⊱ All new furniture requests must be approved by
Facilities Services before being ordered. Refer to
Preferred Vendor List on SMCNet/Purchasing.
⊱ Used furniture contact Facilities Services 631-4286.
⊱ Office and Conference Chairs contact Karen Lauricella
631-8287.
Travel
⊱ Paying for airfare:
⊱ Use your P card or submit a PR to have Purchasing place order on corporate
credit card. Contact Purchasing x4285 with any questions.
⊱ Paying for hotel reservations:
If the traveler is not using their own credit card, arrangements for payment
of room charges and taxes can be made with a P card or by one of the following:
⊱ Purchase requisition if hotel will invoice with a PO number.
Note: individual traveling must have a personal credit card to submit at
time of check in.
⊱ Check request – check can be mailed in advance or made available to be
taken by the traveler.
Linda Granko A/P Supervisor x4125
Sandy Giunta Letters A-G x4208
Elaine Lowe Letters H-O x4916
Josephine Chu Letters P-Z x4551
Ronda Park Arrowhead, Bookstore x4207
Phone Bills, P-Card statements/receipts
BUSINESS OFFICEAccounts Payable Staff
http://smcnet/college_services/business_office
Found on SMCnet Business Office Site
http://smcnet.stmarys-ca.edu/college_services/business_office
Forms and contracts are in a writeable format which can be completed online and printed.
Expense Report Forms and Check Requests are also available at Accounts Payable window.
When In Doubt Please Ask!
Policies and Procedures
Used to reimburse an employee
Complete fully
Attach all (original) receipts
Obtain authorized signature(s)
Expense Report Forms
Mail: ____ Hold for pickup: ____ Date _____________
I’m signed up for e-check deposit _____ (Please check one)
Saint Mary’s College of California
EXPENSE REPORT
Name ______________________________ID#________Dept. _____________________
Address ___________________ City _____________ State ____ Zip Code ___________
This report covers expenses for the period of ___________________________________
Reimbursement is for:
________________________________________________________________________
________________________________________________________________________
SUMMARY
TOTAL EXPENSES LESS CASH ADVANCED LESS FACULTY DEVELOPMENT AWARD BALANCE DUE: IF BALANCE IS DUE SMC AMOUNT ENCLOSED
EXPENSE ACCOUNTS AMOUNT
10
10
10
10
10
10
10
PAYEE SIGNATURE _________________________________ DATE _____________
*APPROVED BY ____________________________________ DATE _____________
*Must be approved by person senior to the payee and on the “Authorized Signature Form” for
the Department.
**Original receipts required for all expenses.
Rev: 7/01/09
SUN MON TUE WED THUR FRI SAT
DATE Weekly
FROM
TO Expense
TO
TO Summary
TOTAL MILEAGE
@ 0.55 /Mile (as of 1/01/09)
PARKING TOLLS
GAS/RENTAL CARS
AUTO RENTAL
TAXI/LIMO
PUBLIC TRANSPORT
HOTEL/MOTEL
PHONE
SUPPLIES
BREAKFAST $7 PER DIEM
LUNCH $11 PER DIEM
DINNER $21 PER DIEM
TIPS
ENTERTAINMENT *
OTHER
TOTALS
*ITEMIZED ENTERTAINMENT RECORD
Date Location Business Purpose Names of attendees Amount
Exp Rep PG2 ms
Rev. 7/01/09
◊ Used to pay outside individuals/vendors without
invoices
◊ Attach appropriate back up such as
Registration form
W9 and contract
◊ Cash advances: Include dates and purpose of trip
Check Request Forms
SAINT MARY’S COLLEGE
CHECK REQUEST
Check One: Vendor#: ___________________
___ Mail ___E-Check (employees only) Voucher#: __________________
___ Hold for Pick Up **Normal processing time: 5 to 7 business days
** (Date needed if urgent_____________)
Payable to _____________________________________________________ Amount $___________________
Address _______________________________________________________
_______________________________________________________
_______________________________________________________
Reason for Issuing____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Submit White original to Business Office with receipts or back-up documents attached. Keep copy for your records..
Department______________________ $__________________
Request by ______________________
$__________________
Extension _______________________ __
$__________________
Date ___________________________
$__________________
$__________________
Contract attached
Contract on file Authorized Signature _____________________________________
Date ______________________________
W9 on file
Authorized Signature _____________________________________
W9 attached Date ______________________________
Original: Business Office Copy: Department
10
00
10
10
10
00
10
00
This process allows employees to have reimbursements, health care expenses or other non-payroll items deposited directly into their bank account
◊ Sign up on GaelXpress, Personal Profile, completing “My Bank Acct –e-reimbursement”.
◊ E-checks processed Tuesday and Thursday nights, with e-mail notification the following morning notifying recipient of the funds being transmitted by our bank to theirs.
◊ Funds post to employee’s account within two business days of transmission.
◊ No change to submission process or timeline.
◊ Not available for restricted accounts.
E-Check Payments (Non-Payroll)
Vendor issued invoices:
Note PO on the invoice with approving signature,
submit to Business Office.
Check request not necessary.
If an invoice sent from Accounts Payable for
approval is subsequently paid with a P-Card, the
AP Clerk must be advised that has occurred.
Invoices
Allow a minimum of five to seven business
days from receipt in Accounts Payable.
Checks are cut Tuesday and Thursday
evenings.
“Hold for Pick-up” checks available the next
day by 11:00 a.m.
How Fast Can I Get A Check?
Contact John Hills/Payroll or Ann Kelly/HR before contracting with an individual if:
He/she is currently employed by SMC or has been employed within the current
calendar year.
The work to be conducted is directly controlled and/or managed by SMC.
The work to be conducted could be provided by current SMC resources (e.g.
temp pool).
See Independent Contractor Worksheet on the Business Office “Payment for
Services” link.
If contractor is NOT a United States citizen or entity, you MUST check with John
Hills in Payroll BEFORE entering into an agreement with that individual or
company. (The College may not be able to legally make payment and specific
forms are required in these cases.
CAN I COMMIT TO THIS HIRE?
EMPLOYEE/INDEPENDENT CONTRACTOR/US ENTITY?
Contract Procedures
◊ All services provided to the College must have a properly executed
contract on file.
◊ Services are NOT to be paid out of pocket or with the College P-
Card.
◊ The contract process may be found on the Business Office SMCnet
site under “Payment for Outside Services”.
◊ All contracts (except the Transportation Agreement*), may be found
on the General Counsel SMCnet site or as a link through the
“Payment for Outside Services” site.
*The Transportation Agreement is on the Business Office Site
◊ If the service provider has not yet worked for the College, the W9 is to be submitted with the contract to Administrative Services.
◊ The W9 will be returned with the department copy of the contract.
◊ If a W9 is on file, note that when submitting the contract in the upper right hand corner.
◊ Accounts Payable can verify if a W9 is on file.
W9 Info for Contract Processing
◊ The contract must be fully completed, outlining the scope and date(s) of service,
amount of compensation, and any reimbursement agreement or payment of travel
expenses. NEW: A Purchase Requisition is REQUIRED for contracts exceeding
$1,000. Submit with the contract paperwork for College signature.
◊ Two copies of the original contract must first be signed by the vendor, and both
sent to the Coordinator of Administrative Services (Sharon Neward) to obtain the
College’s authorized signature. No one but the President, VP for Finance or their
authorized designee may sign on behalf of the College.
◊ One copy of the fully executed contract is returned to the department to be
attached to the request for payment.
◊ Vendor provided contracts may first need review by General Counsel.
Contracts for Services
◊ All outside food service providers must have an Independent
Contractor Agreement on file, regardless if the service is on or off
campus. (Exception: Restaurant “take out” or “delivery”)
◊ For services on campus, there are additional forms required that
must be completed.
Agreement to Waive Food Liability and Provide
Indemnification. This form must be signed by the provider and
by Matt Carroll of Sodexo.
Food Handling Guidelines form must be signed by the provider.
◊ A certificate of insurance must also be provided by the vendor per
#8 & #9 of the Independent Contractor Agreement.
◊ All forms and certificate of insurance must be submitted along
with the contract to Administrative Services, Attention: Sharon
Neward.
Contracts for Outside Food Services
Transportation arrangements (i.e. bus companies),
must have a College approved contract on file prior to
the trip.
The contract to use is the Transportation Annual
Service Supply Agreement along with Exhibit A
(Additional Terms and Conditions), which must be part
of the Agreement. These are available on the Business
Office Site.
Contracts for Transportation
There is a contract on the General Counsel site designed
for this purpose.
There is also a link to contracts on the Business Office
“Payment for Services” site.
Off Campus Facilities Use
◊ Must report all gifts and gift certificates to SMC
employees (including students) purchased with
College funds
◊ Cash or cash equivalent is never excluded from
reporting requirements
◊ Gifts of property (clocks, jewelry, etc.) up to
$100 are exempt from reporting
◊ Use Gift Giving Reporting Form
Gift Giving Policy
Gift Giving Reporting Form Must be completed and attached to reimbursement requests for Gifts, Gift Certificates,
and Cash Awards along with appropriate receipts/documentation. The Payroll Office
will adjust the recipient’s reportable income on the annual W-2 statement by the value.
Please fill out thoroughly.
Not applicable to outside recipients, Only SMC faculty, staff and students.
Recipient’s SMC ID # ______________________
Recipient’s Name _________________________________________
Gift/ Gift Certificate Face Value/Cash Amount $ _________________
Recipient’s SMC ID # ______________________
Recipient’s Name _________________________________________
Gift/ Gift Certificate Face Value/Cash Amount $ _________________
Recipient’s SMC ID # ______________________
Recipient’s Name _________________________________________
Gift/ Gift Certificate Face Value/Cash Amount $ _________________
Recipient’s SMC ID # ______________________
Recipient’s Name _________________________________________
Gift/ Gift Certificate Face Value/Cash Amount $ _________________
Recipient’s SMC ID # ______________________
Recipient’s Name _________________________________________
Gift/ Gift Certificate Face Value/Cash Amount $ _________________
◊ An account number should be provided at time an order is placed,
but if not, it MUST be reflected on the confirmation contract along
with an authorized signer approval. This suffices for services up to
$1,000.
◊ A purchase order number is REQUIRED if the event is over
$1,000 and must be obtained PRIOR to the event date. Please
provide the Event Number on the requisition. An estimate may be
used to avoid delays in processing the PO.
**Will lose 10% discount without PO**
◊ When a Blanket PO will cover several events, please obtain
before making arrangements to avoid the need for Sodexo to
make billing corrections.
Sodexo Services
Purchases for College business receive a 20% discount at the
SMC Bookstore .
To receive the 20% discount:
Provide a Purchase Order (or BPO) number at the time of
purchase. The Bookstore will invoice Accounts Payable
Use a College P Card
The 10% staff/faculty discount will apply to purchases made
without a PO or P Card and must paid in full at time of
purchase.
Bookstore Purchases
o Requires review by Accounting Manager for
purchase requisitions, expense reports, or check
requests - regardless of amount.
o Grant proposals/grant seeking should go through
Elizabeth Gallagher and Natalie Williams.
Restricted Accounts (Grants)
John Hills, Payroll Manager x4211
Lauren Fukunaga, Payroll Coordintor x4355
BUSINESS OFFICEPayroll Staff
http://smcnet/college_services/payroll
Yellow – Students
Due Dates
1. 5th of the month (work dates 21st thru 5th). Paycheck date is
on the 15th.
2. 20th of each month (work dates 6th thru 20th). Paycheck
date is the last day of the month.
Green – Hourly and Non Exempt Staff
1. 5th of the month (work dates 21st thru 5th). Paycheck date is
on the 15th.
2. 20th of each month (work dates 6th thru 20th). Paycheck
date is the last day of the month.
Grey – Exempt Staff
1. Monthly timesheet is due on the 5th of each month .
Include all days in pay period, sample timesheet is posted on
SMCNet/Payroll
Use key column to list type of hours off
Jury Duty – submit copy of verification of service, not the
summons
Holiday – on the green non exempt timesheets do not record your
regular shift hours if you did not work. Indicate hours off and “H”
in the key column.
Note: Please write legibly
Overtime is calculated on hours worked in a week. A work week is Monday through Sunday.
Non-Exempt employees are paid overtime for time worked more than their normal work hours in a day or week. (Minimum 7.5 hours or 37.5 hours, respectively.)
If in that same work day/week, the employee has had any time off (vacation, sick, holiday, etc.), the additional hours will be paid at regular straight time up to the amount of hours taken off.
I-9, W-4 paperwork must be completed before working. Must stop
working if not completed within 3 days.
I-9 paperwork may be on file, please call the Payroll Office to verify
what paperwork is needed.
If student is a Nonresident Alien, contact payroll office to determine
additional paperwork needed.
Encourage all students to sign up for direct deposit.
Saint Mary’s College is reimbursed 75% of the student’s gross pay. Limited to each student’s awarded amount.
Supervisors should ask to see signed FWS contract to verify eligibility for new and returning student employees.
Multiple jobs – award is shared for all FWS positions.
Indicate on timesheet if student is FWS.Wage code 10-X-XXXX-6246-XXX
HOURS $ PER HOUR
0 – 200 $ 8.00
201 – 400 $ 8.32
401 – 600 $ 8.65
601 – 800 $ 9.00
801 – 1000 $ 9.36
1001 – 1200 $ 9.73
1201 – 1400 $10.12
1401 – 1600 $10.53
1601 – 1800 $10.95
1801 + $11.39
Grad Students
$10.00 - $12.00
Pay scale is $10.00 - $12.00 per hour (unless previously
higher on undergraduate scale)
Additional pay increase above $10/hour must be
requested & processed through Human Resources
Each student must be currently enrolled at Saint Mary’s
College
Please help to identify these students by contacting us or
sending an e-mail.
Please indicate “Graduate Student” on timesheets.
Sue Hooks, x4618
Assistant Controller/Budget Officer
BUDGET
My Budget via Gaelxpress
Review your 2011 budget
2009-2010 Budget Reports will be provided upon request
How to communicate budget transfers to the Business Office
Send an email to Sue Hooks with the dollar amount, and
the account numbers.
Please do budget transfers in increments of $10.
Please spend the money out of the appropriate line, not just
where the money is.
My Budget
The Authorized Signer forms do not initiate access or
changes for GaelXpress users.
Any new additions or changes in access to GaelXpress
needs to be communicated to the Controller’s Office by
the Dean or Area VP.
Access to GaelXpress
Creating deposits for the Business Office
Petty Cash----See: https://smcnet.stmarys-ca.edu/college_services/business_office/petty_cash.html Forms are available on the site or at the AP Window
Amounts up to $50 with one or two receipts is allowed (no mileage)
The person picking up the funds may not be the approver of the expense
Cashier
This presentation is available onhttps://smcnet.stmarys-ca.edu/college_services/business_office
Your comments and suggestions regarding this workshop
are welcomed and encouraged.
