Administrative Services Training 1 Administrative Services Training Todays

Administrative Services Training 1

Administrative Services Training – Today’s Topics n Tracking n Error Rates n Basis for Training Topics Intent to Employ n Blanket Purchase Orders n Important Dates n 2

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Intent to Employ n Classified Temporary Classified n Special Rate n n Student Help Student n Tutors n n Work Study Federal Work Study n Cal. WORKs Work Study n 8

Intents – Classified Temporary n n 110 Day Limit per fiscal year Temporary Classified n Minimum qualifications n n See job descriptions for LRCEA & SEIU Special Rate No minimum qualifications n Must use Temp Classified job if work meets one of the job descriptions n 9

Intents – Student Help n Must be enrolled in 6 or more units for the semester n n Limited to 26 hours/week during semester n n Exception: May work between semesters if they have an application filed for upcoming semester Exception: May work 40 hours/week between semesters No overtime allowed 10

Intents – Work Study n Salaries funded by Financial Aid or Cal. WORKS budgets n n Student qualifies through applicable aid program Enrollment qualifications and hours limits the same as for Student Help 11

Intents – Forms Packets n Classified Temporary: n n n Intent form Loyalty Oath Job Application (except Special Rate) W-4 I-9 n n I. D. document (CDL, etc) n n n Social Security Card n Demographic Info form New Employee Training Checklist Workers’ Comp Notice Exclusion From Cal. PERS Temp Employee Compliance Checklist Authorization for Payroll Deduction Livescan form 12

Intents – Forms Packets n Student Help/Work Study: n n Intent form Loyalty Oath W-4 I-9 n n n n I. D. document (CDL, etc) Social Security Card Social Security Coverage Waiver n Demographic Info form New Employee Training Checklist Workers’ Comp Notice Exclusion From Cal. PERS Temp Employee Compliance Checklist Child Care Center only: n n Authorization for Payroll Deduction Livescan form 13

Intents - Other n n n Wait until you receive the approved copy of an Intent before starting work Intents are during the first week of the month for employees to be paid by the 10 th of the next month We send notices to appropriate managers as employees reach 90 days worked 14

Blanket Purchase Orders n Use for making multiple purchases with a vendor during the fiscal year Minimum of six purchases n Minimum BPO amount $1, 000 n Dean must sign all Releases n Not for equipment/furniture purchases n n BPO is set up as an open/standing purchase order with vendor 15

Blanket PO Releases n n Must be submitted by the ordering department even if goods go to Receiving first Dual purpose: To authorize individual orders against a BPO n To verify receipt of order n n We recommend that a draft Release be prepared at the same time as ordering 16

Blanket Purchase Orders – Do’s & Don’ts n n J DO: Verify the BPO balance before placing new orders n n n If required, increase BPO before ordering Submit Blanket Order Releases promptly Submit any original documents received with your order along with your Release 17

Blanket Purchase Orders – Do’s & Don’ts n n n DON’T: Submit Releases late or not at all Order against a BPO that is depleted Submit a BPO Increase that fails budgetcheck Order after the fiscal year end deadline (please, please) n Most BPO’s end 5/31/YY but there is also a cutoff date of 6/20/YY for Releases 18

Important Dates n Purchasing Cutoffs Deadlines for submitting Requisitions n Required to help complete open district purchase orders by 6/30/07 n n n Complete = received and paid Help us by reviewing your open PO’s and open PO line items n Submit receivers; notify vendors regarding undelivered goods; cancel if appropriate 19

Important Dates cont. n Year-End Closing Procedures n Due dates for: BPO purchases & Releases n Expenditure Transfers n Budget Transfers n LPO’s, Check Requests, & Revolving Fund n Travel Claims n Absence Reports n Receivers n 20

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