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Administrative Services Administrative Services TrainingTraining

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Today’s TopicsToday’s Topics Budget EntryBudget Entry Standard Journal EntryStandard Journal Entry PurchasingPurchasing InsideSCC WebsiteInsideSCC Website

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Budget EntriesBudget Entries

Purpose:Purpose: Establish new Budget NumbersEstablish new Budget Numbers Transfer Appropriations (“Budget”) Transfer Appropriations (“Budget”)

among accountsamong accounts Increase/Decrease total Increase/Decrease total

Appropriations for Categorical Appropriations for Categorical ProgramsPrograms

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Budget Entry FormBudget Entry Form

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SAMPLE -Establish New Budget SAMPLE -Establish New Budget NumberNumber

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SAMPLE -Transfer Appropriations SAMPLE -Transfer Appropriations (“Budget”) Among Accounts(“Budget”) Among Accounts

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SAMPLE - Increase/Decrease Total SAMPLE - Increase/Decrease Total Appropriations for Categorical ProgramsAppropriations for Categorical Programs

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Processing Budget EntriesProcessing Budget Entries

Please use the Budget Entry Please use the Budget Entry templatetemplate

Budget-check Budget-check creditcredit entries to verify entries to verify balance of accountsbalance of accounts

Email to Manager for authorizationEmail to Manager for authorization in turn, Email to the SCC – Budget in turn, Email to the SCC – Budget

Entries mailboxEntries mailbox Please use electronic processing system Please use electronic processing system

instead of “hard” copiesinstead of “hard” copies

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Budget Entries We Cannot Budget Entries We Cannot ProcessProcess

Transfers between FundsTransfers between Funds Example: moving appropriations between Example: moving appropriations between

Fund 11 and Fund 12Fund 11 and Fund 12 Transfers between distinct Transfers between distinct

Project/GrantsProject/Grants Example: moving appropriations between Example: moving appropriations between

316C and 597C316C and 597C Transfers between Business UnitsTransfers between Business Units

Example: moving appropriations between Example: moving appropriations between GENFD and SCOSCGENFD and SCOSC

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Standard Journal EntriesStandard Journal Entries

Purpose:Purpose: To Reclassify the Original Posting To Reclassify the Original Posting

of an Expenditureof an Expenditure Example – transfer a Purchase Order Example – transfer a Purchase Order

charge from your division budget to a charge from your division budget to a categorical program budgetcategorical program budget

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Standard Journal Entry FormStandard Journal Entry Formfor transfers of nine lines or lessfor transfers of nine lines or less

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Standard JE – Upload TemplateStandard JE – Upload Templatefor transfers of 10 lines or morefor transfers of 10 lines or more

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Processing Standard JE’sProcessing Standard JE’s

Please use the Standard JE templatesPlease use the Standard JE templates Budget-check Budget-check debitdebit entries to verify entries to verify

balance of accountsbalance of accounts Email to Manager for authorizationEmail to Manager for authorization in turn, Email to the SCC – Journal in turn, Email to the SCC – Journal

Entries mailboxEntries mailbox Please use electronic processing system Please use electronic processing system

instead of “hard” copiesinstead of “hard” copies

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Standard JE - NOTESStandard JE - NOTES Used for transferring Used for transferring ExpendituresExpenditures not not

AppropriationsAppropriations or or EncumberedEncumbered amount amount We can only transfer expenditures We can only transfer expenditures

between similar account codes: between similar account codes: Yes – 4500 to 4500; No- 4500 to 5600Yes – 4500 to 4500; No- 4500 to 5600

Salary expenditure transfers must Salary expenditure transfers must include the entire month’s pay for an include the entire month’s pay for an employeeemployee

Transfers restricted to current fiscal Transfers restricted to current fiscal activityactivity

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PurchasingPurchasing

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Purchasing – District Purchasing – District ProceduresProcedures

AllAll purchases require prior authorization purchases require prior authorization from your dean and VPAfrom your dean and VPA

Requisition/Purchase OrderRequisition/Purchase Order (RPO) process (RPO) process is used to acquire goods and servicesis used to acquire goods and services

Formal checks & balances exist for:Formal checks & balances exist for: ProcessProcess ResponsibilityResponsibility

Requesting purchasesRequesting purchases CollegeCollege Selecting vendors, issuing PO’sSelecting vendors, issuing PO’s PurchasingPurchasing Receiving goods & servicesReceiving goods & services ReceivingReceiving Paying vendorsPaying vendors Accounts Accounts

PayablesPayables

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Purchasing – Quote Purchasing – Quote Requirements for District Requirements for District

Purchase OrdersPurchase Orders District policy requires “comparative District policy requires “comparative

shopping” for best priceshopping” for best price If required, District Purchasing will If required, District Purchasing will

obtain comparative pricing, informal obtain comparative pricing, informal quotes, formal written quotes, and quotes, formal written quotes, and formal bids, based on the purchase formal bids, based on the purchase amountamount Always consult with SCC - IT on quotes for Always consult with SCC - IT on quotes for

computer equipment, accessories, and softwarecomputer equipment, accessories, and software

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Purchasing – Quote Purchasing – Quote Requirements for District Requirements for District

Purchase Orders cont.Purchase Orders cont. Amounts from $1 to $999Amounts from $1 to $999 No quotes requiredNo quotes required

Amounts from $1,000 to $5,000Amounts from $1,000 to $5,000 Informal quotes from three sources; may be Informal quotes from three sources; may be

obtained by the departmentobtained by the department Amounts from $5,000 to $58,899Amounts from $5,000 to $58,899

Formal written quotes from three sources; may Formal written quotes from three sources; may be obtained by the departmentbe obtained by the department

Amounts $58,900 or moreAmounts $58,900 or more Formal Bid process; advertised bid; approved Formal Bid process; advertised bid; approved

by Board of Trusteesby Board of Trustees

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Purchasing - Use TaxPurchasing - Use Tax SCC is a SCC is a consumerconsumer of goods and services of goods and services

and must pay sales tax when applicableand must pay sales tax when applicable Few commodities exempt from sales taxFew commodities exempt from sales tax

Many out-of-state and online vendors Many out-of-state and online vendors omit sales tax from quotesomit sales tax from quotes Always calculate and add tax to requisitionsAlways calculate and add tax to requisitions

Use Tax (imputed sales tax) is posted Use Tax (imputed sales tax) is posted via journal entry by districtvia journal entry by district Expenditure posted to budget, not on PO Expenditure posted to budget, not on PO

detaildetail

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InsideSCC WebsiteInsideSCC Website

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QuestionsQuestions