1 Administrative Services Training

2 Today’s Topics Budget Entry Budget Entry Standard Journal Entry Standard Journal Entry Purchasing Purchasing InsideSCC Website InsideSCC Website

3 Budget Entries Purpose: Purpose: Establish new Budget Numbers Establish new Budget Numbers Transfer Appropriations (“Budget”) among accounts Transfer Appropriations (“Budget”) among accounts Increase/Decrease total Appropriations for Categorical Programs Increase/Decrease total Appropriations for Categorical Programs

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5 Budget Entry Form

6 SAMPLE -Establish New Budget Number

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

8 SAMPLE - Increase/Decrease Total Appropriations for Categorical Programs

9 Processing Budget Entries Please use the Budget Entry template Please use the Budget Entry template Budget-check credit entries to verify balance of accounts Budget-check credit entries to verify balance of accounts to Manager for authorization to Manager for authorization in turn, to the SCC – Budget Entries mailbox in turn, to the SCC – Budget Entries mailbox Please use electronic processing system instead of “hard” copies Please use electronic processing system instead of “hard” copies

10 Budget Entries We Cannot Process Transfers between Funds Transfers between Funds Example: moving appropriations between Fund 11 and Fund 12 Example: moving appropriations between Fund 11 and Fund 12 Transfers between distinct Project/Grants Transfers between distinct Project/Grants Example: moving appropriations between 316C and 597C Example: moving appropriations between 316C and 597C Transfers between Business Units Transfers between Business Units Example: moving appropriations between GENFD and SCOSC Example: moving appropriations between GENFD and SCOSC

11 Standard Journal Entries Purpose: Purpose: To Reclassify the Original Posting of an Expenditure To Reclassify the Original Posting of an Expenditure Example – transfer a Purchase Order charge from your division budget to a categorical program budget Example – transfer a Purchase Order charge from your division budget to a categorical program budget

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13 Standard Journal Entry Form for transfers of nine lines or less

14 Standard JE – Upload Template for transfers of 10 lines or more

15 Processing Standard JE’s Please use the Standard JE templates Please use the Standard JE templates Budget-check debit entries to verify balance of accounts Budget-check debit entries to verify balance of accounts to Manager for authorization to Manager for authorization in turn, to the SCC – Journal Entries mailbox in turn, to the SCC – Journal Entries mailbox Please use electronic processing system instead of “hard” copies Please use electronic processing system instead of “hard” copies

16 Standard JE - NOTES Used for transferring Expenditures not Appropriations or Encumbered amount Used for transferring Expenditures not Appropriations or Encumbered amount We can only transfer expenditures between similar account codes: We can only transfer expenditures between similar account codes: Yes – 4500 to 4500; No to 5600 Yes – 4500 to 4500; No to 5600 Salary expenditure transfers must include the entire month’s pay for an employee Salary expenditure transfers must include the entire month’s pay for an employee Transfers restricted to current fiscal activity Transfers restricted to current fiscal activity

17 Purchasing

18 Purchasing – District Procedures All purchases require prior authorization from your dean and VPA All purchases require prior authorization from your dean and VPA Requisition/Purchase Order (RPO) process is used to acquire goods and services Requisition/Purchase Order (RPO) process is used to acquire goods and services Formal checks & balances exist for: Formal checks & balances exist for: ProcessResponsibility ProcessResponsibility Requesting purchasesCollege Requesting purchasesCollege Selecting vendors, issuing PO’sPurchasing Selecting vendors, issuing PO’sPurchasing Receiving goods & servicesReceiving Receiving goods & servicesReceiving Paying vendorsAccounts Payables Paying vendorsAccounts Payables

19 Purchasing – Quote Requirements for District Purchase Orders  District policy requires “comparative shopping” for best price If required, District Purchasing will obtain comparative pricing, informal quotes, formal written quotes, and formal bids, based on the purchase amount If required, District Purchasing will obtain comparative pricing, informal quotes, formal written quotes, and formal bids, based on the purchase amount Always consult with SCC - IT on quotes for computer equipment, accessories, and software Always consult with SCC - IT on quotes for computer equipment, accessories, and software

20 Purchasing – Quote Requirements for District Purchase Orders cont. Amounts from $1 to $999 Amounts from $1 to $999 No quotes required No quotes required Amounts from $1,000 to $5,000 Amounts from $1,000 to $5,000 Informal quotes from three sources; may be obtained by the department Informal quotes from three sources; may be obtained by the department Amounts from $5,000 to $58,899 Amounts from $5,000 to $58,899 Formal written quotes from three sources; may be obtained by the department Formal written quotes from three sources; may be obtained by the department Amounts $58,900 or more Amounts $58,900 or more Formal Bid process; advertised bid; approved by Board of Trustees Formal Bid process; advertised bid; approved by Board of Trustees

21 Purchasing - Use Tax SCC is a consumer of goods and services and must pay sales tax when applicable SCC is a consumer of goods and services and must pay sales tax when applicable Few commodities exempt from sales tax Few commodities exempt from sales tax Many out-of-state and online vendors omit sales tax from quotes Many out-of-state and online vendors omit sales tax from quotes Always calculate and add tax to requisitions Always calculate and add tax to requisitions Use Tax (imputed sales tax) is posted via journal entry by district Use Tax (imputed sales tax) is posted via journal entry by district Expenditure posted to budget, not on PO detail Expenditure posted to budget, not on PO detail

22 InsideSCC Website

23 Questions