Requisitions to Sodexo should be charged to 9211, not 9733, since Sodexo is providing a catering service.
Except for athletics, auxiliaries, and grant memberships, all other memberships will be paid out of the General Services budget. All membership applications or renewals should first be completed and then given to Jana Clements, who will create the requisition and make sure that the membership is paid on time.
If you need to create an invoice to bill an outside entity, please give a copy to the Business Office. All too often we receive money and don’t know what it’s for. Having a copy of the invoice would cut down on the amount of time that we spend researching it.
Employee vs. Contractual – If you need to pay an individual for services provided, you first need to determine if that person should be paid as an employee or a contractor. Please contact the HR office to see if that person qualifies as an employee. If not, you may create a requisition to pay them. If they do qualify as an employee, you will need to prepare a PAF.
Reimbursements for payments to contractors – please do not pay contractors or individuals yourself and then submit a requisition for reimbursement. We need to pay these people directly with college funds. We are required by law to issue tax forms to non-corporations for payment for services rendered. We cannot issue these tax forms if our records indicate that we reimbursed an employee rather than paying the contractor directly.
Please send all budget transfer requests, journal entry requests, and requisition approval requests to Julie Caywood at firstname.lastname@example.org for the SC Campus and Johnson County Campus and Jenni Winter at email@example.com for the GC Campus.
Budget transfers are done twice a day, once in the morning and again in the afternoon.
Julie Caywood will create purchase orders twice a day, in the morning after processing budget transfers, and again in the afternoon.
Catherine Macha creates checks twice a week, on Tuesday and Friday afternoons. Any accepted purchase order that arrives on her desk by noon time on either of those days will be paid that afternoon.
Funds 10 (Operating), 11 (One Mill), and 21 (Boches) are pooled. Funds 20 (Grants & Contracts) and 70 (Plant) are not.
When requesting budget transfers, please use the umbrella accounts for funds 10, 11, and 21. Use the poolee accounts for funds 20 and 70. Budget entries effect the “Allocated Budget” column on a GLSA.
To view detailed account history, use ACBL for pooled accounts and AHST for accounts that are not pooled.
Budget reports (GLSA) – you can print your budget report in either detail or summary. The Summary shows only the umbrella accounts, while the Detail will also show the corresponding poolee accounts. Only funds 10, 11, and 21 can be either Summary or Detail, since these funds are pooled. All other funds are only available in Summary.
Journal entries are always between poolee accounts and never between umbrella accounts. Journal entries effect the “Actual” column on a GLSA.
The purchasing process states that requisitions are to be done before a purchase is made. Except for reimbursements, all purchases must have a valid purchase order number before the order is placed. The purpose of this process is to make sure that funds are available in your budget.
For those of you with college MasterCards, please start a requisition at the beginning of the month and leave it unfinished. As you make purchases, add them to your requisition. When you receive your statement from Catherine, compare the statement to your requisition to make sure that you’ve entered all purchases. Using this process, finished requisitions should be done by the end of the first week of the month.