Hartnell College Mission Statement.
Hartnell College provides the leadership and resources to ensure that all students shall have equal access to a quality education and the opportunity to pursue and achieve their goals. We are responsive to the learning needs of our community and dedicated to a diverse educational and cultural campus environment that prepares our students for productive participation in a changing world.
Fund 11 General Fund
Area 350 Occupational Education
Location 00 Main Campus
TOPS 095200 Construction Technology
Object 51100 Academic Teaching Full-timeChart of Accounts – Anatomy of a budget string
Object Code 51100
Major Object of Expenditure
1000 Academic Salaries
2000 Non-Instructional Salaries
4000 Supplies and Materials
5000 Other Operating Expenses & Services
6000 Capital Outlay
7000 Other Outgo
From the board item
51100 – Academic Teaching Full-time
52105 – Classified CSEA
53110 – STRS Teaching
54300 – Supplies
55100 – Personal Service Contract 1099 (for an individual)
55105 – Contract Services (for a business or DBA)
55200 – Travel and Conference
55210 – Mileage
56400 – Capital Equipment $200 - $4999
56405 – Capital Equipment $5000 and above
Budget Revision : reallocate budget between major Object Codes
Ex. Transfer $2000 from 51110 (Academic Salaries) to 56400 (Equipment)
Budget Transfer: reallocate budget from one object code to another withinthe same Major Object Code
Ex. Transfer $2000 from 55100 (Personal Service Contracts) to 55105 (Contract Services)
Excel and PDF
Purchase order/requisitions must be created beforeplacing orders for goods or services
Sole Source Justification is required in the absence of competing bids for purchases of $5000 and above. Consideration of a “sole source” vendor/contractor will be considered when the following conditions are met:
Complete the “Sole Source Justification” form found on Administrative Services website and submit with contract/purchase order/purchase request under consideration. You’ll be required provide information to justify “sole source.”
Sole Source Justification must be approved by VP of Admin Services
Contact Joanne Ritter to arrange access and training for Mercury Commerce
Currently Hartnell is using an NCR form, available at Purchasing or the Business Office until the “numbering” challenge of the E-Requsition is addressed.
Note: Memberships are typically an unallowable expense; contact Controller or Grants Accounting Manager before submitting a request to pay a membership.
Some fund sources (Chancellor’s Office Grants) require travel pre-approvalfrom the Chancellor’s Office.
Attach this documentation to Travel Request along with supporting documentation and authorized signatures.
We recommend that all Hartnell travel expenses fall within the dollar limits stated by the U.S. General Services Administration (GSA). These rates, often referred to as CONUS (Continental United States) rates vary by location. Some fund sources (grants) require that travel expenses not exceed those found in CONUS.
We recommend that you attach the per diem rates for the city of travel to your conference request in order for your Dean/Adminstrator verify that the expenses in each area (hotel, meals, etc.) do not exceed the CONUS per diems.
The College will reimburse employees for the use of their personal vehicle used for College business. California law requires that each person must have automobile liability coverage on his or her personal automobiles. The school district will not provide collision, comprehensive, etc., insurance coverage to cover damage or loss to an employee’s car.
In general, A Travel Authorization Request, is not required, unless it is deemed necessary by the program manager, e.i. grant related activities.
Office Supplies - Hartnell has a contract with Office Depot to purchase supplies at a discount – order office supplies through Mercury Commerce.
Food – Food purchases are typically unallowable using college funds except under certain conditions. No petty cash reimbursement of food unless it is a biology lab related supply.
The Business Office has a college credit card for use for the following:
To request a purchase using the Hartnell Credit Card:
Once the Contract for Services is fully executed, payment options are as follows:
For one-time services, submit the vendor invoice on a check request with appropriate signatures.
For on-going services, set up a blanket purchase order. Submit vendor invoices with the BPO number on the invoice, signed by a college employee who can verify that the services were received as billed.
Now, a demonstration of the two most used datatel budget/expense queries.
Expenditure Transfers are initiated when an expense (not budget) needs to be transferred from one account to another, typically due to an error or to reallocate an expense due to changed circumstances.
All expenditure transfers must be supported or “backed up” by a datatel detail report showing where the expense initially posted. You may not transfer “encumbrances” only expenses.
Understand the difference between a Budget Revision/Transfer and an Expenditure Transfer.
BR/BT is moving BUDGET from one budget line to another. You may not move budget between funds or between grant TOPS.
You may move expenditures between funds and grant TOPs, if appropriate.
Alfred Munoz, Vice President of Administrative Services
Tracey Richardson, Controller
Dora Sanchez, Supervisor (Payroll/AP/AR/Cashiers/Mailroom)
Sharon Alheit, Grants Accounting Manager