Business Services

1

• Business Services
• Training Workshop
• September 26, 2007

2
BUSINESS SERVICES

• Contracts
• Purchasing
• Warehouse

3
CONTRACTS

• Responsibilities include
• Contracts
• Facility use agreements

4
CONTRACTS

• Under the authority of Board Policy 6340 and AR
  6340
• What requires a contract?
• Professional services
• Performance/Speaking engagements
• Independent contractors
• Rentals
• Repairs
• When in doubt contact us

5
CONTRACTS

• Insurance Requirements
• Workers Compensation
• Must meet the minimum standards required by the
  State of California
• General Property and Liability
• Minimum amount of 1,000,000 per occurrence for
  bodily injury and property damage

6
CONTRACTS

• Frequently asked questions
• Does the contract have to be approved by the
  Board prior to services being rendered?
• Must a Purchase Order be completed prior to the
  execution of the contract?

7
CONTRACTS

• FAQ (continued)
• Can an employee also perform services as an
  independent contractor?
• When can the contractor expect payment?

8
CONTRACTS

• FAQ (continued)
• How do I write a contract?
• Questions???

9
FACILITY USE AGREEMENTS

• Under the authority of Board Policy 6700 and AR
  6700
• Direct Costs vs. Fair rental value
• Insurance requirements COI minimum of 1,000,000

10
BUSINESS SERVICES

• Contact Information
• Ronald Gerhard, Business Manager [phone]
• Virginia Diggle, Project Analyst [phone]
• http//www.sbccd.cc.ca.us/index.php?CurrentDirFis
  cal_Services/Business_Services/

11
PURCHASING

• Under the authority of Board Policy 6330 and AR
  6330
• Any District purchase must be made through the
  use of a Purchase Order (PO)
• Only the Purchasing Department can issue POs
• Any purchase made without a PO or prior to a PO
  being signed becomes the personal obligation of
  the individual making the purchase

12
PURCHASING

• Purchase Requisition general requirements
• Suggested vendor
• Desired specifications of product being purchased
  or services sought
• If services, when services will begin
• A valid account number

13
PURCHASING

• Open Purchase Orders
• Routine/repetitive purchases
• Leases
• Rentals
• Advertisements
• Maintenance contracts
• Cannot be used to purchase capital equipment or
  items with a unit cost in excess of 200.00

14
PURCHASING

• Any equipment being purchased with a unit cost in
  excess of 6,000 or contract for services in
  excess of 6,000 requires 3 quotes
• Any contract for services that exceed 15,000 or
  purchase of equipment or supplies that exceed
  69,000 must go through the formal bidding process

15
PURCHASING

• Refreshments Meals (AR 3760)
• Refreshments Expenditures related to meetings
  and in-service events that exceed 500 requires
  Board approval
• Meals
• Staff members Expenditures in excess of 200
  requires Board approval
• Students and Non-employees Any expenditure
  requires Board approval

16
PURCHASING

• Employee travel (BP 7400 and AR 7400)
• Any travel that involves reimbursable expenses in
  excess of 500 requires Board approval
• Any travel outside of California requires Board
  approval
• Mileage reimbursement rate is .485 and should be
  submitted in the fiscal year in which the expense
  occurred

17
PURCHASING

• Memberships (County Regulation)
• Personal memberships related to an employees job
  duties require Board approval
• Institutional memberships require site approval

18
PURCHASING

• Frequently Asked Questions
• Can a PR number be used in place of a PO number?
• Why does the tax rate read 7.75 instead of 8?
• Can the department order goods or services prior
  to the PO being signed?
• Can Purchasing fax to the vendor a copy of the PO?

19
PURCHASING

• FAQ (Continued)
• When is an open PO appropriate?
• Why is Purchasing questioning my PR?
• What is required for Fund 73 Student Body
  Center Fee?
• Object codes 6400 vs. 4500

20
PURCHASING

• Contact Information
• Ronald Gerhard, Business Manager [phone]
• Ben Gamboa, Purchasing Agent [phone]
• Lou Araujo, Purchasing Tech [phone]
• http//www.sbccd.cc.ca.us/index.php?CurrentDirFis
  cal_Services/Purchasing/

21
WAREHOUSE

• Under the authority of Board Policy 6520 and AR
  6500 all District property should be managed and
  controlled to ensure accountability
• All assets that have a unit cost in excess of
  1,000 are tagged and tracked

22
WAREHOUSE

• Any transfer of equipment from location to
  location must be accounted for with the use of a
  Property Change Request
• Board Policy 6550 and AR 6550 requires the Board
  to declare as surplus property that is no longer
  useful for District purposes

23
WAREHOUSE

• Frequently Asked Questions
• ?????

24
WAREHOUSE

• Contact information
• Ronald Gerhard, Business Manager [phone]
• James Garcia, Warehouse Technician (909)
  384-8235
• http//www.sbccd.cc.ca.us/index.php?CurrentDirFis
  cal_Services/Purchasing/