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Administrative Services Bulletin Board
New tax rate
Effective July 1, 2021, the new Alameda County Sales Tax Rate is 10.25%. Please use this this tax rate when calculating and preparing requisitions. Current tax rates may be found here.
The State-wide Mileage Reimbursement Rate for 2021 is .56 cents per mile. Any travel that began on or after 1/1/2021 should be calculated with this rate.
Please read this document for an update on the e-signature process and helpful instructions for setting it up on your computer.
Social Security Numbers should NOT be written or typed onto documents submitted to the Business Office. For employees, write or enter the employee's issued W number. For vendors, write or enter the vendor ID number (from Banner) or leave blank (if unknown).
If you are direct-paying or requesting items from a vendor, either with a Disbursement Request or Requisition Request form, the District must first create an ID in Banner for the vendor. For new vendors we have not yet done business with, District requires two completed documents: (1) a New Vendor Application and (2) a copy of their W-9. To expedite the processing of your request, please contact the vendor and ask them to send you completed copies of these two forms to be included with your request form. Requests for new vendors without these two forms will result in longer processing times, as our office will not be aware of the request until we receive it and will not be able to send your request forms forward until the documents have been returned by the vendor.
Business Licenses for Contract for Services
Per Assembly Bill 5, the District Office has made some changes in the documentation required for Independent Contractors. As of July 1, 2020, packets to hire Independent Contractors via the Contract for Services process should also include a current, valid copy of the Contractor's registered business license.
When to Use the Contract for Services Process
When looking to hire a business for services to be performed, the process to follow depends on what type of business the vendor files as. If the vendor files as a sole-proprietor, you must follow the Contract for Services process. Vendors that file as an S-Corp, C-Corp, LLC, or Incorporated business do NOT fall under the Contract for Services process and would instead require a Requisition and Scope of Work agreement only, as outlined in the Professional Services process.
Change Orders for POs
When submitting PO Adjustments/Change Orders, a copy of the original PO must be included with the form. Typically, copies of POs are sent from the District Purchasing department directly to the requestor.
If you are direct-paying (paying invoices without a Purchase Order) multiple invoices via the Disbursement Request process, please treat each invoice separately and submit a Disbursement Request for each invoice, even if it is for the same vendor.
Please include your mailing address on all reimbursement requests. Due to working remotely, all reimbursement checks will be mailed. If you would like an automatic deposit through Accounts Payable, please fill out the ACH Authorization Agreement (not available for ASB or Co-Curricular reimbursements).
Missing Receipt Form
When submitting the Missing Receipt Form for a Reimbursement Request, please send it to Dawn Neideffer at the District Office to obtain the Vice Chancellor of Business Service's signature before submitting to our office for processing.
Submitting Packets as a PDF
When submitting packets for processing, such as Disbursement Requests, Requisitions, Change Orders, etc., packets must be combined into a single PDF. In the same way that pages of a single hard-copy packet were grouped together by staples, electronic requests must be submitted to our office as a single PDF. However, different document types should be kept separate. For example, if you are submitting a Requisition and a Budget Transfer, the Requisition and relevant backup should be submitted as a single PDF file and the Budget Transfer should be submitted as a separate PDF file.
When accepting money for Co-Curricular and ASB activities, dues, fundraisers, etc. please do not accept payment by Venmo, Paypal, Cash App, or similar sites and applications. Payments should be collected in the form of cash or check only. Click here for more information on how to submit payments and deposits to the college.
Month End Statements
While our office continues to work remotely, month-end statements for ASB and Co-Curricular accounts will NOT be printed or sent electronically to their respective account managers. Please contact your Division/Department Dean for a copy of your most recent month-end statement.
My time sheet deadline for the month of June is Wednesday June 9, 2021. The reason for this early deadline is as follows:
- Starting the week of June 7, we will be on a 4/10 schedule. That means Friday, June 11th, the campus and District Office will effectively be closed (see HR memo).
- I will be on vacation from June 11 - 17 and unable to forward any late time sheets to payroll.
Time sheets turned in after June 10th are to be sent directly to payroll by the Sr. Admin. Asst. or appropriate Administrator with a cc to Sharon Davidson.
Also, as a reminder, Classified Premium pay sunsets on May 31, 2021, so please watch those time sheets carefully (Premium Pay Memo).
Thank you for your help with this process.
BULK MAILING | To be cost effective, bulk mailing is available and encouraged for mailings over 200 pieces. Please contact Jadin/Tessie one week in advance of the mailing to coordinate. Click here for instructions.
For more information please contact:
Administrative Services Technician
Administrative Services Officer