Administrative Services Quarterly Newsletter
Volume 2 Edition 3
Message from the Vice President of Administrative Services Tracey L. Richardson In this newsletter, we share important information and fiscal year end deadlines. You may read all about that in the subsequent pages. I want to focus on facts about plastic water bottles. Yes, I am guilty of using them however this year I invested in a wonderful reusable beverage container which keeps things hot when I want it to or keeps things cold if that is my preference. It has significantly helped me to reduce my use of plastic water bottles. Yes, I do drink filtered water but I grew up drinking tap water and I am happy to say that I have no serious health concerns as a result. Some facts that I found out about water bottles when I did a google search (obviously not scientific research): • Most tap water is more heavily tested and regulated than bottled water; • Plastic water bottles can take between 400 and 1,000 years to decompose: o https://www.banthebottle.net/articles/10-startling-facts-aboutbottled-water/ • One water pitcher filter can effectively replace as much as 300 standard 16.9 ounce bottles. So you can get great-tasting water without so much waste; o https://www.banthebottle.net/bottled-water-facts/ So….you have just read about my attempt to be more environmentally responsible. Will you join me in this endeavor?
BUDGET OFFICE Governor Brown Makes Two Significant and Notable Expenditures in the 2018-19 Budget Proposed NEW Student Centered Funding Formula Work is underway to develop and implement a “new student-centered” funding formula in accordance with Trailer Bill language for California community colleges effective July 1, 2018. This will be a new way of allocating the state general apportionment revenues. As the proposal develops, we hope to see more clarity on how and what this means to Victor Valley College. The Governor proposes $175 million for the transition to the new funding formula built on four primary parameters: Base Grants (50% of formula) – District based grants based on FTES enrollment. Supplemental Grant (25% of formula) – Supplemental grants based on the number of lowincome students that the District enrolls reflecting two factors: 1) enrollment of students who receive a College Promise Grant waiver (formerly known as the BOG Waiver) and 2) enrollment of students that receive a Pell Grant. Student Success Incentive Grant (25% of formula) – Additional funding for: 1) the number of degrees and certificates granted 2) the number of students who complete a degree or certificate in 3 years or less, and 3) funds for each Associate Degree for Transfer granted by college. Hold Harmless Provision – During the first year of implementation, districts would be held harmless to 2017-18 levels. California’s First Fully Online Community College A significant proposal in the Governor’s budget is $100 million (one-time) and $20 million (ongoing) to establish a fully online community college. The focus will be on short-term credential programs for careers in fields including advanced manufacturing, healthcare and child development. Chancellor Eloy Ortiz Oakley stated, “The online college is targeted at people who don’t have time to physically go to school to attend classes, and that it won’t compete with traditional campuses.” The online community college is focused to align with the California community college system’s Vision for Success goal of better serving working adults, and it will extend the California College Promise to these students.
Questions regarding your budget? Contact the Director of Budget & Planning, Deedee Garcia at ext. 2399 or email Deedee.Garcia@vvc.edu.
Maintenance and Operations
Campus Community: Maintenance and Operations is glad to announce the introduction of a campus wide mixed paper recycling program this year. Our afternoon custodian, Cristina Albicker, delivered recycle containers to 25 locations campus-wide. We have selected mail rooms, copy rooms, and office common areas to place these containers for staff to drop mixed paper. Mixed paper is defined as phone books, magazines, junk mail, office paper, paperboard packaging, or any kind of paper that doesn’t fall into the category of cardboard or newspaper. I ask that we work together to use these common areas, as staffing issues will not permit the use of desk side or individual recycle containers at this time. These containers will be emptied on a weekly basis or as needed. Thanks for your participation. Joseph Garcia, Maintenance and Operation Manager
FISCAL SERVICES Update to Employee Meal Reimbursement while traveling: College council has approved an increase to the employee travel meal reimbursement rate. Effective February 8, 2018, employees will now be reimbursed up to $55 per day. Please see the following breakdown:
Breakfast and/or lunch will be reimbursed at $20/day Dinner will be reimbursed at $35/day
Meals that are included in conference registration fees will be deducted from the daily rates. Below are guidelines for which meal(s) reimbursements you will be eligible for: a. Breakfast – travel begins at or before 6:00 AM b. Lunch – travel ends at or after 2:00 PM c. Dinner – travel ends at or after 7:00 PM
MEMORANDUM Office of Fiscal Services TO:
Shawntee Milton Director, Fiscal Services
February 27, 2018
SUBJECT: Year-End Purchasing Cutoff
Please adhere to the following purchasing deadlines in order to receive equipment and supplies and process payments in the Fiscal Year 2017 -2018. DEADLINE FOR CATEGORICAL/RESTRICTED FUNDS April 27, 2018
DEADLINE FOR UNRESTRICTED FUNDS
March 30, 2018
March 30, 2018
April 27, 2018
May 11, 2018
May 11, 2018
Must be encumbered by May 31 and travel completed by June 30
Must be encumbered by May 31 and travel completed by June 30
Supplies Approved Travel
Invoices should always be sent from the vendor directly to Accounts Payable (AP). However, if you have invoices in your possession please forward to AP as soon as possible to ensure payment can be made in the correct fiscal year. Budget Account Managers always review your encumbrances and approve requisitions in a timely manner (especially at year-end). If encumbrances still show; payment has not been made. Please contact AP to see if they have an invoice; if not, you will need to contact the vendor and instruct them to send an invoice to AP. The last day to purchase supplies is May 11, 2018. The Unrestricted General Fund deadline for furniture, equipment, and computers is March 30, 2018. Unrestricted General Funds are those account numbers with Site 00, i.e., 01 00 13 1953 0000 4300. All account numbers with Site 50 are considered categorical or restricted. NOTE: All supplies, computers, furniture, and equipment MUST be received in the VVC Warehouse by June 30, 2018, or orders may be canceled. Any items received after June 30 are considered purchases made in the new fiscal year and will affect your budget for FY 2018-2019. RESTRICTED AND CATEGORICAL PROGRAMS 1. It is imperative that Restricted/Categorical program staff carefully plan their purchases for the remainder of the year. 2. The following employees that complete timesheets who are working June 24, 2018 to June 30, 2018 need to submit their timesheets for that time-frame to the Dean July 2 for signature, and then to Payroll NO LATER than noon on July 3, 2018. A supplemental payroll will be generated July 15. This ensures the payroll charges post to the 17/18 fiscal year. Payroll for late timesheets will be charged to the new fiscal year. • Short-term/temporary/hourly/student workers • Certificated - full-time, and part-time with teaching assignments • Counselors 3. Programs on a different fiscal cycle will be held to this deadline, and are required to close out the college’s fiscal year on June 30, 2018. Carryover balances will be established in the new fiscal year, and spending can continue until the program’s fiscal year ends. We appreciate your cooperation in closing this fiscal year; additional budget planning is necessary for the 18/19 fiscal year. If you have any questions, please call Shawntee Milton in Fiscal Services at extension 2450.
Find us on the Web
Your Administrative Services Team Office of Vice President Tracey L. Richardson, Vice President Shirley Snell-Gonzalez, Administrative Assistant
Budget Office Deedee Garcia, Director, Budget & Planning
Auxiliary Services Deanna Murphy-Sanabria, Director Kortny Marlatt, Clerical Technician II Matthew Bauman, PAC Technical Specialist Nancy Christian, Technical Director Andrew Dahl, PAC Technical Specialist Carl Durheim, Operations Assistant Amy Espinoza, Accounting Technician II Mitchell Frost, PAC Technical Specialist Thomas Jimenez, Lead Warehouse Kathy Mata, Accounting Technician II Mary Mazzola, Auxiliary Services Assistant Scott Mulligan, Printing Services Specialist Deborah Prewett, Auxiliary Services Assistant Maria Rempfer, Operations Assistant Kendra Ullger, Operations Assistant Frank Walker, Printing Technician
Facilities, Construction & Contracts Steve Garcia, Executive Director of Facilities & Operations Estela Wansten, Admin Secretary II
Fiscal Services Shawntee Milton, Director Pearl Bandringa, Senior Accounting Technician Debi DaCosta, Accounting Specialist Lorie Henning, Senior Accounting Technician Cathy Hussing, Accounting Technician I Kelley Kingman, Accounting Technician I Nancy Lewis, Accounting Technician II Tonya McCoy, Accounting Technician II Jessica Reyes, Accounting Technician I Renee Reyes, Accounting Technician I Marie Vidana-Barda, Senior Accounting Technician
Maintenance and Operations Steve Garcia, Executive Director of Facilities & Operations Joseph Garcia, M&O Manager Cristina Albicker, Custodian Frederick Board Sr., Warehouse Worker Vaughn Bryant, Custodian Hector Bustillos, Maintenance Worker Ted Cardoza, Custodian Art Casler, Maintenance Worker Fernando Chavez, Clerical Technician Robert Contreras, Custodian Steve Dwiggins, Grounds Worker Bill Finch, Lead Maintenance Worker Tammy Finch, Grounds Worker Mike Flenna, Custodian Pete Flenna, Custodian Steven Garrett, Custodian Carlos Gonzalez, Vehicle Maintenance Mechanic Abraham Hernandez, Custodian Ralph Hernandez, Grounds Worker Brian Howie, Maintenance Worker Ashley Jacobs, Custodian Linda McDaniel, Switchboard Operator Monty Messer, Lead Warehouse Worker Eddie Reyes, Grounds Worker Joanna Reyes, Custodian Alex Rickards, Lead Grounds Worker Chad Richardson, Custodian Donald Robinson, Lead Custodian Mark Sandoval, HVAC Technician David Schneider, Locksmith Willie Shubin, Custodian Joseph Talley, Custodian Gerald Wack, Custodian Francisco Zamora, Grounds Worker
Payroll & Retirement Services Raina Bustillos, Payroll Manager Kristin Davies, Payroll & Benefits Technician Carol Hill, Payroll & Benefits Technician Hailey Teeter, Payroll & Benefits Technician