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BSO NEW EMPLOYEES

Scott Kimmel – Budget Analyst

Carlos Aguilar– Accounting Specialist – Receipting Desk

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DISTRICT CREDIT CARDS

Three strike resulting in revoking the credit card if:

Paperwork is not complete with signatures, budget numbers, and receipts, conference forms, explanations for the purchases
Paperwork is not turned in on time
Spreadsheet is not completed with budget numbers
Credit card is used for transactions not allowed by the contract

Issues we’ve been encountering this year

People pay for conference expenditures with the District credit card, then request to be reimbursed via Conference reimbursement form.

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EXTRACT FROM THE CONTRACT – TO BE FOUND ON P DRIVE – PURCHASING FOLDER

P:\Administrative Services_PUBLIC\Purchasing_PUBLIC\Calcard - Purchasing Card Procedures and Forms

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BUDGET TERMINOLOGY

Preliminary Budget – Budget approved by the Board in June, with the effective date of July 1^st

Adopted Budget – Budget approved by the Board in September

Final Budget – Budget as of June 30^th

We will be sending a survey with regard to timeline for the Adopted Budget

Last year we sent it in August, in order to have the closing amounts for the restricted funds carry-over (fund 12 programs that are allowed to spend over multiple years)

We will also ask for feedback

With regard to the packages used for budgeting purpose
Any other thoughts or suggestions related to the budget preparation process

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ACCOUNTS PAYABLE DEADLINES FOR NOVEMBER AND DECEMBER

Last check run for November - 11/21, final submission 11/15
No check run on the week of Thanksgiving
Last check run for December - 12/19, final submission 12/13
No check run on 12/26 and 01/02
Estimated first check run for FY 01/09 (pending the SAAS conversion)

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PAYROLL TIMELINES FOR NOVEMBER AND DECEMBER

November
11/6/24 – College Payroll Deadline (Classified and Faculty pay cycle)
11/20/24 - Student, Hourly, PT timecards due or sooner – Thank you
Please submit timecard as soon as employee is done working for the pay period
Payroll has a very short turnaround time to process the timecards
December
Payroll has a very short turnaround time for all payrolls in December – due to SaaS transition
12/3/24 - College Payroll Deadline (Classified and Faculty pay cycle)
12/19/24 – Student, Hourly, PT timecards due or sooner – Thank you
Please submit timecard as soon as employee is done working for the pay period

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MOVING INSTRUCTIONAL EXPENDITURES FROM FUND 11 TO 79

Instructional expenditures posted to fund 11 support to meet the requirements for the 50% law

i.e. Instructional salaries, benefits, professional services
More than 50% of Unrestricted General Fund (fund 11) should be spent for Instructional (in classroom) activities

If you need to move instructional salaries and benefits, we are using interfund transfers

There are a few transfer out and transfer in object numbers in the 573xxx range for transfer out, and 898xxx range for transfer in

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STUDENT BAD DEBT POSTING

Past practices we used to recognize the student bad debt/uncollectible, as an expense

We reviewed with the Auditors past practices

Going forward student bad debt/uncollectible will be posted as a contra-revenue account

i.e. from 12-0-8011-6490-558755-044 to 12-0-8011-6490-887406-044

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UPDATES

Funds 14 and 17 are no longer in use

Any negotiated carry-over are booked in fund 11

Aptos Sales tax is now 9.5% effective July 2024

Using Instructional Activity number with Non-Instructional Object Number

Screen to use, to view Uploaded and Manual entered JE and BT – GLTI

Other expenditures moved from General Fund, to help with the 50% law

H.S.I. expenditures – from fund 11 to fund 12, retaining project number 099
Protective Services for Aptos and Watsonville – from fund 11 to fund 41

11-0-3410-6770-551655-00 and 11-0-4025-6770-551663-000

Match requirements for EOPS and ASC – from fund 11 to fund 12

All above expenditures are funded via interfund transfers, from the Unrestricted General Fund (fund 11)

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UPDATES – BSO PROJECTS

Classified Payroll will soon roll out the use of eTrieve for OT forms

Possible presentation meeting – the week on November 4^th
Expected roll effective date – December 2024

Benefits posting at Payroll time.

Goal – to have it in place effective January 2025

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