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ADMINISTRATIVE SERVICES GUIDE

Current News and Updates

Effective January 01, 2017

Effective January 01, 2017 the mileage reimbursement rate for the use of personal vehicles for official District business will decrease from 54 cents per mile to 53.5 cents per mile.

IRS announcement of the new mileage rate for 2017

Reminder: District Administrative Rules and Procedures require that all claims for travel expense be submitted to Chabot Business Services by the tenth day of the month following the month in which the travel occurred.

Effective October 18, 2016

Electronic Budget Transfers have been implemented!

Chabot staff should now process their Budget Transfers through Class-Web.

If you need to request access to Electronic Budget Transfers, please work with your Dean/Area Manager to submit a request via email to the VP of Administrative Services with a cc to their Executive Assistant. Contact information can be found here.

Please note:

  • Paper/hard copy/non-electronic Budget Transfers will no longer be accepted
  • Financial forms submitted to Business Services will be returned if you have not attached a printout from Banner or Class-Web showing available funds

Effective September 1, 2016

When to use a Disbursement Request vs setting up a Purchase Order

Disbursement Requests will be accepted for items purchased that fall within one of the categories on the list below. We are following the best practice that a Purchase Order be created for other purchases, and the funds will then be encumbered prior to payment.

In order to emphasize the importance of encumbering funds, any invoice sent to the District Office without a PO will be sent back to the Chabot Administrative Services Business Office requesting that a requisition be created. Since this will delay payment, it is important to create the requisition first, plus attaching any other documents needed.

There are only a very few instances in which a direct pay invoice is appropriate. This list is not exclusive, and items may be either be added or deleted moving forward as we continue to refine our process

  • P-card statements from US Bank
  • Utilities
  • Reimbursements on travel expense reports
  • Advances
  • Employee reimbursements (when authorized)
  • Memberships (when authorized)
  • Magazine subscriptions
  • Conference Registration
  • AmazonBusiness
  • Staples

Detailed instructions for the Requisition process can be found in the Administrative Services Guide, under Purchasing & Warehouse Services. Also, please see Accounts Payable for other pertinent information.

Thank you for working with this process as we move towards implementing clear, consistent, and best practices. Please forward to those newly hired in your area that may need this information.

Best,
Carla Walter, PhD, MBA
Vice President, Administrative Services

Spring 2016

CLPCCD Current Happenings in Business Services

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    Phone: (510) 723-6600 | Last updated on 8/30/2017