ACCOUNTING SERVICES/PURCHASING

Accounting Services has prepared the following information on the process to follow when preparing a Travel Request form and a District Requisition form for Purchasing/Goods & Services. For further information regarding forms and instructions, consult with your department specialist or call Accounting Services at (951) 222-8041 or the Purchasing Department at (951) 222-8042.

SALARY INFORMATION AND PAYROLL DATES

Faculty members are notified at the time of hiring and each year thereafter of their position on the salary schedule. Salary reclassification is implemented after completion of an approved professional plan (see Appendix A, Board Policy 3080) or on completion of an advanced degree.

Part-Time Faculty - Part-time faculty are paid on a pay-per-course program hourly basis for courses worth an equivalent of one unit or more. The payment for these classes will be divided into equal payments over the length of time the class is taught. All other pay is paid from the first day of classes through the 15th of September for the first pay period and the 16th through the 15th of each month for the successive periods. For the fall semester, the first payroll warrant for adjunct faculty will be issued on October 5. Subsequent paychecks will be issued approximately 8 working days after the 25th.

Full-time Faculty - Contract and regular faculty are paid for teaching a full-time load, as specified in the contract. Additionally, they may teach extra or "overload" classes with compensation on a pay-per-course basis for courses with a minimum of one unit. Contract faculty will be paid on the last working day of the month, except December, which is paid the first working day of January.

Payroll Information and Dates - Depending on arrangements made through Payroll (at North Hall on the Riverside Campus), payments may be picked up at the cashier's window located upstairs in the Bradshaw Center or sent to the Moreno Valley or Norco campus. The District encourages all employees to set up electronic deposits as this is more convenient for the employee and less costly for the District.

Requisitions
For Purchasing Goods and Services:

Step 1     DO NOT PLACE AN ORDER! Faculty may call vendor for prices, model numbers, shipping costs, etc.
Step 2     Prepare a District requisition, including sales tax, shipping, and handling, etc.
Step 3     Obtain approval signatures (Dept. Chair, Dean, and/or Vice President)
Step 4     Send requisition to Accounting Services for budget control
Step 5     Purchasing/Accounts Payable issues a purchase order (P.O.) to vendor to place the order
Step 6     Goods are received or services are rendered  
Step 7     Invoice is sent to Purchasing/Accounts Payable and matched with P.O.
Step 8     Invoice is sent to the department for approval signature and returned to Purchasing/Accounts Payable
Step 9     Payment is made to vendor.

TRAVEL REQUESTS

IMPORTANT:

- Out-of-state (including out of country) travel requests require Board approval prior to travel.
- Out-of-state travel requests must be submitted in advance. Failure to allow sufficient time for Board approval may result in rejection of the application.
- Allow 6-8 weeks for all out-of-state travel requests and at least 4 weeks for processing regular travel requests.
- Funds that exceed the approved amount(s) are the financial responsibility of faculty.

Step 1
Complete the travel request and, as accurately as possible, estimate costs. Supply a statement of purpose and benefits along with brochures, flyers,  registration forms, hotel information, etc. with your travel request and requisitions. (If trip is canceled, notify Accounting Services.)

Step 2
Obtain approval signatures from those responsible for funding sources. Identify funding sources - department budgets, staff development funds, VATEA, grants or other sources.

Step 3
If needed, complete requisitions for prepayment of conference fees, travel costs, etc. and obtain approval signatures. Include with the requisitions any special handling requirements such as deadlines.

Step 4     
Department chair approval is required on the travel request and requisition. The department chair's signature is verification of availability of department funds and authorizes payment. A Vice President or associate Vice President's signature is required for out-of-state travel.

Step 5     
Purchasing/Accounts Payable will issue a purchase order to the vendor (hotel, travel agent, conference host) including prepayment if required. Ten (10) working days are required for Accounting Services and Purchasing/Accounts Payable to process requisitions/purchase orders and receive the checks from Riverside County Department of Education. Please allow sufficient time to obtain all approved signatures and to complete purchase order processing.

Step 6
Submit all receipts with claims for reimbursement of out-of-pocket expenses, including meals, taxi, shuttle, car rental, etc. Receipts for all prepaid expenses must be included, e.g., itemized hotel bills, airfare, conference fees, etc.

Step 7
Faculty applying for Faculty Staff Development funds must submit an itemized expense claim with ALL receipts to the their faculty development coordinator or Dean within five days of travel.