Procedures

BOOKSTORE TRANSFERS

To transfer funds to your bookstore account:

Send an email from your authorized department chair to Tracy Pennington and cc: Marsha Fritzen (in the bookstore). Be sure to include the full account number and the dollar amount you would like to have transferred. The maximum amount that you may transfer per request is $1,000.00. The deadline for fiscal year-end Bookstore transfers is 06/30.

BUDGET TRANSFER
A Budget Transfer is used when budgetary monies in one account need to be moved to another account.
It occurs before expenditure, in anticipation of spending needs.

Example: If you need to purchase supplies, but the budget amount in your supplies account number is exhausted, then you must transfer some budget into the supply number from another number. This is before you buy the supplies.

To initiate a budget transfer please send an email and include the following information:

All budget transfers need to be emailed to the department Dean/VP for approval.
Then forwarded to: Assistant Controller (Sharon Coffield), or Categorical Accounting Technician for grants (Tonya Yescas).
Copy to: Accountant (Lisa Saunders) and your department Dean.

To expedite your request, please include the following information:
Account number that you would like the budget to be transferred from.
Account number that you would like the budget to be transferred to.
Amount of transfer and a brief description.

All transfers are considered permanent unless otherwise indicated (by using the words "One-Time', in your request).
No budget transfers between funds.

CASH RECEIPTS
Take checks or cash to the Cashiers Office, located in the Student Services Building - SS150. Please note on the check the account number to be credited/deposited to.

If you have a check for:

Retiree Payments:
Please take these checks to Estela Lopez in the Payroll office located in the Administration Building - A130.

CNA Testing Payments:
Please take these checks to the Regional Health Occupation Resource Center located in the ECOC -1 Building - Rm 10.

Child Care Payments:
Please take these checks to the Cashiers Office, located in the Student Services Building - SS150.

Continuing Education:
All monies need to be delivered to the appropriate front office location with the appropriate documentation (which includes account number).

PURCHASES ON ACCOUNT UNDER $ 2,500.00
For confirming purchases (not including equipment):
Check your funds available online at Funds Inquiry or Expenditure Status Report in the SBCC Financial Reports.
Attach your confirming invoice.
Have the form signed by your authorized department chair, Dean, or Vice President.
Forward the completed, signed Requisition Form to Carlene Barrows in the Accounting Department.

CONSULTANTS
Use Consultant Form

Continuing Education:
Use Long Consultant Form (except for guest speaker).

EMPLOYEE REIMBURSEMENTS
Use Employee Reimbursement Certification Form

Instructions for Employee Reimbursement Certification Form

Forms can be picked up in the Accounting Office A130, printed from the SBCC website, or Continuing Ed Schott's Center.
Please complete the form, attach all original receipts , and submit it to Accounting Office, A130 or Continuing Ed Schott Center. Please tape all receipts to a full 8 1/2 x 11 sheet of paper. Please remember to include an account number and an authorized district signature. Any incomplete forms will be returned for corrections. This will delay your reimbursement.

For the Direct Deposit Form, visit the forms page under Fiscal Services on the SBCC website.

EXPENSE TRANSFER
An expense made or charged to one account and needs to be transferred to another account is called an expense transfer.
To initiate an expense transfer please send an email and include the following information:
Email to: Sharon Coffield (Assistant Controller)
Copy to : Lisa Saunders (Accountant)
Account number that you would like the expense to be transferred from.
Account number that you would like the expense to be transferred to.
Amount of transfer and a brief description.

MERCHANDISE ORDERS
For purchases to be ordered by the purchasing department (including equipment):

Check your funds available online at Funds Inquiry or Expenditure Status Reports in SBCC Financial Reports.
Complete a Requisition Form.
Have the form signed by your authorized department chair, Dean, or Vice President.
Forward the completed, signed Requisition Form to the Purchasing Department.

MILEAGE REIMBURSEMENT FORM
Use Mileage Reimbursement Claim

Instructions for Mileage Reimbursement Form

Forms can be picked up in the Accounting Office, A130, or printed from SBCC website under Fiscal Service.
Please complete the form and submit it to Accounting. Please remember to include an account number and an authorized district signature.
Mileage Rate $.565 per mile (effective 1/1/2013)
All mileage must be pre-approved by your supervisor. Your mileage begins and ends at place of employment.
SBCC mileage reimbursement rate coincides with IRS handbook rules.

STUDENT REFUNDS
Use Student Request Refund Form

Where to get student refund forms:

To get a Student Refund form, you must first complete an Add/Drop card and submit it to Admissions. NOTE: Submitting a Student Refund form does NOT drop you from classes. In order to receive a full refund, less a $10 processing fee, you must submit both the Add/Drop card and the Student Refund form before the deadline. It is a good idea to make a note of Add/Drop deadlines when you register.
If you are a Financial Aid recipient, you should contact the Financial Aid office for information on requirements and qualifications unique to Financial Aid students applying for a student refund.

How to fill out your student refund form:

When filling out your Student Refund form, please be sure to give accurate and complete address information, including apartment or unit numbers when applicable. The Post Office will return any mail with an incomplete address.
Please type or print in ink when filling out your form. An illegible form may delay processing of your refund.
It's a good idea to keep a copy of your refund form, in case you have a question later.

What to do with your completed student refund form:

Once you have completed your Student Refund form, put it in the Drop Box directly across from the Cashier's Office.
If you are a Financial Aid recipient, return your completed Student Refund form to the Financial Aid Office to be Processed

How to get a refund if you have dropped classes or withdrawn from school:

If you have not received your refund, or if you need to change your mailing address, call 965-0581 extension 2441. PLEASE NOTE: You must make address changes directly to the Accounting Office. Changes made in Admissions or Financial Aid cannot be forwarded.
If you have received your refund and have a question about the amount, please call 805-965-0581 extension 2397.
If you are a Financial Aid recipient and have a question about your Student Refund, please call 965-0581 extension 2716.

Some things to be aware of:

If you are requesting a refund for a complete drop, and you return your completed form before the beginning of the current semester, your full refund, less a $10 processing fee, will be mailed to you five to six weeks after the Add/Drop deadline.
If you are requesting a refund for a partial drop, and you return your completed form before the beginning of the current semester, your enrollment refund, less a $10 processing fee, will be mailed to you five to six weeks after the Add/Drop deadline.
If you are requesting a refund for a complete or partial drop, and you return your completed form before the Add/Drop deadline, your enrollment refund, less a $10 processing fee, will be mailed you five to six weeks after the Add/Drop deadline.
If your class is canceled by the College, you must still apply for a refund.
If you move before receiving your refund, you must change your address in the Accounting Office. We are not responsible for misdirected refunds due to inaccurate or incomplete information.

Continuing Education:

Student Refunds for registration fees will be granted if submitted in writing as noted below:

If a class with fees is cancelled at either the first or second session, registered students who attend the first or second class session and whose names appear on the sign-in sheet for that session, will receive refunds, or a credit voucher, providing a refund request form is submitted to the office. This refund policy does not extend to classes that are cancelled after the second week. Fee refunds for classes (other than fees for non-refundable classes/services listed below*), will be granted as follows:

COURSES WITH MATERIALS FEES and/or ENROLLMENT FEES (TUITION FEES): students may request a refund (or credit voucher) in writing, five working days before the first class meeting. If a student requests a refund or credit voucher after the 5-day grace period, but before the second class meeting, they may do so, but there will be a $ 10.00 administrative fee. If an enrollment fee class meets the minimum enrollment of 17 people by the second meeting, that class will not be canceled due to low attendance after that time.

BOOK REFUNDS: Refunds are available within one week of the purchase date for the books purchased through the Schott and Wake Center bookstores. The receipt must be presented, and the book must be in new condition (i.e. without marks, bent corners or writing in it). Books purchased for one-day and two-day workshops and events are not returnable.

*NO REFUNDS ARE AVAILABLE at any time for the following classes and services: Food and/or cooking classes; CEU certification; GED testing; test scoring; special events; one-day and two-day workshops; day trips; performance and theatre tickets; reading fees; and meals.

NOTE: Students will receive a full refund of fees if the College cancels a class before it begins. However, if a class is cancelled during the term due to low attendance, no refund will be given.

REFUND PROCEDURE: All refunds requests must be submitted in writing to the Schott or Wake Center front office by the deadlines noted above. Exceptions to the above procedures will be considered only by written request submitted to the Vice President, Continuing Education, at the Schott Center office. Decisions on exception requests will be made by a committee. Please allow up to three weeks for processing of all approved refund requests.

CONFERENCE ADVANCE FORM
Use Conference Advance Form

Instructions for Conference Advance Form

Conference Advance forms can be picked up in the Accounting Office, A130.
T&C Form should be completed and approved before submitting the Advance Form to Accounting. Please refer to instructions for T&C forms.
Complete the top half portion of the advance form. Calculate the cost estimate and enter 75% of the estimate in the 'Advance Payment Requested' line.
Submit this form only if the total estimated expenses exceed $60.00.
This form is to be submitted at least three weeks prior to the conference date.

TRAVEL & CONFERENCE FORM
Use Travel and Conference Form

Instructions for Travel & Conference Form

Forms can be picked up in the Accounting Office, A130 or download the form from the SBCC website under Fiscal Services.
Please fill out the top portion of the T&C form and submit to the Accounting Office before travel. If conference fees need to be paid in advance, please circle 'yes' in the cost estimate column and attach registration form to T&C form.
Please complete the lower portion of the attached form and submit to the Accounting Office immediately upon returning from the conference.

Complete one line for each day of conference attendance including the date, all expenses incurred (including those paid in advance) and the daily total. Itemize meals, transportation, lodging, fees, and other costs by day.
Deduct any amount charged to the school credit card on the 'Less Amount Charged' line. Please indicate the items charged with an asterisk.
Show in the TOTAL block the amount reimbursable to you; SIGN on the claimant's signature line, and date.
Attached all required receipts for hotel, registration, car rentals, parking fees, etc. If in doubt, get a receipt. Please keep a copy of the T&C form for your records.

Reimbursement will be processed within three weeks if all information is submitted correctly.
Air travel reservations can be made through Your Travel Center or your own travel agency.
Do not request mileage reimbursement if a district vehicle is used. Departments are charged $.75 per mile for district vehicles.
Per Diem Rates (Effective 3/1/13)

Mileage - $ .565 per mile
Meals Breakfast - $13 Lunch - $17 Dinner - $36 (Per Diem total $66)
If a meal is provided by the conference, the per diem rate does not apply for those meals.
Lodging - Requests for accommodations can be made at the hotel that is hosting the conference or another hotel with reasonable rates.

If the conference is cancelled or you do not attend, you must return the request form in order to credit your account.
Complete the upper portion of the Travel and Conference Request Form with approval signatures. (Obtain Travel and Conference Request Form from Accounting Office, Room A130.)
Send the Travel and Conference Request Form to Accounts Payable Department as soon as possible prior to actual travel. (Form will be returned to you after funds/account number(s) are checked.)
Use a travel & conference account code for all travel expenses (i.e. 522000)
Obtain itemized receipts for all travel expenses including taxis, shuttles, and parking.
District policy prohibits reimbursement for movies, personal phone calls, alcoholic beverages. Employee needs to reimburse the district (SBCC) for these expenses.
Complete lower portion of Travel and Conference Request Form when travel/conference is finished. Itemize all expenses, including credit card receipts, in the lower portion of the travel and conference request form.
All out of pocket cash expenses (with original receipts) will be reimbursed using the Travel and Conference Request Form. Return completed Travel and Conference Request Form to Accounts Payable Department for reimbursement

DISTRICT CAL-CARD/US BANK CREDIT CARD PROCEDURES
Use Purchasing Department link for instructions on how to obtain and use district credit cards

Credit Card Statement Received:

Both the Credit Card Holder and the Approving Official will receive Credit Card Statements in the mail by the 1st of the month.
Cal-Card Credit Card Statements (US Bank) are due in the Accounting Office by the 15th of the month with the following criteria:
A. Check invoices with credit card statement for accuracy.
B. Include a brief description of the purchase and an account number to charge it to.
C. Cardholder signs statement on Cardholder signature line at top left side of statement then turns in original receipts; the cardholder should retain a copy of the original receipts and statement for their records, and give the originals to their Approving Official for signature.
D. The Approving Official's name is at the top right hand side of the statement.
E. Approving Official verifies the expenditures with original receipts, account numbers, descriptions, then sign the statement, and submits it to the Accounting office.

Travel and Conference Expenditure Policy/Procedures
Use the credit card for district authorized purchases only.
District policy prohibits reimbursement for movies, personal phone calls, alcoholic beverages. Employee needs to reimburse the district (SBCC) for these expenses.

Discrepancies on credit card:

Pick up US Bank form in Accounts Payable Office to list purchase discrepancies (such as misapplied charges or variances) As soon as possible to avoid penalties.

Lost/Stolen Credit Cards- Call immediately to cancel the credit card:

Report lost/Stolen cards to 1-800-344-5696 (Within the USA - 24 hours a day)
Report lost/Stolen cards to 1-701-461-2010 (Outside the USA - 24 hours a day)

LATE SUBMITTALS OF CREDIT CARD STATEMENTS AND HABITUAL LOSS OF RECEIPTS TO ACCOUNTS PAYABLE MAY RESULT IN TERMINATION OF YOUR CREDIT CARD PRIVILEGES.