Fiscal Services

 

       

What We Do

The Fiscal Services department is comprised of three departments: Accounting, Payroll and Student Finance (Cashiers Office). We provide fiscal services to Faculty, Staff, and Students at large.

The Accounting and Payroll offices are located in Administration Building (A-130); the Student Finance Cashiers Office office is located in Student Services (SS-150).

Office Hours (In Person & Remote)

  • In-Person Services Hours:                      
    Tuesday 9 a.m. - 4 p.m. 
    Wednesday 9 a.m. - 4 p.m.
    Thursday 9 a.m - 4 p.m. 

  • Remote Services Hours: 
    Monday 9 a.m. - 4 p.m.
    Tuesday 9 a.m. - 4 p.m.
    Wednesday 9 a.m. - 4 p.m.
    Thursday 9 a.m. - 4 p.m.
    Friday 9 a.m. - 4 p.m.

    VIRTUAL HELPDESK Services Hours: (Zoom link)
    Monday 9 a.m. - 10 a.m.
    Tuesday 9 a.m. - 10 a.m.
    Wednesday 9 a.m. - 10 a.m.
    Thursday 9 a.m. - 10 a.m.

  • In-Person Services Hours:  
    Tuesday 9 a.m. - 4 p.m. 
    Wednesday 9 a.m. - 4 p.m.
    Thursday 9 a.m - 4 p.m. 

    1. Bring a photo ID (CampusCard, Drivers License, Governtment Approved ID) to  pick up your check. 
    2. Checks may not be picked up by a third paty (an individual other than yourself).
    3. Knock on the door loudly; our office is staffed during the In-Person Service hours.

  • In-Person Services Hours:  
    Tuesday 9 a.m. - 4 p.m. 
    Wednesday 9 a.m. - 4 p.m.
    Thursday 9 a.m - 4 p.m. 

    1. Bring a photo ID (CampusCard, Drivers License, Governtment Approved ID) to  pick up your District Credit Card. 
    2. Knock on the door loudly; our office is staffed during the In-Person Service hours.
    3. All staff members are available to assist you with picking up your card.

Staff

  • What We Do

    The Accounting Office provides accounting services and manages the finances of SBCC. It is responsible for tracking budgets and fund accounting. 

    Accounting is located in the Administration Building, A130, on the East Campus.

    For general accounting, budget and Simpler questions, email the Department's dedicated email address: accountspayable@sbcc.edu  

    Lisa Saunders (ext 2775) -  Saunders@sbcc.edu

      • Fiscal Reporting
      • Board Resolutions
      • Budget Control/Salary Projections
      • Foundation Reimbursements
      • Expense/Budget Transfers
      • Sales Tax Returns
      • Simpler Training

    Cheryl Brown (ext 2582) -  clbrown1@sbcc.edu

      • Food Services Reporting
      • Expense/Budget Transfers
      • Expense Coding
      • Concur Questions

    Tonya Yescas (ext. 2557) -  Yescas@sbcc.edu

      • Categorical Grant Control & Reporting
      • Categorical Board Resolutions

    Carlene Evans (ext. 2565) -  cevans4@pipeline.sbcc.edu

      • Bank Reconciliations
      • District Credit Card Administration
      • Concur Support

    Rudy Hill(ext. 4242) - rhill4@pipeline.sbcc.edu
    Controller

    Nicole Hubert (ext. 4281) -nchubert@pipeline.sbcc.edu
    Assistant Controller

    For other budget or accounting inquiries, please join us in the Accounting & Purchasing Helpdesk via Zoom.  The Helpdesk is available for drop-in during the daily zoom,  held Monday thru Thursday, from 9am-10am.

  • What We Do

    The Accounts Payable Office provides vendor, student, faculty and community services, supporting procurement and payment of District payables.  Accounts Payable works closely with our Purchasing Department to ensure support all District purchasing.   

    For general accounts payable questions and to submit an invoice to be paid, email the Department's dedicated email address:  accountspayable@sbcc.edu  

      • District Accounts Payable
      • EOPS/Childcare Payments
      • Food Service Payments
      • Utility Payments
      • 1099/592 Reporting
      • District Accounts Payable
      • Consultant Payments
      • Mileage & Employee Reimbursements 
      • Trust & Auxiliary Accounts Payable

    Accounts Payable is located with Fiscal Services Department in the Administration Building, A130, on the East Campus.

    Renee Collins (ext. 5195) - rrcollins@sbcc.edu

      • District Accounts Payable
      • EOPS/Childcare Payments
      • Food Service Payments
      • Utility Payments
      • 1099/592 Reporting

    • Jana Smith   

      • District Accounts Payable
      • Consultant Payments
      • Mileage & Employee Reimbursements 
      • Trust & Auxiliary Accounts Payable

    Our partners in Purchasing Department support the procurement of materials prior to Proforma and Invoice payments.  Please find resources, instructions and forms at their Department's webpage: www.sbcc.edu/purchasing

  • The Student Finance Office provides cash handling and accounting receivable services for the District as well as for Educational Programs and Trust, Auxiliary and Club initiatives at SBCC.

    The Cashiers Office serves students, faculty, staff, community members and other SBCC customers. We offer services by telephone, email, and webchat.  We also serve our customers during vitural helpdesk hours and in person, whe the Student Services Building is open.  Visit their Cashier's Office webpage for more information:

    Located at Student Services Building, Room SS-150
     
    For inquiries about student accounts, email cashiers@sbcc.edu 

    Ana Carter
    Student Finance and Accounts Receivable Technician III  |apcarter@sbcc.edu
    Specializing in:     Third Party Billing, Childcare Billing for Orfalea Early Learning Center

    Sandy Ly 
    Student Finance and Accounts Receivable Technician III  |  ly@sbcc.edu
    Specializing in: District Deposits, Treasury Reconciliations, Accounts Receivable Systems Trainer

    Rayshaun Grimes 
    Student Finance and Accounts Receivable Technician III  |  rgrimes@pipeline.sbcc.edu
    Specializing in: Cashiering, Student, Faculty, Staff and Community Support Services, Trust and Club Fund Deposits

    Brittany Herrera 
    Interim Student Finance Manager  - baherrera1@pipeline.sbcc.edu

  • What We Do

    The Payroll Office is responsible for preparation of paychecks for all employees of SBCC and for the processing of health and welfare benefits and other payroll deductions for faculty and staff.

    Payroll is located in the Administration Building, in A130, on the East Campus.

    Tracy Janecek (ext. 2342) - tljanecek@sbcc.edu
    Payroll Manager

    Estela Lopez (ext. 2305) - elopez@sbcc.edu
    Payroll Coordinator

    Payroll Technicians:

    Nancy Morales (ext. 2386) -  nmmorales1@sbcc.edu

      • Hourly & Student Payroll
      • Employee Benefits/Payroll Deductions

    Cindy Butson(ext. 2794) - cbutson1@pipeline.sbcc.edu 

      • Classified CSEA Payroll A-K
      • Hourly & Student Payroll

    Matthew Lorden (ext. 2226) -  mrlorden@sbcc.edu

      • Certificated Payroll
      • Classified CSEA Payroll L-Z

FISCAL YEAR CLOSE - DEADLINES

  • Department Requisitions
    • DEADLINE TO SUBMIT:   MAY 31st, 2022
    • The deadline for accepting Department Requisitions is Tuesday, May 31st, 2022.  Any requisitions received after this day/time will be processed beginning July 1st, 2022.
    • The deadline is established to allow for submitted orders to arrive on campus and invoices to be processed and paid before year end.
    Requests for Contract
    • DEADLINE TO SUBMIT:   MAY 31st, 2022
    • The deadline for accepting Requests for Contracts is Tuesday, May 31st, 2022.  Any requests received after this day/time will be processed beginning July 1st, 2022.
    • The deadline is established to allow for seeking Board of Trustees approval (last meeting 06-16-22) and invoices to be processed and paid before year end.
  • Submitting Concur Expense Reports
    • DEADLINE TO SUBMIT:   June 15th, 2022
    • Concur Reports for May and prior months are due to be submitted and approved by Friday, June 15, 2022 to ensure that credit card transactions are posted to the current fiscal year. We ask all credit card holders and budget owners to monitor your Concur application in order to ensure all transactions have been cleared from your queue.  
    • DEADLINE TO SUBMIT:   July 11th, 2022
    • Concur Reports for June are due to be submitted and approved by Monday, July 11, 2022 to ensure that credit card transactions are retro-actively posted to the current fiscal year.
  • Deposits to Cashiers Office 
    • DEADLINE TO SUBMIT:   June 24th, 2022
    • All deposits received for any funds (general, categorical, trust, club) must be deposited with the full budget code to the Cashier's Office by June 24th. 
    • Trust Funds must have either a zero balance, or a positive cash balance.  Please make arrangements to deposit monies to any trust, club and auxiliary funds with a deficit balance. 
    • Deposits may be brought in to the Cashiers Office during Student Services In Person Hours, or sent by USPS or Inter-office Mail.  Deposits require the full budget code for proper depositing.  Any mailed payments need to be received by June 24, 2022; do not mail cash. 
    • Foundation Transfer Request Form (and how to access SBCC Foundation Funds flowchart)
  • Concur Approvals Completed
    • DEADLINE TO SUBMIT:   June 24th, 2022
    • Concur Reports for May and prior months are due to be fully approved by authorized approvers by Friday, 6/24/2022 to ensure that credit card transactions are posted to the current fiscal year. We ask all credit card holders and budget owners to monitor your Concur application in order to ensure all transactions have been cleared from your queue.  
    • Credit Card owners are required to monitor their Concur approval queues to ensure their authorized signer have completed approving your Concur reports. 
    • DEADLINE TO SUBMIT:   July 11th, 2022
    • Concur Reports for June are due to be submitted and approved by Monday, July 11, 2022 to ensure that credit card transactions are retro-actively posted to the current fiscal year. We ask all credit card holders and budget owners to monitor your Concur application in order to ensure all transactions have been cleared from your queue.  
    • Credit Card owners are required to monitor their Concur approval queues to ensure their authorized signer have completed approving your Concur reports. 
  • Accounts Payable Invoices
    • DEADLINE TO SUBMIT:   JULY 15th, 2022
    • For all invoices to be posted and paid to our current fiscal year 21-22: The deadline for accepting Accounts Payable Invoices for goods and services received by June 30, 2022, is Friday, July 15th. 
    • Posted to fiscal year 22-23: For those invoices that are for goods and services to be received after June 30, they will be processed and applied to the next fiscal year.
    • Please make the necessary arrangements with your staff, vendors, and any other necessary parties to have your invoices and/or transfer requests turned in to Fiscal Services on time.
    • Employee Reimbursement (PAPER Request);  Request for Reimbursement (Fillable PDF) 
    • Mileage Reimbursement Claim
    • Missing Receipt Form
  • Expense Transfer and Corrections 
    • DEADLINE TO SUBMIT:   AUGUST 5th, 2022
    • The deadline for accepting Expense Transfers is Friday, August 5, 2022.  Any transfer requests received after this day/time will not be processed for this current fiscal year.
    • Expense Transfer Request
  • Budget Adjustments
    • DEADLINE TO SUBMIT:    AUGUST 5th, 2022
    • The deadline for accepting Budget Transfers is Friday, August 5, 2022.  Any transfer requests received after this day/time will not be processed for this current fiscal year.
    • Budget Transfer Authorization Form
  • Trust & Auxiliary Signature Cards
    • DEADLINE TO SUBMIT:   AUGUST 30th, 2022
    • All Trust, Auxiliary and Club Funds that will be rolled over to the new Fiscal Year for continued operations are due August 30th. 
    • Authorized signers must be maintained with current employees since these signers are designated in the Concur system and transactions will not be approved if the data is not current. 
    • Trust and Auxiliary Fund Authorization Form (Signature Card)
    • Review Guidelines to best manage your Trust and Auxiliary Funds

Campus Location

 

Payroll and Accounting                           Student Finance/Cashiers Office
Administration Building                              Student Services Building 
1st Floor, A-130                                               1st Floor, SS-150