Administrative Services Training

1. Administrative Services Training • Intent to Employ • Blanket Purchase Orders

2. Blanket Purchase Orders • Use for making multiple purchases with a vendor during the fiscal year • Minimum of six purchases • Minimum BPO amount $1,000 • Not for equipment/furniture purchases • Please do not request a BPO when a regular PO or LPO will do

3. Blanket PO Procedures • Set up BPO using an LRCCD Requisition • Order goods and services from vendor • Submit Blanket Order Release for each order • Monitor BPO balance • Submit Blanket Order Extension to increase BPO balance

4. Blanket PO Releases • Must be submitted by the ordering department even if goods go to Receiving first • Dual purpose: • To authorize individual orders against a BPO • To verify receipt of order • Please draft a Release when ordering against a BPO and hold until goods or services are delivered.

5. LRCCD Requisition for BPO

6. Blanket Order Release

7. Blanket Order Extension

8. Blanket PO Balance (1)Peoplesoft Financial Information Website

9. Blanket PO Balance (2)Sample Division Ledger

10. Blanket Purchase Orders –Do’s & Don’ts • JDO: • Verify the BPO balance before placing new orders • If required, increase BPO before ordering • Submit Blanket Order Releases promptly • Submit any original documents received with your order along with your Release

11. Blanket Purchase Orders –Do’s & Don’ts • (please, please, please) DON’T: • Submit Releases late or not at all • Order against a BPO that is depleted • Submit a BPO Increase that fails budget-check • Order after the fiscal year end deadline • Most BPO’s end 5/31/YY but there is also a cutoff date of 6/20/YY for Releases

12. Questions

13. Intent to Employ • Classified Temporary • Temporary Classified • Special Rate • Student Help • Student • Tutors • Work Study (Student Help) • Federal Work Study • CalWORKs Work Study

14. Intents – Classified Temporary • 110 Day Limit per fiscal year • Temporary Classified • Minimum qualifications • See job descriptions for LRCEA & SEIU • Special Rate • No minimum qualifications • Must use Temp Classified job if work meets one of the job descriptions

15. Intents – Student Help • Must be enrolled in 6 or more units for the semester • Exception: May work between semesters if they have an application filed for upcoming semester • Limited to 26 hours/week during semester • Exception: May work 40 hours/week between semesters • No overtime allowed

16. Intents – Work Study • Salaries funded by Financial Aid or CalWORKS budgets • Student qualifies through applicable aid program • Enrollment qualifications and hours limits the same as for Student Help

17. Classified Temporary: Intent form Loyalty Oath Job Application (except Special Rate) W-4 I-9 I.D. document (CDL, etc) Social Security Card Demographic Info form New Employee Training Checklist Workers’ Comp Notice Exclusion From CalPERS Temp Employee Compliance Checklist Authorization for Payroll Deduction Livescan form Intents – Forms Packets

18. Intents - Other • Wait until you receive the approved copy of an Intent before starting work • Intents are due during the first week of the month for employees to be paid by the 10th of the next month • We send notices to appropriate managers as employees reach 90 days worked

19. Questions