11

Administrative Administrative Services Services

TrainingTraining Intent to EmployIntent to Employ Blanket Purchase OrdersBlanket Purchase Orders

22

Blanket Purchase OrdersBlanket Purchase Orders

Use for making Use for making multiplemultiple purchases purchases with a vendor during the fiscal yearwith a vendor during the fiscal year Minimum of six purchasesMinimum of six purchases Minimum BPO amount $1,000Minimum BPO amount $1,000 Not for equipment/furniture purchasesNot for equipment/furniture purchases

Please do not request a BPO when a Please do not request a BPO when a regular PO or LPO will doregular PO or LPO will do

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Blanket PO ProceduresBlanket PO Procedures

Set up BPO using an Set up BPO using an LRCCD LRCCD RequisitionRequisition

Order goods and services from vendorOrder goods and services from vendor Submit Submit Blanket Order ReleaseBlanket Order Release for each for each

orderorder Monitor BPO balanceMonitor BPO balance Submit Submit Blanket Order ExtensionBlanket Order Extension to to

increase BPO balanceincrease BPO balance

44

Blanket PO ReleasesBlanket PO Releases Must be submitted by the ordering Must be submitted by the ordering

department even if goods go to department even if goods go to Receiving firstReceiving first

Dual purpose:Dual purpose: To authorize individual orders against a BPOTo authorize individual orders against a BPO To verify receipt of orderTo verify receipt of order

Please draft a Release when ordering Please draft a Release when ordering against a BPO and hold until goods or against a BPO and hold until goods or services are delivered.services are delivered.

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LRCCD Requisition for BPOLRCCD Requisition for BPO

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Blanket Order ReleaseBlanket Order Release

77

Blanket Order ExtensionBlanket Order Extension

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Blanket PO Balance (1)Blanket PO Balance (1)Peoplesoft Financial Information WebsitePeoplesoft Financial Information Website

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Blanket PO Balance (2)Blanket PO Balance (2)Sample Division LedgerSample Division Ledger

DescriptionDescription ReferenceReference IncreaseIncrease DecreasDecreasee

BalanceBalance

New BPONew BPO B180100B180100 $1,500$1,500 $1,500$1,500

Purchase 7/25/07Purchase 7/25/07 Release Release 207117207117

$440.06$440.06 $1,059.9$1,059.944

Purchase 9/15/07Purchase 9/15/07 Release Release 207525207525

$129.99$129.99 $929.95$929.95

Purchase 11/3/07Purchase 11/3/07 Release Release 207640207640

$258.16$258.16 $671.79$671.79

Purchase 12/11/07Purchase 12/11/07 Release Release 207620207620

$129.99$129.99 $541.80$541.80

Purchase 2/13/08Purchase 2/13/08 Release Release 208014208014

$515.53$515.53 $26.27$26.27

Change Order Change Order 3/20/083/20/08

B180100B180100 $120$120 $146.27$146.27

Purchase 3/29/08Purchase 3/29/08 Release Release 208210208210

$129.99$129.99 $16.28$16.28

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Blanket Purchase Orders –Blanket Purchase Orders –Do’s & Don’tsDo’s & Don’ts

DO:DO: Verify the BPO balance Verify the BPO balance beforebefore placing placing

new ordersnew orders If required, increase BPO before orderingIf required, increase BPO before ordering

Submit Blanket Order Releases Submit Blanket Order Releases promptlypromptly Submit any original documents received Submit any original documents received

with your order along with your Releasewith your order along with your Release

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Blanket Purchase Orders –Blanket Purchase Orders –Do’s & Don’tsDo’s & Don’ts

(please, please, please) (please, please, please) DON’T:DON’T: Submit Releases late or not at allSubmit Releases late or not at all Order against a BPO that is depletedOrder against a BPO that is depleted Submit a BPO Increase that fails Submit a BPO Increase that fails

budget-checkbudget-check Order after the fiscal year end deadlineOrder after the fiscal year end deadline

Most BPO’s end 5/31/YY but there is also a Most BPO’s end 5/31/YY but there is also a cutoff date of 6/20/YY for Releases cutoff date of 6/20/YY for Releases

1212

QuestionsQuestions

1313

Intent to EmployIntent to Employ Classified TemporaryClassified Temporary

Temporary ClassifiedTemporary Classified Special RateSpecial Rate

Student HelpStudent Help StudentStudent TutorsTutors

Work Study (Student Help)Work Study (Student Help) Federal Work StudyFederal Work Study CalWORKs Work StudyCalWORKs Work Study

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Intents – Intents – Classified Classified TemporaryTemporary

110 Day Limit per fiscal year110 Day Limit per fiscal year Temporary ClassifiedTemporary Classified

Minimum qualificationsMinimum qualifications See job descriptions for LRCEA & SEIUSee job descriptions for LRCEA & SEIU

Special RateSpecial Rate No minimum qualificationsNo minimum qualifications Must use Temp Classified job if work Must use Temp Classified job if work

meets one of the job descriptionsmeets one of the job descriptions

1515

Intents – Intents – Student HelpStudent Help Must be enrolled in 6 or more units for Must be enrolled in 6 or more units for

the semesterthe semester Exception: May work between semesters if Exception: May work between semesters if

they have an application filed for upcoming they have an application filed for upcoming semestersemester

Limited to 26 hours/week during Limited to 26 hours/week during semestersemester Exception: May work 40 hours/week Exception: May work 40 hours/week

between semestersbetween semesters No overtime allowedNo overtime allowed

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Intents – Intents – Work StudyWork Study

Salaries funded by Financial Aid or Salaries funded by Financial Aid or CalWORKS budgetsCalWORKS budgets Student qualifies through applicable aid Student qualifies through applicable aid

programprogram Enrollment qualifications and hours Enrollment qualifications and hours

limits the same as for Student Helplimits the same as for Student Help

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Intents – Intents – Forms PacketsForms Packets

Classified Classified Temporary:Temporary: Intent formIntent form Loyalty OathLoyalty Oath Job Application Job Application

(except Special Rate)(except Special Rate) W-4W-4 I-9I-9

I.D. document (CDL, I.D. document (CDL, etc)etc)

Social Security CardSocial Security Card

Demographic Info formDemographic Info form New Employee New Employee

Training ChecklistTraining Checklist Workers’ Comp NoticeWorkers’ Comp Notice Exclusion From Exclusion From

CalPERSCalPERS Temp Employee Temp Employee

Compliance ChecklistCompliance Checklist Authorization for Authorization for

Payroll DeductionPayroll Deduction Livescan formLivescan form

1818

Intents - Intents - OtherOther

Wait until you receive the approved Wait until you receive the approved copy of an Intent before starting workcopy of an Intent before starting work

Intents are due during the first week Intents are due during the first week of the month for employees to be paid of the month for employees to be paid by the 10by the 10thth of the next month of the next month

We send notices to appropriate We send notices to appropriate managers as employees reach 90 managers as employees reach 90 days workeddays worked

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QuestionsQuestions