Welcome Statement

Welcome to Accounts Payable!  It is our mission to support and assist the College in meeting its operational needs by disbursing payments to vendors and reimbursements to employees in a responsible and timely manner, while ensuring compliance with the requirements established by Federal regulations, State laws, and College policies and procedures.

 

Payment Request Forms

  • Attach original receipts plus any other supporting documentation to the form
  • Obtain all applicable signatures prior to submitting for payment
  • To prevent delays in processing payment, please provide an appropriate account line and ensure sufficient funds are available.
  • If the appropriate account line has insufficient funds, complete a budget transfer. Do not attempt to use a different line just because it simply has available funds.
  • This form should not be used to pay for services or to purchase equipment.
  • Specific questions regarding appropriate use of this form may be directed to: Accounts Payable – Karen Elliott (384-6205) or Mayra Soria-Galvarro (384-6206) or the Senior Accounting Manager – Andre Urquidez (384-6202).

Propose Use of Payment Request Form

The Payment Request Form is available to be used as an exception to the standard purchase order or a blanket purchase order and It is not intended to be used to bypass the District’s procurement procedures.

A list of uses is as follows:

  • Subscriptions and memberships
  • Advertising/public notices and employment
  • Student and community reimbursements
  • Postage and bulk mailing
  • Meeting expenses
  • Utilities
  • Permit and licenses
  • Scholarships and awards
  • Legal and attorney fees
  • Employee medical reimbursements
  • Supplies, when it is not feasible for department to have a Blanket Purchase Order
  • Items procured during a recognized state of emergency Credit Card Payments

Items such as leases, instructional contract, construction contracts, equipment, and the usual and normal supplies and services will require a purchase or blanket order prior to procuring goods and services.

It is important to note if an employee purchases any item without benefit of a purchase or blanket order, he/she does so at their own risk. Reimbursement to that employee may be denied if purchasing procedures have been violated.