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Fiscal Services' Frequently Asked Questions

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Requisitions and Expenditures

    • How do I tell if there are sufficient funds currently available before I enter a requisition or other payment request?

      Use FGIBDST and FGIBAVL.  The difference between the balances reported in FGIBDST and FGIBAVL is that FGIBDST includes purchase order encumbrances that have been approved by Accounting.  FGIBAVL includes all encumbrances in progress in Banner. 

      In Banner, go to FGIBDST.  Enter the applicable fiscal year, then the Organization, Fund, and Program.  Then, in the tool bar select 'Next Block.'  Review the applicable account number to see if funds are available (far right hand column). 

      In Banner, go to FGIBAVL and complete similar steps.  The account number must be added in FGIBAVL.  To see pending documents, go to the tool bar and selection Options, then FGITINP.  Be aware that requisition encumbrances in progress but no longer needed will reduce the available account (FOAPA) balance.  The requester should pull back and delete requisitions no longer needed.

    • How do I delete a requisition no longer needed?

       You may delete an "incomplete" requisition by accessing the document through FPAREQN in Banner.  Type the requisition number in the blank field, then select "Next Block."  From the Requisition Entry: Requestor/Delivery Information screen, click the [Record] Tool Bar pull-down menu, then select [Remove].  Repeat the Record-Remove sequence once more, then click “OK.”

      If your Requisition has been completed, but not final approved, you may pull the Requisition back in order to delete it.  To pull back a Requisition, Go To FOADOCU in Banner.  Once you are in FOADOCU, select "Next Block."  From there, select the Requisition you want to pull back so that the line is highlighted. Click on the "Deny Document" icon to the far right, which should be in red bold.  Close out of the FOADOCU form, and go back to FPAREQN.  Then enter the Requisition number, and complete the "Record-Remove" function as explained above.

    • I do not know which account number to select for the requisition, reimbursement, or P-Card expense.  Is there a reference for most commonly used account numbers?

      Yes, refer to the Desk Reference for Account Codes document, which can be found on the Fiscal Services Forms and Reference Documents page listed under "Budget and Accounting."

    • I entered an incorrect fund, organization, account, or program number.  How do I revise it?

      For a requisition: Up until the requisition is approved by Accounting, the requester may retrieve the requisition to make the revision using FOADOCU.  After revising, tab entirely through the requisition in order to balance the (unseen) data tables.  If unbalanced, the requisition will show an 'A' in the NSF cell and will not be successfully approved.

      For a purchase order: If the payment has not yet been made, you may request a PO change order to correct the error. Contact the Purchasing staff listed on the PO.  Once the change has been made, the purchase order change order (PO C/O) will route through the requesting department’s approvals, then Accounting’s approval.

      For a paid expense: The requesting department’s budget manager will need to request a journal transfer in writing to Accounting (by memo or email).  Please also provide the 'To' and 'From' account strings (fund, organization, account, and program numbers) on the request.

 

Accounts Payable

    • Has the purchase order been paid?

      In Banner, go to FOIDOCH.  In 'Document Type,' enter PO, then tab.  Next, in 'Document Code' enter the specific purchase order number, for example: P0012345, then in the tool bar select 'Next Block.'  If the check is in process, the invoice will show 'P' for Paid and the check number and status will be blank.  Once the check has been processed, the check number will be reported.  The Check Status includes:  Blank – not yet cashed; F – final (cashed); and X – cancelled.  Cancellation of the check would apply to situations where the payment was no longer needed or the check was stale dated (no longer negotiable).

    • How do I check the available balance on a standing purchase order (SPO) or purchase order (PO)?
      Use FGIENCD.  Enter the specific SPO or PO number in the Encumbrance field.  For instance, P0012345.  Then, in the tool bar select 'Next Block.'  In the Item section (middle section), arrow down to see each item on PO, if applicable.  For each item, click on 'Next Block' to go to the Transaction section (bottom section).  Then, arrow down through the transaction detail.  The last transaction entry will show the current remaining balance.
    • Where can I see a vendor’s payment history?
      In Banner, go to FAIVNDH.  Enter the vendor number (A#) and the Fiscal Year, then from the tool bar select 'Next Block.'  Payments with no check date mean payments are in process.  To see the Vendor History for all years, leave the Fiscal Year field blank.  To download the Vendor History, go to the tool bar and select 'Help,' then 'Extract Data with Key' or 'Extract Data No Key.'  With Key means with column titles.  No Key means no column titles.  From the Pop-up Box, click on 'Open.'  Then save the file to Excel.  If download options are not available please contact the IT Help Desk for additional support.
    • How do I assist with expediting a payment?

      Ensure that the supporting documentation, as applicable per purchase, has been submitted to Purchasing/Accounts Payable.  Vendor invoices will be received by Accounts Payable and sent to the respective department manager for signature.  Please return the approved/signed invoice promptly to Accounts Payable.  Supporting documentation may include: quotes, agreements, and/or Board approval.  Please also refer to Exhibit A - Purchasing Requirements listed under "Purchasing" forms.

    • Besides the quote, agreement, and/or detailed receipt, what other supporting documentation should I include for promotional supplies and services, catering, and food?

      Refer to the Desk Reference for Account Codes and Exhibit A - Purchasing Requirements documents listed under "Purchasing" forms.  Include the business justification - event name, event date, and participants.  The business justification applies to all methods of purchase – PO, SPO, Payment Reimbursement Request, Revolving Cash Reimbursement Request, and P-Card.

    • Can the department or vendor pick-up the check directly from Fiscal Services?

      Picking up a check compromises the internal control process and due to payment volume it is rarely granted by Fiscal Services.

    • Can Fiscal Services overnight a check?
      On an urgent limited basis, Fiscal Services may overnight a check to a vendor.  The requesting department should send a completed express mail envelope to Accounts Payable and make arrangements to fund the mailing expense.
    • How do I tell if the vendor has cashed the check?
      In Banner, go to FAIVNDH to query the vendor history and obtain the Check Number.  Then go to FOIDOCH and query the check number.  The Check Status includes: Blank – number assigned, but not yet cashed; F – final (cashed); and X – cancelled.  Cancellation of the check would apply to situations where the payment was no longer needed or the check was stale dated (no longer negotiable).
    • I do not know which account number to select for the requisition, reimbursement, or P-Card expense.  Is there a reference for most commonly used account numbers?
      Yes, please refer to the Desk Reference for Account Codes listed under "Budget and Accounting."
    • May purchase order increases, decreases, and other changes be requested any time?
      Purchase order increases, decreases, and changes may be requested most of the year.  However, there are deadlines for the requests as the campus approaches fiscal year-end or the end of a grant.  For unrestricted funds (fund 11xxx), the deadline is typically in March.  For other funds, the deadline is typically in April.  Refer to the Year-end Close Schedule emailed by Fiscal Services in the spring term for the specific deadline dates. 
    • How often does Fiscal Services process payments?
      Check payments to vendors are processed on most business days.  Direct deposit payments to reimburse employee travel and conference and revolving cash reimbursements are typically processed several times a week.  Student refunds are processed according to the Financial Aid/Cashier Student Refund Schedule.
    • What should I do if a check should be cancelled?

      Contact the Accounts Payable staff responsible for the respective vendor’s name (by alpha) and/or entity (District, Auxiliary Services, or Foundation).

    • Is there a form for employee reimbursements not related to mileage or conference and travel?

      Yes, please refer to the Revolving Cash form listed under "Budget and Accounting."

    • Can students be reimbursed through Accounts Payable?

      Students may be reimbursed by their club using a Payment Reimbursement Request form, approved (signed) by the club advisor.  Attach the original, itemized receipt/s to the completed form.  Other than club expenses, students are not reimbursed unless a specific grant allows the expenditure and/or the expenditure is Board approved.  The form can be found under "Budget and Accounting" or "Student Club Forms and Procedures," using the above link. 

    • Will my supply standing purchase order (SPO) be closed at year-end?

      Supply SPOs are for items under $500 each and are typically opened for a fiscal year, and therefore will close at year-end.  However, if the fund balance has been used prior to year-end, the SPO will be closed with the last payment.  For more information, refer to the Year-end Close Schedule emailed by Fiscal Services in the spring term.

    • I entered an incorrect fund, organization, account, or program number.  How do I revise it?

      For a requisition: Up until the requisition is approved by Accounting, the requester may retrieve the requisition to make the revision using FOADOCU.  After revising, tab entirely through the requisition in order to balance the (unseen) data tables.  If unbalanced, the requisition will show an 'A' in the NSF cell and will not be successfully approved.

      For a purchase order: If the payment has not yet been made, you may request a PO change order to correct the error. Contact the Purchasing staff listed on the PO.  Once the change has been made, the purchase order change order (PO C/O) will route through the requesting department’s approvals, then Accounting’s approval.

      For a paid expense: The requesting department’s manager will need to request a journal transfer in writing to Accounting (by memo or email).  Please also provide the 'To' and 'From' account strings (fund, organization, account, and program numbers) on the request.

 

Equipment Purchases (Fixed Assets)

 

Budget

    • What is the difference between an Unrestricted fund and Restricted fund?

      In general, unrestricted funds can be used for any legal purpose deemed necessary.  Restricted funds are generally from an external source that requires the moneys be used for specific purposes. 

      Unrestricted funds are used to account for resources available for the general purposes of district operations and support of its education programs.  In our chart of accounts the unrestricted fund code starts with 11XXX.  This fund includes Board designated moneys, which represent a commitment of unrestricted resources that are stipulated by the governing board to be used for a specific purpose.  Such resources are not truly restricted since such designations can be changed at the Board's discretion.

      Restricted funds are used to account for resources available for the operation and support of educational programs that are specifically restricted by laws, regulations, donors, or other outside agencies as to their expenditure.  Such externally imposed restrictions are to be contrasted with internally created designations imposed by the governing board on unrestricted moneys. 

    • What does FOAP or FOAPAL mean?

      Fund, Organization, Account, Program, Activity, Location.  The Activity is only used with salary expenses.  For instance, 11000-330000-211000-701000-2100.

    • Can I change approval queues?

      If departments are planning reorganizations of budget for the following fiscal year that may require changes to budget and expenditure approval responsibility, please send your request to Marisa Ziegenhohn, Director, Fiscal Resources at mziegenhohn@mtsac.edu no later than April 30th.  

      Changes of approvers can be done at any time by sending an email to Marisa Ziegenhohn.   Approvers have to complete a Banner Finance Request Form and an approver training with the Director of Purchasing prior to being added to an approval queue.  The form can be found under "Banner / IT Forms" using the above link. 

    • How do I know what the balance is on my accounts?

      You may check the balance via Banner, including Self Service Banner via the portal. 

      In Banner you may check using three methods, as follows.

      FGIBAVL:  Budget availability status.  This enables you to view an online query of the budget availability for a selected fund, organization, account and program combination.  This will include pending items.

      FGIBDST: Organization budget status.  This enables you to view an online query of the summarized budget history by organization code.  You may see transaction detail activity by selecting 'Options.'

      FGIBSUM: Organizational budget summary.  This enables you to view summarized budget information by user defined account type for selected organization/fund combination.

      Through My Portal (myportal.mtsac.edu) you may check 'Available Balance' by creating different budget queries.  Drill down options are available to see detail information.  If it is blue, it means you may drill in to view more detailed information.  The more FOAP elements that are entered, the more specific the query will be.

    • How do I track the approvals of a budget transfer?

      By using either FOAAINP and FOIAPPH.  In Banner, go to FOAAINP, then enter the budget journal number in the Document.  Next, in the tool bar click 'Next Block.'  The form reports the approval queues (departments) in alphabetical order, not in the order of required approval.  The requesting department’s approvals will be required first and Accounting’s approval last.  In Banner, go to FOIAPPH, then enter the specific budget journal number in 'Document Code,' for example: J0012345.  Next, in the tool bar click on 'Execute Query.'  This form reports the approval history to date.

    • What is the status of my budget transfer?
      In Banner Web Self Service, go to myportal.mtsac.edu and from the Finance menu select View Document.  For 'Type,' select 'Journal Voucher' and then enter the 'document number,' JXXXXXXX.  Next, select 'Approval History' to view where the budget transfer is in the approval queues.  If the transfer has been approved by all approvers, it will say “There are no approvals required at this time.”  This means the transfer is now posted to Banner.  
    • How do I see my budget transfer in Banner once it has been posted?
      In Banner, go to FGIBDST and with the down arrow highlight the appropriate account.  Click on 'Options,' then 'Transaction Detail Information.'  Look for the document number to see the Budget (Appropriation) Transfer.
    • How do I view my budget transfer?
      In Banner Web Self Service, go to myportal.mtsac.edu. Then, from the Finance menu select 'View Document.'  For 'Type,' select 'Journal Voucher' and then enter the 'document number,' JXXXXXXX.  Next, select 'View Document' to view the transfer.
    • May budget transfers be requested any time?
      Budget transfers may be entered most of the year.  However, there are year-end or grant-end deadlines.  Refer to the Year-end Close Schedule emailed by Fiscal Services in the spring term for the specific deadline dates.  
    • What if an online budget transfer has been denied?

      Contact the Fiscal Specialist handling budget transfers by emailing the document number to budgetrevisions@mtsac.edu.  Denied online budget transfers cannot be retrieved in Banner Self Service.  Fiscal Services will delete any denied online budget transfers in Banner. 

      Note: Denied budget transfers documents will remain in “pending” status in Banner until deleted.  Banner will include pending transactions in the calculation of account balances.

    • For an online budget transfer, how do I change an account string if the transfer I submitted was incorrect?
      The online Banner Self Service Module does not allow users to retrieve Budget Transfers to make changes once the Budget Transfer has been submitted through the approval process.  Therefore, please send an email to budgetrevisions@mtsac.edu and the Fiscal Services' staff will delete the budget transfer.  Please re-enter a new budget transfer with the correct account string.

 

Position Control/Salary Related

 

Cashier's Office

    • What is the Cashier’s Office?

      The Cashier’s Office manages the collection of credit registration fees and other campus fees including parking permits, parking permit replacements, parking citation fees, enrollment verification fees, F-1 Student Application fees, field trips and production cards.  The office also processes refunds for credit classes, production cards, parking permits and Financial Aid disbursements (such as a grant, scholarship or a loan).  The Cashier’s Office is located on the lower level of building 4 and can be reached at
      (909) 274-4960.

    •  Fees
        • What are the fees charged each semester that I attend Mt. SAC?
          Each semester and intersession students are charged an Enrollment Fee (charged per unit) and a required Health Fee.  In the Fall and Spring semesters students are also charged an optional Student Activities Fee, a mandatory Student Transportation Fee and a Student Representation Fee.  Students that have not established residency in the state of California and international students will also be charged Non-Resident or International Tuition Fees.  For more information regarding fees, please refer to the Mt. SAC Schedule of Classes or visit the Cashier’s Office website.
        • How can I waive the Student Activities Fee?

          The Student Activities Fee is optional and is assessed in the Fall and Spring semesters.  To waive this fee the student must contact the Cashier’s Office at (909) 274-4960.  Refunds for the Student Activity Fee will only be approved for the first two weeks of the semester.  For more information or concerns regarding the Student Activities Fee, please contact the Student Life Office or Associated Students.

        • When are my registration fees due?

          Payment is due upon registration.  For each semester the college establishes a Drop-For-Nonpayment deadline and students who fail to pay for their classes by the established deadline MAY be dropped. Please reference your student Schedule/Receipt, the Mt. SAC Student Portal or the Mt. SAC Schedule of classes for the Drop-For-Nonpayment deadline for each semester.

        • How can I pay for my fees?

          Following online registration, fees can be paid online, by mail, by drop box or in person.

          Online Payments
          Log into the Student Portal, click on the Student Tab, select #25 “Pay Fees.”

           Mail Payments
          Mailed payments can be made with a check or money order payable to Mt. SAC.  Please include the student ID number on the check or money order (DO NOT MAIL CASH).

          Please mail payments to:
          Mt. San Antonio College, Cashier’s Office
          1100 N. Grand Ave.
          Walnut, CA 91789

          In-Person Payments
          Payments made in person are made in the Cashier’s Office during regular business hours and are accepted in the form of cash, credit cards, Rehab vouchers, personal checks, business checks or cashier’s checks. Please note: temporary checks are NOT accepted.

          Drop box Payments
          Drop box payments can be submitted through the Cashier’s Office drop box by check or money order made payable to Mt. SAC.  Please include the student ID number on the check or money order (DO NOT LEAVE CASH).  The drop box is located at the Cashier’s Office, building 4, lower level.

        • Can I make a partial payment or set-up a payment plan to pay my fees?
          Registration payments MUST be paid in full.  The college does NOT offer payment plans.  Partial payments are only accepted if your student account is on hold for “Past Due Fees.”
        • What happens if I do not pay my fees?

          For each semester, the college establishes a Drop-For-Nonpayment deadline and students who fail to pay for their classes by the established deadline may be dropped.  Fees accrued after the Drop-For-Nonpayment deadline or any unpaid fees after the first day of the semester will result in a financial hold placed on your student account.  Please reference your student schedule/receipt, the Mt. SAC Student Portal or the Mt. SAC Schedule of classes for the Drop-For-Nonpayment deadline for each semester.

        • My class requires that I purchase a material/production card, make a payment for a specialized test, make a payment for a field trip or make a payment of other miscellaneous material fees. Can I do this at the Cashier’s Office?

          Some material and production cards can be purchased and will be issued at the Cashier’s Office. Payments for other cards, specialized tests, field trips and other miscellaneous material fees can be made at the Cashier’s Office and a receipt of payment will be issued as proof of payment for the instructor/department.  If you are unsure if your class requires any of these additional fees, please contact your instructor or department.

        • Can I pay for my Verification Request, Duplicate Degree or F-1 Student Application at the Cashier’s Office?

          Verification request, Duplicate Degree and F-1 Student Application fees can be paid in person at the Cashier’s office with the appropriate corresponding documentation obtained from Admissions and Records.  After payment is received, students will be issued a receipt of payment as proof of payment to submit to the Admissions and Records Office for further processing.

    •  Holds
        • What does it mean if I have hold on my student account for “Past due Fees”?

          Mt. SAC will withhold grades, transcripts, degrees, registration privileges or any other combination thereof, from any student or former student who owes a debt to the college for “Past Due Fees” (e.g., unpaid registration fees, returned check fees, unpaid loans and/or financial aid overpayments).  Holds will be released when the student satisfactorily meets his/her financial obligation.  If left unpaid an outstanding financial obligation owed to the college may be sent to our collection agencies.  If a financial obligation is forwarded to the Chancellor’s Office Tax Offset Program a collection cost will be incurred and added to the original amount owed.

        • What if my hold is for a Returned Check?

          Returned checks must be paid in the form of cash, credit card, money order or cashier’s check. PERSONAL CHECKS ARE NOT ACCEPTED FOR A RETURN CHECK.  A returned check charge of $25 will be added to the amount of the check returned.  Any holds will be released when the student satisfactorily meets his/her financial obligation.

        • Why do I have a hold on my account for a class I dropped or never attended?

          It is the student’s responsibility to drop classes by the appropriate deadline as shown on the Student Schedule/Receipt- #11 under the student tab on the Student Portal.  Students who remain enrolled in a class after the course refund deadline remain financially responsible for the payment of fees even if they drop the class or are dropped by their instructor(s).

        • Does the Cashier’s Office handle all Student Account holds?

          The Cashier’s Office only manages and releases Student Account holds for unpaid registration fees, unpaid field trips, unpaid material/production fees, returned check fees, unpaid loans and/or financial aid overpayments.  For holds placed by other college departments, please contact those departments directly.

    • Refunds
        • What is a refund?
          On occasion, Mt. SAC may have money for you and will issue it to you in the form of a refund.  Some of the reasons you might receive a refund include dropping or canceling a class or receipt of financial aid (such as a grant, scholarship or a loan).  In these cases, Mt. SAC delivers your refund with Bankmobile Disbursements, a technology solution, powered by BMTX, Inc.  Visit this link for more information:  https://bankmobiledisbursements.com/refundchoicessso/.
        • How do I get a refund for my dropped classes or other fees?

          Refunds are automatic.  In order to receive a refund, you MUST drop your class(es) by the refund deadline.  The refund deadline can be found on your Student Schedule/Receipt- #11 under the student tab on the Student Portal.  All refunds are issued through the refund preference you have selected with BankMobile Disbursements, a technology solution, powered by BMTX, Inc. The Cashier’s Office processes refunds the third week in the Fall and Spring semesters and the second week of the Summer and Winter intersessions. BMTX, Inc. will then release funds to your refund preference in approximately 7-10 business days.  For more information about BankMobile Disbursements or setting up your refund preference, please see our FAQs regarding BankMobile Disbursements.

        • How do I get a refund if my class was cancelled?

          Occasionally the college will cancel a class and in this instance, you will be automatically issued a refund, regardless of when the class is cancelled or the established refund deadlines.  All refunds are issued through the refund preference you have selected with BankMobile Disbursements, a technology solution, powered by BMTX, Inc. The Cashier’s Office processes refunds the third week in the Fall and Spring semesters and the second week of the Summer and Winter intersessions.  BMTX, Inc.,  will then release funds to your refund preference in approximately 7-10 business days.  For more information about BankMobile Disbursements or setting up your refund preference, please see our FAQs regarding BankMobile Disbursements.

        • What does it mean if my student account shows a negative balance ( - )?
          Anytime a negative balance ( - ) appears on your student account, this indicates that you are owed money and the college will issue it to you in the form of a refund.  Some of the reasons you might receive a refund include dropping or canceling a class or receipt of financial aid (such as a grant, scholarship or a loan).  All refunds are issued through the refund preference you have selected with BankMobile Disbursements, a tecnology solution, powered by BMTX, Inc.  For more information about BankMobile Disbursements or setting up your refund preference, please see our FAQs regarding BankMobile Disbursements.
        •  What if I paid for my fees and then was awarded the CCPG (formerly BOGW)?
           If you are awarded the California College Promise Grant (CCPG) and have already paid, you will be automatically reimbursed for covered fees in the form of a refund.  All refunds are issued through the refund preference you have selected with BankMobile Disbursements, a technology solution, powered by BMTX, Inc.  The Cashier’s Office will process a refund and BMTX, Inc., will then release funds to your refund preference in approximately 7-10 business days.  For more information about BankMobile Disbursements or setting up your refund preference, please see our FAQs regarding BankMobile Disbursements.
        •  Can I get a refund for a material/production card, specialized test, field trip or other miscellaneous fees that I no longer need?
          Certain unused and unmarked material/production cards can be refunded IF the card is returned to the Cashier’s Office within the first two weeks of the Fall and Spring semesters and the first week of the Summer and Winter intersessions.  Refunds for other cards, specialized tests, field trips and other miscellaneous material fees will be issued ONLY with the approval of the instructor or the department. In these cases, the instructor or department MUST contact the Cashier’s Office directly via email or telephone.  For more information how your instructor or department can contact us regarding your refund, please call (909) 274-4960.  All refunds are issued through the refund preference you have selected with BankMobile Disbursements, a technology solution, powered by BMTX, Inc.
    • BankMobile Disbursements
    • Parking Permits
    • Parking Citations 

 

Conference & Travel

    • How do I book airfare?
      Mt. SAC employees may call DGS’s CI AZUMANO at (877) 454-8785 or email caltravel@ciazumano.com to book airfare.  Employees are to identify themselves as Mt. San Antonio College employees and provide the mandatory Mt. SAC Travel Encumbrance Number ("T"or CR number") to the agent.  No payment information will need to be provided to the agent.  Mt. SAC is not participating in DGS’s online services.

      Discounted lodging and transportation may also be booked through DGS by phone, again by providing the employee identification and mandatory Mt. SAC Travel Encumbrance Number ( "T" Or CR number).
    • Who needs to sign my Conference and Travel form?
      The requester will submit the travel request to their immediate manager for approval and then additional approving managers, as needed.  There are times when you will need other Budget Manager’s approvals for funds such as POD, Perkins, and Associated Students.  Vice President approval will be needed for conference and travel funded with management funds, out-of-state travel, use of STARS of Excellence funding, and for pre-payment of hotel accommodations.  Board approval is needed if student conference and travel is out of the country.  Any requests that are received without the proper approvals will be sent back to the requestor.
    • How do I calculate my mileage?

      Refer first to AP 7400 on Mt. SAC’s website under APs and BPs.  Mileage is reimbursed at the IRS mileage reimbursement rate, according to travel date/s.  If an employee uses their personal vehicle for business travel, they may request mileage reimbursement for the mileage traveled above their normal daily commute (roundtrip to/from primary work location, regardless of type of transportation used). To obtain a mileage reimbursement, a Conference and Travel form must be completed, stating the destination and actual mileage traveled. Mileage reimbursement may never exceed the cost of available alternate transportation.  For instance, the reimbursement for mileage may not exceed the lowest train or airfare available. In cases where the employee elects to drive rather than travel by plane or train, the lower of the available alternatives will be reimbursed to the employee. Employees may not request reimbursement for gas in personal vehicles as the mileage rate includes compensation for gas and vehicle depreciation.

      Examples:

      Joe generally drives 11 miles to and from his usual work site at Mt. SAC for a normal round trip commute of 22 miles. However, today Joe needs to drive from his home to downtown Los Angeles for a conference.  As a result, today Joe has driven a total of 53 miles from his home to his conference and then back home.  Joe may request a reimbursement for 31 miles. This represents the number of miles that he drove in excess of his usual round trip commute: (53 - 22 = 31 miles).

      Jane usually drives 14 miles round trip to her work site at Mt. SAC. Her normal work schedule is Monday through Friday. On Sunday evening she drives 27 miles to Ontario International Airport to catch her flight to an out-of-state conference. Jane may request reimbursement for all 27 miles driven this day, since it is not a normal work day and she is not going to her normal work site. However, if this was a normal work day, she would have only been able to claim the difference from her actual miles driven and her normal commute: (27-14 = 13 miles).

    • If I am taking students and faculty members to a conference, what information will I need?

      A roster is required for all Conference and Travel requests that involve students.  Each student and faculty member must be listed, along with their A#.  In order to have any pre-payments and/or reimbursements paid, a roster is mandatory.

    • How do I have my registration pre-paid?
      Along with the completed Conference and Travel Request/Expense Claim Form, including required signatures, please attach a Payment Reimbursement Request Form and an invoice and/or registration confirmation, the account number, and any special mailing instructions.  You may also use your purchasing card (P-Card) to make payments for some travel expenses.  Refer to User Guide: Procurement Card for a complete list of uses and restrictions.  The above mentioned form can be found under "Budget and Accounting" and "Purchasing" forms using the links provided.
    • If one person pays the bill for dinner, how is the reimbursement requested?
      If one person pays for a meal attended by multiple employees while at a conference, the employee who paid for the bill will request the reimbursement from their open T#.  Note the employee names on the original receipt.  If possible, have the restaurant split the bills for each employee prior to paying (separate receipts).
    • What do I do once I return from my trip and how do I get reimbursed?
      Complete Part B, including required signatures/approvals.  Submit original, itemized receipts secured to an 8 ½ x 11 piece of paper to ensure they do not become detached or lost.  List all meals by day on the front section of the form.  Reimbursement claims must be submitted to the employee’s immediate manager within 30 calendar days of incurring the expenses.  Please see the back side of Conference and Travel Claim Form for additional directions and requirements, as well as AP7400 Conference and Travel located on the Mt. SAC website under APs and BPs.
    • What happens if I do not have an itemized receipt?
      If an itemized receipt is misplaced, you will need to complete a Missing Itemized Receipt Affidavit and forward for manager approval.  If you chose to not do so, you will only be reimbursed for up to the $30/day per diem for your meals.  The above mentioned form can be found under "Budget and Accounting" forms using the link provided.
    • How do I get a T number?
      You must complete the top portion and Part A of the Conference and Travel form, identify the account number, provide the estimated amounts, and secure the proper signatures.  Submit the completed Conference and Travel form to Fiscal Services.  Once the form has been reviewed and approved, a T# will be issued.  The above mentioned form can be found under "Budget and Accounting" forms using the link provided.
    • How long will it take to issue payment for my request?

      Once received by Fiscal Services, and if all paperwork is properly completed, allow five (5) working days to process a pre-payment for mailing.

    • How far in advance should I submit my Conference and Travel form?

      If you are submitting your Conference and Travel form directly to Fiscal Services, please allow five (5) working days to process your request.  If the conference or travel requires Vice President approval, please allow ten (10) working days.  And, if you are using Professional Development (POD) funds, please allow four (4) weeks.  Board approval is required for student conference and travel out of the country.  Board of Trustees meeting dates may be found on the Mt. SAC website under Board of Trustees .

    •   Where do I get the travel and conference form?
      The Conference and Travel Request/Expense Claim Form is located on the Mt. SAC website under Administrative Forms and is also available on the Fiscal Services website under Forms and Reference Documents - "Budget and Accounting" forms.
    •   Can I receive an advance for meal stipends?
       Yes, if the travel includes a student group.  This request follows the same guidelines as it would for any other pre-payment. In order to receive an advanced meal stipend for the student group you are traveling with, you will be required to complete a Payment/Reimbursement Request Form with required signatures and a class roster, including the students/staff names and A#’s.  On the form you will request the amount you need per day and the number of attendees, as well as special handling requests.  Examples of special handling requests include a check pick-up or direct deposit request.  The above mentioned form can be found under "Budget and Accounting" forms using the link provided.  You will also be required to submit original receipts for all expenses and return any unused funds to the College.
    •  What can be categorized as “other” expenses on the Conference and Travel form?
      “Other” expenses are expenses that do not have a designated area.  Some examples of “Other” expenses are gas for your rental car, internet service required for business purposes at your hotel, and baggage expenses incurred. 
    • If the registration fee includes breakfast, lunch, and/or dinner, will I be reimbursed if I choose to go somewhere else for the meal?
      You may not claim per diem for meals already included as part of the conference fee.  Reasonable exceptions for special circumstances (e.g., dietary restrictions, etc.) must receive prior approval from your immediate manager.
    • Can I use my P-Card to pay for personal meal expenses?
      No.  P-Cards cannot be used for personal meal expenses incurred during extended and single day approved employee travel.
    • Are there caps on the nightly lodging rate for travel?
      The nightly lodging rate shall be capped at the documented conference rate.  If no conference rate exists, the lodging rate will be capped at $250 (before taxes and other allowable hotel fees).  A justification and approval of the appropriate Vice President or President/CEO is required to exceed the allowable caps.
    •  Where can I check the balance of my T#?
       In Banner go to form FGIENCD.  Once in FGIENCD, enter your T# in the encumbrance field and select Next Block from the tool bar.  Your original encumbrance amount will be displayed.  In the bottom portion of the screen, all of the activity related to this T# will be displayed.  To find your balance you will take the original encumbrance and subtract all the expenses to date.
    •  What if I do not have any additional expenses for my Conference and Travel?
       Please return the signed Conference and Travel form to Fiscal Services, indicating there will be no further claims.  Once Fiscal Services has received the final form, we will finalize your T# and release the remaining encumbered funds.  The above mentioned form can be found under "Budget and Accounting" forms using the link provided.
    • Is there a form for missing original itemized receipts?
      Yes, refer to the Missing Itemized Receipt Affidavit form, which can be found under "Budget and Accounting."
    • If the conference is longer than 5 days, how do I log all of my expenditures?
      If the conference is longer than 5 days, you may add the additional expenditures on another Conference and Travel form and staple the additional page to your original Conference and Travel form.
    • If the registration fee includes breakfast, lunch, and/or dinner, will I be reimbursed if I choose to go somewhere else for the meal?
      Since the College paid for the meal at the conference additional meal reimbursement will not be allowed or reimbursed.
    • What is an encumbrance?
      An encumbrance is an amount of money that is set aside for a specific purpose to be used at a later date.  When Fiscal Services issues a T#, the amount of money being requested is encumbered for your upcoming conference and travel expenses.
    • What is an A# and where can I find mine?
      An A# is your employee number.  There are several places you may locate your A#.  Your A# may be found on the top of your pay stub under employee number or in Banner when you access FTMVEND.  In your portal, click on 'Employees' and then on 'Employee Services.'  Your A# will be displayed in the top right of the screen.  In Banner, select FTMVEND and then the vendor drop down arrow. Next, on the tool bar, select 'QUERY and ENTER.'  Enter your last name and first name in the query fields.  Then, in the tool bar, select 'QUERY and EXECUTE' or click F8.  Once identified, your A# will populate in the ID column.
    • What is a P-Card?

      A purchasing card or P-Card is a form of company credit card that allows goods and/or services, depending on the type of card, to be paid for without using the traditional purchasing process.  For more information on P-Cards, refer to Procurement Card User Guide found under Purchasing Forms on both the Fiscal Services website and the Mt. SAC website under Administrative Forms.

 

Financial Aid/Scholarships

 

Payroll

    • When do I get paid?
      Pay dates vary by employee type.  Full-time faculty, management, classified, and confidential employees are paid on the last working day of the month.  Adjunct faculty are paid on the 10th of the month.  Hourly employees and fee-based instructors are paid on the 15th of each month.  If a pay date falls on the weekend or holiday, the pay date will change to the preceding working day.
    • Can I pick up my pay check?
      No.  Paper pay checks are mailed one day before the pay date. To avoid delays in receiving your pay check through the Postal Service, it is highly recommended that you sign up for direct deposit.  To sign up for direct deposit, complete the Direct Deposit Authorization Form, found under "Payroll" forms, and submit it to the Payroll Department.  See question below on how to elect for direct deposit for complete instructions.
    • I have not received my pay check in the mail? What should I do?

      Sufficient time must be allowed for the post office to deliver your pay check.  Pay checks are taken to the Post Office the day prior to the issue date.  If five postal days have passed and you still have not received your pay check, please visit the Payroll Department (Administration Building 4, Room 1370, 1st Floor) to complete an Affidavit and Request for Replacement Warrant form.  This will enable the Payroll Department to place a stop payment on the missing check and issue a replacement check. 

      Note:  In order for a replacement check to be issued that same business day after 3:00pm, the Affidavit and Request for Replacement Warrant must be received by 10:00am.  For an Affidavit and Request for Replacement Warrant received after 10:00am, a replacement check will not be ready until after 3:00pm the following business day.

    • Can I elect to receive my pay through direct deposit?

      YES! All Mt. SAC employees are eligible for direct deposit and it is the preferred method of payment.  To sign up for direct deposit, complete the Direct Deposit Authorization Form, found under "Payroll" forms, and submit it to the Payroll Department.  There are three options for providing your account information:

      1) Attach a voided check to the Direct Deposit Authorization Form.  NOTE: The check must have your name on it.

      2) Print out your account information from your bank’s website.  NOTE: The printout must show your Name, Routing Number and Account Number to be sufficient.

      3) Take the Direct Deposit Authorization Form to your local branch and have the bank teller complete and sign the bottom section of the form.

    • How can I get copies of my pay stubs?
      Pay stubs can retrieved through the Mt. SAC Portal. Once logged in select the "Employees" tab at the top of the page and then select 'Pay Information' from the menu on the right side of the page under "Employee Self Service."
    • How do I change my mailing address?
      Employees can change their mailing and legal addresses in the Office of Human Resources (Administration Building 4, Room 1460 (1st Floor).  Mailing addresses can also be changed through the Mt. SAC Portal.  Once logged in select the "Employees" tab at the top of the page and then select 'Employee Services' from the menu on the right side of the page under "Employee Self Service."  Address and other contact information can be updated under the 'Personal Information' tab.
    • How do I change my federal and/or state income tax withholding information?
      To change your federal income tax withholding, please complete a new federal Form W-4, found under "Payroll" forms.  Submit the completed form to the Payroll Department (Administration Building 4, Room 1370, 1st Floor).  If you would like this change to also take effect for your California state income tax, no other form is necessary.  The federal Form W-4 will update both your federal and state withholdings as specified.  However, if you do not want your state income tax withholding to be changed or you wish to claim a different withholding than your new federal Form W-4, a state Form DE-4 must be completed and submitted with your federal Form W-4. 
    • I received a copy of a wage garnishment from Mt. SAC in the mail. When will the garnishment take effect and how much will it be?
       Wage orders (garnishments) are usually implemented on the first payroll period that falls within 15 calendar days from the date the garnishment notification is received by the Payroll Department. Copies of the wage order and accompanying instructions from the agency are sent to an employee’s mailing address as soon as they have been received by the Payroll Department.  The College must enforce all wage orders received.  Questions pertaining to terminating a garnishment need to be addressed with the agency levying the wage order.  If you have questions that pertain to the amount that will be deducted for a particular garnishment or when it will take effect, please contact the Payroll Department.
    • I see a deduction for “MtL SSAP” on my pay stub? What is that?
      This deduction is for the College’s Social Security Alternative Plan (SSAP) administered through Metropolitan Life Insurance Company (MetLife).  Public agencies like Mt. SAC are not required to participate in Social Security, however, they must have an alternative retirement plan in its place.  The MetLife SSAP is a 457(b) retirement plan.  The College contributes 3% of an employee’s gross wages to the MetLife plan while an employee contributes 4.5%.  The plan has a guaranteed annual percentage interest rate of 3%.  Funds from the plan can only be withdrawn when an employee separates from employment with the College.  Additionally, an employee can withdraw the funds if there has been 24 months of inactivity (no contributions) and the account balance is less than $5,000.  Hardship withdrawals are not permitted.  To withdraw funds from this account, complete and submit the MetLife 457(b) Withdrawal Request Form, found under "Payroll" forms, to the Payroll Department (Administration Building 4, Room 1370, 1st Floor).  Payroll will review the form, sign off as the Plan Administrator and forward the form to MetLife for processing.  The typical processing time with MetLife is approximately two weeks.  To contact MetLife, call (800) 560-5001.  

 

Purchasing 

FAQs are on Purchasing Website 

Student Clubs

    • How do I set up a new student club account?
      In order to set up an account with Fiscal Services, complete the Request to Establish Student Club Account form, listed under "Student Club Forms and Procedures."  New accounts require the approval of the Director of Student Life and Associate Vice President, Administrative Services.  It is the club’s responsibility to obtain approvals and return the form to Fiscal Services.  The club advisor will be notified once the account is set up.
    • Who is authorized to sign student club expenditure reimbursements?

      Club advisors must approve all expenditures/reimbursements for student club members.  Club advisor reimbursements must be approved by a second club advisor or the Director of Student Life.

    • Where do student club members pay membership dues?

      Membership dues must be paid by club members at the Fiscal Services window located in building 4, room 1375.  Club advisors or officers should not collect dues.  Clubs set up the payment of dues through the Mt. SAC Box Office.  Payments may be made in person at the Box Office or online.

    • How much are the student club membership dues?
      Each student club establishes the amount of membership dues.  Check with your club advisor.
    • How can I withdraw funds from my student club account to make purchases?
      You may not withdraw funds from a student club account.  However, your club advisor may request a cash advance up to $200 to purchase supplies or food.  Services may not be purchased with the cash advance.  To request a cash advance, complete Section I of the Request for Cash Advance form and submit to Fiscal Services.  Note, only club advisors may request and pick up cash.  Form can be found under "Student Club Forms and Procedures," using the above link.
    • Where do student clubs deposit funds from fundraisers?
      All deposits are made at the Fiscal Services window located in building 4, room 1375.
    • What do I need to make a deposit?
      To deposit cash/checks into a student account, complete the Fiscal Services Deposit Slip and bring the completed form to the Fiscal Services window located in building 4, room 1375.  Funds from a fundraising event must also include a copy of the approved Fundraiser Proposal Request form.  Both forms can be found under "Student Club Forms and Procedures."
    • How do student club members get reimbursed for expenses?
      To obtain a reimbursement for goods and/or services, complete the Payment/Reimbursement Request form and submit to Fiscal Services.  Include an original itemized invoice or receipt.  Expense reimbursements under $200 to students will be in the form of cash.  For expense reimbursements exceeding $200, Fiscal Services will issue and mail a check to the student’s current address on file.  Reimbursements to club advisors will be processed as a direct deposit.  Prior to purchasing goods and/or services, obtain approval from the club advisor.  All expenses should be approved in advance.
    • What is considered a reimbursable expense?

      All expenditures must be in compliance with Federal and State laws and College Board of Trustees policy.  Expenditures must benefit a group of students rather than individuals.  Prohibited expenditures will not be reimbursed.  The following are examples of prohibited expenditures:  donations to non-profit organizations, donations to families or students in need of assistance, cash awards, and gifts of any kind, equipment, payroll expenses, scholarships and alcohol.  See Fiscal Services Student Club Guidelines, listed under "Student Club Forms and Procedures."

    • Where may I find Student Club forms?

      Student club forms and procedures may be found at https://www.mtsac.edu/fiscal/fiscal_service_forms.html.

    • Can student club funds be used for travel and conference?
      Travel and conference expenditures are allowed and must abide by District rules.  For student travel, refer to AP 4350 as it may need Board of Trustees or Vice President approval.  For travel, complete the Conference and Travel Request/Expense Claim form.  Travel requests must be approved by the club advisor prior to booking.  The club advisor approves (signs) in the Manager’s Approval section.  Mileage will only be reimbursed to staff (club advisors).  For mileage reimbursement club advisors must complete a Mileage Record/Claim form.  Send completed conference/travel and mileage requests to Fiscal Services, Accounts Payable.  Both forms can be found under "Student Club Forms and Procedures."
    • Can student club funds be used to award scholarships?
      Scholarships paid from student club fundraisers are not allowable because they do not benefit a group of students.  However, a student club may hold a fundraiser specifically to raise scholarship funds upon Board of Trustees approval.  Scholarship expenditures should be approved by a student representative and club advisor and must be noted in the meeting minutes.  All scholarship requests must be coordinated with Mt. SAC Foundation office to ensure compliance and coordinate the disbursement of the scholarship with the Financial Aid office.  The disbursement (payment transfer of the funds from Fiscal Services to the Foundation) may be completed by submitting an approved Payment/Reimbursement Request form to Fiscal Services with a copy of the Board of Trustees agenda and meeting minutes attached.

 

Foundation (Fund 83)

    • How do I set up a Foundation account?
      In order to set up a Foundation account for the purpose of fundraising for a college program, you must complete the Mt. San Antonio College Foundation Special Project Agreement Form. Contact the Foundation Office at (909) 274-4215. Submit the completed form to the Foundation office.  The Foundation office will forward a copy of the approved form to Fiscal Services and an account will be set up.
    • May I enter a requisition in Banner using a Foundation account?
      Yes, you may enter a requisition in Banner.  Select a Foundation vendor, which are vendor numbers starting with the letter F.
    • Are there expenditure restrictions using fundraising funds?
      Yes.  Equipment/fixed asset purchases and payroll expenditures are not allowed.
    • Where may I deposit funds from fundraisers?
      All deposits are made at the Fiscal Services window located in building 4, room 1375 between the hours of 9:00am to 3:00pm.  Mt. San Antonio College Fiscal Services is the Foundation’s Fiscal agent and all financial transactions are processed through the College’s Banner Finance module. 
    • Who approves fundraisers?
      All fundraisers must be approved by a department Manager, Vice President, and the Foundation’s Executive Director.  Approvals are obtained by completing the Mt. San Antonio College Foundation Fundraiser Proposal Request Form. Contact the Foundation Office at (909) 274-4215.
    • Why does my 'available balance' show as a negative in Banner?
      The available balance shows a negative balance because Foundation fundraising account budgets are not set up in Banner.  The account balance is the Net Total of your YTD Activity.

 

Have a suggestion?

If you would like to add a question to our list, please send an e-mail to Sierra Jenkins-Walker at sjenkinswalker@mtsac.edu.  Please include your name, phone extension, department, and question.