Business Services

FY2024-2025 YEAR-END CLOSING DEADLINES

These deadlines will be strictly enforced. Any requests submitted after these dates will be subject to approval by the Vice President of Administrative Services. Dates are as of the Close of Business

Monday April 7th, 2025

Requisitions for General Fund (1110): Supplies, equipment and services in PeopleSoft.
PLEASE NOTE: If your purchase requires a budget transfer, send that form ASAP to Business Services so your transfer may be processed before the deadline.

Monday May 5th, 2025

Restricted Funds Requisitions (1200-7999)
Change Orders (Any changes to an existing Purchase Order)
Budget Managers: All budget allocations for restricted, new funding and funds that roll over to 2025-2026 (If you have questions, please contact Roxann Solis)

Wednesday May 7th, 2025

CONTRACT PAS grant-funded changes

Friday May 9th, 2025

HOURLY PAS grant-funded changes

Monday May 19th, 2025

Revolving Cash Fund (RCF) reimbursements

Monday May 26th, 2025

New Hire/Rehire Packets for a start date of July 1st

Friday May 30th, 2025

Printing and Postage: Requests submitted to the Mail/Duplicating Department. Please budget check prior to submission to ensure funds are available. Any requests sent after this date will be charged to the new fiscal year.
Restricted Budget Transfers FY24-25
Travel Authorizations

Friday June 9th, 2025

Payment Requests;  Travel Expense Reports (including mileage reimbursements);  Cal-Card Payment Requests;  Change Orders;  All invoices for blanket orders must be submitted by this date;  All orders must be received by this date

Monday July 7th, 2025

FINAL Invoices for ALL Purchase Orders:
“Please send all suppliers’ invoices to APinvoice@sdccd.edu. Please attach one invoice per single e- mail.
The appropriate PO number must be listed in the invoice and it must be in pdf format.
The invoice will be routed to the appropriate AP staff. Therefore, it is not necessary to copy AP staff when sending the invoice to APinvoice@sdccd.edu to avoid duplication of work.”

On each invoice, obtain your manager’s signature and write “Ok to pay”. Also include the corresponding Purchase Order number (CIT000xxxx) on the invoice. [All Blanket Purchase Orders will automatically close Friday, June 9.]

Journal Entries for all funds FY 24-25
Budget Adjustments for FY25-26 Tentative Budgets
All grant closing information

Keep in mind:

• These deadlines mean all requisitions must be entered and valid in PeopleSoft. Your request must be complete when submitted; otherwise it will be pushed back to the originator.
• When entering requisitions, remember to leave enough budget to include tax. Tax will be added by the Purchasing Department when the PO is issued.
• For forms, templates and additional information, visit our webpage: Business Services Forms (sdcity.edu)

Frequently Asked Questions

Updated February 2025

How do I submit a purchase request for my department?
Purchase requests must be submitted via PeopleSoft and approved by the department head before routing to Business Services for final processing.

What is the process for requesting reimbursement for work-related travel?
Employees must complete a Travel Authorization Form before travel and submit receipts with a Travel Expense Report within 10 days after the last day of travel for reimbursement.

How can my department request funding for new initiatives or equipment?
Funding requests should be submitted during the annual budget development process, which is approved by the City Resources Council, depending on fund availability and campus priorities.

Where can I find information on my department’s budget?
Department budget reports are available through your PeopleSoft portal and/or your budget manager.

What is the process for paying vendors or contractors?
Registered vendors must submit invoices referencing a valid purchase order (PO). Payments are processed through Accounts Payable within the standard Net 30 payment terms.

Can faculty and staff request keys or access cards to campus buildings?
Access requests must be submitted through the Key Request Form, approved by the department Dean and VPA before submitting to Business Services.

How do I request the use of campus facilities for an event?
Event requests must be submitted through the Facilities Request form at least two weeks in advance and may require approval and fees for external organizations.

Who should I contact for emergency repairs outside of regular hours?
For urgent issues outside business hours, report via the LiveSafe app or contact Campus Police, who will coordinate with on-call Facilities staff.

Why does Accounts Payable require a W-9 from new vendors?
IRS Form W-9 Request for Taxpayer Identification Number is required for all new vendors for tax reporting purposes and to limit the liability of the District and the College in case of audit. When vendors sign the form they verify that all tax information provided is valid.

How do we set up a nonresident vendor?
Payments to non-residents (foreign persons) are unique to each situation; please contact Business Services for assistance. Ensure all proper documentation and approvals are complete before a promise to pay is issued.

How long does it take to process my expense report?
The Accounts Payable team will process checks seven (7) to ten (10) business days after expense reports are submitted.

How long does it take for vendors to receive payment?
Vendor payments are Net 30, which means payments are normally issued within 30 days of satisfactory receipt or invoice, whichever is later.

What is the current mileage reimbursement rate?
The federal mileage reimbursement rate beginning January 1, 2025, is $0.70 per mile