2013-14 Unit Plan
Business Services

Mission Statement

The mission of the Business Office is to provide services that:  enable faculty and staff to manage resources effectively; facilitate the process by which students achieve their educational goals; and ensure financial stability for the District through sound fiscal operations.  The Business Office is committed to supporting the campus with:  ongoing communication and training; effective and efficient systems and procedures; and strategies for generating revenue and saving costs.  The Business Office strives to achieve high standards of service and to meet the growing needs of the District and community.

Program Description

The Business Office is located on the third floor of the Student and Administrative Services building on the main campus.  The department consists of thirteen individuals representing 12.5 full-time equivalent employees.  Student employees are also employed by the department.  The department consists of the following positions:
•	Director of Business Services 1.0 FTE
•	Payroll Technician 2.0 FTE
•	Payroll Specialist 1.0 FTE
•	Account Clerk Senior 6.5 FTE
•	Accountant 2.0 FTE

The Business Office is responsible for administrative and business operations such as accounting (including auxiliary and foundation), budget development, planning and monitoring, cashiering, accounts receivable, grant reporting/monitoring, purchasing and accounts payable, financial aid disbursements, and payroll.  The goal of the department is to provide a firm foundation of administrative excellence to the college faculty, staff, and students.

The Business Office ensures that the student-learning mission of the District is achieved by providing services that support effective and efficient implementation of the institution’s core foundational processes.

Future Development Strategy

Strategy 1

The Business Office will help the institution achieve its strategic initiatives by being responsive to unit-level financial research needs and provide fiscal leadership that reflects and supports the District’s strategic initiatives.  The Business Office will work toward implementing/achieving the following goals:

  • Enhancing an innovative, responsive, and accountable culture

  • Supporting Rationale

    Supporting Rationale Alignment

    Required Resources

    Current Revenue Stream

    Augmentation Requests

    Original Priority Funded Program, Unit, Area Resource Type Description Account Number Object Code One-Time Augment Ongoing Augment Supporting Rationale
    1 Yes Business Services Personnel .5 FTE Account Clerk Senior 52120 $0.00 $29,128.00 The Business Office has the need for an additional half-time (.5 FTE) Account Clerk Senior position. This position would support the restricted categorical funds and Associated Student accounting. In fiscal year 1992-93, this office monitored approximately $6.6 million of restricted categorical funds across 32 grants and programs. In fiscal year 1997-98, this office monitored approximately $15 million of restricted categorical funds across 73 grants and programs. In the current year, this amount has grown to approximately $32 million of restricted categorical funds across 151 grants and programs. Every grant has different rules it must follow and different reporting and claiming requirements. It is very labor intensive to establish new accounts, establish and revise budgets, monitor the progress of expenditures, prepare claims and invoices, monitor the receipt of funds, and meet with the various program managers on a regular basis. Many grants require monthly and quarterly reports be filed with the funding agencies as well as detailed claims and invoices with backup documentation.
    2 Yes Business Services Personnel Reorganization of payroll department 52120 $0.00 $0.00 The Business Services Department seeks to implement procedures for budget and payroll to automate services to the campus. Planned changes to the payroll system require a reorganization of that department. Includes reclass for a supervisor ($4200) and an hourly account ($12033) to deal with overtime associated with the implementation of the automated services.
    3 Yes Business Services Operating Expenses Audit Services 55730 $0.00 $1,200.00 Fixed increase to professional service agreement ($1200) to reach current year contract amount. 13-14 is the final year of a three-year extension.
    4 Yes Business Services Equipment Desktop computers 56411 $4,000.00 $0.00 Purchase of office computers to avoid outdated equipment.
    Total(s) $4,000.00 $30,328.00