The Administrative Services Division is dedicated to the demonstration of “community-based” support services. 

Our mission = Service. 

Service:  To provide the finest quality support services by Administrative Services Departments (Business Services,  Contract Services, Facilities, Fiscal Services, Information Services and Payroll).

Below is a list of “Frequently Asked Questions” that is developed to be of assistance to the staff and faculty of Palomar College.

Should a question arise that is not listed, please contact  the division office on extension 2109. 

To quickly move to a specific department or subject please click the link(s) to the right:

 How do I get information on the web about Business & Contract Services?

The web page for the Palomar Business Services Department is:  http://www.palomar.edu/businessservices/default.htm.

How do I order office supplies from Office Depot?

There are two ways to place orders with Office Depot. If you do not have a Cal Card, you will have to fill out a Purchasing Requisition. If you do have a Cal Card, you need to email the Business & Contract Services Staff Assistant at ext. 2122 with your request. You will need to include your extension, the last 4 digits of your Cal Card, and the expiration date of your card. You will be set up at the Office Depot secure website with a logon, password, and an online training document.

What is a Cal Card and how do I obtain one?

The CAL-Card program is designed to allow District employees to purchase supplies/materials and equipment, valued under one thousand dollars ($1,000), through the use of a Visa® credit card. Its purpose is to provide an alternative cost effective way to obtain low-value goods that would otherwise be purchased using purchase orders. The CAL-Card is issued for government entity use only and contains limitations and special features including: single purchase transaction limits, cycle limits, authorized merchant categories, and approval procedures.

The CAL-Card is issued only to an employee who is a full-time permanent District employee having a business need for such. When determining and justifying who has significant business/operations need for the CAL-Card, Approving Officials should consider the following criteria:

• The ability to satisfy the purchasing needs of several employees within the same department
• The projected dollar volume of CAL-Card purchases
• The projected frequency of CAL-Card usage
• Issuance of the Cal-Card should be needs based and not be solely for the convenience of the employee
• Number of existing cards in the department/area

The CAL-Card must only be used by the Cardholder whose name appears on the card. Cardholders are delegated limited purchasing authority on behalf of the District. With this limited delegation of authority, the Cardholder is fully responsible for the goods purchased, following District purchasing guidelines, and ensuring that sufficient funding is available to pay for purchases at all time. District purchasing guidelines can be found at the following website: http://www.palomar.edu/fiscal_services/pdfs/PurchasingServicesManual_30209.pdf.

For information on applying for the CAL-Card, click here.  Apply for a CAL-Card

How do I obtain certificates of insurance from outside agencies or companies?

The Business & Contract Services Department is responsible for preparing proper insurance solicitations for the District’s liability coverage.  All District-wide insurance policies are administered through the office of the Director of Business Services.

Contractors doing work on campus or education centers must be required to file the following proofs of insurance with the District prior to receiving authorization to proceed on a contract:

a.  Certificate of Insurance confirming $1,000,000 combined single limit general liability coverage and automobile liability coverage, both naming the Palomar Community College District as an additional insured, and copies of the endorsements to the policies naming the Palomar Community College District as an additional insured.

b.  Proof of workers’ compensation coverage.

Should any of the above-described policies be cancelled prior to their expiration dates, the issuing company shall mail 30 days written notice of cancellation to the District.  The contractor shall maintain current insurance documents, for all of the above coverages, on file at the District during the term of any contract with the District.

How do I obtain a District certificate of insurance required by an external business or organization?

Use of facilities or other agreements often call for the District to submit proof of insurance. Please the Contact Business & Contract Services Staff Assistant at ext. 2122 with your request for a certificate of insurance.

What business opportunities are available with the College?

Vendors can review how to do business with the District http://www.palomar.edu/businessservices/Documents/Doing%20Business%20with%20Palomar.pdf and see current opportunities at http://www.palomar.edu/businessservices/BusinessOpportunities.html.

Business & Contract Services provides contract services to the executive administration, faculty, and staff. All construction contracts for public works projects by the District are let through the Office, and contracts and Board resolutions on a wide variety of topics are prepared.  Please see http://www.palomar.edu/businessservices/ContractsHome.htm for additional information.

How do I have a contract/agreement prepared, reviewed, and/or submitted for Board authorizations?

Who is authorized to sign contracts/agreements?

Food Services can be accessed at http://www.palomardining.com/.  The Bookstore can be accessed through    http://www.bkstr.com/webapp/wcs/stores/servlet/StoreCatalogDisplay?storeId=10216&langId=-1&catalogId=10001.  Contract management matters should be addressed to the Director Business & Contract Services at ext. 2125.

Please go to: http://www.palomar.edu/mailroom/.htm.

You must first fill out a surplus request form, accessed through the Facilities Department web page.  The completed form (with all necessary signatures) should then be forwarded to the Facilities Department.  They will notify Warehouse Services when the surplus is ready for pick-up.  Note: the I.S. department must be contacted for computer related items.  I.S. will fill out the surplus form.  Furniture, chairs, etc., with no property tag will be picked up by Warehouse Services as soon as possible.

Access the Facilities Forms webpage: http://www.palomar.edu/facilities/index.html and select the Capital Outlay & Facilities Request Form.

For more information regarding the Capital Outlay Process, access the Facilities Planning Manual through the California Community Colleges Chancellor’s Office webpage as follows:  http://www.cccco.edu/divisions/fiscal/references/fac_pln_mnl_links/Chapt_01.PDF.

 

Routine questions regarding this process should be telephoned into Kelley Hudson-MacIsaac, at extension 2772 or sent via email to: kmacisaac@palomar.edu.

Access the California Community Colleges Chancellor’s Office webpage as follows: http://www.cccco.edu/divisions/fiscal/facilities/references/ref_file_links/Space_Inventory_Handbook.doc. 

The physical space inventory database provides the statistical basis for many internal, state and federal reports regarding campus buildings, their usage and occupants.

Routine questions regarding this process should be telephoned into Kelley Hudson-MacIsaac, at extension 2772 or sent via email to: kmacisaac@palomar.edu.

How do I obtain travel approval?

Complete a Request for Travel Approval/Claim for Travel Expense form (top and left side), obtain approving signature(s) and send to Fiscal Services.  You may obtain the forms and additional travel information by going to: http://www.palomar.edu/fiscal_services/Travel/Traveldefault.htm.

How am I reimbursed for travel?

Fill out the same Request for Travel Approval/Claim for Travel Expense form requesting reimbursement by completing the right side of the form, attaching receipts and obtaining authorized signature. To obtain forms and instructions go to: http://www.palomar.edu/fiscal_services/Travel/Traveldefault.htm.

How am I reimbursed for business mileage?

For employees who travel frequently and routinely fill out a Business Mileage Claim form.  To use the business mileage claim form employees must also complete a Blanket County Travel Approval form for the entire fiscal year.  To obtain forms and instructions go to: http://www.palomar.edu/fiscal_services/Travel/Traveldefault.htm.

How do I make arrangements and pay for airfare?

Airfare can be obtained by one of a few methods.  You may obtain the procedures by going to:  http://www.palomar.edu/fiscal_services/Travel/Traveldefault.htm.

How long does it take for a reimbursement check to be issued?

Advance travel registration and lodging payment requests, reimbursement claims and business mileage claims must be received in Fiscal Services on Tuesday by noon, in order to make the weekly check run on Thursdays.  Employee checks are disbursed on Friday’s and sent through campus mail.  Checks issued to hotel and registration vendors are mailed directly to the vendors.

Who do I call if I have a computer or printer problem?