Vol. XXXVIII, No. 21, June 8, 2009

This Week at Valencia

Wednesday, June 10

College Operations Council, 9 a.m., West Campus, 6-202

DOT-Deans mtg., 9 a.m., East Campus, 4-133

College Curriculum Committee, 2 p.m., East Campus, 3-113

Alumni Achievers Reception, 5:30 p.m., West Campus, HSB-105

Thursday, Friday, Saturday & Sunday, June 11, 12, 13 & 14

And Baby Makes Seven, Black Box Theater, East Campus – 7:30 p.m. Thursday-Saturday and 2 p.m. Sunday

Bank Change for Valencia

Valencia has changed its banking partner from Bank of America to Fifth Third Bank. As of June 12, all checks issued from Payroll (green checks) will be issued from Fifth Third Bank. This is good news for employees. Fifth Third will cash college issued checks at all their branches with NO FEE TO YOU.

Important Fiscal Year-End Closing Guidelines and Timelines

As we approach the end of the 2008-09 fiscal year, the Financial Services department would like to assist you to best utilize your remaining budget funds.  Although financial processes cannot stop because of fiscal year end, the required cut-off dates are necessary to accurately record financial transactions in the proper fiscal year, in accordance with generally accepted accounting principles and audit guidelines. In order to have a smooth transition closing out fiscal year 2008-09, it is important that we strictly adhere to the following timeline.

Budget Amendments - After June 30, budget amendments for the 2008-09 fiscal year must be processed by submitting a completed budget amendment form and mailed to DTC-3 or e-mail Sherri Dixon or Vilma Miller-Flores for processing. You may begin entering budget amendments for fiscal year 2009-10 on Wednesday, July 1. Please address budget amendment questions to Pedro Rivera, ext. 3350, Sherri Dixon, ext. 3306, or Vilma Miller-Flores, ext. 3340.

Cash Receipts - All money received that should be credited to the 2008-09 fiscal year must be turned into any Business Office location by 7 p.m. on Tuesday, June 30.

Electronic Time Sheets - Web Time Entry time sheets for part-time hourly and student employees for hours worked the weeks of June 7 and June 14 must be submitted online by June 24 to pay on July 10. Web Time Entry sheets for the weeks of June 21 and June 28 must be submitted online by July 8 for the July 24 payroll. Any late, paper timesheets for any of these dates received after July 8 will be charged to the 2009-10 fiscal year budgets.

Petty Cash - The last day to request reimbursement from the Business Office is Tuesday, June 30. Please do not accumulate numerous petty cash receipts, since reimbursements are limited to $75. Petty cash processing for fiscal year 2009-10 will resume on Wednesday, July 1.

Procurement Cards - The procurement card transactions downloaded on July 8 (posted to PaymentNet between June 29th and July 3rd), and July 15 (posted to PaymentNet between July 6 and July 10), with a June transaction date, will be charged to your 2008-09 fiscal year budget. Procurement card transactions included in the July 15 download with a July transaction date will be posted to the 2009-10 budget year. Transactions posted to PaymentNet after the July 15 download will be charged to the 2009-10 fiscal year budgets regardless of the transaction date.

Purchase Orders - Procurement recommends that you run the Banner report FGROPNE Open Encumbrance Encumbrances Report for your organization(s) to determine the status of all encumbrances (requisitions, purchase orders, and travel encumbrances) showing an encumbered amount. If you need additional help, please contact Brian Bastin at ext. 3303 or by e-mail.

Contact the Procurement Office at ext. 5532 or e-mail Valenciaprocurement@valenciacc.edu should you need an encumbrance canceled, or have any general questions in reference to General Operating (Fund 1) encumbrances. For grant related (Fund 2) encumbrances, please contact Judy Jackson at ext. 3311 or by e-mail.

In order to ensure that goods and services are received by June 30, purchase orders for general operations (Fund 1) will not be issued after June 12. Please note that you may use your procurement card until the last day of the fiscal year-June 30, but transactions will be posted to the budget year in accordance with the procedures described in the Procurement Cards section. Purchase orders will be issued on an exception basis after June 15. Please contact the Procurement Office for additional details.

Requisitions - You may begin entering requisitions for fiscal year 2009-10 on Wednesday, July 1.

Travel Reimbursement - Requests for travel reimbursement must be received in Accounts Payable (mail code DTC-3) by Friday, June 19. Travel occurring June 22 through June 30 will be handled on an exception only basis.

Vendor Invoices - Goods and services must be received by June 30 and invoices received by the Accounts Payable department by July 10 for the expenditure to be charged to your 2008-09 budget.  Please forward all invoices immediately to Accounts Payable (mail code DTC-3) for processing. When ordering goods or services, please allow sufficient time for goods and services to be received and invoiced by June 30.  This is especially critical for grants with a June 30 closing date.

Human Resources News

The May issue of HR Notes, issue #93, is now posted on the HR web site. The title of this issue is New Procedures for Conducting Background Checks. Please contact Human Resources at ext. 8033 if you have any questions.

All employees should designate an emergency contact. When an employee becomes ill or is injured while working, they may not be able to communicate with others regarding how to contact a friend or family member. For this reason, ALL employees are encouraged to designate at least one person as an emergency contact and provide information that would allow Human Resources to reach the designated person on behalf of the employee. An emergency contact may be a friend, neighbor, relative – anyone the employee selects. The designated emergency contact person will only be contacted in the event of a true emergency.

Emergency contact information can be viewed, added, and updated by logging into Atlas and selecting the “Employees” tab. Emergency Contacts: View or Update is listed in the Employee Services section near the center of the screen. Select "Update" to add an emergency contact if none has ever been submitted and to change existing emergency contact information or add a second name/number to the list. Select "View" to review existing emergency contact information. Employees should review their emergency contact information from time-to-time and update it when appropriate.

An additional suggestion from a caring Valencia employee - employees may also want to use their cell phones as a method of communicating an emergency contact. An employee may designate one number on a cell phone and preface it with “ICE” which is an abbreviation for “In Case of Emergency.” Emergency and medical personnel may check an unconscious person’s cell phone list for ICE contact information. This is a good idea for everyone in general so share this suggestion with your friends and family members.

Congratulations Black & Red honorees!

The following employees were recognized for their loyal service to Valencia at the Black & Red recognition event held on May 28th:

15 Years of Service

Johnny Aplin, East
Nancy Chastain, West
Jerry Cochran, East
Lisa Eli, Sand Lake Center
Jared Graber, West
Deborah Howard, East
John Letterman, West
Tom Lopez, West
Carolyn McMorran, Sand Lake Center (this is corrected from the print version)
Bill Mullowney, Downtown Center

20 Years of Service

Jackie DiMartino, Osceola
Mildred Franceschi, West
Barbara Halstead, Downtown Center
Donna Haskins, Osceola
Vivian Martin, West
Denver Miller, West
Donald Reed, West
Darryl Thorne, East
Tom Zurosky, East

25 Years of Service

Gustavo Alvarez, East

30 Years of Service

Paul Matson, East

Retirees

Jesus Arboleda, East
Ana Biascoechea, East
Donna Carver, West
Dan Castaneda, Winter Park
John Centko, Winter Park
Cindy Dupree, West
Shirley Fenton, West
Kay Fletcher, West
Nazario Garcia, East
Menchie Gelle, East
Daisy Green, West
Myrna Griego, East
Valerie Harris, West
Ellen Hart, West
Karen Jenner-Jessup, West
Peggy Jennings, East
Carol Johnson, Winter Park
Linda Marcia, Criminal Justice Institute
Rita Moore, East
Eileen Murray, West
Stew Murray, West
Pat O'Connor, West
Pam Overholt, Downtown Center
Susette Percy, Winter Park
Kay Persico, East
Daryl Peterson, East
Ann Puyana, East
Mardi Ramaley-Snider, West
Tom Reid, East
David Smith, Criminal Justice Institute
Paulette Smith, West
Bill Snider, West
Sande Staaf, East
Sandi Swann, West
Rita Swanson, West
Gene Thomas, West

Procurement News

PCard Advisory - Please do not pay for conferences, events, or classes hosted by Valencia Community College itself with a Procurement Card. This includes classes held at Valencia Enterprises. Doing so causes the college to incur unnecessary bank fees to essentially process a payment to ourselves.  Instead, please contact the budget or finance office so a journal entry can be completed to process such payments.

PCard Fiscal Year-end Guidelines - While you may continue to use your PCard throughout year end, be sure to follow the guidelines in the "Important Fiscal Year-end Closing Guidelines Timelines." Please plan your purchases accordingly so they coincide with these parameters. Call Kacy Weekes at ext. 1974 with any questions.

Copier Toner Scams - It has been brought to Procurement's attention that phone calls are being made to departments claiming they are Seminole Office Solutions, which is our multi-functional device vendor. The calls claim to be made as a customer service call notifying you that you are in need of a copier toner cartridge and that the cost of the toner has gone up. This is a scam and one that has been around for a long time. The college is usually targeted about every six months or so. Beware the scammers are getting better and sometimes they even know your name and the system ID on your unit. Refer all calls to Procurement. The college does not pay for any copier toner. The toner is included in our monthly service agreement with the company. We do pay for supplies and freight and those invoices should be directed to the Procurement office for payment. Any questions or concerns, please contact Mary Ellen Davies at ext. 5527.

Banner Vendors as of June 1 - A new download of vendors effective June 1 can be found in Atlas under the Finance tab. Use this spreadsheet as a tool to find vendors and vendors using DBA’s (Doing Business As). It is good practice to write down and save your commonly used vendors along with their VID number.

Leadership Valencia

Data Warehouse Training for Cognos Users - This is a hands-on workshop that will teach you how to access and run Data Warehouse reports. This will be accomplished through the Data Warehouse web portal and directly within Excel using a special add-in. In preparation for the shutdown of Cognos in June, this workshop should be attended by everyone that is currently using Cognos for reporting. Choose from one of the following:

• June 9, 9:30-11:30 a.m., West Campus, Room 6-326B, Registration Code: LDWT-20
• June 16, 1-3 p.m., CJI Campus, Room 228, Registration Code: LDWT-21
• June 18, 1-3 p.m., West Campus, Room 6-326B, Registration Code: LDWT-22
• June 23, 1-3 p.m., West Campus, Room 6-326B, Registration Code: LDWT-23
• June 25, 1-3 p.m., CJI Campus, Room 228, Registration Code: LDWT-24
• June 30, 9-11 a.m., CJI Campus, Room 228, Registration Code: LDWT-25

Estate Planning Seminar - Estate planning and procrastination often go hand-in-hand. This session will provide tools to help you understand the benefits of estate planning; including maintaining estate control, how this helps your heirs, ways to avoid or minimize probate, and methods that save on estate taxes. We will briefly discuss special needs trust and spendthrift trusts for those special family members. You will be introduced to the four basic estate planning documents: Will, health care surrogate, durable power of attorney and living will. In discussion, attendees will weigh the costs and benefits of a will versus revocable trust and explore the multitude of charitable planned giving strategies that establish you an income stream today and benefit your favorite charity tomorrow. Breakfast from Panera Bread will be served with coffee and juice. NOTE: Sponsored by the Valencia Chapter of AAWCC. June 11, 9-10:30 a.m., Osceola Campus, Room 3-239, Registration Code: GEP-2 OR June 18, 9-10:30 a.m., West Campus, Room 6-202, Registration Code: GEP-3

Case Study Approaches to Podcasting (LTAD 3245)(CRN 1388) - This is a face-to-face informational workshop on the application of case-based and problem solving approaches to podcasting. June 18, 1:30-2:30 p.m., West Campus, Room 6-326A, Registration Code: TCSAP-1

Circles of Belonging - Ever wonder what makes a person tick? Individual experiences play a huge part in shaping the way we interact with others and view the world around us. This in-depth interactive workshop will examine how diversity of experience impacts our interpersonal communications and relationships. Through discovery and discussion, learn more about yourself and the people around you. Participants will leave the session with an increased understanding of and appreciation for similarities and differences. June 30, 9 a.m.-1 p.m., West Campus, Room 6-202, Registration Code: PCOB-1

Collaboration at the Learning College - Join Valencia's leaders for a conversation about our habits of collaboration. Questions to be considered include, what is collaboration at a learning college? Why do we collaborate? What are some characteristics of authentic versus inauthentic collaboration? What are the preconditions for effective collaboration? How do we balance our collaborative process with the need to move work forward? What level of collaboration is appropriate for what types of decisions? July 8, 2-4:30 p.m., Osceola Campus, Room 3-239, Registration Code: PCALC-2

Peaks and Valleys - Throughout life, we find ourselves in either a peak or a valley. Come and join the discussion as we look at how a young man in a valley, learns the secrets to using good and bad times. We talk about how peaks and valleys are connected: find and use the good hidden in a bad time, and appreciate and manage the good times. July 14, 2:30-4:30 p.m.,. East Campus, Room 3-113, Registration Code: GPV-1

To register for all classes go to http://valenciacc. edu/leadership/regstr.cfm. Please be sure you have the approval of your direct supervisor prior to registering for a workshop. If a workshop is canceled, only those registered can be sent a cancellation e-mail. To view the status of a particular workshop and to see a full listing of workshops check the Leadership Valencia calendar located online.

June is Home Safety Month. Check out www.homesafetycouncil.org for lots of tips in getting and keeping your home safe.

If you haven’t had a chance to check out the Ballroom/Latin Dancing classes it's not too late. Join us on West Campus, Wednesday, 5:15-6:15 p.m., 5-251 and East Campus, Thursday, 5:15-6:15 p.m., Gym.

There will be a CPR certification program offered at the East Campus, June 18, 1-5 p.m. If you are interested please contact Debi Jakubcin, ext. 2281 or djakubcin@valenciacc.edu. Limited number of attendees.

The first Step-by-Step program will end June 14. Please submit your final log’s to Debi at mail code 3-29 to earn you incentive points. The next Step-by-Step program will begin July 6. Watch for more information.

Outlook TIP of the Week

If you need to print a detailed calendar from Outlook you can do so after selecting the print option. When in the calendar select File > Print (or you can press CTRL + P). Under print style scroll down to Calendar Details Style and highlight it. Then experiment with the style you prefer by clicking the button to the right: Define Styles (the tri-fold is a nice option).

More TIPS are available in the FAQ accessible via the OIT Tools icon on your desktop. "Ask a Question"

FACC Student Development Conference Correction

The notice about the FACC Student Development Conference in last week’s Bulletin neglected to include that it was a joint conference with the FACC Career and Professional Staff Commission. We apologize for this mistake and extend “thank you” to Debi Jakubcin who participated on the planning team and all of the Career and Professional Staff Commission members who attended the conference.

Submissions to the Bulletin are encouraged, so please e-mail your achievements, awards, recognitions and relevant information for the college community to Mary Jane Jones in the Marketing and Media Relations office. Deadline for submission is 5 p.m. on Tuesday to be included in the following Monday’s publication. Mary Jane can be reached at ext.1017, mc 4-34 or mjones2@valenciacc.edu