Vol. XXXVII, No. 19, June 2, 2008

This Week at Valencia

Monday, June 2

Summer Registration Review Committee, 10 a.m., West Campus, 6-202

Career Program Advisory mtg., 3 p.m., Osceola Campus, 3-319H

Tuesday, June 3

Senior Staff mtg., 1 p.m., West Campus, 14-100

Wednesday, June 4

Valencia Foundation Board mtg. 11:30 a.m., Downtown Center

Thursday, June 5

Atlas Access Manager’s mtg., 9 a.m., Osceola Campus, 1-258

The District Board of Trustees meeting summary will appear in the June 9 issue of the Bulletin.

Fiscal Year-End Information

As we approach the end of the 2007-08 fiscal year, Financial Services 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 especially critical this year to be able to accurately project our carryover fund balance to the new 2008-09 fiscal year, while adhering to Florida Department of Education requirements and audit guidelines. In order to have a smooth transition closing our first fiscal year in Banner, it is important that we strictly adhere to the following timeline.

Budget Amendments - After June 30, budget amendments for the 2007-08 fiscal year must be processed by submitting a completed paper budget amendment form to the Budget Office, mc DTC-3, for processing. You may begin entering budget amendments for fiscal year 2008-09 on Tuesday, July 1. Please address related questions to Pedro Rivera, ext. 3350 or Sherri Dixon, ext. 3306.

Cash Receipts - All money received that should be credited to the 2007-08 fiscal year must be turned into any Business Office location by 5 p.m. on Monday, June 30.

Personnel Pay Forms - Time sheets for part-time hourly and student employees for hours worked the weeks of June 15, June 22, and June 29 are due in Payroll Services no later than Friday, July 9. Time sheets received after this date will be charged to the 2008-09 fiscal year budgets.

Petty Cash - The last day to request reimbursement from the Business Office is Monday, June 30. Please do not accumulate numerous petty cash receipts, since reimbursements are limited to $75. Petty cash processing for fiscal year 2008-09 will resume on Tuesday, July 1.

Procurement Cards - The procurement card transactions download on July 2 (posted to PaymentNet between June 21 and June 27) and July 9 (posted to PaymentNet between June 28 and July 4), with a June transaction date, will be charged to your 2007-08 fiscal year budget.  Procurement card transactions included in the July 2 and July 9 download with a July transaction date will be posted to the 2008-2009 budget year. Transactions posted to PaymentNet after the July 9 download will be charged to the 2008-09 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, ext. 3303 or bbastin@valenciacc.edu. Contact Procurement, ext. 5532 or 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, ext. 3311 or jjackson90@valenciacc.edu.

In order to ensure that goods and services are received by June 30, 2008, purchase orders for General Operations (Fund 1) will not be issued after June 15. 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 above in the Procurement Cards section.  Purchase orders will be issued on an exception basis after June 15 (contact the Procurement Office for additional details).

Requisitions - You may begin entering requisitions for fiscal year 2008-09 on Tuesday, July 1.

Travel Reimbursement - Requests for travel reimbursement must be received in Accounts Payable (mail code DTC-3) by Friday, June 20. Travel occurring June 21 through June 30 will be handled on an exception only basis.

Vendor Invoices - Goods and services must be received by June 30 and invoices given to the Accounts Payable department by July 9 for the expenditure to be charged to your 2007-08 budget. Please forward all invoices immediately to Accounts Payable, mc 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.

Instructions for running open encumbrance reports and a sample report for your reference are available on Atlas, under the Finance tab in the Finance User Resources section.

Financial Services would like to thank everyone for their patience and cooperation during the transition to Banner Financials in the 2007-08 fiscal year.

Attention EPAF Users

An automatic email alert will now be sent when you have an Electronic Personnel Action Form (EPAF) to approve or take other action on.  The automatic email alert will go to your Atlas email account.  If you do not normally use Atlas email, you can easily take steps to have that mail forwarded to your Groupwise email account.  If you have not already done so, please go to http://valenciacc.edu/oit/web/faqsAtlas.cfm#04 to learn how to forward Atlas emails to your Groupwise email account. This new feature will be in effect June 1.  

NOTE:  If you have not set up your Atlas email to be forwarded to your Groupwise email account, you will not receive these alerts unless you check your email in Atlas 

Important Information for all 10-Month Faculty

There are 26 pay periods in the academic year 2008-2009. All 10-month faculty have the option of having their base salary disbursed in 22 payments over ten months, based on academic appointment, or in 26 payments over twelve months. Once the first payroll for the academic year is processed, this option may not be changed until the next academic year.

Human Resources is posting this notice in the Bulletin several times over the summer in lieu of a mailing to faculty home addresses. All 10-month faculty will continue to have the June/July window to revise their salary payment option for the coming academic year. No action is necessary unless a change is being requested.

Faculty wishing to make a change will be required to complete a Payment Option Form for 10-Month Faculty. The form is available online through Atlas at Valencia Forms. To make a change, a faculty member must complete the form and submit it to Human Resources no later than July 31. Changes are then effective for the first payday in the new academic year. Please contact Vicki Nelson at ext. 8031 if you have any questions.   

Procurement News

Ordering supplies/service from Seminole Office Solutions - When ordering any supplies (toner or staples) for your Panasonic multi-functional unit, you can phone (407-830-7950); fax (407-830-1399); or e-mail (info@sopfl.com) your order. When placing a service call, you can also access their Web site at www.sosfla.com. The only information you will need is the System ID number located on the front your machine. All supply/service invoices are paid by the CW Account. Should you receive an invoice in error, please send to Procurement, mc 4-42.

Year-end is coming, fiscal year, that is! Please check in Banner using the forms:

• FGIENCD:  Detail encumbrance Activity.  Need PO number.
• FPIOPOF: Open Purchase Order by FOAP. Need Organization number.
• FPIOPOV: Open Purchase Order by Vendor.  Need Vendor VID and organization number.

If you have a purchase order that needs to be closed, please e-mail Procurement and include the purchase order number and vendor. All remaining funds will be returned to the account that was charged.       

Valencia Procurement Card - Valencia currently has over 170 Master Cards now in our PCard program. We hope that you have found this program to be of great benefit in the procurement and payment of your routine non-competitive transactions. Limited travel is now available on your card such as airline tickets, hotel reservations, and conference registrations, just to mention a few.

Weekly PCard Downloads and Audit Requirements - Your PCard transactions are downloaded every Wednesday at noon from PaymentNet to Banner. It is very important to have your transactions reviewed by the card holder and approver prior to the download each Wednesday by noon. In the rare instances that a transaction is either not reviewed and or approved, an audit issue is created. In order to adjust for not having the PaymentNet records complete, hard copy records must be submitted. Procurement will request that you make a copy of the receipt that relates to the transaction in PaymentNet that did not get reviewed and or approved. The receipt will have the original signature of both the cardholder and the approver. Please do not send the original receipt. The original should be kept in your departmental card coordinator’s files.

The signed receipt will serve as proof to an auditor that PCard transactions are being reviewed and approved as per Valencia’s internal regulations. It is not expected that there will be many requests for signed receipts. Our card holders and approvers do an outstanding job of keeping up with their transactions. This is the procedure for those rare instances that, for whatever reason, a transaction could not be reviewed and or approved. Please feel free to call Mary Ellen or Ed in Procurement if you have any questions.

The Last Visions and Voices Event of the Season

Acclaimed poet Tony Hoagland will be reading and answering questions about his work at 2 p.m. on June 3 at the Winter Park Campus, Room 225. Hoagland is currently in residence as a Master Artist at the Atlantic Center for the Arts. He is the author of three volumes of poetry: Sweet Ruin, winner of the Brittingham Prize in Poetry, Donkey Gospel, winner of the James Laughlin Award of The Academy of American Poets, and What Narcissism Means to Me, all by Graywolf Press. As a poet, Hoagland explores the spiritual barrenness of American satisfaction, intertwining the personal and the political, creating poetry that is scathingly funny, rich and refreshingly intelligent.

His poems and critical essays have appeared widely in journals and anthologies such as American Poetry Review, Harvard Review, and Ploughshares. Hoagland currently teaches in the poetry program at the University of Houston. He is the winner of the 2005 O.B. Hardison Jr. Prize, awarded by the Folger Shakespeare Library. Hoagland also received the 2005 Mark Twain Award, given by the Poetry Foundation in recognition of a poet’s contribution to humor in American poetry. Graywolf Press published a collection of Hoagland's essays about poetry, Real Sofistakashun, in the fall of 2006.

The appearance of Tony Hoagland is made possible through a partnership with Rollins College and is sponsored by Atlantic Center for the Arts, New Smyrna Beach, Florida, as part of its Master Artists-in-Residence Outreach Program.

For more information please contact Nichole McPherson at nmcpherson@valenciacc.edu or ext.-3121.

Wellness News

The following great health tips are provided by Dr. Roizen and Dr. Oz and can be found on the Real Age Web site at www.RealAge.com. Take a tour of your body, test your knowledge of how it works, and discover the best ways to maintain it, improve it, and fine-tune it. Take the Real Age test today.

Grab a Bunch for Your Kidneys - Eating four of these a week can cut your kidney cancer risk in half. Hint: You need to peel it. Yep, we're talking bananas. They're bursting with phenolic compounds that appear to thwart renal-cancer cells. This plant-based substance, linked to all sorts of health benefits, from cancer prevention to heart health, aren't the only goodies that bananas have to offer. No doubt you already know about the super potassium stores in the yellow-skinned fruit (450 milligrams in one banana!). But they're also a good source of B vitamins like B6 and folate, plus calcium, magnesium and vitamin C.

Can You Walk 10 Years off Your Age? Forget the plastic surgery. Here's a simple, cheap way to get back your youth - start walking. People who regularly lace up their walking shoes and get moving may be as much as 10 years younger than their couch-potato peers. Your aerobic power (the body's ability to take in the maximum amount of oxygen) declines as you age. So over time you simply do not have the same energy as you used to. But here is the good news - research shows that regular aerobic exercise, such as walking, can boost your aerobic fitness so much that it is like being 10 years younger.

Leadership Valencia Offerings

How to Say it: Practical Conversations, Part 2 - Join us as we take a look at various forms of communication, e-mails, invitations, memos, thank you notes, reports, proposals, and phone conversations, etc. You will learn about the 5 W's of writing an E-mail and how to put together a presentation. June 19, 2:30-4:30 p.m., East Campus, Room 5-112, Registration Code: LHTSI-2

Session III of IV: Picking Your Investment - After you determine your risk tolerance and asset allocation, we will utilize Morningstar to determine which mutual funds fit into your allocation perfectly. We will discuss when you should consider cutting loose your mutual funds due to poor performance, etc. Additionally, you will have an opportunity to view the Morningstar report on your current mutual fund holdings. NOTE: Sponsored by the Valencia Chapter of American Association for Women in Community colleges. A box lunch will be provided. June 25, 11:30 a.m.-1 p.m., Winter Park Campus, Room 108,. Registration Code: GPYI

Student Affairs Summer Institute – A week-long series of workshops presented by various staff members July 14-18. Please see the Leadership Valencia online planning calendar for details.

To register for any Leadership Valencia workshop 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 will receive a cancellation e-mail. To view the status of any workshops go to the Leadership Valencia calendar located online.

Kudos

Marie Martin, assessment coordinator, West Campus, graduated May 6 from Rollins College Hamilton Holt, with a BA degree in Organizational Behavior.

Recently three members of the Nursing Department, Anita Kovalsky, assistant nursing program director, Dr. Tami Rogers, professor of Nursing, and Rita Swanson, director of the Community-Based Job Training Grant, attended simulation certification courses at the University of Miami’s International Academy for Clinical Simulation and Research. They have completed all three levels of training, and are now certified as Simulation Instructors.

Julie Corderman, Winter Park Campus Student Services manager, graduated May 2 with a Doctorate in Education-Educational Leadership degree from UCF. Her dissertation was entitled: Learning-Centered Professional Staff Development: Examining Institutional and Learner Responsibilities.

Dr. Stanley Stone, vice president for Human Resources and Diversity, was honored by the City of Orlando's Mayor, Buddy Dyer and the City of Orlando Council members at their Council meeting on May 19. During the ceremony, Dr. Stone was presented the "Key to the City of Orlando." In the past five years, Dr. Stone has chaired the Mayor's Community Panel on Police Pursuit (2003-2004); Orlando Police Department Community Recruiting Panel (2005-2006); and the Mayor's Safe Orlando Task Force (2006-2008).

Dr. Stone’s leadership and expertise has been widely recognized throughout the Orlando community and beyond and he continues to receive requests to serve in various capacities throughout the Central Florida community. He currently serves on the Board of the African American Chamber of Commerce, the Board of the Central Florida Crimeline, the Orange County Underage Drinking Task Force and the prestigious "100 Black Men" of Orlando, Inc.

Congratulations to Dr. Stone on his involvement with our community and his passion for Valencia Community College. In everything he does he is promoting Valencia to the citizens of our city, county and state.

I want to thank all my friends here at Valencia for making my retirement party so memorable and so much fun. I made many friendships here at VCC and worked with some awesome people. Thank you for your gifts, your hugs and kisses and good wishes.  I will miss you and wish you the very best.  You guys rock!!!!!

                                Jackie Melley

Congratulations Black & Red honorees

The following employees were recognized for their loyal service to Valencia at the Black & Red recognition event held May 29:

15 Years of Service:

Trish Anderson, East
Efrain Aponte, East
Diane Brown, Osceola
Helen Clarke, East
Isabel DeJesus, East
Dan Dutkofski, West
Fitzroy Farquharson, West
Frank Goodman, West
Priscilla Gray, Winter Park
David Haskins, East
Nasser Hedayat, West
Frances Hempstead, West
Pam Hill, East
Gloria Hines, West
Sonya Joseph, Osceola
Cathy Mestre, East
Lisa Moodie, East
Maiken Murphy, East
Connie Parrish, Osceola
Diane Orsini, West
Jane Renfroe, East
Bliss Thompson, West
Richard Williams, East

20 Years of Service:

Mailin Barlow, West
Sherri Dixon, Downtown
Peggy Greene, West
Gaby Hawat, West
Lynn Hearn, West
Celine Kavalec-Miller, East
Maryke Lee, East
Chris Moore, West
Barbara Peterson, East
Stephanie Randolph, West
Lois Riley, West
Pam Sandy, West
Sande Staaf, East
Lori Sunday, East
Laura Thomas, West
Mary Ann Tudor, East
Jeannette Tyson, West

25 Years of Service:

Mary Beth Elkins, East
Donna Gibson, West
Rafael Guindin, West
Madelyn Young, West

30 Years of Service:

Cindy Dupree, West
Bruce Everson, Osceola
Paulette Smith, West

35 Years of Service:

Lynn Capraun, West
Donna Carver, West
Randy Grosch, West

Retirees:

Curnife Buchanan, Winter Park
Tom Byrnes, West
David Denny, West
Sandy Denny, West
John Dickerson, West
Mary Beth Elkins, East
Bruce Everson, Osco
Pete Figueroa, East
Peggy Greene, West
Rafael Guindin, West
Donna Harrison, Downtown
Janice Hunter, East
Barbara Jester, West
Ronald Keiper, West
Charles Killinger, West
Barbara Luse, Downtown
Noel Magallon, Winter Park
John Mantione, Downtown
Jackie Melley, East
Jo Miller, East
Steve Norman, East
Bill Oelfke, West
Barbara Peterson, East
Barbara Ripaldi, Downtown
Hugo Rodriquez, East
Florendo Romero, Winter Park
Corinne Russo, West
Van Salter, West
Joan Tiller, Downtown
Hazel Wright, West