Vol. XXXVI, No. 20

June 4, 2007

This Week at Valencia

Monda,y June 4

Professional Staff Leadership Team, 2 p.m., Osceola Campus, 3-319H

Career Program Advisors,3 p.m., Osceola Campus, TBD

Wednesday, June 6

Foundation Board of Directors, 12 noon, East Campus, 5-111/112

DOT-Deans, 1 p.m., Osceola Campus, TBD

Thursday, June 7

Atlas Access mtg., 9 a.m., Winter Park , TBD

Important Year End Information and Guidelines From Financial Services

As we approach the end of the 2006-07 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 as we convert from the Oracle financial system to the Banner financial system on July 2, while adhering to Florida Department of Education (DOE) requirements and audit guidelines. In order to have a smooth transition between the closing of the 2006-07 fiscal year in Oracle, and the opening of the 2007-08 fiscal year in Banner, it is important that we strictly adhere to the following timeline.

Cash Receipts - All money received that should be credited to the 2006-07 fiscal year must be turned into any business office location by the end of business day, 12:30 p.m., Friday, June 29 .

Vendor Invoices - Goods and services must be received by June 30 and invoices received by Accounts Payable by July 6 for the expenditure to be charged to your 2006-07 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 29. This is especially critical for grants with a June 30 closing date.

Completed budget amendment forms should be submitted to the budget office, mail code DTC-3. Please address related questions to Pedro Rivera, ext. 3350 or Sherri Dixon, ext. 3306.

Purchase Orders - Financial Services recommends that you r un the Oracle VCC Encumbrance Detail Report for your department to determine the status of all purchase orders showing an encumbered amount and cancel any outstanding items not needed. Contact Procurement, ext. 5532 or e-mail, Valenciaprocurent@valenciacc.edu, for questions relating to general operating fund one purchase orders. Contact Judy Jackson, ext. 3311 or e-mail jjackson90@valenciacc.edu for questions relating to grant purchase orders.

You may begin entering Banner requisitions for fiscal year 2007-08 on Wednesday, July 5. We are requesting that 2007-08 requisitions do not begin until we are several days into the new fiscal year, so that the Banner Finance Implementation team will have time to verify the new system. Should you need a 2007-08 fiscal year requisition processed in Banner prior to July 5, please contact the Procurement Office.

Petty Cash - The last day to request reimbursement from the business office is Monday, June 25 . Please do not accumulate numerous petty cash receipts, since reimbursements are limited to $75 per day. Petty cash processing for fiscal year 2007-08 will resume on Monday, July 2.

Travel Reimbursement - Requests for travel reimbursement must be received by Accounts Payable, mail code DTC-3, by Friday , June 23. Requests received after this date will be charged to the 2007-08 fiscal year budgets. Due to the conversion of financial system from Oracle to Banner, travel occurring June 25th through June 29th must be charged to the 2007-08 fiscal year in Banner.

Personnel Pay Forms - Time sheets for part-time hourly and student employees for hours worked the period of June 25 - June 30 are due in Payroll Services no later than Monday, July 2. Time sheets received after this date will be charged to the 2007-08 fiscal year budgets.

Procurement Cards - The last procurement card download into Oracle for the 2006-07 fiscal year will occur at the close of business on June 29. This download will include all transactions that have posted to PaymentNet, and these expenditures will be charged to your 2006-2007 fiscal year budget. Procurement card transactions posted after June 29 must be charged to the 2007-08 budget year in Banner due to the software conversion, even if the expenditure is related to the 2006-07 fiscal year. When purchasing goods or services using a procurement card, please remember to allow sufficient time for the vendor to post your transaction to the PaymentNet system by June 29.

News from Procurement

Toner Cartridges - all toner cartridges have a 30-day return policy. Only order what you currently need. If the cartridge is more than 30 days old, the cartridge cannot be returned to the supplier. Please make sure to check all cartridge packages when they arrive for any defects. It is also recommended not to store toner cartridges for more than 6 months.

Purchase Requisitions and P-Card Purchases - with the upcoming fiscal year-end and the start of a new finance software, Procurement will have a cut off date for all purchases. Mark your calendars for close of business on Friday, June 22, to make all your purchases in the current fiscal year. All items must be received by June 29th in order for them to be paid out of the 0607 Budget. It is necessary to have a cut-off date this year to ensure a smooth transition between Oracle and Banner.

Banner Finance Training classes have begun! Three different classes are offered through Leadership Valencia.

•  Basic Banner -sign up for this class if you create requisitions, keep track of your funds available, and query general information.

•  Self Service Banner - designed for the casual user who creates few requisitions and does simple look ups. This class is NOT mandatory prior to July 1. Budget transfers are also a part of this class.

•  Banner for Budget Management - designed for senior staff who manages their budgets. It is not for the casual staff member who looks up funds or budget. Budget transfers are also a part of this class.

With these Leadership Valencia Offerings

Basic Banner, Banner Finance Self Service, and Banner for Budget Management - Please check online for availability prior to registering.

Disability 101: Student Learning and Accommodations - Have you ever wondered about disability issues? What different disabilities may challenge a student's learning? What are your rights and responsibilities concerning students with disabilities? Join us to find out how the Office for Students with Disabilities (OSD) determines students' eligibility and accommodations.  Some highlights include:  (1) Overview of the Office for Students with disabilities services, (2) Disabilities and how learning is impacted, (3) Accommodation decision-making and related processes, (4) Rights and responsibilities, (5) Legal implications of the Rehabilitation Act and the Americans with Disabilities Act. Choose from one of the following:

•  June 6, 1-2:30 p.m., Winter Park Campus, room 115, registration code: LD101-3

•  June 21, 1-2:30 p.m., Osceola Campus, room 1-172, registration code: LD101-4

American Sign Language Survival Skills: Surviving as an EARthling in a Deaf World - Would you like to be more comfortable interacting with someone who is deaf?   This session will provide basic American Sign Language survival signs and techniques to communicate effectively. Choose from one of the following:

•  June 6, 1-2:30 p.m., Osceola Campus, room 1-171, registration code: PASL1

•  June 7, 1-2:30 p.m., West Campus, room HSB-120, registration code: PASL2

•  June 19, 1-2:30 p.m., Winter Park Campus, room 225-226, registration code: PASL3.

Investing Basics - 20 Tips for Becoming a Smart Investor - This forum for discussion will not make you a top stock picker, or provide 'insider's information'. Rather, attendees will learn about and discuss financial planning and the balancing of risk and reward as well as help attendees decide on a personal investment policy statement. This session will discuss methods, as determined by the Financial Planning Association, to become a well-informed investor. Bring your favorite beverage; a free box lunch will be served. Sponsored by American Association for Women in Community Colleges. June 7, 11:30 a.m.-1 p.m. East Campus, room 3-113, registration code: GIB20.

Listen or Thy Tongue Will Keep You Deaf - This practical workshop, based on an old Indian Proverb, will focus on the importance of listening in our daily jobs. An overview of the Myers Briggs Indicator will help attendees understand personality types and how they can impact listening skills. As an avenue for discussion, attendees will receive a copy of Listen Up written by Larry Barker and Kittie Watson. Sponsored by the Career Staff Council. June 12, 2-4:30 p.m., Winter Park Campus, room 226, registration code: PLTTIP.

Identity Theft - As of April 2003, 11.8 million Americans have been victims of identity theft. If you do not own a shredder in your home and/or place of work, if you still carry your social security card in your wallet, if you do not check merchant copies of your debit/credit card receipts, and if you still use the mailbox red flag, then you will want to attend this session. June 13, 2-3 p.m., West Campus, room HSB-107, registration code: GIT.

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 14, 9 a.m.- 3:30 p.m., CJI Auditorium, room 100, registration code: PCOB2.

Student Travel Procedures - Do you ever anticipate traveling with students to conferences, field trips, meetings, or other events? If so, this workshop will offer information related to the policies and procedures for student travel. Participants will have the opportunity to engage in Q&A with seasoned student travel leaders. Come with your questions to learn from their experiences. Sponsored by Collegewide Student Development. June 19, 1-2 p.m., East Campus, room 5-112, registration code: LSTP.

Register for all Leadership Valencia classes at http://www.valenciacc.edu/leadership/

Student's Photography from Study Abroad Trip Displayed at East Campus Library

Please visit the second floor of the East Campus library to view the photography of Professor Steve Myers' student, Ashley Garner, a participant in a study abroad course, Ecology of Guyana. The eight 20"x 30" photographs are of various landscapes and indigenous children. Myers' students travel to Iwokrama Rainforest Preserve every Spring Break. Ashley's work will be on display through the summer and fall semesters.

Important Human Resource Information For all 10-Month Faculty

There are 26 pay periods in the academic year 2007-2008. 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 cannot be changed until the next academic year .

Human Resources has revised the way we communicate the opportunity for faculty to change their salary payment option for the coming academic year. We will post a notice, similar this one, in the Bulletin but faculty will no longer receive a mailing at their home address regarding this subject. This change will improve efficiency, save postage and trees, and reduce the number of unsolicited offerings received by mail.

All 10-month faculty will continue to have the June/July window to revise their salary payment option for the coming academic year. Faculty who wish to make a change will be required to complete a form, available online at the HR Web site, 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.

Kudos

Congratulations to Victor Collazo who received the Dr. Debra Hay Distinguished Service Award at the 40th Anniversary FACC Student Development Conference in St. Augustine . Victor was recognized with this distinguished award for his exceptionally effective and active contributions to the Student Development Commission over at least ten documented years of service. We are proud of you, Victor!

A Warm Valencia Welcome to These New Full-time Employees

Scott Bianoconi, financial aid clerk, Financial Aid and Veterans Affairs, West SSB-201, mc 4-17, ext. 1168

Kelly Holden , coordinator, Business Office, West SSB-101, mc 4-6, ext. 1201

Edith Johnson , staff assistant II, Transition Planning, West SSB-201, mc 4-17, ext. 5107

Waheeda Khan , financial aid clerk, Financial Aid and Veterans Affairs, West SSB-201, mc 4-17, ext. 1734

Ashley Rodriguez , financial aid clerk, Financial Aid and Veterans Affairs, West SSB-201, mc 4-17, ext. 1158

Kim Wohl , accounting clerk II, General Accounting, DTC-300, mc DTC-3, ext. 3308

James Bingham , security field supervisor, Security-East, mc 3-14, ext. 2692

Rodney Taylor, Sr. , custodian, East, mc 3-3, ext. 2208