Vol. XXXIV, No. 30

August 8, 2005

This Week at Valencia.

Tuesday, August 9:

Student Affairs Leadership Team, 3p.m., Osceola Campus, TBA

Wednesday, August 10:

College Executive Council, 9:15 a.m., West Campus 6-202

Petty Cash Audit Issues

There has been quite a buzz lately about all the changes with Petty Cash reimbursements due to a District Board of Trustees report by the College Internal Auditor. This note is to clarify those issues and report the changes in process.
Invoices must be signed by the person who has departmental budget authority. We are accumulating facsimile signatures of department budget heads to verify the authenticity of signatures. We will follow the current College Policy on expenditures and petty cash.

The Internal Auditor's report disclosed that certain procedures were not being adhered to, such as:

. Purchases were being intentionally split to circumvent the $75.00 maximum reimbursement.

. We did not document the correct authorized signature on reimbursement documents.

. Campus Business Office staff were not aware of who was authorized to approve reimbursement documents.

. We did not verify signatures.

. Some reimbursements lacked proper documentation.

. Reimbursements for some items such as food and beverages were not authorized by College Policy and Procedure.

In response to these issues:

. We have placed emphasis on processes at the Campus Business Offices to ensure compliance with College Policy and Procedure.

. We have developed guidelines on Petty Cash Reimbursements for the Campus Business Office personnel. These will be posted on the Procurement and Accounts Payable web pages for your information.

We have formalized an internal Business Office Petty Cash Procedure which identifies web resources and clarifies policy, responsibility and required actions. This internal procedure includes a post-audit process to review petty cash activity and correspond with department and Business Office staff where necessary.

If you have any questions on these procedures, please contact the Finance Department, at ext. 3301.

News from Procurement

Local and Minority Business Participation Awards Presented - Procurement Services is proud to announce our second annual award winners for top dollars spent with Local Minority Owned Businesses. Congratulations to all!

1st Place: Student Activities, College-wide, Mike Bosley

2nd Place: Services for Special Students, College-wide, Lynne Branham

3rd Place: Marketing & Media Relations, College-wide, Joan Andrek

Please contact the Procurement Office (x5532) to find out how your department can help support our local and minority business efforts.

Time To Order Office Supplies for the Fall Term -The new 2005/2006 Office Depot Catalogs are in! You can order your new catalog (Item number 288-328) free of charge, on your next office supply order. (See pg. 3 for special offer!)

New Information On the Valencia Web - Web pages for both Mail Services and Shipping and Receiving have been added to the Procurement Website with pertinent information from each area.

Ms. Yolanda Rodriguez is the supervisor of Mail Services and is the primary contact for all mail related questions. She can be reached at extension 1755, for general information and for special requests. yrodriguez@valenciacc.edu

The West Campus Shipping and Receiving staff are Mr. Todd Stinson and Mr. Gary Pena and they can be reached at ext. 1447 or: tstinson@valenciacc.edu, or pena@valenciacc.edu. The East Campus Shipping and Receiving staff are Mr. Mike Gavin and Mr. Alfredo Gayahan and they can be reached at ext. 2685 or
mgavin@valenciacc.edu or agayahan@valenciacc.edu. Requests to have items picked up or delivered should be made directly to the Shipping and Receiving staff, not Plant Operations, on the respective campuses, in writing, via e-mail, with a copy to valenciaprocurement@valenciac.edu.

Safety Training on tap

The college has an opportunity to receive some special safety training from our risk management consultants. Mr. Jim Stone, with Gallagher Bassett Risk Management, will present safety training on three topics:

. Office Safety

. Workplace: Slips/Trips/ and Falls

. Stairs: Walking and Working Surfaces

Training is open to all Faculty and Staff and will be held on both East and West Campuses. Office staff and supervisors are encouraged to attend. Morning and afternoon sessions will be offered on all three topics. Seating will be on a first come basis.

The latest from Leadership Valencia

True Colors - 'She's Green, he's Blue'...what's up with these colors at Valencia anyway? For those who have not experienced a True Colors workshop, the end of the mystery is near! Even if you do know your colors, you'll want to attend this AWESOME workshop on the effects of personality style on teaching and learning. Join us on Friday, August 12, 10:00 a.m. - 12:00 p.m., East Campus, Room 3-113, registration code GTRUE or join us later that day on West Campus, Room 6-202 from 2:00 - 4:00 p.m. registration code GTRUE2.

I'm Not Crazy, I'm Just Not You: Myers-Briggs in the Workplace - Through the use of the Myers-Briggs personality assessment, team members will come to understand their own personality types and those of their fellow employees. This understanding leads to not only higher quality work but also the development of respect for different work styles. Join us on Thursday, August 18, 8:00 - 11:00 a.m., at East Campus, Room TBA, registration code GMBT818.

To register for any Leadership Valencia workshop, mail a completed registration form to DTC-1, fax to ext. 3134, or register online at http://valenciacc.edu/leadership/regstr.asp. For additional information, please call Donna Dudash at extension 3128.

Tutors needed!

The West Campus Tutoring Center is in need of Tutors for all subject areas. An appeal especially for the upper level courses, which include Intermediate II Accounting, Math and Algebra: Coll., Calculus III, D.E., Statistical Methods, and Liberal Arts Math, Physics, Organic Chemistry, Biological Sciences, Micro Biology, and all Computer related courses. Interested students can apply at the tutoring center, located in SSB-248. The position pays $6.15 per hour. For more information, please contact Ronald Woodruff at ext.1249.

Hello and Goodbye.

A warm Valencia welcome is extended to Fairoz Al Assar, Student Services Specialist, West, mc 4-10, ext. 1507; Elnita Isidor, Custodian, West, mc 4-9, ext. 1217; Virgilio Gayahan, Custodian, East, mc 3-3, ext. 2208 and Orlando Paniza, Custodian, East, mc 303, ext. 2208.

A fond farewell and best wishes are extended to Mary Nell Legg, who retired 8/1/05 and Donna Rahberg retiring 8/15/05.

What's the hottest thing this summer? I. C. E.!

Have you got I.C.E.? I.C.E. is a campaign encouraging people with cell phones to enter I.C.E. numbers into their directory. In Case of Emergency numbers entered into your directory can assist emergency service personnel in the event you are involved in an incident that has left you in shock or in other ways disabled and can not assist with information.

Here is how it works: first enter I.C.E. into your directory, next include numbers of persons you want contacted in an emergency. They can assist with identification and medical history if required. This will also assist in notifying your relations that there is an emergency. Have you I.C.E.'d your phone today?

Academic Assembly is right around the corner!

All Faculty & Professional Staff:

The fall term start up is rapidly approaching. As in the past, we will gather at the Academic Assembly which is scheduled for Wednesday, August 24, 2005 on the East Campus at the Performing Arts Center. Prior to the program, breakfast will be served in the Cafeteria on East Campus (building 5) for all attendees. After breakfast, there will be both a presentation and ample time for dialog. Please make your plans to participate.

This year's theme will tie into the "The Year of Think" and many important topics/dates will be discussed. This gathering will provide an opportunity to celebrate the achievements of several of our colleagues and to take a fresh look together at our progress as a college.

As always, the first priority for the week will be preparing to serve our students, therefore, we promise to respect your time. Please take time to review the agenda.
With warm anticipation,

-Sandy and Louise

8:30 - 9:15 a.m. REGISTRATION AND BREAKFAST
Building 5, Cafeteria

9:30 - 10:15 a.m. PROGRAM
Performing Arts Center

Welcome
Jerry D. Buchanan
Chairman, District Board of Trustees

Faculty Address
Amy N. Bosley
President, Faculty Association

Recognition of 2005 Newly Tenured Faculty
Amy Bosley

Recognition of 2005-2006 Sabbatical Recipients
Amy Bosley

Recognition of 2005 NISOD Excellence Award Recipients
Louise N. Pitts
Interim Vice President for Academic Affairs and CLO

Recognition of 2004-2005 Advanced Degrees Conferred
Louise Pitts

Recognition of 2004-2005 Governance Council Chairs
Sanford C. Shugart
President of Valencia Community College

Recognition of Endowed Chair Recipients
Geraldine Gallagher
President & CEO, Valencia Foundation

10:15 - 10:30 a.m. BREAK

10:30 - 11:45 p.m. PRESIDENT'S ADDRESS
Sanford C. Shugart

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, Staff Assistant in Marketing and Media Relations. Deadline for submission is 5 p.m. on the Tuesday preceding each Friday's distribution. Mary Jane can be reached at ext.1017,mc 4-34 or mjjones@valenciacc.edu