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The College will go live with the PeopleSoft Finance pillar for college-wide financial processes in January of 2016. Several internal processes, procedures, and/or workflows will be changing at that time. Additional information on specific changes in the new ERP system will be communicated in the coming months. To prepare for the closing of the current Odyssey system, modifications to some existing business processes will have to be made in Odyssey as of the start of the 2015-16 fiscal year.
In preparation of the upcoming January 2016 implementation of the PeopleSoft Financial Pillar, the below instructions and closing dates include information about important changes in business processes going into effect on July 1, 2015.
As of July 1, 2015 the following changes will take effect:
All goods and services, including institutional memberships, and subscriptions, regardless of dollar amount, will be procured and ultimately paid via the existing Department Requisition / Purchase Order process.
All Agreements for Services must be inputted as a Requisition with the new “AS” (Agreement for Services) Requisition type.
Only a subset of Odyssey Preparers will have access to initiate Disbursement Requests. The only items that will be accepted and processed by Accounts Payable via the Disbursement Request process is as follows:
Travel reimbursements must be entered as a “TV” (Travel) Disbursement Request type.
Personal/employee reimbursements must be entered as an “RQ” Disbursement Request type.
Bursar petty cash replenishments must be entered as an “RQ” Disbursement Request type.
All student-related payments/stipends must be forwarded to Accounts Payable for processing, with supporting documentation.
Any additional procurement items not anticipated during this planning process may be forwarded to Business Affairs for special handling or payment processing assistance.
The modified business processes being applied to Odyssey for the first half of the fiscal year are strictly intended to facilitate the “closeout” of pending transactions in the current system (Odyssey) and will provide for a more efficient conversion of data to the new PeopleSoft system.
CLOSING DATES 2014-2015 END-OF-YEAR:
PURCHASING REQUISITIONS $25,000 AND OVER
All Department Requisitions for the 2014-15 fiscal year totaling $25,000 or more and requiring competitive bidding must be submitted to the Purchasing Department by this date. This excludes items previously selected via RFP, ITN, or RFQ. Orders that require bids must include complete specifications and requirements. In addition, sufficient information must be provided to develop a rationale to be submitted to the College President or District Board of Trustees for approval. This deadline includes grants that expire in June, July, or August 2015.
Exceptions: Orders for the following items have already been approved by the Board: computers, furniture, paper, and other commodity items using State, County, District School Board, Cooperatives, or other similar contracts. These exceptions may be submitted through May 22, 2015; however, the originator must verify the use of contract pricing with the appropriate buyer prior to April 24, 2015.
ANNUAL CONTRACTS $25,000 AND OVER Annual Requirement contracts totaling $25,000 or more to be executed prior to the close of the 2014-15 fiscal year must be submitted to the Purchasing Department by this date. Departments will be required to submit a Request for Annual Requirement form. A copy of this form is available on the Business Affairs website: https://www.mdc.edu/businessaffairs/Papers/Forms/Annual_Request.pdf
This form should be submitted with specifications needed to develop bids and a rationale to be submitted to the College President or District Board of Trustees for approval.
PURCHASING PURCHASING CARD PURCHASES Purchasing Card transactions posted by Bank of America through the billing cycle ending May 4, 2015 will be made available for cardholder reconciliations in the 2014-15 fiscal year. Transactions posted by the bank subsequent to the May 4, 2015 statement will be reconciled in the 2015-16 fiscal year. Since credit card transactions are typically posted by the bank 2-3 business days after the transaction date, cardholders are encouraged to plan purchases for the 2014-15 fiscal year accordingly.
PURCHASING PURCHASING CARD RECONCILIATIONS
All Purchasing Card transactions posted by Bank of America through the billing cycle ending May 4, 2015 must be reconciled and posted to the General Ledger by May 15, 2015.
PURCHASING REQUISITIONS LESS THAN $25,000
All Department Requisitions for the 2014-15 fiscal year totaling less than $25,000 must be submitted to the Purchasing Department by this date. This applies to all Funds, and includes grants expiring on June 30, 2015. Campus access to Department Requisitions will be removed by 5:00 p.m. on this date.
PURCHASING CARD RECONCILIATION REPORTS
All approved Reconciliation Reports and receipts with required documentation for transactions posted through the billing cycle ending May 4, 2015 must be delivered to the Purchasing Department by 4:30 p.m. on May 22, 2015.
BURSAR'S OFFICES - ALL CAMPUSES PETTY CASH VOUCHERS Last day to submit Petty Cash vouchers to the Bursar’s Office for the 2014-15 fiscal year. In consideration of the volume of requests received, employees are urged to pick up all reimbursements as soon as notification is received.
ACCOUNTS PAYABLE DISBURSEMENT REQUESTS/TRAVEL REIMBURSEMENTS
Last day to submit Disbursement Requests and Travel Reimbursements to the Accounts Payable Department for the 2014-15 fiscal year. Disbursement Requests/Travel Reimbursements must have all supporting documentation delivered to the Accounts Payable Department by 4:30 p.m. on this date. Disbursement Requests and Travel Reimbursements received after this date or received without supporting documentation will be returned to the originator for re-submission in the subsequent fiscal year. Campus access to Disbursement Requests will be removed by 5:00 p.m. on this date.
INVOICES ON BLANKET ORDERS
Last day to submit invoices to the Accounts Payable Department for purchases made on Blanket Orders and Service Contracts. Any invoices received after this date will be returned to the originator for re-submission in the subsequent fiscal year.
CENTRAL ACCOUNTING / RESTRICTED ACCOUNTS MANAGEMENT JOURNAL ENTRIES / TRANSFER OF EXPENDITURE REQUESTS
Last day to submit Requests for Journal Entries or Transfers of Expenditures for the 2014-15 fiscal year. Original memoranda and applicable supporting documentation must be delivered to the Central Accounting or Restricted Accounts Management Departments by 4:30 p.m. on this date.
BUDGET BUDGET TRANSFERS
Last day to complete Budget Transfers for the 2014-15 fiscal year. Completed Budget Transfers are those that are posted to the General Ledger or are in the Budget Department’s queue for review. PLEASE COVER ALL DEFICITS by this date.
ODYSSEY FINANCE SYSTEMS
Campus access to all Odyssey Finance Systems will be removed by 5:00 p.m. on this date.
ODYSSEY FINANCE SYSTEMS
Access for 2015-16 transaction processing is expected to be restored on or before July 6, 2015.
DISTRICT BOARD OF TRUSTEES - MEETINGS/DEADLINES:
Must be submitted to the Office of the SVP -
no later than: