Administrative Services Bulletin Board

Meal per diems are in effect for conferences. Original meal receipts are no longer being accepted. To be reimbursed for meals while at a conference, visit the GSA webpage, enter the location of your conference, and print out the meal per diem rates (as a PDF file). This PDF will act as your receipt for your Conference Expense Claim. You may not claim a meal per diem for a meal in which the conference provided food. For example, if the conference provided breakfast, but not lunch or dinner, you may only claim lunch and/or dinner. You may not claim breakfast for that day.

Click here for an example GSA meal per diem page. Please note that lodging per diems are not being used, only meal per diems.

The Board of Governors of the California Community Colleges adjusts the bid threshold on an annual basis. The new bid threshold is $114,500 for the 2024 calendar year. The bid threshold is for competitively bid and award contracts involving expenditures for any of the following:

1. The purchase of equipment, materials, or supplies to be furnished, sold, or leased to the district.
2. Services that are non-construction; and
3. Repairs, including maintenance as defined in PCC section 20656, that are not public projects as defined in PCC section 22002(c).

Effective July 1, 2021, the new Alameda County Sales Tax Rate is 10.25%. Current tax rates may be found here.

Please note, regardless of the tax assessed by the vendor, the college must always pay the current Alameda County sales tax rate. If the vendor taxes us higher or lower than this rate, the college will still process the payment based on the current county rate. When submitting requisitions or invoices for payment, please use this current tax rate when filling out the respective form. 

The current mileage rate for 2024 is 67 cents per mile.

When submitting quotes with requisitions for items, if the cost of the quote ranges from $30,000 to $114,499.99, 3 quotes from 3 different vendors must be included with the requisition to comply with state law. For questions on this change, please contact Bill Pagano at bpagano@laspositascollege.edu.

Forms submitted through InformedK12 are e-signed using InformedK12's encrypted signatures. For instructions on e-signing PDFs, please read this document.

Social Security Numbers should NOT be written or typed onto documents submitted to the Business Office. For employees, write or enter the employee's issued W number. For vendors, write or enter the vendor ID number (from Banner) or leave blank (if unknown).

If you are direct-paying or requesting items from a vendor, either with a Disbursement Request or Requisition Request form, the District must first create an ID in Banner for the vendor. For new vendors we have not yet done business with, District requires two completed documents: (1) a New Vendor Application and (2) a copy of their W-9. To expedite the processing of your request, please contact the vendor and ask them to send you completed copies of these two forms to be included with your request form. Requests for new vendors without these two forms will result in longer processing times, as our office will not be aware of the request until we receive it and will not be able to send your request forms forward until the documents have been returned by the vendor.

Per Assembly Bill 5, the District Office has made some changes in the documentation required for Independent Contractors. As of July 1, 2020, packets to hire Independent Contractors via the Contract for Services process should also include a current, valid copy of the Contractor's registered business license, whenever possible.

When looking to hire a business for services to be performed, the process to follow depends on what type of business the vendor files as. If the vendor files as a sole-proprietor, you must follow the Contract for Services process. Vendors that file as an S-Corp, C-Corp, LLC, or Incorporated business do NOT fall under the Contract for Services process and would instead require a Requisition and Scope of Work agreement only, as outlined in the Professional Services process.

When submitting PO Adjustments/Change Orders, a copy of the original PO must be included with the form. Typically, copies of POs are sent from the District Purchasing department directly to the requestor.

If you are direct-paying (paying invoices without a Purchase Order) multiple invoices via the Disbursement Request process, please treat each invoice separately and submit a Disbursement Request for each invoice, even if it is for the same vendor.

Please include your mailing address on all reimbursement requests. If you would like an automatic deposit through Accounts Payable, please fill out the ACH Authorization Agreement (not available for ASB or Co-Curricular reimbursements).

When accepting money for Co-Curricular and ASB activities, dues, fundraisers, etc. please do not accept payment by Venmo, Paypal, Cash App, or similar sites and applications. Payments should be collected in the form of cash or check only. Click here for more information on how to submit payments and deposits to the college.