Welcome
The Business Services office provides budget support for General Fund, Co-Curricular, Special Funds, Grants and Contracts. We provide support and monitor all phases of budget to include: acquisition of equipment and supplies, budget development & control, financial reporting and other financial administration needs.
Mission
The Business Services office strives to support the teaching and learning environment at San Diego Mesa College by providing effective, efficient, and customer friendly services to all faculty members, staff, students, and administrators, as well as customers both within and outside the college community. We provide support and assistance for the College in the areas of sound accounting practices and the establishment of internal control that ensures accountability, maximizes total value and compliance of all financial resources while being a good steward of public funds. We strive to maintain and enforce strong professional and ethical standards, while adhering to SDCCD policies and procedures.
What we assist with:
- Training on requisitions and travel procedures
- Entering travel in PeopleSoft
- Getting access to budget reports
- Training on how to run and review budget reports
- Reimbursements for Revolving and Co-Curricular
- Processing payments for bookstore purchases and food services catering
- Setting-up new vendors
- Chargebacks for print, stockroom, mail and water
Administrative Forms
View and search through all administrative forms.
Travel Request
Travel is now being handled in the new PeopleSoft system. Before your travel starts, and before you enter a travel request, you will need to complete the Travel Pre-Auth, which can be found on the Forms Page.
Reminder: All travelers are responsible to complete required paperwork, submit their travel authorization in PeopleSoft. Travelers are also responsible for booking hotel, flight and completing registration.
For assistance and questions regarding the form and PeopleSoft, please call the Business Office at x2771, email [email protected], or stop by in person to schedule an appointment for hands-on training in the new travel process. We will be happy to assist you.
Revolving Cash Fund
Can I buy supplies without going through the purchase order process?
Yes, but the purchase will need to come out of your pocket. Once you make the purchase, you will need to submit the required paperwork to get reimbursed through the Revolving Cash Fund(RCF)
View more information on the RCF
View information on what is a supply
What paperwork do I need to submit to get reimbursed?
You will need to submit a reimbursement check request form and original proof of payment showing payment method.
What is the limit on RCF reimbursements/payments?
The limit is $200.00, unless you are using Co-Curricular funds. Co-Curricular funds have no limit.
Can I get reimbursed through the RCF for any travel expenses?
No, any travel expenses need to be processed through either a Travel Request(TR) or a mileage reimbursement form.
Can I pay an invoice through the RCF?
Yes, as long as the invoice is for $200.00 or less.
When submitting an RCF request, please make sure to include the budget number to be
charged and have the required signatures.
Mesa Purchasing Process
Department requisitions are entered into PeopleSoft, by trained requestors. The requisition identifies the supplier, the budget and items to be purchased. A copy of the quote is also included. Submitted requisitions route through department and budget approvers, the campus business office, and Grants & Contracts or Special Funds, if necessary before routing to district Purchasing for processing. If requisition is completed correctly and budget is available, Purchasing dispatches a PO to the supplier. POs are sent to supplier’s email address on file. Suppliers deliver orders to campus stockroom or provide requested services. Orders received in the stockroom are “received” in PeopleSoft. Supplier submits invoice to Accounts Payable - [email protected] as instructed on Purchase Order. If a PO, stockroom received, and invoice matched, the supplier is paid. If a service is provided, there is nothing to receive in the stockroom; therefore, Administrative Services will confirm with requisition initiator if the services have been completed and invoice is OK to pay. All items are to be received through the stockroom.
Before you start
The following items are needed before you begin to process a requisition:
- Supplier name and number (If new supplier, provide Business Services with a Supplier Application and current W-9)
- Budget number and available funding
- Current quote
- Request for Contract (RFC), if applicable.
- Evaluation of Employer/Employee Relationship form for consultants hired as Independent Contractors
- For catering events, contact the Business Office
Please note that no employee can bind (sign for) Mesa College to any agreement. All agreements must be reviewed by District Purchasing and Contract Services Department. This includes grants, maintenance agreements, contracts, and anything that requires a signature.
Types of Requisitions
Regular Requisitions are to be completed for the purchase of equipment, supplies and software. A current quote from the supplier is required to be attached.
Office Solutions is the district contracted supplier for office supplies. Requisitions do not require a quote attached because PeopleSoft has a Punch Out link. You select your items in Office Solutions and the items are pulled into the requisition.
Amount Only Requisitions are intended for maintenance service agreements, rentals, professional services, and subscriptions. Amount Only POs should not be used for the purpose of tangible product purchases. Exceptions must be approved by Vice President of Administrative Services or Designee (Director of Administrative Services).
Contract Services are entered as Amount Only requisitions and must include a copy of the Request for Contract with required documentation, and Evaluation of Employer-Employee Relationship Form.\
For more information, please see the District Purchasing Manual.
Please confirm with vendor first that they accept purchase orders, NET30 and checks before completing forms. If vendor does not accept terms we need to look for a different vendor.
Supplies and Equipment Purchases
Contracts for Professional Services
I would like to request a Contract for Professional Services for my department, or I need to amend a current contract. What paperwork do I need to submit?
As of July 1, 2025, Purchasing & Contract Services with the District Office creates all contracts. The following steps are required for consultant/professional services:
The following steps/forms are required for a Contract for Professional Services (this includes consultants, service agreements, performers, guest speakers:
- Requisition via PeopleSoft
- Request for Contract
- Supporting documention (One of the Following: Statement of Work, Quote, Proposal, Original Contract if renewing or amending, Rate Sheet)
Please review the Request for Contract FAQ Sheet for more information
If the vendor is not in our system, the following forms are needed:
- W-9 (vendor fills out this form)
- Supplier Intake (Supplier fills out this form)
Requisition and required documentation must be submitted at least four weeks before services are rendered to allow District Purchasing & Contracts Services Department to review, sign agreements, and issue PO. Before scheduling services contact Business Services to ensure PO is in place.
