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Finance and Administrative Service Division FAQs
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The Administrative Services Division is dedicated to the demonstration of “community-based” support services.
Our mission = Service.
Service: To provide the finest quality support services by Administrative Services Departments (Business Services, Contract Services, Facilities, Fiscal Services, Information Services and Payroll).
Below is a list of “Frequently Asked Questions” that is developed to be of assistance to the staff and faculty of Palomar College.
Should a question arise that is not listed, please contact Jo Anne Giese at the division office on extension 2109.
To quickly move to a specific department or subject please click the link(s) to the right: |
FACILITIES SERVICES AND MAINTENANCE |
| BUSINESS & CONTRACT SERVICES | |
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How do I get information on the web about Business & Contract Services? The web page for the Palomar Business Services Department is: http://www.palomar.edu/businessservices/default.htm.
What is a Cal Card and how do I obtain one? There are two ways to place orders with Office Depot. If you do not have a Cal Card, you will have to fill out a Purchasing Requisition. If you do have a Cal Card, you need to email the Business & Contract Services Staff Assistant at ext. 2122 with your request. You will need to include your extension, the last 4 digits of your Cal Card, and the expiration date of your card. You will be set up at the Office Depot secure website with a logon, password, and an online training document
How do I order office supplies from Office Depot? There are two ways to place orders with Office Depot. If you do not have a Cal Card, you will have to fill out a Purchasing Requisition. If you do have a Cal Card, you need to email the Business & Contract Services Staff Assistant at ext. 2122 with your request. You will need to include your extension, the last 4 digits of your Cal Card, and the expiration date of your card. You will be set up at the Office Depot secure website with a logon, password, and an online training document.
How do I obtain certificates of insurance from outside agencies or companies? The Business & Contract Services Department is responsible for preparing proper insurance solicitations for the District’s liability coverage. All District-wide insurance policies are administered through the office of the Director of Business Services.
Contractors doing work on campus or education centers must be required to file the following proofs of insurance with the District prior to receiving authorization to proceed on a contract:
Should any of the above-described policies be cancelled prior to their expiration dates, the issuing company shall mail 30 days written notice of cancellation to the District. The contractor shall maintain current insurance documents, for all of the above coverages, on file at the District during the term of any contract with the District.
How do I obtain a District certificate of insurance required by an external business or organization? Use of facilities or other agreements often call for the District to submit proof of insurance. Please the Contact Business & Contract Services Staff Assistant at ext. 2122 with your request for a certificate of insurance.
What business opportunities are available with the College?
Vendors can review how to do business with the
District
http://www.palomar.edu/businessservices/Documents/Doing%20Business%20with%20Palomar.pdf
and see current opportunities at
http://www.palomar.edu/businessservices/BusinessOpportunities.html. Who is responsible for contracts and agreements at the College?
Business & Contract Services provides contract services to the
executive administration, faculty, and staff. All construction contracts for
public works projects by the District are let through the Office, and contracts
and Board resolutions on a wide variety of topics are prepared.
Please see
http://www.palomar.edu/businessservices/ContractsHome.htm for additional
information.
All contracts/agreement must be submitted to Business & Contracts
Services with an attached review form
http://www.palomar.edu/businessservices/Documents/Board%20Agenda%20Item%20Form.pdf.
Please contact Business & Contract Services for any questions related to
District contracts/agreement.
How are public works projects (construction services) requests put out for
competitive quote or bid?
Note: Any “works of improvement”
(work involving labor), the total cost of which exceeds $15,000, must be
accompanied by a labor and materials (payment) bond prior to the commencement of
work, or the contractor may not be paid.
Vendors are responsible for the accuracy of quoted prices submitted to the
Business Services Department. In the
event of a discrepancy between a unit price and its extension, the unit price
will govern. Quotations may be
amended or withdrawn by the bidder up to the time of opening of the bids.
It is the vendor’s responsibility to ensure that their quotations are received
in the Business Services or Contracts Office no later than the designated hour
and day of the bid opening time and date, as specified in the request for bid.
All bids/quotations become a part of the Business & Contract Services
Department’s records and may be reviewed upon request by interested parties
after the bid is awarded. No bids or
quotations may be removed from the Business Services or Contracts Department.
Who is authorized to sign contracts/agreements? There are three individuals authorized to sign contracts/agreements for the District. These include the President, the Vice President of Finance & Administrative Services, and the Director of Business & Contract Services.
How do I contact Auxiliary Services management?
Food Services can be accessed at
http://www.palomardining.com/.
The Bookstore can be accessed through
http://www.bkstr.com/webapp/wcs/stores/servlet/StoreCatalogDisplay?storeId=10216&langId=-1&catalogId=10001.
Contract management matters should be addressed to the Director Business
& Contract Services at ext. 2125.
How do I get copies made?
To get copies made you can go to any one of Comet copy machines on campus.
There are machines located in the following rooms.
A-23, F-6, Instruction Office, GJ-1 and at the Escondido campus.
The machines in GJ-1 and F-6 are manned with employees to copy your work
for you. A-23, Instruction and
Escondido are self-serve machines you use yourself. To get copies made in GJ-1
and F-6 a Comet Copy work order form must be submitted with the work to be
copied. In A-23, Instruction office and Escondido you do not need to fill out a
work order. All copy machines require an access code, if you do not know your
code you must obtain it from your department ADA or Chair.
How do I obtain business cards? To have any materials printed on campus submit a completed Creative Services work order along with the information to be printed to the Print Services department. For more information about Print Services please go to following link: http://www.palomar.edu/printservices/.
How do I use Fed Ex, UPS, etc? Please go to: http://www.palomar.edu/mailroom/.htm.
How do I obtain a mailbox key?
Contact the
Business & Contract Services Technician in
the Mailroom at extension 2811 and ask for a key.
If they are available, they will be signed out to you immediately.
If additional keys are not available, the department must have keys made
off campus.
Are stamps available to purchase?
No, stamps are no longer
sold in the Mailroom.
Can employees ship personal items through the Mailroom?
Only first-class and priority mail that has postage already affixed can be sent
through the Mailroom. However, if
the weight of the mail piece is 13 ounces or over, the package must be taken to
the post office because of current postal regulations.
Can the warehouse store items for campus departments? Only if space is available and arrangements are made with Warehouse Services prior to receiving shipment.
Who is responsible for moving/transferring furniture on campus? The Custodial Department is responsible for all moves and transfers on campus. Warehouse Services is responsible for moving and transferring furniture to all the off-site campuses.
Who do we contact for surplus pick-up?
You must first fill out a surplus request form, accessed through the Facilities
Department web page. The completed
form (with all necessary signatures) should then be forwarded to the Facilities
Department. They will notify
Warehouse Services when the surplus is ready for pick-up.
Note: the I.S. department must be contacted for computer related items.
I.S. will fill out the surplus form. Furniture,
chairs, etc., with no property tag will be picked up by Warehouse Services as
soon as possible.
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| FACILITIES DEPARTMENT | |
| BUILDING | |
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How do I contact Facilities to report a maintenance emergency? Examples:
During normal business hours, emergencies should be telephoned into the Facilities Office at extension 2629 or they can be emailed to the Facilities Office. After regular business hours, emergencies should be telephoned into the Palomar College Campus Police by dialing extension 2289.
How do I make a routine maintenance request? Examples:
Routine maintenance requests should be telephoned into the Facilities Office at extension 2629 or they can be emailed to the Facilities Office
How do I request services such as?
Complete a Facilities Work Request Form by accessing the Facilities Form webpage: http://www.palomar.edu/facilities/ and select the http://www.palomar.edu/facilities/WorkReqstForm.pdf, obtain the necessary signatures, providean account number and submit it to the Facilities Office. Facilities Work Request Forms can be acquired by calling the Facilities Office at extension 2629.
How do I obtain information about construction and renovation projects? As with all major construction, some inconveniences are unavoidable. Updates are posted on the following website: http://www.palomar.edu/constructionup/. This page is intended to inform you of the various projects and to help you avoid delays around the construction areas.
In the event of a utility failure, who do I contact? Procedure:
In the event of a major power outage, who do I contact? During normal business hours, call into the Facilities Office at extension 2629. A major power outage can occur at any time and at any location, but is most hazardous when school is in session. The inherent danger during a power outage is panic. Personnel should remain calm. All departments should assess the effects of the outage; decisions can then be made about resources needed to overcome temporary problems (especially important in labs). The decision to cancel classes and/or work or to evacuate parts or all of the campus is determined by the executive administration.
Elevators present a particular safety issue during a power outage because most are not on the emergency power system. Any elevator containing trapped personnel must be reported to the Campus Police Dispatch at extension 2289 and/or the Facilities Office at extension 2629.
How do I know if Facilities has received my work request or how do I check the status of my work request?
Routine status requests should be telephoned into the
Facilities Office at extension 2629 or they can be emailed to the
Facilities Office How do I request that a banner be displayed on campus? Submit a request to the Facilities Review Committee by emailing Bonnie Dowd at bdowd@palomar.edu
A committee is presently working on a manual that deals with a number of issues, including temporary signs and banners. In the future, banners will only be allowed to remain up for a specific period of time. Banner proposal: One (1) week for signs to be posted in the lawn areas and Thirty (30) days for banners on buildings. Banners are permitted on campus subject to the following restrictions:
How do I obtain permission to park a vehicle on a campus sidewalk? Access the Facilities Forms webpage: http://www.palomar.edu/facilities/ and select the Vehicle Access on Sidewalks Request Form. Obtain the necessary signatures and forward the form to the Facilities Office.
How do I obtain permission to borrow district-owned equipment or tools? Access the Facilities Forms webpage: http://www.palomar.edu/facilities/ and select the Equipment/Tool Loan Program Request Form. Obtain the necessary signatures and forward the form to the Facilities Office.
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| CUSTODIAL (Click) | |
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| ENVIRONMENTAL HEALTH AND SAFETY | |
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In case of an emergency, what procedures do I follow? Access the Environmental Health and Safety webpage http://www.palomar.edu/ehs/.
How do I obtain a license to drive a college-owned maintenance cart? Access the Environmental Health and Safety webpage http://www.palomar.edu/ehs/ and select “Cart Safety Training.” Once employees have passed the quiz, you will receive a cart license through campus mail.
NOTE: It is imperative that all carts be kept off the main sidewalk during the hours of 7:30 a.m. through 3:00 p.m., Monday through Friday, while classes are in session.
How do I obtain information about Material Safety Data Sheets (MSDS)? Access the Environmental Health and Safety webpage http://www.palomar.edu/ehs/ and select MSDS by Department.
How do I report hazardous situations? Access the Environmental Health and Safety webpage http://www.palomar.edu/ehs/ and select Hazard Identification Form.
How do I conduct a self-guided safety inspection of my department/classroom? Access the Environmental Health and Safety webpage http://www.palomar.edu/ehs/ and select Building Inspection Form.
How do I request a workstation evaluation? Submit a request to Environmental Health & Safety by emailing Kelley Hudson-MacIsaac at: kmacisaac@palomar.edu.
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| FACILITIES PLANNING | |
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How do I obtain an Inventory Request Form? Access the Facilities Forms webpage: http://www.palomar.edu/facilities.htm and select the Inventory Request Form.
Who can answer my questions regarding inventory? Routine inventory questions should be telephoned into Diane Rabe, Inventory Control Technician, at extension 2773 or sent via email to: drabe@palomar.edu.
How do I obtain a Capital Outlay and Facilities Request Form? Access the Facilities Forms webpage: http://www.palomar.edu/facilities.htm and select the Capital Outlay & Facilities Request Form.
Where do I obtain information regarding Space Inventory Procedures? Access the California Community Colleges Chancellor’s Office webpage as follows: http://www.cccco.edu/divisions/fiscal/facilities/references/ref_file_links/Space_Inventory_Handbook.doc. The physical space inventory database provides the statistical basis for many internal, state and federal reports regarding campus buildings, their usage and occupants.
Routine questions regarding this process should be telephoned into Kelley Hudson-MacIsaac, at extension 2772 or sent via email to: kmacisaac@palomar.edu.
How to I obtain permission to remove district-owned property? Access the Facilities Forms webpage: http://www.palomar.edu/facilities.htm and select the Removal Request of District-Owned Property Request Form. Obtain the necessary signatures and forward the form to the Diane Rabe, Inventory Control Technician.
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| FACILITIES OFFICE | |
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How do I obtain a key? Access the Facilities Forms webpage: http://www.palomar.edu/facilities.htm and select the Key Request Form. Obtain the necessary signatures and forward the form to the Facilities Office.
NOTE: All unrestricted classrooms are unlocked by Campus Police. Please contact Campus Police Dispatch at extension 2289.
Where circumstances warrant, departments may request re-keying of locks. Complete a Facilities Work Request Form by accessing the Facilities Form webpage: http://www.palomar.edu/facilities.htm and select the http://www.palomar.edu/facilities/WorkReqstForm.pdf, obtain the necessary signatures, provide an account number and submit it to the Facilities Office along with a Key Request Form http://www.palomar.edu/facilities/use/forms/facilitieskeyrequest606.pdf for each employee that will require access to that facility. Facilities Work Request Forms can be acquired by calling the Facilities Office at extension 2629.
Routine questions regarding this process can be answered by contacting the Facilities Office at extension 2629 or via email to the Facilities Office
How do I return a key? Access the Facilities Forms webpage: http://www.palomar.edu/facilities.htm and select the Key Return Form http://www.palomar.edu/facilities/keyreturnform.pdf Forward the form to the Facilities Office.
All keys to college buildings are the property of the college and are issued only to district employees. Keys are obtained through the Facilities Office (RS-5) and must be returned upon termination of employment. Obsolete or unneeded keys must be returned to the Facilities Office to clear the account of the person to whom they were assigned, as well as to cancel the liability of the authorizing department. Employees are limited to one key per room or area. DO NOT DUPLICATE OR TRANSFER KEYS.
How do I report a lost or stolen key? Lost or stolen keys must be reported to Campus Police, by dialing extension 2289, within 24 hours of discovery of loss or theft. Persons in possession of unauthorized keys may be guilty of a misdemeanor as outlined in the California Penal Code Section 469. Replacement keys will be issued only after submission of a new completed Key Request Form and a Police Report.
How do I request a college vehicle? All college employees must be approved by the California Department of Motor Vehicles in order to be able to drive a college vehicle.
Access the Facilities Forms webpage: http://www.palomar.edu/facilities.htm and select the Request for Authorization to Drive College Vehicle Form. Obtain the necessary signatures and forward the form to the Facilities Office for processing to the DMV in Sacramento. The Facilities Office will notify your department if your request has been approved or denied by the DMV.
If your request has been approved, access the Facilities Forms webpage: http://www.palomar.edu/facilities.htm and select the Use of College Vehicle Request Form. Obtain the necessary signatures and forward the form to the Facilities Office for scheduling.
Credit cards, trip tickets and vehicle keys will be issued by the Facilities Office for your department’s usage. The Facilities Office will explain to each driver how to fill out the trip ticket form.
How do I request campus signage? Complete a Facilities Work Request Form, obtain the necessary signatures and submit it to the Facilities Office. Complete a Facilities Work Request Form by accessing the Facilities Form webpage: http://www.palomar.edu/facilities and select the http://www.palomar.edu/facilities/WorkReqstForm.pdf, obtain the necessary signatures, provide an account number and submit it to the Facilities Office. A modular, flexible, recyclable system of standardized signs will be used throughout the campus. The system consists of a series of directional signs, building identification signs and ADA signs.
How frequently does Facilities charge for labor and materials? The requesting department is charged for labor and materials used to complete the project. Billable services are charged on a monthly basis usually at the beginning of each month.
Routine questions regarding this process can be answered by contacting the Facilities Office at extension 2629 or sent via email to the Facilities Office
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GROUNDS & RECYCLING (Click) |
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| FISCAL SERVICES | |
| BUDGET | |
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Where can I locate budget forms and instructions? http://www.palomar.edu/fiscal_services/Budget/.
Where can I locate expenditure transfer forms and instructions? http://www.palomar.edu/fiscal_services/Budget/.
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| PEOPLESOFT | |
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I How do I delete a scope? Send the name of the scope in an e-mail to Traci Sickinger
Contact Traci Sickinger 3113. To obtain PeopleSoft information go to: http://www.palomar.edu/fiscal_services/PeopleSoft/.
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| TRAVEL | |
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What is Palomar College’s travel policy? You may obtain this information by going to: http://www.palomar.edu/fiscal_services/Travel/Traveldefault.htm.
How do I obtain travel approval? Complete a Request for Travel Approval/Claim for Travel Expense form (top and left side), obtain approving signature(s) and send to Fiscal Services. You may obtain the forms and additional travel information by going to: http://www.palomar.edu/fiscal_services/Travel/Traveldefault.htm.
How am I reimbursed for travel? Fill out the same Request for Travel Approval/Claim for Travel Expense form requesting reimbursement by completing the right side of the form, attaching receipts and obtaining authorized signature. To obtain forms and instructions go to: http://www.palomar.edu/fiscal_services/Travel/Traveldefault.htm.
How am I reimbursed for business mileage? For employees who travel frequently and routinely fill out a Business Mileage Claim form. To use the business mileage claim form employees must also complete a Blanket County Travel Approval form for the entire fiscal year. To obtain forms and instructions go to: http://www.palomar.edu/fiscal_services/Travel/Traveldefault.htm.
How do I make arrangements and pay for airfare? Airfare can be obtained by one of a few methods. You may obtain the procedures by going to: http://www.palomar.edu/fiscal_services/Travel/Traveldefault.htm.
How long does it take for a reimbursement check to be issued? Advance travel registration and lodging payment requests, reimbursement claims and business mileage claims must be received in Fiscal Services on Tuesday by noon, in order to make the weekly check run on Thursdays. Employee checks are disbursed on Friday’s and sent through campus mail. Checks issued to hotel and registration vendors are mailed directly to the vendors. |
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| INFORMATION SERVICES | |
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Who do I call if I have a computer or printer problem? Information System's Helpdesk at ext. 2140.
Where would I find information about buying a computer or software? For work or home use, you can obtain the information at: http://www.palomar.edu/nibblesandbits
How can I change my password on my computer? Hold down CTRL/ALT/DELETE keys on the keyboard. The bottom, left- hand side button should say "Change Password". Click on that button and follow the steps. If you have any problems, please call ext.2140 for help.
How do I get set up for computer use and email? Have the department ADA, Chair, Supervisor, Manager, Director or VP fill out the Access Request form that can be found on the IS web page: http://infoservices.palomar.edu/.
Who do I contact if an employee is no longer working for Palomar College and their computer accounts need to be removed? Use the Access Request form ( http://infoservices.palomar.edu/ ), fill out the "remove" part of the form.
If I can log into any computer on campus, why can't I get my email from Outlook on all of the computers? Outlook email is configured for one person - per one computer (your regularly used computer). You may obtain your email from any computer world wide, by going to http://mail.palomar.edu . You will connect to a logon page and all of the instructions to continue are on that page.
How do I order a new telephone, fax service or data line? Fill out the Data Telephone Services Request form which can be found on the IS web page: http://infoservices.palomar.edu/, get the appropriate signatures and account information, turn the form into the Information System's Helpdesk. Helpdesk will process the paperwork and create the work order for the Telecommunications tech or contracted vendor to complete the work.
Who can help me with PeopleSoft questions? Call the Helpdesk at ext.2140 and they will either answer your question or create a work order for either a tech or a programmer to help you.
Who do I contact if I have questions or problems with a phone? Call Information System's Helpdesk at ext.2140 or the Switchboard at ext."0".
Who would I contact if I cannot remember my PIN number for the telephone? Call Switchboard at "0" or Information System's Helpdesk at ext.2140, they can re-set it. |
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| PAYROLL | |
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1) How can I start a TSA? First you must open an account with the company you want to participate in. Second, make sure that the company you want to contribute to is on the list of approved TSAs. If it’s not, please contact Jackie Wood at ext. 2884. If the company that you want to contribute is on the list of approved Vendors, fill out a ‘Salary Reduction Agreement’ and turn it in to Payroll Services. The ‘SRA’ is available on the following web address: http://www.palomar.edu/payrollservices/payrollforms.htm.
2) How can I cancel any of my voluntary deductions? Please complete Cancellation Notice of Voluntary Payroll Deduction available at this web address: http://www.palomar.edu/payrollservices/payrollforms/CancelDeduction.doc. Submit Cancellation Notice to Payroll Service for processing.
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| CLASSIFIED | |
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How do I get a new classified absence report? Contact Jackie (x2884) in Payroll to get a copy. They are not on-line.
I would like to buy-back PERS service credit, how do I get the paperwork? Call PERS at 1-800-352-2238.
How many hours of sick time do I get each year and when do they get advanced? 96 hours are advanced to 12 month, full-time classified employees. Anyone with a less than12 month and/or less than 100% assignment receives a proportionate number of hours, e.g., a 10 month, 80% employee will be credited with 64 hours of sick leave. All full-pay sick leave is advanced on July 1st.
What happens when I run out of sick leave? You will automatically be put on ½ pay for any sick hours reported.
What happens when I run out of personal necessity? Those hours will be charged to vacation, if you have any; otherwise, they will be docked.
If it’s close to the end of the fiscal year, can my next fiscal year’s sick leave allowance be advanced to me? No.
What happens if I still have Personal Necessity hours left, but I have no sick leave at full-pay remaining? If you have a zero balance in sick leave, you DO NOT have any Personal Necessity left either. Payroll will be making a manual adjustment to zero out any remaining Personal Necessity when sick leave has been exhausted.
I need more vacation than my check stub shows that I have. If you need more than one day, you must request advanced vacation (form in In payroll or on web site).
I’m scheduled to be off-salary 3.6 hours; how long is .6? 36 minutes (.6 * 60min).
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| ADJUNCT FACULTY | |
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What are the pay dates for adjunct faculty? Pay dates for full length semester classes are as follows: Summer semester - July 20 & August 20; Fall semester - Sept 20, October 20, November 20 & December 20; Spring semester - February 20, March 20, April 20 & May 20. When the 20th falls on a weekend or holiday, pay day is the preceding work day. Questions regarding payment for non-conventional assignments should be referred to Cathy Hawkins, ext. 2138.
I don’t seem to have enough Federal &/or State taxes taken out of my paycheck. Why? Due to the annualized tax schedule & the division of adjunct pay, there are some cases that the taxable gross is not subject to Federal &/or State tax, or very little. Additional taxes can always be deducted by indicating an additional amount on a W-4(Federal) or DE-4(State) form.
When can I use my sick leave? As stated in the Adjunct handbook, “Sick leave may be used when the instructor is ill or in cases of personal necessity including any of the following: death or serious illness of a member of immediate family; accident, involving person or property, or property of a member of immediate family; appearance in court as a litigant or as a witness under an official order.” Jury duty is not compensated for missed adjunct or overload classes.
Why are my hours different this semester from last semester? I’m teaching the same class. This question should be referred to your Academic Department Assistant. Holidays can affect your total hours for a semester but these hours are determined by your department.
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| STUDENT | |
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When is pay day? Pay day is the last day of each month. If it falls on a weekend pay day will be the Friday prior. If it falls on a Holiday it will be on the previous business day.
When are time reports due? Time reports are due in the Payroll Department the first business day following the 15th of each month.
Where can I get a time report? Time reports are available on the Payroll Webpage or in the Payroll Department.
How do I get my pay check? Pay checks are mailed on pay day. Direct deposit is available and recommended.
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| SHORT-TERM | |
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When is pay day? Pay day is on the 10th of each month. If it falls on a weekend pay day will be the Friday prior. If it falls on a Holiday it will be on the previous business day.
When are time reports due? Time reports are due in the Payroll Department the first business day following the 24th of each month.
Where can I get a time report? Time reports are available on the Payroll Webpage or in the Payroll Department.
How do I get my pay check? Pay checks are mailed on pay day. Direct deposit is available and recommended. |
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© 2002 Palomar Community College District. All rights reserved.
Contact Information.
Legal Notices.
Last modified
11/02/2009.