How do I get information on the web about Business Services?
The web page for the Palomar Business Services Department is: http://www.palomar.edu/businessservices/default.html

What is a Cal Card and how do I obtain one?
The Cal Card is one method for purchasing at the college.  It is a Visa card, issued by the State of California, through the Business Services office.  To find out more information about the card program, and to access the forms necessary to obtain a card, please visit the Business Services web page at the address above. There is a “Cal Card” link on the left side of the Business Services department home web page.

When do I submit a requisition?
Requisitions as a general rule should be used to procure/pay for all goods and services. Please note that Independent Contractor Honorarium must now be submitted with a requisition.  Cal-Card purchases are an exception to this requirement and do not necessitate submitting requisitions.

How do I complete & submit a Purchase Requisition?
To access the requisition and continuation form, go to the Palomar College homepage.  Click on Staff, under Administrative Services – Business Services.  Then click on Requisition Instructions, for instructions on using the form.  After reading the instructions, use the back key.  Then click on Requisition Form/Continuation Sheet and fill out according to the instructions given at the instructions page.

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 requisition (instructions above).  If you do have a Cal Card, you need to email the Business Services Staff Assistant with a request to be added to the Office Depot website.  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.

Who do I call to ask questions about purchasing specific items?
The Business Services department maintains a commodity listing. It lists all the main commodities and the buyer that is responsible for those commodities. The listing is updated on a regular basis. To access the commodity listing, simply visit the Business Services department home web page and click on the "Commodities" link.

How do I order computers?
The Information Services Department has posted a list of standardized desktop and notebook computers that the District may purchase.  Go to the Palomar College homepage – click on Computing at Palomar, then click on Dell Computer & Notebook Pricing for District Use.  Complete a requisition including the computer description and quote number as referenced on the list and submit your requisition to Business Services.  All requisitions for computer hardware, peripherals, and software will be sent to the Information Services Department for review and signature.  The requisition will then be returned to Business Services and an order will be placed.

What is the current state of California sales tax rate?
State of California sales tax rates vary by county, however Palomar College will always pay tax based on the rate in San Diego County.  Currently the sales tax rate is 7.75%.

Palomar College is not tax exempt – we will always pay tax on taxable items even if the vendor is out of state.  If an out of state vendor does not collect California state sales tax, we will still have to pay the state of California directly.

Is petty cash available?
Petty cash is no longer a payment option.

How do I obtain certificates of insurance from outside agencies or companies?
The Business 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:

1. Certificate of Insurance confirming $1,000,000 combined single limit general liability coverage and automobile liability coverage, both naming the Palomar Community College District as an additional insured, and copies of the endorsements to the policies naming the Palomar Community College District as an additional insured.
2. Proof of workers’ compensation coverage.

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.

What dollar amount can I expect my request to be put out for competitive quote or bid?
Whenever practical, competitive quotations from vendors handling the same or similar products will be secured.  The Business Services Department may, at its discretion, choose to bid any item which in its judgment lends itself to competitive bidding.

Individual departments may, for their own information, wish to secure inquiry price quotations on items they intend to purchase.  It should be understood, however, that these price quotations may not be usable at the time of purchase due to time lapse, quantity changes, incomplete information, inability to meet District’s bond or insurance requirements, or inability to meet federal or state laws or District policies and regulations.

Requisitioners should be sure to allow sufficient time for the Business Services Department to obtain quotes or bids, evaluate vendor qualifications, place the order and receive goods/services.

Quotations will be secured in accordance with the following guidelines:

Supplies, Equipment and Services (except under Government code section 53060 and construction services):

• $5,001 – $14,999 Depending on the competitive nature of the items, comparison-shopping needs will be determined by the Business Services Department.
• $15,000 - $60,900 The Business Services Department will attempt to solicit at least three (3) written competitive quotations.
• $60,900 – Up  “Formal bidding including advertising and Board approval is required” (California Public Contract Code).

Public Works Projects (construction services):

• $1,000 - $5,000 Depending on the nature of the given work project, comparison-shopping needs will be determined by the Business Services Department, Contracts Department or Facilities Department, as applicable.
• $5,001 - $14,999 The Business Services Department, Contracts Department, or Facilities Department, as applicable, will attempt to solicit at least three (3) written competitive quotations.
• $15,000 – Up “Formal bidding including advertising and Board Approval is required” (California Public Contract Code).

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.

The requisitioning department is not to use multiple requisitions for like items to circumvent the bidding process.

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 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 two people on campus that are authorized to sign contracts/agreements for the District. Those people are the Vice President of Finance & Administrative Services and the Director of Business Services.

When should I use a pay voucher?
Pay Vouchers should be used only for:

• Employee reimbursements - under $1,000 (no equipment, rentals, or services)
• Subscriptions under $500 (Cal-Card may be used)
• Memberships under $500 (Cal-Card may be used)
• Emergency items - under $1,000 unless granted an exception
• Student Payments
• Payments to Campus Food Services/Aramark under $500 (Cal-Card may be used)

How do I get copies made?
Comet Copy has various ways for you to get your copies made.  Choose the one that fits you best.

1. You can copy your work yourself at any one of the self serve machines.
2. You can bring your work to the GJ building and have the Comet Copy staff do it for you.
3. You can e-mail files to Comet Copy.
4. You can have a print driver installed on your computer so you are able to print files directly to Comet Copy.

There are copy machines located in the following rooms around campus: A-25, F-6, Instruction Office, GJ-1 and at the Escondido campus.  The machines in A-25, F-6 the Instruction Office and Escondido are self-serve machines you use yourself.  The machines in GJ-1 are manned with Comet Copy staff to copy your work for you.  There is a 24 hour turn-around time for work left in GJ-1.  To get copies made in GJ-1 a Comet Copy work order form must be submitted with the work to be copied.  In A-25, F-6 the 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.  Comet Copy never gives out copy codes.  For more information about Comet Copy please go to following link: http://graphics.palomar.edu/printservice/

If you prefer to e-mail files to Comet Copy to be completed the e-mail address is: cometcopy@palomar.edu.  Make sure you include all the pertinent information regarding the job to be done, i.e. color paper, quantity, 1 sided or 2, stapled, when it needs to be completed, copy code etc. If you would like to have the print driver installed on your computer so you may send jobs directly to Comet Copy, call Ken Dodson at x3076 to set up an appointment.

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://graphics.palomar.edu/printservice/

How do I use Fed Ex, UPS, etc?
Please go to: http://www.palomar.edu/mailroom/mail.htm

How do I obtain a mailbox key?
Contact the Business Services Technician in the Mailroom at extension 2113 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.  Facilities no longer makes mailbox keys.

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. The return address of the items must clearly indicate the sender of the item.  However, if the weight of the mail piece is 16 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 which is available from the Facilities Department web page.  The completed form (with all necessary signatures) should then be forwarded to the Facilities Planning division of the Facilities Department.  They will notify Warehouse Services when the surplus is ready for pick-up.  Note: The I.S. Department must deprogram computers before a surplus form is submitted.  Also, furniture, chairs, etc., with no property tag will be picked up by Warehouse Services as soon as possible.