Administrative Services Department

Administrative Services encompasses several departments that provide efficient, cost-effective support to the college and seeks to utilize ecologically-friendly materials and processes wherever possible.

DEPARTMENT HOME PAGE	SERVICES	SERVICE INFORMATION
NEW INFORMATION
	How To Submit Requisitions New for July 1, 2022	Purchasing Requisition Submissions
	Purchasing Policies	Purchasing Policies - Procedures and Guidelines Manual Purchasing Policies PowerPoint
NEW INFORMATION	4/14/21
	2021 Blue Shield and Kaiser Medical Plan Information & documents	See Employee Benefits
	Information on AFLAC, Cigna, Open Enrollment, Prime Pay and VSP also available.	See Employee Benefits
FACILITIES DEPARTMENT	FACILITIES CONSTRUCTION ALERTS	Updates on the various construction projects on campus.
FROM THE CONTROLLER'S OFFICE	PAYROLL SCHEDULES	See Fiscal Services below for all payroll schedules.
	2019 Income Tax Changes and Withholding Information	Information from the Controller's Office, effective January 1, 2019.
	Employee's State Withholding Allowance Certificate - Form DE-4	State of California income tax withholding form, Form DE-4.
	Employee's Federal Withholding Allowance Certificate - Form W4	Federal income tax withholding form, Form W4.
	2023 FEDERAL MILEAGE REIMBURSEMENT RATE	The standard business mileage reimbursement rate for 2023 has increased to 65.5 cents per mile. All mileage incurred on or after January 1, 2023, will be reimbursed at this rate. Use 2023 Mileage Claim Form for reimbursements.
	2022 FEDERAL MILEAGE REIMBURSEMENT RATE	All mileage incurred on or after July 1, 2022 to December 31, 2022 will be reimbursed at 62.5 cents per mile. Use the 2022 Mileage Claim Form for reimbursements.
ADMINISTRATIVE SERVICES
	Budget Information Budget Committee Mtg Schedule - 2022-2023	Information on tentative and final budgets as well as budget presentations.
	Campus Key Distribution	Building and room keys for the Garfield Campus and the Verdugo Campus (Main Campus) are ordered through the Facilities Department Work Order process. The key owner will be notified when the key is completed and can be picked up in Administrative Services or mailed for the Verdugo Campus or from the Administrative Dean's office for the Garfield Campus. Submit a separate form for each person and indicate if they are a new or returning employee or replacing a lost or stolen key. A GCCPD police report is required for lost or stolen keys before a replacement can be issued. Please indicate the police report number when submitting a request for a replacement. Keys must be signed for by the intended recipient.
	Electronic Building Key Card Access	Electronic building key cards can be ordered through the Facilities Department Work Order process. Contact Virna Silva at Ext. 5555 if you have any questions.
	Facility Rentals Approval Form for Class Projects on Campus Release-Assumption of Risk for Participation in a Voluntary Activity	We are accepting requests for use of our facilities on a case by case basis. For updates on the GCC response to the Coronavirus outbreak, please visit the COVID-19 information page. Contact Administrative Services at 818-551-5112 with any questions.
	Measure G Citizens' Oversight Committee	Information on meeting schedules, committee minutes and related documents concerning the Measure G Citizens' Oversight Committee.
BUSINESS SERVICES	Bid/Supplier List	For suppliers who would like to be included in Glendale College's vendor list.
	Current Bids & RFPs	Email purchasing@glendale.edu for more information on current bids & RFPs for property or services.
	Business Card Order Form	Business card order form for Glendale College employees.
	College Information Operators	College Directory Directions on How to Access your Voicemail Obtaining and activating your college telephone extension. Instructor's Schedule - This information assists the telephone operators in answering questions concerning office hours, contact information, etc. for instructors.
	Contracts	Personal Services Agreement (PSA) and Contractor's Payment Request/Invoice.
	Duplicating and Printing Services	Request for Duplicating Services Form, Request for Instructional Materials Form See Duplicating webpage for instructions and new requirements.
	EBS Upgrade GCC Requisitioning Training	Training for GCC Requisitioning - a Powerpoint presentation on using the Oracle system. Email purchasing@glendale.edu for an access code if you do not have one.
	Mail Distribution	Internal mail distribution for the Verdugo Campus, Garfield Campus and the Professional Development Center.
	Meal Reimbursement	See Administrative Regulation (AR) 7400 Travel Expense Policy
	Membership Form	Membership Request Form_20220509 PDF
	Mileage Claim Forms	2020 Mileage Claim Form 2020 Federal Mileage Reimbursement Rate 2021 Mileage Claim Form 2021 Federal Mileage Reimbursement Rate 2022 Mileage Claim Form 2022 Local Mileage Reimbursement Rate 2022 Revised Local Mileage Reimbursement Rate 2023 Mileage Claim Form 2023 Local Mileage Reimbursement Rate 2024 Local Mileage Reimbursement Rate 2024 Mileage Claim Form
	Oracle Training (Powerpoint)	See GCC Requisitioning Training above.
	Purchasing	Purchasing Policies and Procedures: Manual PowerPoint
		Purchasing Requisition - Non-stock (Buy Out) Forms and guidelines for purchasing office supplies, equipment and furniture. To return an item, contact Purchasing first and provide Purchase Order number or product information.
	Surplus Items	Contact the Purchasing email at purchasing@glendale.edu to declare college property as surplus.
	Travel Request Form and Instructions	Request form for college-related travel. Allow 2 weeks for processing. For more information, see: Travel Instructions Sheet BP 7400 Travel AR 7400 Travel Expense Policy AR 7401 Reimbursement of Mileage and Parking Claims.

COLLEGE POLICE DEPARTMENT	The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Act	Annual crime statistics disclosure in accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Act.
	Emergency Alert System	Voluntary participation in the emergency alert program by text message for students and staff.
	Incident/Crime Reporting	Confidential reports can also be made anonymously to the Health Center, Human Resources or the College Police Department. See BP and AR 3515 Reporting of Crimes.
	LOST & FOUND	Lost and Found items are recorded and maintained in the College Police Department Office in SM 153. For more information, call 818-409-5925 or 818-240-1000, Ext. 5205 Monday - Friday, from 8am - 5pm.
	Parking Information	Parking lot map, information on parking lot closures, citations/tickets, student and staff parking, motorcycle parking and more.
	SMOKING ON CAMPUS:	No smoking on campus or in parking lots. See BP & AR 3570 Smoking Policy.
FACILITIES	2021-2025 Five Year Capital Outlay Plan (2021-2022 First Funding Year) - Summary	This is the District Projects Priority Order (page five of the Outlay Plan) which lists information on future construction projects.
	Campus Key Requests	See Campus Key Distribution under Administrative Services above. Contact Virna Silva at Ext. 5555 for questions about key requests.
	Central Receiving	Clearing house for products and supplies delivered to the campus. Authorized pick-up location for FedEx and UPS. Items must be pre-addressed and brought to Central Receiving. Sender must contact FedEx or UPS directly for pick-up authorization. Forms and envelopes are available in Central Receiving. Contact Jose Hernandez for large item information. For more information, contact Jose Hernandez at Ext. 5562. To return an item ordered through Purchasing, contact Hasmik Ghanbary at Ext. 5125 first and provide Purchase Order number or product information.
	Custodial Services	Submit requests for custodial service by Facilities Work Order.
	Energy Conservation & Modernization Presentation	GCC - saving energy, improving the learning environment and reducing maintenance costs. (PowerPoint presentation)
	Facility Index Presentation	Planning for Preventive Maintenance results in less disruption to classes. (PowerPoint presentation - July 15, 2013)
	2024 -2035 Facilities Strategic Plan - DRAFT	The 2025-2035 Facilities Strategic Plan - DRAFT was presented to the Board of Trustees on July 26, 2024.
	Grounds Maintenance	Report any grounds maintenance problems to Ext. 5555 or submit a Facilities Work Order. e.g. broken branches, sprinklers, etc.
	Maintenance/Service Requests	For immediate service for hazardous conditions, call Ext. 5555. Otherwise, please complete the Facilities Work Order.
	Recycling at Glendale Community College	Information on Glendale College's recycling program.
	Destruction of Sensitive Material	Contact Facilities at Ext. 5555 for the location of the nearest sensitive material bin. THESE BINS ARE NOT FOR RECYCLING PAPER.
	Transportation Arrangements for Campus-related events	Request for Vehicle Transportation form for vehicles used for college-related meetings, field trips etc. Contact Jose Hernandez at Ext. 5553 or 5562 for more information.
FORMS AND LINKS
FISCAL SERVICES	Accounts Payable	For Travel Request Form processing questions, contact Julia Fong, Ext. 5133.
	Accounts Receivable
	Controller
	District Accountant
	Employee Benefits	Health Care information for Blue Shield and Kaiser Permanente, including prescription drug coverage information. Forms and information on: 403(b) and 457(b) TSAs AFLAC Health plan enrollment and change requests Cigna Insurance Delta Dental Knight Insurance Enrollment and New Hire Guide Medical and Dependent Care reimbursement Opt-out of Medical Coverage Form Prime Pay VSP See Human Resources for more information on Benefits, Policies and Handbooks.
		ADJUNCT HEALTH BENEFITS: Kaiser Permanente Traditional HMO Plan
	Grants Accounting
	Payroll	IRS and CA Income Tax Withholding forms. PAYROLL SCHEDULES: Spring 2024 Payroll Schedule Winter 2024 Payroll Schedule Fall 2023 Payroll Schedule Time Reports: Hourly Certificated - C2/V2, multi-page Hourly Certificated - C2/V2, single page Hourly Classified - C3, multi-page Hourly Classified - C3, single-page Night Differential Weekly Absence Report Classified Overtime
	PAYROLL 101	PAYROLL 101 POWERPOINT - An explanation of your paycheck.
	Tuition
FOOD SERVICES - Closed at this time	Catering Services
	Places to Eat

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