Business Office

Business Affairs

Interdepartmental Charges

Copy Machines:

Actual Cost Method: When a single department uses a copy machine they may choose to purchase the machine from their departmental budget and bear the cost of all repairs, maintenance, toner and paper.  (Departments sharing a copier do not have the option to use the Actual Cost Method.) Departments who pay their own direct costs are not required to report the number of copies made each month to the Business Office for allocation.   Instead, they must adequately budget each year to cover the actual costs to operate the machine.  These actual costs will be charged to their department as expenses are incurred.

Allocation Method: When more than one department uses a single copy machine, the college initially bears the cost of the machine (purchase or lease), repair & maintenance expenses, toner and paper supplies. The departments using that machine must report the number of copies made each month to the Business Office no later than the 10th day of the following month. The Business Office uses that report to allocate the costs for the machine back to the departments.

Note:  This is strictly a method to allocate the costs of the machine to the various departments using the equipment.  Departments should include these costs in their annual budget under ‘printing’ using an estimate of the number of copies used from the prior year.

Print Shop Charges:

The Print Shop reports total charges incurred by each department on a monthly basis to the Business Office. These charges reflect the total of all print jobs performed within a given month. These charges are posted to the Datatel system by the 15th day of the following month and are included in the monthly departmental budget reports.

Questions regarding charges or specific print jobs should be directed to the Print Shop which maintains all originating paperwork (with signatures). If requested, the Print Shop will send the paperwork back to departments at the end of each month for their cost records.

Note: The account to be charged must be identified and properly authorized at the time the order is requested. It is incumbent upon each department to insure that each area (print shop, mailroom, bookstore, and food service) understand who is authorized to initiate requests from each department. The business office bears no responsibility when unauthorized individuals initiate requests.

Mailroom Charges:

The mailroom reports total mail meter charges incurred by each department on a monthly basis to the Business Office. These charges reflect the total of all postage costs within a given month. These charges are posted to the Datatel system by the 15th day of the following month and are included in the monthly departmental budget reports.

Questions regarding charges should be directed to the mailroom.

Note:  The account to be charged must be identified and properly authorized at the time the order is requested. It is incumbent upon each department to insure that each area (print shop, mailroom, bookstore, and food service) understand who is authorized to initiate requests from each department. The business office bears no responsibility when unauthorized individuals initiate requests.

Bookstore Charges:

The bookstore reports total expenses incurred by each department on a monthly basis to the Business Office. These charges reflect the total of all bookstore items charged within a given month. These charges are posted to the Datatel system by the 15th day of the following month and are included in the monthly departmental budget reports.

Questions regarding charges should be directed to the bookstore.

Note:  The account to be charged must be identified and properly authorized at the time the order is requested.  It is incumbent upon each department to insure that each area (print shop, mailroom, bookstore, and food service) understand who is authorized to initiate requests from each department.  The business office bears no responsibility when unauthorized individuals initiate requests.

Hallmark Charges:

Hallmark (food service) accepts orders from departments based on a submitted purchase requisition.  These follow the same authorization process as other requests and must flow through the business office for approval.  It is recommended that departments submit requests well in advance of an event (i.e. at least one-week).  Hallmark submits invoices for services performed directly to the Business Office for payment.  Departments may request that Hallmark send invoices to them for review first.  In that instance, departments must review them and send them on to the business office for processing within two days. 

Any questions or concerns regarding charges from Hallmark must be handled directly with Hallmark.  Invoices are paid in full by the business office and any subsequent credits for charges in dispute are applied when received from Hallmark.