Frequently Asked Questions

3rd Party Billing, Charging, and Refunds

1. When will I be receiving my Pell money and when can I pick it up?

   Answer coming soon...

2. I don't see the question I want to ask.

   Please send your questions by email to nashl@sanjuancollege.edu or call (505) 566-3258.

Accounts Payable

1. Can I pick up my check or a vendor check?

   As a general rule AP does not hold checks to be picked up with the exception of Travel advances. There also can be an exception for some vendor checks when necessary.

2. Can I have my checks direct deposited?

   Yes! Please see Forms on this website for the Direct Deposit form. Once the form is completed and a copy of your check, for checking accounts, or a copy of your ABA# for savings accounts, we will set you up for direct deposit. Once you have submitted the completed form to AP all of your reimbursements processed through AP will be direct deposited. This will not affect how your paycheck is delivered to you.

3. When will the checks be ready?

   Checks are processed for delivery to the mail room on Friday after 2pm for all invoices, and/or requests for payment, that have been properly submitted by 5pm on Tuesday of the same week. If this deadline is missed the check will be processed in the following weeks check run.

4. What if I need a credit card to pay a vendor?

   If you do not have a P-card or your purchase is beyond your limits on your P-card you can submit a properly approved Credit Card Request form with the purchase information attached to AP for processing.

5. Where should I have the vendor send the invoice?

   San Juan College
   Attn: Accounts Payable
   4601 College Blvd.
   Farmington, NM 87402

Bookstore

1. What are your store hours?

   During the fall and spring semester the bookstore hours are Monday - Thursday 8 am - 6 pm and Friday 8 am - 5 pm. Summer hours are Monday - Friday 8 am - 5 pm. We are open twice a year on Saturday usually the Saturday before the first day of class. Also we have extended hours during our back to school rush.

2. When is your book buyback and do I need my receipt?

   The best time to sell your books to the bookstore is at our book buyback which runs 2 or 3 days during the last week of classes. We do offer year-round buys but they are bought through a used wholesaler buying guide at a lower price.

   At the bookstore buyback you do not need a receipt but any other time you will need a receipt.

3. When can I charge my books to my financial aid and what do I need to bring?

   Changing begins the week before the first day of class and runs 2 weeks after. Bring your valid student ID and your class schedule.

4. What is your refund policy?

   Your must have your receipt to get a refund or an exchange.

   Every semester we have designated dates for full refunds for new and used books see bookstore personal for dates.

   New books must be in purchased condition, without marks, with all components and unopened media CD's.

   Customers who purchase books by check must allow 5 business days before a cash refund will be granted.

5. I don't see the question that I want to ask.

   Please click on the link to email the bookstore manager: roanhorseb@sanjuancollege.edu

Budget & Finance

1. How do I find out what my balance is in my general ledger account?

   There are two ways to look at a budget online. The first method is to access the FRX reporting module through the College’s “FRx WebPort”. Enter the general ledger account number (including the object code/line item) and the fiscal year to access the information. If you have questions on how to use FRX or Datatel please contact Karen King at kingk@sanjuancollege.edu or 505-566-3408.

2. How can I find the departmental detail of expenditures?

   The information is available in a weekly report from the FRX WebPort within the “My SJC” employee intranet.

3. What is an object code?

   An object code determines where the charge for a purchase is expensed or how a deposit is recorded in revenue.

4. What is a "pool" account?

   A pool account is one of two types of a group of line items. One pays for unusual, unexpected, and unbudgeted costs and is only available to the Vice President for Business Services. The other type of grouping reflects the sum of similar object code types and has one budget to fund the entire group of line items.

5. Why don't I see salaries or benefits budget in my reports?

   The budget monitor is not responsible for the salaries and benefits budget, it is controlled by the Vice President for Business Service.

6. Can I transfer budget from salaries to supplies?

   No, salary and benefit budgets are established at the beginning of the year and are controlled by the Vice President for Business Services.

7. How can I increase my budget?

   It is difficult to increase a department budget but it can be done. One way to increase a department budget is for another department to decrease its budget. Another way is to realize an increase in actual revenues received and increase both the revenue and expenditure budgets.

8. My department earns money-can we spend the money we earn?

   The earning and spending of money is not always linked together in a single department. To increase budget based on an increase in income, contact either Karen King (kingk@sanjuancollege.edu or 505-566-3408) or Dianne Garcia (garciad@sanjuancollege.edu at 505-566-3026) to prepare a budget adjustment request form.

9. What is a budget adjustment request (BAR)?

   A budget adjustment request (BAR) form is a document available online from this website—please select from the option titled “Forms” on the menu to the left. A budget adjustment requests a decrease from expenditure budget line items in order to increase expenditure budget in other line items. The form is also used to increase revenue budget line items.

10. Who prepares a BAR?

    A BAR is typically prepared by an administrative assistant for the departmental budget monitor. The budget monitor reviews the budget report regularly, comparing available budget to anticipated future costs and submits a BAR as needed to cover expenditures.

11. How do I increase or decrease a budget line item?

    Submit a BAR to request a transfer of budget between line items.

12. Can I transfer budget from supplies to travel or equipment?

    Yes, submit a BAR to transfer budget between supplies, travel, or equipment; the BAR requires Vice President for Business Services approval.

13. Who do I call to ask a question about my budget?

    You can contact Karen King (kingk@sanjuancollege.edu or 505-566-3408) or Dianne Garcia (garciad@sanjuancollege.edu or 505-566-3026) to answer your questions about budget related issues.

14. I don't see my question.

    Please contact Shelley Pickett, Assistant to the Vice President for Business Services, at picketts@sanjuancollege.edu or 505-566-3253.

Business Office

1. How do I find out what the balance is in my general ledger account?

   If you have access to FRX you can get your balances from these reports. If you have questions on how to use FRX please call Michael Begay at ext. 3755 or email your question to him at begaym@sanjuancollege.edu.

   Otherwise, contact Gary Brink in the Business Office brinkg@sanjuancollege.edu or call (505) 566-3659 to get your balances.

2. What is an object code and what does it mean?

   An object code determines the classification of your purchase and where the charge will be expensed or how your deposit will be recorded in revenue.

3. How can I withdraw funds from my 8 account?

   If your purchase is under $100.00 you can go to the store and make your purchases with your personal money. Bring the receipt back to your organization and have a petty cash voucher filled out and signed by your Account Monitor. Bring the receipt and voucher to the Business Office for reimbursement.

   If your purchase is over $100.00 you will need to do a requisition.

4. I don't see the question I want to ask.

   Please send your questions by email to brinkg@sanjuancollege.edu or call (505) 566-3659.

Business Services

1. What departments report to Business Services?

   Business Services includes: Budget & Finance; Business Office (accounts payable and receivable, travel, grants accounting, inventory, and payroll); Physical Plant (construction, custodial, electrical, grounds, HVAC, interior & exterior design, locksmith, maintenance, and painting); Purchasing; Risk Management (liability and group accidence insurance and worker's compensation); and Support Services (bookstore, copy services, motor pool & vehicle rentals, mail center, shipping & receiving, recycling, and vending services). Please use our website to learn more about each area.

2. How can I meet with the VP for Business Services?

   Please contact his administrative assistant at 505-566-3253 to schedule an appointment.

Cell Phones

1. How do I get Started?

   A Self-Declare Form must be completed and signed by you and your direct supervisor declaring the projected percentage of phone calls that will be business related and personal. A copy of your most recent cell phone statement must be submitted to Accounts Payable with this form.

2. How is my reimbursement calculated?

   The base plan charge as shown on the submitted cell phone statement is multiplied by the percentage of business use that has been declared. Supervisors determine the appropriate plans for their staff based on the communication requirements of their jobs.

3. What additional expenses can I be reimbursed for?
   • If insurance is carried on your phone, you may receive up to $7 a month for the insurance expense.
   • Text message services are NOT reimbursed, except when required for job performance.
   • Picture message services are never reimbursed
   • You will not be reimbursed for taxes or additional costs.
4. What if my phone is lost or damaged?

   San Juan College reimburses up to $50 for replacement of personal cell phones once every two years. This equals Alltel's insurance deductible, and is available to all staff, regardless of whether insurance is carried.

5. Can my reimbursement be direct deposited?

   Yes, it can! Complete the Accounts Payable Direct Deposit Application and submit it to Accounts Payable with a copy of a voided check.

Childcare

1. How often do I need to make payments on my childcare account?

   Payments need to be made at the beginning of every week.

2. Can I use my Financial Aid to pay for my childcare?

   Yes. There is a box on the front of your childcare contract that needs to be checked to communicate to the Business Office of your choice to have 50% or 100% of your childcare paid by your Financial Aid award.

   Or you can stop by the Business Office to discuss your individual needs.

3. How do I set up payroll deductions to pay for my childcare?

   Unfortunately this option is not available to Student Workers as their hours tend to be too flexible.
   For San Juan College employees, there is a box on your childcare contract that needs to be checked. If it is checked the Business Office will notify the Payroll Office of your desire to start deductions.

   If you decide to start deductions mid-semester just call the Business Office, X3255, to make arrangements.

4. I don’t see the question I want to ask.

   Please send your questions by email to raymondj@sanjuancollege.edu or call (505) 566-3255.

Construction

1. What are the new construction projects and where are they located?
   • The Health Science Center which will be located between the Clock Tower and the Health and Human Performance Center.
   • The Dining Service Area which will remain in its original location.
   • The Old Library will be the location for Grants and The Center for Teaching Excellence.
   • The Outdoor Learning Center which will be located between the sports complex and the pond.
2. May I take a tour of the new projects under construction?

   Yes you may. You must contact the Physical Plant Office at ext. 3285 for an appointment and have the SJC Construction Supervisor escort you through the building where you will be provided with a hard hat and safety glasses.

3. When will the building projects be completed?

   Most of the building projects are scheduled to be ready for the beginning of the Fall or Spring semester.

Copy Services

1. Do you have a fax machine?

   We currently do not offer faxing capabilities. However the staff in the Mail Center (Rm 1607) would be able to help you with these requests.

2. Can I pay with a Credit or Debit card?

   We do not have the equipment available to accept credit or debit cards. We only accept cash and checks.

3. What is the largest that you can print?

   Our equipment will print or resize documents to sizes anywhere from 1” x 1” to 41” x 128”.

4. What file format do you prefer for digital documents?

   The most compatible file format would be Adobe PDF. However, we can usually print documents created by the Microsoft Office Suite (Word, Excel, PowerPoint, etc) or Adobe Suite (Photoshop, Illustrator, InDesign, etc).

5. What ways can I submit my jobs to you?

   If you have hard copies you are welcome to stop by our location (Rm 1618) and our staff will be happy to assist in making copies. If your documents are digital you could bring it to us on a flash drive, CD, or email it to us at copyservices@sanjuancollege.edu.

6. I don't see the question that I want to ask.

   Please click on the link to email copy services: copyservices@sanjuancollege.edu

Custodial

1. Who do I call if there is a spill?

   Please call our office at 566-3285 and we will handle the problem immediately.

2. I don’t see the question that I want to ask.

   Please click on the link to email a representative: Physical Plant

Electrical

1. Who handles temperature adjustments?

   The Physical Plant HVAC Team handles all temperature adjustments. If you are having problems with a room temperature, please call the Physical Plant office at 566-3285 and we will notify our HVAC staff immediately. It is important to remember that in most instances several office areas or meeting space locations share a common thermostat and electrical temperature controls. Please check left and right with your neighbors and attempt a group consensus.

2. How can I get a portable space heater?

   We have a limited number of space heaters that we can issue each year. We begin issuing heaters in October. If you are interested in receiving a space heater you will need to contact our office at 566-3285 and we will add your name to a list. We prefer to adjust the temperature of the work space if at all possible. We do not issue space heaters out between May and September.

3. What do I do if the clock is not working?

   You can submit a work request or contact our office at 566-3285. It is important to note that if your clock is off by a few minutes our automatic update system will self correct each day at 5:00 p.m.

4. What do I do if the power is not working?

   You can call our office at 566-3285 and we will send one of the electricians to check on the problem, most often the fix is a simple reset of a circuit break.

5. What do I do if lights are burned out in a room?

   You will need to submit a work request, we change light bulbs every night with our Custodial Crew, and if necessary our Maintenance crew can schedule time during the day.

Forms

1. If I don't have Adobe Acrobat, can I still use an online form?

   No, to use the PDF forms, Adobe Acrobat is required. Please return to the Forms Library website to download Adobe Acrobat.

2. How do I find a form listed in the Forms Library?

   The forms are listed first by Business Services department (Business Office, Physical Plant, Purchasing, Risk Management, and Support Services). Within each departmental area, the forms are then listed alphabetically by functional area (for example, within the Business Office section, forms are listed by the following functional areas: accounts payable; accounts receivable; budget & finance; cell phone; inventory; grants; payroll; and travel.) Please scroll down to view all forms available online.

3. Why aren't all of the Business Services forms available online?

   Some forms are pre-printed on NCR duplicate paper for processing purposes. Those forms are available from the respective departments; please return to the Forms Library website for contact information.

4. Why can't I use an electronic signature on a form?

   It is still difficult to ensure security and verify identity for electronic signatures without paying a fee so this is not yet an option. Please complete the form online, print, and obtain the proper approvals in the order listed on the form.

5. How do I navigate through a form?

   Simply use the tab key to move from one field to the next.

6. How do I enter the account number on a form?

   Most of the account number fields are pre-formatted to automatically insert dashes within the San Juan College account number sequence (xx-xx-xx-xxxx-xxxx). Please enter the 14-digit account number (including the 4-digit object code-when requested) without the dashes and the form will automatically format.

7. How do I know which object code to use for the account number?

   To view the San Juan College object codes, please go to the Budget & Finance section of the Business Services website.

8. How do I enter a date on the form?

   Most of the date fields on pre-formatted to automatically insert dashes within the dates. When you click in the date field, a gray drop-down arrow appears to the right of the field, click on the arrow to access a calendar to select a date. You may also enter the date directly into the field by following the displayed format (mm-dd-yyyy)-be sure to enter a 4-digit year.

9. How do I clear the information from a form and restart?

   In the bottom, left-hand corner of each form is a “reset form” button, click on the button to automatically clear all the information entered. Scroll to the top of the form and begin entering new information.

10. Can I save a form after entering information?

    Yes, use the “save a copy” button on the Adobe toolbar.

11. How do I print a form?

    In the bottom, right-hand corner of each form is a “print form” button, click on this button or select the printer option from the Adobe toolbar.

12. Who do I contact for assistance with a form?

    Please contact Shelley Pickett at picketts@sanjuancollege.edu or 505-566-3253.

13. I don't see my question.

    Please contact Shelley Pickett at picketts@sanjuancollege.edu or 505-566-3253.

Grants

1. What is indirect cost?

   Indirect costs are the costs to run a grant that are not attributable to project activities. Examples of indirect costs include those incurred by the physical plant (to provide space and utilities), human resources (to hire staff and address employee-relations issues), financial services (to pay invoices and ensure fiscal accountability), and institutional research (to collect data).

2. How can I move an expense that has been charged incorrectly to a Grant?

   A Transfer of Funds will need to be completed. Approval signatures are required and once obtained forward to the assigned Grant Accountant or Business Office for processing.

3. Can I charge food cost to my grant?

   Generally food cost must be included in the budget to be allowable. A pre-approved food request form is required two weeks prior. Food requests related to travel is permitted for faculty and staff and must adhere to the College's established travel policy.

4. I don't see the question I want to ask.

   Please send your questions by email to begaya@sanjuancollege.edu or call (505) 566-3573.

Grounds

1. What kinds of fertilizers or pesticides / chemicals are used on campus?

   Chemicals are used as they are needed on campus-be it pesticides for ants, or some type of disease on a plant. These are determined by the pest or the disease. Fertilizers are commercial grade fertilizers that contain nutrients that the lawns, shrubs and perennials need. We are exploring a new concept of not using fertilizers, but instead building up our sandy soils with natural bacteria found in soils and organic products which are found in nature that will feed the bacteria, release what plants need and build new soils.

2. Why are some areas corded off rather than de-iced?

   If an area continues to drain to a spot and freeze each night, the Grounds Crew cannot risk someone getting hurt by slipping on spots that continue to re-freeze.

Inventory Control

1. Where do I get the forms when I need to dispose of equipment?

   The first step in disposing of equipment is to contact inventory control at ext 3089. After collecting information, we can decide which forms need to be filled out.

2. Can I just dispose of the equipment myself?

   We would appreciate it if you would contact inventory control regarding any equipment. Inventory Control needs to have documentation of any equipment leaving campus.

3. Where is Inventory Control Located?

   Inventory Control is located in the clock tower building down stairs in the business office.

Locksmith

1. How do I request keys or an electronic access card?

   You can call the Physical Plant and request a form or stop by the Physical Plant office. Before the form can be submitted to the Locksmith, you will need to have all of the appropriate approval signatures. It is important to note that very few “hard keys” are issued for external doors; we use electronic keyless cards for that purpose.

2. I don’t see the question that I want to ask.

   Please click on the link to email a representative: Physical Plant

Mail Center

1. When does the postal rate increase happen?

   The rate increase by the Postal System will go into effect on Monday, May 12th. The Post Office, on their web site, anticipates rate increases in May of each year in the future but the actual rate increases will be announced 90 days before any increases.

2. Are Forever Stamps really good after the rate increase happens?

   Forever Stamps are good without any extra postage for any time into the future. These stamps, which have a Bell emblem on them, will cover the full first class rate on a one ounce letter. Once the new, higher rates come into affect, a higher $.42 Forever Stamp will go on sale and that will be good for all future first class letters. The Forever Rate that one pays is dependent on when they buy the stamps.

3. Can I pay for stamps by either a personal check or by putting them on a college account?

   The Mail Center can only take cash for the sale of stamps. The Mail Center cannot charge them to account or take a personal check on the purchase of stamps because the stamps are transacted and purchased on a cash system.

4. Can I send a package in the postal system to arrive in one or two days?

   The Mail Center does not handle a Post Office service that provides a guaranteed rate one or two day’s delivery. Both UPS and Fed Ex have rates that can be guaranteed for either a one or a two day delivery. Both of these package carriers are handled in the Mail Center.

5. Can I send packages to international destinations from the mail center?

   The Mail Center handles first class letters to all countries. Packages sent to other countries or to APO’s or FPO’s are not handled because they will generally require customs declarations and forms that we do not carry. The pricing rules for international mail are not something that we specialize in. The local post office can fulfill all these functions for you.

6. I don’t work at the college or go to school here. Can I still use the mailing facilities?

   Yes, anyone can use the services offered by the Mail Center. Any service offered is offered to anyone. The Mail Center does accept payment by local personal checks, cash, or transactions billed to an established account at San Juan College.

7. Do you take credit or debit cards for services at the Mail Center?

   The Mail Center is not equipped to accept payment by any credit or debit cards.

8. I have a UPS or FED EX package that was signed for. When will you deliver it to me?

   All U.S. Post Office products are handled in the Mail Center. The Mail Center also handles all outgoing UPS and FED EX packages. All UPS, FED EX and DHL that is coming into the college is delivered to the loading dock at Shipping and Receiving. They can handle your request if you call either X3176 or X3177.

9. I am new to the College. How often is my mail delivered to me at my work station?

   The Mail Center delivers mail to all areas on the campus twice each day. One delivery is in the mid-morning; one delivery is in the mid-afternoon. For all locations off the physical campus grounds, the mail delivery system provides either one or two deliveries each day. For specific information on your work area and department, please call 566-3507 for more specific information.

10. When do I have to have my mail to the Mail Center for it to be delivered to the Post Office?

    The Mail Center is open from 8:00AM to 5:00PM. All the mail that is collected for the day must leave the Mail Center at 4:00PM to be delivered to the Post Office. Mail must be in that office prior to 4:00PM to go out on that same day.

11. What are the services that are offered in the Mail Center?

    The Mail Center receives and delivers all incoming mail to San Juan College campus and delivers all outgoing mail to the U.S. Post Office. The Mail Center provides outgoing domestic and international first class mail services. Special Services include certified, return receipt, media and library rate mail. They provide postal, UPS, and Fed Ex package service to all domestic areas of the United States and are a scheduled stop for UPS and FED EX delivery personnel. Bulk Mailing accommodations are made for all mailings in excess of 200 pieces. The Mail Center also sells stamps and provides a faxing service for outgoing fax traffic.

12. I have a package already labeled for FED EX or UPS. Can I leave it with the Mail Center?

    Yes. The Mail Center has a standard pick up each afternoon by both Fed Ex and UPS representatives. They arrive at the college between 3:00PM and 4:00PM. We can also call DHL at anytime for a pick up. They will generally pick up a package at the college within a ½ day time period. You can leave any packages for the carrier in the Mail Center, whether it is done by a personal online account or is an ARS or RS label.

Maintenance

1. Who do I call for a maintenance emergency?

   If you have a maintenance emergency please contact our office at 566-3285 or Security at 566-3333.

2. I don’t see the question that I want to ask.

   Please click on the link to email a representative: Physical Plant

Motor Pool

1. What is the cost of renting a vehicle?

   Costs can vary depending on the vehicle being used typically the cost is $10.00 for 4 hours and no more than 30 miles; $20.00 for 8 hours and no more than 60 miles; or $40.00 per day unlimited miles. For any extra miles there is a .35 cent charge per mile.

2. What types of vehicles do you have to choose from?

   The Motor Pool currently has a wide selection of newer model vehicles for your needs: electric/hybrid; 12-passenger vans; mini-vans; pickup trucks and sedans.

3. Who can drive a SJC vehicle?

   Only SJC employees, who have completed the National Defensive Driving Course, possess a current Certificate of Completion, and be filed with Risk Management along with a copy of your New Mexico driver’s license, can drive.

4. Can my spouse drive if I am in the vehicle?

   No. College vehicles will not be provided for trips for which the College employee is not driving.

5. Can I bring my child with me?

   No. Passengers are strictly limited to the College personnel and invited guests engaged in College related activities.

6. Do I have to rent a vehicle from the college for my SJC business trip?

   It is not a requirement that vehicles be rented from the SJC Motor Pool. Arrangements can be made to rent from local outside agencies. Please note: these rentals must still go through the Motor Pool for reservations to be made.

   SJC Motor Pool guarantees to have the most competitive rates in Farmington. We Want Your Business.

7. How can I reserve a vehicle?

   You can make a reservation by completing a travel requisition through the Business Office for out of county travel. For in county travel you can contact Josh or Yvonnie in Motor Pool by calling 566-3177 or by e-mail at Germainej@sanjuancollege.edu.

8. What information do you need for me to make a reservation?
   1. Time and date of vehicle pickup
   2. time and date of vehicle return
   3. A Travel Requisition number
   4. The number of people traveling in your group
   5. If students are transported, a “Group Travel Request” for must be filed with the Risk Management Specialist
9. Where can I pick up my reserved vehicle?

   Motor Pool is located at the Physical Plant NE of the clock tower building. A Motor Pool clerk will be at the Motor Pool check out counter to assist you with the vehicle check out process, during the hours of 8 am to 5 pm, Monday through Friday.

10. What if I have a reservation for pickup or return, during the weekend?

    Please contact the SJC Security Office at extension 3333. They will assist you with your vehicle pick up or drop off.

11. May I park my personal vehicle in the Physical Plant yard while I am renting an SJC vehicle?

    No. Due to the heavy traffic that occurs in this small area, only SJC insured vehicles may park in this area. Parking for personal vehicles must be in the general parking lot.

12. I don’t see the question that I want to ask.

    Please click on the link to email the Delivery Services Manager: evansb@sanjuancollege.edu

Painting

1. What do I do if I see graffiti on campus?

   Contact our office at 566-3285 so we can handle the problem as soon as possible.

2. I don’t see the question that I want to ask.

   Please click on the link to email a representative: Physical Plant

Payroll

1. When is payday?

   Paydays are the 15th and the last day of the month. When that day falls on a weekend or holiday then payday is the previous day.

2. Where do I get my check?

   Check with your department, to see if they pick up checks. If they don’t then yours should be at the Cashiers office in the Business Office. Any checks not picked up by 3pm on payday will be mailed to the address we have on file.

3. I didn’t get my check, what do I do?

   Check with the payroll office. We will check to see if a check was done, and where it went. If no check was processed, we will need to research why.

4. I don’t see the question that I want to ask.

   Please click on the link to email payroll supervisor: carreonc@sanjuancollege.edu

Physical Plant

1. How do I submit a work request online?

   You can submit the request online by following the instructions listed below:

   • Click On “Maintenance Work Page” (Physical Plant)
   • Under RequestLINE, Click “Work Requests”
   • Log In As User: “Request” Password: “line”

   Don’t Forget To Write Down The Work Order Number When Finished

2. How do I check the status of a work order online?

   You can check the status of a work order online by following the instructions listed below:

   • Click On “Maintenance Work Page” (Physical Plant)
   • Under RequestLINE, Click “Work Requests”
   • Log In As User: “Request” Password: “line”
   • Enter Work Order Number
3. What is the turnaround time for a work request?

   Depending on the type of request, it will be assigned based on priority. The normal wait time is 3 to 5 working days however some requests such as heating/cooling, plumbing, electrical issues, custodial services and emergencies we make every attempt to handle within a few hours of the request.

4. I don’t see the question that I want to ask.

   Please click on the link to email a representative: Physical Plant

Purchasing

1. How can I find out if the product/service I want is under contract or check on the status of an order?

   Please email us at purchasing@sanjuancollege.edu.

2. How does a company go about getting on the College's bid list?

   Fill out the Vendor Application and fax to (505) 566-3075. Please include an email address. We will send a confirmation of receipt of the application and provide you with additional information.

3. Does the College have any insurance requirements for service contractors?

   The College has minimum insurance requirements for all vendors and or contractors who come on campus to perform work (not just deliveries). Click here to view our Services Minimum Clause. Contact Yvonne Brooks for additional information.

4. Should sales tax be included in bids or quotations?

   The College is tax exempt on materials or supplies only. Sales tax must be applied on services from outside contractors or vendors.

5. How does the College recycle/dispose obsolete and unused equipment?

   Click here to view www.publicsurplus.com

6. I'm not sure who to contact in the Purchasing Department to assist me, how can I find out?

   If your question is about a purchase order, contact the Buyer listed on the purchase order. If it is regarding a bid or RFP, contact Yvonne Brooks. Otherwise, you can email us at purchasing@sanjuancollege.edu. and your email will be responded by the employee who can best assist you.

7. What are the terms and conditions of a College's purchase order?

   Click here to view Terms and Conditions.

8. How do I get a tax exempt certificate for the College?

   Please contact Accounts Payable at (505) 566-3254 and have the vendor's NM CRS #.

Retiree Insurance

1. How often do I need to make payments on my Retiree Insurance?

   Retirees are billed at the beginning of each quarter. Payment in full is required by the 25th of the last month of the quarter, i.e.: Sept. 25th, Dec. 25th, March 25th, June 25th. Payments can be made on a monthly basis or once a quarter.

2. What payment methods are available to pay for my Retiree Insurance?

   There are several methods that we use for the Retirees:

   1. The Retiree can pay by either coming in to the Business Office or mailing in a check.
   2. The Retiree can call in (or stop by) to pay with a credit card.
   3. The Retiree can go to their bank and set up automatic wire transfers to be sent to San Juan College. The Retiree can come to the Business Office to get the wiring information.
   4. The Retiree can go to their bank and set up automatic check payments to be sent to San Juan College.
3. I don’t see the question I want to ask.

   Please send your questions by email to raymondj@sanjuancollege.edu or call (505) 566-3255.

Risk Management

1. Does College insurance cover me when I drive a personal vehicle for College business?

   College employees are covered under Worker's Compensation when on approved travel.

2. When I travel on College business and drive a College vehicle, can I take my family?

   No, the College's insurance does not cover anyone other than college employees.

3. If a student is injured in class, can a college vehicle be used to transport the student to a medical facility?

   No. Depending on the severity of the injury, call 911, San Juan College security or make an offer to contact someone known to the student who could transport the student.

4. If I apply to become a Notary Public with the State of New Mexico, will the College provide the required surety bond?

   Yes, complete the Notary Public application (available online through the State of New Mexico's website) and bring the information to the Risk Management Office for assistance.

5. Why does a College employee have to initial and date each page of a contract or agreement?

   By initialing and dating each page of the contract or agreement, the College employee indicates his/her understanding and acceptance to meet the contractual requirements detailed within the document and that all information is accurate and complete.

6. Why does Risk Management have to review all contracts and agreements?

   Risk Management reviews strictly from an insurance perspective-ensuring that the College does not extend free public liability coverage to private third party contractors.

7. I don't see my question.

   Please contact Clara Archuleta at archuletac@sanjuancollege.edu or 505-566-3454.

Shipping and Receiving

1. How can I locate my Package?

   You can obtain a tracking number from the sender of the package, then using that number on the carries web site you can determine where your package is. If your package has been delivered and signed for and you still have not received your package, feel free to contact us at 566-3176 or 330-7254

2. How can I ship a package?

   Packages are picked up by various carriers from the mail center, if you wish to have a package shipped out please call us and we will be happy to pick up the package for you and deliver it for pick up at the mail center.

3. What time do packages arrive?

   Packages begin arriving at 9:00 am and continue to arrive through out the day until 3:00 pm.

4. I don’t see the question that I want to ask.

   Please click on the link to email the Delivery Services Manager: evansb@sanjuancollege.edu

Student Registration

1. When do I register and pay for my classes?

   Registration processes and procedures or posted in the San Juan College class schedule that comes out at the beginning of every semester or in the San Juan College Academic Catalog. Payment for classes is due at the time of registration.

2. What is the last day I can pay before you drop my classes?

   Drop dates will be posted at the Business office, on the important dates flyer, or in the Student Handbooks.

3. Where can I get my class schedule?

   You can print your class schedule offline or come by the Business office with proper picture ID and it will be printed out for you.

4. I don’t see the question I want to ask.

   Please send your questions by email to grothb@sanjuancollege.edu or call (505) 566-3396.

Support Services

1. Didn't your department used to be called Auxiliary Services?

   Yes, in May of 2008, it was decided to change the name to Support Services, which better describes the functions of this office. Support Services departments do not fix anything – like Physical Plant; nor do they teach anything – like our faculty. We are in the middle and provide support to the institution for a variety of services.

2. What do you do in Support Services?

   In short, we support our San Juan College community. We sell textbooks and school supplies; deliver and pick up mail to 153 mail stops each day; deliver packages to both on and off campus locations; meter over 3,500 pieces of outgoing mail each week; provide vehicle rental services for college business; copying and signage services…and let’s not forget keeping the vending machines operational.

3. I don’t see the question that I want to ask.

   Please click on the link to email the Support Services administrative office: clarksonk@sanjuancollege.edu

Travel

1. Which form should I use?

   If your traveler has a travel card, enter the travel requisition into datatel. Use a paper requisition for travel that will not be using a travel card. All Group Travel must be processed on a paper Group Travel form.

2. How Much in advance should a travel requisition be processed?

   We recommend that all travel be submitted 30 days prior to the trip. The reason for this is that payments that need to be processed will have sufficient time to be processed, mailed and received by the appropriate vendor.

3. Why are so many signatures required for Group Travel?

   Because Group Travel is for students, numerous signatures are required including that of the President of San Juan College. All signatures are required according to San Juan College policy. Because of the many levels of signatures, it is imperative that the Group Travel requisitions are started at least 30 days prior to the date.

4. When I file a paper travel requisition how is the hotel / registration & airfare paid in advance?

   The third section of the Travel Requisition is called "Pre-Payment to Vendor by San Juan College (Attach Supporting Documenation)". Please list in this section the hotel and registration information that you want the Accounts Payable Dept. to pay directly to the vendor. The hotel information must include Name and address of hotel (including phone and fax #), Confirmation # of the reservation for the Traveler. Any additional information that is needed for the Accounts Payable to complete the payment should be included in the box on the left labeld NOTES.

   Registrations are handled in a similar fashion as the hotel. Name and address is needed for the conference that the Traveler is going to attend. Supporting documentation is very important for the Registration as it gives the Accounts Payable Dept. detailed information about the conference and contact information for the conference.

   Airfare can be reserved on Rio Grande Travel and/or through Expedia Corporate(www.expediacorporate.com). When the approved travel requisition arrives in Accounts Payable, the AP department will pay for the approved air travel.

5. Can advances be given on travel?

   Arrangements can be made for an advance of 80% of lodging, meals and mileage. In the event a travel card is being used there can be no advance.

6. Does the College have gas cards available?

   Upon completion of an approved travel requisition (either through datatel or a paper travel requisition), college employees that are on the approved drivers list can request use of a College motor pool vehicle and use of a College fuel credit card. The gas cards are available through Accounts Payable in the Business Office. Mileage reimbursement is not available when the College's fuel credit card is used.

7. What is the current mileage reimbursement rate?

   As of 7/1/08, mileage reimbursement is being paid at .32/mile, as mandated by the State of New Mexico.

8. How does a travelor get reimbursed after the completion of a trip?

   The Travel Requisition form is also used to claim reimbursement for travel on College business. The post trip form must be submitted within 10 days upon return from trip to AP/Travel for payment. Proper signatures, account numbers, arrival and departure times and destination points must be included, along with all supporting documents and itemized, allowable detailed receipts. Allowable receipts must be in pre-printed form showing where, when and what was eaten. To be reimbursed for mileage when traveling with a personal vehicle the traveler must be a SJC approved driver. Mileage reimbursement is payable at .32 cents per mile for approved drivers. For trips in San Juan County, an In-County Mileage Voucher with the actual odometer readings is required to receive reimbursement. Non-approved drivers can only be reimbursed for fuel with detailed gas receipts. Mileage is paid based on the mileage chart and if the destination is not on the mileage chart, College policy states that the College will reimburse mileage according to http://www.randmcnally.com.

9. Who can I contact to ask questions that haven't been addressed?

   Contact Corrine Antonson at x3259 or by email antonsonc@sanjuancollege.edu. If Corrine is not immediately available contact Denisa Knutson at x3605 or Accounts Payable Supervisor, Frank Cole at x3254.

Vending

1. What do I do if I loose money in a campus vending machine?

   Every vending machine on campus has a yellow sticker that says “Did You Loose Your Money?” Just read as the yellow sticker will give you directions on where to go for refunds. Take note of the machine number, which is written on the yellow sticker, so the refund can be tracked back to the unit that took your money.

2. Where are your "reimbursement" stations for refunds?

   There are ten refund stations on campus:

   • 30th Street Center
   • Bookstore
   • Business Office
   • Copy Services
   • HHPC Front Desk
   • QCB Front Desk
   • SJC West
   • School of Business
   • Student Activities
   • Trades & Technology
3. May I get a cash refund at any refund location?

   Yes, just tell the person who is refunding you the money, which machine took your money and what happened. Knowing what the problem was for the refund - helps us in getting a service technician out to fix the problem the first time.

4. I don’t see the question that I want to ask.

   Please click on the link to email the Support Services administrative office: clarksonk@sanjuancollege.edu

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