Skip to Content  |   A to Z Index  |   Kentfield Campus  |   Indian Valley Campus

College of Marin

Fiscal Services

Home New Students - Prospective Students Current Students of College of Marin Colletge of Marin Faculty and Staff About the College of Marin College of Marin Search Engine

Frequently Asked Questions

Accounting

1. Which accounts are discretionary budget accounts?
2. What are the constraints on budget transfers?
3. How do I reclassify an expenditure that belongs to another Fund, Organization, Account, or Program?
4. What happens if an employee's costs are charged to an incorrect FOAP?

1: Which accounts are discretionary budget accounts?
The discretionary budget accounts includes Classified Hourly Salaries (23xxx, 24xxx), Overtime (211xx and 22100), and all Operating expenditures (Operating expenditures include all accounts that start with 4xxxx, 5xxxx or 6xxxx).
back to accounting FAQ
2: What are the constraints on budget transfers?
Budget managers may authorize budget transfers only within discretionary budget accounts and only within the same fund.  The District does not allow budget transfers between discretionary and non-discretionary budget accounts nor between two different funds.
back to accounting FAQ
3: How do I reclassify an expenditure that belongs to another Fund, Organization, Account, or Program?
Periodically, expenditures are coded to an incorrect Fund, Organization, Account or Program code.  The need for expenditure reclassifications should be rare, since virtually all transactions should have a pre-approved and properly-coded purchase order.  If you believe an expenditure was incorrectly coded to a specific FOAP, or if there is a need to allocate costs differently from the original transaction allocation, then please complete an Expenditure Transfer Request form and forward the completed form to your specific fund accountant in Fiscal Services.  Please ensure the budget manager accepting the charge has first reviewed and signed the form before forwarding the document to your fund accountant.
back to accounting FAQ
4:  What happens if an employee's costs are charged to an incorrect FOAP?
Fiscal Services budgets personnel costs for permanent staff.  During the budget process, managers are responsible for reviewing FOAP coding for permanent employees.  Managers should notify Fiscal Services if they notice a permanent employee assigned to an incorrect FOAP during budget development.
Managers develop their discretionary budgets for personnel accounts, which include classified hourly and overtime costs.  In addition, the manager determines the appropriate FOAP for the Banner position on the PAF (Personnel Action Form).  The employee’s FOAP on his/her Banner position is based on the nature of work the employee will complete as opposed to where funds may have been budgeted.  Managers may need to complete a discretionary budget transfer to fund a classified hourly or overtime FOAP.
Should a budget manager discover an incorrect FOAP for a specific employee, then the manager should follow-up on two specific corrections:
  1. First, the budget manager should complete a FOAP Change Form obtained from the Human Resources Department, which will correct the FOAP mapping for future payroll costs.  The FOAP Change Form includes form routing instructions.  Once Human Resources receives the completed FOAP Change Form, Human Resources will then update the FOAP on the Banner position for future payroll charges for that employee’s position.
  2. Second, the budget manager should notify their District Accountant who will review the employee’s costs in Banner and will correct the prior period payroll costs.  The District Accountant will complete an expenditure transfer from the incorrect FOAP to the new FOAP.
This two-step correction process ensures that both the previous costs and future costs for an employee are charged to the correct FOAP.
back to accounting FAQ
back to top

Payroll

  1. When are pay days?
  2. When are timecards due?
  3. Why was I not paid?
  4. Why did I not receive my overtime earnings?
  5. What do I do if I think my earnings are incorrect?
  6. What do I do if I think my deductions are incorrect?
  7. How do I change my federal or state income tax withholding?
  8. My payroll check is lost, damaged or destroyed.  What do I do?
  9. How do I enroll in, change, or terminate direct deposit?
  10. I did not receive my direct deposit.  What do I do?
  11. What are my vacation and sick leave balances?
  12. How do I add, delete, or change my employee benefits or dependent information? 
  13. How do I change my personal address on file with the District?
  14. How do I complete a PAF (Personnel Action Form) for my staff? 
1: When are pay days?
For timecard users such as part-time or hourly staff, work study employees, classified staff overtime, stipends, etc., please refer to the annual Timecard Schedule Memorandum for pay dates.
For permanent employees and adjunct faculty, the monthly pay date is the last District business date of the month.
back to payroll FAQ
2: When are timecards due?
Please refer to the annual Timecard Schedule Memorandum for pay dates.
back to payroll FAQ
3: Why was I not paid?
Common reasons why an employee is not paid include the following:
  • Your position is not properly established in the Banner financial system.  Your supervisor is responsible for submitting a PAF (Personnel Action Form) to Human Resources to establish your position in the Banner financial system before you begin work in the District.
  • Incomplete or late timecards.  Supervisors must ensure timecards are complete and must submit timecards by the due date.
  • Incorrect timecards.  Position data stated on the timecard such as position ID number, FOAP (Fund, Organization, Account, Program), and pay rate must match the position data in Banner as entered by Human Resources.
  • Missing Authorization for Overtime forms.  For more information on overtime, please see FAQ 4: Why did I not receive my overtime earnings?
    back to payroll FAQ
4: Why did I not receive my overtime earnings?

Per Administrative Procedure 7234, upon determination of the necessity for paid overtime as approved by the supervisor, proper approvals will be obtained on the Authorization for Overtime form.  The Payroll Department must receive a properly completed Authorization for Overtime form to match (or accompany) the overtime timecard in advance of processing overtime earnings for payment.
back to payroll FAQ

5: What do I do if I think my earnings are incorrect?
Contact the Human Resources Department for any earnings discrepancies.  The Human Resources Department authorizes earnings and the Payroll Department processes authorized earnings.  All staff, supervisors, and managers are responsible for reviewing employee earnings and bringing any positive or negative discrepancies to the attention of the Human Resources Department.
back to payroll FAQ
6: What do I do if I think my deductions are incorrect?
Contact the Payroll Department for any deductions discrepancies and the payroll group will research your inquiry.  The Payroll Department inputs employee income tax withholding elections and other payroll/benefit deductions.  Employees should promptly notify the Payroll Department regarding any payroll deduction question.
back to payroll FAQ
7: How do I change my federal or state income tax withholding?
Complete the appropriate Federal and/or California withholding allowance certificates.
back to payroll FAQ
8: My payroll check is lost, damaged or destroyed.  What do I do?
Please contact the designated payroll representative in the Fiscal Services Dept.  We mail payroll checks and payroll direct deposit advices to arrive on the actual pay date.  You’ll want to wait a few days to make sure your payroll check is not delayed in the U.S. Mail.  The District encourages direct deposit to avoid lost, damaged, or destroyed payroll checks.

If your live payroll check is lost, damaged, or destroyed, then contact the Payroll Department for a Declaration to Obtain Duplicate of Lost or Destroyed Warrant form.  Your payroll representative will assist you with information needed to complete this form.  Once the employee completes this form, the Payroll Department will submit a stop payment request on the original warrant (check) to our bank.  Replacing a lost, damaged, or destroyed warrant (check) may take several days to complete. The College of Marin must receive confirmation that the original payroll warrant (check) has been voided by our bank before we re-issue a replacement check.
back to payroll FAQ
9:  How do I enroll in, change, or terminate direct deposit?

The District encourages enrollment in payroll direct deposit, which is available to all employees. Direct deposit is safe, timely, and avoids lost paper checks. In addition, direct deposit saves time by avoiding errands to the bank.  Complete a Payroll Direct Deposit Enrollment Authorization form to enroll in, change, or terminate your direct deposit information.

Should you alter your bank account information, you will need to submit a new Payroll Direct Deposit Enrollment Authorization to establish direct deposit for your new bank account.

You should terminate an established direct deposit enrollment before closing the associated bank account(s) by completing a Payroll Direct Deposit Enrollment Authorization form.

      back to payroll FAQ
10: I did not receive my direct deposit.  What do I do?
Direct Deposit only takes effect after a successful “pre-note” notification.  A pre-note is a zero-dollar transmission to test the validity of your bank account number(s).  Payroll will not transmit an actual direct deposit until we have first completed a successful pre-note transmission to your financial institution(s).
Problems with direct deposit result from changes in an employee’s bank information without proper advance notice to the Payroll Department.  Contact the Payroll Department for any direct deposit questions.  Should you alter your bank account information, you will need to submit a new Payroll Direct Deposit Enrollment Authorization to establish direct deposit for your new bank account.
You should terminate an established direct deposit enrollment before closing the associated bank account(s) by completing a Payroll Direct Deposit Enrollment Authorization form. If you close your bank account before notifying the Payroll Department, then your financial institution(s) should return the direct deposit funds to the College of Marin since your financial institution cannot post a deposit to a closed account.  The College of Marin must receive the returned direct deposit funds from your financial institution(s) before we re-issue the payment in the form of a live check.
back to payroll FAQ
11:  What are my vacation and sick leave balances?
Please contact the designated Human Resources personnel who tracks employee vacation and sick leave balances.
back to payroll FAQ
12: How do I add, delete, or change my employee benefits or dependent information? 
Contact the Human Resources Department for benefit enrollment forms to add, delete or change dependant information. 
back to payroll FAQ
13:  How do I change my personal address on file with the District? 
Submit a change of address notice directly to the Human Resources Department to update your address on file with the District.
back to payroll FAQ  
14: How do I complete a PAF (Personnel Action Form) for my staff? 
The Human Recourses Department will guide supervisors and managers through completing PAF forms. Accountants in the Fiscal Services Department will provide guidance on the expenditure FOAP (Fund-Organization-Account-Program) coding.
back to payroll FAQ
back to top

Purchasing/Accounts Payable

1. What is the current mileage reimbursement rate?
2. What was the mileage reimbursement rate in 2013?
3. What is the meal allowance for District approved travel?
4. My accounts payable check is lost, damaged or destroyed.  What do I do?

1: What is the current mileage reimbursement rate?
As of January 1, 2014 the standard mileage reimbursement rate is $0.56 per mile driven from the employee's headquarters to the destination.  Per Administrative Procedure 7400, mileage shall be reimbursed at the established Internal Revenue Service (IRS) standard mileage reimbursement rate.  The IRS updates the standard mileage reimbursement rate in January and July of each year.
back to purchasing/accounts payable FAQ
2: What was the mileage reimbursement rate in 2013?
As of January 1, 2013 the standard mileage reimbursement rate is $0.565 per mile driven from the employee's headquarters to the destination.  Per Administrative Procedure 7400, mileage shall be reimbursed at the established Internal Revenue Service (IRS) standard mileage reimbursement rate.  The IRS updates the standard mileage reimbursement rate in January and July of each year.
back to purchasing/accounts payable FAQ
3: What is the meal allowance for District approved travel?
In accordance with Administrative Procedure 7400 the maximum allowance for meals shall be $10 for breakfast, $15 for lunch, and $25 for dinner OR a maximum of $50 per day for all meals (including reasonable/customary gratuities and applicable local tax).  Any expenditures in excess will not be reimbursed by the District.
back to purchasing/accounts payable FAQ
4:  My accounts payable check is lost, damaged or destroyed.  What do I do?
If your accounts payable check is lost, damaged, or destroyed, then contact the Accounts Payable Department for a Declaration to Obtain Duplicate of Lost or Destroyed Warrant form.  Your accounts payable representative will assist you with information needed to complete this form.  Once the payee completes this form, the Accounts Payable Department will submit a stop payment request on the original warrant (check) to our bank.  Replacing a lost, damaged, or destroyed check may take several days to complete. The College of Marin must receive confirmation that the original accounts payable check has been voided by our bank before we re-issue a replacement check.
back to purchasing/accounts payable FAQ
back to top
 

 


Fiscal Services Website
Content Responsible: Peggy Isozaki, Director of Fiscal Services, 415.883.2211 ext. 8160
Technical Contact: Melinda Molloy, Administrative Assistant to the Vice President of College Operations, 415.883.2211 ext. 8101