FAQ For Business Administrative Services Background Image

FAQ For Business Administrative Services

Bookstore

How do I access bookstore services?

The store is closed to in-person business, but the online store is open and fully operational, fulfilling online orders through the campus store website and working to fulfill those orders within 24 hours, whenever possible. Students can also view updated FAQs on the website.

Visit the bookstore at www.MiraCostaShop.com for more information. The bookstore is currently running a number of specials to assist students during this time.

FREE Online Shipping Offer: Free Shipping on all items with no minimum purchase including course materials, supplies, apparel, technology and more. Details www.MiraCostaShop.com.

Departments in need of Bookstore merchandise can reach out to Lydia Bouzida at lbouzida@follett.com.

How do students return book rentals?

If a student has rented a book, the bookstore has free shipping return labels. The non-return period has also been extended, without penalty, for an additional 15 days past the current due date to assist with increased returns by mail. Details are listed below, but can also be found online at www.MiraCostaShop.com.

To initiate a rental check-in online, the rental patron must complete the following steps:

  1. Log-in to the eFollett.com website.
  2. Click the My Account link found at the top right bar of the screen. The My Account screen displays.
  3. Select the button in the Rentals box under Purchase Details.
    Note: Not all buttons will be present if no outstanding rentals exist at the time of login. Just the View Rental Agreement button displays.
  4. The Rentals screen displays. Note: This screen contains all rented titles within recent order history. This includes the product details with the rental due date, status of the rental and where you rented from (online or in-store). Check the box next to each rental to be checked-in or select the Return All Rentals by Mail link.
  5. Click the CHECK-IN button.
  6. The Return By Mail screen displays.
  7. Select your address from the drop down or add a new address and complete the necessary fields.
  8. Click Continue.
  9. The Generate Your Return Label screen displays
  10. Select Get Label.
  11. Select Print and then Close Window. A packing slip and package label are printed.

How can a student who can’t print a return label return book rentals?

College Police has been designated as the collection site for book rental returns for students unable to print labels and ship books back to the bookstore. Details regarding drop off will be provided shortly.

College Police

Will the college be secure?

College Police remain fully operational and on campus to ensure safety, and to provide assistance, such as room access and disarming/responding to alarms. Police officers are working 7:00 am to 7:00 pm, Monday - Friday at all sites, and 7:00 am to 3:00 pm on Saturdays at the Oceanside campus. Community Service Officers are at the Oceanside campus all night long every night providing 24/7 security.

College Police is responding to calls for services 24 hours a day, 7 days a week. Please call 760.795.6640, or for emergencies, extension 6911.

The College Police Office will also act as a drop off point for students to return rental books back to the Bookstore for those that do not have a physical address or cannot print out the free return shipping labels.

How can I access my building or classroom if I don’t have a key/fob?

College Police staff are available to unlock doors during the following times:

Oceanside Campus and Community Learning Center
Monday-Friday
7:00 am-7:00 pm

San Elijo Campus
Monday-Friday
8:00 am-7:00 pm

College Police can be contacted at 760.795.6640.

Facilities

What are the hours of operation for services?

All grounds, maintenance, and custodial services continue to operate 5 days a week to address cleaning, and safety needs. Should you need assistance with any facilities related issue, please feel free to contact the Help Desk at extension 6690.

  • Maintenance Coverage: Monday-Friday, 8:00 am to 5:00 pm.
  • Custodial Coverage: Monday-Friday, Daytime - 8:00 am to 2:00 pm and Evening - 7:00 pm to 1:00 am.
  • Grounds Coverage: Alternating weekly shifts, 6:00 am to 12:00 pm at all sites. Shifts will take place Monday-Thursday (3/30-4/2), Tuesday-Friday (4/6-4/10), and will continue to alternate week to week.

Are Campus Events and Civic Center Use cancelled?

Large events on campus are cancelled or postponed until after May 31, 2020. The district is looking at options to reformat graduation and the Spring Celebration of Excellence in order to celebrate our students and employees. More information will be forthcoming in the next few weeks.

Will custodial staff disinfect tables and chairs, and other common surfaces in their nightly routine?

The district has reprioritized custodial work to emphasize disinfecting high touch areas such as student desks, tables, door handles, service counters, as well as all restrooms. The districtwill follow all cleaning practices recommended by the Center for Disease Control (CDC) and California Department of Public Health.

If you are planning to come on campus for any reason, please notify your supervisor and complete the MCC Room Usage/Cleaning Inventory grid. This will allow custodial staff to know which rooms may need additional cleaning.

Construction

Will construction projects be cancelled or delayed?

All construction activities at the college will continue as planned. We will continue to have a program management representative at each site to help with construction coordination and issue resolution, with the remainder of the staff working remotely to ensure projects remain on schedule and invoices are paid.

California Governor Gavin Newsom amended the 3/19/2020 shelter-in-place order to specifically exempt construction activities. The Governor added “Construction Workers who support the construction, operation, inspection, and maintenance of construction sites and construction projects” to the list of sectors exempted from the shelter-in-place order.

Will building planning and project design work continue to move forward?

Yes, schematic design work on multiple projects will continue to move forward. Design Teams and task forces will continue to meet via Zoom and utilize electronic means of communication to ensure we are receiving the appropriate input form constituents and users.

Fiscal Services

Who should I contact if I have budget or accounting related questions?

Finance is currently working remotely, with staff periodically coming onto campus to print and mail checks, and to collect mailed invoices for processing. Information regarding Tentative Budget development will be coming out the week ending 4/3/20.

Should you have questions regarding budgets, please email your questions to: budgets@miracosta.edu.

Should you have questions about accounts payable or other account processing questions, please email your questions to: accountspayable@miracosta.edu.

Staff are regularly monitoring these email inboxes and responding to questions directly.

Accounting

Do I have to send a Receipt Form (RF Form) to Accounting?

Yes, for services received, please complete a “Receipt Form” that is available on the Fiscal Portal site. Please email the form to AccountsPayable@miracosta.edu, with subject line “Receipt Form-xxx”, replace xxx with the supplier name.

I received an invoice, what should I do?

Please scan the invoice and email it to AccountsPayable@miracosta.edu, with subject line “Invoice-xxx” (replace xxx with the supplier name). You may also inter office mail it to Accounting, MS#6.

I am waiting on a reimbursement check, I have not received it. What do I do?

Please email AccountsPayable@miracosta.edu, with subject line “Travel Reimbursement-your name”. Please provide your name and home address so we can mail your check. Please include the item in question (such as the TR#, date of travel), and other pertinent information to enable Accounting to research it efficiently.

I have a mileage reimbursement form to turn in. What do I do?

First, send the completed form to your supervisor for approval. Second, forward the approved email with the attached form, and email to AccountsPayable@miracosta.edu, with subject line “Mileage Reimbursement-your name”.

What should I do if I need to cancel business travel?

  1. Cancel all reservations made and obtain refunds where possible.
    1. Please be sure to cancel all reservations and registrations, whether prepaid by traveler or by MiraCosta College.
    2. Registration for Conference or Event
      1. Cancel registration as soon as possible.
      2. If any part of the registration fee is not refundable and traveler has prepaid the fee, traveler will be reimbursed.
      3. If registration cost has been prepaid by MCC, request refund from vendor payable to MCC.
      4. Print proof of cancellation to attach to TR.
      5. If cancellation is not allowed by conference or event vendor, please print statement from conference or event vendor indicating registration fees are not refundable. (Please contact conference or event vendor directly to request refund even if website indicates fees are non-refundable as some venues will return full or partial registration fees if requested directly.)
    3. Hotel/Accommodation Reservations
      1. Cancel hotel/accommodation reservations as soon as possible.
      2. Many hotels/accommodations will charge a minimum of one night stay if reservations are not cancelled in advance.
      3. If deposit or full reservation cost has been prepaid by MCC, request refund from hotel payable to MCC.
      4. If accommodation deposit is no-refundable, please include notice (email, policy from website, etc) indicating it is non-refundable to your TR. (Please request refund regardless of policy as some entities are making exceptions. If refused, then include documentation as stated above.)
      5. Print proof of cancellation to attach to TR.
    4. Airline Tickets
      1. Cancel flights as soon as possible.
      2. If flight is non-refundable and traveler has prepaid the fee, traveler will be reimbursed.
      3. If flight can be cancelled and a credit is extended for use in the next year, then please take advantage of this option (if flight is non-refundable). Please track within your department all flight credits that can be used for future travel.
      4. Print proof of cancellation or credit to attach to TR.
    5. Rental Car
      1. Cancel rental car as soon as possible.
      2. Print proof of cancellation to attach to TR.
    6. Other Fees or Deposits
      1. Cancel activity as soon as possible.
      2. If any part of the fee or deposit is not refundable and traveler has prepaid the fee, traveler will be reimbursed.
      3. If fee or deposit has been prepaid by MCC, request refund from vendor payable to MCC.
      4. Print proof of cancellation to attach to TR.
  2. Advance repayment
    1. If traveler incurred non-refundable expenses for which they paid out of pocket, deduct those expenses from the total amount advanced and repay the district the difference.
    2. If no expenses were incurred by the traveler, repay the district the full amount of the advance.
    3. Make check payable to MiraCosta Community College District and attach to Travel Request form.
    4. If you are unsure of the amount of advance to refund, send all receipts and documentation along with completed Travel Request form to Travel at MS #6.
      1. Receipts will be reviewed by travel processor and balance of advance requiring repayment will be calculated.
      2. Amount of advance to repay will be communicated to traveler, and traveler will then forward check for the advance balance to Travel at MS #6.
  3. Complete and return the Travel Request form to Accounting (even if no expenses were incurred or cancellations required).
    1. Write “Cancelled Trip” across top of TR (in any space white space)
    2. If traveler has an email or other announcement canceling the event, please include this with the Travel Request form.
    3. Fill out the right side of the Travel Request Form with any expenses incurred that were not refundable.
    4. Attach all receipts of expenses incurred.
    5. Attach all cancellation documents.
    6. Sign and return form to Travel at MS #6.
    7. Sign and return your Travel Request form with “Cancelled Travel” written on top even if no expenses were incurred and no cancellations were required.

Cashiering Services

Is the Cashier’s Office open for walk-ins?

The Cashier’s Office is open for walk-ins on Fridays, 10:00 am to 2:00 pm; closed for walk-ins Monday - Thursdays.Cashiering Services are available through the SURF payment/check-out system. Please contact Jo Ferris at jferris@miracosta.edu, for cashiering services questions.

Purchasing

Will Purchasing be operational?

The Purchasing Office is open and committed to meeting your supply and ordering needs. Staff are working on site and remotely to ensure we are able to continue to meet the needs of our departments and programs. We ask that all deliveries be routed to the Oceanside campus, unless other arrangements have been made with Peggy Stroika, the Interim Director of Purchasing and Materials Management, pstroika@miracosta.edu.

Will purchasing deadlines be extended?

No, purchasing deadlines will remain the same to ensure a smooth transition to Workday.

The following are Purchasing’s fiscal year-end deadlines:

  • March 27, 2020: Last day to enter requisitions for capital equipment orders having a 8-12 week delivery time and/or exceeding $90,000. This ensures sufficient time to issue a formal bid, secure Board approval, order and receive goods by June 30th.
  • April 10, 2020: Last day to enter requisitions using unrestricted funds.
    Unrestricted fund requisitions received after April 10 will be canceled. Requesters can re-enter the requisition in Workday starting July 1, 2020. Emergency procurements may be made only by prior written approval from the Dean/Director and the respective Vice President.
  • May 1, 2020: Last day to enter requisitions using restricted fund.
    Restricted fund requisitions received after May 1 will be canceled. Requesters can re-enter the requisition in Workday starting July 1, 2020. Emergency procurements may be made only by prior written approval from the Dean/Director and the respective Vice President.
  • May 29, 2020: Last day to submit PO Change Order requests. No change order or blanket order adjustments will be made after this date.
  • June 12, 2020 : Last day to order against a FY 2019/20 Blanket Purchase Order
  • June 30, 2020: Close of Fiscal Year 2019/20. Goods and services must be received/performed by June 30th to be recorded as FY 2019/20 expense. Receipts from July 1 and after will be recorded as FY 2020/21 expense, even if ordered prior to July 1.

Copy Center

What are the Copy Center’s operating hours?

Beginning April 13, 2020 the Copy Center will temporarily change its hours.

Copy Center on-site hours will be: Monday-Friday, 8:00 am - 1:00 pm

Orders can be emailed to: copycenter@miracosta.edu

  • orders received after 1:00 pm will be processed the next business day.
  • orders received by 9:00 am will have same day pickup before 1:00 pm. Black ink only.

Orders will be delivered to each of the campuses on the following days:

  • Oceanside Campus - Monday-Friday
  • SAN, CLC, TCI - Monday, Wednesday, and Friday

Color orders will continue to be sent off campus and require 3-5 business days.For questions please call: 760-795-6744

Mail Service

Will mail be delivered?

Regular mail pick-up and delivery will continue as per the schedule below:

  • Oceanside Campus
    Monday, Tuesday, Wednesday, Thursday, Friday
  • San Elijo Campus
    Monday, Wednesday, Friday
  • Community Learning Center
    Monday, Wednesday, Friday
  • Technology Career Institute
    Monday, Wednesday, Friday

Warehouse Hours & Delivery

Is the warehouse open to accept deliveries?

The Oceanside Campus warehouse is open daily from 8:00 am - 4:30 pm to accept all deliveries for the District. We ask that all deliveries be routed to the Oceanside campus, unless other arrangements have been made with Peggy Stroika, the Interim Director of Purchasing and Materials Management.

Where will the goods I ordered be delivered?

The warehouse staff will deliver all goods directly to the requester’s location. If the requester is not available to receive the delivery at their location, an email will be sent notifying the requestor the goods were received and where (building/room number) the goods were delivered.