Business Office
The Business Office oversees the business-related operations of the college. It coordinates the development of the overall college budget, reimbursements, and contract processing. It is responsible for ensuring our college budget and fiscal functions run effectively and are in compliance in accordance with State and Federal laws and regulations.
Business Office Forms Naming Convention File
Business Office Task List - PDF
| Task | Submit to | Note | Point of Contact |
| Petty Cash, Reimbursement Requests, Mileage Reimbursement, Statement of Conference Expense, and Conference Advances |
Business Office via shared folder-Business Office Link to the shared folder: \\appserv1\CAN_Business_Office\Business Office Documents |
Please follow the following naming conversions for the files: See the naming convention file. |
Peter Tam Email: tamp@smccd.edu |
| Standard Services Agreements, Independent Contracts and Authorization for Payment forms, Outside vendor agreements, Grant Agreements, and Volunteer Packets |
Business Office via shared folder-Business Office |
Documents with sensitive information, e.g., Social Security number, must be submitted via DropBox. Ask the Business Office for a link. |
Chantal Sosa Email: sosachantal@smccd.edu |
| PRFs/PAFs (all) | Business Office via shared folder-Business Office |
Please follow the submission deadlines. See the naming convention file. |
Chantal Sosa Email: sosachantal@smccd.edu |
| Procard Use Tax Report | Via Email to Chantal Sosa | Please follow the submission deadline by the 5th of the month. |
Chantal Sosa Email: sosachantal@smccd.edu |
| Procurement Card Packets | \\appserv1\CIAG_Procurement_Card\Level 1Audit\Canada | Please submit packets every month due by the 21st of the following month. |
Chantal Sosa Email: sosachantal@smccd.edu |
| Classified Timesheets (Student Assistant/Short Term/Classified OT/Comp) & Professional Experts |
Business Office via shared folder-Business Office |
Please follow the submission deadlines by the 30th of the month. See the naming convention file. |
Edgardo Molina Carlos Email: molinacarlose@smccd.edu |
| Faculty Timesheets | Business Office via shared folder-Business Office |
Please follow the submission deadlines by the 30th of the month. |
Christine Huynh Email: huynhc@smccd.edu |
| Vendor Invoices | District Accounts Payable via shared folder Link to the shared folder: \\smccd.net\GA\AP Mail Box - CAN\TO BE PROCESSED |
The invoice must reference the PO number (P# and E#) and the supervisor’s approval. See the naming convention file. |
Nelly Manuel, Accounts Payable Email: manueln@smccd.edu |
| Requisition Request Backups | District Purchasing via shared folder: Link to the shared folder: \\appserv1\purchasing\Backups\Requisitions\C anadacollege |
Please follow the following naming conversions for the files: Ex: R24xxxxxx, vendor name See the naming convention file. |
Irma Vasquez, District Buyer Email: vasquezi@smccd.edu |
Fiscal Year Closing Schedule
The closing schedules list timelines alphabetically by operational area. These District deadlines apply to ALL sources of funding. College Business Office may set earlier College timelines so that local review can be completed prior to the timelines outlined in this document. A chronological summary by month appears at the end of the documents.
- Mini Close (schedule released in Feb.)
- Year-End Close (schedule released in April)
Contact us
Should you have any question regarding our office or services, please do not hesitate to contact us.