Administrative Services encompasses several departments that provide efficient, cost-effective support to the college and seeks to utilize ecologically-friendly materials and processes wherever possible.



  2015 PURCHASING CUT-OFF DATES FOR FISCAL YEAR 2014-2015 Some purchases such as furniture and equipment have a long lead time and the items must be received before the end of the fiscal year. In addition, if multiple approvals are required, please allow additional time for the internal processing as well. These annual cutoffs to allow us to close the fiscal year in a timely manner.

If you need any assistance regarding account balances or the status of existing purchase orders, or if you have any other questions regarding the cutoff dates, please contact Susan Courtey, Director of Business Services

2015 Income Tax Changes and Withholding Information - effective January 1, 2015

Information from the Controller's Office, effective January 1, 2015 on the following topics:

  • Changes to Federal and State Income Tax Withholding
  • Employee Social Security/OASDI and Medicare
  • Federal Withholding - Form W-4
  • State Withholding - From DE-4
  2015 Employee's Federal Withholding Allowance Certificate - W4 2015 Federal income tax withholding form, Form W-4.
  2015 Employee's State Withholding Allowance Certificate - Form DE-4  2015 State of California income tax withholding form, Form DE-4.
  2015 Federal Mileage Reimbursement Rate A memorandum from the Controller's office dated December 15, 2014 increasing the standard business mileage reimbursement to 57.5 cents per mile. Effective for all mileage that occurs on or after January 1, 2015. Mileage occurring between July 1, 2014 and December 31, 2014 will be reimbursed at 56.0 center per mile. See Accounts Payable under Fiscal Services below for more information and forms.
  Opt-out of Medical Coverage Form Request to opt-out of District medical coverage and receive a monthly stipend for the period of January - December.  Submit form to Menchie Braza in Employee Benefits.
ADMINISTRATIVE SERVICES Budget Information Information on tentative and final budgets as well  as budget presentations.

Campus Key Distribution

Building and room keys ordered through the Facilities Dept. Work Order process are picked up in AD114. 


Submit a separate form for each person and indicate if they are new, returning or replacing a lost or stolen key. Keys must be signed for by the intended recipient


See the Campus Key Requests under the Facilities section below for information on requesting keys.

Facility Rentals

For information on campus venues for rent, contact Mark Darcourt at 818-240-1000, Ext. 5109 or Ext. 5112.  General forms: Basic Rental Agreement, Hold Harmless Agreement, rev. 9-30-13Insurance Requirement Information, rev. 2-27-12. College policy:  AR 6700 Use of College Facilities


  Measure G Citizens' Oversight Committee
Information on meeting schedules, committee minutes and related documents concerning the Measure G construction bond.

Bid/Supplier List

For suppliers who would like to be included in Glendale College's vender list.   

Bids Current bids for property or services and related information.

Business Card Orders Business card order form for Glendale College employees.

College Information Operators 

Telephone Directory - by department and name.

Directions on How to Access your Voicemail, Division Chair Listing, office locations and email addresses.


Contact Natalie Landivar at Ext. 0 for information on:

Contracts Personal Services Agreement (PSA) and Contractor's Payment Request/Invoice.
  Duplicating and Printing Services Request for Duplicating Services Form,

Request for Instructional Materials Form

See Duplicating webpage for instructions and new requirements.

iProcurement Training for iProcurement - Powerpoint presentation of Oracle Upgrade.   Contact Susan Courtey for access code.

Mail Distribution Internal mail distribution for the Main Campus, Garfield and the Professional Development Center.
  Meal Reimbursement (qualified) reduced to $50 per diem  See Board Policies and Administrative Regulations, Chapter 7 - AR 7400 Travel Expense Policy
Mileage Claim Form

2015 Mileage Claim Form

2015 IRS Standard Local Mileage reimbursement rate.

2014 Mileage Claim Form

Oracle Training (Powerpoint of Upgrade) See iProcurement above.


Forms and guidelines for purchasing office supplies, equipment and furniture.  


To return an item, contact Purchasing first and provide Purchase Order number or product information.

ARRA_WIA Weekly Attendance & Progress Reports


Membership Request Form:  Contact Christine Reiner at Ext. 5120.

  Surplus Items Contact Susan Courtey at Ext. 5124 if you have items you want to declare as surplus.

Travel Request Form and Instructions

Request form for college/class-related travel.  Allow 2 weeks for processing. 


Cannot be filled in on-line.  Contact the  Purchasing for a Travel Request Form. Qualified meals will be reimbursed up to $50/day (revised 3-12-13), with receipts.  


See AR 7400 Travel Expense for reimbursement of meals without receipts.  For more information, see the Travel Instructions SheetBP 7400 Travel, AR 7400 Travel Expense Policy  and AR 7401 Reimbursement of Mileage and Parking Claims.




 Volunteer List

A record of volunteers working in your department must be submitted each semester/session to the Business Services Dept. in AD 117.  A Volunteer Services Agreement must be kept on file in your Department.  Contact Christine Reiner at Ext. 5120 for more information.
CAMPUS POLICE The Clery Act (pdf) Crime statistics disclosure in accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Act.

Crime Prevention and Campus Safety Information on Crime Prevention and safety measures.

Emergency Alert System Emergency alert system (Text message) for Students and Staff

Incident Reporting How to file an on-campus crime report with the Campus Police Department. Information on filing off-campus incidents.

Parking Information

Parking lot map, information on parking lot closures, citations, student and staff parking, motorcycle parking and more.

Some of the forms available:

  • Parking permit request form for CSD students Employee or Contractor Permit Request Form  
  • Request for Administrative Review of parking ticket
  • Employee Reassignment Form
  • Visitor and Event Permit Request form
SMOKING ON CAMPUS: New District Smoking Policy - No smoking on campus.  See BP 3570 Smoking Policy, revised 4-15-13 and AR 3570, revised 3-12-13 for details. 
FACILITIES  2015-19 Five Year Capital Outlay Plan (2015-16 First Funding Year) - Summary This is the District Projects Priority Order (page five of the Outlay Plan) which lists information on future construction projects. Please contact Nelson Oliveira, Director of Facilities if you have any questions.
Campus Key Requests

Requests for campus keys must be submitted by your department head, division chair or manager.  Contact Dan Padilla at Ext. 6610 for access permission.


Submit a separate form for each person and indicate if they are new, returning or replacing a lost or stolen key.   


Under "Describe Work Requested", list the employee and key(s) needed.  Cabinet keys, desk keys and any other type of key should also be requested in this manner.  Completed keys are issued by Adminstrative Services in AD114.

  Central Receiving

Clearing house for products and supplies ordered.

Authorized pick-up location for FedEx.  Items must be pre-addressed and brought to Central Receiving.  Sender must contact FedEx directly for pick-up authorization.  Forms and envelopes are available in Central Receiving.  Contact Jose Hernandez for large item information.


For more information, contact Jose at Ext. 5562.

To return an item ordered through Purchasing, contact Hasmik Ghanbary at Ext. 5125 first and provide Purchase Order number or product information. 

Custodial Services Submit requests for custodial service by Facilities Work Order.
  Energy Conservation & Modernization Presentation GCC - saving energy, improving the learning environment and reducing maintenance costs. (PowerPoint presentation - July 15, 2013)
  Facility Index Presentation
Planning for Preventive Maintenance results in less disruption to classes. (PowerPoint presentation - July 15, 2013)

Grounds Maintenance Report any grounds maintenance problems to Ext. 5555.  Or submit a Facilities Work Order.  e.g. Broken branches, sprinklers, etc.

Maintenance/Service Requests For immediate service for slip/fall hazards, call Ext. 5555.  Otherwise, please complete Facilities Work Order.  For access to Work Orders, contact Dan Padilla at Ext. 6610.

Recycling and Destruction of Sensitive Material Information on Glendale College's recycling program.

Transportation Arrangements for Campus-related events

Request form for vehicles used for college-related meetings, field trips etc.

Accounts Payable

Travel Request Form,


Mileage Reimbursment Rates:


2015 Standard Mileage Reimbursement Memo

2015 Mileage Claim Form.  


2014 Standard Mileage Reimbursement Memo

2014 Mileage Claim Form

Accounts Receivable


District Accountant

Employee Benefits Link to Human Resources for more information on Benefits, Policies and Handbooks.

Grants Accounting

ARRA WIA Weekly Attendance & Progress Reports, ARRA Attendance Progress


Demystifying How Faculty Get Paid - Powerpoint presentation for Adjunct Faculty which explains pay and sick leave for those applying for unemployment. 


IRS and CA Income Tax Withholding forms.


Payroll Schedules: 

Intersession Payroll Schedule

Semester Payroll Schedule


Time Reports: Certificated - Adjunct - C2, Classified, Night Differential, Weekly Absence Report.



Catering Services


Places to Eat









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Last updated: 8/19/2015 9:43:23 AM