Office Closures for District Office Move

district-office-ext-groveWhile every effort will be made to minimize disruption to normal operations, please note that the following offices/departments will be moving to the new district office building and may experience delays in response time and have limited availability to phone and email as they transition to their new offices beginning Friday, April 4, 2014, and scheduled through Friday, June 6, 2014:

April 2014 Moves

Organizational Development and Human Resources

Organizational development and human resources will be closed on Friday, April 4 and Monday, April 7, 2014.

Submissions to The Grove will be acknowledged no later than Wednesday, April 9, 2014. For more information, contact Wendy Jo Moyer, manager, employee communications, via email at wmoyer1@valenciacollege.edu or extension 8124.

Although organizational development and human resources phone extensions will remain the same, the new mail code for all human resources offices will be DO-21. This includes employment and onboarding, benefits and compensation, organizational communication, employee development, staff and program development, employee relations, payroll, records, conferencing and college events and all other HR services.

Financial Services

Financial services will be closed on Friday, April 25, 2014, and will have minimal operations for several days during the last week of April, as the department at the downtown center (DTC) is moving to the new district office.

Accounts Payable: Please send any urgent invoices to accounts payable before Thursday, April 24, 2014, as the last check run will be completed on that day before the move. Any invoices received after this date will be processed as soon as accounts payable is set up during the last week of April. If you have questions or concerns contact Josh Grossman, accounts payable coordinator, at jgrossman1@valenciacollege.edu or extension 3379.

Procurement: Please note that procurement will be closed on Thursday, April 24, 2014, and will resume business on Tuesday, April 29. Purchase orders or vendor input will not be completed during this time. Pcards can be used and downloads will not be affected by the move. For Pcard emergencies, please contact Janet Vivian at jvivian@valenciacollege.eduor extension 1974.

For new mail codes, click here.

May 2014 Moves

Academic Affairs and Planning

Academic affairs and planning will be closed on Friday, May 9, 2014. Telephone extensions and emails will remain the same but the new mail code will be DO-3.

The Office for Policy and General Counsel

The Office for Policy and General Counsel will be closed on Friday, May 9, 2014. Telephone/fax extensions and emails will remain the same but the mail code will be DO-40. We appreciate your patience during our transition to the new building.

SAGE Move

Effective Monday, May 12, 2014, SAGE will be in the new district office located at 1768 Park Center Drive near West Campus. The new mail code is DO-335.

Student Development

The Office of Student Development is scheduled to move on Friday, June 9, 2014. Because the move will take place during the end of year budget cycle, your cooperation in adhering to the following timetable in submitting end-of-year documentation is greatly appreciated:

All purchase request forms (PRFs) and travel authorizations for student activities expenditures from the 2013 – 2014 budgets must be received on or before Thursday, May 15, 2014. Any requests after that date will attach to the 2014 – 2015 fiscal year budget.

All requisitions, per diem reports, receipts, invoices and other supporting documentation for student activities purchases must be received in the Student Development Office on or before by Monday, June 16, 2014, for end-of-year processing.

Finally, all end-of-year expenditure documents (final P.O. invoices) must be received on or before Friday, July 2, 2014.

While no major interruptions to service are anticipated related to the move, all budget managers and requestors for student activity funds should keep in mind the recommended and suggested guidelines and timelines for purchase requests.

Please allow student development staff a few extra days to process appropriate paperwork in the event that documents are caught in transit between office locations or potential OIT delays in re-establishing technology services.

All documentation should be submitted via campus mail at mail code DTC-1.

For more information, contact Tracey Olsen-Oliver, director, student development, at tolsenoliver@valenciacollege.edu or extension 3141.

June 2014 Moves

Valencia Foundation

The Valencia Foundation will relocate to the district office on Friday, June 6, 2014, thereby completing the final departmental moves. Communication with the foundation, via phone and email will be limited on that day. Business will resume as usual on Monday, June 9, 2014. The new mail code is DO-41.

 

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