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Administrative Services

On this pageQuick ActionsKeys RequestsBusiness ServicesPoliceUpdates & Notices

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.

Key Requests (Campus Keys & Key Card Access)

Use the Facilities work order process for key requests and electronic access. See pickup and replacement details below.

Campus keys are requested through the Facilities Work Order process and must be submitted by your department head, division chair, manager/supervisor, or designee. Submit a separate request for each person and indicate whether the request is for a new employee, returning employee, or replacement.

Submit a Facilities Work Orders & Key Requests

The key owner will be notified when the key is ready for pickup.

Completed keys for the Verdugo Campus can be picked up in Administrative Services (AD 114).

For the Garfield Campus, keys can be picked up through the Administrative Dean’s office.

Keys must be signed for by the intended recipient.

Electronic building key cards are ordered through the Facilities Work Order process.

Contact Virna Silva at Ext. 5555 if you have any questions.

A GCCPD police report is required for lost or stolen keys before a replacement can be issued. Include the police report number when submitting a request for a replacement.

Contact Facilities for questions about key requests and access.

Departments & Services

Browse by service area, with links to detailed pages and forms.

Administrative Services (AD114)

Key distribution, facility-use forms, and administrative support.

  • Administrative Services (AD114) details
  • Budget Information
  • Facility Rentals
  • Key Requests (on this page)
  • Measure G, Measure GC, Measure GCC

Facilities (HS 212)

Work orders, event setup, maintenance, grounds, recycling, central receiving, and transportation requests.

  • Facilities services
  • Emergency guidance (ext. 5555 / Campus Police ext. 4000)

Payroll (AD128)

Payroll schedules and payroll forms, including withholding and time reporting.

  • Payroll schedules, W-4/DE-4, direct deposit, time reports

Forms & Links (All Administrative Services areas)

Many forms can be filled in online; print and save a copy for your records before forwarding to the department indicated.

Business Services & Purchasing

Vendor resources, bids/RFPs, purchasing support, contracts, printing/duplicating, and mail distribution.

  • Current Bids & RFPs (Purchasing)
  • Business Card Order Form
  • Personal Services Agreement (PSA) + Contractor Payment Request/Invoice
  • Duplicating & Printing Services
  • Mail Distribution
Purchasing contact: Email purchasing@glendale.edu for bid/RFP questions.

Fiscal Services

Financial operations and support services, including payables/receivables, benefits, accounting, payroll, and tuition resources.

  • Accounts Payable
  • Accounts Receivable
  • Controller
  • District Accountant
  • Employee Benefits (health plans, TSA/retirement options, insurance)
  • Grants Accounting
  • Payroll
  • Tuition

College Police Department

The Glendale Community College Police Department supports campus safety and public safety services. For emergencies, dial ext. 4000 from a campus phone or call (818) 409-5911. For non-emergencies, call ext. 5205 from a campus phone or (818) 551-5205.

Annual crime statistics disclosure in accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Act.

Clery Act Annual Security Report

Voluntary participation in the emergency alert program by text message for students and staff.

Confidential reports can also be made anonymously to the Health Center, Human Resources or the College Police Department. 

Incident/Crime Reporting

Lost and Found items are recorded and maintained in the College Police Department Office in SM 153.  For more information, call 818-409-5925 or 818-240-1000, Ext. 5205 Monday - Friday, from 8am - 5pm.

No smoking on campus or in parking lots. 

See BP & AR 3570 Smoking Policy.

Updates & Notices

Use this section for time-sensitive updates only (archive older notices).

  • Example: Purchasing requisition submission changes (post date + link)
  • Example: Construction alerts (link to Facilities updates)

 

 


DEPARTMENT HOME PAGE

SERVICES

 SERVICE INFORMATION
NEW INFORMATION    
 

How To Submit Requisitions

New for July 1, 2022

 

 Purchasing Requisition Submissions
 

Purchasing Policies

 

Purchasing Policies - Procedures and Guidelines Manual

 

Purchasing Policies PowerPoint 
NEW INFORMATION  4/14/21  
  2021 Blue Shield and Kaiser Medical Plan Information & documents  See Employee Benefits
  Information on AFLAC, Cigna, Open Enrollment, Prime Pay and VSP also available. See Employee Benefits

FACILITIES DEPARTMENT

 FACILITIES
CONSTRUCTION ALERTS 		Updates on the various construction projects on campus.
FROM THE CONTROLLER'S OFFICE

PAYROLL SCHEDULES

 See Fiscal Services below for all payroll schedules.
 

2019 Income Tax Changes and Withholding Information

Information from the Controller's Office, effective January 1, 2019.

 
  Employee's State Withholding Allowance Certificate - Form DE-4 State of California income tax withholding form, Form DE-4.
  Employee's Federal Withholding Allowance Certificate - Form W4 Federal income tax withholding form, Form W4.
  2023 FEDERAL MILEAGE REIMBURSEMENT RATE  The standard business mileage reimbursement rate for 2023 has increased to 65.5 cents per mile. All mileage incurred on or after January 1, 2023, will be reimbursed at this rate.  Use 2023 Mileage Claim Form for reimbursements.
 

 

2022 FEDERAL MILEAGE REIMBURSEMENT RATE

 

All mileage incurred on or after July 1, 2022 to December 31, 2022 will be reimbursed at 62.5 cents per mile. Use the 2022 Mileage Claim Form for reimbursements.
ADMINISTRATIVE SERVICES    
 

Budget Information

 

Budget Committee Mtg Schedule - 2022-2023

 Information on tentative and final budgets as well as budget presentations.  
 

Campus Key Distribution 

Building and room keys for the Garfield Campus and the Verdugo Campus (Main Campus) are ordered through the Facilities Department Work Order process.  The key owner will be notified when the key is completed and can be picked up in Administrative Services or mailed for the Verdugo Campus or from the Administrative Dean's office for the Garfield Campus.

 

Submit a separate form for each person and indicate if they are a new or returning employee or replacing a lost or stolen key. A GCCPD police report is required for lost or stolen keys before a replacement can be issued.  Please indicate the police report number when submitting a request for a replacement. Keys must be signed for by the intended recipient. 

 
  Electronic Building Key Card Access

Electronic building key cards can be ordered through the Facilities Department Work Order process.

Contact Virna Silva at Ext. 5555 if you have any questions.
 

Facility Rentals[BROKEN LINK]

 

Approval Form for Class Projects on Campus

 

Release-Assumption of Risk for Participation in a Voluntary Activity

We are accepting requests for use of our facilities on a case by case basis. For updates on the GCC response to the Coronavirus outbreak, please visit the COVID-19 information page.

 

Contact Administrative Services at 818-551-5112 with any questions. 

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

Bid/Supplier List

 For suppliers who would like to be included in Glendale College's vendor list.   
  Current Bids & RFPs

Email purchasing@glendale.edu

for more information on current bids & RFPs for property or services.
  Business Card Order Form Business card order form for Glendale College employees.
  College Information Operators 

College Directory

 

Directions on How to Access your Voicemail

 

Obtaining and activating your college telephone extension.

 

Instructor's Schedule - This information assists the telephone operators in answering questions concerning office hours, contact information, etc. for instructors.
  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.
  EBS Upgrade GCC Requisitioning Training Training for GCC Requisitioning - a Powerpoint presentation on using the Oracle system. Email  purchasing@glendale.edu for an access code if you do not have one.
  Mail Distribution Internal mail distribution for the Verdugo Campus, Garfield Campus and the Professional Development Center.
  Meal Reimbursement See Administrative Regulation (AR) 7400 Travel Expense Policy
 

Membership Request 

 

 

  Membership Request Form 24_25
  Mileage Claim Forms

2020 Mileage Claim Form

 

2020 Federal Mileage Reimbursement Rate

 

2021 Mileage Claim Form

 

2021 Federal Mileage Reimbursement Rate

 

2022 Mileage Claim Form

 

 

2022 Local Mileage Reimbursement Rate

 

2022 Revised Local Mileage Reimbursement Rate

 

2023 Mileage Claim Form

 

2023 Local Mileage Reimbursement Rate

 

2024 Local Mileage Reimbursement Rate

2024 Mileage Claim Form

 

2025 Mileage Claim Form

 

 

 

 

 
 

Oracle Training (Powerpoint)

 

 See GCC Requisitioning Training above.
  Purchasing

Purchasing Policies and Procedures:

Manual

PowerPoint
   

 

Purchasing Requisition - Non-stock (Buy Out)  

 

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.

 

 
  Surplus Items Contact the Purchasing email at purchasing@glendale.edu to declare college property as surplus.
 

Travel Request Form and Instructions

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

 

For more information, see:

 
 

 

 

  
COLLEGE POLICE DEPARTMENT The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Act Annual crime statistics disclosure in accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Act.
  Emergency Alert System Voluntary participation in the emergency alert program by text message for students and staff.
  Incident/Crime Reporting

Confidential reports can also be made anonymously to the Health Center, Human Resources or the College Police Department. 

 

See BP and AR 3515 Reporting of Crimes.
  LOST & FOUND Lost and Found items are recorded and maintained in the College Police Department Office in SM 153.  For more information, call 818-409-5925 or 818-240-1000, Ext. 5205 Monday - Friday, from 8am - 5pm.
 

Parking Information

 Parking lot map, information on parking lot closures, citations/tickets, student and staff parking, motorcycle parking and more.
  SMOKING ON CAMPUS: No smoking  on campus or in parking lots.  See BP & AR 3570 Smoking Policy.
FACILITIES  2021-2025 Five Year Capital Outlay Plan (2021-2022 First Funding Year) - Summary This is the District Projects Priority Order (page five of the Outlay Plan) which lists information on future construction projects. 
  Campus Key Requests

See Campus Key Distribution under Administrative Services above.  Contact Virna Silva at Ext. 5555 for questions about key requests.
  Central Receiving

Clearing house for products and supplies delivered to the campus.

 

Authorized pick-up location for FedEx and UPS.  Items must be pre-addressed and brought to Central Receiving.  Sender must contact FedEx or UPS 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 Hernandez 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)
  Facility Index Presentation Planning for Preventive Maintenance results in less disruption to classes. (PowerPoint presentation - July 15, 2013)
 

2025-2035 Facilities Strategic Plan (FSP) - Final

 

Facilities Strategic Plan Abridged 25_35

The 2025-2035 Facilities Strategic Plan - FINAL was presented to the Board of Trustees on November 19, 2024.

Also attached is the abridged version.
  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 hazardous conditions, call Ext. 5555.  Otherwise, please complete the Facilities Work Order. 
  Recycling at Glendale Community College

Information on Glendale College's recycling program.

 
  Destruction of Sensitive Material Contact Facilities at Ext. 5555 for the location of the nearest sensitive material bin.  THESE BINS ARE NOT FOR RECYCLING PAPER.
 

Transportation Arrangements for Campus-related events

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

 

Contact Jose Hernandez at Ext. 5553 or 5562 for more information.

FORMS AND LINKS

 

    
FISCAL SERVICES

Accounts Payable

For Travel Request Form processing questions, contact Julia Fong, Ext. 5133.

 
 

Accounts Receivable

  
 

Controller

  
 

District Accountant

  
  Employee Benefits

Health Care information for Blue Shield and Kaiser Permanente, including prescription drug coverage information. 

 

Forms and information on:

  • 403(b) and 457(b) TSAs
  • AFLAC 
  • Health plan enrollment and change requests
  • Cigna Insurance
  • Delta Dental
  • Knight Insurance Enrollment and New Hire Guide
  • Medical and Dependent Care reimbursement
  • Opt-out of Medical Coverage Form
  • Prime Pay
  • VSP

See Human Resources for more information on Benefits, Policies and Handbooks.
   

ADJUNCT HEALTH BENEFITS: 

Kaiser Permanente Traditional HMO Plan 
 

Grants Accounting

  
 

Payroll

IRS and CA Income Tax Withholding forms.

 

PAYROLL SCHEDULES: 

Spring 2024 Payroll Schedule

Winter 2024 Payroll Schedule

 

Fall 2023 Payroll Schedule

 

Time Reports:

Hourly Certificated - C2/V2, multi-page

Hourly Certificated - C2/V2, single page

Hourly Classified - C3, multi-page

Hourly Classified - C3, single-page

Night Differential

Weekly Absence Report

Classified Overtime

 
  PAYROLL 101  PAYROLL 101 POWERPOINT - An explanation of your paycheck.
  Tuition  
FOOD SERVICES - Closed at this time

Catering Services

  
 

Places to Eat