Frequently Asked Questions (FAQs)

• AI for Invoice to Cash (I2C) has been implemented.
• AI for Expense Audits was implemented by Financial Transformation & Treasury (FTT) in the Summer/Fall 2024. This product will free up team members from conducting manual audits and eliminate redundancy.
• The Procurement Assistants will process more reqs under $10K, respond to cardholder enquiries, and help with SBDP tasks. The Accounting Clerks can upskill to Accounting Technician vacancies who will handle the increase in student sponsorships.
• Business Services must ensure transactions are compliant with policy, rules, and statutes to avoid audit findings.

We encourage you to address your enquiries to the general email address of the department you want to contact. For efficiency and to distribute the work evenly, we do not encourage people to contact team members directly.

Yes, there will be a Listening Tour in the Spring and Summer semesters. In addition,  Business Services will be hosting a plethora of in-person and virtual town halls. Please refer to the Upcoming Events page.

Visit our Glossary page for definitions of commonly used abbreviations and acronyms.

The fiscal year is September 1 – August 31.

The procurement management process is comprised of five key stages: 

1. Requisitioning goods and services
2. Generating purchase orders (POs)
3. Monitoring compliance
4. Receiving goods and services
5. Processing invoices and payments

The Asset Management Team (AMT) plays a pivotal role in overseeing the tagging, tracking, disposal, and reporting associated with Austin Community College District’s (ACC) fixed assets. Visit their webpage, email them at AMT@austincc.edu, or call 512-223-1088.

Bill to Pay (B2P) processes all ACC receivables including (but not limited to): student tuition and fees, invoiced services (accounts receivable), and payments made through the ACC Marketplace e-commerce system. Visit their webpage, email them at b2p@austincc.edu, or call 512-223-2274.

Materials Management and Logistics (MML) is the part of the Business Services Office responsible for logistical operations which includes tagging assets, receipt and delivery of goods, storage, mail distribution, and property moves. Visit their webpage, email them at materialsmgmt@austincc.edu, or call 512-223-1063.

If you have any questions in regards to the services we provide, email materialsmgmt@austincc.edu, and we will respond within an hour. 

Payroll Services (H2R) is dedicated to managing all aspects of employee compensation, ensuring timely and accurate processing to support ACC’s faculty, staff, and student workers. We track hours, calculate pay, distribute payments, and provide essential financial and retirement reports. Visit their webpage, or email them at payrollservices@austincc.edu, or call 512-223-1311.

The Procure to Pay (P2P) plays a pivotal role in streamlining accounts payable, credit card services, mobile devices, procurement, and the Small Business Development Program (SBDP). Visit their webpage, or email them at p2p@austincc.edu.

Record to Report (R2R) is a department in the Business Services Office responsible for the accounting, financial reporting, grant, and tax processing that involve collecting, recording and presenting timely and accurate financial data. R2R provides feedback to assist management and other stakeholders in making informed strategic decisions. Visit their webpage, email them at r2r@austincc.edu, or call 512-223-1097.

Suppliers interested in doing business with ACC are encouraged to:

• Register as a Supplier – see Supplier Registration
• Obtain Small Local Business Enterprise (SLBE) certification, if qualified – see Small Business Development Program. N.B.: SLBE certification is not required to do business with Austin Community College; however, SLBE participation is favored in competitive solicitation opportunities.
• Participate in scheduled supplier presentations.
• Respond to available solicitation opportunities – see Advertised Solicitations

The Office of Risk Management & Insurance provides documentation for standard insurance and bond requirements for suppliers of goods and services to ACC. Email Risk Management for additional insurance or bond requirement assistance.

ACC has developed an online supplier registration for all business that are interested in providing goods and services, professional services and construction services to the District. See Supplier Registration for instructions.

Suppliers responding to a solicitation cannot have a conflict of interest. In addition, a supplier cannot create an appearance of impropriety. The Austin Community College (ACC) is required by law to ensure fairness in the award of contracts and has implemented policies pursuing fair and open competition. 

All suppliers responding to a solicitation must provide either a statement outlining possible conflicts or a statement asserting that no conflict exist. All respondents that are awarded a contract are required to notify ACC of any emerging conflicts.

ACC reserves the right to assess possible conflicts and reject bids or proposals due to a conflict.

To avoid misuse of tax-supported resources and avoid inappropriate use of ACC District resources for personal gain, activities that would violate applicable state laws or board policy are prohibited.

All current competitive solicitation opportunities of $50,000 or more are advertised on ACC’s Advertised Solicitations page and in local newspapers. Notices regarding solicitations are also advertised with local area Chambers of Commerce. 

Yes, interested parties are welcome to attend the public opening of bids and submittals received in response to an advertised solicitation. Information on the date, time, and location of the public opening is noted in the solicitation document when applicable. The public opening is generally the same date as the submission due date. 

Should you need additional information, email p2p@austincc.edu or the Solicitation Contact specified in the solicitation. Please visit Advertised Solicitations for more information.

Visit our Small Business Development Program (SBDP) page.

Standard insurance requirements for contractors are found in the Contractor Safety section of the Safety Manual.

ACC uses Workday Strategic Sourcing (WSS) for all businesses interested in providing goods and services, professional services, non-professional services, and construction services. This list includes certified Small Local and Business Enterprise (SLBE) suppliers. Visit the Supplier Registration page for instructions, or go directly to the ACC Supplier Request Portal to login.

Supplier registration is a two-step process:

• Ensure you have a profile in the management system.
• Complete the ACC-specific supplier registration. (ACC encourages all Small Businesses to certify as an SLBE if they meet the guidelines.)

Start with the tables published by the North American Industry Classification System (NAICS) or National Institute of Governmental Purchasing (NIGP) that list all the codes by category or categories that describe what you sell then select the code(s) that best describe the goods and services you provide.

Small and Local Businesses Enterprises (SLBEs) can start their registration by submitting a completed SLBE Self Certification through the B2G database.

Yes, if you are already a HUB and local (in our taxing district); then, you meet the designation of Small and Local Business Enterprise (SLBE) under ACC’s Small Business Development Program (SBDP).

SLBE Certification Eligibility

SLBEs must:

• Be an independently owned and controlled for-profit business.
• Meet the industry-based size standards* established by the Small Business Administration (SBA) in 13 CFR 121.201.
• Be headquartered or otherwise located at a fixed, established commercial address located within the ACC taxing district.

*The applicable small business size standards are tied to the industry-based size standards established by the SBA in 13 CFR 121.201, but may be periodically evaluated and adjusted by the college’s administration based upon local market data collected pursuant to the SBDP to better serve the intent and objectives of this policy; (If a business has not existed for 3 years, the gross sales limits described above shall be applied based upon the annual averages over the existence of the business).

SLBE certification is valid for two years and can be renewed at https://acc.gob2g.com/.

It is important to attend pre-bid meetings, network and market your company to prime contractors, respond to prime contractors’ outreach efforts, check ACC’s website for upcoming procurement opportunities, and use services offered by the SBDP and the buyers.

All formal procurement opportunities are advertised in local papers and posted on ACC’s website under Advertised Solicitations. Notices regarding construction-related solicitations are also made available to local area Chambers of Commerce.

No. However, you must be a registered supplier with ACC to be awarded any business by ACC.

Criteria used to evaluate solicitation responses are outlined in the advertised solicitation. All SBDP requirements associated with a solicitation, including submission of the completed forms, are considered deliverables and failure to submit them by the deadline or to knowingly misrepresent facts could be deemed non-responsive or non-compliant. Any firm found to knowingly misrepresent facts or be non-compliant will be disqualified from consideration.

ACC’s payment terms are Net 30. Visit the Invoice to Cash (I2C) page for invoice submission, invoicing inquiries, ACC payment terms, and direct deposit information.

In order for your services to be paid, you must first have your purchase order (PO) received in Workday by the Materials Management and Logistics (MML) team. Send a receipt request to materialsmgmt@austincc.edu referencing the PO number, amount being received, and its respective line number. Please copy the corresponding Invoice to Cash (I2C) inbox when requesting receipt.

All suppliers must be registered through ACC’s Supplier Portal in order to be paid. If you are not currently receiving your payment electronically, please submit the Direct Deposit Authorization  form to supplier_request@austincc.edu.

Visit our Refunds page for more information.

Visit the Payment Plans page for more information.

Visit our 1098-T page for more information.

Visit our Billing Inquiries page for more information.

If a sponsor is paying your ACC tuition (i.e. an employer, a government agency, or a third-party), they must complete the authorization process before you register. This includes sponsored billing through the VA office or the Post-9/11 GI Bill® (Chapter 33). Visit our Sponsored Billing page for details.

Email mymoney@austincc.edu. Please provide as much information as possible to identify the payment and payor:

• The unique identifier
• The dollar amount expected
• Additional accounting information such as Fund, Functional Classification, GL Account, Revenue (Spend) Category, Cost Center, Project, Grant, or Gift Number

For assistance with your ACCeID or password, contact ACC Technical Support Services at (512) 223-8324.

• Payslips for November 2021 to present are available in Workday.  In your profile, select Pay and then Payslips. You can also ask Workday Assistant how to find your payslips. Workday Assistant will provide the information for your most recent pay as well as a link to the Payslips page with past payslips.
• Payslips for January 2021 to October 2021 can be found in Self Service. Log in with your ACCeID and password. Then, select Pay Information. For assistance with your ACCeID or password, contact ACC Technical Support Services at (512) 223-8324.

To access tax documents for 2021 to present, log into your Workday account. Older tax forms for 2010-2020 can be found in Self Service. If you require assistance logging in, contact ACC Technical Support Services at (512) 223-8324.

W-2 forms for 2021 to present are available in Workday. In your profile, select Pay and then Tax Documents. You can also ask Workday Assistant how to find your W-2.

W-2 forms for 2010-2020 can be found in Self Service. Log in with your ACCeID and password. Then, select Tax Information. For assistance with your ACCeID or password, contact ACC Technical Support Services at (512) 223-8324.

For help understanding your payslip, please email us at payrollservices@austincc.edu. You can also download a Sample Payslip with Contact Information.

Our Panopto page has a directory of business process tutorials; we also offer individualized training.

Click on the Workday Assistant speech bubble in the top right corner of Workday to:
•       View upcoming pay dates
•       See your pay totals for the most recent pay period
•       Locate Payslips for previous pay periods
•       View and update direct-deposit payment elections
•       Access your W-2 tax forms for prior years
•       View and update your W-4 tax withholding form
•       Check your available time-off balances

Enter Your Time Worked in Time Tracking

Manage Your Time Off and Leave Absence

We have denoted the mandatory fields with a red asterisk; the other fields may be optional. If there are two comment fields and you have nothing to add, skip the field.

To view payment status, you must have P2P Business Partner access in Workday. To get access, please submit a Mojo ticket with the Cost Center Manager approval attached.

A Cost Center Manager (CCM) can contact AMT@austincc.edu to request a listing of the assets assigned to their Cost Center (CC). The Asset Management Team (AMT) will respond to enquiries within three business days.

All goods and assets are delivered to the ACC Service Center.

Location: 9101 Tuscany Way, Austin, TX 78754
Receiving hours: 8am – 3:30pm M-F. Receiving Dock: 512-223-1063.

Certain items may be shipped directly to campus if they meet specific criteria. This includes oversized shipments exceeding 1,500 lbs., temperature-sensitive materials, items requiring sterile handling, or those containing hazardous substances.

Returns can be sent to the Service Center via intercampus mail to be picked up by FedEx and UPS, which make daily deliveries to the warehouse. Please provide Materials Management & Logistics with the PO#, RMA# and packing list if available.

All intercampus moves and moves to surplus require a Property Move Form be submitted to materialsmgmt@austincc.edu. Forms for off-site moves to a non-ACC location are handled by the Asset Management Team.

All ACC assets must be tagged by Materials Management & Logistics at the Service Center.

All equipment with a value of $500.00 or more must be asset tagged by the MML team.

General P, Travel, and Fuel card questions pertaining to use, verifications, or policy, should reach out to PurchasingCard@austincc.edu. Visit our Credit Card Services page for more information.

If you have questions regarding obtaining a new or replacement ACC issued phone or tablet, please reach out to mobileservicesdevices@austincc.edu. However, please be aware that technical assistance would need to come from T-Mobile as we are not techs and can only ask T-Mobile to check the device wirelessly.