General FAQs
What is Business Services doing to make its processes faster and more efficient?
- AI for A/P 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.
Where can I find the contact information for Business Services employees?
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.
Will there be another Business Services Presents: Teachable Moments – Listening Tour?
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.
Where can I find definitions for Business Services abbreviations and acronyms?
Visit our Glossary page for definitions of commonly used abbreviations and acronyms.
The fiscal year is September 1 – August 31.
What is ACC's procurement management process?
The procurement management process is comprised of five key stages:
- Requisitioning goods and services
- Generating purchase orders (POs)
- Monitoring compliance
- Receiving goods and services
- Processing invoices and payments
Which department handles asset tracking, inventory management, and lifecycle management?
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.
Which department handles billing inquiries, accounts receivable, and tax reporting?
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.
Which department handles payroll, financial/retirement reporting, and payment distribution?
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.
Which department handles procurement, compliance enforcement, and invoice processing?
The Procure to Pay (P2P) plays a pivotal role in streamlining accounts payable (A/P), credit card services, mobile devices, procurement, and the Small Business Development Program (SBDP). Visit their webpage, or email them at p2p@austincc.edu.
Which department handles financial data collection/processing/reporting and internal controls?
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.
Business Partner FAQs
How do I do business with ACC?
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
How do I get on a bidder's list?
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.
What is meant by conflicts of interest?
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.
Where are current solicitation opportunities advertised?
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.
Can I attend the opening of bids and submittals received?
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.
How do I find out about the Small Business Development Program?
Visit our Small Business Development Program (SBDP) page.
Where can I find ACC's standard insurance requirements?
Standard insurance requirements for contractors are found in the Contractor Safety section of the Safety Manual.
How do I register as a supplier?
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.)
How do I choose a commodity code for my online supplier profile?
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.
How do I register for the SLBE certification?
Small and Local Businesses Enterprises (SLBEs) can start their registration by submitting a completed SLBE Self Certification through the B2G database.
Do state-certified HUBs or small businesses qualify for the SLBE program ?
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).
How long is the SLBE certification valid?
SLBE certification is valid for two years and can be renewed at https://acc.gob2g.com/.
How can SLBEs be proactive in seeking business opportunities with ACC?
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.
How do I find out about procurement opportunities?
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.
Do I have to be a registered supplier before I can submit a bid?
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 Accounts Payable page for invoice submission, invoicing inquiries, ACC payment terms, and direct deposit information.
How do I get my supplier invoice paid?
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 Accounts Payable 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.
| Contact | Phone | |
|---|---|---|
| Janet Nicholson, Manager | janet.nicholson@austincc.edu | 512-223-1302 |
| Jon Airheart, Buyer | jon.airheart@austincc.edu | 512-223-1056 |
| Anthony Barron, Buyer | anthony.barron@austincc.edu | 512-223-1039 |
| Jennifer Dias, Buyer | jennifer.dias@austincc.edu | 512-223-1114 |
| Ryan Fetter, Buyer | ryan.fetter@austincc.edu | 512-223-1086 |
| John Gross, Buyer | john.gross@austincc.edu | 512-223-1329 |
Student FAQs
How do I get my refund for an overpayment or a dropped class?
Visit our Refunds page for more information.
Where do I find my IRS form 1098-T (tuition statement)?
Visit our 1098-T page for more information.
Where do I get help with billing, payment, and tuition questions?
Visit our Billing Inquiries page for more information.
If a sponsor is paying my tuition, what needs to happen before I can register for classes?
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.
How do I get more information about an expected refund from my sponsor?
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
Faculty and Staff FAQs
Where do I find help with my ACCeID or password?
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.
Where do I find my tax documents?
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.
How do I get help understanding my payslip?
For help understanding your payslip, please email us at payrollservices@austincc.edu. You can also download a Sample Payslip with Contact Information.
Where can I find help for Workday?
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
How do I get paid if I forgot to enter or submit my time by the deadline?
- Hourly Workers: Timesheets for the most recent pay period lock at midnight on the date listed on each pay schedule. They reopen again after the pay date on the 1st or 16th. You can then enter and submit any time from the previous pay period, and it will be paid on the next scheduled pay date for your primary position.
- Non-exempt Salaried Workers: You will be paid your regular monthly salary on the regular pay date. Timesheets reopen after the pay date on the 1st of the next month. You should then enter and submit your time from the previous pay period. Any adjustments to your time (overtime, unpaid time off) will be processed for the next scheduled pay date.
How do employees get paid for holidays?
- Holiday Pay is based on the employees FTE percentage, not their work schedule. For full-day holidays, full-time employees (100%) receive 8 hours, part-time employees (75%) receive 6 hours, and part-time employees (50%) receive 4 hours. Employees who work an alternative schedule may adjust their schedules during holiday weeks with supervisor approval. Time must be made up in the same week. Employees may also use leave time to make up their scheduled hours for the week.
- See Administrative Rule 4.0501.04 for more information on holiday pay.
How do I update my direct deposit information?
Employees are now required to verify their identity for new direct deposit account additions. Visit Payroll Services at HLC 3.3210 or contact us at payrollservices@austincc.edu to arrange alternate verification.
Where can I find more information on my Period Activity Pay?
- In your Workday profile, select Compensation and Historical Activity Pay. Click the View Assignment Details button to see a description of each activity, the total amount to be paid for each activity, and the amounts paid to date.
- The Period Activity Payment Details report in Workday also shows activity descriptions and payments. Enter your name in the Employee field and select a date range to view all activity and payment details for that time period.
Is every field mandatory when completing a task or generating a report in Workday?
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.
How can I see the status of a supplier’s payment?
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.
Where can I find my assets (inventory)?
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.
Where do my items and equipment ship to?
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 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.
Who applies the asset tag when equipment is received?
All ACC assets must be tagged by Materials Management at the Service Center.
What criteria determine whether an item should be asset tagged?
All equipment with a value of $500.00 or more must be asset tagged by the MML team.
Where do I find help for my ACC credit card (P-Card, Fuel Card, Travel Card)?
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.
Where do I find help for my ACC mobile device (phone or tablet)?
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.