State of California

             M E M O R A N D U M


             DATE:March 31, 1995
             REFERENCE CODE:95-016

             TO:PERSONNEL MANAGEMENT LIAISONS

             THIS MEMORANDUM SHOULD BE DISTRIBUTED TO:

             ACCOUNTING OFFICERS

             FROM:Department of Personnel Administration
             Office of Administration

             SUBJECT:PAYMENT PROCEDURES FOR THE STATE TRAINING CENTER

             CONTACT:Gary Fujii,  Accounting Fiscal Officer
(916) 324-8543 Calnet: 453-8543
Officevision:  DPA (GLFUJII)
INTERNET: GLFUJII@SMTP. DPA.CA GOV

Effective immediately, the Department of Personnel  
Administration (DPA) will implement a new process for  
the payment of registration fees for classes given by  
the State Training Center (STC). The STC is a  
reimbursable program and operates exclusively upon the funds generated from the training classes.  This  
new process will allow STC to meet its financial  
obligations on a timely basis while continuing to  
provide quality training to State employees.  

Departments can choose any one of the following  
payment options to register employees in a State  
Training Center class.  

1.Interagency Agreement

This option allows departments to establish an  
account at STC to cover registration fees.   
Departments can chose to deposit funds on a  
quarterly or annual basis.  The only change to  
the registration process would be include the  
interagency agreement number on the  
registration form so that it can be properly  
credited to your departmental account. 

DPA will send out a report on a monthly basis  
that will provide the balance remaining,  
employee names, cost of the class and the class  
taken.  The report can also provide a breakdown  
by department account codes for those  
departments with multiple offices and  
locations. In the event of a late cancel or "no  
show" the appropriate late cancel or "no show"  
fee would be deducted from the department  









account balance and shown on the monthly  
report.

This interagency agreement option will  
significantly reduce the number of STC invoices  
processed by departmental accounting offices  
and provide departmental training officers a  
monthly report to track STC training activity.  
 

2.Batch Processing and Group Registration

This option allows departments to pay for a  
batch of individual registrations and/or a  
group registration with one revolving fund  
check (note: group registration are for classes  
designed for a specific department). We would  
expect departments to submit batches or groups  
on a monthly or every other month basis.  

The only change to the current registration  
process would be that a check must be submitted  
with the registration forms.  In the event of a  
late cancel or "no show" the appropriate late  
cancel or "no show" fee would be deducted and  
the remaining amount of the check refunded back  
to the department.

This option will increase the number of  
revolving fund checks but it will significantly  
reduce the number of STC invoices processed by  
departmental accounting offices.  This option  
will not provide a report for tracking STC  
training activity.

3.Pay Upon Arrival

This option requires employees to bring a  
revolving fund check with them on the first day  
of class. This options does not apply to group  
registrations.  

The only change to the current registration  
process would be to include a note with the  
registration form indicating that a check will  
be brought on the first day of class.   
Departments will be billed for late  
cancellations and "no shows". 

This option will significantly increase the  
number of revolving fund checks but it will  
also significantly reduce the number of STC  
invoices processed by departmental accounting  
offices.  This option will not provide a report  
for tracking STC training activity.   

Our intent is to make this new process as painless as  



possible to departments, while at the same time  
address a serious cash flow problem at STC.  We  
appreciate your cooperation during this transition  
and if your department has any special needs we would  
like to meet with you to discuss alternatives.  If  
you have any questions or suggestions, please contact  
Gary Fujii at (916) 324-8543. 






Melvin D. Turner
Chief, Office of Administration