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Grant Administration and Operations

The Grant Administration and Operations department is an expert team trained in Grant Administration, Compliance, Procurement, Contract Administration, and Financial Management.

Our goal is to make the best use of resources in order to aid and supplement the educational mission of the California Community Colleges, and to ensure the proper disbursement of grant funds and management of activities with full transparency for all stakeholders.

The operations team is responsible for non-programmatic support of the CCC Technology Center’s programs and products, grant procurement and management, and the enabling of Technology Center team projects. We operate using updated, cloud-based software in a distributed, remote environment.

Library Services

The Technology Center manages the vendor contracting process to provide library database services to all 116 colleges. The current contract is with EBSCO, selected after an open RFP process in 2022.

Working with Us

Contact:

David Shippen
Statewide Programs Director for Operations and Grant Administration
Email us at: This email address is being protected from spambots. You need JavaScript enabled to view it.

Hours of Operation:

Monday through Friday
8 am to 4 pm

Location:

Butte College
Allied Health Public Services South (AHPS-S 166)
3536 Butte Campus Dr. 
Oroville, CA 95965

Campus Map and Information

The Grants Operations Team supports the delivery of financial and operational priorities of the CCC Technology Center with efficient, timely, and transparent business processes, ensuring staff training and compliance, and delivering quality products that strengthen the CCCTC's business capacity for growth.

We operate in compliance with the California Education Code and the California Community Colleges Chancellor's Office Grant Manual and Articles. Our employees leverage best practices from organizations such as the Project Management Institute and Society of Research Administrators.

The Public Documentation page linked below contains all relevant information and submission links for: Vendors, Contractors, Butte College Employees, and non-Butte College Employees.

Invoices

All invoices should be submitted via the CCC Technology Center Form.

Relevant Policy

District Policy regarding Accounts Payable
California Community Colleges Budget and Accounting Manual

Chancellor’s Office Travel Reimbursement Process

  1. Chancellor’s Office employees will send a completed Travel Reimbursement Agreement (a Chancellor's Office-initiated document) within 10 days of returning from the travel/event.
    1. The Technology Center will internally route the document for the approval by the Authorized Representative (Executive Director) with a CC to the Chancellor's Office.
    2. The signed copy will be delivered to both entities when complete.
  2. Once The Travel Reimbursement Agreement is approved, the Chancellor's Office team processes their travelers’ reimbursement claims and makes payment internally.
  3. Chancellor's Office team submits invoices and supporting documents for each traveler to the CCC Technology Center Accounts Payable portal for the expenses reimbursed to the travelers.
  4. The Technology Center will process invoices based on the District’s Travel Guidelines (AP 7400) and make payment to Chancellor's Office.

Other Travel and Reimbursement

Committee members, state agency representatives, and other authorized travelers who are NOT employees of the Butte-Glenn Community College District or the Chancellor's Office will use this procedure to obtain reimbursement for allowable travel expenses related to CCC project travel. This may include committee meetings, other project related meetings, trainings, or workshops.

  1. Download the TRAVEL FORM NON-EMPLOYEES to your desktop.
  2. Complete the travel form with your expenses.
  3. Scan your receipts and save in PDF format.
  4. Upload your completed worksheet in EXCEL FORMAT (.xlsx) with your PDF-scanned receipts to CCC Technology Center
  5. Monitor your email for a request to review and electronically sign your submission.

Please upload the travel form as an Excel file. All other documents should be PDF.

Questions Regarding Travel Reimbursement?

For any questions you may have about filling out and submitting travel forms, allowable expenses, reimbursement, etc., please refer to the Butte-Glenn Community College District Administrative Procedure document.

Grant Manual
The Grant Manual provides guidance and regulations for the use and applications of grant funding in all operations.

Guide to Bidding and Contracting
The guide to Bidding and Contracting provides guidance and information regarding compliance with all policies and procedures involved in acquiring contracted services.

Ed Code
The grant administration and operations team is subject to and closely follows all provisions of the California Education Code.

Grants.gov
The federal government provides overarching guidance for Grant Administration, see this site for further relevant information.

California Community Colleges Chancellor's Office Home Page

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