Individuals who require assistance during our training times should first visit the Media Services VirtualOffice to see if their request can be submitted on line. If your request can not be made online, then you are encouraged to contact Matt Dobosenski via email and an appointment will be set up.

Media Services training begins Tuesday, September 1st and will continue through Saturday, September 5th. During this time, 4PM-5PM is reserved as a walk-in office hour for those individuals who need to drop things off or pick things up. Please plan accordingly.

The Media Services Office will be closed Sunday, September 6th, however we will be open on Monday the 7th as the College is officially open on the Holiday.

Our office follows the College’s standard business hours of M-F, 8 am- 4:45 pm during the academic year unless otherwise posted.

First off, Media Services is one of a few departments on campus that does not use the traditional Interdepartmental Invoice system in which an invoice is sent over to the department being charged and that department accepts the charge and provides an account number and sends a copy back to us and we submit that to the Finance Office for payment.  Instead, requests are made, with the Requester providing appropriate billing information regarding which department is charged.  Services are rendered, and billing is tracked internally using QuickBooks which is used to generate reports that are given to the Finance Office with money being transfered automatically, and PDF’s of Statements and Invoices being sent to the Budget officer or designated account manager on file.

Some things to know:

We have been provided very specific account numbers by the Finance Office that we are to charge departments (typically 00-department account number-71550, which is the object code for “Media Services”) and are only able to charge other accounts if they are Restricted (10-00000000-00000 or 90-00000000-00000) and the account number is provided at the time of request.

We use Quick Books to manage the internal accounts payable tasks that are necessary to do what we need to do.  We selected Quick Books because it it flexible enough to do what we need (multi-user, invoicing, statements and basic communication with customers like the ability to email PDFs of invoices and statements) without being overkill (especially in the cost department).  Because we use QuickBooks, it is important to know that emails of Invoices etc are sent through the QuickBooks email server, so depending on how closely you look, messages will appear to come from Instructional Media Services, but are actually sent from <qb-billpay-errors@billpay.ctcfe.quickbooks.com>.  These messages are not spam, nor are they fake.  When in doubt, feel free to contact us with questions.

Who receives the above emails is based on budget officer information that we receive from the Finance Office.  This information was just recently updated because we had been running on information that was several years old.  We understand that there are departments that have individuals that manage budgets for the budget officers, so in the event that the information we send out should be CC’d to someone else (most commonly the Department Administrative Assistant) or should just be sent to that person and not the budget officer, we will need to be contacted by the Budget Officer to indicate that is the case, and be provided with the information that needs to be corrected.  As people move from one position to the next, or leave and there are new hires, we are not given any information regarding these changes, and instead rely on updates from those who are aware of these changes (instead of just forwarding the emails to someone else, contact us and let us know about the change so we can correct this for future communications).

When in doubt, we are here to answer questions and take suggestions.  Thanks for your cooperation and feedback.

Monday-Friday: 9am-12pm, and 1pm-4pm

Saturday and Sunday: Closed

During these times, a student staff member will be available to assist with requests. We ask that you please plan ahead (yes we are around other times of the day, but these hours help facilitate staff meetings and other important thing- like lunch), and know that you have the option to visit our Virtual Office on line at http://mediaservices.gac.edu as a way to submit requests outside of these hours.

If you wish to set up an appointment for a specific need, please email us at mediaservices@gac.edu and a staff member will follow up with you.

Have a wonderful summer.