Fiscal Services Portal Information

The Fiscal Services Portal is part of the District's HELP Portal, a District-wide ticketing system. It is arranged by category of services:

 
  • General Fiscal Requests and Questions - to submit General Questions for Fiscal Services, Request Training for yourself (and others), to Request a budget/account review, and to make a Budget Owner Change Request ( FOAPAL Update).
  • Accounts Payable for SBCC Vendors & Consultants - to submit any invoice for payment to a Vendor, Consultant, Volunteer, other.  This is not used for student nor employee reimbursements. 
  • Accounts Payable (Reimbursements, Grants) to Students - to submit Emergency Grant Request and Request for Student Reimbursement.  This includes Student Travel and Student Mileage Claim.
  • Credit Card Requests - to submit requests for new cards, cancellations and renewals, as well as updating credit limits on both temporary and permanent basis. 
  • Accounting Adjustments - to submit Expense Transfer / Reclassification Request and Budget Transfer / Reallocation Requests.
  • Special SBCC Department Use Only - for use by the Food Services / SCA Departments Use Only - Use to submit all invoices to AP

The system software is a Jira product, from Altassian. Read all about Jira here to learn about the benefits and functionalities and SBCC鈥檚 workflows:

Jira is a robust tool that can be used for project management and issue tracking; Fiscal Services will be using it as an invoice management tool, in addition to receiving and tracking other requests such as Credit Cards, Budget Transfers, Expense Reclassifications, etc. Jira is web-based and the URL will be linked on the Fiscal Services web page. Our tool is unrelated to the Purchasing Department's Purchase Order process. The benefits are endless:

  • Centralized Tracking: Invoices are stored in a centralized digital space and accessible to authorized team members. No more sifting through emails or searching for misplaced documents.
  • Customized Workflows: Mirrors our unique invoice approval process. Stages are designed, and routing queues are established, along SBCC current workflows, from submission, review, approval, to payment, ensuring transparency and accountability at every step.
  • Automated Notifications:  Automated notifications to alert stakeholders when action is required on an invoice. Whether it's a reminder to submit an invoice or a notification of approval, the Portal keeps everyone in the loop.
  • Document Attachments:  Attach supporting documents, such as receipts or purchase orders, directly to the corresponding invoice in Jira. Everything you need is neatly organized in one place.
  • Reporting and Analytics: From an analytics perspective, the tool tracks metrics like turnaround time, approval, and pending invoices to identify areas for improvement
  1. Submitter goes to the the SBCC HELP Portal (URL: sbcc.help.edu), and selects the Fiscal Services portal among the available portals listed, such as IT. 
    • Find your request type (Pay a Vendor, Request a Credit Card, etc) and follows prompts, filling in required information and "dropping and dragging" their invoices onto the page for easy upload.
    • There are required fields asking about approvals and for the primary and secondary (when necessary) approver's name, before completing the request by selecting "Submit".
  2. This activity generates a "ticket" for their request 
    • The ticket then routes to approver(s) or bypasses and routes to Accounts Payable for processing. We've built automation rules into the system checking to verify whether an approval is needed and will route the ticket based on the submitter's answers in their original entry. 
    • Email notifications are automatically generated notifying the submitter of the ticket activity as it processes through the approval and processing process.  Those named as an Approver receive auto generated emails which include the option to approve/disapprove the request directly in the body of the email or by following the embedded hyperlink to the portal's webpage. In real time and through each step of the process, the ticket is trackable and fully visible to all parties involved in the transaction, and communication is accessible from the ticket on the web page or directly from the email thread.

Find the Fiscal Services Portal By visiting the SBCC HELP PORTAL at

The Portal is available to all employees.  It is not intended for outside entities, students, and other.  Access with your employee campus login.

If you are unable to access with your campus login, visit to accessing the Portal.  If you need further support, visit their Helpdesk.

Manage your tickets within your email queue or directly on the PORTAL. 

    1. To view tickets on the portal, login help.sbcc.edu and find your google account icon (your initials or an image) on the top right of your page.  The numbers in the icon relate to the number of open tickets in your queue.  Select the icon and your PORTAL queue will open.  
    2. Tickets can not be deleted by the customer; request cancellations by replying to the exxisting ticket and Fiscal Services will close your request.

When you submit a ticket in the Fiscal Services Portal, an email is automatically sent to you and any individuals you've added to the ticket (such as approvers or watchers). To make changes to your ticket鈥攚hether adding documents like receipts or requesting edits to the information you originally submitted (e.g., updating an account number)鈥攜ou can follow these steps:

    1. Reply to the Email: Locate the email notification you received when the ticket was created.
    2. Add Attachments: Attach any documents (e.g., receipts) that you want to include in your ticket directly to your email reply.
    3. Provide Details: In the body of your email reply, clearly explain what changes or updates you'd like us to make (e.g., "Please update the account number to XYZ123").

Once you send your reply, the system will automatically log your email and attachments into your ticket, as if they were part of the original submission. From there, we鈥檒l manually process the requested changes or updates to ensure everything is accurate.

To add a watcher to your Fiscal Services Portal ticket, follow these steps:

  1. Open the Ticket: Navigate to the Jira ticket you want to add a watcher to.
  2. Access Watchers: On the right side of the ticket details, click the Watch button.
  3. Add Watcher: Select 鈥淎dd someone else鈥� and start typing the user's name in the search field.
  4. Choose User: Select the user from the suggestions.
  5. Save Changes: Click 鈥淯辫诲补迟别鈥� to save the changes.

This ensures that the selected user receives notifications about updates to the ticket

Fiscal Services can only pay Vendor invoices against valid Purchase Orders.  If a PO is rejected, contact our Purchasing Department for more information and possibly to procure an updated Purchase Order. 

If you have an open ticket for Vendor Invoice payment and are waiting for a PO corrections, please let your ticket sit in 鈥�Waiting for Customer鈥� Status until you have an updated/corrected PO. Once ready, simply respond to this ticket, including the new PO#, to re-initiate our processing.

Authorized Budget Approvers are responsible for reviewing all "tickets" assigned to a given budget code and taking action to approve, deny, or to reassign the approval to the appropriate party.  

    1. Faculty and Staff assign a Budget Owner to approve their Fiscal Services request (aka "ticket") for invoices, expense transfers, credit card limit changes, etc.  based on their understanding of who manages the budget.  
    2. Approvers receive an email from the Fiscal Services Portal notifying them of an "Approval Required" on a new ticket. Approvers may not approve directly in the email, rather it is necessary to select the "View Request" hyperlink to review the ticket directly in the PORTAL. 
    3. Viewing Request in the Fiscal Services Portal, the Budget Owner can view all the details of the ticket, view any associated documentation that has been uploaded (such as invoices, purchase orders, and itemized receipts), and may either approve, deny, or respond back with questions.
    4. Timely response is key.  Tickets will not be processed without proper approvals.  Budget Owners should re-assign open tickets to a proxy when they will be unavailable to approve.  
    5. If you are not the correct individual to approve this request, please reply to this email to notify us and we will update the request and route to the correct approver.
General Fiscal Requests and Questions

Use this form in lieu of sending us an email!  This is our replacement to the accounting group email address. 

    • This form asks only for your ORG number/name and to describe your issue., as you would in an email.
    • Attachments can be dropped & dragged straight into the form.  
    • Submitting this form creates a "ticket". 
    • You can add additional parties to the ticket at any time. 
    • You will receive a confirmation email with more information.
    • Fiscal Services routes tickets to the appropriate team member for service. 
    • Track your ticket, in real time!

Please tell us the system / topic on which you would like to be trained and whether you would like to include anyone else in your training. We will identify a team member to coordinate a session.

  • Options include, but are not limited to: Concur System, Simpler Tool, Portal Tool, Accounting Processes and Procedures, Travel & Conferences.
  • This form asks only for your ORG number/name and to describe your training needs
  • Submitting this form creates a "ticket".  
  • Fiscal Serivces routes tickets to the appropriate team member for scheduling. 
  • Track your ticket, in real time!  

Please tell us the budget code/program for which you would like a review and your outstanding concerns. A team member will be coordinate a review session.

    • This form asks only for your budget number and a brief description of your need.
    • Optional: Attachments can be dropped & dragged straight into the form.  
    • You can add additional parties to the ticket at any time. 
    • Submitting this form creates a "ticket".  
    • Fiscal Services routes tickets to the appropriate team member for scheduling. 
    • Track your ticket, in real time!

Budget Ownership necessitates changes across several platforms within Fiscal Services.  In order for all transactions to continue uninterrupted, submit a request in advance of the effective date. 

    • This form asks for the name of the new and former budget owner, as well as the Budget Owners SBCC ID (K#), budget codes and names, effective dates.
    • Form also includes a checklist to establish access to Fiscal Services tools, and to sign up for Fiscal Services tools and procedural training for the new budget owner.
    • Affected Trust & Auxiliary Funds must have a Signature Card update completed. 
    • Submitting this form creates a "ticket".  
    • Fiscal Services routes tickets to the appropriate team member for processing. 
    • Track your ticket, in real time!
Accounts Payable to Vendors & Consultants

Use the Fiscal Services Portal, selecting the "Accounts Payable to Vendors" request to submit any invoice/receipt for payment.

    1. For Accounts Payable procedures, visit more information here.
    2. Please allow 15 days for payment to be issued. 
    3. SBCC pays all vendors by Net 30 Terms.  We encourage Vendor's register for Vendor ACH Registration for Electronic Payments.
TO SUBMIT AN INVOICE IN THE FISCAL SERVICES PORTAL, select between the following two forms:
    1. Invoices without a SBCC Purchase Order 
    2. Invoices with a SBCC Purchase Order (required for invoices exceeding $10,000)

To complete this form, you will need several items.  Please do your best to complete the requested fields; submit and we'll help you navigate gathering the information. The information is: