Financial Processes-Documentation and Training - Procedure 5.0000

Purpose:

The purpose of this procedure is to outline the appropriate method of documenting financial processes and training of College staff in positions responsible for key financial services.

Procedure:

1. The Office of Finance and Budget will maintain a procedure guide giving detailed instructions on the steps and best practices to ensure compliance with applicable laws, rules, policies, and procedures, sound internal controls, safeguarding of College assets, and consistency in general financial functions. This guide may be maintained electronically or in hard copy and will be made available to all appropriate staff.
2. Specific job duties for College personnel with fiscal responsibility will be documented within job descriptions maintained by the Human Resource Department.
3. Training related to the Financial Accounting System utilized by the college will be performed by either:
   
   • User Productivity Kits or other online training modules.
   • On the job training by personnel within the Office of Finance and Budget.
   • College-wide training performed by either internal or external subject matter experts.

Budget Amendment - Procedure 5.0100

Purpose:

To provide a mechanism to reallocate existing budgeted funds and to allocate new funds.

Procedure:

1. Definitions:
   
   
   1. Unrestricted Current Fund - Fund 1,General Operating Fund. This fund is used to account for the primary and supporting objectives of the College.
   2. Restricted Current Fund - Fund 2, This fund is used to account for the primary and supporting objectives of the College in which the resources have been restricted by the donors or other outside agencies.
   3. Auxiliary Fund - Fund 3, This fund is for non-instructional services for sale to students, faculty, and staff, which are intended to be self-supporting.
   4. Unexpended Plant and Renewal/Replacement Fund - Fund 7, This fund is used to account for the acquisition, construction, major repair, and/or replacement of College property.
   5. Department - An organizational unit of the College that has been allocated a portion of the annual budget.
   6. Department Budget Manager - a department chair, director, coordinator, supervisor, or other authorized individual with fiscal responsibility for an allocated portion of the College's budget.
   7. Major Object Code (Account Code) - A category of expenditures such as personnel, current expense (includes non-capitalized equipment), or capital outlay (capitalized equipment, library books, etc.)
2. Amendments may be made to the various budgeted funds within the following guidelines and reporting processes:
   
   
   1. Transfers within the Unrestricted Current Fund:
      
      
      1. Transfers within a Department and within the same Major Object Code: This includes the transfer of funds within Personnel, Current Expense (Current expense may include non-capitalized equipment: 705, 706 Accounts) and Capital Outlay categories within a specific department.
         
         Processed with the approval of the Department Budget Manager and reported to the Board monthly.
      2. Transfers between Departments within the same Major Object Codes: This includes the transfer of funds within Personnel, Current Expense (Current expense may include non-capitalized equipment: 705, 706 Accounts) and Capital Outlay categories between departments.
         
         Processed with the approval of both Department Budget Managers and reported to the Board monthly.
      3. . Transfers between Major Object Codes of same or different Departments: This includes the transfer of funds between Personnel, Current Expense and Capital Outlay categories within a department or to a different department.
      4. Processed with the approval of both Department Budget Managers AND Divisional Vice President(s) and reported to the Board monthly.
      5. Changes in revenue budgets and changes to fund balance reserves not affecting statutory requirements: Requires the Vice President of Administrative and Business Services and Presidential approval and is reported monthly to the Board.
      6. Transfers from Fund 1 and transfers causing the unencumbered fund balance to be inconsistent with statutory requirements: Requires approval of the Vice President of Administrative and Business Services, the President, the Board and the Department of Education.
   2. Transfers within the Restricted Current Fund Budget.
      
      Transfers must conform with the respective grantor's or donor's regulations and restrictions.
      
      Processed with approval of the appropriate Project Director, Supervisor, Department Budget Manager, or other authorized individual and reported to the Board quarterly.
      
      
   3. Transfers within the Auxiliary Fund Budget.
      
      
      1. Transfers within a Department should conform to College and Departmental goals and objectives: Processed with approval of the Department Budget Manager or other authorized individual and reported to the Board quarterly.
      2. Transfers between departments should conform to College and Departmental goals and objectives: Processed with approval of both Departmental Budget managers, or other authorized individual(s) and reported to the Board quarterly.
      3. Transfers out of Fund 3: Processed with approval of Department Budget Manager(s), or other authorized individual(s), the Divisional Vice President and subject to College goals and objectives and reported to the Board quarterly.
   4. Transfers within the Unexpended Plant Fund Budget.
      
      
      1. Transfers within Major Object Codes, within project, and below State procurement (bidding) requirements: This includes the transfer of funds within Current Expense and Capital Outlay categories within a specific project not affected by procurement requirements, or other state regulations. Processed with approval of the Department Budget Manager and Director of Facilities and reported to the Board quarterly.
      2. Transfers between Major Objects and between projects, or transfers at or above State procurement (bidding) guidelines: This includes the transfer of funds between Current Expense and Capital Outlay categories of different projects, or transfers of a large dollar amount as defined by State procurement requirements. Transfers between projects are subject to State rules and regulations and must conform to College goals and objectives.
         
         Requires approval of the Director of Facilities, the Vice President of Administrative and Business Services, the President and the Board.

Investments - Procedure 5.0300

Purpose:

To outline the procedures used for investment of college funds.

Procedure:

1. The State Board of Administration Depository (SBAD) or other authorized State investment pool will serve as the predominant site for long term investment of college funds.
2. Funds appropriated by the Legislature may be deposited, as they are released by the Division, into SCC's account at the SBAD or other authorized State investment pool.
3. Funds to cover college operational expenses will be transferred, as needs arise, from the SBAD to an interest-bearing account in the local depository by the President's designee.
4. Miscellaneous funds collected at the College will be promptly deposited in the local depository by the President's designee.
5. Daily balances may be invested in repurchase agreements representing the purchase and sale of United States Government securities or in vehicles that offers prime quality U. S. Government Security Money Market Funds.
6. Surplus funds may be invested pursuant to an investment plan adopted by the Board of Trustees as described in Florida Statute Section 218.415.

External Agency Payment of Student Fees  - Procedure 5.0400

Purpose:

To describe the mechanism for the deferment of student fees to be paid by an external agency.

Procedure:

1. Corporate accounts may be established to allow deferment of student fees.
   
   
2. A written authorization on corporate stationary signed by an official authorized to obligate the corporation must be provided, and must specify the extent and/or limitations of the obligation.
   
   
3. Governmental agencies that are sponsoring students for fee payment, must provide the College with a signed authorization. Purchase orders of the agency are accepted.
   
   
4. Letters of authorization or purchase orders must provide clear billing information.
   
   
5. Completed college admissions paperwork for each student must accompany purchase orders or letters of authorization.
   
   
6. Any award restrictions or limitations must be clearly stated.
   
   
7. Fee deferments are limited to sixty days unless extended as permitted by FAC.
   
   

Student Fee Refunds - Procedure 5.0450

Purpose:

To provide a mechanism for refund of student-initiated dropped classes

Procedure:

In order to receive a refund, the student must officially drop from a course or there must be a college action such as a course cancellation. The drop date will be determined by the date of the Drop Form (form ) or on-line self-service transaction dateas received by the Registration Office.To be eligible for a refund for a student-initiated drop, add/drop forms or on-line self-service transaction must be received prior to the end of the add/drop period for each term and session as published in the SCC Catalog.

A full term is divided into the following: "A" session (first half of a full term); "B" session (last half of a full term); Odd Term (OT) session (OT sessions occur within the full term and have a predetermined start and end date. OT sessions may start and end at any time and they may last for a day, week, month, or more.); and Open Entry/Exit (OEE) session (OEE sessions occur within the full term and have a predetermined start and end period; however, these classes are normally learner-paced and the student may enter and exit within the predetermined start and end period.)

Refunds will be made as follows:

A. College and Vocational Credit:

    1. Session: A, B, or Full Term

    2. Session: Odd Term (OT)

        a. For classes meeting one (1) to three (3) days:

            Courses dropped prior to the first scheduled class day.......100% refund
            Thereafter*........................................................................... no refund

        b. For classes meeting four (4) days or more:

            Courses dropped within one (1) calendar day after the first scheduled
            class day.......................................................................100% refund
            Thereafter*..........................................................................no refund

    3. Session: Open Entry/Exit (OEE)

        Refund is by petition only

B. Non-Credit Courses (Community Education/Private Lessons/Youth Weekly Camps/SCCorporate):

    1. Session: A, B, or Full Term

    Courses dropped by the close of business hours or online by midnight
    on the last scheduled date of add/drop....................................... 100% refund
    Thereafter*..................................................................................... no refund

    2. Session: Odd Term (OT)

        a. For classes meeting one (1) to three (3) days:

            Courses dropped prior to the first scheduled class day...... 100% refund
            Thereafter*............................................................................ no refund

        b. For classes meeting four (4) days or more:

            Courses dropped within one (1) calendar day after the first scheduled
            class day..........................................................................100% refund
            Thereafter*........................................................................... no refund

    3. Session: Open Entry/Exit (OEE)

        Refund is by petition only

C. Non-Credit Courses (Language Institute):

    1. Session: A, B, or Full Term

    Courses dropped by the close of business hours or online by midnight
    on the last scheduled date of add/drop......................................100% refund
    Thereafter*....................................................................................no refund

    2, Session: Odd Term (OT)

        a. For classes meeting one (1) to three (3) days:

            Courses dropped prior to the first scheduled class day..............100% refund
            Thereafter*................................................................................... no refund

        b. For classes meeting four (4) days or more:

            Courses dropped within one (1) calendar day after the first scheduled
            class day...................................................................................100% refund
            Thereafter*.................................................................................... no refund

    3. Session: Open Entry/Exit (OEE)

        Refund is by petition only

D. Non-Credit Courses (Corporate Contracted Classes):

    Refund is....................................................... subject to terms of applicable contract
    Thereafter*................................................................................................no refund

    General Information

*Seminole Community College may refund 100% of the tuition fees after the published refund deadline if a student withdraws from a course(s) due to an emergency or extraordinary circumstances. Emergency or extraordinary circumstances must be determined by the College to be exceptional and beyond the student's control, and may include but are not limited to serious illness, death, involuntary call to active military duty, or other emergency circumstances or extraordinary situations. No refund will be approved unless the student provides the necessary documentation which supports the reason for a refund. If documentation cannot be provided, the request for refund cannot be considered. Students must file a petition prior to the beginning of classes for the next successive term. Failure to file the petition in a timely manner may be considered as a reason for the denial of the request.

Travel Reimbursement - Procedure 5.0550

Purpose:

To provide a procedure for reimbursement to employees, Board members, students and other authorized persons for travel expenses.

Procedure:

1. Authorized Persons: Travel expenses for authorized persons, defined as college employees, Board members, volunteers, consultants, students participating in approved student activities, or a person who is a candidate for a position, are limited to those actual and necessary expenses incurred, or to a per diem allowance, in the performance of college business.
   
   
2. Authorizations/approvals: All travel, with the exception of daily incidental travel, must be authorized and approved in advance by the department budget manager or divisional vice president. All out-of-country travel requires prior approval of the President and the Board of Trustees. Daily incidental travel requires department budget manager approval prior to reimbursement. A person who is to be reimbursed for travel expenses by an agency other than the College is not authorized for reimbursement by the College.
   
   
3. Official Headquarters: The Official Headquarters is defined as the place or office provided by the College to which the employee is regularly assigned and to which he/she returns upon completion of special assignments. For the purpose of requesting travel expenses, the beginning point of travel is the official headquarters of the employee. Personnel who are assigned duties for the convenience of the College at two or more sites may be reimbursed for travel between the sites in accordance with official mileage charts. If travel is required to attend a temporary duty assignment before or after employee's normal duty hours, travel may begin at home.
   
   
4. Travel Forms: All requests for travel reimbursements must be routed through the proper authorization process on the appropriate travel form as noted in the "Seminole Community College Travel Manual". Proper justification and benefit to the College must be disclosed on the forms.
   
   
5. Travel Expenses: All facets of travel are to be by the most efficient and economical means. With the exception of meals, all expenses require an original receipt in order to be reimbursed to the traveler. Travel arrangements are the responsibility of the traveler and must be by the most direct route. The following types of expenses are eligible for reimbursement (see Travel Manual for additional details):
   
   
   1. Transportation-Commercial Common Carrier, rental vehicles, privately owned vehicles. Mileage reimbursement is based upon Florida Statutes.
   2. Meals-Meals will be reimbursed at the statutory per diem rate as shown in the Travel Manual.
   3. Lodging-Lodging will be paid at the per diem or actual rate as allowed by Florida Statutes and as stated in the Travel Manual.
   4. Registration and seminar fees.
   5. Other-Taxi fare, tolls, parking fees, communication expenses, reasonable tips and gratuities.
   
   
   Reimbursements for travel expenses will be provided at the rates determined by Florida Statute.
   
   
6. Travel Advances: Certain travel expenses may be requested in advance such as airfare, lodging, student meals, or seminar registration fees. The traveler must provide an accounting of these advances via the appropriate travel form within 30 days of trip's end.
   
   
7. Trip Cancellations: The traveler must notify the Travel Section of the Finance/Budget Office if a trip has been cancelled if any College funds have been encumbered or requested.
   
   
8. Travel Manual: The Office of Finance and Budget will maintain a current Travel Manual for access and use by all College employees.

Returned Checks - Procedure 5.0600

Purpose:

To provide a procedure for the collection of college funds for checks returned unpaid. (Returned Checks)

Procedure:

1. All checks made to the College and returned by the bank for non-payment will be charged a returned check fee consistent with the Florida Statutes. The College will charge a fee as stated in the current Catalog for each returned check.
   
   
2. A letter from the bank that refused payment on the check, verifying that the bank was in error, will eliminate the special fee.
   
   
3. The Office of Finance and Budget will send three mail notices (the third by certified mail with return receipt requested) to the maker of the check.
   
   
4. Student fees paid by checks that are returned unpaid must be paid within fifteen calendar days from the date the College first sends notification of the returned check to the student. If payment is not received by the deadline, the Office of Finance and Budget will request Student Services to cancel the student's enrollment.
   
   
5. Students will have check payment privileges denied after two returned checks. The Vice-President for Administration and Business Services may restore these privileges.
   
   
6. Returned checks will be considered for referral to the State Attorney's Office, Worthless Check Division, for collection.
   
   

Purchasing Card  - Procedure 5.0700

Purpose:

To provide a procedure for College employees to request and utilize an alternate method known as a Purchasing Card (P-Card) for purchasing goods for the College when the normal purchase order process is not feasible. 

Procedure:

1. College employees who are designated by their department manager to initiate departmental purchases may be eligible to apply for a College Purchasing Card.
2. Use of the P-Card may not circumvent State Rules related to bid requirements, nor other College policies or procedures related to the purchasing process.
3. Each employee in possession of a College P-Card is responsible for adhering to all rules, regulations, and prudent use/safeguarding of the card.
4. If the P-Card is used for college related travel, current travel policies and procedures must also be adhered to.
5. Certain positions within the Administrative Services Division of the College will be designated as Administrators of the P-Card program and will have the responsibility for issuing, monitoring, de-activating, training and communicating proper use of the card to cardholders.
6. Misuse of the College P-Card will result in disciplinary action up to and including termination from employment with the college.
7. P-Card Manual: The Administrative Services Division will maintain a P-Card manual for access and use by all College employees. This manual will contain all pertinent information, rules, and forms related to the P-Card program.

Surplus Property - Procedure 5.0810

Purpose:

To define and outline a procedure to dispose of surplus property.

Procedure:

1. Definitions:
   
   1. Custodian-the designated college employee who has the primary financial responsibility for the physical custody and use of all college property under their control. The custodian is also known as the department budget manager.
   2. Property-Equipment, machinery, and furnishings that are statutorily required to be tagged and inventoried by the College.
2. Property that is determined by its custodian to be still useable, but not by the current department, will be made available to other departments before formal surplus disposition procedures are implemented.
3. The property custodian must prepare and send a Property Disposition Form to the Property Specialist .
4. The Property Specialist will determine if, for any reason, the property may be unusable (i.e. unsafe, damaged, obsolete, etc.). Property determined to be unusable will be declared as "surplus" and reported as such at the next regularly scheduled meeting of the Board of Trustees. The Property Specialist will prepare a Maintenance Request to have the unusable item immediately set aside pending Board action.
5. The Property Specialist will utilize appropriate campus communication methods to notify departments of any usable items.
   1. If there is no interest in the usable property after a two week period, the property will be determined to be unusable, declared as "surplus" and reported as such at the next regularly scheduled meeting of the Board of Trustees. The Property Specialist will prepare a Maintenance Request to have the unusable item immediately set aside pending Board action.
   2. If a custodian from another department expresses interest in the property, they should make arrangements to view the item and tag them with the new location number. The current custodian will accept the first offer for relocation and use by another custodian and notify the Property Specialist of the new custodian. . The receiving custodian is responsible for preparing a Maintenance Request to have the item relocated.
6. The list of surplus property will be periodically submitted to the Board of Trustees. After Board approval, the Property Specialist will dispose of surplus property, in this priority:
   1. First: By contacting the college's surplus agent for disposition of the items per contracted terms. The Property Specialist will oversee actions taken by the surplus agent to arrange any employee or public auctions that may occur.
   2. Second: By making items available to other county or city government agencies.
   3. Third: By discarding the item.

Contracts - Procedure 5.0900

Purpose:

The purpose of this procedure is to provide a process for review and approval of Contracts.

Procedure:

1. Any agreement between Seminole Community College and another party that obligates each party to either perform services or pay money is a Contract. All Contracts must be in writing and must designate "the District Board of Trustees of Seminole Community College" or "Seminole Community College" as the party to the Contract. Contracts must be approved by the Vice President for Administration and Business Services and must be signed by either the President (or designee) or the District Board of Trustees. Designations of signature authority from the President must be in writing.
   
   
2. Any department may initiate an agreement with another party that will result in a Contract, or may receive a proposal from another party that will require a Contract. When a Contract is proposed, the originating department shall conduct a review of the content and purpose of the Contract to evaluate whether the subject of the Contract is consistent with the mission, goals and long range strategic planning of Seminole Community College. The review may result in a determination to proceed with the Contract, not to proceed, or to seek additional information about the proposal.
   
   
3. If the originating department wishes to proceed with a proposed Contract, the initiating party shall complete Section I of the Contract Review Form:
   
   
   1. Describe who the Contract is with, the purpose of the Contract and how it meets the educational mission of Seminole Community College, the time frame of the Contract, and the Cost Center involved.
      
      
   2. State the projected revenue and expenses of the Contract. Revenue may be in the form of student fees, or may be payments to the college required by the Contract. Expenses include any instructional costs, supplies and any payments to the other party required by the Contract.
      
      
   3. State whether the Contract will require the commitment of Seminole Community College facilities and, if so, what facilities will be needed.
      
      
   4. If a proposed Contract has been provided by the other party, or a Seminole Community College form Contract is to be used, a copy of the written document must be attached to the Contract Review Form.
      
      
4. The Department initiating the Contract shall complete Section II-Reviews by obtaining the signatures of the Cost Center Chairperson, Director/Dean, as applicable, and the Vice President of that area. The signature of each person attests that s/he has reviewed the proposal, concurs that it is appropriate to the mission of Seminole Community College, and recommends its implementation.
   
   
5. The Vice President who has approved the Contract Review Form shall present the Contract Review Form and proposed Contract to the Executive Staff for the approval of the concept. The Executive Staff will make a recommendation to proceed, not to proceed, or request additional information. Upon the recommendation of the Executive Staff to proceed the Contract Review Form and proposed Contract will be forwarded to the Office of Vice President for Administration and Business Services. The Vice President for Administration and Business Services shall review the Contract Review Form and proposed Contract to ensure compliance with bidding and purchasing requirements, financial aspects of proposed contracts, including budget allocations, availability of funds, audit considerations, statutory compliance, and liability and risk management issues.
   
   
6. Upon approval by the Vice President for Administration and Business Services, each Contract shall be assigned a Contract Number, which shall designate whether the Contract is an expenditure or revenue Contract, the department from which the contract originated and the contract period. The Contract Review Form and attached documentation shall be forwarded to the initiating department for final preparation.
   
   
7. The originating Department will prepare three (3) original Contracts along with a Board Agenda Transmittal Form to be forwarded to the Office of the Vice President for Administration and Business Services.
   
   
8. The Office of the Vice President for Administration and Business Services shall obtain the necessary signatures to the Contracts:
   
   
9. The original Contracts will be sent to the Office of the President for signature as authorized by Seminole Community College Policy; or The original Contracts will be submitted to the District Board of Trustees. The Vice President for Administration and Business Services forwards Agenda transmittals for inclusion in the Board meeting agenda. The Contract shall be presented to the District Board of Trustees for approval and signature.
   
   
10. The originals of fully executed Contracts shall be sent to the Vice President for Administration and Business Services to be kept on file. The Office of the Vice President shall forward a copy of each contract to the originating Department. The Office of Finance and Budget shall maintain a database containing information regarding contracts, including but not limited to, the parties to the contract, contract number, originating department and contract period.
    
    
11. The originating department shall monitor compliance with the terms and conditions of the contract. The failure of the other party to fulfill its contract obligations or cure any deficiencies after notice and a reasonable period of time shall be reported to the Office of the Vice President for Administration and Business Services.
    
    
12. The President may authorize exceptions to this procedure.

Contract /Grant Review Form

New

Renewal

Submitted by:___________ Date:_____________

Cost Center Title:_________________ Cost Center Number:___________

Section I--Identifying Information

1. Who is the Contract/Grant with: ___________

Duration of the Contract/Grant: ____________

Purpose of the Contract/Grant: ____________

2. Projected Revenue and Expenditures

A. Projected Enrollment

Fundable _________ Non-Fundable _____________N/A ___________

B. Revenue

Fees (in accordance with current fee schedule) $__________

Negotiated Fee (must be full cost) $__________

Other Revenue $ __________

Total $ =========

C. Projected Expenses: By category

Salaries $ __________

Supplies and Expense $___________

Capital Outlay $___________

Indirect Cost Recovery $________ _

Total $==========

3. Facilities Use: Will this contract require the commitment of College facilities?

YES________ NO_________ If Yes, what facilities will be needed?___________

Section II--Reviews

Approval

Cost Center Chair Signature/Date _______________________________o Yes o No

Director/Dean Signature/Date _________________________________ o Yes o No

Vice President Signature/Date _________________________________ o Yes o No

Petty Cash - Procedure 5.1000

Purpose:

The purpose of this procedure is to afford staff a method to make small purchases on a timely basis and be reimbursed by college funds.

Procedure:

1. The President is authorized by the Board to establish a petty cash fund to be administered by the Vice President for Administrative and Business Services.
   
   
2. Petty cash purchases are made with personal funds and reimbursement may be accomplished by presenting a completed Petty Cash Reimbursement Requisition (form 90) to the Petty Cash Custodian in the Office of Finance and Budget.
   
   
3. Purchases must be $50.00 or less.
   
   
4. Two or more receipts from the same vendor, with the same date, will be considered one purchase and the $50.00 limit will apply.
   
   
5. Purchasers required to pay sales tax will be reimbursed for the tax as well as for the cost of the item(s) purchased.
   
   
6. Petty cash funds for individual cost centers may be established by the Vice-President, Administrative and Business Services, upon submission of sufficient written justification by budget administrators.
   
   
7. All petty cash funds are subject to audit without notice.
   
   
   
   

Veterans' Fee Deferments - Procedure 5.2000

Purpose:

To outline the process for dealing with fee deferments for veterans certified as eligible by the Financial Aid Office.

Procedure:

1. Veterans' deferments are temporary deferments of tuition for eligible military veterans.
   
   
2. After registering, the student must go to the Financial Aid Office to see the VA representative who assists the student in completing the necessary VA paperwork as well as a VA Deferment Promissory Note.
   
   
3. The VA representative is responsible for approving the VA deferment and entering the award in the Consortium Student Records System (CSRS) which automatically creates a restriction for the student. If any fees are still due, the student must then proceed to the Business Office to complete the registration process and to receive his/her fee statement.
   
   
4. The original VA deferment Promissory Notes are sent by the VA representative to the Office of Finance and Budget who maintains the files.
   
   
5. All collection activity is handled by the Office of Finance and Budget according to standard collection procedures.
   
   

Verification of Grant Personnel Time Distribution - Procedure 5.2200

Purpose:

Personnel salaries partially charged to any Fund 2 restricted grant must comply with circular No. A-21 of the Federal Office of Management and Budget. Circular A-21, sections J.6.b. and J.6.c., require that employee salaries and wages which are charged to more than one grant activity or other cost objective be supported by an appropriate system of monitored workload which produces an equitable distribution of charges for employees' activities.

Procedure:

1. Verification of appropriate personnel salaries being charged to more than one grant or to Fund 1 and Fund 2 restricted grant(s) will be supported by a Grant Personnel Time Distribution form (SCC Form Number 42), as allowed in Circular A-21.
   
   
2. By the first duty day of each academic term within the grant period, the employee and the college grant administrator will complete and sign Part I of the Grant Personnel Time Distribution form.
   
   
3. Full-time employees will indicate time distribution by percentage. Part-time employees will indicate time distribution by hours per week.
   
   
4. The form will be forwarded to the dean for approval.
   
   
5. On the last duty day before the start of the next academic term, the employee and the grant administrator will complete and sign Part II of the form and forward it to the dean for approval.
   
   
6. The completed form will be filed with the Federal Projects Staff Accountant.
   

Pagers and Cellular Communication Devices - Procedure 5.3000

Purpose:

The purpose of this procedure is to describe and define the methods of providing and compensating employees for communication devices necessary to effectively perform their assigned duties.

Procedure:

1. Issuance of College-owned Pagers/Radios and Cellular Devices
   
   1. The College may maintain a bank of Cellular Devices for business use by college employees as required and approved by the appropriate supervisor. Each department will be charged for the use of any device issued to the department or the employee within that department. Employees will be required to sign out a device using the appropriate property forms. Upon receipt of the device, the employee will attest upon the delivery receipt that the device will be for College-related use only. Personal use of a College-owned device is prohibited.
   2. Issuing pagers or radios to college employees requires the approval of the employee's supervisor. The employee must be occupying a position deemed by the Office of Human Resources to require issuance of such device. Each department that utilizes pager or radio services will be charged for the equipment and service.
2. Communication Devices Requirement
   
   1. Certain positions within the College are required to own and use a Cellular device in order to effectively perform their assigned duties. These positions must be recommended by the supervisor and approved by the Office of Human Resources and the President.
   2. Each employee in a designated position requiring a personal cellular device must:
      
      1. Disclose their cellular phone number to their supervisor and to the Office of Human Resources. The Office of Human Resources will disseminate these cell phone numbers to appropriate persons at the College on a need-to-know basis derived from the job description.
      2. Acquire, maintain and provide uninterrupted services for the appropriate cellular device necessary for the performance of their assigned duties.
      3. Answer or return college business-related calls in a timely manner.
3. Termination of Employment with the College
   
   1. As part of the termination checkout process for the College, all issued equipment must be returned to the issuing department before the employee's final check from the College can be released. An employee must reimburse the College for any college-owned device not returned prior to the last day of work.
4. Violations and Enforcement
   
   1. Employees who violate or abuse this procedure may be denied access to these resources and may be subject to other penalties and disciplinary action, both within and outside the College, including dismissal from employment.
   
   
   

   Recommended by	Executive Staff	Date	9/07
   Approved:	President, E.Ann McGee	Date	10/16/07

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