Business and Finance Policies (Print Version)

Budget (Policy 5.010)

 
Authority: F.S. 1001.64; 1010.02; 1011.01; 1011.30; FAC 6A-14.0715; .0716; .0261
Date Adopted: 7/82; Rev. 7/92, 03/10; 05/2013
Date of Review: 05/09; 08/11; 04/13

Policy:

  1. Budget Preparation and Approval
    The President shall submit to the Board for approval the annual budget of revenues and expenditures in accordance with 6A-14.0716 FAC. The President or designee shall establish procedures for the preparation of the budget that ensure the appropriate involvement of college personnel.
  2. Budget Implementation and Amendments
    The Board authorizes the President to implement and amend the approved budget in accordance with 6A-14.0715 and .0716 FAC. The President shall submit for approval by the Board those budget amendments identified in 6A-14.0716 FAC that require approval by the Chancellor of the Florida College System.

Competitive Bidding (Policy 5.020)

 
Authority: F.S. 1001.64; 287.017; FAC 6A-14.0734
Date Adopted: 7/82; Rev. 9/96, 10/99, 12/04, 4/10; 05/2013
Date of Review: 05/09; 08/11; 04/13

Policy:

  1. It is the policy of the Board that the College shall request bids or solicit request for proposals from at least three (3) sources, in accordance with FAC 6A-14.0734, for the purchase of services or commodities.
  2. The President or designee is authorized to approve or reject bids or proposals for purchases of services or commodities not exceeding the Category Five threshold as specified in Section 287.017, F. S.
  3. Bids or proposals for purchases of services or commodities exceeding the Category Five threshold of Section 287.017, F. S., shall be approved or rejected by the Board of Trustees.
  4. For those services or commodities for which the College is required to bid in accordance with FAC 6A-14.0734, procedures shall be established by the President or designee.

Receipts and Bank Depositories (Policy 5.030)

 
Authority: F.S. 218.415, 1001.64 , 1010.02; FAC 6A-14.075, 6A-14.0765
Date Adopted: 7/82; Rev. 7/92; 12/04, 09/09; 05/2013
Date of Review: 05/09; 08/11; 04/13

Policy:

  1. It is the policy of the Board that a secure fiscal system, consistent with good accounting practice, be established for the purpose of collecting and depositing funds. Upon the recommendation of the President, the Board shall approve the banks used as depositories for College funds.
  2. The President is authorized to develop an investment plan and procedure for the investment of surplus funds. Surplus funds are those funds in excess of amounts needed to meet current expenses. The investment plan shall place the highest priority in ensuring the safety of principal and the liquidity of funds.
  3. Credit and debit cards designated by the College may be accepted for payment of tuition, fees, and other amounts due to the College.

College Fees and Charges (Policy 5.040)

 
Authority: F.S. 1001.64, 1009.21, 1009.22, 1009.23, 1009.26, 1011.80; FAC 6A-14.054, .0541
Date Adopted: 3/87; Rev. 7/92, 12/94, 4/99, 12/04, 3/08, 09/09; 05/11; 04/13
Date of Review: 05/09; 08/11; 03/12

Policy:

  1. Student Fee Schedule
    1. It is the policy of the Board that lower division student fees and charges are established by the Board upon the recommendation of the President and shall be published in the College Catalog.
    2. The Board authorizes the establishment of tuition and out-of-state fees for upper-division courses in baccalaureate degree programs pursuant to the provisions of 1009.23(2)(b)for baccalaureate courses approved pursuant to 1007.33 F.S.
    3. Laboratory and Other User Fees: It is the policy of the Board to establish special user fees with the President instituting a process to ensure such fees do not exceed the cost of goods or services provided and are charged only to students or agencies that receive those goods or services.
    4. The Board authorizes the establishment of block tuition and out-of-state fees for Adult General Education courses pursuant to the provisions of F.S. 1009.22. The accounting of such fees will ensure all funds received from the block tuition are expended in support of the College’s adult general education program.
  2. Fee Waivers
    The President shall recommend student fee waivers to the Board in accordance with Florida Statutes, State Board of Education Rules, proviso language in the General Appropriations Act, and Board policies. Senior citizens who are Florida residents are eligible for one fee waiver (up to 4 credit hours) per term on a space-available basis.
  3. Financial Aid Fee
    The Board authorizes the establishment of a financial aid fee pursuant to the provisions of 1009.23(8)(a) F.S. The President or designee shall establish procedures for the collection and use of funds from this fee.
  4. Capital Improvement Fee
    The Board authorizes the establishment of a capital improvement fee pursuant to the provisions of 1009.23(11)(a) F.S. for capital improvements, technology enhancements, or equipping student buildings. The President or designee shall establish procedures for the collection and use of funds from this fee.
  5. Activity and Service Fee
    The Board authorizes the establishment of a student activity and service fee pursuant to the provisions of 1009.23(7), F.S. This fee shall be expended for lawful purposes to benefit the student body in general.
  6. Technology Fee
    The Board authorizes the establishment of a technology fee pursuant to the provisions of 1009.23(10) F.S. This fee shall be used to enhance instructional technology resources for students and faculty.
  7. Refunds
    Refunds shall be made in accordance with Florida Statutes, State Board of Education Rules, and Board Policies. The refund policies and procedures shall be published in the College Catalog.
  8. User Fees and Fines
    1. Library Charges:
      The President or designee may establish charges for books and other library materials when they are not returned on time or when they are lost or damaged.
    2. Laboratory and Special Course Fees:
      The President shall recommend laboratory or special course fees to the Board for costs that are in excess of base instructional costs ("Extraordinary Costs). These Extraordinary Costs are defined as those costs necessary to deliver the instruction of the course and are specific to such course such as software, subscriptions, licenses, special books or handouts, computer or other consumable supplies, student insurance, lab kits, licensure testing fees, or any course-specific materials or services. The President or designee shall establish procedures for determining the amount of the fee and the time period for which the fee shall be in effect.
    3. Parking Fee:
      The Board authorizes establishment of a parking fee pursuant to the provisions of 1009.23(12)(a) F.S. The President or designee shall establish procedures for the collection, and use of funds from this fee. A process shall also be established to accommodate students who do not use any parking facilities at any campus or college site.
    4. Other User Fees and Fines:
      The President shall recommend other user fees and fines to the Board in accordance with the provisions of 1009.23(12) F.S.

Expenditures (Policy 5.050)

 
Authority: F.S. 1001.64; 1010.02; 1010.04; 112.061; FAC 6A-14.0734: .0765
Date Adopted: 7/82; Rev. 7/92, 10/99, 5/04, 05/09, 03/10; 05/2013
Date of Review: 05/09; 08/11; 04/13

Policy:

  1. General Policies

    The President or designee shall establish procedures to implement the following general policies:

    1. The President or designee is authorized to approve purchases in accordance with Board Policy 5.020 and 6A-14.0734 FAC, including all items exempt from bid requirements.
    2. All purchases shall be made by requisition or with a College Purchasing Card.
    3. All bills are to be paid in accordance with approved invoices.
    4. Payments shall be made by auto-numbered checks signed by the President and the Executive Vice President/CFO. The President may authorize an additional check signer as needed. Facsimile signatures may be used. ACH payments and/or wire transfers will be utilized where appropriate. Proper internal controls will be adhered to for all payments.
    5. The Executive Vice President/CFO or designee is authorized to place stop orders and to issue duplicate checks in accordance with established procedures.
  2. Investment of Funds

    The President or designee is authorized to invest surplus funds in accordance with 6A-14.0765 FAC.

  3. Payroll and Salaries

    The President or designee shall develop procedures for the payment of employees in accordance with the Salary Schedule adopted by the Board.

  4. Insurance

    The President or designee shall recommend annually to the Board necessary insurance to be carried by the College.

  5. Travel and Subsistence of Personnel

    The President or designee shall establish procedures to reimburse employees for authorized travel and subsistence expenses incurred during the course of duty consistent with Section 112.061 F.S.

  6. Bonds

    The President or designee shall ensure that adequate bonds are provided for College personnel and Board members.

  7. Petty Cash Fund

    The Board authorizes the establishment of a petty cash fund that shall not exceed $2,500 per campus. This policy does not permit the use of these funds for equipment or cash purchases in excess of $50.00. The President shall designate a custodian of the petty cash fund and shall implement the necessary forms and procedures for use of the fund.

Electronic Transfer of Funds (Policy 5.051)

Authority: F.S. 215.85, 668, 1001.02, 1001.64, 1010.11
Date Adopted: 05/2013
Date of Review: ---

Definition

Electronic Funds Transfer (EFT) is defined as the transmission of an electronic message to a financial institution with instructions to make an electronic entry reflecting the transfer of ownership of funds from one depositor to another. EFT’s can be accomplished via the Automated Clearing House (ACH) or via wire transfer. Both are processed through an online banking software provided by the College’s banking partner.

Policy

The College will ensure that all electronic fund transfers are recorded in the College accounts and properly supported by bank documents, statements, or other electronic documentation as appropriate for the transaction. This may include documentation provided by the recipient payees if appropriate to correctly direct funds.

  1. Electronic Fund Transfers Policy
    1. Direct Deposit: The College may make electronic payments to students, employees, and vendors at the payee’s documented direction. The College will employ standard controls for payments as with any other non-electronic payment. The College will maintain records of payees that have requested via their own manual signature or an electronic self-certifying directive online.
    2. Wire Transfers: Wire transfers may be recurring or one time payments directly from the College’s bank account. The College may be mandated to wire monies to certain entities for payments including but not limited to the State of Florida, retirement account vendors, and the Internal Revenue Service. In addition, to banking online controls, including encryption, tokens, passwords, and certificate protection, the College’s payments will:
      1. Be sent to pre-approved payees only by designated personnel with access to the online banking system, and
      2. Be approved by a second designated person.
        1. Payees are to be added as necessary and input by personnel designated by the Executive Vice President/CFO,
        2. Payees must have a second designated approver prior to their usage in the online banking.
    3. Withdrawals: The College does not maintain the ability to withdraw funds electronically, but may from time to time transfer between its own accounts within or among its own bank or investment accounts.
    4. Payments: Efficient use of payment systems are to be employed whenever practical. Usual and customary controls are to be in place similar to non-electronic payment transactions including approvals, and account allocations.
      1. The College will use the same self-directed payment information as noted in the Direct Deposit section of this policy.
      2. Bank accounts will be monitored at least weekly for unusual or unexpected transactions and reconciliations of banking activity to the General Ledger will be accomplished in a timely manner with investigation and resolution of reconciling items.
      3. The accounts will be reconciled monthly.
  2. The President will develop detailed procedures to implement the controls noted above.

Travel Reimbursement (Policy 5.055)

 
Authority: F.S. 1001.64; 1004.65; 112.061
Date Adopted: 8/97; Rev. 03/10; 05/2013
Date of Review: 05/09; 08/11; 04/13

Policy:

  1. Travel expenses may be reimbursed to members of the Board, employees, students and others for travel that is beneficial to the College and in accordance with Florida Statutes.
  2. The President shall cause a procedure to be developed to implement this policy.

Returned Checks and Outstanding Debts (Policy 5.060)

Authority: F.S. 1001.64; 1004.65
Date Adopted: 07/82; Revised 07/92; 05/09; 05/2013
Date of Review: 05/09; 08/11; 04/13

Policy:

It is the policy of the Board that the President or designee establish procedures and take such legal action as is necessary to effect the following:

  1. Payment for any outstanding debt to the College including, but not limited to, fees, rents, fines, special fees, incorrect payments, reimbursement for loss or damage of College property, and other charges authorized by the Board, and
  2. Payment for a check cashed by the College, when the check has been returned unpaid to the College.
  3. A student who has an outstanding debt may be denied the privilege of registering in accordance with established procedures.

Funds from Auxiliary Enterprises and Undesignated Gifts (Policy 5.070)

 
Authority: F.S. 1010.08; 1001.64; 1004.65; FAC 6A-14.077
Date Adopted: 07/82; Revised 07/92, 12/04, 05/09; 05/2013
Date of Review: 05/09; 08/11; 04/13

Policy:

  1. The Board authorizes the President or designee to provide services to faculty, staff, students and community members at minimum cost. Such services may be provided by college employees or subcontracted to outside agencies.
  2. Funds realized from auxiliary enterprises and undesignated gifts may be used for one or more of the following purposes:
    1. General operations of the College
    2. Matching funds for federal loan programs
    3. Promotion and public relations activities
    4. Hospitality for guests on official College business
    5. Student scholarships awarded by the College
  3. At the close of each fiscal year, the President shall report to the Board the expenditures of such funds.

College Property Inventory (Policy 5.080)

 
Authority: F.S. 274.05, 274.06,1001.64; 1001.65
Date Adopted: 7/82; Rev. 07/92, 08/95, 12/04, 03/09; 05/2013
Date of Review: 05/09; 08/11; 04/13

Policy:

It is the policy of the Board that the President or designee shall account for all tangible personal property in accordance with Florida Statutes and State Board of Education Rules. Procedures and systems shall be developed to insure accountability and control, which include:

  1. All property items as defined in College Policy 5.081. Each property record shall contain such information as shall be required by the Auditor General.
  2. Sequentially numbered decals affixed to each accountable property items. Accountable property items are defined as items with a value or cost of $1,000 or more and projected useful life of one (1) year or more.
  3. Assigned custodial responsibility for furniture, machinery and equipment by department.
  4. An appropriate reporting process for adds, moves, changes, or deletions of college property.
  5. An annual physical inventory of accountable property.
  6. An annual physical inventory report of the results of the annual physical inventory presented to the District Board of Trustees.
  7. The President shall cause a procedure to be developed for the implementation of this policy.

Surplus Property (Policy 5.081)

 
Authority: F.S. 274.05, .06; 1001.64; 1004.65; 1013.28
Date Adopted: 3/99; Rev. 08/03, 12/04, 03/09; 05/2013
Date of Review: 05/09; 08/11; 04/13

Policy:

It is the policy of the Board of Trustees that tangible personal property of the College which has become surplus shall be disposed of in accordance with Florida statutes and Florida Board of Education Rules.

  1. Tangible personal property is defined as college-owned, non-consumable property that is either capitalized or tagged for inventory purposes.
  2. Surplus property is any tangible personal property of the college that is obsolete, or the continued use of which is uneconomical or inefficient, or which serves no useful function as determined by the custodian.
  3. The Executive Vice President/CFO or designee shall determine property to be declared surplus and shall periodically present to the Board of Trustees a list of such property. Approval of such list shall constitute a declaration by the Board that the property is surplus and shall authorize disposition of the surplus property in accordance with this policy.
  4. The Executive Vice President/CFO or designee shall arrange for the disposition of surplus property in accordance with Florida statutes and shall ensure the proceeds from any sale or auction of surplus property is properly accounted for and recorded.
  5. The President shall cause a procedure to be developed for the implementation of this policy.

Lost or Abandoned Personal Property (Policy 5.082)

 
Authority: F.S. 1001.64, 1001.65, 705.18; F.A.C. 6A-14.0261
Date Adopted: 01/2012; 01/2013
Date of Review: 08/12

Policy

  1. The Office of Campus Safety and Security shall act on behalf of the College President to take custody of any lost or abandoned personal property found at a College campus or center, and shall make a record of the location and date such property was found.
  2. The Office of Campus Safety and Security shall secure the property for at least 30 days after it is found, and then shall dispose of or make use of the property in accordance with established College policies and procedures that best meet the needs of the College and its students.
  3. The President is authorized to establish a procedure to implement this policy. The rightful owner of the property may reclaim the property at any time prior to the disposition, sale, or use of the property in accordance with the established policies and procedures of the College.

Contracts and Contract Management (Policy 5.090)

 
Authority: F.S. 1001.64; 1001.63; 1004.65; 287.017; 287.055; FAC 6A-14.0734
Date Adopted: 3/99, Rev. 12/04, 10/05, 05/09; 05/2013
Date of Review: 05/09; 08/11; 04/13

Policy:

For the purposes of this Policy, the term "contract" shall include any document, agreement, contract or instrument of payment and conveyance. It is the policy of the District Board of Trustees that all contract activity of the College shall be conducted in accordance with Florida Statutes, State Board of Education Rules, Policies of the District Board of Trustees, and any applicable federal, State of Florida or local laws and regulations. The contract activity of the College shall be conducted in accordance with sound business practice in order to promote the orderly and efficient operation of the College.

  1. Contracting Party
    1. The District Board of Trustees is the contracting agent of the College. All contracts shall be in writing and shall name the District Board of Trustees as the party to the contract.
  2. Signature Authority
    1. The President is authorized to sign, on behalf of the District Board of Trustees, documents, agreements, contracts and instruments of payment and conveyance pursuant to College policy as specified herein. The President is authorized to delegate this signature authority to promote the orderly and efficient operation of the College.
  3. Employment Contracts
    1. The District Board of Trustees shall approve the language used in all forms of employment contracts for College personnel.
  4. Real Estate Acquisitions
    1. The District Board of Trustees shall approve all contracts for the acquisition of real estate.
  5. Commodities or Contractual Services
    1. The President or a designee of the President may sign contracts and approve or reject bids for the procurement of commodities or non-professional services not exceeding the Category Five threshold as specified in Section 287.017, Florida Statutes (NOTE: $325,000 in FY2013.)
  6. Professional Services and Construction Contracts
    1. The President or a designee of the President may sign contracts and approve or reject bids for the procurement of professional services, as defined in Section 287.055, Florida Statutes, not exceeding the Category Two threshold specified in Section 287.017, Florida Statutes (NOTE: $35,000 in FY2013.) Professional services are defined in Section 287.55 as those services performed by architects, professional engineers, landscape architects, or registered surveyors and mappers.
    2. The President or a designee of the President may sign contracts and approve or reject bids for construction projects or electrical work not exceeding the threshold amounts of Section 255.20, Florida Statutes (NOTE: $300,000 for construction projects/$75,000 for electrical work in FY2013.)
  7. Compliance with Civil Rights Laws
    1. It is the policy of the District Board of Trustees to comply with all federal, state and local laws prohibiting discrimination and to assure that no contract is entered into with any party that discriminates on the basis of race, color, religion, national origin, ethnicity, age, sex, gender, veterans’ or military status, disability, sexual orientation, genetic information, marital status or any other factor protected under applicable federal, state, and local laws, rules, and regulations.
  8. Minority Business Enterprises
    1. It is the policy of the District Board of Trustees to encourage minority participation in the economic life of the community and to encourage the use of minority business enterprises.
  9. Contract Review
    1. Proposed contracts shall be submitted prior to the commencement date of the contract to the Office of the Executive Vice President/CFO for program, financial and legal review. Contracts shall be approved as to form by the Executive Vice President/CFO before being offered for execution by any party.
  10. The President shall cause a procedure to be developed to implement the policy contained herein.

Student Loan Practices Code of Conduct (Policy 5.100)

 

Authority: F.S. 1001.64; 1004.65
Date Adopted: 6/08; Rev 05/09

 

Policy:

The District Board of Trustees recognizes that ensuring the integrity of the student financial aid process is critical to providing fair and affordable access to higher education in Florida. Therefore, the Board adopts the following policy, which is designed to avoid any potential for a conflict of interest between the College, its students or their parents in the student financial aid process. Accordingly, the College shall adhere to the following principles in the College's financial aid operations:

  1. College employees should receive no personal benefit.

    1. No officer, trustee or employee of the College shall accept anything of more than nominal value (not to exceed $100.00) on his or her behalf or on behalf of another person or entity from any Lending Institution.

      1. Cash, stocks, gifts, entertainment, expense-paid trips, etc. should never be accepted from a Lending Institution.
      2. An individual should never receive payment or reimbursement from a Lending Institution for lodging, meals or travel to conferences or training seminars.
    2. An office, trustee or employee of the College may:

      1. Conduct non-College business with any Lending Institution and, subject to state law, receive value in connection with such non-College business, so long as such value is not intended to influence the officer, trustee or employee in conducting College business;
      2. Conduct College business and, subject to state law, receive value on behalf of the College that is unrelated to the student loan activities of the Lending Institution;
      3. Attend conferences and meetings of tax-exempt organizations that are funded or sponsored by more than one entity and, subject to state law, receive materials, refreshments, and other things of similar nominal value provided at such professional conferences and meetings; and
      4. Hold membership in, serve on the board of, or participate in the activities of any tax-exempt organization and, subject to state law, receive travel reimbursements and other things of similar nominal value from the tax-exempt organization for such activities.
  2. College employees should not serve on lender advisory boards.

    1. No officer, trustee or employee of the College who makes financial aid decisions for the College or who is employed in, supervises or otherwise has responsibility or authority over the College's financial aid office serve as a member or participant of a student loan advisory board of a Lending Institution or any reimbursement of expenses for such service.
    2. Any officer, trustee or employee of the College who serves as a member or participant of a Lending Institution board shall recuse himself or herself from any board discussions regarding the College's financial aid operations and abstain from voting on matters germane thereto.
  3. The College should not provide any advantage to a Lending Institution.

    1. The College shall not accept anything of value from any Lending Institution in exchange for any advantage or consideration provided to the Lending Institution related to its student loan activities, including but not limited to revenue-sharing, printing costs or below-cost computer hardware or software
    2. The College shall not allow any Lending Institution to:

      1. Staff the College's financial aid office at any time: or
      2. Communicate with the College's student or their parents in such a manner as to create the impression that the Lending Institution is an employee or agent of the College in connection with the College's student financial aid operations, including through the use of mascots, logos, etc.
    3. The College shall not enter into any agreement with a Lending Institution to provide alternative (i.e., non-federal or "opportunity") student loan programs if the provision of such alternative loan programs prejudices other students of the College or their parents.
  4. The College should make appropriate use of any Lender Resources Lists.

    1. If the College decides to promulgate a list or lists of lenders for student loans or similar designation (" Lender Resources List"), the determination of Lending Institutions for inclusion on the Lender Resources List shall be based on the lenders currently known to be doing business with the College's students and their parents without regard to the financial interests of the College.
    2. Any Lender Resources List shall clearly explain:

      1. Student and their parents are free to select the Lending Institution of their choice and will suffer no penalty imposed by the College from using a Lending Institution that is not a " lender resource";
      2. Students and their parents are not required to use any of the "lender resources" currently listed;
      3. Where to find information on other Lending Institutions for student loans;
      4. The College will promptly certify any loan from any Lending Institution selected by a borrower, in accordance with U.S. Department of Education regulations:
      5. The process the College utilized to list "lender resources", including but not limited to the criteria used and the relative importance of such criteria;
      6. Where to find information as to competitive interest rates, terms, and conditions of federal loans;
      7. Where to find explanatory information germane to the interest rate, loan servicing or other benefits offered by " lender resources"; and
      8. Where to find information on any agreements by " lender resources" to sell their loans to other Lending Institutions.

The College shall review any Lender Resources List at least annually to determine that the information appearing on the list is accurate and that any website links are still viable.

Textbook Adoption (Policy 5.200)

 
Authority: Higher Education Opportunity Act 2008, F.S. 1004.085; F.A.C. 6A-14.092
Date Adopted: 05/2011; 01/2013
Date of Review: 08/12

Policy

It is the policy of the Board that textbooks for courses shall be adopted as soon as feasible to endure sufficient lead time for bookstores to work with publishers so as to confirm availability of requested materials and to ensure maximum availability of used books.

  1. No employee shall demand or receive anything of value in exchange for requiring students to purchase a specific textbook or course materials.
  2. As early as feasible, but no less than thirty (30) days prior to the first day of class for each term, the College shall post on its website a list of each textbook required for each course offered during the upcoming term.
  3. Course instructors and academic departments are encouraged to participate in the development, adaptation, and review of open-access textbooks, particularly for high-demand general education courses.
  4. The President shall establish procedures for adoption of textbooks and other course materials with the goal of minimizing the cost to students, while maintaining quality education and academic freedom. Such procedures shall address the availability of required textbooks to students otherwise unable to afford the cost, including consideration of the extent to which open-access textbooks may be used.

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