Business and Finance Procedures (Print Version)

Financial Processes-Documentation and Training (Procedure 5.0000)

 

Based on board policy number and Florida Statute: Effective Date:
1001.64; 1001.65 F.S., 6A-14072, 6A-14.060(6) FAC, SCC Rule 1.020 3/08
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.
Recommended by Executive Staff Date 3/08
Approved: President, E.Ann McGee Date 3/24/08

Budget Amendment (Procedure 5.0100)

 

Based on board policy number and Florida Statute: Effective Date:
SCC Rule 5.010 FAC 6A-14.075, .0716 12/04
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.
Recommended by Executive Staff Date 11/2/04
Approved: President, E.Ann McGee Date 12/9/04

l

Investments (Procedure 5.0300)

Based on board policy number and Florida Statute:Effective Date:
6A-14.0765 FAC; F.S 218.415 10/05; Rev. 01/11

Purpose:

The Investment procedure is to outline the procedures used for the investment of college funds and to define investment options and rules pertaining to surplus funds.

Procedure:

  1. Definitions
    1. Surplus funds-those funds in excess of amounts needed to meet current College obligations.
    2. Internally managed funds-funds in which appropriate College employees have discretion and expertise on where funds are placed in order to maximize interest earnings while preserving operational fiscal needs.
    3. Externally managed funds-funds in which the College utilizes an external investment advisor to determine where College funds will be placed in order to maximize interest while preserving operational fiscal needs. An external investment advisor would also be responsible for executing College-approved trades.
  2. Funds appropriated by the Legislature may be deposited, as they are released by the Division of Florida Colleges, into the College’s account at the State Board of Administration Depository (SBAD) or other authorized State investment pool.
  3. If funds are held in the SBAD or other State investment pool, funds to cover college operational expenses will be transferred, as needs arise, from the pool to an interest-bearing account in the local depository by the President's designee.
  4. Other funds collected at the College will be promptly deposited in the local depository by the President's designee.
  5. All investments shall be made in accordance with the “prudence standards”. This means that investments shall be made with the same judgment and care which persons of prudence, discretion, and intelligence would use in the management of their own affairs.
  6. Internally managed surplus funds may be invested in the following instruments:
    1. Local Government Surplus Trust Fund or investment pools.
    2. Money market funds registered with the Securities and Exchange Commission with the highest credit quality rating from a nationally recognized rating company.
    3. Certificates of Deposit in state-certified qualified public depositories.
    4. Bank time deposits and savings accounts in qualified public depositories.
    5. US Treasury bills, notes, bonds and other obligations of the US Treasury whose principal and interest is fully guaranteed by the United States of America or any of its agencies or instrumentalities.
    6. Repurchase agreements collateralized by US Government obligations.
  7. Externally managed surplus funds may be invested in the same manner as internally managed funds as well as in the following instruments:
    1. Federal agencies and instrumentalities.
    2. Registered securities as long as the portfolio of the investment company is limited to US Government obligations, agencies, or instrumentalities.
    3. Repurchase agreements collateralized at 102% by US Government obligations.
    4. Mortgage-backed pass through guaranteed by the US Government or a Federal agency
    5. Corporate notes rated A-/A3 and higher by both Standard & Poor’s and Moody’s.
    6. Asset-backed securities rated AAA by either Standard & Poor’s or Moody’s.
  8. Certain securities that meet the above definition of an authorized investment but their risk characteristics, as created by their structure, may be such that a prudent investor would deem them inappropriate for the Fund. Securities of this type which are prohibited are:
    1. Reverse repurchase agreements.
    2. Floating rate securities whose coupon floats inversely to an index or whose coupon is determined based upon more than one index.
    3. Tranches of Collateralized Mortgage Obligations which receive only the interest or principal from the underlying mortgage securities, commonly referred to as IO’s and PO’s.
    4. Derivatives and other securities whose future coupon may be suspended because of the movement of interest rates or an index.
  9. The investment objective for surplus funds is to maximize income while providing minimal risk of market volatility and adequate short term liquidity to meet the needs of the College. The investments shall emphasize the preservation of capital and diversity with regards to specific investment types.
  10. The College official(s) with investment responsibility must complete a minimum of eight (8) hours of continuing education in subjects or courses of study related to investment practices and products on an annual basis.
  11. Use of an External Investment Manager
    1. Investments listed in 7 a-f above must be managed by a qualified investment manager whose services will be competitively bid.
    2. A third party custodial agreement must be in place with the investments properly designated as an asset of the College and held in safe keeping by a third party custodial institution.
    3. The investment manager shall maintain the fund in accordance with State Statutes and College policies and procedures.
    4. The external Investment Manager is responsible to report to the College monthly holdings and transactions occurring in the Fund as well as quarterly reports of the Fund’s performance.
    5. The Investment Manager will establish a system of internal controls which will be documented in writing. These controls will be designed to prevent losses of public funds arising from fraud, employee error, misrepresentation by third parties, unanticipated changes in financial markets, or imprudent actions by employees and officers of the entity. The controls will be reviewed by the appropriate College official(s).
    6. Portfolio Composition-recognizing that market volatility is a function of maturity, the Investment Manager shall maintain the Fund as a short to medium term portfolio. Additionally, it is recognized that proper diversification is considered a prudent investment approach. The following restrictions apply in the management and investment of the Fund:
      1. The maximum duration of the portfolio shall be no greater than 120% of the target benchmark’s average duration. The target benchmark will be determined at the time a custodial agreement is put in place with the external Investment Manager.
      2. The maturity of debt obligations with a call and/or put option(s) shall be considered the date on which it can be reasonably expected that the bond will be called, put, or matured.
      3. The maturity of mortgage/asset backed securities shall be considered the date corresponding to its average life. This date reflects the point at which an investor will have received back half of the original principal (face) amount. The average life may be different from the stated legal maturity included in a security’s description.
      4. The effective maturity of floating rate securities shall be considered the time until the next full reset of the coupon. The maximum final maturity of a floating rate security shall be five (5) years from the date of purchase.
      5. The maximum effective maturity of an individual security shall be five (5) years from the date of purchase.
      6. To limit principal fluctuation, the maximum average life of the portfolio shall not be greater than three (3) years.
      7. In order to provide sufficient liquidity and stability of principal, no less than 10% of the Fund shall have an effective maturity of one year or less.
      8. A maximum of 5% of the Fund may be invested in securities of any single issuer and a maximum of 30% of the Fund may be invested in any single industry. These limitations do not apply to US Government obligations.
Recommended by President’s Cabinet Date 01/11
Approved: E. Ann McGee Date 01/2011

External Agency Payment of Student Fees (Procedure 5.0400)

 
Based on board policy number and Florida Statute:Effective Date:
(FAC) 6A-14.054; College Policy 5.040 03/10

Purpose:

As provided for in the Florida Administrative Code, the following procedure defines authorization necessary to defer fees for students sponsored by qualifying agencies.

Procedure:

When the college has a written promise of payment from business, industry, government unit, nonprofit organization, or civic organization, fees may be deferred 60 days as provided for in Florida Administrative Code.

  1. Corporate accounts shall 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 to the College prior to deferment of student fees.
  3. Governmental agencies that are sponsoring students for payment of the student’s fees must provide the College with a signed letter of authorization or a purchase order from the agency.
  4. Letters of authorization and purchase orders must provide clear billing information.
  5. Any award restrictions or limitations must be clearly stated and may be restrictive to the extent fees cannot be deferred
  6. Fee deferments are limited to sixty days.
Recommended by Executive Team Date 03/10
Approved: President, E.Ann McGee Date 03/10

Student Tuition and Fee Refunds (Procedure 5.0450)

Based on board policy number and Florida Statutes: 6A-14.0541 FAC; College Policy 5.040
Effective Date: 12/05; 01/2013; 02/2014; 05/2014
Date of Review: 05/09; 08/11; 03/12; 12/2013; 05/2014

Purpose

To provide a mechanism for refund of College tuition and fees.

Definition

Immediate family member – For the purpose of this procedure, an  immediate family member is a spouse, parent, child, or sibling.

Procedure

1. Dropped or Cancelled Classes

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 date as received by the Registrar/Enrollment Services 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 Seminole State College 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:

  1. College and Vocational Credit:
    1. Session: A, B, 12W, 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)
      1. For classes meeting one (1) to three (3) days:
        Courses dropped prior to the first scheduled class day 100% refund
        Thereafter* no refund
      2. 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 request only.
  2. Non-Credit Courses :
    1. Session: A, B, 12W, 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)
      1. For classes meeting one (1) to three (3) days:
        Courses dropped prior to the first scheduled class day 100% refund
        Thereafter* no refund
      2. 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 request only.
  3. Corporate Contracted Classes:
    Refund is subject to terms of applicable contract
    Thereafter* no refund
  4. General Information
    Courses cancelled by the College 100% refund
    College error 100% refund

2. Refund

  1. Seminole State College may refund 100% of the tuition and fees after the published refund deadline if a student withdraws from a course(s) due to death of an immediate family member, death of the student, or involuntary call to active military duty. 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 Request for Refund form prior to the beginning of classes for the next successive term to the Registrar/Enrollment Services Office. A family member may submit the Request for Refund based on death of the student. Failure to file the request in a timely manner may be considered as a reason for the denial of the request. The request is reviewed and decided by the Registrar/Enrollment Services Office and no appeal process is offered.
  2. Forms can be found online.
Recommended by Executive Team Date 05/20/2014
Approved by President, E. Ann McGee Date 05/20/2014

Laboratory and Special Course Fees (Procedure 5.0460)

Based on board policy number and Florida Statute:Effective Date:
SCC Policy 5.040, Florida Statute 1009.23, FAC 6A-14.054 5/09

Purpose

To outline the process for determining laboratory and special course fees.

Procedure

  1. A determination will be made by the Academic Departments and approved by the appropriate management level if a course requires a laboratory or special course fee, based on extraordinary costs in excess of base instructional costs.
  2. The appropriate Academic Department is responsible for initiating the Laboratory/material/special course fee form. Each department is responsible for documenting the costs that warrant the charging of a lab/special course fee.
  3. Once all approvals are obtained, the form is routed to the Office of Finance and Budget for input.
  4. Once all fees are finalized prior to the beginning of each term's registration period, the Academic Departments are responsible for reviewing lab/special course fees on the official class fee audit report.
  5. No changes will be made to lab/special course fees once registration begins for each term. Exceptions to this part of the procedure are:
    1. When a new distance learning section is added to the schedule.

      OR
    2. When a new course is added to the course catalog.
  6. Periodic reviews of lab/course fees will be performed periodically as needed by the Office of Finance and Budget.
Recommended by Executive Staff Date 5/5/09
Approved: President, E.Ann McGee Date 5/6/09

Travel Reimbursement (Procedure 5.0550)

Based on board policy number and Florida Statute: Effective Date:
1001.65; 1001.64; 112.061 F.S. 7/06
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 State 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.
Recommended by Executive Staff Date 7/5/06
Approved: President, E.Ann McGee Date 7/17/06

Returned Checks (Procedure 5.0600)

Based on board policy number and Florida Statute: Effective Date:
1001.64; 1010.03 F.S.; SCC Policy 5.060 1/05
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.
Recommended by Executive Staff Date 12/04
Approved: President, E.Ann McGee Date 2/2/05

Purchasing Cards

Based on Board Policy and Florida Statute:Effective Date:
1001.64, 1010.04, 1010.02 F.S.; Policy 5.050 5/08

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.
Recommended by Executive Staff Date 4/08
Approved: President, E.Ann McGee Date 5/14/08

College Property Inventory (Procedure 5.0801)

 

Based on board policy number and Florida Statute:Effective Date:
F.S. 1001.64; 1001.65; FS 274.05; 274.06 1/09
Purpose:

To define and outline a procedure to record, maintain, and inventory tangible College-owned property.

Procedure:
  1. Definitions:
    1. Property: Equipment, machinery, and furnishings that are required by statute to be tagged and inventoried by the College.
    2. Identification Number: unique number assigned and affixed to each item of property to identify it as property of the college and to differentiate one item of property from another.
    3. Original Cost: invoice price plus freight. installation charges, or any other cost required to put the item into service; less any applicable discount.
    4. Value: fair market value of donated property items as of the date of donation acceptance by the Board of Trustees.
    5. 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 Acquisition

    Property can be acquired through the Seminole State College procurement process or received as a donation through the Seminole State College Foundation.
  3. Threshold for Recording Property

    All property with total original cost of $1,000.00 or more and projected useful life of one (1) year or more should be recorded in the college's financial system as property for inventory purposes.
  4. Marking of Property

    Each property item should be permanently marked or decaled to establish that ownership of the item rests with the college. Each marking should visually display the unique identification property number and should utilize a standard barcode system to facilitate electronic inventory procedures. In some cases, where determined by the asset accountant, a "parent-child" format of property classification and identification will be utilized.
  5. Recording of Property

    Each item of property should be accounted for in a separate property record. The record should contain the following information:

    1. Identification number.
    2. Description of item.
    3. Physical location (building code and room number).
    4. Name of custodian.
    5. Name, make, or manufacturer.
    6. Year and/or model.
    7. Manufacturer's serial number, if any, and if an automobile, vehicle identification number (VIN) or title certificate number.
    8. Original cost or value at the date of acquisition. Donated items must be valued at their fair market value at the date of acceptance.
    9. Date acquired.
    10. Method of acquisition, and if purchased, the voucher number.
  6. Inventory of Property

    A physical inventory of all tangible college-owned property should be taken annually by the Property Specialist. Change of custodian, particularly when a large number of property items or a high value of items is recorded under the control of that custodian, may require a physical inventory to be conducted at the time of the custodial change. Custodians may not personally inventory items for which they are responsible.

    All tagged property items will be scanned using electronic scanning equipment. At a minimum, the recorded data should contain the following information concerning the property item:

    1. Identification number.
    2. Date of inventory.
    3. Physical location (building name and room number).
    4. Name of the custodian of the item.

    The data acquired during the annual property inventory should be compared with the individual property records. Differences such as location and custodian shall be investigated and corrected as appropriate.

    Any property item found during the physical inventory process, and not previously recorded, should be investigated to establish its ownership, and then added to the college's property records.

    Items not located during the physical inventory process should be promptly reported to the custodian and to the District Board of Trustees. An internal investigation by the College's Security Department should then be conducted. If the items are not located after the internal investigation, the property record shall be so noted, and a report should be filed with the appropriate local law enforcement agency. This report should describe the missing items and the circumstances surrounding their disappearance.

  7. Recommended by Executive Staff Date 1/6/09
    Approved: President, E. Ann McGee Date 1/9/09

Procedure Surplus Property (Procedure 5.0810)

 

Based on board policy number and Florida Statute: Effective Date:
F.S. 1001.64; 1001.65; 1013.28 4/08
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.
Recommended by Executive Staff Date 4/08
Approved: President, E.Ann McGee Date 4/08

Contracts (Procedure 5.0900)

 

Based on board policy number and Florida Statute: Effective Date:
SCC Policy 5.090; 1001.64 F.S. August 1, 1999
Purpose:

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

Procedure:
  1. Any agreement between Seminole State 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 State College" or "Seminole State 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 State 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 State 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 State 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 State 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 State 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 State 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.
Recommended by Executive Staff Date 6/99
Approved: President, E.Ann McGee Date 10/11/99

Contract Form (Procedure 5.0900)

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)

 

Based on board policy number and Florida Statute: Effective Date:
6A-14.0735 FAC 7/04



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.


Recommended by Executive Staff Date 2/04
Approved: President, E.Ann McGee Date 3/20/03

Veteran's Fee Deferments (Procedure 5.2000)

 

Based on board policy number and Florida Statute: Effective Date:
6A-14.0541 FAC June 10, 1997
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.
Recommended by President Council Date x/x/xx
Approved: President, E.Ann McGee Date 6/10/97

Textbook Adoption (Procedure 5.2100)

 
Based on board policy number and Florida Statute: Effective Date:
F.S. 1004.085 Textbook Affordability; 1001.64; F.A.C. 6A-14.092 Textbook Affordability; Higher Education Opportunity Act of 2008; College Policy 5.200 08, 2011

Purpose

The College establishes this procedure for adoption of textbooks and other course materials with the goal of minimizing the cost to students, while achieving desired course learning outcomes, and maintaining quality education and academic freedom.

Definitions

Department Administrator – Associate dean, program manager, or director, as applicable.

Procedure

  1. Responsibility
    1. Faculty should be well-informed regarding the current and new textbooks available in their disciplines and should strive for consensus in making recommendations for the textbooks to be adopted by their departments. The adopted textbooks should:
      1. support achievement of course learning outcomes,
      2. be adaptable to a variety of learning styles,
      3. represent good value for students.
    2. Faculty are required to teach from the adopted texts and use all materials required for the course by the department. Faculty may not select alternate or additional texts without permission of their department administrators.
    3. Department administrators and academic administrators are responsible for ensuring that books are selected using established bookstore protocols and timelines. Faculty or department administrators on behalf of faculty, must meet the textbook and instructional material adoption deadlines for each term, which shall be no later than 45 days prior to the first day of classes. This process allows sufficient lead time for bookstores to confirm availability of the requested materials and to ensure maximum availability of used books. When courses or sections for existing courses are added after this 45-day deadline, textbooks and other course materials for such courses and sections shall be adopted as soon as feasible to ensure sufficient lead time.
    4. 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.
    5. The College provides, through financial aid and scholarships, consideration for those students who otherwise are unable to afford the cost of requiredtextbooks and materials. Consideration shall also be given to the extent to which an open-access textbook may be used.
  2. Textbook Adoption Process
    1. The bookstore managers shall publish textbook adoption deadlines that are at least 45 days prior to the first day of classes. The adoption deadlines are:
      1. Fall classes: April 15
      2. Spring classes: October 15
      3. Summer classes: February 15
    2. Faculty or department administrators on behalf of faculty, shall submit textbook orders to the bookstore by the adoption deadlines.
    3. Each department shall maintain, before textbook adoption is finalized, written or electronically transmitted certifications from course instructors attesting:
      1. That all textbooks and other instructional items ordered will be used, particularly each individual item sold as part of a bundled package, and
      2. The extent to which a new edition differs significantly and substantively from earlier versions, and the value of changing to a new edition.
    4. By two weeks after the adoption deadline dates, the bookstore managers shall provide the academic and department administrators with a listing of any scheduled courses for which textbook adoptions have not been received.
    5. The academic administrators shall follow-up with their department administrators to ensure any outstanding adoptions are finalized and submitted to the bookstore in compliance with Florida Administrative Code 6A-14.092, which requires adoptions by 45 days prior to the first day of class or for courses that are added after the 45-day deadline, as soon as is feasible to ensure sufficient lead time.
    6. Upon receiving timely textbook adoptions from faculty and department administrators, the bookstore managers shall post on the College’s website, as early as feasible, but not less than 30 days prior to the first day of classes for each term, a list of course materials required for each course offered at the College during the upcoming term. For those classes added after the thirty (30) day notification deadline, the bookstore managers shall post textbook information on the College’s website as such information becomes available from department administrators.
    7. The posted list must include the International Standard Book Number (ISBN) for each required textbook or other identifying information, which must include, at a minimum, all of the following: the title, all authors listed, publishers, edition number, copyright date, published date, and other relevant information necessary to identify the specific textbook or textbooks, required for each course. For those classes added after the 30 day notification deadline, the bookstore managers shall post textbook information on the College’s website as such information becomes available.
    8. The bookstore managers will work to secure a sufficient supply of new and used textbooks in order to meet the anticipated need.
    9. Instructors shall agree, through certifications collected by department administrators, to use all textbooks and other instructional items ordered for the courses they teach. This has the purpose of ensuring that instructors who were not involved in the textbook adoption process are aware of and agree to the requirement of using all the textbooks and other instructional items ordered for the courses they teach.
    10. Bookstore managers are encouraged to notify department administrators when they become aware of significant numbers of returns of required textbooks and materials by students during the first few weeks of the term.
  3. Textbook Adoption Related Activities
    1. College employees may receive:
      1. Sample copies, instructor copies, or instructional materials.
      2. Royalties or other compensation from sales of textbooks that include the instructor’s own writing or work.
      3. Honoraria for academic peer review of course materials.
      4. Fees associated with activities such as reviewing, critiquing, or preparing support materials for textbooks pursuant to guidelines adopted by the State Board of Education.
      5. Training in the use of course materials and learning technologies.
    2. College employees may not:
      1. Demand or receive any payment, loan, subscription, advance, deposit of money, service or anything of value, present or promised, in exchange for requiring students to purchase a specific textbook for course work or instruction.
      2. Sell any sample copies, instructor copies, or instructional materials if they are specifically marked as free samples not for sale.
      3. Sell academic materials, including texts, supplementary texts, and other materials directly to students.
Recommended by Executive Team Date 08/2011
Approved: E.Ann McGee, President Date 08/2011

Verification of Grant Personnel Time Distribution (Procedure 5.2200)

 

Based on board policy number and Florida Statute: Effective Date:
1001.64 F.S.; 6A-14-0247(6,7) FAC; SCC Rule 1.010; 1.020 March 1, 1994
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.
Recommended by Vice Presidents Counsil Date x/x/xx
Approved: President, E.Ann McGee Date 6/10/97

Issuance and Use of Pagers and Cellular Communication Devices (Procedure 5.3000)

 

Based on board policy number and Florida Statute: Effective Date:
1001.64 F.S., 6A-14.0262; FAC; SCC Policy 1.020 2/04; Rev.9/07



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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