Business and Finance Procedures Printed Version

5.0000 Financial Processes - Documentation and Training

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.

5.0100 Budget Amendment

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.

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5.0300 Investments

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.

5.0400 External Agency Payment of Student Fees

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.

5.0450 Student Tuition and fee Refunds

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.

5.0460 Laboratory and Special Course Fees

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.

5.0470 Library Charges

Purpose

To outline the process for determining charges for overdue, lost, or damaged library materials.

Definitions

1. Overdue Materials: Materials that have been returned after a specific due date/time.
2. Lost Materials: Materials that are considered lost when they are overdue for more than 31 days and are not returned.
3. Damaged Materials: Materials are those that have been returned but are no longer usable by other library patrons.

Procedure

1. The schedule of charges for overdue, lost, or damaged library materials shall be evaluated at least annually by library staff, and any recommended changes presented to the Director of College Libraries.
2. Recommendations for amending the fee schedule will be submitted by the Director of College Libraries to the Office of Finance and Budget for review and acceptance.
3. After acceptance by the Office of Finance and Budget, the proposed changes in fees will be presented to the College Library Committee for input and acceptance.
4. Recommended changes will come from the Library Committee per applicable procedures.
5. The President shall recommend changes to the Board of Trustees for formal approval.
6. The schedule of charges, differentiated by the type of material, shall be maintained on the library’s website.

5.0550 Travel Reimbursement 

Purpose

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

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:
   1. 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. A person who is to be reimbursed for travel expenses by an agency other than the College is not authorized for reimbursement for those same expenses by the College.
   2. Daily incidental travel must be approved by the department budget manager prior to reimbursement.
   3. International (foreign) travel means travel outside of the United States and its territories.
      1. Destinations and the planned time period for such travel (i.e. Spring Break, month/year of trip, etc.) require prior approval of the Board of Trustees.
      2. The College President’s advance approval is required for persons traveling.
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, given compliance with the Americans with Disabilities Act.. 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. Meals for international travel may be advanced or reimbursed at the current rates as specified in the “Standardized Regulations (Government Civilians, Foreign Areas.)”
   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. Lodging for international travel may be advanced or reimbursed at the current rates as specified in the “Standardized Regulations (Government Civilians, Foreign Areas.)”
   4. Registration and seminar fees.
   5. Incidental - Taxi fare, tolls, parking fees, communication expenses, reasonable tips and gratuities may be advanced or reimbursed as allowed by Florida statute.
6. Reimbursements for travel expenses will be provided at the rates determined by Florida statute.
7. 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.
8. Trip Cancellations: The traveler must notify the Travel Section of the Finance/Budget Office when a trip has been cancelled if any College funds have been encumbered or requested.
9. Travel Manual: The Office of Finance and Budget will maintain a current Travel Manual for access and use by all College employees. 

5.0600 Returned Checks

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.

5.0700 Purchasing Cards

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 (P-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 Business Operations 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 accountholders. 
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 Business Operations 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. 

5.0801 College Property Inventory

Purpose:

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

Procedure:

1. 
   
   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.
   7. 
      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.

5.0810 Surplus Property

Purpose:

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

Procedure:

Definitions:

 Property: Equipment, machinery, and furnishings that are statutorily required to be tagged and inventoried by the College.

Property 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 property custodian is also known as the department budget manager.

1. To dispose of College property considered surplus by a particular College department, the property custodian will complete a Property Disposition form and send it to Financial Operations, Asset Management.
2. Financial Operations, Asset Management will examine the property and determine whether or not it is usable. 
   1. Unusable property (e.g. unsafe, damaged, obsolete, or beyond economical repair), will be declared as “surplus” and reported as such at the next regularly scheduled meeting of the Board of Trustees. Financial Operations, Asset Management will prepare a Service Request to have the unusable item immediately set aside pending Board action.
   2. Usable property will be made available to other departments before formal surplus disposition procedures begin. Financial Operations, Asset Management will notify departments of available items. Usable property is obtainable on a first-come, first-served basis.
      1. If a property custodian from another department wants the property; BEFORE THE ITEM IS MOVED, the original custodian and receiving custodian must both complete and sign a Property Disposition form and send it to Financial Operations, Asset Management. The item cannot be moved until the Financial Operations, Asset Management has recorded the transfer and tagged the item with the new location number. If assistance is necessary to move the item, the receiving custodian is responsible for submitting a Service Request to have the item relocated.
      2. If there is no interest in the usable property within 10 business days, the property will be determined to be unusable, declared as “surplus” and disposed of. 

3. The list of surplus property will be periodically submitted to the Board of Trustees. After Board approval, Financial Operations, Asset Management will use the following methods to dispose of surplus property by:
   1. Offer items to other government agencies or not-for-profit 501C3 organizations.
   2.  Contact the College’s surplus agent or auctioneer for disposition of the items per negotiated terms. Financial Operations, Asset Management will oversee the transfer of possession of the surplus property. 
   3. Discard the item.
   4. Trade in the item.

5.0900 Contracts

Purpose:

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

Procedure:

1. The term “Contract” shall have the meaning given to it in College policy 5.090. All Contracts must be in writing and must designate "the District Board of Trustees of Seminole State College of Florida" or "Seminole State College of Florida" as the party to the Contract. All Contracts must be approved by the Office of Legal Affairs 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 set forth in College policy or procedure, or in a separate writing signed by the President.
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.  The initiating department shall be responsible for negotiating the terms of the Contract that are most advantageous to the College.
3. If the originating department wishes to proceed with a proposed Contract, the initiating party shall complete the Contract Review Form. 
4. The Department initiating the Contract shall ensure review and/or approval of the Contract by the Cost Center Chairperson, Director/Dean, as applicable, and the Administrator of that area. The submission of the Contract to the Office of Legal Affairs acts as an attestation by the submitting person that s/he has reviewed the proposal, believes that the business terms are advantageous to the College, concurs that it is appropriate to the mission of Seminole State College, recommends its implementation, and has obtained review and/or approval by the Cost Center Chairperson, Director/Dean, as applicable, and the Administrator of that area.
5. Upon the recommendation of the relevant Administrator to proceed, the Contract Review Form and proposed Contract will be forwarded to the Office of Legal Affairs. The General Counsel or Associate General Counsel shall review the Contract Review Form and proposed Contract to ensure legal sufficiency and form.  However, a Contract originated by or processed by or with the Purchasing Department for the procurement of goods or services meeting all of the following requirements does not require review and approval by the Office of Legal Affairs: (i) Exclusive use of Florida law and venue in Florida state courts; (ii) no requirements that the College indemnify any party to the Contract; (iii) the total amount of payments made by the College under the Contract is equal to or less than the Category Three threshold established in Section 287.017, Florida Statutes ($65,000 as of 2019); (iv) the Contract does not have a term longer than one year, nor does it require appropriation or payment of funds across more than one fiscal year; and (v) the Contract does not require the granting of any legal interest in any College property (e.g., a security interest, a license to use intellectual property, a lease of personal or real property, etc.).
6. Upon approval by the Office of Legal Affairs (if required), the Contract Review Form and attached documentation shall be forwarded to the initiating department for final preparation.
7. The originating Department will prepare the original Contract(s) to be forwarded to the Office of the President.  If the Contract requires the signature of the District Board of Trustees, the originating department will also prepare and submit a Board Agenda Transmittal Form to the Office of the President along with the original Contract(s).
8. The original Contracts will be sent to the Office of the President (or other authorized signatory) for signature as authorized by Seminole State College Policy; or the original Contracts will be submitted to the District Board of Trustees. The Office of the President 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.
9. Once complete, the department administering the Contract shall provide a copy of the fully executed Contract to the Office of Finance and Budget.
10. The originals of fully executed Contracts and all records relating to such Contracts shall be maintained by the department administrating the Contract.
11. The originating department shall monitor compliance with the terms and conditions of the Contract, including deadlines, payment dates, termination dates, and other important or required terms. 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 Legal Affairs.
12. The President may authorize exceptions to this procedure in a signed writing.

5.0900 Contract 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

5.1000 Petty Cash

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.
   
   
   

5.2000 Veteran's Fee Deferments

Purpose: 

To outline the process for dealing with tuition and fee deferments for students using Department of Defense (DOD) and Veterans Affairs educational benefits. 

Procedure: 

1. Veterans' deferments will postpone tuition due date 60 days into the term for eligible military students veterans.

2. After registering, the student must complete the online Certification Request Form (CRF). 

3.  Once the School Certifying Official (SCO) in the Office of Veteran Student Services receives the CRF, the student’s hours are certified with the VA within 24-48 hours during business hours or sooner on payment deadline days.  

4. After the student’s certification is submitted to the VA, they should receive an email notification from VA Once portal.

5. When the student receives the email from VA Once portal, or within 48 business hours after they submit the CRF they can defer their tuition and fees by accessing their my.seminolestate.edu Student Center “Financial Account.”   

6. The student will not have to defer if they have already deferred financial aid that covers tuition.

5.2100 Textbook Affordability and Adoption

Purpose 

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

Procedure
A. Responsibility 

• Faculty should be well-informed regarding the current and new instructional materials available in their disciplines and should strive for consensus in making recommendations for the instructional materials to be adopted by their departments. The adopted instructional materials should:
  1. support achievement of course learning outcomes, 
  2. be adaptable to a variety of learning styles, 
  3. represent good value for students; 
  4. be selected through a cost benefit analyses that enables students to obtain the highest quality product at the lowest available price and includes consideration of the items listed in Section 1004.085(6)(g), F.S.,  
     1. The length of time that textbooks and instructional materials remain in use, prioritizing textbooks and instructional materials that will remain in use for a minimum of three (3) years; and 
     2. Course-wide adoption, specifically for general education courses 
• Faculty are required to teach from the adopted instructional materials 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. 
• Department administrators and academic administrators are responsible for ensuring that instructional materials are selected using the College’s established textbook adoption process, protocols and timelines. 
• Faculty, or department administrators on behalf of faculty, must meet the instructional materials bookstore adoption deadlines for each term, which shall be no later than 45 days prior to the first day of classes. 
  1. When courses or sections for existing courses are added after the 45-day deadline, instructional materials for such courses and sections shall be adopted as soon as feasible to ensure sufficient lead time.
• Department administrators and academic administrators will collect and maintain, before instructional materials adoption is finalized, written or electronically transmitted certifications from course instructors attesting that all instructional materials items ordered will be used, including each individual item sold as part of a bundled package. 
• Faculty, or department administrators, must acquire from publishers a description of the content revisions made between the current edition and proposed new edition of required instructional materials. 
• Course instructors and academic departments are encouraged to participate in the development, adaptation, and review of open-access instructional materials, particularly for high- demand general education courses. 

B. Instructional Materials Adoption Process 

1. Bookstore managers shall publish instructional materials adoption deadlines that are at least 45 days prior to the first day of classes. The adoption deadlines are: 
   1. Fall classes: June 1 
   2. Spring classes: October 15 
   3. Summer classes: February 15 
2. Faculty or department administrators on behalf of faculty, shall submit instructional materials orders to the bookstore by the published adoption deadlines. 
3. Each department shall maintain, before instructional materials adoption is finalized, written or electronically transmitted certifications from course instructors as described in paragraph A.4.above. 
4. Each department shall maintain, before instructional materials adoption is finalized, written or electronically published descriptions of the content revisions made between the current edition and proposed new edition of required instructional materials as described in paragraph A.5 above. 
5. By no later than one week after the adoption deadline dates, bookstore managers shall provide the academic and department administrators with a list of any scheduled courses for which instructional materials adoptions have not been received. Academic and department administrators shall follow-up to ensure that any outstanding adoptions are immediately finalized and submitted to the bookstore. 
6. Academic and department administrators shall work with faculty to ensure that instructional materials adoptions for courses/class sections added after the 45-day deadline are certified by the faculty member, adopted, and submitted to the bookstore as soon as feasible to ensure sufficient lead time. 
7. Upon receiving timely instructional materials adoptions from faculty and department administrators, bookstore managers shall post on the College’s website, as early as feasible, but not less than forty-five (45) days prior to the first day of classes for each term, a hyperlink to lists of required and recommended instructional materials for each course and course section offered at the College during the upcoming term. For those classes added after the forty-five (45) day notification deadline, bookstore managers shall post instructional materials information on the College’s website as such information becomes available from department administrators. Faculty may not add required instructional materials after the web posting, except as provided by statute 
8. For each required and recommended textbook and instructional materials, the posted list must include:
   The International Standard Book Number (ISBN), or other identifying information including at a minimum, all of the following: 
   1. title 
   2. all authors listed 
   3. publishers 
   4. edition number 
   5. copyright date 
   6. published date, and 
   7. other relevant information necessary to identify the specific instructional materials required and recommended for each course.
9. The lists of required and recommended textbooks and instructional materials will remain posted and available to current and prospective students for at least 5 academic years in an easily searchable and downloadable format by the course subject, course number, course title, instructor’s name, title of each assigned textbook or instructional material, and each author of an assigned textbook or instructional material.  
10. Course sections where no textbook is required, or no-cost open educational resources are used, will be indicated with an icon to indicate their status as zero cost. The Zero Textbook Cost Indicator developed by the Florida Postsecondary Academic Library Network will be used for this purpose pursuant to Section 1006.73(4), F.S. 
11. Bookstore managers will work to secure a sufficient supply of new and used instructional materials in order to meet the anticipated need. 
12. Bookstore managers are encouraged to notify department administrators when they become aware of significant numbers of returns of required instructional materials and materials by students during the first few weeks of the term. 
13. Faculty teaching general education core course options identified pursuant to s. 150 1007.25, shall post course syllabi information at least 45 days prior to the start of the course. The syllabi must, at a minimum, contain sufficient detail to inform students of all of the following information: 
    1. The course curriculum.  
    2. The goals, objectives, and student expectations of the course.  
    3. How student performance will be measured. 
    4. Textbook and course materials. 

5.2200 Verification of Grant Personnel Time Distribution

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.

5.3000 Pagers and Cellular Communication Devices

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.
5. 
   
   

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