1 Table of contents 31

fiscal-administration-regulations.pdf

PREFACE		6
SECTION 1: ACCOUNTING STANDARDS AND CONTROLS		7
1.1 Basis of Accounting		7
1.2 Fiscal Control		7
1.3 Chart of Accounts		7
1.4 Recording of Revenue		7
1.5 Recording of Expenses		7
SECTION 2: RECEIPT AND RECORDING OF REVENUES		8
2.1 Receipts		8
2.2 Depository Bank Account		8
2.3 Cash Receipt Session Documentation Retention		8
2.4 Returned Payments		8
2.5 Tuition Payment Plan		9
2.6 Third Party Payer / Contracts		9
2.7 Overdue Accounts		9
SECTION 3: DISBURSEMENT OF COLLEGE FUNDS		9
3.1 Disbursements		9
3.2 Preparation of Checks		9
3.3 Check Signing		10
3.3.1 Under $100,000		10
3.3.2 $100,000 and Up		10
3.4 Petty Cash Funds		10
SECTION 4: TUITION RATES AND REFUNDS		10
4.1 Tuition		10
4.2 In-county Employer Sponsors		11
4.3 In-County Associational Sponsors		11
4.4 Tuition for Veterans of the U.S. Armed Forces and Their Dependents		11
4.5 Refunds - Credit Courses		12
4.5.1 Prior to Start of Classes		12
4.5.2 During Drop/Add		12
4.5.3 After Drop/Add		12
4.5.4 Non-refundable Fees		12
4.6 Refunds - Non-Credit Courses		13
4.7 Deceased Students		13
4.8 Residency Status		13
SECTION 5: AUTHORIZED SIGNATURES FOR APPROVALS		13
5.1 Approvals		13
5.1.1 Primary Approvers		14
5.1.2 Secondary Approvers		14
5.1.3 Third Approvers		14
5.2 On-line Purchasing		14
SECTION 6: BUSINESS TRAVEL / EXPENSE REPORTS & REIMBURSEMENT		14
6.1 General		14
6.2 Documentation		15
6.3 Trip Requests, Expense Reports and Reimbursement of Expenses		15
6.4 Advances		16
6.5 Meal Allowances		17
6.6 Lodging		18
6.7 Air Transportation		18
6.8 Rental Vehicles		18
6.9 Ground Transportation		19
6.10 Personal Auto or Rental Car		19
6.11 Rental Car Corporate Rental Program		19
6.12 Parking and Tolls		19
6.13 Local Travel and Expense		19
6.14 Precedence of Grant Terms		20
6.15 Mobile Phones		20
6.16 Entertainment Expense		20
6.17 Credit Card Program		20
SECTION 7: MOVABLE EQUIPMENT INVENTORY		22
7.1 Objective		22
7.2 Information Maintained		22
7.3 What Equipment is Inventoried		22
7.3.1 Capital Items:		22
7.3.2 Grants		23
7.3.3 Group Purchases		23
7.3.4 Amount Capitalized		23
7.4 Department Responsibilities		23
7.4.1 Controller		23
7.4.2 Deans of Administration		23
7.4.3 Campus Receivers		23
7.4.4 Facilities and Security		24
7.4.5 Audit		24
7.5 Donations		24
7.6 Physical Inventories		24
7.7 Removal from Inventory		24
7.8 Surplus Sales		25
SECTION 8: PURCHASE OF GOODS AND SERVICES		25
8.1 Purpose		25
8.2 Scope		25
8.3 Established Procurement Thresholds		25
8.3.1 For Construction and Repairs (in accordance with Article 35.51 of PA the PA Code) –		25
8.3.2 For All Other Purchases (excluding professional services) –		26
8.3.3 Professional Services		26
8.4 Invitation to Bid Requirements:		26
8.4.1 Bid Specifications		26
8.4.2 Advertising		26
8.5 Request for Proposal Requirements		26
8.6 Award Criteria		27
8.7 Exceptions to Invitation to Bid (ITB) Requirements		27
8.7.1 Emergency or Unusual Circumstances		27
8.7.2 Sole Source Purchases		27
8.7.3 Use of External Contracts - Piggybacking		27
8.8 Issuance of Purchase Orders		28
8.8.1 Issuing Department		28
8.8.2 Partial Purchase Orders		28
8.8.3 Change Orders		28
8.9 Special Requirements for Acquisition, Construction or Renovation of Real Property		28
8.9.1 Bid Bond		28
8.9.2 Performance Bond		28
8.9.3 Subcontractor Payment Bond		29
8.9.4 Capital Equipment		29
8.10 Requisitions		29
SECTION 9: RESOURCE PLANNING AND ALLOCATION		29
9.1 Purpose		29
9.2 Revenue Forecasting		29
9.2.1 Continuing Operations		29
9.2.2 New Initiatives		29
9.2.3 Debt Service and Capital Rentals		30
9.3 Budgeting for Operations		30
9.3.1 Budget Development		30
9.3.2 Budgeting Calendar		30
9.4 Budgeting for Debt Service and Capital Rentals		30
9.5 Budgeting for Facilities Acquisition and Renewal		30
9.6 Budgeting for Equipment Acquisition and Renewal		31
9.7 Budget Control and Accountability		31

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