1.1 Introduction
1.2 Purpose of Manual
1.3 Amending the Manual
1.4 Mission
1.5 Responsibilities
1.6 Staffing
2.1 Introduction
2.2 General Business Conduct and Disclosure
2.3 Responsibility to Safeguard Assets
2.4 Responsibility to Verify the Accuracy & Reliability of Financial Data
2.5 Responsibility to Reconcile Financial Data
2.6 Segregation of Duties
2.7 Exception to Control Procedures
2.8 Internal Control Review
2.9 Internal Audit
2.10 External Audit
3.1 Fund Accounting
3.1.1 Current Funds
3.1.2 Unrestricted Current Funds
3.1.3 Auxiliary Current Funds
3.1.4 Restricted Current Funds
3.1.5 Quasi Endowment Funds
3.1.6 Building Funds
3.1.7 Debt Service Funds
3.1.8 Agency Funds
3.2 Reporting Guidelines
3.3 Tuition Discounting
3.3.1 Texas Public Education Grants
3.3.2 Title IV Higher Education Authority(HEA) Program Funds
3.3.3 Other Tuition Discounts
3.4 Basis of Accounting
3.5 Budget Data
3.6 Cash and Cash Equivalents
3.7 Investments
3.8 Capital Assets
3.9 Unearned Revenue
3.10 Use of Estimates
3.11 Operating and Non-Operating Revenue and Expense
3.12 Compensated Absences
3.13 Income Tax Status
3.14 Contract and Grant Awards
3.15 Board Designations
3.16 In-Kind Donations
3.16.1 In-Kind Contribution form and Donor Thank You letter
4. General Accounting Procedures
4.1 Accounting System Design
4.2 Chart of Accounts
4.2.1 Fund
4.2.2 Fund Type
4.2.3 Organization
4.2.4 Predecessor Organization Code
4.2.5 Account
4.2.6 Account Type
4.2.7 Program Code
4.2.8 Index Code
4.2.9 New FOAP
4.3 Fund and Organization Security
4.4 Approval Queues
4.5 Journal Entries
4.6 Rule Codes
4.7 Account Reconciliations
4.8 Month Close
4.9 Year Close
Exhibit 4.1 Chart of Accounts – Fund Type Report
Exhibit 4.2 Chart of Accounts – Fund Hierarchy Report
Exhibit 4.3 Chart of Accounts – Location Codes – Organizations
Exhibit 4.4 Chart of Accounts – Organization Hierarchy Report
Exhibit 4.5 Chart of Accounts – Organization Listing by Org Number
Exhibit 4.6 Chart of Accounts – Account Type Report
Exhibit 4.7 Chart of Accounts – Account Hierarchy Report
Exhibit 4.8 Chart of Accounts – Expense Account Detail Listing
Exhibit 4.9 Chart of Accounts – Program Hierarchy Report
5. Cash and Banking Procedures
5.1 Introduction
5.2 Segregation of Duties
5.3 Bank Accounts
5.3.1 Authorized Signers
5.3.2 Bank Reconciliations
5.3.3 Bank of America CashPro
5.3.4 Electronic Fund Transfers (Wire Transfers and ACH Transfers)
5.3.5 Positive Pay
5.3.6 Bank Account Structure
5.4 Cash Receipts
5.4.1 Safeguarding of Cash
5.4.2 Cash Receipts
5.4.3 Check Acceptance and Return Check Policy
5.5 Cash Disbursements
5.6 Petty Cash and Change Funds
5.6.1 Petty Cash
5.6.2 Change Funds
Exhibit 5.1 – Receipt/Deposit Form
6.1 Introduction
6.2 Investment Objectives
6.2.1 Safety
6.2.2 Liquidity
6.2.3 Return on Investments
6.3 Ethics and Conflicts of Interest
6.4 Investment Strategies
6.4.1 Operating Fund
6.4.2 Building Fund
6.4.3 Debt Service
6.5 Authorized Investments
6.6 Monitoring Rating Changes
6.7 Collateralization
6.8 Internal Controls
6.9 Investment Policy Review and Adoption
6.10 Investment Reporting
Exhibit 6.1 – Gov. Code, Chapter 2256, Public Funds Investment Act
Exhibit 6.2 – Board Policy CAK Legal
Exhibit 6.3 – Board Policy CAK Local
Exhibit 6.4 – Board Approved Investment Policy and Strategy 2013
7.1 Introduction
7.2 Student Tuition and Fee Receivables
7.3 Financial Aid Receivables
7.4 Returned Check Receivables
7.5 Third Party Billing Receivables
7.6 Emergency Student Loan Receivables
7.7 Child Care Receivables
7.8 Facility Rental Receivables
7.9 Grants Receivables
7.10 Miscellaneous Receivables
7.11 Collections
7.12 Write Off of Accounts Receivables
7.13 Allowances for Doubtful Accounts
7.14 Payment of Accounts Receivable
7.15 Reconciliation of Receivables
Exhibit 7.1 – Installment Plan Agreement
8.1 Introduction
8.2 Capitalization Thresholds
8.3 Capital Assets Acquisition Costs
8.4 Capital Leased Equipment
8.5 Donated Property and Equipment
8.6 Capital and Controlled Purchased With Federal or State Grant Funds
8.7 Impairment of Long-Lived Assets
8.8 Classification of Capital Assets
8.8.1 Land
8.8.2 Land Improvements
8.8.3 Buildings
8.8.4 Construction in Progress
8.8.5 Equipment
8.8.6 Library Books
8.8.7 Wan/Lan Network Equipment
8.9 Depreciation
8.9.1 Depreciation Method and Basis
8.9.2 Useful Life
8.10 Capital Asset Management
8.10.1 Receipt of Capital Asset
8.10.2 Department/Custodian Responsibilities
8.10.3 Transfer of Capital Assets
8.10.4 Surplus Items
8.10.5 Lost or Stolen Capital Assets
8.10.6 Retirement of Salvaged Capital Assets
8.10.7 Auction of Capital Assets
8.10.8 Inventory of Capital Assets
8.10.9 Reconciliation of Capital Assets
Exhibit 8.1 – Capital and Grant Asset Form
Exhibit 8.2 – Directions to Complete Capital and Grant Asset Form
9.1 Introduction
9.2 Segregation of Duties
9.3 Tax Exemption
9.4 Insufficient Documentation
9.5 Approvals Needed
9.6 Vendor Setup and Maintenance
9.7 Invoice Processing
9.7.1 Check Requests
9.7.2 Purchase Order Invoices
9.7.3 Contract Services
9.7.4 Staff Meeting Reimbursement
9.7.5 Bookstore Invoices
9.7.6 Travel and Professional Development
9.7.7 Student Refunds and Financial Aid
9.7.8 Credit Memos
9.7.9 Statements
9.8 Check Processing
9.8.1 Check Issuance
9.8.2 Manual Checks
9.8.3 Positive Pay
9.8.4 Voided Checks
9.8.5 Stop Payments
9.8.6 Stale Dated Checks
9.9 1099 Processing
9.10 Document Imaging Filing
9.10.1 Electronic Imaging
9.10.2 Paper Filing
Exhibit 9.1 – State sales and Use Tax Exemption Form
Exhibit 9.2 – Hotel Occupancy Tax Exemption Form
Exhibit 9.4 – Directions to Complete a Check Request
Exhibit 9.5 – Contract Labor Form
Exhibit 9.6 – Directions to Complete a Contract Labor Form
Exhibit 9.8 – Contract for Service Form
Exhibit 9.9 – Staff Meeting Reimbursement Form
Exhibit 9.10 – Directions to Complete a Staff Meeting Reimbursement Form
10. Travel and Professional Development
10.1 Introduction
10.2 Types of Travel
10.2.1 Local Travel
10.2.2 Professional Leave and Travel
10.2.3 Student Field Trip
10.3 Mileage
10.4 Parking and Toll Fees
10.5 Mode of Travel to Destination
10.6 Mode of Travel at Destination
10.7 Airfare
10.7.1 Professional Leave and Travel
10.7.2 Student Field Trips
10.8 Lodging
10.8.1 Professional Leave and Travel
10.8.2 Student Field Trips
10.9 Meal Per Diem
10.9.1 Professional Leave and Travel
10.9.2 Student Field Trips
10.10 Business Related Meals
10.11 Trip Cancellation
Exhibit 10.1 – Local Travel Form
Exhibit 10.2 – Professional Leave and Travel Form
Exhibit 10.3 – Directions to Complete the Professional Leave and Travel Form
Exhibit 10.4 – Professional Development Travel Summary Report
Exhibit 10.5 – Student Field Trip Form
Exhibit 10.6 – Directions to Complete the Student Field Trip Form
Exhibit 10.7 – Mileage Reimbursement Chart
Exhibit 10.8 – Car Rental Tax Exempt Form
Exhibit 10.9 – Student Group Travel Agent Procedures
Exhibit 10.10 – Texas Hotel Occupancy Tax Exemption Form
Exhibit 10.11 – Per Diem Rates FY13-Domestic
Exhibit 10.12 – Per Diem Worksheet
Exhibit 10.13 – Directions to Complete the Per Diem Worksheet
11. Grant Monitoring and Reporting
11.1 Grant Accounting Introduction
11.2 Responsibility of Principal Investigator
11.3 Expenditure Guidelines
11.4 Monitoring Budgets and Expenditures
11.5 Budget Entries
11.6 Financial Reporting
11.6.1 Department of Education
11.6.2 Department of Labor
11.6.3 National Science Foundation
11.6.4 Skills Development
11.6.5 Small Business Development
11.6.6 Texas Higher Education Coordinating Board – Carl Perkins
11.7 Indirect Costs
11.8 New Fund Set-up
11.9 Time and Effort Reporting
11.10 Accrued Liabilities
11.11 Award Close-Out
11.12 Fiscal Year End Audit
Exhibit 11.1 – Grants Management Handbook
12.1 Introduction
12.2 Definitions
12.3 Time Clock Plus
12.3.1 Time Entry
12.3.2 Eligible Leave
12.3.3 Holiday and Other Leave
12.3.4 Overtime and Comp Time
12.3.5 Payroll Calendar
12.3.6 Accruals
12.4 Payroll Processing
12.5 Faculty Load
12.6 Reallocations
12.7 Processing Benefits
12.8 Self Service
12.9 Payroll Payables
12.10 Supplemental Checks
12.11 Direct Deposits
12.12 Taxes
12.13 Year End Processes
Exhibit 12.1 – Payroll Calendar (Example)
Exhibit 12.2 – Mid-term Course Reassignment Form
Exhibit 12.3 – Faculty Load Guidelines Manual
13. Budget Development and Controls
13.1 Introduction
13.2 Legal Requirements
13.3 Budget Development
13.3.1 Timelines
13.3.2 Initial Projections
13.3.3 Budget Allocations
13.3.4 Budget Training
13.3.5 Salaries
13.3.6 Supplemental Requests
13.3.7 Accounts Budgeted by Administrative Services
13.3.8 Budget Hearings
13.4 Budget Approval
13.5 Budget Monitoring
13.6 Budget Transfers
13.7 Mid-Year Budget
Exhibit 13.1 Annual Budget Calendar
Exhibit 13.2 Detailed Budget Timeline
Exhibit 13.3 Budget Kick Off Meeting Presentation
14.1 General Functions and Responsibilities
14.1.1 Responsibility for Purchasing
14.1.2 Operating Principles
14.1.3 Tax Exempt Status
14.2 Classification of Purchase Transactions
14.3 Exceptions to Competitive Solicitation Requirements
14.3.1 Sole Source Rules
14.3.2 Sole Source Purchases
14.3.3 Cooperative Purchasing Contracts
14.3.4 Emergency Purchases
14.4 Competitive Solicitation Procedures – Purchases greater than $50,000
14.4.1 Best Value
14.4.2 Solicitation Document
14.4.3 Legal Notice
14.4.4 Evaluation of Bids
14.4.5 Evaluation of Proposals
14.4.6 Constriction Services
14.4.7 Professional Services
14.5 Requisitioning
14.5.1 Planning for Needs
14.5.2 Preparing the Requisition
14.5.3 Special Requirements for Capital Equipment Purchases
14.5.4 Change Orders
14.5.5 Open Purchase Orders
14.5.6 Receiving Orders
14.5.7 Shipping Terms and Shipping Costs
14.5.8 Vendor Documentation
14.5.9 Inventory Control
14.6 Preparing Specifications or Item Descriptions
14.6.1 Simple Descriptions
14.6.2 Specifications
14.6.3 Printing Specifications
14.7 Purchase Orders
14.7.1 Issuance of Purchase Order
14.8 Purchase Transactions Not Requiring a Purchase Order
14.8.1 Consumable Office Supplies
14.8.2 Check Request
14.8.3 Inventory Request
14.8.4 Contract Labor
14.9 Procurement Files
14.9.1 Solicitations Greater than $5,000
14.9.2 File Retention
14.10 Follow Up and Expediting of Orders
14.11 Electronic Receipt of Bids
14.12 Grant Procedures