Facebook Ad Pixel SUNY Orange: Human Resources - SUNY Orange Policies - Business Affairs

College Policies (Section 4)

Business Affairs

BP4.1: Fiscal Year

The fiscal year of Orange County Community College will be September 1 through August 31, in accordance with New York State Education Law § 6304 (5-a).

Fiscal Year

BP4.2: Financial Statements and Accounting Standards

The College maintains records and accounts in accordance with national accounting standards for budgeting and financial reporting. College records and accounts are audited annually by an independent certified public accounting firm. Financial statements will be prepared on a monthly basis and presented to the Board of Trustees and the appropriate state and county agencies. The College will file annual financial reports with the State Comptroller.

Financial Statements and Accounting Standards

BP4.3: Insurance/Bonding

The College shall secure and maintain adequate insurance coverage by reputable carriers. Policies shall provide for fire, theft, comprehensive, general liability and other such coverage as the President and Vice President for Administration may deem desirable. The College shall carry liability coverage for members of the Board and the College staff. The President shall determine which employees should be properly bonded.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Insurance/Bonding

BP4.4: Authority for Contracts and Grants

The Board of Trustees is authorized by Education Law § 6306 (7) to enter into contracts and agreements it deems necessary and appropriate for the effective operation of the College. The size and complexity of the College is such that individual review by the Board of Trustees of every agreement is neither feasible nor in the best interest of the College. Therefore, certain delegations of contracting authority are appropriate within specified guidelines for the timely, efficient administration of the College.

The President is delegated contracting authority and hereby expressly authorized and empowered to contract in the name of the College. The President is also authorized to approve applications for, and acceptance of, grant awards.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: April 15, 2014

Authority for Contracts and Grants

BP4.5: Traffic Code

The operator of any vehicle on the College campus shall comply with the legal instructions of any campus security officer and all traffic signs in accordance with the provision of these regulations. The College shall be responsible for ensuring that the necessary signs are erected and maintained to carry out the intent of these regulations.

The College shall ensure that information about operating a motor vehicle on College campus is given out at every student orientation and registration. Each student shall have an opportunity to obtain a copy of the Traffic Code. A copy of the Traffic Code shall be included in all Student Handbooks. Failure to obtain such a copy is not, however, an excuse for violation of the Traffic Code.

All vehicles to be operated on campus should be properly registered and display a parking decal from the rear view mirror. Students, faculty, and staff are expected to register their vehicles. The parking decal is good for one academic year or fraction thereof, beginning in the fall semester. Parking decals are obtained normally during registration, but may be secured from the Student Activities Office at other times.

Traffic Code

BP4.6: Investment

Pursuant to applicable SUNY regulations, the College’s investment objective is to realize the highest earnings possible on all invested operating fund cash.

Operating fund cash may be deposited at interest in any commercial bank in New York State in the form of certificates of deposit or such other forms of time deposits as may be approved for county governments. Any operating fund cash in excess of current needs will be held in investments as authorized by SUNY regulations. Investments deposited shall be secured as provided in G.A.S.B. 34.

Investment

BP4.7: Petty Cash

The Board of Trustees authorizes the Comptroller of the College to establish and maintain petty cash funds, in accordance with applicable SUNY regulations. Petty cash may be expended for College purposes for itemized and verified or certified bills for materials or services furnished to the College when payment of cash to the vendor is appropriate.

The Comptroller shall have the authority to direct reimbursements of such petty cash funds.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Petty Cash

BP4.8: Procurement

Orange County Community College is obligated to procure commodities and services in accordance with Article 5-A of the New York State General Municipal Law. This policy and associated procedures set forth the procurement requirements for Orange County Community College to ensure full compliance with the law.

Administrative responsibility for adherence to the College’s procurement policy rests with the Purchasing Department. This department is charged with the responsibility of ensuring that the College complies with New York State General Municipal Law (GML), which governs the purchases of goods and services with public funds. The laws are designed to ensure the prudent and economical use of public monies as well as to guard against favoritism, improvidence, extravagance, fraud and corruption. New York State General Municipal Law further provides that colleges must adopt their own policies and procedures for procurement of goods and services that are not required by law to be competitively bid, such as professional services and insurance coverage.

The College can use the contracts of other government entities or cooperatives, thereby saving the costs associated with preparing and advertising its own bids, while ensuring the prudent and economical use of public monies.

All employees of the College are required to order materials, equipment and services through the Purchasing Department within the procurement guideline limits. Payment for unauthorized purchases or services may become the sole responsibility of the employee placing the order.

In the event of any material conflict between this policy and New York State General Municipal Law, GML shall control.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Amended: May 23, 2018

Procurement

BP4.9: Treasurer

The Board of Trustees designates the Vice President for Administration and Finance as treasurer of the College with full power and authority to carry out the duties assigned or assignable to a treasurer under Article 126 Education Law, including Education Law Section 6304, as amended.

No person may make a purchase or a commitment for services involving the use of College funds or resources unless he/she is authorized to do so.

Treasurer

BP4.10: Campus Mailings

Only items pertaining to College business may be sent through the campus mail system. Personal items should not be sent or received through the campus mail system. Employees should inform individual and entities to whom they send and receive mail of the College’s policy prohibiting sending items not related to College business through the campus mail system.

Items sent through the campus mail must either be individually addressed, or bundled and labeled by department. Items sent by off-campus groups or businesses must be sent to the campus through the U.S. Postal Service or another authorized courier service.

Campus Mailings

BP4.11: College Communication Systems

The College electronic communications system, telephone system, and other College communication systems are to be used by employees for College business only.

College Communication System

BP4.12: Debt Collection – Students

Students with an outstanding debt may not avail themselves of the following until the debt is cleared through the Business Office:

• Registration for classes
• Release for grades or transcripts
• Release of diploma
• Employment at Orange County Community College

Debt Collection – Students

BP4.13: Energy-Efficient Purchasing Standards

SUNY Orange will select products rated and labeled under the ENERGY STAR program when purchasing new energy-using products or replacing existing equipment. This policy assures that SUNY Orange maintains compliance with New York State Executive Order 111 which mandates that state agencies purchase such products when installing new equipment or replacing old equipment.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Energy-Efficient Purchasing Standards

BP4.14: Audit of Claims

Orange County Community College will maintain appropriate internal controls to ensure that funds are spent efficiently by conducting a thorough, deliberate, and independent audit of claims before payments are authorized. An effective audit of claims is often the last line of defense for preventing unauthorized, improper or fraudulent claims from being paid.

Administrative responsibility for adherence to audit of claims procedures rests with the Business Office. This department is charged with the responsibility of assigning the audit of claims to a College employee who is independent of the purchasing and disbursement functions. The College will provide the selected person with written procedures to assure that the audit of claims is completed effectively and the outcome of the audit of claims is well documented.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Adopted: May 23, 2018

Audit of Claims

BP4.15: Credit Card Use

Orange County Community College will provide eligible employees with a credit card to purchase job-related goods and materials and/or use for authorized College business travel expenses

Administrative responsibility for adherence to the College’s credit card policy rests with the Business Office. This department is charged with the responsibility of ensuring that cardholders comply with the policy and related procedures. Procedures address the specific circumstances under which credit cards may be used, including those employees authorized to use them, prior approvals needed, dollar limits, the types of expenditures for which they may be used and the documentation that must be presented to support the claim submitted for audit.

Cardholders must abide by all college policies and procedures. Cardholders will be responsible for reimbursing the College for any charges incurred as a result of misuse, loss or fraud.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Adopted: Sept. 12, 2018

Credit Card Use

BP4.16: Student Billing and Payment

Orange County Community College’s Office of Student Accounts is dedicated to assisting students with their account needs by coordinating and maintaining all aspects of their financial account, including the billing of tuition and fees. Other responsibilities include processing payments, assisting with financial aid, issuing refunds and coordinating with the tuition payment plan third party provider.

Effective Fall 2017, tuition payment deadlines for each semester are posted on the College’s Student Accounts website (www.sunyorange.edu/bursar) and conveyed directly to the students through email, phone calls, and/or other means of communication. Payment arrangements must be in place by the posted deadlines or students will be dropped from their upcoming courses.

There are four payment arrangement options:

1. Complete Financial Aid requirements.
2. Enroll in a Payment Plan.
3. Pay in full (cash, check, money order, VISA, Mastercard, or Discover).
4. Approved third party sponsor agreement.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Adopted: Sept. 12, 2018

Student Billing and Payment

BP4.17: Online Banking

The Orange County Community College Business Office engages in electronic banking in accordance with all applicable laws and regulations, including General Municipal law Section 5-a authorizing the use of electronic or wire transfers, and in conformity with the guidelines established by this policy.

Electronic banking activities may be used for, but not limited to, the following:
• Online banking services (i.e. reviewing account balances or banking activity)
• Check fraud prevention services (Positive Pay)
• Pre-authorized debit payments
• Automated Clearing House (ACH) vendor payments
• Electronic Funds Transfer (EFT) or wire transfers

Administrative responsibility for adherence to this online banking policy rests with the Business Office. The Business Office is responsible for implementing adequate internal controls, including but not limited to segregation of duties, proper authorization, and adequate supporting documentation, for each electronic banking method utilized and ensuring compliance with those procedures developed in order to implement this policy.

The Board of Trustees directs the President to develop such procedures as to fairly implement this policy.

Adopted: Sept. 12, 2018

Online Banking