Introduction

Table of Contents

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SECTION 18 - PAY DATES AND OTHER RELATED INFORMATION

Pay dates and other related information for the current fiscal year will be promulgated by a separate memo from the dean of Fiscal Affairs during the preceding month of May.

 

PETTY CASH PROCEDURES


A. Purpose: This procedure permits employees to purchase directly from the source of supply. It is appropriate for items, $250 or less, not available in the supply room. The cost center manager's approval of the petty cash voucher is required.

 

Reimbursement for local travel of not more than $250 may be processed using the petty cash procedure. Any request for reimbursement more than 60 days old will not be honored.

 

B. General

 

1. Individual purchases and/or reimbursements are limited to two hundred and fifty dollars ($250).

 

2. When an advance is needed, fill out a petty cash voucher stating that it is an advance. Receipts should be turned in to the Finance Office within five (5) college working days from the date of issue or five (5) days after the event for which the request was issued. All receipts for nonspecific advances must be signed by the cost center manager.

 

If the petty cash has not been accounted for within the five (5) days, the college reserves the right to have the employee's paycheck reduced by the outstanding amount of the advance.

 

CHECK REQUEST PROCEDURE

 

 

A. If the value of the purchase is $250 or less, use either a petty cash voucher or a check request form.

 

B. If a purchase is over $250 but less than $500, use a check request form.

 

C. If a purchase is over $500 and a purchase order cannot be used, with the approval of purchasing, use a check request form.

 

D. When an advance is needed, fill out a check request form stating CASH ADVANCE. Submit it to the Finance Office. The check is to be made payable to the vendor, where applicable, for the actual amount. The college's tax exempt number should be given to the vendor.

 

Receipt for advances should be turned in to the Finance Office within five (5) college working days from the date of issue or five (5) days after the event for which the request was issued. All receipts for advances must be signed by the cost center

 

If the check has not been accounted for within the five (5) days, the college reserves the right to have the employee's paycheck reduced by the amount of the advance.

 

GENERAL

 

A purchase order number, obtained from the Purchasing Office, must be used for all purchases to be delivered to the college. Vendors should be instructed to make deliveries to Central Receiving to the attention of the person making the order.

 

PROCEDURES FOR PRINTING SUPPLEMENTAL TEXTBOOKS

SOLD IN THE COLLEGE BOOKSTORE

 

Request for Printing

 

A request for printing and duplicating service form must accompany the original manuscript on all orders for printing supplemental textbooks to be sold in the college bookstore. The Duplicating and Printing Office, the bookstore, and the instructor should collaborate to determine the number of books necessary to be printed. The current number of books on hand, past and projected enrollment, and anticipated plans for revisions should be considered in determining the quantity.

 

The cost of printing the textbook and the price charged to the college bookstore will be calculated by the supervisor of the Duplicating and Printing Office in accordance with the guidelines provided by the dean of Fiscal Affairs. The cost will be charged by the Finance Office to the college's revolving inventory account, consignment textbooks.

 

Supplemental texts required as office copies should be shown as a separate line item on the request for printing and duplicating service form. There will be no charge to the cost center when the office copies are printed with the basic order for supplemental textbooks. Copies requested at another time will be charged to the cost center's supply line.

 

The current edition of the supplemental text shall be clearly shown on the cover page: e.g., spring 2002, fall 2002.

 

When it is necessary to do a rerun due to carelessness of the requester, printing costs of the waste will be charged to the department's supply line, 6100. Proofing errors and last minute revisions are two examples of what would be considered to be careless.

 

The due date for submitting materials for the fall semester is no later than April 30. The spring semester's due date is no later than October 31.

 

Delivery of Books to the College Bookstore

 

All books, manuals, study guides, etc., that are printed by the Duplicating and Printing Office to be sold in the college bookstore will be delivered by the Duplicating and Printing Office to the college bookstore at a mutually agreed convenient time. The college bookstore will not accept deliveries from other offices. The delivery of books will be accompanied by a packing slip stating the number of books and the price of the book to the bookstore. The books will be counted upon delivery and any discrepancies will be corrected at that time. One copy of the packing slip will stay with the bookstore, one copy will be retained in the Duplicating and Printing Office and one copy will go to the Finance Office.

 

Payment from Bookstore

 

Approximately three weeks after add/drop for the fall and spring semesters, one person from the Finance Office will take a physical inventory of books on hand at the college bookstore. The Finance Office will then bill the college bookstore for the books sold. Payment would be expected from the college bookstore within 30 days.

 

Return of Obsolete Books

 

When books become obsolete, the college bookstore will fill out a return form and send the books back to the Finance Office for recycling. A copy of the form stays with the Finance Office and the college bookstore keeps a copy. If the quantity to be destroyed is attributable to needless over printing, the vice president's supply line will be charged for the cost of the waste. Normal obsolescence will be charged against the college's revolving inventory account, consignment textbooks.