4.1.1 Expenditures of Funds

All expenditure of College money must be pre-authorized. Staff members may be held personally responsible for unauthorized charges to the College. Unauthorized personal expenditures for College use will not be reimbursed and are strictly the responsibility of the employee.

4.1.2 Requisition of Supplies and Equipment

Routine requisitions will be made only against approved budget items. Supervisors will verify the appropriateness of requisitions before forwarding them to the Business Office for final approval.

4.1.2.1 Hardware/Software Purchasing Procedure

To ensure system compatibility, to eliminate unneeded duplicate purchases and to maintain an accurate and up-to-date inventory, all departments proposing to purchase software, hardware, or peripherals should confer with an appropriate member of the Information Technology (IT) staff before developing purchase requisitions/Purchase Orders. In some cases, these requests may be prepared by IT and submitted to the Business Office for official purchase by Purchasing Officer. Normally, the Senior IT Technician would have primary responsibility for this task. In his absence, or due to a particular expertise, another member of the IT staff should review and advise on the purchase.

This policy is in no way intended to interfere with academic freedom or the particular expertise of faculty or staff, but only to ensure that needed technical information is provided for the Business Office personnel placing orders or submitting requests for bids. Such information is also necessary since the purchase must be verified for accuracy once the request has been processed, the items received, and the receiving report filed.

The individual making the request is responsible for securing all required signatures of approval as well as ordering information, such as cost of items, including shipping, vendor's name, address, phone number and Federal Identification Number (FIN). The FIN is available from the Business Office.

Once the appropriate signatures have been obtained and product order information has been determined, the person making the request should submit the completed Purchase Authorization Request to the Senior Technician who will review and verify the technical specifications, initial the form, then forward it to the Business Office. The Business Office cannot process any requests that have incomplete product information or that lack the appropriate purchasing signatures and technical review.

In addition to reviewing the proposed request, the Senior IT Technician will also enter appropriate product information in a technology inventory database. This information will be verified for accuracy once the purchase request has been processed, the items received and the receiving report filed. This procedure should expedite the process for securing any software licenses, hardware guarantees and extended maintenance agreements available on particular products. Such materials should be submitted to the Senior IT Technician upon receipt of a satisfactory product. The Senior IT Technician shall complete and retain any necessary licensing registrations and maintenance agreements.

4.1.3 Receipt of Money

All collections other than library and learning laboratory fines, continuing education fees, copying charges, locker rentals, sale of newspaper ads for the school newspaper, and Nursing testing and insurance fees, will be made through the Business Office. In the exceptional cases listed above, receipts should be issued for the collection of money. The various departments or clubs have pre-numbered receipt books available in triplicate form. The original is given to the person paying the fee; the second copy is attached to a receipt confirmation form and turned in to the Business Office, and the third copy of the receipt is kept by the department for their records.

In instances where money is collected for theatrical productions, cinema series tickets, and bake sales, these funds should be collected and turned in to the Business Office at the end of each day.

Money collected from coin operated machines is turned in to the Business Office. The Superintendent of Buildings and Grounds collects money from any College owned vending machines. A receipt is written and given to him when the money is brought to the Business Office. Money is removed from the coin operated copying machines in the library by Business Office personnel and turned over to the library. Library personnel write a receipt for these funds and turn them in to the Business Office.

4.1.4 College Insurance

4.1.4.1 Coverage

The College, in cooperation with the Division of Risk Management, participates in various insurance programs, the major provisions of which are outlined below.

• Personnel

All faculty and staff, while performing activities necessary or incidental to their employment, are generally covered for the following:

• Liability
• Worker's Compensation
• Other See Section 4.3.3. Employee Benefits

Real and Personal property (College Owned) Property owned by the College is covered for the following:

• Money and Securities
• Fire and certain other damages
• Theft of Inventory
• Boiler and Machinery Accidents
• Fleet (Motor Vehicles) Motor vehicles owned by the College, as well as State Motor Pool cars, are covered for the following:

Liability Property Damage and Bodily Injury

Comprehensive & Collision

For additional information concerning specific coverage, deductibles, and/or limits of coverage, the Office of the Vice President of Financial and Administrative Services should be consulted or visit the Department of Risk Management’s website outlined below: http://www.trs.virginia.gov/Drm/.
4.1.4.2 Notification and Claim: Accidents or other Incidents

In the event of any type of accident or incident which might possibly result in a claim against the College, the Office of the Vice President of Financial and Administrative Services is to be notified as soon as possible. That office has a supply of the various forms needed for reporting accidents, and VHCC Campus Police personnel are available to assist in completing these forms and in making certain that all required reports are completed.

On weekends, holidays, and at other times when immediate assistance is necessary, telephone Campus Police at (276) 614-8282 or the Vice President of Financial and Administrative Services. If he cannot be reached, call the President, the Vice President of Instruction and Student Services, or your immediate supervisor.

4.1.4.3 Automobile Accidents Involving a College-or State-Owned Vehicle

State regulations require that a state police officer (911) be notified to investigate all accidents involving state vehicles regardless of the location or extent of damage (http://fleet.dgs.virginia.gov).

Between 5:00 p.m. and 9:30 p.m. on Mondays through Thursdays when classes are in session, contact the Office of the Coordinator of Evening Services/Dual Enrollment.

Further, it is necessary that a detailed report of any accident be prepared for the insurance company. This report is to be presented to the Office of the Vice President of Financial and Administrative Services as soon as possible after the accident. Use the Automobile Loss Notice form from the Department of General Services, Division of Risk Management, which is available in the Campus Police Office and the Office of the Vice President of Financial and Administrative Services. In the event this form is not available, the Virginia Department of Motor Vehicles' reporting form FR 200 – Voluntary Report of a Crash (http://www.dmv.state.va.us/webdoc/pdf/fr200.pdf) can be used to assist in documenting the accident/incident.

4.1.4.4 Worker's Compensation (Applicable to all work related employee accidents.)

Complete a VHCC Accident Report/Investigation form as soon as possible; this form is available at Z:\DOCS\Workers Comp Accident Report.doc. The completed form is to be turned in to the Human Resources Office within 24 hours of the incident/accident.

Send the injured employee(s) to a physician as necessary, depending upon the injury. The physician will also make a medical report of the accident.

4.1.4.5 All Other Claims
Losses, possible claims, and other incidents should be immediately reported to your supervisor. An e-mail (with a courtesy copy to Human Resources and Campus Police), outlining the details of the incident, should be sent to the Office of the Vice President of Financial and Administrative Services within one working day of the incident. The personnel in the Vice Presidents’ Office will cooperate with you in the completion of all required forms and reports.

4.1.5 Travel

Refer to Department of Accounts' State Travel Regulations – Guide (http://www.doa.virginia.gov/Admin_Services/CAPP/CAPP_Topics/20335.pdf).
Refer to VHCC’s website for the travel guide, travel-related forms, and the most current mileage reimbursement rate (http://www.vhcc.edu/index.aspx?page=628).

4.1.5.1 Use of State Car

The state automobiles assigned for general use are available to faculty and staff on a reservation basis. Priority is given to long-distance trips and other cases in which the best interests of the College are served. The Business Office Manager will resolve any conflicts in scheduling when mutual agreement between requesting parties cannot be reached.

Requests for vehicle use are made at the Receptionist’s desk in the Administration Building.

Any person driving a state vehicle must possess a valid driver’s license appropriate for the vehicle being driven. The use of State vehicles is restricted to employees, authorized students, and official business quests. For more information, contact the Campus Police. Other policies are contained in the Vehicle Policy Form on the following page.

The Department of Accounts (DOA) introduced new travel policies in late 2006. Some of these polices include higher reimbursement rates for travelers and other policies are designed to be economical for the Commonwealth.

Basically, the following applies:

1. First choice is always a VHCC pool vehicle when available
    
2. Other options are as follows:

• use a personal vehicle at $.246 cents a mile reimbursement or
• If the trip is less than 100 miles and no pool vehicle is available you will be reimbursed at $.485 cents/mile, or
• For all trips over 100 miles rent an Enterprise car or use a personal vehicle whichever is more economical. The higher reimbursement of $.485 cents a mile versus a rental car is compared using the following web link calculator - www.dgs.virginia.gov/fleet.aspx then clicking travel planner or go directly to:
  http://www.dgs.virginia.gov/LinkClick.aspx?fileticket=l%2bhfYt9nTsU%3d&tabid=170
  

If the calculator determines a personal vehicle is less expensive, it will generally be approved to use a personal vehicle and receive $.485 cents a mile reimbursement (do a print screen of this calculation and attach this to your travel estimate or reimbursement worksheet).

If the Enterprise Rental car is less expensive, you are to click on this link and proceed to rent a car from Enterprise. If you do not wish to rent a car, the $.246 cent/mile reimbursement applies.

Note that Enterprise Car rentals follow all the same policies as the VHCC fleet cars, including only approved state business passengers/ employees. Also, note that all travel efficiencies regarding two or more people attending the same meetings, etc., still apply.

See the VHCC Vehicle Policy

4.1.6 Establishment of Contract Administration

4.1.6.1 Contractual Agreements: Delegation of Signature Authority

The President of the College and authorized designees may sign contractual agreements on behalf of the College.

This policy applies to any and all documents in whatever form and for whatever purpose including, but not limited to the following: Deeds, Leases, Contracts, Purchase Orders, Certificates, Receipts, Deeds of Trust, Promissory Notes, Bonds, Checks, Tax Returns and Reports, Claims for Refund, Releases, Waivers, Bills of Sale, Stock Certificates, Proxies, Security Agreements, Financing Statements, Affidavits, Pleadings, and Responses to Interrogatories.

4.1.6.2 Vested Signature Authority

In the following cases, no contracts shall be executed on behalf of the Virginia Community College System or any of its component colleges except by specific authorization of the State Board for Community Colleges:

1. The conveyance of real estate, or the System's interest in real estate.
2. Contracts, leases, or other documents by which the System leases or acquires a leasehold interest in real estate for more than one year with an annual cost exceeding $250,000.
3. Contracts, leases, or other documents by which the System leases any of its real estate for more than six months with an effective monthly rental exceeding $2,500.
4. Contracts or other documents for the expenditure of funds appropriated for capital outlay.
5. Contracts or other agreements pertaining to the employment and compensation of the Chancellor.

In the following cases, no contracts shall be executed on behalf of the Virginia Community College System or any of its component colleges except by specific authorization of the Chancellor:

1. Contracts or other agreements by which the System acquires goods, equipment, or supplies exceeding a one-time or annual cost of $250,000.
2. Contracts or other agreements by which the System acquires services valued at or at a cost exceeding $500,000 on a one-time or annual basis.

Other contracts falling within guidelines and authorization established by the budget adopted by the State Board for Community Colleges may be executed by the Chancellor in the case of contracts entered into by the System Office, or by a community college president in the case of contracts entered into by his or her college, without other express authorization. No other person shall have any authority to sign any contract on behalf of the System except as hereafter specifically provided.

4.1.6.3 Delegation of Signature Authority

The College President is authorized to delegate his/her signatory authority as defined to any College official provided that:

1. Such delegation shall be operative only during the fiscal year in which the delegation is made.
2. Such delegation shall specify which type of documents may be executed, including a dollar limitation if applicable.

4.1.6.4 Conformance to Law

All procurement of property, equipment, goods, supplies, and services of all types shall be made in conformance with the Commonwealth of Virginia's Public Procurement Act and the regulations promulgated by the Department of General Services, Division of Purchases and Supply and the Division of Engineering and Buildings (and all other cognizant State and Federal Agencies). The solicitation and selection of all contractors shall be performed in accordance with said regulations.

4.1.6.5 Legal Review

The College will endeavor to use standard contract formats approved by the Commonwealth for all contractual agreements. Proposed contracts, requests for proposals, and all other pre-award documentation should be submitted to the Attorney General's Office for review.

4.1.6.6 Contract Administration Officer

The College President shall designate a Contract Administration Officer, who, along with designated staff, shall be responsible, in accordance with all relevant State, Federal, and System regulations, for all aspects of contract administration for their respective entities. Contract administration will include (but not be limited to) preparation and review of all solicitation for goods and services, review and execution of all contractual agreements as outlined in this policy), legal liaison where necessary, maintaining centralized files of all contracts entered into by the college, preparing any required reports, and all other such duties as may be necessary.

Per Chapter 4 of the VCCS Policy Manual (http://www.vccs.edu/Portals/0/ContentAreas/PolicyManual/SEC4.pdf) the following individuals are given signatory authority in the respective areas and within the specified limits, as indicated.

1. Vice President of Financial and Administrative Services - All, as designated Contract Administration Officer.
2. Vice President of Instruction and Student Services – All, in the absence of and acting for the President.
3. Business Manager – All financial, accounting, and procurement transactions and documents.
4. Purchasing Officer - All Invitations for Bids (IFB's), Requests for Proposals (RFP's), purchase solicitations, and purchase orders, but excluding service or performance agreements arising out of such procurement activities.