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Business Services Policy

LONE STAR COLLEGE SYSTEM DISTRICT
BOARD POLICY MANUAL
Fourth Edition

Table of Contents: Section III - Business Services

III.A. APPROPRIATIONS AND REVENUE SOURCES

III.A.1. Fiscal Philosophy

  • III.A.1.1 Policy

III.A.2. Resource Development

  • III.A.2.1 Policy
  • III.A.2.2 External Funding
  • III.A.2.3 Grant Proposals and Applications

III.A.3. The Lone Star College Foundation

  • III.A.3.1 Policy
  • III.A.3.2 Donations
  • III.A.3.3 Relationship between Foundation and College
III.B. BUDGETING, ACCOUNTING, AND REPORTING

III.B.1. Annual Operating Budget

  • III.B.1.1 Policy
  • III.B.1.2 Definitions
  • III.B.1.3 Budget Planning
  • III.B.1.4 Budget Schedule
  • III.B.1.5 Budget Adoption
  • III.B.1.6 Public Hearing
  • III.B.1.7 Budget Amendment by the Board
  • III.B.1.8 Budget Availability
  • III.B.1.9 Financial Reports and Statements

III.B.2. Indirect Costs

  • III.B.2.1 Policy
  • III.B.2.2 Definition
  • III.B.2.3 Charging Indirect Costs on Grants and Contracts
III.C. CASH MANAGEMENT

III.C.1. Debt Management

  • III.C.1.01 Purpose
  • III.C.1.02 Scope
  • III.C.1.03 Alternative Structures
  • III.C.1.04 Maturity Levels
  • III.C.1.05 Operating Fund Balance
  • III.C.1.06 College Fund Balance

III.C.2. Investment Management

  • III.C.2.01 Investment Management
  • III.C.2.02 Purpose
  • III.C.2.03 Strategy
  • III.C.2.04 General Fund
  • III.C.2.05 Restricted Fund
  • III.C.2.06 Capital Projects
  • III.C.2.07 Debt Service
  • III.C.2.08 Trust and Agency Fund
  • III.C.2.09 Prudent Person Rule
  • III.C.2.10 Downgrades
  • III.C.2.11 Delegation of Responsibility
  • III.C.2.12 Investment Officers
  • III.C.2.13 Capability of Investment Officers
  • III.C.2.14 Training
  • III.C.2.15 Ethics and Disclosure of Conflicts of Interest
  • III.C.2.16 Investment Providers
  • III.C.2.17 Annual Review
  • III.C.2.18 Authorized Investments
  • III.C.2.19 Collateralization
  • III.C.2.20 Authorized Collateral
  • III.C.2.21 Independent Third Party
  • III.C.2.22 Deliviery versus Payment
  • III.C.2.23 Competitive Bidding
  • III.C.2.24 Diversification
  • III.C.2.25 Internal Controls
  • III.C.2.26 Compliance Audit
  • III.C.2.27 Monthly Reporting
  • III.C.2.28 Quarterly Reporting
  • III.C.2.29 Annual Reporting
  • III.C.2.30 Market Values
  • III.C.2.31 Annual Policy Review and Adoption

III.C.3. Depository of Funds

  • III.C.3.01 Collateralization of Funds
  • III.C.3.02 Optional Services

III.D. PURCHASING

III.D.1. Purchasing Overview

  • III.D.1.1 Policy
  • III.D.1.2 Definitions
  • III.D.1.3 Purchases Requiring Board Approval
  • III.D.1.4 Purchasing Approvals and Delegation of Authority
  • III.D.1.5 Purchase Forms
  • III.D.1.6 Employee Responsibilities
  • III.D.1.7 Legal Responsibility for College Debts
  • III.D.1.8 Conflict of Interest Prohibited for Purchasing
  • III.D.1.9 Conflict of Interest Questionnaire Required Under Certain Circumstances
  • III.D.1.10 Certificate of Interested Parties

III.D.2. Purchasing of Goods and Services

  • III.D.2.1 Policy
  • III.D.2.2 Definitions
  • III.D.2.3 Procedures
  • III.D.2.4 Authority to Purchase Goods and Services
  • III.D.2.5 Goods and Services Procurement Options
  • III.D.2.6 Administrative Requirements for Purchasing of Goods and Services
  • III.D.2.7 Bidding Requirements
  • III.D.2.8 Surety Bonds
  • III.D.2.9 Contract Term Limits and Non-Availability of Funds Provision
  • III.D.2.10 College Criteria for Awarding Contracts
  • III.D.2.11 Departure from Purchase of Goods and Services Policy

III.D.3. Purchase of Professional Services

  • III.D.3.1 Policy
  • III.D.3.2 Definitions
  • III.D.3.3 Professional Services Scope
  • III.D.3.4 Professional Services Term of Service
  • III.D.3.5 Legal Services
III.E. FACILITIES

III.E.1. Facilities Management

  • III.E.1.1 Policy
  • III.E.1.2 Definitions
  • III.E.1.3 Repair and Replacement
  • III.E.1.4 Facility Maintenance
  • III.E.1.5 Facility Renovation
  • III.E.1.6 Facility Names
III.F. FIXED ASSETS

III.F.1. Fixed Asset Objectives

  • III.F.1.1 Policy
  • III.F.1.2 Definitions
  • III.F.1.3 Fixed Asset Management System
  • III.F.1.4 Sale, Trade, or Lease of Fixed Assets
  • III.F.1.5 Releasing Fixed Assets to Employees
  • III.F.1.6 Vehicle Maintenance
III.G. AUXILIARY ENTERPRISES
  • III.G.1.1 Policy
  • III.G.1.2 Definitions
  • III.G.1.3 Auxiliary Enterprises Guidelines
  • III.G.1.4 Funding Auxiliary Enterprises

III.H. AUDITING

III.H.1. External Audits

  • III.H.1.01 Independent Auditor
  • III.H.1.02 Scope of Services
  • III.H.1.03 Term of Service
  • III.H.1.04 Annual Audit Report Filing

III.H.2. Internal Audits

  • III.H.2.01 Internal Auditor
  • III.H.2.02 Mission
  • III.H.2.03 Purpose, Authority and Responsibility

III.H.3. Fraud

  • III.H.3.01 Fraud Prevention
  • III.H.3.02 Fraud Definition
  • III.H.3.03 Investigation Responsibilities
  • III.H.3.04 Non-Retaliation
  • III.H.3.05 Confidentiality