Business Services Policy

LONE STAR COLLEGE SYSTEM DISTRICT
BOARD POLICY MANUAL
Fifth 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.1.1 Policy
• III.C.1.2 Definitions
• III.C.1.3 Approval
• III.C.1.4 Alternative Structures
• III.C.1.5 Maturity
• III.C.1.6 Reserves

III.C.2. Investment Management

• III.C.2.1 Policy
• III.C.2.2 Definitions
• III.C.2.3 Purpose and Strategy
• III.C.2.4 College Fund Investment Strategies
• III.C.2.5 Prudent Person Rule
• III.C.2.6 Credit Rating Downgrades
• III.C.2.7 Authority and Delegation
• III.C.2.8 Investment Officers
• III.C.2.9 Investment Training
• III.C.2.10 Ethics and Disclosure of Conflicts of Interest
• III.C.2.11 Investment Providers
• III.C.2.12 Annual Board Review of Brokers/Dealers
• III.C.2.13 Authorized and Unauthorized Investments
• III.C.2.14 Securities Held by Custodians
• III.C.2.15 Delivery versus Payment
• III.C.2.16 Competition
• III.C.2.17 Diversification
• III.C.2.18 Hedging Transactions
• III.C.2.19 Internal Controls
• III.C.2.20 Compliance Audit
• III.C.2.21 Quarterly Reporting
• III.C.2.22 Market Values in Quarterly Reports
• III.C.2.23 Annual Reporting

III.C.3. Depositories

• III.C.3.1 Policy
• III.C.3.2 Definitions
• III.C.3.3 Reporting
• III.C.3.4 Selecting a Depository
• III.C.3.5 Depository Contracts
• III.C.3.6 Collateral Requirements
• III.C.3.7 Collateral Custodian Agreements
• III.C.3.8 Authorized Collateral

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 FinancialAudits

• III.H.1.1 Policy
• III.H.1.2 Definitions
• III.H.1.3 Conducting an External Audit

III.H.2. Internal Audits

• III.H.2.1 Policy
• III.H.2.2 Definitions
• III.H.2.3 Purpose, Authority and Responsibility

III.H.3. Reporting and Investigating Dishonesty or Fraud

• III.H.3.1 Policy
• III.H.3.2 Definitions
• III.H.3.3 Reporting Fraud
• III.H.3.4 Internal Supervisor Reporting
• III.H.3.5 Serious Acts of Dishonesty or Fraud Investigation
• III.H.3.6 Confidentiality
• III.H.3.7 Non-Retaliation