{"id":1551,"date":"2014-06-09T11:25:44","date_gmt":"2014-06-09T16:25:44","guid":{"rendered":"https:\/\/www.nicholls.edu\/policy-procedure-manual\/?page_id=1551"},"modified":"2022-06-02T18:15:20","modified_gmt":"2022-06-02T18:15:20","slug":"5-8-finance-and-administration-programs-and-policies","status":"publish","type":"page","link":"https:\/\/www.nicholls.edu\/policy-procedure-manual\/5-general-university-policies\/5-8-finance-and-administration-programs-and-policies\/","title":{"rendered":"5.8. Finance and Administration Programs and Policies"},"content":{"rendered":"

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\n5.8.1 Financial Services\/Controller<\/a><\/p>\n

5.8.1.1 Payroll\/Grant Administration<\/a><\/p>\n

5.8.1.1.1\u00a0Payroll Procedures and Cashier Services<\/a><\/p>\n

5.8.1.1.2 Grant Applications<\/a><\/p>\n

5.8.1.1.3 Fringe Benefits, Indirect Costs, and Other Grant\u2013related Questions<\/a><\/p>\n

5.8.1.1.4 Recoupment of Overpayment<\/a><\/p>\n

5.8.1.2 Travel Policies and Procedures<\/a><\/p>\n

5.8.1.2.1 Request Forms<\/a><\/p>\n

5.8.1.2.2 Compensation<\/a><\/p>\n

5.8.1.2.3 Advances, Credit Card<\/a><\/p>\n

5.8.1.2.4 Reimbursement<\/a><\/p>\n

5.8.1.2.5 Availability of Funds<\/a><\/p>\n

5.8.1.2.6 State Vehicle Policies<\/a><\/p>\n

5.8.2 Human Resources<\/a><\/p>\n

5.8.3 Physical Plant Administration<\/a><\/p>\n

5.8.3.1 Purchasing<\/a><\/p>\n

5.8.3.1.1 Inventory Control<\/a><\/p>\n

5.8.3.1.2 Shipping and Receiving<\/a><\/p>\n

5.8.3.1.3 Storage<\/a><\/p>\n

5.8.3.2 Maintenance<\/a><\/p>\n

5.8.3.2.1 Keys and Locks<\/a><\/p>\n

5.8.3.2.2 General Maintenance\/Work Requests<\/a><\/p>\n

\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 5.8.4 Electronic Signature Policy<\/strong><\/span><\/p>\n

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5.8.1 Financial Services\/Controller<\/h3>\n

The Controller is the principal administrator responsible for the daily financial functions of the University ranging from accounts payable, accounts receivable, fee collections, cash deposits, payroll, financial records, financial reporting, grants and contracts and budgets. The following report to the office of Financial Services\/Controller: Accounts Payable; Budget; Fee Collection; Payroll\/Grants Administration.<\/p>\n

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5.8.1.1 Payroll\/Grant Administration<\/h4>\n

The Office of Finance and Administration is also responsible for coordinating state, federal, and other funded grants.<\/p>\n

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5.8.1.1.1 Payroll Procedures and Cashier Services<\/h5>\n

Direct Deposit is mandatory for all employees. A Direct Deposit form can be found on the Controller\u2019s Office website. Employee should attach a voided check to the completed form and deliver to the Payroll Department in the Controller\u2019s Office. The first paycheck will be pre-noted and a check will be issued. Each paycheck thereafter will be deposited into the appropriate account. If banking information changes, a new completed form and voided check to the Payroll Department of banking information changes. <\/span><\/p>\n

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5.8.1.1.2 Grant Applications<\/h5>\n

All applications for grants\u2014state, federal, and other\u2014are to be submitted up the chain of command through the Office of the Vice President of Finance and Administration to the Office of the President for approval. These applications must be submitted for approval prior to submissions to granting agencies. Faculty should allow at least two weeks for this process.<\/p>\n

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5.8.1.1.3 Fringe Benefits, Indirect Costs, and Other Grant\u2013related Questions<\/h5>\n

Information regarding fringe benefits (which need to be included in grants that request personnel), indirect costs, and other grant\u2013related questions can be obtained from the Grants and Payroll Coordinator in the Controller\u2019s Office. When approval or disapproval of a grant application is received, it is necessary that the Office of the Vice President of Finance and Administration receive a written copy of notification in order to set up the necessary accounting procedures.<\/p>\n

Grant recipients should be aware that they are responsible for maintaining their grants within their approved budgets and that they must be made sure that all expenditures are promptly paid and recorded before the ending date of the grant. Unencumbered invoices submitted for payment after the ending date of the grant may not be paid.<\/p>\n

The Grants and Payroll Coordinator\u00a0will help faculty with questions regarding grants in connection with the University.<\/p>\n

The University Library offers an array of assistance for faculty in all stages of grant\u2013seeking and proposal writing.<\/p>\n

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5.8.1.1.4 Recoupment of Overpayment<\/h5>\n

The purpose of this policy is to establish procedures which will be followed when an employee has been overpaid.\u00a0 Overpayment occurs when compensation that is not owed to the employee is paid in error.\u00a0 This includes but is not limited to overpayment of wages, annual leave paid in error, as well as, erroneous refunds of deductions.\u00a0 Unearned payments to employees are prohibited by Article 7, Section 14 of the Louisiana State Constitution which prohibits the donation of public funds.\u00a0 As a result, ÐÓ°É´«Ã½ is required to recoup overpayments from both active and separated employees.<\/p>\n

The official policy for recouping overpayments is available on the Human Resources policies website.<\/p>\n

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5.8.1.2 Travel Policies and Procedures<\/h4>\n

As a state agency, ÐÓ°É´«Ã½ and all of its employees are subject to the provisions of the Policy and Procedures Memorandum No. 49, the state general travel regulations.<\/p>\n

Faculty\/staff traveling on University business should be aware of the policies and procedures governing such travel. All travel, whether or not the faculty\/staff member is compensated, should be pre\u2013approved because of insurance considerations.<\/p>\n

Each year the State of Louisiana chooses a travel agency to become the official agency for handling statewide travel services. State travelers can call this agency toll\u2013free for travel information and for booking services. The name of the official agency is listed in the Official Travel Regulations. All departments have been issued copies of the Official Travel Regulations.<\/p>\n

Faculty\/staff accompanying students on field trips should be particularly aware of all safety precautions, especially those that apply to driving and the safe operation of vehicles In this regard faculty are expected to strictly follow traffic laws and posted speed limits.<\/p>\n

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5.8.1.2.1 Request Forms<\/h5>\n

Travel request forms for both in\u2013state and out\u2013of\u2013state travel are available from departmental secretaries. Once completed, the request forms must be approved by the appropriate supervisors. Requests should be turned in early enough so the approval process can be completed before the travel occurs. Faculty should remember to file the proper campus vehicle reservation forms even if approval for the vehicle is given by phone.<\/p>\n

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5.8.1.2.2 Compensation<\/h5>\n

Travel requests may be for less than the total cost of the trip when the faculty\/staff member pays what the University does not cover. Compensated travel items covered include transportation, meals, lodging, and required registration fees. Faculty\/staff must remember to file a separate form when they return from their trips.<\/p>\n

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5.8.1.2.3 Advances, Credit Card<\/h5>\n

Faculty\/staff wishing a travel advance should apply at least fourteen (14) business days prior to the departure date to allow the Controller’s Office sufficient time to issue the check. Corporate credit cards (American Express) are also available for faculty\/staff who do a considerable amount of traveling. Applications can be obtained in the Controller\u2019s Office. The card takes about 6 weeks to receive. All airline reservations\u00a0must be made with the American Express Corporate Card. If faculty\/staff have to pay American Express before the 6\u20138 weeks needed to collect travel expenses, they should file for an advance payment. This advance payment must be picked up in the Controller\u2019s Office. Faculty\/staff will be called when these payments are ready. Advance checks will be released to employees only, not to student workers.<\/p>\n

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5.8.1.2.4 Reimbursement<\/h5>\n

Faculty\/staff considering travel should consult with Department Heads or Supervisors. A travel reimbursement form should be submitted in triplicate, within the month following travel. The reimbursement form should be signed by the Department Head, Dean, Director, or Supervisor and should be turned in to the Controller\u2019s Office. A travel reimbursement form is not required if the trip was not charged to the University. In no case shall reimbursement for travel in a previous fiscal year be paid from current year appropriations unless funds have been specifically reserved for that purpose. Details of reimbursable travel costs and state travel regulations can be found in the Official Travel regulations furnished to each department.<\/p>\n

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5.8.1.2.5 Availability of Funds<\/h5>\n

Funds available for travel and allocation of such funds vary from department to department and from college to college. Faculty\/staff considering travel should consult with their Department Heads or Supervisors. A manual containing details for filing travel requests is available from the Controller\u2019s Office.<\/p>\n

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5.8.1.2.6 State Vehicle Policies<\/h5>\n

Only ÐÓ°É´«Ã½ or its designee will possess the authority to permit an individual the use of these vehicles. No person assigned to a vehicle has the authority to relinquish its use to another person unless prior approval has been obtained. Vehicles operated by the University are state owned and restricted to use for official University business only.<\/p>\n

Requirements for Drivers<\/b><\/p>\n

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