finance procedure manual - palm beach state college · finance procedure manual revised: 5/22/2017...

Finance Procedure Manual

Revised: 5/22/2017

Office of the Controller Palm Beach State College 4200 Congress Ave, MS# 11.5 Lake Worth, FL 33461

Phone: (561) 868-4141 Fax: (561) 868-3107 Email: [email protected] Web: http://www.palmbeachstate.edu/finance/

[email protected]

http://www.palmbeachstate.edu/finance/

Palm Beach State College Page 1 of 2

Finance Insurance Processing – Retirees 2/12/2013

FINANCE

PROCEDURE MANUAL

TITLE: Insurance Processing – Retirees

NUMBER: FIN-ACG-001

VERSION: 01

ISSUED DATE: 9/8/2009

REVISION DATE: 2/8/2013

Purpose:

To account for the notification and collection of insurance premiums from Retirees.

Definitions:

30 Day Grace Period: 30 days from the first (1st) of the month.

Responsibility:

Human Resources: Administers the enrollment process.

Payroll: Administers the receipt of the insurance premium.

Procedure Details:

1. Human Resources will inform Retirees of their option to retain health, dental, and life

insurance by paying premiums directly to the college.

2. Retiree will complete enrollment form and turn into Human Resources.

3. Human Resources will forward the enrollment form to Accounting Associate in

Payroll.

4. Accounting Associate in Payroll processes premium payment at the applicable rate

for the insurance coverage chosen.

5. Retiree is notified that premiums are due on the first (1st) of each month.

6. Late payments will be accepted within a thirty (30) day grace period.


Finance Insurance Processing – Retirees 2/12/2013

7. If payment is not received by the fifteenth (15th) of the current month, the Accounting

Associate in Payroll will contact the delinquent person in writing that premiums were

due on the first (1st) of each month and it is the College’s policy to cancel coverage if

not paid within the thirty (30) day grace period.

References:

Accounting Manual for Florida’s College System:

http://www.palmbeachstate.edu/finance/Documents/State_of_FL_Acctg_Manual.pdf



Finance Insurance Processing – Employees on Non-Paid Leave 2/12/2013

FINANCE

PROCEDURE MANUAL

TITLE: Insurance Processing – Employees on Non-Paid Leave

NUMBER: FIN-ACG-002

VERSION: 01



Purpose:

To account for the notification and collection of insurance premiums from employees on non-paid

leave.

Definitions:

Family and Medical Leave Act (FMLA): Federal law that states covered employers must grant

an eligible employee up to a total of 12 workweeks of unpaid leave during any 12-month period

for one or more of the following reasons:

• for the birth and care of the newborn child of the employee;

• for placement with the employee of a son or daughter for adoption or foster care;

• to care for an immediate family member (spouse, child, or parent) with a serious

health condition; or

• to take medical leave when the employee is unable to work because of a serious

health condition.

30 Day Grace Period: 30 days from the first (1st) of the month.

Responsibility:


Payroll: Administers the receipt of the premium.

Procedure Details:

http://www.dol.gov/whd/fmla/


Finance Insurance Processing – Employees on Non-Paid Leave 2/12/2013

1. Human Resources will inform Employee on extended leave (FMLA) of their option to

retain health, dental, and life insurance by paying premiums directly to the college.

2. Employee is notified that premiums are due on the first (1st) of each month.




References:



College Board Policy: 6Hx-18-5.131

http://www.palmbeachstate.edu/boardoftrustees/documents/BoardPolicies/Section5/5.131.pdf

Family and Medical Leave Act (FMLA):






Finance Insurance Processing – Former Employees 2/12/2013

FINANCE

PROCEDURE MANUAL

TITLE: Insurance Processing – Former Employees

NUMBER: FIN-ACG-003

VERSION: 01



Purpose:

To account for the notification and collection of insurance premiums from former employees

under COBRA.

Definitions:

Consolidated Omnibus Budget Reconciliation Act (COBRA): Federal Law that gives workers

and their families who lose their health benefits the right to choose to continue group health

benefits provided by their group health plan for limited periods of time under certain

circumstances such as voluntary or involuntary job loss, reduction in the hours worked, transition

between jobs, death, divorce, and other life events. Qualified individuals may be required to pay

the entire premium for coverage up to 102 percent of the cost to the plan.

Responsibility:



Procedure Details:

1. Human Resources will inform former employee of their option to retain health, dental,

and life insurance under COBRA by paying premiums directly to the college.

2. Former employee will complete enrollment form and turn into Human Resources.

3. Human Resources will forward the enrollment form to Accounting Associate in

Payroll.

http://www.dol.gov/dol/topic/health-plans/cobra.htm


Finance Insurance Processing – Former Employees 2/12/2013



5. Former employee is notified that premiums are due on the first (1st) of each month;

however, under COBRA, the former employee may have up to 105 days for the first

(1st) payment to be due.


7. If payment is not received by the fifteenth (15th) of the current month the Accounting

Associate in Payroll will contact the delinquent person in writing that premiums were

due on the first (1st) of each month and it is the College’s policy to cancel coverage if

not paid within the 30 day grace period.

References:



Consolidated Omnibus Budget Reconciliation Act (COBRA):





Finance Insurance Processing –Active Employees 7/23/2012

FINANCE

PROCEDURE MANUAL

TITLE: Insurance Processing –Active Employees

NUMBER: FIN-ACG-004

VERSION: 01


REVISION DATE: N/A

Purpose:

To account for the notification and collection of insurance premiums for active employees.

Definitions:

Open Enrollment: Period of time each year for existing employees to make changes to their

insurance coverage.

Responsibility:



Active Employee: Completes enrollment form and/or enrollment change form during open

enrollment time frame.

Procedure Details:

1. Human Resource Department advises active employees of the open enrollment

period.

2. Active employee reviews choices of insurance and completes member status change

form with changes from existing coverage.

3. At the end of the open enrollment period, Human Resource Department processes

member status change forms with appropriate insurance company and forwards

forms to Accounting Associate in Payroll.


Finance Insurance Processing –Active Employees 7/23/2012

4. Payroll Supervisor sets up proper payroll deductions to cover employee portion of

insurance expense, where applicable.

References:





Finance Insurance Processing – New Employees 7/23/2012

FINANCE

PROCEDURE MANUAL

TITLE: Insurance Processing – New Employees

NUMBER: FIN-ACG-005

VERSION: 01


REVISION DATE: N/A

Purpose:

To account for the notification and collection of insurance premiums

Definitions:

Enrollment Forms: Available from Human Resources Department, initially provided at Orientation

Sessions.

Responsibility:

Human Resource Department: Administers the enrollment process.

Payroll Department: Administers the receipt of the premium.

New Employee: Completes enrollment form to initiate insurance coverage.

Procedure Details:

1. Human Resource Department conducts monthly orientation for all new employees

and advises the new hire of their insurance options.

2. New employee completes enrollment form and submits to Human Resources.

3. Human Resource Department processes enrollment form and sends to Accounting

Associate in Payroll.

4. Payroll Supervisor sets up payroll deductions for insurance coverage, where

applicable.


Finance Insurance Processing – New Employees 7/23/2012

5. Accounting Associate reconciles invoices received from insurance company with

information in Payroll system.

6. Once invoice is reconciled, invoice is processed for prompt payment.

References:





Finance Accounts Payable Processing - Standard Purchase Order 2/12/2013

FINANCE

PROCEDURE MANUAL

TITLE: Accounts Payable Processing - Standard Purchase Order

NUMBER: FIN-ACP-001

VERSION: 01



Purpose:

To document the steps taken by Accounts Payable to pay vendors for goods and services

through the Standard Purchase Order.

Definitions:

EFT (Electronic Funds Transfer): Similar to direct deposit, which is an alternative means of

transmitting payments electronically to vendors (and others) instead of “cutting” a paper check.

Invoice: Non-negotiable commercial instrument issued by a seller to a buyer. Also called a bill of

sale or contract of sale, it identifies both trading parties and lists, describes, and quantifies the

items sold, shows the date of shipment and mode of transport, prices and discounts (if any), and

delivery and payment terms.

PantherNet: The online Enterprise Resource Planning (ERP) system used to track and maintain

operations at the College including financial, student, and payroll/personnel records.

Receiving Record: An electronic record in PantherNet that reflects the quality, quantity, and

condition of incoming goods.

Requisition: An electronic document, which requires accurate accounting information for the

commitment, a description of material and/or service, the quantity, date, and estimation of cost.

Standard Purchase Order: Term used to signify a three-way match process (Purchase Order,

Receiving, and Invoice) that must take place for invoices to be paid.

Responsibility:

Accounts Payable: Responsible for accurate and timely payments.

http://www.businessdictionary.com/definition/non-negotiable.html

http://www.businessdictionary.com/definition/commercial.html

http://www.businessdictionary.com/definition/instrument.html

http://www.businessdictionary.com/definition/buyer.html

http://www.businessdictionary.com/definition/sale.html

http://www.businessdictionary.com/definition/contract-of-sale.html

http://www.investorwords.com/5030/trading.html

http://www.businessdictionary.com/definition/party.html

http://www.businessdictionary.com/definition/item.html

http://www.businessdictionary.com/definition/shipment.html

http://www.businessdictionary.com/definition/mode-of-transport.html

http://www.businessdictionary.com/definition/price.html

http://www.businessdictionary.com/definition/discount.html

http://www.businessdictionary.com/definition/delivery.html

http://www.businessdictionary.com/definition/payment-terms.html

http://www.businessdictionary.com/definition/quality.html

http://www.businessdictionary.com/definition/quantity.html

http://www.businessdictionary.com/definition/condition.html



Check Processor: Responsible for proofing checks and mails checks to vendors or sets up

check for pick up.

College Controller: Responsible for the direct supervision of the Finance Department.

College Departments: Responsible for conveyance of details of services performed for

approved College activities to Finance.

Finance Department/Accounts Payable/Bookkeeping: Responsible for the processing of

cancellations of checks.

Information Technology: Generates associated transactions and reports.

Purchasing: Responsible for the maintenance of the vendor database and issuance of Purchase

Orders.

Receiving Department: Responsible for verification of delivery and completion of the Receiving

Record.

Procedure Details:

1. College Departments initiate the request for goods/services through the creation of a

Requisition.

2. Purchasing processes a Purchase Order (See Purchasing Procedures).

3. Accounts Payable receives invoice from vendor.

4. Receiving Department reviews incoming shipments for accuracy based on Purchase

Order information.

5. Receiving Department completes the Receiving Record in PantherNet matching up only

the items received.

6. Accounts Payable matches invoice to Purchase Order and Receiving Record. Many

purchase orders will have numerous invoices for partial payments. These invoices must

be honored if the items listed on the invoice have been received. We do not hold

payment for receipt of the entire purchase order.

7. If any document (Purchase Order, Receiving Record, or Invoice) does not match, the

invoice will not be set up for payment until all discrepancies are resolved.



8. Once all documents are matched (Purchase Order, Receiving Record, and Invoice),

Accounts Payable personnel process invoices for payment in PantherNet and scan the

invoices and attachments.

9. When payment is processed, a check or EFT will be generated from PantherNet and the

Check Processor mails the check (when applicable) to the vendor. If checks have been

set up for pick up then the department/vendor is called when checks are ready and the

checks are sent to the Cashiers Office where pick up takes place.

10. The Check Processor will attach a copy of the check to the invoice and file it in Accounts

Payable until the holding period for scanning purposes is complete.

References:



Florida Statutes: Chapter 1010.04

http://www.flsenate.gov/Statutes

SBE Rules: 6A-14.0734

https://www.flrules.org/gateway/RuleNo.asp?ID=6A-14.0734


http://flsenate.gov/Laws/Statutes/2011/Chapter1010




Finance Accounts Payable Processing - Prepaid Order 2/12/2013

FINANCE

PROCEDURE MANUAL

TITLE: Accounts Payable Processing - Prepaid Order

NUMBER: FIN-ACP-002

VERSION: 01



Purpose:


through a Prepaid Order.

Definitions:


transmitting payments to vendors (and others) instead of “cutting” a paper check.







Prepaid Order: Term used to signify a two way match process (Routing Slip, Invoice) that must

take place for invoices to be paid.

Routing Slip: Document required to be signed and approved by the appropriate Department

Head so Accounts Payable can process invoice for payment.

Responsibility:



check for pick up.

















http://www.palmbeachstate.edu/purchasing/Documents/routingslip.pdf









Orders.

Procedure Details:

1. Individual departments obtain a quote from Vendors. Department Head forwards invoice

and signed Routing Slip to Purchasing after inputting a Department Requisition in

PantherNet which is an electronic Purchase Order request.

2. After approval of Purchase Order request Accounts Payable receives invoice, Routing

Slip and approved paperwork from Purchasing Department.

3. Accounts Payable processes invoice for payment in PantherNet and scans

signed/approved Routing Slip and invoice upon receipt.


Check Processor will mail the check (when applicable) to the vendor. If checks have

been set up for pick up then the department/vendor is called when checks are ready and

the checks are sent to the Cashiers Office where pick up takes place.



References:



Florida Statutes: Chapter 1010


Routing Slip: http://www.palmbeachstate.edu/purchasing/forms.aspx




http://www.palmbeachstate.edu/purchasing/forms.aspx


Finance Accounts Payable Processing – Blanket Order 2/12/2013

FINANCE

PROCEDURE MANUAL

TITLE: Accounts Payable Processing – Blanket Order

NUMBER: FIN-ACP-003

VERSION: 01



Purpose:


through the Blanket Purchase Order.

Definitions:

Blanket Purchase Order: Purchase Order that covers multiple purchases (e.g., 12 computers, 1

per month for a year) and/or Construction Projects (e.g., remodel Administration Building).


transmitting payments to vendors (and others) instead of “cutting” a paper check.







Routing Slip: Document required to be signed and approved by the appropriate Department

Head so Accounts Payable can process the invoice for payment.

Responsibility:



check for pick up.


























Orders.

Procedure Details:

1. Accounts Payable receives invoice from vendor.

2. Accounts Payable sends invoice to appropriate Department Head.

3. Department Head approves invoice by attaching a signed Routing Slip to the invoice unless

there is an exception. Exceptions include but are not limited to shortages, breakages,

incorrect item received and/or any other dispute. Department handles these disputes before

approving payment.

4. Department Head sends signed/approved Routing Slip and invoice to Accounts Payable.

5. Accounts Payable receives signed/approved Routing Slip and invoice and processes invoice

for payment in PantherNet. Payments should reflect net of shortage/dispute and/or any credit

memos issued as a result.

6. When payment is processed, a check or EFT is from PantherNet and the Check Processor

mails the check (when applicable) to the vendor. If checks have been set up for pick up then

the department/vendor is called when checks are ready and the checks are sent to the

Cashiers Office where pick up takes place.

7. The Check Processor attaches a copy of the check to the invoice and files it in Accounts


References:







Florida Statutes: Chapter 1010


Routing Slip: http://www.palmbeachstate.edu/purchasing/forms.aspx





http://www.palmbeachstate.edu/purchasing/forms.aspx



Finance Travel Authorization and Reimbursement 5/22/2017

FINANCE

PROCEDURE MANUAL

TITLE: Travel Authorization and Reimbursement

NUMBER: FIN-ACP-005

VERSION: 02



Purpose:

To provide guidelines for the authorization to travel and reimbursement for PBSC employees,

District Board of Trustees, and others traveling on behalf of the College.

Definitions:

Authorization for Travel (Travel Request) - Pursuant to s. 112.061, F. S., A statement signed

by the traveler and the traveler’s supervisor indicating that the travel is for official College

business along with the purpose of the trip.

Conference: A gathering of persons with a common interest or interests. The term also includes

similar meetings such as seminars and workshops which are large formal group meetings that

are programmed and supervised. Defined in Attorney General Opinion, AGO, 063-95.

Convention: The assembly of representative groups or persons coming together for the

accomplishment of a purpose of interest to a larger group or persons. AGO 063-95.

Incidental Expenses: Other reimbursable expenses related to official travel pursuant to Section

69I-42.010, Florida Administrative Code, such as taxi fares, parking fees, tolls, communication

expenses and tips.

Mileage: Vicinity mileage is generally mileage between campuses or mileage within 50 miles of

the travelers’ headquarters. Day trips, when not in travel status may also use the mileage form.

Mileage usually performed on a recurring basis in connection with official College duties. Use

Mileage Log and Reimbursement Form.

Most Economical Class of Transportation: The mode of transportation, College owned vehicle,

privately owned vehicle, or common carrier having the lowest available fare.

http://www.palmbeachstate.edu/finance/Documents/TravelForm-MileageLogAndReimbursementForm.xlsx



Travel Expense: The usual and ordinary expenditures necessarily incurred by the traveler.

Traveler: An employee, student, public officer, or other authorized person, when performing

authorized travel.

Travel Period: A period of time between the time of departure and time of return from travel.

Travel Purpose: A detailed description of the benefit that will accrue to the College as a result of

the traveler’s attendance.

Official Headquarters: The employees’ assigned campus.

Per Diem: Daily allowance for expenses incurred while traveling on official College business.

Purchasing Card (P-Card): PBSC issued purchasing card.

Responsibility:

Employees: Responsible for the completion, submission and approval of a Travel Request Form,

prior to start of any travel or incurrence of expense. Responsible for utilizing the most

economical form of travel when planning the trip, and timely completion and submission of the

Travel Reimbursement Form after the trip.

Supervisor: Responsible for reviewing, and if in agreement approving and forwarding approved

Travel requests to the Budget Manager. Responsible for ensuring the employee follows Florida

Statutes and College travel policy and procedures.

Agency Head (Budget Manager or Delegate): Responsible for authorizing funds and ensuring

that the supervisor has authorized the travel and that the most economical mode of transportation

is used. Travel Office: Staff in the Accounting Office that are responsible for monitoring and processing

travel to ensure compliance with Florida Statutes and College policy and procedures. Staff also

serve as a resource for travel questions.

Procedure Details:

http://www.palmbeachstate.edu/finance/Documents/TravelForm-TravelRequest.xlsm

http://www.palmbeachstate.edu/finance/documents/TravelForm-TravelReimbursement.xlsx



I. Travel Authorization

In accordance with Florida Statutes, all travel must be authorized and approved prior to

incurring any expense. A PBSC Travel Request Form, is required for each person who will

be attending a conference or convention. The form shall be signed by the traveler and their

supervisor stating that the travel is to be incurred in connection with official business of the

College. The agency head or designated representative (budget manager in most cases)

shall not authorize or approve such request in the absence of the appropriate signatures. Ref

FAC 691I-42.003; Statute 112.061 (3) (a)

A. Complete the Travel Request Form prior to the start of any travel or incurrence of

expense for conferences (including workshops, seminars), conventions, and out-of-state

travel (including international).

1. Provide a summary of the trip details such as the type of travel, the destination,

departure location, date, time, and the destination location.

2. Other Staff Traveling – Generally each person will pay their own expenses; there are

instances when one traveler may ride with another or will incur expense on behalf of

another for group travel. Indicate reason prior to the trip if the traveler will pay any

expense other than their own.

3. Provide the business purpose for the trip. The justification must describe the benefit

that will accrue to the College as a result of the traveler’s attendance. The form

cannot be processed without this information.

B. Pre-Payments of Registration and Hotel Costs

1. After approval of the travel request, registration fees for enrollment or attendance

at institutes, workshops, conferences, or conventions may be paid in advance by

either the traveler using a College issued credit card (P-Card), with the traveler’s

personal funds, or by identification on the Travel Request Form. If the hotel does not

accept checks and the traveler does not have a College issued P-Card, the traveler

will need to personally pay for the hotel and submit the hotel folio for reimbursement.

The P-Card may not be used until the Trip is approved by the Supervisor.

2. Checks are issued two weeks in advance of conference date for hotel and must be

picked up from the cashier’s office.

3. Travelers should take advantage of all registration pre-payment discounts.

II. Sales Tax

A. PBSC is tax exempt in the State of Florida and travelers should not be charged Florida

sales tax. It is the travelers’ responsibility to make certain that sales tax is not charged

when traveling in Florida. A copy of the sales tax exempt certificate can be obtained from

the Purchasing Website.

http://www.palmbeachstate.edu/purchasing/Documents/TaxExemptCertificate.pdf

http://www.palmbeachstate.edu/purchasing/



B. If sales tax is charged, the traveler is responsible for obtaining a credit for the sales tax

from the merchant, or for reimbursing the College for any sales tax paid by the College.

C. Sales tax levied by states, other than Florida, will be reimbursed.

III. Class of Travel

A. The travel statute identifies three classes of travel:

1. Class A Travel. Continuous travel of twenty-four hours or more away from official

headquarters.

2. Class B Travel. Continuous travel less than twenty-four hours which involves

overnight absence from official headquarters.

3. Class C Travel. Travel for short trips or day trips where the traveler is not away from

official headquarters overnight. – If not in travel status, may be reimbursed with the

Mileage Log and Reimbursement Form.

IV. Travel Related Expenses Plan travel arrangements in advance to ensure that the most economical and efficient

methods are utilized. Travel must be by a direct route. If a person travels by an indirect route

for his own convenience, any extra cost shall be borne by the traveler and reimbursement for

expenses shall be based only on charges that would have incurred by travel using a direct

route.

A. Transportation - Travelers may use a common carrier, a College owned vehicle, a

privately owned vehicle, or a rented vehicle for transportation.

1. The traveler must use the most economical travel route and the most economical and

efficient travel method keeping in mind the nature of the business; considerations of

the time of the travel, cost of transportation and subsistence required; the number of

persons making the trip and the amount of material or equipment to be transported.

2. If a traveler is combining business travel with personal travel, the College will only

reimburse the least expensive type of transportation directly related to the business

portion of the travel.

3. Personal vehicle

a. Travelers using a privately owned vehicle will be reimbursed on a mile-for-

mile basis at the rate authorized in Section 112.061, F.S., which is currently

$.445 per mile. Miles traveled between the traveler’s residence and official

headquarters will not be reimbursed. When two or more travelers are

traveling together, mileage reimbursement will be paid only to the owner of

the vehicle.

4. Rental vehicle

http://www.palmbeachstate.edu/finance/Documents/TravelForm-MileageLogAndReimbursementForm.xlsx



a. Travelers should use the state contracted vendor, Enterprise/National, and

choose the STATE RECOMMENDED CLASS. If a more expensive class is

chosen, a valid business reason for selecting a more expensive class of

vehicle must accompany the expense reimbursement form. Alternate rental

agencies can be used if Enterprise/National does not have a rental operation

at the traveler’s point of destination and an explanation is provided with the

expense reimbursement. State Contract Rates are available on the PBSC

travel website: Travel-Rates.pdf

1) The state contract rate includes primary insurance and collision damage

coverage at no extra charge. Any charges authorized by the traveler for

insurance or collision damage will be paid by the traveler.

5. Transportation by Air

a. Once the Travel Authorization is fully approved, the traveler or traveler’s

department is responsible for making all travel arrangements. Reservations

should be made well in advance to take advantage of any available special fares.

Additional costs due to delays by the traveler without a business reason may be

required to be paid by the traveler. State the business reason on the travel

authorization or expense report.

b. The least expensive airfare available must be used for the dates and times of

travel. Departure and return times and dates must be flexible, but should be

efficient given the requirements of specific travel. When, for reasons which are in

the best interest of the College, the traveler changes flight itinerary after a ticket

has been issued and that change results in a higher fare, the traveler must note

the specific reasons for the change on the Travel Reimbursement Form and

submit for supervisor and budget manager approval.

c. Unused airfare must be reported to the College and used by the traveler for their

next travel.

d. The College will pay appropriate airline rates for one (1) baggage fee each way.

Additional checked baggage will be reimbursed for business materials required

(meeting and convention materials, etc.) when explained on the expense

reimbursement form.

e. The items that are generally considered to be of a personal nature and will not be

reimbursed unless a documented business or medical reason exists are:

1) early check-in fees,

2) business or first-class upgrades,

3) aisle, window seat, or additional legroom fee, or

4) any type of personal preference that is not a required fee.

http://www.palmbeachstate.edu/finance/Documents/Travel-Rates.pdf



a) A seating fee will be considered required if at the time the flight is

booked, preferred seating is the only available option which should

be documented by attaching a seat assignment to the payment

method.

B. Hotel and Meal Reimbursement

1. Authorized travelers shall be reimbursed:

a. either by the current State approved flat per diem rate of $80 per day which

includes incidentals, meals and lodging or

b. actual expenses and meals at the per diem rate.

2. A traveler choosing actual expenses for Class A or B travel must attach the original

hotel folio to their reimbursement form unless the traveler uses a P-Card to pay for

the lodging. If a P-Card is used to pay for the lodging, the original hotel folio should

be sent to the P-Card reconciler and a copy attached to the Reimbursement of Travel

Expense Form. A traveler may not claim per diem or reimbursement for lodging for

overnight travel within 50 miles of their official headquarters or residence unless the

circumstances necessitating such overnight travel are fully explained by the traveler

and approved by the agency head or their designee.

3. PBSC reimburses based on per diem for meal expenses; actual meal cost is not

reimbursable for non-students.

a. Expenses for meals, in accordance with Section 112.061, Florida Statutes, will

be allowed for Class A and Class B Travel as delineated in the following table:

1) Breakfast - $ 6.00 (Departure before 6:00 a.m. and return after 8:00 a.m.)

2) Lunch - $ 11.00 (Departure before 12:00 noon and return after 2:00 p.m.)

3) Dinner - $19.00 (Departure before 6:00 p.m. and return after 8:00 p.m.)

4. Any meals included in the registration fee are deducted from the meal calculation.

Continental breakfast is not considered a meal.

5. In instances where the employee is on Class B travel extending beyond 8 hours and

elects to not spend the night resulting in a cost savings to the College, the College

may reimburse actual meal costs less any state tax paid from hospitality funds up to

the state per diem rate for the meals.

C. Registration Fee

1. The College may pay the registration fee directly to the conference or convention

sponsor via P-Card, check, or allow the traveler to include the registration fee in the

calculation of their travel costs and reimburse the traveler. Payments for registration

should take advantage of any prepayment discounts. A receipt must be attached to

the Reimbursement Form.

D. Other Expenses



1. Include cost of incidentals such as parking, taxi, or shuttle service; receipts must be

submitted for costs greater than $5.

2. Reasonable tips and gratuities may be reimbursed for actual tips paid to taxi drivers

(not to exceed 15% of the fare), actual tips paid for mandatory valet parking (not to

exceed $1 per occasion), and actual tips paid for portage of baggage (not to exceed

$1 per bag and not to exceed $5 total per incident). Charges for photocopies and

communication expenses will only be reimbursed when it is required for official

College business.

V. Travel Reimbursement Request

A. Completed Travel Reimbursement Form within 15 days of trip return. 1. PBSC reimburses actual expenses for lodging, at single occupancy rate,

substantiated by receipted bills, plus a maximum of $36.00 for meals in accordance

with Section 112.061, Florida Statutes. Meal Per Diem may be claimed for travelers

attending meetings, conventions and conferences, both in-state and out-of-state.

2. All expenditures incurred as a result of approved travel must be submitted on the

Travel Reimbursement Form with those expenses that are pre-paid clearly marked as

such.

VI. Non-Employees A. A recruitment applicant, or “pre-hire”, for any position at the College approved in advance

by Human Resources and the hiring department.

B. The reimbursement of travel expenses may not be greater than the travel allowances of

College employees.

C. Advance ticketing for consultants, and actors, may be requested only after the standard

Agreement for Services and Statement of Work is fully executed.

References:

College Board policies: 6Hx-18-4.331

http://www.palmbeachstate.edu/boardoftrustees/Documents/BoardPolicies/Section4/4.331.pdf

Finance Procedures:

FIN-ACP-006 Vicinity Travel – Mileage

FIN-ACP-004 Student Travel

Forms: Travel Authorization, Travel Reimbursement, Mileage Log and Reimbursement

Travel Forms

http://www.palmbeachstate.edu/boardoftrustees/Documents/BoardPolicies/Section4/4.331.pdf

http://www.palmbeachstate.edu/finance/forms-and-documents.aspx



Travel Pocket Guide

http://www.palmbeachstate.edu/finance/Documents/Travel-Pocket-Guide.pdf

State Authority:

Florida Statute 112.061

https://www.flsenate.gov/Laws/Statutes/2012/112.061

Florida Administrative Code 69I-42

https://www.flrules.org/gateway/ChapterHome.asp?Chapter=69I-42

Attorney General Opinions

AGO 2004-38 07/13/2004 State agency's expenditure for first class air travel

AGO 2001-58 08/02/2001 Travel, subsistence limitation for Class C travel

AGO 78-90 06/15/1978 Per diem, complimentary lodging

AGO 76-127 06/03/1976 Travel authorization request form

AGO 76-83 04/08/1976 Travel reimbursement for furnished meals

AGO 76-46 02/26/1976 Sick leave and travel status

AGO 91-19 03/31/1991 Travel expenses, direct payment

AGO 81-53 07/14/1981 Continental breakfast; reimbursement

http://www.palmbeachstate.edu/finance/Documents/Travel-Pocket-Guide.pdf

https://www.flsenate.gov/Laws/Statutes/2012/112.061

https://www.flrules.org/gateway/ChapterHome.asp?Chapter=69I-42

http://www.myfloridalegal.com/ago.nsf/Opinions/DB69FA2B74AD555A85256ED1005358B0

http://www.myfloridalegal.com/ago.nsf/Opinions/DB69FA2B74AD555A85256ED1005358B0

http://www.myfloridalegal.com/ago.nsf/Opinions/183A64AC8B13DE5C85256593006D6D11

http://www.myfloridalegal.com/ago.nsf/Opinions/21751FE5B686B519852566BA006F11E7

http://www.myfloridalegal.com/ago.nsf/Opinions/5DB2FCB372520556852566BA006842AC

http://www.myfloridalegal.com/ago.nsf/Opinions/D7D2DBE66D3D83FC852566BA005C19BC

http://www.myfloridalegal.com/ago.nsf/Opinions/BD289235B587758C852562A80050E5B8

http://www.myfloridalegal.com/ago.nsf/Opinions/49C2430978C4592F85256587005E8D08


Finance Accounts Payable Processing – Disbursement Request 2/12/2013

FINANCE

PROCEDURE MANUAL

TITLE: Accounts Payable Processing – Disbursement Request

NUMBER: FIN-ACP-009

VERSION: 01



Purpose:

To process payments outside of a standard purchase order.

Definitions:

Disbursement Request: An electronic document type in PantherNet, which requires accurate

accounting information for the payment to be processed. A description of material and/or service,

quantity, date, and cost should be included in the documentation.

EFT (Electronic Funds Transfer): Similar to direct deposit, an alternative means of transmitting

payments electronically to vendors (and others), instead of “cutting” a paper check.



items sold or services rendered, shows the date of shipment or transfer of deliverables, and mode

of transport, prices and discounts (if any), and delivery and payment terms.



Standard Purchase Order: Term used to signify a three-way match process (purchase order,

receiving, and invoice) that must take place for invoices to be paid.

Responsibility:

Accounts Payable: Verifies information before processing payments.

Check Processor: Proofs checks and mails to vendors or arranges for pick up.

Asst. Controller of Reporting and Treasury: Supervises the Accounts Payable Department.



















College Departments: Responsible for submitting details of goods/services delivered/performed

for approved College activities to Finance.

Bookkeeping: Processes cancellations of checks.

Purchasing: Maintains the vendor database and issues purchase orders.

Procedure Details:

1. College Departments enter the disbursement request in PantherNet or ask Accounts Payable

to enter it by submitting a completed Disbursement Request Authorization Form (DRA). The

DRA Form is submitted:

• When a manual request is made if the departmental personnel lack the appropriate

access to the PantherNet system.

• To provide backup documentation to the disbursement request that has already been

entered in PantherNet. DRA must include disbursement request number assigned in

PantherNet.

• With all disbursement requests regardless of whether they were entered into

PantherNet or were requested manually.

2. Disbursement requests are requested by departments only for payment where Purchasing is

not involved. Examples for use of a disbursement request can be, but are not limited to, petty

cash funds replenishments, refunds for ancillary services such as cosmetology, child care,

theatre, travel payments or travel reimbursements.

3. Departments attach backup documentation to validate issuing a payment for Accounts

Payable review. Examples can be, but are not limited to, invoice(s), memo(s) or original

receipt(s) for processing refunds.

4. The departments submit the form for final approval as follows:

a. If a student refund is requested and PantherNet or College Pre-Numbered Receipt is

used for back up documentation, the form and information is sent to the Asst.

Controller of Reporting and Treasury for further processing.

b. All other disbursement requests are sent directly to Accounts Payable for further

processing.

http://www.palmbeachstate.edu/finance/Documents/APForm-DisbursementRequestForm.pdf



5. Once all information is submitted and verified by Accounts Payable the disbursement request

is processed by Accounts Payable.

6. Accounts Payable will verify & scan documentation and process the disbursement request to

produce a payment.


Check Processor mails the check (when applicable) to the vendor. If checks were requested

to be picked up instead of mailed, then the department/vendor is called when checks are

ready. Checks are sent to the Cashier’s Office for pick up.



References:



Disbursement Request Authorization Form












Finance Daily Cash Processing 2/12/2013

FINANCE

PROCEDURE MANUAL

TITLE: Daily Cash Processing

NUMBER: FIN-BKP-001

VERSION: 01



Purpose:

Outline of processing that occurs to record daily cash activity and records of daily cash balances

to be reported to Treasury Management.

Definitions:

Cash/Cash Balances: Generally refers to amounts in checking or other clearing accounts in an

approved commercial bank. Used for day to day operations (separate from investments).

Treasury: Cash funds, deposits, and other activities for payment of the college’s obligations

resulting from deposits from any source.

Responsibility:

Accounting Specialist: Individual responsible for summarizing cash accounts on a daily basis.

Treasury Management: Controls available cash balance.

Procedure Details:

1. Accounting Specialist records all previous day’s cash activity to spreadsheet.

2. Accounting Specialist reconciles the daily cash activity spreadsheet to posted activity for

all cash accounts. Daily cash activity includes:

• Deposit Activity

• Electronic Payment Activity

• Accounts Payable


Finance Daily Cash Processing 2/12/2013

• Credit Card Activity

• Stop Payment Activity

• Cancelled Check Activity

• Reissued Check Activity

3. Once daily cash is reconciled (spreadsheet to cash accounts), Treasury Management is

notified of daily cash availability.

References:





Finance Bank Reconciliation 2/12/2013

FINANCE

PROCEDURE MANUAL

TITLE: Bank Reconciliation

NUMBER: FIN-BKP-002

VERSION: 01



Purpose:

Outline of process to reconcile monthly cash accounts with the bank statement balance.

Definitions:

Bank Statement: Document received from the bank outlining monthly activity and end of month

balance.





Treasury: Cash funds, deposits, and other activities for payment of the college’s obligations


Responsibility:

Assistant Controller, Reporting and Treasury: Approves completed bank reconciliations.

Accounting Specialist: Individual responsible for reconciling cash accounts to bank balances on

a monthly basis.

Information Technology: Generates banking information (Statement) electronically.

Procedure Details:

1. Information Technology uploads monthly banking information recorded by the bank (bank

statement).


Finance Bank Reconciliation 2/12/2013

2. Accounting Specialist receives monthly bank statement from Information Technology,

gathers daily cash spreadsheets (ref. FIN-BKP-001) and compares bank statement

activity to daily cash spreadsheets.

3. Once reconciliation is complete, the Accounting Specialist prepares the journal entry for

all bank statement to daily cash spreadsheet discrepancies.

4. Accounting Specialist presents bank reconciliation and journal entry to Assistant

Controller, Reporting and Treasury for approval.

5. After the Assistant Controller’s approval, Accounting Specialist enters journal entry into

PantherNet and files all documentation.

References:



Daily Cash Processing Procedure:

FIN-BKP-001

http://www.palmbeachstate.edu/finance/Documents/FIN-BKP-001.pdf




Finance Payment Re-Issuance 2/12/2013

FINANCE

PROCEDURE MANUAL

TITLE: Payment Re-Issuance

NUMBER: FIN-BKP-003

VERSION: 01



Purpose:

To document steps taken to reissue lost or stolen checks or electronic transfers not received

.

Definitions:



Stop Payment: Payment of initial check or electronic payment requested must be stopped prior

to new check issuance (prevents potential for double payment and/or fraud).

Responsibility:

Assistant Controller, Reporting and Treasury: Approves all re-issuances.

Accounting Specialist: Individual responsible for stopping payment on payments.

Accounts Payable/Accounts Receivable: Responsible for updating PantherNet to accomplish

the reissuance of checks or electronic transfers.

Accounts Receivable/Accounting Associate II: Responsible for scanning a “Student Stop

Payment Form” for further processing.

Financial Institution: Processes the check or electronic transfer; rejects the check upon failure

of payment.



Procedure Details:

1. Accounting Specialist receives notification (e.g., telephone call, e-mail, etc.) of lost or

stolen vendor, former student or payroll check and requests a stop-payment form from

the requester if not presented.

a. For current students, the stop payment form is the student stop-payment form

available and processed at any campus cashier where the form is scanned in for

further handling through a workflow process.

b. The campus cashier cannot process stop payment forms for vendors or

employees.

2. Accounting Specialist stops payment on original check or electronic ransfer that was

issued.

3. PantherNet system files are updated by the Accounting Specialist, Accounts Receivable

or Accounts Payable staff with attached approvals to accomplish the reissuance of a

check.

4. If initial payment was in the form of an electronic payment, the reissue may be with a

check.

5. The Assistant Controller, Reporting and Treasury must approve all re-issued checks.

6. Banking rules allows banks maximum flexibility. Therefore:

a. ACH/EFT: No action by the affected payee: When initial notice is received by the

College that an EFT (electronic funds transfer) could not be completed, a

replacement payment will be produced by the College on the 3rd full day from

notification to allow for possible pull-back by the bank.

b. ACH/EFT: Action by the affected payee: When the initial notice of non-receipt of

the electronic transfer is received from the affected payee in writing as described

above within 5 business days of the initial payment: The College will complete a

recall request to the bank. Upon receipt of notification from the bank of

provisional credit, the College will proceed as in a. above.

c. ACH/EFT: Action by the affected payee: When the initial notice of non-receipt of

the electronic transfer is received from the affected payee in writing as described

above after 5 business days of the initial payment: The College will complete a

http://www.palmbeachstate.edu/finance/Documents/APForm-StopPaymentForm.pdf



recall request to the bank. Should any provisional credit be granted, the College

will proceed as under a. above.

d. Check Re-issuance: Checks will not be reissued if the initial payment was mailed

by the College until a full 10 days have passed. This is to accommodate any

returns via regular mail. After completion of a written request as detailed above,

on the 11th day a stop payment will be placed with the bank and the bank will be

afforded a full day for processing. On the 13th day a replacement check will be

entered for overnight processing.

e. Check Re-issuance: Checks expired as older than 180 days. See procedure

under d. above.

f. Check Re-issuance: Checks returned for errors making them no longer valid will

be processed after receipt of the original check for overnight printing.

g. Any circumstances other than the above where the College made an error may

be approved by the Controller or Assistant Controller if circumstances not

detailed above warrant. The Controller or Assistant Controller will not override

the above waiting periods to accommodate the recipient payee. Payees need to

be aware that the above practices are necessary under these circumstances to

protect the assets of the College.

References:



Stop-Payment Form:





Finance Long Outstanding Checks – Abandoned Property 7/23/2012

FINANCE

PROCEDURE MANUAL

TITLE: Long Outstanding Checks – Abandoned Property

NUMBER: FIN-BKP-004

VERSION: 01



Purpose:

The College is required to forward the cash value of long outstanding checks to the state to hold

for the potential claimant to claim the funds.

Definitions:

Dormancy Period: The period of time, also referred to as the abandonment period, during which

an owner of property does not take action on his property. The dormancy period is defined by

state law.

Due Diligence: The use of reasonable and prudent methods under particular circumstances to

locate apparent owners of inactive accounts using the taxpayer identification number or social

security number, if known, which may include, but are not limited to, using a nationwide database,

cross-indexing with other records of the holder, mailing to the last known address unless the last

known address is known to be inaccurate, or engaging a licensed agency or company capable of

conducting such search and providing updated addresses.

Long Outstanding Checks: Check outstanding for more than 180 days.

Unclaimed Property: defined by state statutes and includes the value of unprocessed checks.

Responsibility:

Accounting Specialist: Notifies credit and collections of long-outstanding checks and/or

processes payment.

Credit and Collections: Works with Financial Aid in responding correctly pursuant to rules

related to scholarships and awards as received from Grantor agencies, including federal

programs.


Finance Long Outstanding Checks – Abandoned Property 7/23/2012

The State of Florida Department of Financial Services: Responsible for the administration of

the State of Florida unclaimed property program.

Procedure Details:

1. The Accounting Specialist notifies Credit and Collections staff of long outstanding student

checks. Credit and Collections staff research the student accounts receivable records for

checks issued to students

2. The Accounting Specialist notifies Accounts Payable and Payroll of long outstanding

checks. Accounts Payable and Payroll staff assists the Accounting Specialist in

researching vendors and employees respectively.

3. Letter is sent to the address of record for the owner inviting the completion of the request

for a replacement check or as required by state due diligence efforts.

4. In the case of letters that are not responded to in a reasonable time, a report is filed and

monies are deposited with the State of Florida before May 1 of every year.

References:

Florida Statutes:

Chapter 717, The Florida Disposition of Unclaimed Property Act

http://www.flsenate.gov/Statutes/

Section 1001.64


Section 1001.65








http://flsenate.gov/Laws/Statutes/2011/Chapter1001/Part_III







Finance Long Outstanding Checks – Certain Federal Programs 2/22/2012

FINANCE

PROCEDURE MANUAL

TITLE: Long Outstanding Checks – Certain Federal Programs

NUMBER: FIN-BKP-005

VERSION: 01



Purpose:

The College is required to forward the cash value of long outstanding checks to The Federal

Program that initially issued the funds.

Definitions:

Certain Federal Programs: As required by federal regulations.

Dormancy Period: The period of time, also referred to as the abandonment period, during which

an owner of property does not take action on his property. The dormancy period is defined by

Federal Program regulations.

Long Outstanding Checks: Check outstanding for more than 180 days.

Responsibility:

Accounting Specialist notifies Credit and Collections of long-outstanding checks and/or

processes payment.

Credit and Collections: Works with Financial Aid in responding correctly pursuant to rules

related to scholarships and awards as received from Grantor agencies, including Federal

Programs.

Procedure Details:


Finance Long Outstanding Checks – Certain Federal Programs 2/22/2012

1. Bookkeeping Accounting Specialist notifies the Credit and Collections Manager of the

existence of Long-outstanding checks related to certain Federal Programs on a monthly

basis.

2. Credit and Collections staff research the student’s records and advises the Financial Aid

department for proper disposition as stipulated by Federal rules.

3. Funds are disbursed to the appropriate Federal Program.

References:

Florida Statutes: Chapter 717, The Florida Disposition of Unclaimed Property Act




Finance Budgeting – Current Unrestricted Fund 2/12/2013

FINANCE

PROCEDURE MANUAL

TITLE: Budgeting – Current Unrestricted Fund

NUMBER: FIN-BUD-001

VERSION: 01



Purpose:

The College prepares Yearly Budgets according to Board Policy 6Hx-18-4.08. The development

of the budget is the concern of all employees. Department Budget Managers are requested to

obtain input from staff members in preparing the budget. The budget needs to fulfill the strategic

plan, the programs, the services, and functions of the College.

Definitions:

Budget: Estimate of costs, revenues, and resources over a specified period, reflecting a

management's reading of future financial conditions. One of the most important administrative

tools, a budget serves also as a (1) plan of action for achieving quantified objectives, (2) standard

for measuring performance, and (3) device for coping with foreseeable adverse situations

(http://www.businessdictionary.com/definition/budget.html).

Budget Booklet: This information booklet is developed as a guide to assist each budgetary

manager in the preparation of the budget request.

Current Unrestricted Fund (Fund 1): This fund is used to account for those economic resources

which may be used to accomplish the primary and supporting objectives of the college. The only

restrictions on the resources of this fund are those imposed by law, regulation or the budget.

Resources accounted for in this fund have no restrictions imposed by external agencies and it is

anticipated that such resources will be utilized in the near term. Most direct instructional activities

of the college are accounted for in this fund. All state general revenues and lottery funds are

reported in this fund.


operations at Palm Beach State College including financial, student, and payroll/personnel

records.

Time Line: Dates certain sections of the budget are started and due for completion.

http://www.businessdictionary.com/definition/estimate.html

http://www.businessdictionary.com/definition/costs.html

http://www.businessdictionary.com/definition/revenue.html

http://www.businessdictionary.com/definition/resource.html

http://www.investorwords.com/3669/period.html

http://www.businessdictionary.com/definition/financial-condition.html

http://www.businessdictionary.com/definition/administrative.html

http://www.businessdictionary.com/definition/serve.html

http://www.businessdictionary.com/definition/plan.html

http://www.businessdictionary.com/definition/objective.html

http://www.businessdictionary.com/definition/standard.html

http://www.businessdictionary.com/definition/performance.html

http://www.businessdictionary.com/definition/device.html

http://www.businessdictionary.com/definition/budget.html

http://www.palmbeachstate.edu/finance/Offices/budget/

http://www.palmbeachstate.edu/finance/Offices/budget/budget-time-line.aspx



Responsibility:

Board of Trustees: Approves final budget.

Department Budget Manager: Responsible for preparation of department budget and

submission to the Budget Office.

Budget Office: Provides the Budget Booklet and Timeline to the College. Responsible for

compiling all information submitted by Department Budget Managers for presentation to the

Executive Budget Committee and presenting final budget document to the Board of Trustees.

Employees: Department Budget Managers are requested to obtain input from staff members in

preparing the budget. These same staff members are responsible for fulfilling the strategic plan,

the programs, the services, and the functions of the College.

Executive Budget Committee: The Committee’s responsibility is to review the strategic plan,

goals, and objectives and establish budget priorities for the next fiscal year and review their

impact on the funding available. The Committee is comprised of the Provosts and Vice

Presidents.

Human Resources: Reviews all personnel requests for new full-time, new part-time, and part-

time to full-time positions.

Procedure Details:

1. Budget Booklet (instructions, budget forms, spreadsheets, and time line) is prepared and

posted on the Budget Website in January.

2. Spreadsheets of all Fund 1 organization units are sent to appropriate administrators

according to the time line.

3. Completed spreadsheets and forms are returned to the Budget Office according to the time

line.

4. All personnel requests for new full-time, new part-time, and part-time to full-time positions are

returned to the Budget Office, where they are compiled, and then forwarded to Human

Resources.

5. After all budget requests are compiled, discussions/decision sessions between Finance

Administration and Provost/Vice Presidents are held per the time line.





6. The final budget document is compiled by the Budget Office and presented to the District

Board of Trustees for approval at the June Board Meeting.

7. The Board approved Budget is sent to the State according to the State deadline (usually end

of June).

8. The approved Budget is posted to the PantherNet system around June 30th so the budgets

are available for the campus users in the new fiscal year (July 1 – June 30).

References:



Budget Booklet: http://www.palmbeachstate.edu/finance/Offices/budget/

Budget Time Line: http://www.palmbeachstate.edu/finance/Offices/budget/budget-time-line.aspx

Florida Statutes:1001.64 http://www.flsenate.gov/statutes/

1011.04 http://www.flsenate.gov/statutes/



College Board Policy:

6Hx-18-4.08














Finance Budgeting – Unexpended Plant Funds (Construction) 2/12/2013

FINANCE

PROCEDURE MANUAL

TITLE: Budgeting – Unexpended Plant Funds (Construction)

NUMBER: FIN-BUD-002

VERSION: 01



Purpose:

In May of each year the College prepares Yearly Construction Budgets according to Board Policy

6Hx-18-4.08. The development of the budget is the concern of the Fund 7 Budget Manager. The

Fund 7 budget is approved at the June Board Meeting.

Definitions:

Annual Financial Report (AFR): Set of documents prepared at the end of an accounting period.

It generally contains summary of accounting data for that period, with background notes, forms,

and other information.








Unexpended Plant and Renewals/Replacement Funds (Fund 7): This fund is used to account

for resources that are available for the acquisition or construction of physical property to be used

for institution purposes and resources designated for the major repair and/or replacement of

institutional property, as well as associated liabilities.

Responsibility:


http://www.businessdictionary.com/definition/documents.html

http://www.businessdictionary.com/definition/accounting-period.html

http://www.businessdictionary.com/definition/summary.html

http://www.businessdictionary.com/definition/accounting.html

http://www.businessdictionary.com/definition/data.html


http://www.businessdictionary.com/definition/notes.html

http://www.businessdictionary.com/definition/form.html

http://www.businessdictionary.com/definition/information.html

















District Budget Manager: Responsible for preparation of Fund 7 budget and submission to

Executives and Board.

Procedure Details:

1. District Budget Manager verifies available funds from all sources (existing sources, new

sources, etc.).

2. Budget Manager develops Fund 7 budget documents.

3. Completed budget documents are presented to District Board of Trustees for approval at

the June board Meeting.

4. Approved Fund 7 budget is posted to PantherNet around June 30 (end of fiscal year).

5. In August, an AFR is prepared containing actual expended funds.

6. Budgeted Fund 7 funds are adjusted based on AFR actual data.

7. The adjustments are sent to the District Board of Trustees for approval at the September

or October meeting.

8. After approval is obtained from the District Board of Trustees the adjusted Fund 7 figures

are posted to PantherNet.

References:



















6A-14.072





Finance Budgeting – Transferring Budget During Fiscal Year 2/12/2013

FINANCE

PROCEDURE MANUAL

TITLE: Budgeting – Transferring Budget During Fiscal Year

NUMBER: FIN-BUD-003

VERSION: 01



Purpose:

To outline the procedure for transferring budget from one GL Code to another in order to

purchase items from the correct State Accounting Code.

Definitions:






General Ledger Classification (GL Code): Code used to indicate the type of transaction or

account. GL Codes are determined by the Accounting Manual for Florida’s College System.



Responsibility:

Department Budget Manager: Verifies restrictive movement within same GL Code category and

enters transfer request in PantherNet.

Budget Office: Responsible for the approval of budget transfer requests.

Procedure Details:

1. Department Budget Manager verifies transfer is only being made between the same

GL Code category (from 600 category to 600 category) and same funding source and

enters the transfer request in PantherNet.

















Finance Budgeting – Transferring Budget During Fiscal Year 2/12/2013

a. There are restricted movements of budgets into a Travel Code 600 GL

category from a non-travel code 600 GL category. This type of transfer

can take place only with the approval of the Vice President of

Administration and Business Services.

b. Budgets cannot be transferred between funds (Current unrestricted

funds and Current restricted funds).

2. Certain budget transfers are not necessary due to pooling of GL code budgets, such

as the range from 60600 through 69999. Actual expenditures are still required to

reflect the actual GL code that best describes the transaction.

3. Budget Office verifies and approves/rejects the transfer request- which will be

reflected in the organizational unit in a “real time” process.

References:



Florida Statutes:













Finance Budgeting – Organizational Unit Creation 2/12/2013

FINANCE

PROCEDURE MANUAL

TITLE: Budgeting – Organizational Unit Creation

NUMBER: FIN-BUD-004

VERSION: 01



Purpose:

New organizational units need to be set up when the college approves the curriculum for a new

program not currently taught at any campus or if a campus is approved to teach a course that is

currently taught at another campus but not taught at the requesting campus. A non-instructional

activity organizational request will follow the same basic rules.

Definitions:






Organizational Unit: Coding within the budget structure that allows for clear identification of an

area of responsibility and managerial responsibility/authority. These areas of responsibility may

also be referred to as divisions, departments, sections, or offices. The numbering of the

organizational units is based on the Accounting Manual for Florida’s College System.

Request to Add Organizational Unit request form: Form needed to be completed prior to

organizational unit being added.

Responsibility:

Vice Presidents, Deans, Provost, Directors and Associates Deans: Individuals that can

complete the request to add organizational unit request form.

Budget Office: Processes approved request forms.
















http://www.palmbeachstate.edu/finance/Documents/BudForm-AddOrgUnit.doc


Finance Budgeting – Organizational Unit Creation 2/12/2013

Payroll Supervisor: Responsible for the setup of payroll codes once a new organizational unit

code has been established.

Procedure Details:

1. Vice-Presidents, Provost, Deans, Directors and Associate Deans complete request form

for the establishment of the accounting structure for a new organizational unit or cost

center and sends completed form to Budget office.

2. Budget Office sets up the new organizational unit.

3. After the organizational unit is setup, the completed form along with the new

organizational unit code is sent to the Payroll Supervisor for the establishment of payroll

codes.

References:



Florida Statutes:

1010.02

http://www.flsenate.gov/statutes/


6Hx-18-4.08


6Hx-18-4.10










Finance Budgeting – Capitalization of Assets 2/12/2013

FINANCE

PROCEDURE MANUAL

TITLE: Budgeting – Capitalization of Assets

NUMBER: FIN-BUD-005

VERSION: 01



Purpose:

At the end of the fiscal year, fixed assets with a value of $5,000 and greater are capitalized and

depreciated according to their GL code. Items of value less than $5,000 are treated as a current

expense.

Definitions:

Capitalization: Recording of a cost as a fixed asset (written off as depreciation over several

accounting periods) instead of an expense (charged off against earnings in one accounting

period; http://www.businessdictionary.com/definition/capitalization-cap.html).

Depreciation: Gradual conversion of the cost of a tangible capital asset or fixed asset (excluding

land because it has unlimited life) into an operational expense (called depreciation expense) over

the asset's estimated useful life (http://www.businessdictionary.com/definition/depreciation.html).

DHS: Inventory system tracking fixed assets purchased.

Fiscal Year: July 1 – June 30.



Responsibility:

Property Records Coordinator: Assigns asset inventory tag in DHS system.

Budget Office: Processes fixed asset purchases and balances fixed asset totals to DHS system.

Procedure Details:

http://www.businessdictionary.com/definition/cost.html

http://www.businessdictionary.com/definition/fixed-asset.html

http://www.businessdictionary.com/definition/depreciation.html

http://www.businessdictionary.com/definition/accounting-period.html

http://www.businessdictionary.com/definition/expense.html

http://www.businessdictionary.com/definition/earnings.html


http://www.businessdictionary.com/definition/capitalization-cap.html

http://www.businessdictionary.com/definition/conversion.html

http://www.businessdictionary.com/definition/cost.html

http://www.businessdictionary.com/definition/tangible-capital-asset.html

http://www.businessdictionary.com/definition/fixed-asset.html

http://www.businessdictionary.com/definition/land.html

http://www.businessdictionary.com/definition/expense.html

http://www.businessdictionary.com/definition/depreciation-expense.html

http://www.businessdictionary.com/definition/asset.html

http://www.businessdictionary.com/definition/estimated-useful-life.html

http://www.businessdictionary.com/definition/depreciation.html



Finance Budgeting – Capitalization of Assets 2/12/2013

1. Property Records Coordinator tags and logs all fixed asset purchases into DHS inventory

system.

2. At end of fiscal year fixed assets purchased for less than $5,000 are expensed. However,

when assets are purchased valued between $1,000 and $5,000 they are tagged and logged

into DHS inventory system. These assets will remain in DHS inventory system for tracking

purposes.

3. Fixed assets with a value of $5,000 and greater will be capitalized and follow the assigned

asset depreciation schedule:

• Land – Not Depreciated

• Buildings – 40 years

• Other Structures (cost greater than $50,000) – 10 years with no

residual value

• Equipment – 3 year class (computers)

• Equipment – 5 year class (other office machines, vehicles,

educational equipment)

• Furniture – 7 year class (Details at accounting Manual, see below)

References:



(Section 14.11, 14.12, 14.13, 14.14, 14.15)






Finance Budgeting – Student Worker Funds 2/12/2013

FINANCE

PROCEDURE MANUAL

TITLE: Budgeting – Student Worker Funds

NUMBER: FIN-BUD-006

VERSION: 01



Purpose:

The College prepares an annual budget according to Board Policy 6Hx-18-4.08. The

development of the student worker budget is decided between the Vice President of

Administration & Business Services and the Vice President of Student Services. The budget

needs to fulfill the strategic plan, programs, services, and functions of the College.

Definitions:






Current Unrestricted Fund (Fund 1): This fund is used to account for those economic

resources which may be used to accomplish the primary and supporting objectives of the

College. The only restrictions on the resources of this fund are those imposed by law, regulation,

or the budget. Resources accounted for in this fund have no restrictions imposed by external

agencies and it is anticipated that such resources will be utilized in the near term. Most direct

instructional activities of the College are accounted for in this fund. All State general revenues

and lottery funds are reported in this fund.

Restricted Fund (Fund 2): This fund is used to account for those economic resources which

may be used to accomplish the primary and supporting objectives of the College. These

resources have been restricted in purpose by the donors or other outside agencies.

Student Worker: A student enrolled in the College who is also employed part-time by the

College. A student worker position can be funded by either Fund 1 as a department-paid Student

Assistant or Fund 2 as a Federal Work-Study paid Student Assistant.



















Responsibility:

Board of Trustees: Approves final budget of revenue, personnel costs, current costs and capital

costs.

Vice President of Student Services: Responsible for establishing budget amounts for each

campus as well as any district allocation of funding.

Vice President of Administration and Business Services: Responsible for establishing

general college allocation of student worker funds in conjunction with Vice President of Student

Services.

Finance Department: Provides oversight and reports for monitoring student worker budgets.

Budget Manager: Budget Managers are responsible for monitoring their budget allocations and

adhering to hiring requirements established in the Salary Schedule.

Executive Budget Committee: The Committee’s responsibility is to (1) review the strategic plan,

goals, and objectives, (2) establish budget priorities for the next fiscal year, and (3) review their


Presidents.

Human Resources: Reviews all personnel requests for student workers.

Procedure Details:

1. Funding for student workers is determined by the Vice President of Business Services and

Vice President of Student Services. Funding for student workers is comprised of Fund 1

department-paid Student Assistants as well as Fund 2 Federal Work-Study paid Student

Assistants.

2. Funding for each campus as well as certain district functions are discussed with the Budget

Committee, prior to each fiscal year.

3. Once approved, each Provost or Vice President is responsible for communicating the budget

amounts to each designated Budget Manager.



4. The approved Budget is posted to the PantherNet system around June 30th so the budgets

are available for the Budget Managers in the new fiscal year (July 1 - June 30).

5. Budget Managers are responsible for monitoring their budgets throughout the year.

6. Budget Managers should adjust hours or positions as available funding warrants since

student worker positions are dependent upon available budget funds.

7. Student worker positions are established on a term by term basis in order to verify enrollment

as well as funding.

8. All student worker positions should be approved by the assigned Budget Manager and then

forwarded to Human Resources. Certain eligibility requirements have been established; refer

to Process-Student Workers.

References:




Budget Time Line: http://www.palmbeachstate.edu/finance/Offices/budget/









Salary Schedule:

http://www.palmbeachstate.edu/hr/Documents/salaryschedule.pdf

http://www.palmbeachstate.edu/finance/Documents/ProcessStudentWorkers.pdf










http://www.palmbeachstate.edu/hr/Documents/salaryschedule.pdf


Finance Budgeting – Overtime Funds 2/14/2013

FINANCE

PROCEDURE MANUAL

TITLE: Budgeting – Overtime Funds

NUMBER: FIN-BUD-008

VERSION: 02



Purpose:

The College prepares an annual budget according to Board Policy 6Hx-18-4.08. The

development of the budget for personnel funds is based on discussions and requests among the

Executive Budget Committee. The budget needs to fulfill the strategic plan, the programs, the

services, and functions of the College.

Definitions:




for measuring performance, and (3) device for coping with foreseeable adverse situations.


which may be used to accomplish the primary and supporting objectives of the College. The only

restrictions on the resources of this fund are those imposed by law, regulation, or the budget.



of the College are accounted for in this fund. All state general revenues and lottery funds are




Responsibility:


Finance Department: Monitors College-wide overtime budgets.
















Budget Manager: Budget Managers are responsible for monitoring their budget allocations and

adhering to overtime requirements established in the Salary Schedule.

Executive Budget Committee: The Committee’s responsibility is to review the strategic plan,

goals, and objectives and establish budget priorities for the next fiscal year and review their


Presidents.

Vice President or Provost: Approves or denies overtime for employees under their direct or

indirect supervision.

Supervisor: Approves or denies if overtime hours should be authorized based on departmental

need and budget allocations.

Vice President of Administration and Business Services: Determines final allocation of

overtime funds to each Vice President or Provost who comprise the Executive Budget Committee

and present final Budget to the Board of Trustees.

Payroll Office: Inputs approved overtime in order to produce individual pay to employees.

Procedure Details:

1. Funding for overtime is determined by the Vice President of Administration and Business

Services along with discussions with the Executive Budget Committee.

2. Funding for each Provost or Vice President’s area is discussed with the Executive Budget

Committee, prior to each fiscal year.

3. Once approved, the Budget for overtime is posted to the PantherNet system around June 30th

so the budgets are available for the Provosts and Vice Presidents in the new fiscal year (July

1 – June 30).

4. Provost or Vice President is responsible for distributing departmental budget amounts once

the final campus-based Overtime funds are posted in PantherNet.

5. Provost or Vice President is responsible for monitoring their budgets throughout the year.

6. Overtime hours must be authorized by an employee’s direct supervisor PRIOR to any

additional work hours performed.

7. Employee submits completed, approved Overtime Form for any overtime hours worked that

had previously been authorized by their supervisor.

http://www.palmbeachstate.edu/finance/Documents/PayForm-OvertimeReportForm.pdf



8. Vice President and/or Provost must sign for final approval or deny Overtime Form.

9. If form has final approval, Vice President’s of Provost’s office submits form to the Payroll

Office. Forms that are denied or incomplete will be returned to the employee. (FIN-PAY-008

Overtime Pay)

References:



Budget Booklet: http://www.palmbeachstate.edu/finance/Documents/Book2012-13a.pdf

Budget Time Line: http://www.palmbeachstate.edu/finance/Offices/budget/budget-time-line.aspx


http://www.palmbeachstate.edu/boardoftrustees/documents/BoardPolicie

s/Section4/4.08.pdf

Finance Procedure: FIN-PAY-008

http://www.palmbeachstate.edu/finance/Documents/FIN-PAY-008.pdf

Florida Statutes: 1001.64 http://www.flsenate.gov/statutes/




General Definitions: http://www.businessdictionary.com/definition/budget.html

Overtime Report Form: http://www.palmbeachstate.edu/finance/Documents/PayForm-

OvertimeReportForm.pdf




http://www.palmbeachstate.edu/finance/Documents/fin-pay-008.pdf

http://www.palmbeachstate.edu/finance/Documents/fin-pay-008.pdf


http://www.palmbeachstate.edu/finance/Documents/Book2012-13a.pdf




http://www.palmbeachstate.edu/finance/Documents/FIN-PAY-008.pdf

http://www.flsenate.gov/Laws/Statutes/2011/Chapter1001/Part_III

http://www.flsenate.gov/Laws/Statutes/2011/Chapter1001/Part_III

http://flsenate.gov/Laws/Statutes/2011/Chapter1011/All








Finance Finance Department Procedures Guidelines 5/3/2016

FINANCE

PROCEDURE

MANUAL

TITLE:

Finance Department Procedures Guidelines

NUMBER:

FIN-CON-001

VERSION:

04

ISSUED DATE:

10/28/2008

REVISION DATE:

5/3/2016

Purpose:

This procedure sets the framework for creating, editing, maintaining, and communicating Finance

Department Procedures.

Definitions:

Laws: Florida Statutes (Primarily related to Education Code Sections).

Numbering Scheme: (FIN-XXX-NNN) Finance=FIN [all areas] then sub area: Controller=CON;

Accounting/GL= ACG; Accounts Receivable/Credit Collections=SAS; Bursars/Cashiering= BUR;

Budgets=BUD; Bookkeeping=BKP; Payroll=PAY; Accounts Payable=ACP; Grants and

Foundation=GRF; then number 001-999. Unique or general areas that cross functions will fall

under Controller (CON) area such as finance security, finance analyses, special projects.

Policies: Official District Board of Trustee (DBOT) Policies.

Procedure: For Finance, this means the official written documentation to assist in implementing

Finance related policy or rule enforcement, activities, and standard business operations.

Procedures are more general than step by step task demonstration, but more detailed than

general Board policy, and will direct personnel to proper departments, personnel, or forms.

Rules: State Board of Education Rules for Community/State Colleges.

Template: Template similar to this document with its subsections to be used for all procedures.

Responsibility:

Under the direction of the Controller, each Finance Department Manager and Supervisor is

charged with creating, reviewing, and maintaining certain procedures related to their areas of



expertise. Included with the creation and maintenance of such procedures, all Finance personnel

are responsible for ensuring accurate communication of procedures and updates as needed.

Procedure Details:

The following parameters are to be followed to make decisions about Finance Department

Procedures.

1. Keep “Procedures” limited to documents that can effectively communicate responsibilities

and steps to assist in following Board Polices, State Laws, Rules, and good business

practices.

a. Documents should not be overly detailed but sufficient to communicate to:

i. College employees both inside and outside the Finance Department

ii. Auditing Authorities

2. Determine the need for a procedure.

a. Examine current processes and procedures.

i. Edit current practice and procedure documentation to be suited for this

format including “Purpose”, “Definitions”, “Responsibility”, “Details”, and

“References”.

b. Use this template and format for all procedure documents which will then be

reviewed by at least two other personnel then approved by Controller. Final

versions will be cataloged and converted to PDF for general College availability.

c. Review current Laws, State Board Rules, Board Policies, and Authoritative

Professional Pronouncements.

i. Fill in any gaps.

ii. Pay close attention to areas where Laws or rules explicitly give local

authority to make procedures.

iii. Concentrate on Board Policy clarification and enforcement.

d. Make sure other routine areas are covered where day to day interdepartmental

operations are affected.

i. Define who does what, when, where, how, etc.

ii. Address frequently asked questions.

3. Include necessary forms or references to forms – and update as appropriate – (see

references sample below).

a. Use Position Titles rather than proper names.

b. Use consistent terminology and definitions.

4. Review each procedure annually.



a. Controller’s Office will keep final versions and updates electronically by dated

order to assist in regular review.

b. All final documents will be considered public information.

c. All documents will be available via Finance Web Site.

d. All affected College Personnel will be reminded of updates.

i. Email lists maintained to communicate changes.

ii. Email to such groups for each change as it occurs pointing College

personnel to the new/updated procedure.

e. If changes are substantial:

i. Arrange for appropriate training

ii. Train before implementation is required and

iii. Certify affected personnel have attended/ passed/ completed related

training.

References:

Finance Procedures:

http://www.palmbeachstate.edu/finance/procedure-manual.aspx

Florida Statutes:


Procedures Template:

\\shared\files\FinSrvs\finance\Procedures\Template\FIN-ProcedureDocTemplate.dotx

Palm Beach State DBOT Policies:

http://www.palmbeachstate.edu/boardoftrustees/district-board-of-trustees-policies.aspx

State Administrative Rules:

https://www.flrules.org/gateway/ChapterHome.asp?Chapter=6A-14

http://www.palmbeachstate.edu/finance/procedure-manual.aspx



https://www.flrules.org/gateway/ChapterHome.asp?Chapter=6A-14


FINANCE

PROCEDURE MANUAL

TITLE: Treasury Banking and Investments

NUMBER: FIN-CON-002

VERSION: 02



Purpose:

Outline of treasury functions and related investment functions to provide for safety and earnings to

protect and enhance College assets.

Definitions:



Investments: Amounts held for higher rates of return in the State of Florida managed accounts or

similarly approved investment vehicles (not for daily operations).

Qualified Public Depository: Banking institutions approved by the Florida Department of Financial

Services which provide for protection of public funds on deposit via collateral management.

Treasury: Cash funds, deposits, and other activities for payment of the College’s obligations


Responsibility:

Controller’s Office/Purchasing: Review of agreements.

Controller’s Office/Designee: Daily Reporting Activities.

Treasury Accountant: Daily balancing and reporting of balances to Controller, manager, and

designees.

Procedure Details:

Controller’s Office, along with Purchasing will regularly review banking arrangements for possible

RFP/Bidding, or pricing updates.

Finance Treasury Banking and Investments 5/4/2016


Board Approval is obtained for all related services per policies, including use of only authorized

Qualified Public Depositories.

Excess resources that can be invested will be done primarily for liquidity and safety, provided there is

an earnings benefit over the costs of such investments. Interest/Dividend returns will be considered

once liquidity is established.

The College shall use State of Florida professionally managed funds as permitted such as:

1. Special Purpose Investment Account (SPIA) and

2. State Board of Administration Pool (SBA)

3. Other investments as permitted by laws and rules.

The College shall not invest in derivative products per Board Policy.

The College will maintain external funds on deposit through agency accounts, such as club or pass-

through organizations, in the same manner as other funds described here.

1. Agency Funds are also known as Fund Six accounts.

2. Return on funds is not allocated to Fund Six accounts in lieu of banking and administrative

fees offsets.

Amounts will be monitored daily as to correct mix of balances to be appropriately distributed to gain

better returns, but maintain payables and contingency coverage balances.

Treasury/Investment transactions are generally administered via online banking services. The

Controller shall designate certain individuals access to such functions. Controls are maintained

primarily through segregation of accounting/reconcilers from access to funds transfers and include

limits and pre-designated beneficiaries for disbursement of funds online.

References:

College Board policies:

6Hx-18-4.031


6Hx-18-4.42








6A-14.0765


FL/DFS: https://apps8.fldfs.com/CAP_Web/PublicDeposits/gov_units.aspx




https://apps8.fldfs.com/CAP_Web/PublicDeposits/gov_units.aspx


Finance Request PantherNet Application Access - Finance and Personnel/Payroll System 5/4/2016

FINANCE

PROCEDURE

MANUAL

TITLE:

Request PantherNet Application Access - Finance and

Personnel/Payroll System

NUMBER:

FIN-CON-003

VERSION:

02

ISSUED DATE:

3/25/2010

REVISION DATE:

5/3/2016

Purpose:

To document steps taken to request and grant PantherNet Application Access - Finance and

Personnel/Payroll system.

Definitions:



records.

Responsibility:

Employee’s hiring department or delegate: Completes and submits the Request for

PantherNet Application Access - Finance System form.

Employee’s Hiring Administrator: Reviews and approves/rejects the form.

Finance System Security Administrator or delegate: Assigns/revises/removes necessary

security groups for each requested PantherNet system area, and notifies the employee’s hiring

administrator when the process is complete.

Procedure Details:

1. For new employee access:

a. The employee’s hiring department or delegate completes and submits the PantherNet

finance/personnel/payroll access required on a Request for PantherNet Application

Access - Finance System form.

b. The employee’s hiring administrator reviews and approves the form.

http://intranet.pbcc.edu/forms/panthernet/finance/




c. Finance System Security Administrator or delegate updates or adds all necessary

information from the form to the employee's user profile in PantherNet and notifies the

employee’s hiring administrator when the process is complete.

2. To revise employee access:

a. When an employee transfers to another department, or changes departmental

responsibilities, the employee’s department or delegate completes and submits a revised

Request for PantherNet Application Access - Finance System form.


c. Finance System Security Administrator or delegate updates or adds all necessary

information from the form to the employee's user profile in PantherNet and notifies the


3. To cancel employee access:

a. When an employee no longer requires access to the finance/personnel/payroll system,

the employee’s hiring department or delegate requests to remove access with a Request

for PantherNet Application Access - Finance System form.


c. Finance System Security Administrator or delegate removes access and notifies the


4. Terminated employee access:

a. When an employee terminates employment, or is no longer affiliated with the College,

Human Resources notifies Information Technology.

b. Information Technology disables the employee's PantherNet system user profile and

removes attached security group(s).

c. Information Technology notifies the Finance System Security Administrator or delegate of

the employee's termination.

d. Finance System Security Administrator or delegate removes employee's financial user

profile, financial user group approvals (if any), and the approval structure.

References:


6Hx-18-1.23


6Hx-18-1.24









Request for PantherNet Application Access – Finance System:




Finance Electronic Funds Transfers - Credits 5/4/2016

FINANCE

PROCEDURE

MANUAL

TITLE:

Electronic Funds Transfers - Credits

NUMBER:

FIN-CON-004

VERSION:

02

ISSUED DATE:

9/8/2009

REVISION DATE:

5/3/2016

Purpose:

Outline of process to receive Electronic Funds Transfers.

Definitions:

EFT (Electronic Funds Transfer): An alternative means of transmitting payments to Palm Beach

State College (and others) instead of sending a paper check.

Responsibility:

Controller’s Office: Receive EFT documentation, log this on EFT Receipt spreadsheet, and

notify Personnel that funds are here.

Finance Staff: Create receipt or journal entry for EFT.

Treasury Accountant: Reconciles cash on daily basis. Bank reconciliation is done on a monthly

basis.

Procedure Details:

1. Bank transmits documentation of all EFTs received for that day.

2. Controller’s Office staff logs all EFTs on EFT Receipt spreadsheet, logs on to online

banking system website and saves electronic copy of EFTs received.

3. Email is sent to those in Finance (or other department personnel) who are responsible for

that EFT.

4. Personnel create a receipt or journal entry for the EFT and either enter the receipt

number on the EFT Receipt spreadsheet or have alternate personnel do this.


Finance Electronic Funds Transfers - Credits 5/4/2016

5. Treasury Accountant summarizes cash balances on a daily basis and does bank

reconciliation on a monthly basis.

References:








Finance Identity Theft Prevention Procedures 2/29/2016

FINANCE

PROCEDURE

MANUAL

TITLE:

Identity Theft Prevention Procedures

NUMBER:

FIN-CON-005

VERSION:

03

ISSUED DATE:

9/30/2011

REVISION DATE:

2/10/2016

Purpose:

To document Palm Beach State’s administrative controls used to detect, prevent, and mitigate

identity theft in connection with the opening, maintenance, and use of employee, customer, and

student accounts.

Definitions:

Accounts: Records the College maintains in connection with official business, including

admissions and student applications, financial accounting records, financial aid records, and

related identification records in various systems.

Red Flags: A pattern, practice, or specific activity that indicates the possible existence of identity

theft.

Identity Theft: A fraud committed or attempted using the identifying information of another

person without authority.

Identifying Information: Any name or number that may be used, alone or in conjunction with any

other information, to identify a specific person, including:

• Name

• Address

• Telephone number

• Social security number (SSN)

• Date of birth

• Government issued driver’s license or identification number

• Alien registration number

• Government passport number

• Employer or taxpayer identification number

• Unique electronic identification number

• Computer’s Internet Protocol (IP) address or routing code



Responsibility:

Identification Theft Task Force (IDTTF): A cross-functional group of College personnel tasked

with coordination of the administration, reporting, and modification of this procedure.

IDTTF Members:

Finance Department: Controller

Enrollment Services: College Registrar

Enrollment Services: Financial Aid Director

Finance/Accounts Receivable/Cashiering: Assistant Controller, Revenue & Operations

Finance/Purchasing/Accounts Payable: Assistant Controller, Treasury & Reporting

Human Resources: Executive Director, Human Resources

Information Technology: Chief Information Officer and Information Security Manager

Security Department: Chief of Security

Procedure Details:

1. The IDTTF will meet regularly to implement these procedures. The IDTTF shall, at a

minimum, consist of key personnel from Student Registration, Financial Aid, Finance,

Academic Admissions, Information Technology, Human Resources, and Security.

2. The IDTTF shall maintain a listing of those items that are deemed to indicate that there could

be possible ID theft problems (‘Red Flags’-See Checklists), and direct the key areas that

have access to such documents and processes to their existence, recommended

remediation, and follow-up steps as outlined in this procedure.

3. This procedure will be periodically reviewed and updated to reflect changes in identity theft

risks and technological changes. The IDTTF will consider the College’s experiences with

identity theft, changes in identity theft methods; changes in identity theft detection, mitigation

and prevention methods; changes in types of accounts the College maintains; changes in the

College’s business arrangements with other entities, and any changes in legal requirements

in the area of identity theft.



4. After considering these factors, the IDTTF will determine whether changes to the procedures,

including the listing of Red Flags, are warranted.

5. The IDTTF shall confer with all appropriate College personnel as necessary to ensure

compliance with the Program. The IDTTF shall present any recommended changes to the

President for approval. The President’s approval shall be sufficient to make changes to the

College Identity Theft Prevention Program.

1. Suspicious Documents:

a. Identification document or card that appears to be forged, altered or inauthentic;

b. Identification document or card on which a person’s photograph or physical

description is not consistent with the person presenting the document;

c. Other document with information that is not consistent with existing customer

information (such as if a person’s signature on a check appears forged); and

d. Application for service that appears to have been altered or forged.

2. Suspicious Personal Identifying Information:

a. Identifying information presented that is inconsistent with other information the

customer provides (e.g., inconsistent birth dates);

b. Identifying information presented that is inconsistent with other sources of information

(e.g., an address not matching an address on a credit report);

c. Identifying information presented that is the same as information shown on other

applications that were found to be fraudulent;

d. Identifying information presented that is consistent with fraudulent activity (i.e., an

invalid phone number or fictitious billing address);

e. Social security number presented that is the same as one given by another customer;

f. An address or phone number presented that is the same as that of another person;

g. A person fails to provide complete personal identifying information on an application

when reminded to do so (however, by law social security numbers must not be

required); and

h. A person’s identifying information is not consistent with the information that is on file

for the customer.

3. Suspicious Account Activity or Unusual Use of Account:

a. Change of address for an account followed by a request to change the account

holder's name;

b. Payments stop on an otherwise consistently up-to-date account;

c. Account used in a way that is not consistent with prior use (example: very high

activity)



d. Mail sent to the account holder is repeatedly returned as undeliverable;

e. Notice to the College that a customer is not receiving mail sent by the College;

f. Notice to the College that an account has unauthorized activity;

g. Breach in the College’s computer system security; and

h. Unauthorized access to or use of customer account information.

4. Notifications and Warnings from Credit Reporting Agencies

a. Report of fraud accompanying a credit report;

b. Notice or report from a credit agency of a credit freeze on a customer or applicant;

c. Notice or report from a credit agency of an active duty alert for an applicant; and

d. Indication from a credit report of activity that is inconsistent with a customer’s usual

pattern

5. Alerts from others:

a. Notice to the College from a customer, identity theft victim, law enforcement or other

person that it has opened or is maintaining a fraudulent account for a person

engaged in Identity Theft.

References:

Florida Statutes:

FS 501.171

https://www.flsenate.gov/Laws/Statutes

Red Flags Rule:

15 USC § 1601; 16 CFR 681 et seq.

http://www.gpo.gov/help/parallel_table.pdf

Finance Procedures:

FIN-SAS-025

http://www.palmbeachstate.edu/finance/Documents/FIN-SAS-025.pdf

Board Policy:

http://www.palmbeachstate.edu/boardoftrustees/Documents/1.30_Identity_Theft_Prevention_Program.pdf

https://www.flsenate.gov/Laws/Statutes

http://www.gpo.gov/help/parallel_table.pdf


http://www.palmbeachstate.edu/boardoftrustees/Documents/1.30_Identity_Theft_Prevention_Program.pdf


Finance PantherNet/Finance Security Administration 5/4/2016

FINANCE

PROCEDURE

MANUAL

TITLE:

PantherNet/Finance Security Administration

NUMBER:

FIN-CON-006

VERSION:

03

ISSUED DATE:

6/11/2013

REVISION DATE:

5/3/2016

Purpose:

Two levels of security are maintained within the PantherNet Security and Financial Information

system - Security Groups and Financial User Groups. Both groups relating to Finance are defined

and maintained by the Controller's Office or designee. Pre-defined security groups and financial

user groups are used to grant College personnel PantherNet finance access and budgetary

access to funds. Security groups and financial user groups are reviewed periodically by

appropriate College management/administration or designee in order to ensure appropriate

personnel have restricted access in PantherNet/Finance.

Definitions:



records.

Security Group: Provides user access to the associated functions/modules belonging to a

PantherNet system (i.e., Financial Information system, etc.)

Security User Profile: Defines user’s access to PantherNet system(s) and their functions.

Financial User Group: Defines approver(s) for Finance documents (i.e., Department

Requisitions, PCard transactions, etc.), and also grant users access to associated Org Units.

Financial User Profile: Defines particular user’s access to financial user groups.

College Management/Administration: Vice Presidents/Provosts, Deans, Associate Deans,

Department Directors, Managers/Supervisors, etc.

Responsibility:

College Management/Administration or designee: Reviews and/or requests employee access

to PantherNet/Finance.


Finance PantherNet/Finance Security Administration 5/4/2016

Controller’s Office or designee: Defines and maintains PantherNet/Finance security

groups/user profiles and financial user groups/profiles.

Procedure Details:

1. College Management/Administration or designee periodically reviews their

department/division’s employee PantherNet/Finance security and financial user groups.

College Management/Administration or designee sends a request* (FIN-CON-003) to the

Controller’s Office or designee if an employee’s PantherNet/Finance access needs to be

added/revised/removed.

2. The Controller’s Office or designee adds/revises/removes PantherNet/Finance security and

groups/user profiles and financial user groups/user profiles:

a) When requested by the College Management/Administration or designee.

b) Upon receiving users disabled list from Information Technology and/or employee

terminations list from the Payroll Supervisor.

c) When terminated employee financial user profiles, approval structures, alias profiles, and

time & attendance (T&A) profiles are listed in the daily PantherNet Inactive Users With

Financial and T&A Profiles SQL report.

*The Controller’s Office or designee accepts email requests from the College

Management/Administration or designee to add/revise/remove financial user groups and user

profiles.

References:

Procedure - Request for PantherNet Application Access – Finance System:

FIN-CON-003

Palm Beach State College Board Policy:

6Hx-18-1.23


6Hx-18-1.24


Palm Beach State College Computer Use Agreement:

http://intranet.pbcc.edu/hr/Documents/emailaccountrequest.pdf

https://dwreports.pbcc.edu/ReportServer/Pages/ReportViewer.aspx?%2ffinanceprojects%2fsecr%2fcm_pnetacess_by_user

https://dwreports.pbcc.edu/ReportServer/Pages/ReportViewer.aspx?%2ffinanceprojects%2fsecr%2fcm_financial_usergroups_and_orgs

http://www.palmbeachstate.edu/finance/Documents/FIN-CON-003.pdf




http://intranet.pbcc.edu/hr/Documents/emailaccountrequest.pdf


Finance Authorization of manual Finance Checks 5/4/2016

FINANCE

PROCEDURE

MANUAL

TITLE:

Authorization of manual Finance Checks

NUMBER:

FIN-CON-007

VERSION:

02

ISSUED DATE:

10/11/2011

REVISION DATE:

5/3/2016

Purpose:

To document Palm Beach State’s procedure for the authorization of manual Finance checks after

payroll for a pay period that has already been paid.

Definitions:

Payroll Adjustment: An adjustment to the Time and Attendance (Time/Att) entry to report a

difference between the Time/Att reported and the actual Time/Att for that pay period.

Responsibility:

Supervisor: Responsible for submitting request to the Vice President of Administration and

Business Services, completing payroll adjustment, and approving payroll adjustment.

Payroll Office: Inputs personnel payment information into the system.

Vice President of Administration and Business Services: Obtains assistance from the

Controller and/or Executive Director of Human Resources to provide background information.

Controller: Assists the Vice President of Administration and Business Services by providing

background information.

Executive Director of Human Resources: Assists the Vice President of Administration and

Business Services by providing background information.

Treasury Accountant: Processes manual Finance check and notifies employee that check is

ready.

Controller’s Office: Adds manual check to the list of authorized checks with the bank.


Finance Authorization of manual Finance Checks 5/4/2016

Cashier’s Office: Upon receipt of proper ID, has employee sign for check, and distributes it to

employee.

Procedure Details:

1. Upon notification that a(n) employee(s) did not receive a paycheck, Supervisor makes a

request in writing via hard copy or email to the Vice President of Administration and Business

Services with the following information:

a. An explanation why the employee did not receive the scheduled payment,

b. The number of hours or salaried pay period that needs to be paid, and

c. The reason for the delay in processing.

2. Vice President of Administration and Business Services seeks assistance of Controller and/or

Executive Director of Human Resources if background information is needed. Once

approved, Supervisor is notified to continue.

3. Supervisor or designee submits Payroll Report Adjustment online and approves it in the

EmployeeWeb.

4. Payroll Office, Accounts Payable Office, and Treasury Accountant work together with I.T. to

create manual Finance check.

5. Treasury Accountant notifies Controller’s Office to add manual Finance check to the bank’s

website.

6. Controller’s Office notifies Treasury Accountant once check is added to the bank’s website.

7. Treasury Accountant delivers check to Cashier’s Office.

8. Treasury Accountant notifies employee that check is ready for pickup at Cashier’s Office.

9. Cashier’s Office distributes check to employee once employee produces ID and signs for

check (or mailed in lieu of in-person pick up if not on direct deposit, at employees request)

References:

Payroll Report Adjustment: http://intra2.pbcc.edu/payroll/entercode.asp

EmployeeWeb: http://www.palmbeachstate.edu/employeeweb/

http://intra2.pbcc.edu/payroll/entercode.asp

http://www.palmbeachstate.edu/employeeweb/

http://intra2.pbcc.edu/payroll/entercode.asp

http://www.palmbeachstate.edu/employeeweb/


Finance Electronic Funds Transfers - Debits 5/4/2016

FINANCE

PROCEDURE

MANUAL

TITLE:

Electronic Funds Transfers - Debits

NUMBER:

FIN-CON-008

VERSION:

03

ISSUED DATE:

9/8/2009

REVISION DATE:

5/3/2016

Purpose:

Outline of process to send Electronic Funds Transfers.

Definitions:

Automated Clearing House (ACH): A nationwide electronic funds transfer (EFT) system that

provides for the inter-bank clearing of credit and debit transactions and for the exchange of

information among participating financial institutions. Direct paycheck deposits are an example of

electronic fund transfers that go through this network.

Direct Deposit: The electronic transfer of a payment directly from the account of the payer to the

recipient's account.

Electronic Funds Transfer (EFT): An alternative means of transmitting payments from Palm

Beach State College (and others) instead of sending a paper check.

Security Token: A physical device that an authorized user of computer services is given to ease

authentication. Security tokens are used to prove one's identity electronically (e.g., a customer

trying to access their bank account). The token is used in addition to or in place of a password to

prove that the customer is who they claim to be. The token acts like an electronic key to access

something.

Wire Transfer: An electronic payment service for transferring funds by wire (e.g., through the

Federal Reserve Wire Network).

Responsibility:

Vice President of Administration and Business Services: Designates personnel with access

to online banking system and reviews/approves wire account directions within the banking

system.



Controller: Responsible for implementing policies and procedures related to EFTs.

Assistant Controller/Controller’s designee: Approves and submits wire info within online

banking system.

Controller’s Office Staff: Receives notification that funds need to be wired, logs into online

banking system, and initiates wire transfer.

Finance Staff: Create journal entry for wire transfer.

Treasury Accountant: Reconciles cash on daily basis. Bank reconciliation is done on a monthly

basis.

Procedure Details:

1. The College will ensure that all electronic fund transfers are recorded in the College

accounts and properly supported by bank documents, statements, or other electronic

documentation as appropriate for the transaction. This may include documentation

provided by the recipient payees if appropriate to correctly direct funds.

2. Direct Deposit: The College may make electronic payments to students, customers,

employees, and vendors at the payees’ direction. The College will employ standard

controls for payments as with any other non-electronic payment. The College also

maintains a list of accounts that payees have requested via their own manual signature

or an electronic self-certifying directive online. The College may use its own internal

web-based system or coordinate with appropriate third party providers’ systems. The

College will reconcile the accounts at least monthly similar to any non-electronic account.

3. Wire Transfers: Wire transfers may be recurring or one time payments directly from the

College’s contracted bank. The College is now, and may continue in the future, to be

mandated to wire monies to selected entities for payments including but not limited to the

State of Florida, retirement account vendors, and the Internal Revenue Service. In

addition to the contracted banking online controls, additional controls include encryption,

tokens, passwords, and certificate protections. The College’s payments will:

a. Be sent to pre-approved payees only by designated personnel with access to

online banking system, and

b. Be approved by a second designated person.



c. Payees are to be added as necessary and input by personnel designated by the

Vice President of Administration & Business Services, and

d. Payee Records must have a second designated approver prior to entry into the

system.

4. Withdrawal: The College does not maintain the ability to withdraw funds electronically,

but may from time to time transfer between its own accounts within or among its own

bank or state investment accounts. See Investments.

5. Investments: The College may routinely transfer funds between its own accounts at its

treasury bank or its investment accounts, per predetermined payee records. These

transfers shall assist in maintaining cash flow, and to help enhance earnings returns

where appropriate. The Vice President of Administration and Business Services may

appoint one or more personnel to initiate these transactions using customary encrypted,

web-based systems that are provided by the contracted bank. These accounts are to be

reconciled monthly.

6. Payments: Efficient use of payment systems are to be employed whenever practical.

Usual and customary controls are to be in place similar to non-electronic payment

transactions including approvals, and accounts allocations, and reconciliations.

a. The College will use the same self-directed payment information as noted in the

direct deposit section of this policy.

b. The accounts will be reconciled monthly.

References:






http://flsenate.gov/Laws/Statutes/2011/1010.11



http://flsenate.gov/Laws/Statutes/2011/1010.11


Finance Foundation - Pledges 2/13/2013

FINANCE

PROCEDURE MANUAL

TITLE:

Foundation - Pledges

NUMBER: FIN-GRF-001

VERSION: 01



Purpose:

An outline of the process used for reporting and accounting for Pledges.

Definitions:

Financial Edge (FE): Financial software module integrated with Raiser’s Edge to record all

financial transactions.

Pledge: Promises of cash or other assets that external entities, including individuals, voluntarily

make to the College, its Foundation, or similar charitable entity.

Raiser’s Edge (RE): Software package used to track and account for pledges and gifts.

Responsibility:

Foundation Executive Director (FD): Authorizes all pledges to be recorded and certifies the

validity of all outstanding pledges at the end of each fiscal year.

Foundation Accounting Specialist (FAS): Retains pledge documents for accounting purposes.

Foundation Research Specialist (FRS): Records the pledges in RE and posts the pledge to the

General Ledger in FE.

Grants & Restricted Accounting Manager (GRAM): Processes necessary adjusting entries at

each year end.

Procedure Details:

1. Pledges are received in writing and authorized by the FD and then recorded in the books.


Finance Foundation - Pledges 2/13/2013

• Pledge must include amount and either specific dates or events when payments

become due.

• The pledge should not exceed five (5) years from the date the pledge is signed.

• Any payments scheduled beyond the 5 year limit will not be recorded in the books

unless the FD makes a special authorization.

• FRS records the pledge in RE when received, and posts the pledge to the General

Ledger in FE. A copy of the pledge document is forwarded to the FAS for accounting

records.

2. All pledges must be reported either as current or noncurrent assets based on their dates

of maturity.

• Pledges maturing within 12 months are current. All others are noncurrent.

3. As payments are received for fulfillment of the pledge. The payment must be applied to

reduce the original pledge taking care not to apply the payment as a new contribution.

4. The FD must certify the validity of all outstanding pledges at the end of each fiscal year.

All uncertified pledges must be written off immediately.

5. The GRAM processes necessary adjusting entries at each year end to ensure that

remaining pledges are reported at their present value.

References:





Finance Foundation – Cash Deposits 2/13/2013

FINANCE

PROCEDURE MANUAL

TITLE:

Foundation – Cash Deposits

NUMBER: FIN-GRF-002

VERSION: 01



Purpose:

This procedure is to facilitate the safe and secure deposit of cash collected for the Foundation

within each campus. The previous practice of physically bringing cash to the Foundation office or

sending cash via office mail has hereby ceased. This procedure does not apply to checks.

Checks for the Foundation can continue to be forwarded by internal mail directly to the

Foundation.

Definitions:

Cash Deposit Advice (CDA): Form to be filled out by the department/payer for proper recording

of cash donations to the Foundation. (Form is available at:

http://www.palmbeachstate.edu/finance/Documents/FNDAForm-CashDepositAdviseForm.pdf.)

Responsibility:

Cashier’s Office: Receives and records cash deposits on behalf of the Foundation.

Department/Payer: Completes CDA and sends it to the Foundation together with a copy of the

deposit receipt.

Foundation: Requests checks from Palm Beach State College to transfer cash deposits to the

Foundation.

Procedure Details:

1. All cash donations received are deposited with the Cashier’s Office.

• Cashiers at all campuses accept cash collections for the Foundation.

• Departments must deposit cash with Cashier’s Office within 24 hours of receipt.

http://www.palmbeachstate.edu/finance/Documents/FNDAForm-CashDepositAdviseForm.pdf



Finance Foundation – Cash Deposits 2/13/2013

• Cashier issues receipt to department/payer in duplicate.

• Cashier deposits funds into the Foundation’s Deposit Account which is 69600000-

960001-90 / 21100.

2. Department/Payer completes CDA, attaches receipt, and sends to the Foundation.

• All fields on the CDA form must be completed by the Department/Payer to ensure the

correct recording of the Gift on the Foundation’s books.

• Cashiers will not provide details of deposits to the Foundation.

• Upon receipt, the Foundation staff reviews the CDA’s and receipts to verify that all

information is completed and accurate. Incomplete CDA’s will be sent back to the

department/payer to be completed correctly.

3. Each week, the Foundation will compile the CDA’s and request a lump-sum check in the

amount of all CDA’s received. The check will be deposited to the Foundation’s own bank

account and applied to the funds as directed on the CDA’s.

4. Any unidentified deposits more than 14 days old in the Foundations Deposits account will

automatically revert to the Foundation’s Unrestricted General Administration Fund.

References:



Cash Deposit Advice (CDA) Form:






Finance Foundation Funded Employee Travel 2/13/2013

FINANCE

PROCEDURE MANUAL

TITLE:

Foundation Funded Employee Travel

NUMBER: FIN-GRF-003

VERSION: 01



Purpose:

To document the required steps for employees who are traveling for Foundation business.

Definitions:

Agency Funds (Fund 6): This fund is used to account for resources held by a college as

custodian or fiscal agent for others, such as funds of student or staff organizations/clubs and

temporary revenue/expenditure accounts which serve as clearing accounts for the college.

Request for Leave Form (BA-816): Document required whenever an employee travels for

College business. This form can be ordered from the college stores inventory.

Request for Pre-Payment of Registration Fee, Travel Ticket Request, and/or Vehicle Rental (ABA-1): Document to be completed when requesting prepayment of expenses such as

registration, travel tickets, and/or vehicle rentals. This form can be ordered from the college

stores inventory.

Request for Reimbursement of Traveling Expenses (BA-815): Document to be completed at

the conclusion of travel which details all expenses and identifies any payments due to the

employee or to the College. This form can be ordered from the college stores inventory.

Responsibility:

Employee: Responsible for the completion and submission of the Request for Leave, Request

for Pre-Payment, and Foundation Check Request to reimburse the college.

Foundation: Responsible for pre approving all Foundation funded travel and processing

reimbursements. The Manager Grants and Restricted Accounting (MGRA) / Foundation

Accounting Specialist (FAS) also approves/rejects all travel requests based on the availability of

funds and purpose of the travel.

http://www.palmbeachstate.edu/purchasing/stores-inventory-and-price-list.aspx






Travel Agency: The College contracts with a preferred travel agent for maximum savings,

convenience and efficiency.

Travel Office: Responsible for monitoring all travel related expenses and advising on

procedures. The Travel Office also pays monthly grouped charges to airlines and car rental

agencies.

Procedure Details:

1. Foundation Travel arrangements follow standard College procedures, including the steps

below. The requesting department will:

• Submit approved Request for Leave Form (BA-816) to Travel Office.

• Use org# 696000000-96001-90 instead of the regular Fund 1 account.

• Enter the phrase “FDN REIMB” in the description section to inform the authorizers that the expenditure is to be reimbursed by the Foundation.

• E-mail the Foundation Accounting Specialist (FAS) the purpose and details of the trip and the Foundation Fund from which the reimbursement is to be made.

2. Travel office will estimate the cost of the travel and inform the FAS of the estimated

expenses.

3. The FAS will ascertain availability of Foundation funds to cover the expenditure and

approve/reject the travel request.

4. Upon completion of the trip the employee/requesting department will submit completed

travel reimbursement form to Travel Office.

5. On receipt of Travel Office approval, employee/requesting department will create a

Foundation check request payable to Palm Beach State College to reimburse the Fund 6

account and forward the same to the FAS. Copy of the approved travel reimbursement

form must be attached to the check request as supporting documentation. The employee

is responsible to ensure this step is executed promptly after the travel is finalized. The

employee will be held responsible for any uncleared Fund 6 balances more than 4 weeks

old after the completion of the trip.

6. On receipt of the check request the Foundation Accounting Specialist will obtain

necessary approval and cut a check to reimburse the Fund 6 account. The FAS will also

send the department a receipt from the cashier’s office verifying that the funds were

deposited in Fund 6 to offset the expenses.



7. The FAS will reconcile the Fund 6 account monthly to identify outstanding

reimbursements.

References:







College Board Policies:

6Hx-18-4.331


Employee Travel Procedure:

FIN-ACP-005

Request for Leave Form (BA-816):


Request for Pre-Payment of Registration Fee, Travel Ticket Request, and/or Vehicle Rental

(ABA-1):


Request for Reimbursement of Traveling Expenses (BA-815):








http://www.palmbeachstate.edu/finance/Documents/FIN-ACP-005.pdf





Finance Foundation - Excess Fund Investment 2/13/2013

FINANCE

PROCEDURE MANUAL

TITLE:

Foundation – Excess Fund Investment

NUMBER: FIN-GRF-004

VERSION: 01



Purpose:

The Foundation maintains a minimum balance of $200,000 in the Bank of America (BOA) operating

account and invests any excess funds.

Definitions:

Excess Funds: Bank of America account balance in excess of $200,000.

Responsibility:

Foundation Director (FD or Director): Authorizes fund transfers between Bank of America and the

Foundation’s Investments held with either Merrill Lynch or the State of Florida.

Foundation Accounting Specialist (FAS or Specialist): Notifies Foundation Director of excesses

and shortages in the BOA account relative to the $200,000 limit.

Procedure Details:

1. The Specialist notifies Director that balance in Bank of America account is in excess of

$200,000.00.

• The Director, in consultation with the Chairman of the Investment Committee, authorizes

a payment from the Bank of America Account for deposit to the appropriate investment

account with either Merrill Lynch or The State of Florida.

2. If the Specialist notifies the Director that the Balance in Bank of America Account is below

$200,000.00, Then-


Finance Foundation - Excess Fund Investment 2/13/2013

• Director authorizes drawdown from either Merrill Lynch or State of Florida Investments to

Bank of America Operating Account.

References:



Florida Statutes: Section 1010.10, Florida Uniform Management of Institutional Funds Act








Finance Foundations – Check Receipt 2/13/2013

FINANCE

PROCEDURE MANUAL

TITLE:

Foundations – Check Receipt

NUMBER: FIN-GRF-005

VERSION: 01



Purpose:

An outline of the process used for reporting and accounting for donations made by check.

Definitions:




Responsibility:

Foundation Database/Research Manager: Receives checks sent to the Foundation. Records

checks in a daily log sheet and passes the checks to the Foundation Administrative Assistant.

Foundation Administrative Assistant: Enters checks into Raiser’s Edge.

Grants Accountant: Independently verifies bank deposits.

Foundation Accounting Specialist: Reconciles all gifts posted to the General Ledger (GL) with

the actual bank deposits before releasing the posting to the GL.

Assistant Controller, Grants and Foundation: Reviews all bank reconciliations on a monthly

basis.

Procedure Details:

1. Foundation receives check donation.

• Foundation Database/Research Manager receives check in the Foundation Office.


Finance Foundations – Check Receipt 2/13/2013

• Foundation Database/Research Manager logs the check in as received and selects the

correct fund in Raiser’s Edge to record the donation.

2. The check and all accompanying documentation are forwarded to the Foundation

Administrative Assistant to be recorded in Raiser’s Edge.

3. Once all checks are recorded, the Foundation Administrative Assistant prepares the checks

for deposit to the bank.

4. Foundation Administrative Assistant initiates posting of contribution batches to Financial

Edge and forwards copies of the deposit ticket and supporting documentation to the

Foundation Accounting Specialist.

5. All contributions posted from the Raiser’s Edge (Checks and Credit Cards) are received in

Financial Edge and held pending review and approval by the Foundation Accounting

Specialist.

6. Foundation Accounting Specialist reviews journal entries from Raiser’s Edge with deposit

documentation to verify accuracy and posts the entries to the General Ledger.

7. Foundation Accounting Specialist prepares the bank reconciliation each month and verifies

that all deposits cleared the appropriate accounts.

8. Grants Accountant reviews the bank reconciliation to ensure its accuracy.

9. A final review of the bank reconciliation is performed by the Assistant Controller, Grants and

Foundation.

References:





Finance Foundations – Accounts Payable 2/13/2013

FINANCE

PROCEDURE MANUAL

TITLE:

Foundations – Accounts Payable

NUMBER: FIN-GRF-006

VERSION: 01



Purpose:

An outline of the process used for processing checks for Foundation accounts payable items.

Definitions:




Responsibility:

Department Heads: Send check requests to Foundation Office.

Foundation Executive Director: Reviews and approves check requests.

Foundation Accounting Specialist: Processes the checks through Financial Edge.

Assistant Controller, Grants and Foundation: Has access to checks.

Procedure Details:

1. Foundation Office receives check request from Department Heads along with support

documentation.

• Check requests are signed by Provost or Vice President to verify request prior to

sending the check request to Foundation Office.

• Foundation Executive Director reviews all check requests for approval prior to check

processing.

http://www.palmbeachstate.edu/finance/Documents/FNDAForm-RequestForCheckOrPO.xls


Finance Foundations – Accounts Payable 2/13/2013

2. After approval by Foundation Executive Director, check request is sent to Foundation

Accounting Specialist for check processing and recording in Financial Edge Accounts

Payable.

• Checks are secured in a fire-proof locked file cabinet. The Foundation Accounting

Specialist and Assistant Controller, Grants and Foundation are the only two people

with access to the file cabinet.

• Checks are printed and signed on Thursday of each week in respect to all requests

received in that week.

3. Once all checks are printed, the Foundation Executive Director verifies each check to the

check request and signs the check.

References:



Check Request Form:





Finance Foundations – Journal Entries Accounts Payable 2/13/2013

FINANCE

PROCEDURE MANUAL

TITLE:

Foundations – Journal Entries Accounts Payable

NUMBER: FIN-GRF-007

VERSION: 01



Purpose:

An outline of the process used for recording accounts payable transactions in Financial Edge.

Definitions:





Journal Entry (JE): Recording of financial data (taken usually from a journal voucher) pertaining

to a business transaction in a journal such that the debits equal credits.

Raiser’s Edge (RE): Software package used to track and account for Pledges and Gifts.

Responsibility:

Foundation Accounting Specialist: Prepares check requests as needed, enters the GL coding

of all check requests and processes the journal entries in Financial Edge.

Procedure Details:

1. Check Requests are received from various departments. Some requests, which usually relate

to the Foundation’s direct expenses, are prepared by the Foundation Accountant.

2. All check requests are authorized by the respective fund managers and approved by the

Foundation Executive Director.


http://www.investorwords.com/5572/financial.html


http://www.businessdictionary.com/definition/journal-voucher.html

http://www.businessdictionary.com/definition/business-transaction.html

http://www.businessdictionary.com/definition/journal.html

http://www.businessdictionary.com/definition/debit.html

http://www.businessdictionary.com/definition/credit.html


Finance Foundations – Journal Entries Accounts Payable 2/13/2013

3. Foundation Accounting Specialist enters the GL coding for the approved vouchers and

records them in the Accounts Payable module of Financial Edge.

4. For each batch of check requests, the Financial Edge Accounts Payable module generates

an automatic JE debiting the expenditures to the respective GL codes and funds as indicated

in the vouchers and simultaneously crediting the accounts payable control account.

5. When the checks are processed, the Bank of America checking account is credited and the

Accounts Payable control account is debited.

6. A zero balance in the Accounts Payable control account signifies that all check requests in

the batch have been paid in full.

References:





Finance Foundations – Journal Entries Investment Income and Expense 2/13/2013

FINANCE

PROCEDURE MANUAL

TITLE:

Foundations – Journal Entries Investment Income and Expense

NUMBER: FIN-GRF-008

VERSION: 01



Purpose:

An outline of the process used for recording investment income in Raiser’s Edge.

Definitions:






Responsibility:

Foundation Accounting Specialist: Processes the journal entries in Financial Edge.

Grants and Restricted Accounting Manager: Reviews and approves monthly investment

income and expense analysis.

Procedure Details:

1. Foundation Accounting Specialist records all investment income and expense transactions to

the general ledger in Financial Edge on a monthly basis.

• Foundation Accounting Specialist receives monthly transaction statement from

Investment Consultant.









Finance Foundations – Journal Entries Investment Income and Expense 2/13/2013

• Foundation Accounting Specialist prepares an analysis of revenues and expenses arising

in the month to identify: interest, dividends, gains and losses, and Investment

Consultant’s fees.

2. The analysis is reviewed and approved by the Grants and Restricted Accounting Manager.

3. After analysis is approved, the Foundation Accounting Specialist processes the revenues and

expenses into each qualifying project in the Financial Edge with the assistance of the

Allocation Management System in the Financial Edge.

4. The Allocation Management System is preprogrammed to automatically distribute the total of

each element of revenue and expenditure (e.g., Interest, Dividends, etc.) into each qualifying

project, in proportion to the opening balance of the project at the beginning of the month.

Income and expenses are shared by projects in Fund 4 (endowments) and Fund 1

(unrestricted) only. Projects in Fund 5 do not qualify.

5. The Foundation Accounting Specialist updates the Allocation Management System each time

a new qualifying project is opened.

6. At present there are four special allocation modules located in Financial Edge that generate

distribution journal entries.

7. Once the Allocation Management System creates the journal entry, the Foundation

Accounting Specialist posts the journal entry to the general ledger.

References:





Finance Foundations – Journal Entries, Bank Charges, & Other Bank Reconciling Transactions 2/13/2013

FINANCE

PROCEDURE MANUAL

TITLE:

Foundations – Journal Entries, Bank Charges, & Other Bank

Reconciling Transactions

NUMBER: FIN-GRF-009

VERSION: 01



Purpose:

An outline of the process used for recording bank charges and other bank reconciling

transactions in Raiser’s Edge

Definitions:






Responsibility:


Grants and Restricted Accounts Manager: Reviews and approves monthly bank reconciliation.

Procedure Details:

1. Foundation Accounting Specialist receives monthly bank statement and prepared bank

reconciliation.

2. Grants and Restricted Accounts Manager reviews and approves bank reconciliation.

3. After bank reconciliation is approved, the Foundation Accounting Specialist prepares the

necessary journal entries and posts them to the general ledger in Financial Edge.









Finance Foundations – Journal Entries, Bank Charges, & Other Bank Reconciling Transactions 2/13/2013

References:





Finance Foundations – Journal Entries Contributed Services 2/13/2013

FINANCE

PROCEDURE MANUAL

TITLE:

Foundations – Journal Entries Contributed Services

NUMBER: FIN-GRF-010

VERSION: 01



Purpose:

An outline of the process used for recording journal entries for contributed services in Financial

Edge.

Definitions:

Contributed Services: Foundation expenses paid for by the College and provided to the

Foundation as gifts. Example: Foundation Employee Salaries.






Responsibility:


Grants and Restricted Accounting Manager: Reviews and approves JEs and adjustments.

Procedure Details:

1. Foundation Accounting Specialist prepares a journal entry for Contributed Services on a

monthly basis.

• The Foundation does not have its own employees. All employees that work for the

Foundation are employees of the College. The expenses incurred by the College in









Finance Foundations – Journal Entries Contributed Services 2/13/2013

respect of these employees are recorded in the Foundation’s general ledger as salary

expenses (debit) and a corresponding donation from the College to the Foundation

(credit) via this journal entry.

2. Restricted and Foundation Accounting Manager reviews the personnel included in this entry

on a biannual basis and makes appropriate adjustments to the allocation as needed.

References:





Finance Foundations – Journal Entries Year End 2/13/2013

FINANCE

PROCEDURE MANUAL

TITLE:

Foundations – Journal Entries Year End

NUMBER: FIN-GRF-011

VERSION: 01



Purpose:

Outline of the process for recording a journal entry for year-end transactions in Financial Edge.

Definitions:







Pledge: Promises of cash or other assets that external entities, including individuals, voluntarily

make to the College, its Foundation, or similar charitable entity.


Responsibility:


Grants and Restricted Accounting Manager: Reviews and approves journal entries.

Procedure Details:

1. Foundation Accounting Specialist prepares and posts journal entries that result from the

standard year end process.










Finance Foundations – Journal Entries Year End 2/13/2013

• Journal entries include write off of pledges and bad debts, provisions for receivables,

accruals, depreciation of assets, and other adjustments arising from the year end

process.

2. Grants and Restricted Accounting Manager reviews and approves all year end journal entries

prior to posting to the general ledger.

References:



Generally Accepted Accounting Principles (GAAP):

http://www.fasb.org/home

Governmental Accounting Standards (GASB):

http://www.gasb.org/


http://www.fasb.org/home



Finance Foundation – Prohibited Expenditures 2/13/2013

FINANCE

PROCEDURE MANUAL

TITLE:

Foundation – Prohibited Expenditures

NUMBER: FIN-GRF-012

VERSION: 01



Purpose:

To identify expenditures that are prohibited by Statute, College policy, and/or established

practices.

Definitions:

Prohibited Expenditure: Expenditures that are prohibited by the College or Foundation.

Responsibility:

Foundation Executive Director: Approves all expenditures.

Procedure Details:

1. Examples of prohibited expenses:

• No payment can be made from a Foundation fund directly to any college employee. The

Foundation will reimburse the College for payment it authorizes, and the employee will be

paid through the College payroll department. This ensures that withholding taxes are

recovered from the employee on all Foundation funded payments.

• Expenditures whose primary purpose is the convenience of faculty and staff

a. Purchase of food for screening committee consumption during recruitment.

b. Purchase of refrigerators, microwave ovens, and other kitchen-related items.

• Payments to businesses or individuals for specific services rendered must be made

directly to that party and not as reimbursement to a College employee.

• Payment to political campaigns/lobbying costs.



• Flowers.

• Decorative items (including lamps).

• Trophies, plaques – following State Accounting guidelines recognition awards are only

allowed as part of an annual recognition ceremony that is meaningful to the entire

college.

• First Aid Kits (the exception is first aid kits required by law for programs such as Criminal

Justice, Fire, EMT, EMS/Paramedics).

• Promotional Items.

• Kleenex (unless it is used in the classroom as a teaching item).

• Garbage cans (this item is provided by the Facilities Department).

• Cleaning Items (hand sanitizer, cleaning supplies [other than monitor screen cleaners

and phone cleaners], vacuum cleaners, Swiffers, Brooms, mops, etc.).

2. Exceptions to the above Prohibited Expenditures:

• There are purposes permitted by the College for the professional development that are

limited to full-time staff. College policy, however, does not permit the spending of funds

from this source for adjunct and clinical faculty. Through policy and custom, such

expenditures are permitted for adjunct and clinical faculty from the Foundation. The

limitations on amounts and uses for such expenditures are the same as they would be for

full-time faculty receiving support from College sources.

• Certain food purchases are prohibited from the College but are allowed through the

Foundation.

• Direct unrestricted donations for community agencies are not permitted. However, it is

recognized that the College needs to maintain relationships with a number of agencies

and programs in the community and that on occasion; disbursements may be made in

accordance with the process described above for support for a program or activity that

advances the College’s education and service missions.

References:






SBE Rules: 69I-40.103

https://www.flrules.org/gateway/ruleno.asp?id=69I-40.103





Finance Foundations – Expenditure Approval Path 2/13/2013

FINANCE

PROCEDURE MANUAL

TITLE:

Foundations – Expenditure Approval Path

NUMBER: FIN-GRF-013

VERSION: 01



Purpose:

An outline of the document approval path for Foundation expenditures.

Definitions:

Approval Path: An approval system for controlling the processing of expenditures requiring

signature or electronic approval by system selected users.

Responsibility:

Foundation Executive Director: Ultimate approval for all expenditures through the Foundation.

Procedure Details:

1. The path of approval for program and administrative expenditures from Foundation accounts

will generally follow the College’s approval path and move as follows:

• Program Director

• Associate Dean

• Dean

• Provost

• Foundation Executive Director

2. Exceptions to the above approval path that require the approval of the Vice President of

Business and Administration are:

• Requests for travel for all full-time faculty.

http://www.patentstorm.us/patents/5315504/claims.html


Finance Foundations – Expenditure Approval Path 2/13/2013

• Requests for purchases of furniture and equipment through the Foundation.

• Any expenditure of an unusual nature as determined by the Foundation Executive

Director.

3. When new programs and activities are being developed, the Foundation must be contacted

prior to expenditure commitments to assure that the expenditures are permissible in

accordance with Foundation Spending Policy.

References:




FIN-GRF-012: Foundation – Prohibited Expenditures:

http://www.palmbeachstate.edu/finance/Documents/FIN-GRF-012.pdf

SBE Rules: 69I-40.103




http://www.palmbeachstate.edu/finance/Documents/FIN-GRF-012.pdf



Finance Foundation – Miscellaneous Fund Raising 2/13/2013

FINANCE

PROCEDURE MANUAL

TITLE:

Foundation – Miscellaneous Fund Raising

NUMBER: FIN-GRF-014

VERSION: 01



Purpose:

To document the procedure for departmental fund raisers that involve large numbers of

miscellaneous small donations.

Definitions:

Agency Funds (Fund 6): This fund is used to account for resources held by a college as

custodian or fiscal agent for others, such as funds of student or staff organizations/clubs and

temporary revenue/expenditure accounts which serve as clearing accounts for the college.

Fund Raising Revenue: Revenues collected from donors at events where the donor receives a

benefit in return.

Pure Gift: A donation made to the Foundation without receiving a benefit in return.

Request to Add Organizational Unit request form (Fund 6): Form needed to be completed

prior to organizational unit (account) being added.

Responsibility:

College Departments, programs, and theaters: Organize various fund raising events and remit

net proceeds to the Foundation.

Controller’s Office: Opens Fund 6 accounts, if needed, on receipt of authorized documents.

Foundation: Receives net proceeds of the event for depositing to the relevant fund.

Procedure Details:

http://www.palmbeachstate.edu/finance/Documents/AddOrgUnit-Fund6.pdf


Finance Foundation – Miscellaneous Fund Raising 2/13/2013

1. Department should obtain the proper form to open Fund 6 account and submit the form to

the Controller’s Office (if department has fund 6 account already setup, there is no need to

setup another Fund 6 account).

2. Upon verification of appropriate authorizations, Controller’s Office opens account.

3. Department deposits all revenue from the fund raiser to the Fund 6 account.

4. Department pays out all expenses related to the fund raiser from the Fund 6 account.

5. Department transfers the net profit from the fund raiser to the Foundation by issuing one

check to the Foundation.

6. The check to the Foundation is accompanied by supporting documentation describing the

nature of the funds deposited and the name of the fund to be credited.

7. Any donors who want to make a pure gift must be directed to make such donations directly to

the Foundation in order to facilitate a formal acknowledgement.

References:



Request to Add Organizational Unit Request Form:






Finance Foundations – Endowment Funds 2/13/2013

FINANCE

PROCEDURE MANUAL

TITLE:

Foundations – Endowment Funds

NUMBER: FIN-GRF-015

VERSION: 01



Purpose:

The procedure documents the process and rules for creation and administration of Endowment

Funds.

Definitions:

Endowment Fund: An institutional fund not wholly expendable by the institution on a current

basis under the terms of the applicable gift instrument. Usually the original gift from the donor is

preserved permanently and invested to produce expendable income that is available to meet the

endowment objective.



Permanently Restricted Funds: The designated un-expendable portion of the endowment fund

(usually the original gift and subsequent contributions).

Temporarily Restricted Funds: The expendable portion of the endowment fund consisting of

investment income generated by the permanently restricted portion. These funds are available for

distribution in accordance with the gift instrument.

Responsibility:

Assistant Controller, Grants and Foundation: Sets up new accounts and ensures compliance

of donor stipulations.

Donor: Donates gift and stipulates objectives and spending restrictions.

Foundation Executive Director: Administers the Fund in accordance with donor intent.


Finance Foundations – Endowment Funds 2/13/2013

Procedure Details:

1. Expenditure of Endowment Funds: The Foundation Executive Director may expend so

much of an endowment fund consistent with the goal of conserving the purchasing power of

the fund.

2. Minimum Value: An endowed fund requires a minimum balance of $25,000. An endowed

faculty chair requires minimum contribution of $100,000.

3. Donor Intent: The donor must specify the restrictions and purposes for which the income is

to be used. In the absence of any direction or donor stipulations in regard to an endowment,

the amount available for spending shall be considered unrestricted.

4. Spending Policy for Endowed Faculty Chair Funds: Spending cannot occur from an

endowed fund until the private gift goal or pledge has been met and the funds held by the

foundation for at least four calendar quarters.

5. Financial Edge: Before opening a new fund, both the New Fund Request Form and the

Scholarship Commitment Form must be completed. Information on the donor’s intent and

restrictions should be provided. All new endowment funds must be approved by the

Assistant Controller; Grants and Foundation before being set up in Financial Edge.

References:



Florida Statutes: 1010.10


New Fund Request Form:

http://www.palmbeachstate.edu/finance/Documents/FNDAForm-NewFundRequest.doc

Scholarship Commitment Form:

http://www.palmbeachstate.edu/finance/Documents/FNDAForm-ScholarshipCommitmentForm.doc








Finance Foundations – Financial Reporting System 2/13/2013

FINANCE

PROCEDURE MANUAL

TITLE:

Foundations – Financial Reporting System

NUMBER: FIN-GRF-016

VERSION: 01



Purpose:

To provide financial information to management in a timely and consistent manner.

Definitions:


financial transactions

Foundation Investments Reports: Monthly report on the financial performance of investments

including dividends and Interest, gains and losses, consultant fees, and annualized percentage of

returns.

Project Activity Reports: Details all activity during a specified period for any particular project

and is produced on request from responsibility holders.

Schedule of Permanently Restricted and Temporarily Restricted Projects: Listing of projects

showing opening balance at the beginning of the year, net activity during the period and the

closing balance at the end of the period for each project.

Responsibility:

Foundation Accounting Specialist: Creates reports.

Grants Accountant: Reviews reports.

Assistant Controller, Grants and Foundation: Reviews reports and forwards to Foundation

Executive Director.

Foundation Executive Director: Presents the financial information to the Foundation Board of

Directors or other interested parties.


Finance Foundations – Financial Reporting System 2/13/2013

Procedure Details:

1. Foundation Accounting Specialist prepares the following financial reports on a monthly basis

from Financial Edge according to preset report definitions and parameters:

• Balance Sheet

• Income Statement

• Schedules of the Permanently Restricted and Temporarily Restricted Projects

• Project Activity Reports

2. Assistant Controller, Grants and Foundation prepares the Foundation Investments Report on

a monthly basis.

3. Assistant Controller, Grants and Foundation forwards all routine and special request reports

to the Foundation Executive Director when reviews are complete.

References:





Finance Foundations – Small Value Non-Cash Gifts 2/13/2013

FINANCE

PROCEDURE MANUAL

TITLE:

Foundations – Small Value Non-Cash Gifts

NUMBER: FIN-GRF-017

VERSION: 01



Purpose:

To accept and record small value non-cash gifts.

Definitions:

DHS: Inventory system used to track purchased fixed assets.




Small Value Non-Cash Gifts: Gifts valued by the donor at less than $5,000.00.

Responsibility:

Foundation Gift Acceptance Committee: Evaluates donor gifts.

Foundation Research Specialist: Records the gift in Raiser’s Edge.

Property Records Coordinator: Records asset into inventory system (DHS).

Procedure Details:

1. Donor presents gift to the Foundation.

2. Foundation Gift Acceptance Committee determines if gift is acceptable.

3. The Gift Acceptance Committee determines if the valuation of the gift is acceptable. If not

then professional valuation must be arranged.


Finance Foundations – Small Value Non-Cash Gifts 2/13/2013

4. After valuation is determined, the gift is recorded in Raiser’s Edge for record purposes only.

These entries are not to be posted to Financial Edge.

5. The gift is then donated to the College and the Property Records Coordinator is notified.

6. For tracking purposes, the Property Records Coordinator logs the donated asset into the

Inventory system (DHS) if needed, per standard College procedures.

References:



IRS Notice 2005-44:

http://www.irs.gov/irb/2005-25_IRB/ar09.html


http://www.irs.gov/irb/2005-25_IRB/ar09.html


Finance Grants – Recharging Indirect Costs 11/23/2015

FINANCE

PROCEDURE

MANUAL

TITLE:

Grants – Recharging Indirect Costs

NUMBER:

FIN-GRF-018

VERSION:

02

ISSUED DATE:

6/22/2010

REVISION DATE:

11/20/2015

Purpose:

To apply appropriate indirect overhead costs from Palm Beach State College to grant funded

projects.

Definitions:

Direct Costs: Costs that are directly and easily identified with a particular activity.

Indirect Costs: Costs that cannot be readily identified with a particular activity.

Off-Campus Grant Rate: Rate used for activities performed in facilities not owned or operated

by Palm Beach State College, and where facility costs are directly charged to the activities taking

place in the facility.

Campus Grant Rate: Rate used for activities performed on-campus where facility costs are not

directly charged.

Responsibility:

Grants Accountant: Responsible for ensuring that all grants are charged the appropriate

indirect rate on a monthly basis. The rate is to be applied to actual direct expenses.

Grants Development Office: Responsible for ensuring that the indirect cost rate is included in

all grant contracts.

Procedure Details:

1. All on-campus federal grants must include an indirect rate of 38.65% (of the total direct costs

of the grant.


Finance Grants – Recharging Indirect Costs 11/23/2015

2. All off-campus federal grants must include an indirect rate of 14.25%.

3. All non-federal grants must also include the above rates.

4. Any exceptions to the above rates will require the written approval of the Vice President of

Administration & Business Services.

References:

The authority to charge the above mentioned rates are derived from the Department of Health

and Human Services letter dated September 12, 2013.

http://www.palmbeachstate.edu/finance/Documents/GrantsDoc-IndirectCostRate.pdf

http://www.palmbeachstate.edu/finance/Documents/GrantsDoc-IndirectCostRate.pdf


Finance Grants – Closing Grants 2/13/2013

FINANCE

PROCEDURE MANUAL

TITLE:

Grants – Closing Grants

NUMBER: FIN-GRF-019

VERSION: 01



Purpose:

The process used for closing completed grants.

Definitions:


which may be used to accomplish the primary and supporting objectives of the college. The only

restrictions on the resources of this fund are those imposed by law, regulation, or the budget.



of the college are accounted for in this fund. All state general revenues and lottery funds are


Dormant Grant: Grant that has had no activity for six consecutive months.

Reversion Claus: Instructions written into the grant agreement that advises return of any

unspent grant funds to the grantor.

Responsibility:

Grants Accountant: Responsible to ensure that all completed or inactive grants are closed on

the date specified by the grantor, or where no date is specified, three months after the successful

completion of the grant activity.

Grant Administrator: Designates if a grant should remain inactive or closed (grants that are

dormant for six consecutive months will be listed as inactive or closed by the grant administrator).

The grant will be closed unless the grant administrator confirms that the obligations under the

grant have not been met and there are justifiable reasons for the inactivity.



Procedure Details:

1. For grants with a designated closing date: Grants Accountant will remind the Grant Administrator

responsible for the grant of the closing date and advise the Administrator of the closing process.

2. Grants identified as dormant:

a. The Grants Accountant will contact the Grant Administrator responsible for the grant and

advise that the grant will be closed unless the Administrator confirms that the obligations

under the grant have not been met and provides the justifiable reasons for the inactivity.

b. Upon receipt of adequate justification the grant’s end date will be extended for an

additional six months, otherwise, the closing process will continue.

3. Grants with funded employees

a. Grants Accountant will notify Human Resources and Payroll thirty days prior to the

grant’s end date of any personnel affected by the closure.

4. All outstanding purchase orders/encumbrances will be closed with the assistance of the

purchasing department.

5. All liabilities will be liquidated and any debts due recovered.

6. Any capital equipment acquired must be disposed of in accordance with the grant contract. If no

disposal instructions are available, the equipment will be transferred to the College.

7. Any outstanding funds remaining will be refunded to the grantor or otherwise disposed of as set

out by the grant. If there are no reversion clauses and the grant has been appropriately

completed, any remaining fund balances will be transferred to Fund 1.

8. The Grant Organizational unit will be inactivated within the accounting system.

9. The Grants Accountant will prepare and submit to the Grantor any required financial reports.

References:



Governmental Accounting Standards (GASB):





NACUBO - Financial Accounting/Reporting Manual

Please contact the Assistant Controller, Grants & Foundation if you need to view this

document.



Finance Grants – Externally Funded Grants and Contracts 7/24/2012

FINANCE

PROCEDURE MANUAL

TITLE:

Grants – Externally Funded Grants and Contracts

NUMBER: FIN-GRF-020

VERSION: 01


REVISION DATE: N/A

Purpose:

This procedure outlines the approval and termination process for externally funded grants and

contracts.

Definitions:

Externally Funded Grant: Grants funded by an external party.

Responsibility:

College President: Approves externally funded grants.

District Board of Trustees: Holds the right to terminate an externally funded program.

Procedure Details:

1. Submission of Grant and Contract Proposal for External Funding

a. All external funded grant and contract proposals will be submitted to the

College President or his designee.

b. The College President or his designee will determine whether the proposed

externally funded activities are consistent with the College’s statements of

purpose and statutory mission, and involve an appropriate balance of

instructional and non-instructional activities.

c. The College President shall have the authority to approve or disapprove the

submission of all grant and contract proposals with external funding.


Finance Grants – Externally Funded Grants and Contracts 7/24/2012

2. Termination of Externally Funded Programs: The District Board of Trustees has the right

to terminate a previously approved externally funded program if found that the program is

no longer consistent with the College’s statements of purpose and statutory mission, or

that the program is resulting in an inappropriate balance of instructional and non-

instructional activities.

References:





Finance Grants – Program Income 2/13/2013

FINANCE

PROCEDURE MANUAL

TITLE:

Grants – Program Income

NUMBER: FIN-GRF-021

VERSION: 01



Purpose:

Treatment of program income earned through the operation of Federal Grants.

Definitions:



Organizational Unit (Org. Unit): Coding within the budget structure that allows for clear

identification of an area of responsibility and managerial responsibility/authority. These areas of

responsibility may also be referred to as divisions, departments, sections, or offices. The

numbering of the organizational units is based on the Accounting Manual for Florida’s College

System.

Program Income: Gross income earned by the recipient that is directly generated by a

supported activity, or earned as a result of the award.

Responsibility:

Cashier’s Office: Receives all checks, cash, and money orders and applies them to the

respective grant.

Grant Director: Ensures the application of program income in accordance with the purposes

allowed by the grantor.

Procedure Details:

1. Program income earned during the project period must be retained by the recipient, must be in

accordance with Federal Regulations as set out in 45 CFR part 92.25 or the terms and conditions





Finance Grants – Program Income 2/13/2013

of the award. The afore referenced section of the CFR directs that the income be used in one or

more of the following ways:

a. Deducted from total allowable costs and third-party in-kind contributions for the purpose

of determining the net costs on which the Federal share will be based. Used to finance

the non-Federal share of the project or program.

b. Used to satisfy all or part of a matching requirement

c. Used for costs that are in addition to the allowable costs of the project for any purposes

that further the objectives of the legislation under which the grant was made

2. Unless the awarding agency regulations provide otherwise, program income earned after the end

of the grant will be transferred to Fund 1 (College General Unrestricted Funds).

3. All Checks, Cash, or Money Orders must be deposited with the Cashier’s Office within Cash

Collection Guidelines (FIN-SAS-006) including notification of proper Organizational Unit and the

applicable GL code.

4. A donation is not considered income. It is a gift. Donations to the College are deposited with the

Foundation

References:

45 CFR Part 92.25: http://edocket.access.gpo.gov/cfr_2004/octqtr/pdf/45cfr92.25.pdf


http://edocket.access.gpo.gov/cfr_2004/octqtr/pdf/45cfr92.25.pdf


Finance Grants – Annual Pay Increases 7/24/2012

FINANCE

PROCEDURE MANUAL

TITLE:

Grants – Annual Pay Increases

NUMBER: FIN-GRF-022

VERSION: 01


REVISION DATE: N/A

Purpose:

Issue of annual pay increases for Grant Employees: The general salary increases for Grant

Employees will be effective on the same date as all Palm Beach State College employees.

Definitions:

Grant Employee: Employee whose salary is paid for from a Grant.



Responsibility:

Board of Trustees: Approves salary increases, and Salary Schedule

Human Resources: Assures that the salary increases are given in accordance with the Salary

Schedule.

Payroll: Inputs pay increases in PantherNet and verifies effective date.

Grant Director: Determines availability of budget and approves/denies increase.

Procedure Details:

1. General salary increases are reviewed each year, and may be approved by the District Board

of Trustees. If a general increase is given, all full-time and regular part-time employees must

have been hired on or before a date certain, per board action item, in order to be eligible for

the full or partial salary increase.


Finance Grants – Annual Pay Increases 7/24/2012

2. Once salary increases are approved, the Grant Director will review the Grant budget and

determine if funds are available for the increase.

3. If the Grant Director Approves, the payroll information is transmitted to Payroll Office.

4. Payroll inputs salary increase in PantherNet, similar to other staff payroll changes.

References:

College Board Policies: http://www.palmbeachstate.edu/boardoftrustees/district-board-of-

trustees-policies.aspx (Section 5)




Finance Grants – Compliance Requirements – Federal Funds 11/17/2010

FINANCE

PROCEDURE

MANUAL

TITLE:

Grants – Compliance Requirements – Federal Funds

NUMBER:

FIN-GRF-023

VERSION:

01

ISSUED DATE:

11/15/2010

REVISION DATE:

N/A

Purpose:

Procedures to be followed for proper accountability of State and Federal resources.

Definitions:

Federal Funding Awards: Grants awarded by the Federal Government either directly or indirectly through the State.

Responsibility:

Grants Accountant: Responsible for determination of sub-recipient status, and compliance with

OMB circulars relating to Federal Financial expenditures and reporting.

Purchasing Manager: Responsible for fair priced procurement and compliance with OMB

circulars relating to procurement.

Procedure Details:

1. State agencies must determine whether they are passing on federal awards in the form of

Federal financial assistance to sub-recipients or procuring goods and services from a vendor.

a. This determination is critical for the proper accountability over Federal financial

assistance which is passed on to sub-recipients.

b. State agencies will use the criteria established in OMB Circular A-133 to make this

determination.

c. Agencies must retain documentation to support this determination.

http://www.whitehouse.gov/omb/circulars_default�



2. The Office of Federal Financial Management has confirmed to the Department of Financial

Services that if the State receives an award of Federal financial assistance in the form of a

grant or cooperative agreement, any sub-award for the purpose of the grant is subject to the

rules applicable to the grant even if the sub-award is on a fixed price basis. Agreements

(sub-awards) with sub-recipients of Federal financial assistance must require the following as

applicable:

a. Compliance with OMB Circular A-133: Audit of States, Local Governments and Non-Profit

Organizations.

b. Compliance with OMB Circular A-21: Cost Principles for Educational Institutions (2 CFR,

Part 220); A-87 Cost Principles for Non-Profit Organizations, as appropriate (2 CFR, Part

230).

c. Compliance with OMB Circular A-102: Grants and Cooperative Agreements with State

and Local Governments.

d. Compliance with OMB Circular A-110: Uniform Administrative Requirements for Grants

and other agreements with Institutions of higher learning, hospitals, and other Non-Profit

Organizations (2 CFR, Part 215). This circular also applies to sub-awards made by State

and local governments to organizations covered by the circular and provides that:

i. A grant may be charged only allowable costs resulting from obligations incurred

during the specified funding period.

ii. Any balance of unobligated cash that has been advanced or paid that is not

authorized to be retained for other projects must be refunded to the federal

government.

iii. Any funds paid in excess of the amount to which the recipient is finally

determined to be entitled, under the terms and conditions of the award,

constitutes a debt to the Federal government.

e. Agreements with vendors must be procured in a manner that ensures a fair and

reasonable price to the Federal Government and compliance with applicable rules and

regulations, including, but not limited to:

i. OMB Circular A-87

ii. Section 287.057, F.S.

iii. Section 216.3475, F.S.






http://www.flsenate.gov/Statutes/�




1. Non-Competitive procurements and competitive procurements that result

in less than 2 responses must be supported by a detailed price and cost

analysis. Costs must be reasonable, necessary and allowable in

accordance with state and federal laws, rules and regulations. Agencies

must maintain documentation to evidence the agency’s review.

References:

Florida Statutes: 287.057; 216.3475


OMB Circulars: A-21, A-87, A-102, A-110, A-122, & A-133

http://www.whitehouse.gov/omb/circulars_default




Finance Grants – Compliance Requirements – State Funds 11/18/2010

FINANCE

PROCEDURE

MANUAL

TITLE:

Grants – Compliance Requirements – State Funds

NUMBER:

FIN-GRF-024

VERSION:

01

ISSUED DATE:

11/18/2010

REVISION DATE:

N/A

Purpose:

Requirements state agencies must follow for proper accountability over state and federal

resources.

Definitions:

OMB Circulars: Instructions or information issued by the Office of Management and Budget (OMB) to federal agencies.

Responsibility:

Grants Accountant: Responsible for determination of sub-recipient status, and compliance with

OMB circulars relating Federal Financial expenditures and reporting.

Purchasing: Purchasing Manager is responsible for fair priced procurement and compliance with

OMB circulars relating to procurement.

Procedure Details:

1. State agencies must determine whether they are awarding state financial assistance to a

recipient or procuring goods and services from a vendor. State agencies will use the Florida

Single Audit Checklist for Non-state Organizations-Recipient/Subrecipient vs. Vendor

Determination to make this determination. Agencies must retain a copy of the checklist

2. Agreements with recipients of state financial assistance, even if awarded on a fixed price

basis, must require:

a. Compliance with Section 215.97 Florida Statute (F.S.)

https://apps.fldfs.com/fsaa/documents/nonstate.doc�



http://www.flsenate.gov/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0200-0299/0215/Sections/0215.97.html�



b. Expenditures of state financial assistance be in compliance with laws, rules and

regulations applicable to expenditures of state funds, including, but not limited to, the

Reference guide for State Expenditures

c. A provision stating that an agreement may be charged only with allowable costs resulting

from obligations incurred during the term of the agreement

d. A provision that any balances of obligated cash that have been advanced or paid that is

not authorized to be retained for direct program costs in a subsequent period must be

refunded to the state

3. Agreements involving the State University System, the Florida College System, district school

board, or charter schools using state funds must be procured in a manner that ensures a fair

and reasonable price to the State and compliance with rules and regulations, including, but

not limited to:

a. Section 216.3475 Florida Statute

i. Non-competitive procurements and competitive procurements that result in less

than 2 responses must be supported by a detailed price and cost analysis. Costs

must be reasonable, necessary and allowable in accordance with state laws,

rules and regulations. Agencies must maintain documentation to evidence the

agency’s review.

b. May be fixed price contract that entitles the provider to receive full compensation of the

fixed contract amount upon completion of all deliverables.

c. May be a fixed rate per unit contract that entitles the provider to receive compensation for

each deliverable provided.

d. May be a cost reimbursable contract that entitles the provider to receive compensation

for actual allowable costs incurred in performing contract deliverables.

e. May be a combination of b, c and d.

4. Agreements with vendors must be procured in a manner that ensures a fair and reasonable

price to the State and compliance with applicable rules and regulations, including, but not

limited to:

a. Section 287.057 Florida Statutes

b. Section 216.3475 Florida Statutes

i. Non-competitive procurements and competitive procurements that result in less

than two responses must be supported by a detailed price and cost analysis.

Costs must be reasonable, necessary and allowable in accordance with state

laws, rules and regulations. Agencies must maintain documentation to evidence

the agency’s review.





References:



216.3475


Florida Single Audit Act Checklist for Non-state Organizations:

https://apps.fldfs.com/fsaa/documents/nonstate.doc





Finance Contract Payment - Verification 12/16/2014

FINANCE

PROCEDURE

MANUAL

TITLE:

Contract Payment - Verification

NUMBER:

FIN-GRF-025

VERSION:

01

ISSUED DATE:

9/12/2013

REVISION DATE:

6/5/2014

Purpose:

To ensure that contractual services have been received and properly documented in accordance

with the contract terms prior to processing the invoice for payments.

Definitions:

Contract Payment Verification Template (CPVT): The template used by the point of contact

(POC) to document the completed deliverables and to ensure that the payments are in

compliance with the contract terms. The CPVT is available on the Finance Department’s forms

website at: https://www.palmbeachstate.edu/finance/forms-and-documents.aspx

Deliverables: A deliverable is an event that triggers a payment. For each task identified in the

scope of work there should be an associated deliverable.

Deliverables Certification: Written acknowledgement of the receipt of deliverables by the POC

in the CPVT.





Point of Contact (POC): College designated employee who shall be responsible for enforcing

performance of the contract terms and conditions and serve as a liaison with the Vendor/service

provider.

Routing Slip: Document required for invoice to be processed for payment by Accounts Payable.

Scope of Work: The tasks that the vendor is required to perform.

https://www.palmbeachstate.edu/finance/forms-and-documents.aspx



Verification: Review of documentation supporting the delivery of required services by the POC

prior to approving an invoice.

Responsibility:

Point of Contact (POC): Responsible for the programmatic compliance with Florida Statute

287.057 (15), for enforcing performance of the contract terms and conditions, and serving as a

liaison with the vendor.

Grants Accountant: Responsible for compliance with OMB circulars and College payment

procedures.

Procedure Details:

1. POC set up the Contract Payment Verification Template (CPVT) at the commencement of the

contract.

2. POC reviews vendor/service invoices for accuracy and completeness.

3. POC records deliverables in the CPVT:

a. Verify – POC verifies the supporting documentation for the completed deliverables

agrees to the invoice (e.g., travel and expenditure reports, time sheets, invoices, etc.).

b. Certify – POC records the receipt of the deliverables in the CPVT.

4. POC submits the approved routing slip, invoice, and all supporting documentation including

CPVT to Accounts Payable.

References:



Contract Payment Verification Template (CPVT):


Procurement Procedure: PRO-PUR-006 Purchasing – Contracts





http://www.palmbeachstate.edu/procurement/Documents/PRO-PUR-006-

PurchasingContracts.pdf

Florida Statutes: Chapters 215.197 and 287.057

http://www.flsenate.gov/Laws/Statutes/

Routing Slip: http://www.palmbeachstate.edu/purchasing/Documents/routingslipblank.pdf

State of Florida Contract and Grant User Guide:

http://www.myfloridacfo.com/aadir/docs/ContractandGrantManagementUserGuide.pdf

OMB Circulars: A-21, A-87, A-110, A-122, and A133


http://www.palmbeachstate.edu/procurement/Documents/PRO-PUR-006-PurchasingContracts.pdf

http://www.palmbeachstate.edu/procurement/Documents/PRO-PUR-006-PurchasingContracts.pdf

http://www.flsenate.gov/Laws/Statutes/

http://www.palmbeachstate.edu/purchasing/Documents/routingslipblank.pdf

http://www.myfloridacfo.com/aadir/docs/ContractandGrantManagementUserGuide.pdf



Finance Student Activity Annual Budget 12/8/2014

FINANCE

PROCEDURE

MANUAL

TITLE:

Student Activity Annual Budget

NUMBER:

FIN-GRF-026

VERSION:

01

ISSUED DATE:

12/3/2014

REVISION DATE:

N/A

Purpose:

Establish a budget process and provide financial oversight of the Student Activity & Service Fee

allocation.

Definitions:

Proposed Budget: The budget that is compiled based on expected revenue and expected

expenditures, consisting of personnel costs, current expense and capital outlay.

Category A Budget: Budget items that have been determined to be critical or required budgeted

items. These items or amounts are distributed first from the proposed budget.

Category B Budget: Budget items that have been determined to be District or College-wide

initiatives. These items or amounts are distributed after any Category A budget amounts.

Category C (Campus Allocation): Budget items that have been determined after all Category A

and Category B items have been allocated. This is also known as the Campus allocation which is

determined based on a percentage of student enrollment.

Student Activity Service Fee Committee (SASFC): A committee comprised of students, faculty

and staff members that review budget presentations for Category B budget items or programs.

This committee is administered by the Student Life Director.

Annual Student Activities Budget: This is the final approved budget amount established for the

fiscal year. This budget receives final approval by the President or designee.

Responsibility:

Vice President of Business and Administration: Determines the anticipated revenue based on

expected tuition and enrollment calculations. This is used to determine the proposed budget



which is provided to the Student Life Director and Vice President of Student Services and

Enrollment Services.

Executive Leadership Council (ELC): Approves or denies the proposed budget that is

presented by the Student Life Director.

Student Life Director: Responsible for compiling proposed Student Activities budget and any

details that substantiate the budget amounts. Student Life Director obtains necessary approvals

for Student Activities budget.

Grants Accountant: Provides financial oversight and necessary financial controls to the budget

and expenditure process.

President or designee: Approves or denies the final proposed budget after ELC approves the

draft version. Approves or denies any adjustments to the original budget.

Procedure Details:

1. Total budget for Student Activities will be determined based on expected revenue generated from

student activity fee or an amount determined by the President in coordination with the Vice

President of Business Services and Administration and the Vice President of Student Services

and Enrollment Services.

2. Total budget allocation will be approved or denied by the President or designee.

3. Total budget will be allocated using the following guidelines:

a. Category A budget will be allocated first. Typically reserved for College initiative items and

programs determined by the President or designee.

b. Category B budget will be allocated from any residual budget after Category A items are

deducted.

i. Typically reserved for college-wide programs.

ii. Budget proposals for these programs will be presented to the SASFC.

iii. Student Life Director will oversee the SASFC and budget proposal process.

iv. SASFC will vote on the specific budget allocation for each program which has been

presented to the SASFC by each program advisor or designee.

c. Category C budget will be allocated after Category A and Category B budgets are allocated.



i. Any residual budget funds will then be allocated to each campus.

ii. Campus Student Activities Manager or designee will oversee the Campus Student

Activities Budget.

iii. Category C budgets for each campus is based on percentage of prior enrollment of each

campus.

d. Contingency budget will be set aside for unforeseen budget items. The Contingency Budget

amount will be no more than 5% of the Proposed Budget.

i. Contingency Budget will be determined by President or designee.

ii. Authorization for use of contingency budget will be managed by the Student Life Director.

e. Once all budget items and totals for Category A, Category B, Category C and Contingency

budgets are compiled and approved, the Grants Office will input the Total Final Student

Activities Budget in PantherNet.

References:

Procedure: FIN-GRF-027 Student Activities Budget Amendment

(procedure link goes here)

Florida Statute: 1009.23 (7)

http://www.flsenate.gov/laws/statutes/2011/1009.23

Administrative Code: 6A-14.057 Student Activities

https://www.flrules.org/gateway/ruleNo.asp?id=6A-14.057




Finance Student Activity Budget Amendment 12/8/2014

FINANCE

PROCEDURE

MANUAL

TITLE:

Student Activity Budget Amendment

NUMBER:

FIN-GRF-027

VERSION:

01

ISSUED DATE:

12/3/2014

REVISION DATE:

N/A

Purpose:

Establish a budget amendment procedure to use when making changes to the original or current

budget amount for Student Activity funds.

Definitions:

Current Student Activities Budget: This is the current budget amount maintained in

PantherNet. It consists of the original budget and any approved budget amendments. It is

comprised of expected revenue, expected expenditures, personnel costs, current expenses and

capital outlay.

Original Student Activities Budget: This is the annual total budget amount that receives final

approval by the President or designee.

Student Activity Budget Amendment Form (Amendment Form): A form used to request

changes to the original or current Student Activities budget.

Responsibility:

Vice President of Student Services and Enrollment Services: Determines if any changes to

the original or current budget are necessary.

Student Life Director: Responsible for requesting a budget amendment to the Grants Office.

Student Life Director obtains necessary approvals for Student Activities budget amendment.

Grants Accountant: Provides financial oversight and necessary financial controls to the budget

and expenditure process.

President or designee: Approves or denies any adjustments to the original budget.


Finance Student Activity Budget Amendment 12/8/2014

Procedure Details:

This procedure is to be followed whenever there is a budget amendment to the original or current

Student Activities Budget. An Amendment Form will be used to request any budget changes.

1. The Student Life Director will be responsible for coordinating all budget amendments. Any

student activity budget manager requiring changes, needs to address such needs with the

Student Life Director.

2. Once the budget amendment amount(s) are determined, the Student Life Director will request

the Grants Accountant to initiate an Amendment Form. Budget amendments will be

numbered sequentially for the fiscal year.

3. The Grants Accountant will then complete the Amendment Form and forward it to the Student

Life Director.

4. The Student Life Director will review the Amendment Form. All increases/decreases to the

budget must be adjusted against the ending fund balance. Adjustments cannot exceed the

available fund balance at anytime

5. The Student Life Director will submit the Amendment Form for necessary approvals.

a. All Amendment Forms require the approval of the Vice President of Student Activities and

the President or designee.

6. Once the Amendment Form is approved; it will be returned to the Grant Accountant to

process the change(s) to the current budget.

References:

Procedure: FIN-GRF-026 Student Activities Budget Amendment

(procedure link goes here)

Florida Statute: 1009.23 (7):


Administrative Code: 6A-14.057 Student Activities





Finance Accrual of Annual and Sick Leave 7/24/2012

FINANCE

PROCEDURE MANUAL

TITLE: Accrual of Annual and Sick Leave

NUMBER: FIN-PAY-001

VERSION: 01



Purpose:

The procedure outlines the process to accrue the annual and sick leave of all eligible employees.

Definitions:

Annual Leave: Vacation time that is accrued based on the guidelines described in the District

Board of Trustees Policy 6Hx-18-5.02.



Sick Leave: Full-time employees accrue one sick day per month based on the guidelines

available from District Board of Trustees Policy 6Hx-18-5.03. Sick leave shall be cumulative from

year to year.

Responsibility:

Payroll: Processes the accrual.

Procedure Details:

1. Payroll runs computer job PET445J1 in PantherNet each month.

2. Job PET445J1 automatically updates all eligible employee’s annual and sick leave

balances.

3. Once a year (after December’s job PET445J1 has been run in January), Payroll will

reduce any eligible employee’s unused vacation balance to 50 days (maximum

allowed by Board Policy 6Hx-18-5.02).





Finance Accrual of Annual and Sick Leave 7/24/2012

References:




6Hx-18-5.02


6Hx-18-5.03






Finance Payout of Terminal Vacation and Sick Leave 7/24/2012

FINANCE

PROCEDURE MANUAL

TITLE: Payout of Terminal Vacation and Sick Leave

NUMBER: FIN-PAY-002

VERSION: 01



Purpose:

This procedure outlines the process for the payout of Terminal Vacation and Terminal Sick Leave

due to eligible employees.

Definitions:

Terminal Vacation: Upon termination of his/her employment with the District Board of Trustees,

an employee with accumulated and unused annual vacation leave to his/her credit, under the

provisions of this section, shall be paid for same at his/her then current rate of pay. Further details

of these provisions are available in District Board of Trustees Policy 6Hx-18-5.021.

Terminal Sick Leave: Upon termination of his/her employment with the District Board of

Trustees, an employee with accumulated and unused sick days to his/her credit, under the

provisions of this section, shall be paid for same at his/her then current rate of pay based upon

the guidelines presented in District Board of Trustees Policy 6Hx-18-5.021.

Responsibility:

Payroll: Processes the payout.

Procedure Details:

1. Final regular paycheck is run and issued to terminated employee.

2. Final accrued leave time is balanced by Payroll.

3. Payroll verifies with supervisor that balance is correct.




Finance Payout of Terminal Vacation and Sick Leave 7/24/2012

4. Payroll processes manual payroll to payout leave balances within thirty (30) days of last

working day.

References:

Florida Statutes:

1012.865


College Board Policies: 6Hx-18-5.021





Finance Use of Sick Leave 7/24/2012

FINANCE

PROCEDURE MANUAL

TITLE: Use of Sick Leave

NUMBER: FIN-PAY-003

VERSION: 01



Purpose:

This procedure outlines the use of sick leave by employees.

Definitions:



Request for Leave Form (BA-816): Document required whenever sick leave is to be used. This

form can be ordered from the college stores inventory. This form can also be completed online

via employee web.

Sick Leave: Each full-time employee shall earn one day of sick leave with compensation for each

calendar month, or major fraction of a calendar month, of service not to exceed twelve (12) days

for each fiscal year; provided that such leave shall be taken only when necessary because of

sickness as prescribed in District Board of Trustees Policy 6Hx-18-5.03. Such sick leave shall be

cumulative from year to year.

Responsibility:

Employee: Required to complete Request for Leave Form (BA-816).

Employee Supervisor: Individual required to approve the Request for Leave Form (BA-816).

Payroll: Receives Request for Leave Form and adjusts sick leave for individuals.

Procedure Details:


https://www.palmbeachstate.edu/employeeweb/



Finance Use of Sick Leave 7/24/2012

1. Employee completes Request for Leave Form (BA-816).

2. Supervisor approves Request for Leave Form.

3. Payroll Department receives approved Request for Leave Form.

4. Supervisor reports time and attendance in Time and Attendance System (PantherNet).

5. Payroll verifies Request for Leave Form and Time and Attendance system are in

agreement.

6. If Payroll finds a discrepancy between the Request for Leave Form and the Time and

Attendance system, it is the Supervisor’s responsibility to correct the discrepancy.

7. When the Request for Leave Form and Time and Attendance system are in agreement,

Payroll will adjust the sick leave balance.

References:

Florida Statutes:

1012.865



6Hx-18-5.03


6Hx-18-5.03P

http://www.palmbeachstate.edu/boardoftrustees/documents/BoardPolicies/Section5/5.03P.pdf

Request for Leave Form (BA-816):

http://www.palmbeachstate.edu/purchasing/stores-inventory-and-price-list.aspx (paper form)

https://www.palmbeachstate.edu/employeeweb/ (online form)



http://www.palmbeachstate.edu/boardoftrustees/documents/BoardPolicies/Section5/5.03P.pdf


https://www.palmbeachstate.edu/employeeweb/


Finance Sick Leave Pool 7/24/2012

FINANCE

PROCEDURE MANUAL

TITLE: Sick Leave Pool

NUMBER: FIN-PAY-004

VERSION: 01



Purpose:

This procedure outlines the process of setting up the Sick Leave Pool.

Definitions:

Sick Leave: Each full-time employee shall earn one day of sick leave with compensation for each

calendar month, or major fraction of a calendar month, of service not to exceed twelve (12) days

for each fiscal year; provided that such leave shall be taken only when necessary because of

sickness as prescribed in District Board of Trustees Policy 6Hx-18-5.03. Such sick leave shall be

cumulative from year to year.

Sick Leave Pool: Designed to aid participating employees who have exhausted all of their own

accrued sick leave, during times of extended personal illness. The purpose of this program is to

provide protection to participants from the loss of income due to illness or injury. It is a voluntary

option that permits eligible employees to donate accrued sick hours to the Sick Leave Pool as

outlined by Human Resources and provided for by District Board of Trustees Policy 6Hx-18-

5.031.

Sick Leave Pool Donation and Request Form: Form that must be completed to donate to or

withdraw leave from the Sick Leave Pool.

Responsibility:

Human Resources (HR): Gathers enrollment forms and sends forms to Payroll.

Payroll: Receives enrollment forms and sets up sick leave pool screens.




http://www.palmbeachstate.edu/hr/documents/sickleavepool.pdf


Finance Sick Leave Pool 7/24/2012

Procedure Details:

1. Human Resources (HR) enlists enrollment during Sick Leave Pool open enrollment

period.

2. At end of Sick Leave Pool open enrollment period, HR delivers enrollment forms to

Payroll.

3. Payroll sets up appropriate Sick Leave Pool screens in payroll system.

References:

Florida Statutes:

1012.865



6Hx-18-5.03


6Hx-18-5.031


College Sick Leave Pool: http://www.palmbeachstate.edu/hr/sick-leave-pool.aspx

Sick Leave Pool Donation and Request Form:





http://www.palmbeachstate.edu/hr/sick-leave-pool.aspx



Finance Retirement Plans – Employee Setup 7/24/2012

FINANCE

PROCEDURE MANUAL

TITLE: Retirement Plans – Employee Setup

NUMBER: FIN-PAY-005

VERSION: 01



Purpose:

This procedure outlines the steps to establish the setup of employees to the retirement plan.

Definitions:



records.

Responsibility:

Human Resources: Notifies Payroll of employees eligible for retirement plans.

Payroll: Sets up employees in PantherNet system for retirement plan.

Procedure Details:

1. Human Resources Department notifies Payroll of employee eligibility for retirement plan.

2. Payroll sets up employee’s retirement plan in PantherNet system based on information from

Human Resources.

References:


6Hx-18-5.161


Finance Retirement Plans – Employee Setup 7/24/2012


Florida Statutes:

121.051


121.052


1012.87


1012.875








Finance Retirement Plans – Payment 7/24/2012

FINANCE

PROCEDURE MANUAL

TITLE: Retirement Plans – Payment

NUMBER: FIN-PAY-006

VERSION: 01



Purpose:

This procedure outlines the steps required for making payment on a monthly basis to the Division

of Retirement.

Definitions:

Division of Retirement: State agency where monthly payment is sent for retirement plan.



Retirement Reports: Monthly reports from PantherNet system used to detail employee eligibility

and amount of monthly payment related to retirement calculations.

Responsibility:

Division of Retirement: Receives payment and administers retirement plan.

Payroll: Generates monthly reports, processes payment and prepares monthly journal entry.

Finance: The Assistant Controller for Reporting and Treasury reviews payments and approves

journal entries.

Procedure Details:

1. Payroll runs retirement reports from PantherNet at the beginning of each month

(report is one month in arrears, e.g., June’s report is run at the beginning of July,

July’s report is run at the beginning of August, etc ).


Finance Retirement Plans – Payment 7/24/2012

2. The retirement report contains the dollar amount to be sent to the Division of

Retirement.

3. Payroll electronically transfers the amount due to the Division of Retirement on a

monthly basis.

4. Payroll prepares a journal entry to record the monthly retirement payment to the

Division of Retirement.

5. The Assistant Controller for Reporting and Treasury reviews and approves the

journal entry.

References:

Florida Statutes:

121.051


121.052


1012.87


1012.875











Finance Sabbatical Leave 7/24/2012

FINANCE

PROCEDURE MANUAL

TITLE: Sabbatical Leave

NUMBER: FIN-PAY-007

VERSION: 01


REVISION DATE: N/A

Purpose:

This procedure outlines the steps required for setting up employee Sabbatical Leave in Payroll.

Definitions:



Sabbatical Leave: Leave granted for the purpose of travel, professional academic advancement,

or health restoration.

Responsibility:

Human Resources: Provides Sabbatical Leave information to Payroll.

Payroll: Sets up PantherNet with dates employee is on Sabbatical Leave.

Procedure Details:

1. Human Resources provides information to Payroll listing the employees who have

been approved for Sabbatical Leave and the terms that have been approved.

2. Payroll adjusts PantherNet to reflect the employee being on Sabbatical Leave.

References:



Finance Sabbatical Leave 7/24/2012




Finance Overtime Pay 5/13/2014

FINANCE

PROCEDURE

MANUAL

TITLE:

Overtime Pay

NUMBER:

FIN-PAY-008

VERSION:

01

ISSUED DATE:

9/8/2009

REVISION DATE:

N/A

Purpose:

Steps required for employee overtime payment.

Definitions:

Overtime Form: Form completed by employee detailing the dates and hours of overtime worked.

Responsibility:

Employee: Completes overtime form.

Employee Supervisor: Approves overtime form.

Payroll: Sets up payroll system to pay overtime to employee.

Vice President of Business Services: Responsible for final approval of overtime.

Procedure Details:

1. Employee completes overtime form, including date(s) and hours of overtime worked, and

sends to supervisor for approval.

2. If approved, Supervisor signs overtime form and sends to Payroll.

3. Payroll staff verifies information and signatures on form and sends forms to Vice

President of Business services for final approval.

4. Payroll receives final approved forms and posts overtime to appropriate payroll periods in

PantherNet System.



Finance Overtime Pay 5/13/2014

5. Overtime is paid based on appropriate payroll periods.

References:

Overtime Form:







Finance Overpayment of Payroll 4/28/2014

FINANCE

PROCEDURE

MANUAL

TITLE:

Overpayment of Payroll

NUMBER:

FIN-PAY-009

VERSION:

01

ISSUED DATE:

4/22/2010

REVISION DATE:

4/25/2014

Purpose:

Explanation of steps taken to recover overpayment if employee is paid in error.

Definitions:



records.

Receivable: Generally refers to money owed to the College for goods/services provided.

Record Overpayment: Batch run that corrects year to date payroll records and generates a

receivable in Finance System for Department to monitor funds owed by employees.

Responsibility:

Employee Department and/or Human Resources: Notifies Payroll Department of overpayment.

Payroll: Adjusts overpayment or runs a “record overpayment” batch job.

Procedure Details:

1. Employee’s Department and/or Human Resources notifies Payroll Department that

overpayment has occurred.

2. If the employee has current assignments and the overpayment can be recovered from a

future paycheck, the employee is notified and the overpayment will be deducted from the next

payroll run.


Finance Overpayment of Payroll 4/28/2014

3. If payroll is unable to recover the overpayment on the next paycheck, the employee is notified

by certified mail that an overpayment has occurred and the overpayment needs to be repaid

to the College.

4. The Payroll Staff corrects the year to date payroll records of the employee to the correct

balances by running a batch program called “Record Overpayment”.

5. Student Account Services follows up on amounts owed by the employee through collection

procedures.

References:





Finance Request for Finance Payment 2/13/2013

FINANCE

PROCEDURE MANUAL

TITLE: Request for Finance Payment

NUMBER: FIN-PAY-010

VERSION: 01



Purpose:

This procedure outlines to process to request a finance payment if an employee does not receive

a payroll payment.

Definitions:



quantity, date, and cost/amount.



Responsibility:

Controller or Vice President of Business Services: Approves disbursement request.

Department Supervisor: Responsible for notifying Controller or Vice President of Business

Services that a payment is needed.

Employee: Receives payment from payroll.

Finance Department: Issues payment for payroll.

Payroll: Completes disbursement request and disbursement request authorization form.

Procedure Details:

1. Department Supervisor sends memo or e-mail to Controller or Vice President of Business

Services requesting a finance payment. This payment is a loan and will be repaid via a



Finance Request for Finance Payment 2/13/2013

payroll adjustment on the next regular payroll run. Payroll will explain to the employee’s

supervisor about the loan procedure and that adjustments will be made to the employee’s

next payroll payment to recoup this loan and adjust the employee’s year to date accounting

through the payroll system. The supervisor will explain the procedure to the employee.

2. Department Supervisor must find and correct the reason for employee not receiving payroll

payment.

3. Department Supervisor must notify payroll in order for Payroll to make the necessary

adjustment.

4. If approved, Controller or Vice President of Business Services notifies Payroll of the approval

and Payroll calculates amount and requests a payment through Panthernet via a

disbursement request.

5. The payment is issued by the finance department to Payroll (usually the following day).

6. Payroll contacts the employee (or the employee‘s supervisor) to advise them the check

(payment) is ready for pickup (unless the payment is a direct deposit).

References:



Disbursement Request Authorization Form





Finance Returned Paycheck 4/28/2014

FINANCE

PROCEDURE

MANUAL

TITLE:

Returned Paycheck

NUMBER:

FIN-PAY-011

VERSION:

01

ISSUED DATE:

7/6/2010

REVISION DATE:

4/25/2014

Purpose:

Handling of payroll checks that are returned due to incorrect address.

Definitions:

Direct Deposit: Automatic transfer of salaries, wages, rents, benefits, or other such sums,

directly to the account of an employee.

Paycheck: A check drawn on College funds for those electing not to participate in Direct Deposit

programs offered by the College.

Responsibility:

Human Resources: Contacts employee to obtain correct address. Encourages participation in

the College’s primary payment method of direct deposit.

Payroll: Receives returned check and notifies Human Resources.

Procedure Details:

1. Payroll receives check returned from post office and sends returned check to Human

Resources.

2. Human Resources notifies employee of returned check and obtains correct address. If

employee prefers, they can come in and pick up check. The employee is encouraged to sign

up for direct deposit.

http://www.businessdictionary.com/definition/automatic.html

http://www.businessdictionary.com/definition/transfer.html

http://www.businessdictionary.com/definition/salary.html

http://www.businessdictionary.com/definition/wages.html

http://www.businessdictionary.com/definition/rent.html

http://www.businessdictionary.com/definition/benefit.html

http://www.businessdictionary.com/definition/sum.html

http://www.businessdictionary.com/definition/account.html


Finance Returned Paycheck 4/28/2014

References:





Finance Request for Time and Attendance Access Procedure Document Template 5/13/2014

FINANCE

PROCEDURE

MANUAL

TITLE:

Request for Time and Attendance Access

NUMBER:

FIN-PAY-012

VERSION:

01

ISSUED DATE:

10/1/2010

REVISION DATE:

4/25/2014

Purpose:

Outline the steps required for an employee to obtain access to the Time and Attendance System.

Definitions:



Time and Attendance Codes: The method for designating an area within the time and

attendance system for which a designated employee has access.

Time and Attendance System: Module within PantherNet for reporting time and attendance for

payroll purposes.

Responsibility:

Supervisor: Requests access to time and attendance system for designated employee.

Payroll Manager: Processes the request for time and attendance access.

Payroll: Trains designated employee on the use of the time and attendance system.

Controller’s Office: Processes request for PantherNet access to time and attendance system.

Designated Employee: Attends training for reporting time and attendance.

Procedure Details:


Finance Request for Time and Attendance Access Procedure Document Template 5/13/2014

1. The supervisor of the ‘designated employee’ sends a written request/authorization (email) to

the Payroll Supervisor listing the time and attendance codes the designated employee will

need to access.

2. The ‘designated employee’s supervisor also completes a Request for PantherNet Access

Form to request access to the time and attendance system for the designated employee.

3. Payroll contacts the designated employee to schedule training.

4. Designated employee arrives for training and payroll activates proper time and attendance

codes.

5. Designated employee is trained on the proper use of the time and attendance system and

given a copy of the time and attendance system manual.

6. Payroll documents the training and designated employee’s access and files documentation in

payroll office.

References:

Request for PantherNet Access Form:

http://intra2.pbcc.edu/it/forms/panthernet/

Time and Attendance Training Manual:

Available from Payroll





Finance Payroll Tax Payments 5/13/2014

FINANCE

PROCEDURE

MANUAL

TITLE:

Payroll Tax Payments

NUMBER:

FIN-PAY-013

VERSION:

01

ISSUED DATE:

9/30/2010

REVISION DATE:

4/25/2014

Purpose:

Explain how the College remits payroll taxes to proper government authorities.

Definitions:

Electronic Federal Tax Payment System (EFTPS): A tax payment system provided by the U.S.

Department of Treasury for paying federal taxes electronically via the internet or phone.

Journal Entry: The recording of a business transaction and its monetary value in the accounting

system (PantherNet).



Tax Report: After each pay period closes, a Payroll report is processed in PantherNet to

determine the amount of payroll taxes due to government agencies.

Responsibility:

Payroll: pull up tax report in PantherNet, electronically transfers tax payment, and prepares

journal entry to record payment of taxes.

Accounting Specialist for Bookkeeping: Prepares journal entry for tax payment and reconciles

book and bank entries.

Assistant Controller, Reports & Treasury: Approves journal entry.

Procedure Details:


Finance Payroll Tax Payments 5/13/2014

1. After each payroll is completed, payroll staff consults the tax report to determine the amount

of payroll taxes due.

2. Payroll staff electronically transfers payroll tax using EFTPS.

3. Payroll staff advises the Accounting Specialist for Bookkeeping to prepare journal entry to

record the payment of payroll tax.

4. The Assistant Controller of Reporting & Treasury approves the journal entries.

References:

The Internal Revenue Code Title 26 of the United States Code (USC):

http://uscode.house.gov/download/releasepoints/us/pl/113/100+u1/pdf_usc26@113-100+u1.zip


6Hx-18-4.32





Finance Year End Tax Statements (W-2’s) 5/13/2014

FINANCE

PROCEDURE

MANUAL

TITLE:

Year End Tax Statements (W-2’s)

NUMBER:

FIN-PAY-014

VERSION:

01

ISSUED DATE:

10/1/2010

REVISION DATE:

4/25/2014

Purpose:

Outline the process to issue year-end tax statements to employees.

Definitions:



W-2: A tax form prepared by an employer and given to an employee to be filed with his/her Form

1040, listing wages earned during that year, federal and state taxes withheld, and Social Security

tax information.

Responsibility:

Payroll: Runs W-2 statements from PantherNet and mails statements to employees.

Information Technology: Processing W-2 statements printing.

Mailroom: Processes W-2 statements for postage and delivers statements to the US Post Office.

Procedure Details:

1. In January of each year, after the year-to-date totals are balanced and all adjustments have

been made, Payroll initiates a process through PantherNet to generate the previous year’s

W-2 forms. Forms must be mailed by January 31 of each year.

2. IT contacts the mail room to pick up the forms after they are printed and they are then mailed

to current and former employees who were paid during that particular calendar year.

3. Information contained on Form W-2 are electronically submitted to the Social Security

administration and Internal Revenue Service.

http://www.investorwords.com/4879/tax.html

http://www.businessdictionary.com/definition/form.html

http://www.businessdictionary.com/definition/employer.html

http://www.investorwords.com/1696/employee.html

http://www.businessdictionary.com/definition/filed.html

http://www.investorwords.com/16/1040.html

http://www.investorwords.com/2845/listing.html

http://www.investorwords.com/5273/wages.html

http://www.investorwords.com/1895/Federal.html

http://www.investorwords.com/5972/taxes.html

http://www.investorwords.com/4618/Social_Security_Tax.html

http://www.investorwords.com/4618/Social_Security_Tax.html

http://www.businessdictionary.com/definition/information.html


Finance Year End Tax Statements (W-2’s) 5/13/2014

References:




6Hx-18-4.32





Finance Returned W-2s 5/13/2014

FINANCE

PROCEDURE

MANUAL

TITLE:

Returned W-2s

NUMBER:

FIN-PAY-015

VERSION:

01

ISSUED DATE:

10/1/2010

REVISION DATE:

4/25/2014

Purpose:

Handling of year-end tax statements that are returned due to an incorrect address.

Definitions:



W-2: Year-end income and tax statement sent to government agencies and each employee

Responsibility:


Procedure Details:

1. Payroll mails W-2 forms to employees (see Procedure FIN-PAY-014).

2. If W-2 is returned by the U.S. Post Office as undeliverable, Payroll contacts the employee for

a correct address or delivery instructions.

3. Payroll initiates a reprint of the needed W-2 statements once a week.

4. Payroll mails the W-2 statements to the corrected address.

5. Payroll retains the W-2 statements that were returned to the College.

References:



Finance Returned W-2s 5/13/2014



6Hx-18-4.32





Finance Request for Duplicate W-2s 5/13/2014

FINANCE

PROCEDURE

MANUAL

TITLE:

Request for Duplicate W-2s

NUMBER:

FIN-PAY-016

VERSION:

01

ISSUED DATE:

10/1/2010

REVISION DATE:

4/25/2014

Purpose:

Outline of process to issue duplicate year-end tax statements to employees.

Definitions:



W-2: Year-end income and tax statement sent to government agencies and each employee.

Responsibility:

Employee: Contacts Payroll to request a duplicate W-2.


Procedure Details:

1. Payroll is contacted by employee regarding W-2 form that was lost, stolen, or never received.

2. Payroll checks the W-2’s that were returned (see Fin-Pay-015).

3. If Payroll has the W-2 in the return file, the correct address is obtained and the W-2 is mailed.

4. If Payroll does not have the W-2 in the return file, the employee’s name is added to a

duplicate W-2 list.

5. Once a week, Payroll processes duplicate W-2’s through PantherNet and forwards the

duplicate forms the mailroom to be mailed to employees.


Finance Request for Duplicate W-2s 5/13/2014

References:








Finance Quarterly Form 941 4/28/2014

FINANCE

PROCEDURE

MANUAL

TITLE:

Quarterly Form 941

NUMBER:

FIN-PAY-017

VERSION:

01

ISSUED DATE:

10/1/2010

REVISION DATE:

4/25/2014

Purpose:

This procedure details the filing of the quarterly tax forms to government agencies.

Definitions:

Form 941: Quarterly tax statement sent to the US Treasury that reports the income taxes paid for

the quarter being reported.

Responsibility:

Payroll Manager: Responsible for completion of quarterly Form 941.

Procedure Details:

1. Payroll Manager gathers quarterly employee income and income tax information.

2. Payroll Manager prepares quarterly Form 941.

3. Payroll Manager signs completed form and mails form to the US Treasury.

References:

IRS Instructions for Quarterly Form 941:

http://www.irs.gov/pub/irs-pdf/i941.pdf

http://www.irs.gov/pub/irs-pdf/i941.pdf


Finance Termination of Employee 4/28/2014

FINANCE

PROCEDURE

MANUAL

TITLE:

Termination of Employee

NUMBER:

FIN-PAY-018

VERSION:

01

ISSUED DATE:

10/1/2010

REVISION DATE:

4/25/2014

Purpose:

Outline the process to eliminate terminated employees from payroll and benefits system.

Definitions:



Terminated employee: An employee who separates employment from the College.

Terminal paycheck: Last paycheck employee receives.

Responsibility:

Payroll: Issues terminal paycheck to Human Resources.

Human Resources: Notifies payroll of terminated employee and receives terminal paycheck to

issue to employee.

Procedure Details:

1. Human Resources notifies Payroll of employee’s last work day.

2. Payroll calculates the amount of the employee’s last check and makes adjustments at the

appropriate time during the payroll processing window.

3. A list of all employees that are terminating during the current pay period is sent to Human

Resources for verification of payment information.

4. Human Resources verifies the accuracy of the list, signs the list, and returns the list to

Payroll.


Finance Termination of Employee 4/28/2014

5. Payroll adjusts PantherNet system to end benefits and deductions as necessary.

6. Payroll ends direct deposit prior to payroll run in order for terminal check to be generated.

7. Payroll mails terminal check to Human Resources for exit purposes.

8. Human Resources issues terminal check to employee.

References:





Finance Returned Check Procedure 9/6/2012

FINANCE

PROCEDURE

MANUAL

TITLE:

Returned Check Procedure

NUMBER:

FIN-SAS-001

VERSION:

01

ISSUED DATE:

9/8/2009

REVISION DATE:

7/5/2012

Purpose:

To document steps and action taken for checks returned from the bank.

Definitions:




Returned check: A check that was presented to the financial institution, on which it was drawn,

refused payment by that institution, and sent back unpaid.

Worthless checks up to $150.00 constitute a misdemeanor in the first degree.

Worthless checks over $150.00 constitute a felony in the third degree.

Responsibility:

Accounts Receivable/Accounting Associate II: Sets up receivable on student account; sets up

receivable for amount of returned check plus any fee on student account.

Financial Institution: Processes the check; rejects the check upon failure of payment.

Finance Department/Bookkeeping: Receives rejected checks; forwards to Accounts

Receivable.

Procedure Details:



1. The bank is instructed to attempt to process the check twice for payment.

2. Once the check is rejected from the bank, it is returned to the College stating the reason

for the return.

3. The check is returned to the Finance Department and then forwarded to Accounts

Receivable in order to set up the receivable for the student.

4. Accounts Receivable sets up the receivable in PantherNet for the student and adds an

additional receivable in PantherNet for the amount of the returned check fee. The

College reserves the right to take necessary actions against those check writers including

assessing the maximum fees allowable by law including:

a. Current bank service fee for returned checks plus amount allowed by law; therefore

the College returned check fees are as follows:

Checks under $50.00 will be charged $26.50

Checks from $50.00 - $299.99 will be charged $31.50

Checks from $300.00 - $800.00 will be charged $41.50

Checks over $800.00 will be charged 5% of the check amount

All fees are subject to change.

5. Student/Customer is billed in the normal billing process.

6. Students who have presented 2 returned checks are no longer allowed to pay by

personal check.

7. The College’s worthless/NSF check complaints may be filed directly with:

Palm Beach County State Attorney Bad Check Restitution Program –

PMB 171, 6901 W Okeechobee Blvd. #D5, West Palm Beach, FL 33411

References:

Florida Statutes: FS 832.05

http://www.flsenate.gov/statutes

FS 832.08

http://www.flsenate.gov/statutes






Palm Beach County Sheriff’s Office/Financial Crimes Unit:

http://www.pbso.org/index.cfm?fa=fc_badchecks

Student Handbook: http://www.palmbeachstate.edu/catalog/studenthandbook/

http://www.pbso.org/index.cfm?fa=fc_badchecks

http://www.palmbeachstate.edu/catalog/studenthandbook/


Finance Accounts Receivable 5/22/2013

FINANCE

PROCEDURE

MANUAL

TITLE:

Accounts Receivable

NUMBER:

FIN-SAS-002

VERSION:

02

ISSUED DATE:

3/30/2010

REVISION DATE:

5/15/2013

Purpose:

The College allows certain Agencies (customers) to pay in the near future by creating a

receivable owed by the agency which can then be billed to the appropriate agency/customer.

Definitions:

Agency: Businesses and/or associations scheduling employees or recipients to take various

courses.




Responsibility:

Accounts Receivable: Establishes accounts or customer numbers with each agency. Maintains

receivables and bills accounts to various agencies.

Agency: Determines which recipient(s) are eligible to attend course(s) in which the agency

agrees to pay the College. Business and/or association requesting credit, which creates a

receivable, is liable to the College for payment as documented by applications, agreements,

memorandums of understanding, etc.

Registrar’s Office: Registers student(s) in course(s).

Procedure Details:

1. Agency contacts the College to discuss an educational need.


Finance Accounts Receivable 5/22/2013

2. The College verifies that the agency has a billing application on file with Accounts

Receivable.

3. If a billing application is not on file, the agency must complete a billing application.

4. The agency or college staff coordinator communicates with Accounts Receivable to

determine how the Agency contract should be set up in PantherNet.

a. Typical Check list items: term fee, tests, application fee, sequence table, fee type, flat

fee, fixed fee, variable fee, account to charge, special course fees, etc.

5. Accounts Receivable sets up agency in PantherNet and assigns a customer number and sets

up appropriate contracts.

6. The agency sends a Letter of Intent to Accounts Receivable. The Letter of Intent contains

authorization of billing for students and/or courses, and must list customer number, student

ID number, course ID and/or reference number.

7. The agency sends registration forms to Registrar’s Office (students may have option to

register themselves).

8. The Letter of Intent is then given to Cashier’s Office to apply coverage for students.

9. Accounts Receivable sends an invoice to the agency.

10. The agency pays invoice amount to the College.

References:




http://flsenate.gov/Laws/Statutes/

1001.65






Finance Billing & Dunning 9/6/2012

FINANCE

PROCEDURE

MANUAL

TITLE:

Billing & Dunning

NUMBER:

FIN-SAS-003

VERSION:

02

ISSUED DATE:

9/8/2009

REVISION DATE:

7/5/2012

Purpose:

The College will make reasonable efforts to collect any unpaid balance of tuition, fees and/or

related charges.

Definitions:

Dunning: To make persistent demands upon students/customers for payment.




Responsibility:

Cashier’s Office: Handles billing & dunning process.

Student Account Services Manager: Determines schedule of billing and dunning which usually

occurs every two weeks.

Collection Agency: Handles the proper processing of delinquent accounts including bureau

reporting, where applicable, and compliance with State and Federal laws.

Procedure Details:

1. Students are typically billed on a bi-weekly basis.

2. Any outstanding student contract that has not been billed will be picked up by PantherNet

and sent a bill accordingly.


Finance Billing & Dunning 9/6/2012

3. Once students are billed they will receive 3 additional past due notices.

a. The first notice is approximately 30 days after the date of the first bill.

b. The second notice is approximately 60 days after the date of the first bill.

c. The third notice is approximately 90 days after the date of the first bill.

4. Any student receivables that have not been paid in full after approximately 120 days from the

date of the bill will be sent to a collection agency. Refer to Procedure for Delinquent Accounts

FIN-SAS-004.

References:



1001.64


1001.65




http://www.flsenate.gov/Laws/Statutes/2011/Chapter1010








Finance Delinquent Accounts 2/13/2013

FINANCE

PROCEDURE MANUAL

TITLE: Delinquent Accounts

NUMBER: FIN-SAS-004

VERSION: 01



Purpose:

The College actively pursues any balance owed. Any amount that is deemed to be delinquent,

after a reasonable attempt has been made through the billing and dunning procedures (FIN-SAS-

003), will be sent to an outside Collection Agency. Collection Costs associated with an outside

Collection Agency will be passed on to the responsible party or person.

Definitions:

Delinquent Account: An account is deemed to be delinquent when a reasonable effort has been

made by the College to collect a debt owed through standard billing and dunning procedures

(FIN-SAS-003).



Responsibility:

Student Account Services Manager: Requests the Collection Agency reports as needed,

typically at the end of each month. Reviews collection file for errors.

Financial Analyst: Prepares file and uploads all necessary data to any outside Collection

Agency doing business with the College.

Cashier’s Office: Responsible for recording any payments received from the student or from the

Collection agency on behalf of the student.

Procedure Details: 1. Student accounts that have received three notices over a period of approximately one

hundred twenty days will be deemed delinquent.





Finance Delinquent Accounts 2/13/2013

2. The Student Account Services Manager requests, as needed, the Collection Agency reports.

3. Collection Costs, as determined by any Contract Agreement with any outside Collection

Agency doing business with the College, will be passed to each student or responsible party.

4. An electronic file is automatically placed on the CASHIERS share drive at

\\shared\files\Cashiers\Collections.

5. The file will then be reviewed for errors by the Student Account Services Manager.

6. Financial Analyst will then extract all necessary data from the file and upload all necessary

data to each appropriate outside Collection Agency doing business with the College.

7. Any payments received by the College through the Cashier’s Office, for an account that has

been placed with an outside Collection Agency, will be reported back to the Collection

Agency when the Collection Agency payment reports are requested.

8. Any payments received by the outside Collection Agency will be processed through the

Cashier’s Office to the appropriate account when received by the College.

9. Payments will be first applied to any Collection Costs and the remaining balance applied to

the original debt owed to the College.

References:



College Billing and Dunning Procedure:

FIN-SAS-003










Finance Petty Cash Replenishment 12/16/2014

FINANCE

PROCEDURE

MANUAL

TITLE:

Petty Cash Replenishment

NUMBER:

FIN-SAS-005

VERSION:

01

ISSUED DATE:

9/24/2010

REVISION DATE:

2/13/2013

Purpose:

This procedure outlines the process used by the Bursar to replenish petty cash funds (See

Procurement Procedure PRO-PUR-009: Purchasing-Miscellaneous Purchasing-Petty Cash).

Definitions:



quantity, date, and cost should be included in the documentation.



Organizational Unit (Org Unit): Coding system used within the College that allows for clear




System.

Account Number: The combination of both the Org Unit and GL Code which defines the

department and the transaction.



Petty Cash: Cash funds used for small purchases needed in an emergency. Petty cash

transactions are limited to $50 per day per account.

Petty Cash Voucher: Form needed to accompany original receipt for petty cash reimbursement.

Responsibility:

http://www.palmbeachstate.edu/procurement/Documents/PRO-PUR-009-PurchasingPettyCash.pdf

http://www.palmbeachstate.edu/purchasing/Documents/pettycashvoucher-fillable.pdf



Bursar: Summarizes and totals petty cash reimbursements and then enters Disbursement

Request in order to obtain funds for replenishment of petty cash.

Accounts Receivable Manager: Approves disbursement request and sends to Accounts

Payable for authorization and action of petty cash replenishment.

Procedure Details:

1. Bursar accumulates petty cash vouchers, organizes them by Organizational Unit and

General Ledger Code, and then summarizes all vouchers on a memo.

2. Bursar enters disbursement request in PantherNet as requisition type RQ, using the

account number(s) and amount(s) to be replenished from each Org Unit.

3. Bursar indicates disbursement request number, assigned in PantherNet, on memo which

summarizes each petty cash voucher by account number.

4. Disbursement request is made payable to the College. The field for separate check

indicator and note to pick up check are marked in PantherNet.

5. After all necessary information is entered in PantherNet on the Disbursement Request,

the Disbursement Request Authorization Form and the memo are submitted to the

Accounting Manager for approval.

6. Once the Accounting Manager approves the Disbursement Request Authorization, the

information is forwarded to the Accounts Payable Department.

7. Accounts Payable Department processes disbursement request in PantherNet after

reviewing approval signatures, account number classifications, and attached paperwork

for validity.

8. Checks are processed in PantherNet on a regular basis and petty cash replenishment

checks are sent to the appropriate Bursar to complete petty cash replenishment.

9. When Bursar receives the check made payable to the College, funds from the next bank

deposit are used to cash out the check. The petty cash check is placed in the deposit

that provided the cash funds.

References:

Petty Cash Procedure:



PRO-PUR-009: http://www.palmbeachstate.edu/procurement/Documents/PRO-PUR-009-

PurchasingPettyCash.pdf

Petty Cash Voucher:


Purchasing Guidelines:


Disbursement Request Procedure:

FIN-ACP-009: http://www.palmbeachstate.edu/finance/Documents/FIN-ACP-009.pdf

Disbursement Request Authorization Form:









Finance Cash Collection 2/1/2017

FINANCE

PROCEDURE MANUAL

TITLE: Cash Collection

NUMBER: FIN-SAS-006

VERSION: 02



Purpose:

In accordance with Board Policy 6Hx-18-4.03, all funds received by the College shall be recorded

and deposited in accordance with Florida statutes and rules of the Florida College System.

College organizations, which are supported financially in full or in part by the College, must

deposit their funds with the College. These organizations will be required to follow the College

purchasing procedures for expenditures of these funds in the same manner as the budgeting

departments of the College.

Definitions:

Card Management Center (CMC): Device accepting cash deposits to the PantherCard.

Cash Collection/Funds: Any monetary transmittal including legal tender (cash), checks, drafts,

credit cards, etc. exchanged for goods and/or services.

Cashier’s Office: The point of collection and data entry for all student fees, accounts receivable,

and various payments.

Fund 6 (Agency Funds): This fund is used to account for resources held by the College as a

custodian or fiscal agent for others.



Pre-Numbered Receipt Form: Form used by Departments to issue receipt of funds. These

receipts are printed in 3-part form with sequential numbers.

Deposit Log Form: Form used by Departments to deposit funds with the College. Form can be

found at:

http://www.palmbeachstate.edu/finance/Documents/ARForm-DepDepositLog.pdf


http://www.palmbeachstate.edu/finance/Documents/ARForm-DepDepositLog.pdf



Department: Classification or subdivision within the College and could also be a support

organization.

Responsibility:

Cashier’s Office: Responsible for providing and tracking pre-numbered receipts and depositing

departmental funds to the correct Organizational Unit for proper accounting and recordkeeping.

Departments: Responsible for receiving funds, issuing receipts, and depositing funds with

cashier on a regular basis, according to established guidelines.

Finance Department: Responsible for establishment and enforcement of cash collection

guidelines as well as approvals.

Procedure Details:

1. Cash collections outside the Cashier’s Office must be approved by the Finance Department prior

to collection of funds.

2. Departments collecting funds are responsible for implementing and adhering to proper internal

controls of cash collections.

3. Departments with their own specialized software will issue pre-numbered receipts provided by the

software.

4. Departments without specialized software will use handwritten, College Pre-Numbered Receipt

Forms.

5. College Pre-Numbered Receipt Forms are distributed from the Cashier’s Office, and any unused

forms are safeguarded in the vault at each campus Cashier’s office.

6. Once funds are received by the Department, the Department will complete, verify, and reconcile

the Deposit Log Form.

7. The Deposit Log Form and funds are given to the Cashier’s Office for verification. Back up

documentation, such as receipts issued through the individual departmental software or College

Pre-Numbered Receipt Forms, will be included as part of the deposit with the College.

8. Deposits consisting of cash and checks must be made on a daily basis, regardless of amount.

Deposits consisting solely of cash under $100 can be made on a weekly basis.

http://www.palmbeachstate.edu/finance/Documents/AR-CashCollectionGuidelines.pdf




Authorized Recurring Cash Collections outside the Cashier’s Office are as follows:

1. Theater Box Office (Lake Worth, Palm Beach Gardens, Belle Glade)

- Specialized software and issuance of pre-numbered tickets

2. Dental Department (Lake Worth)

- Specialized software and issuance of pre-numbered receipts

3. Library (Lake Worth)

- College Pre-Numbered Receipt Forms

4. Cosmetology (Lake Worth)


5. Massage Therapy-Services (Boca Raton)


6. Child Care (Lake Worth, Palm Beach Gardens)

- Specialized software and issuance of pre-numbered receipts

7. PantherCard Card Management Centers (Lake Worth, Palm Beach Gardens, Boca

Raton, Belle Glade) - Card Management Center cash vending machines

References:



Establish Fund 6 Account:

http://www.palmbeachstate.edu/finance/Documents/EstablishFund6Account.pdf

Florida Statutes:1001.65



6Hx-18-4.03







Finance Financial Aid Disbursement Payments 9/6/2012

FINANCE

PROCEDURE

MANUAL

TITLE:

Financial Aid Disbursement Payments

NUMBER:

FIN-SAS-007

VERSION:

01

ISSUED DATE:

5/10/2011

REVISION DATE:

N/A

Purpose:

Financial Aid Disbursement payments are issued to eligible Financial Aid students after

institutional tuition and fees have been satisfied.

Definitions:

Direct Deposit: A method of transferring a payment electronically directly from the payer’s bank

account into the payee’s account.

Disbursed: Process or action performed by the Financial Aid Department that initiates/posts

payment to the student’s account in PantherNet to satisfy tuition, fees and related charges. This

is typically done after the Financial Aid Department has verified the student’s eligibility

requirements.

Financial Aid Disbursement: Funds paid out by the College to those eligible students after

institutional tuition and fees and other educational charges have been satisfied.

Financial Aid Disbursement payment(s): Payment which is made payable to the student as a

result of Financial Aid verifying and disbursing the Financial Aid funds through PantherNet.

Financial Aid Office: Department within the College that determines eligibility requirements

necessary for Financial Aid and processes the awards on behalf of the student.

Free Application for Student Federal Aid (FAFSA): Application established by the Federal

Department of Education to determine eligibility of federal funds available for students meeting

the necessary requirements.



Responsibility:



Financial Aid Office: Processes Financial Aid awards (offering, accepting, and disbursing funds

through PantherNet) according to the Financial Aid Department’s specifications/requirements.

Student Account Services: Processes Financial Aid payments to students after verification

and/or disbursement is made by the Financial Aid Department.

Student: Responsible for maintaining a current address on file through PantherWeb or with the

Registrar’s Office and submitting a Student Direct Deposit Authorization Form if requesting to

receive funds via Direct Deposit.

Procedure Details:

1. Financial Aid is disbursed through the Financial Aid Office and PantherNet. Once the award

is disbursed through a series of Financial Aid processes, a Credit & Collections process posts

payments to the student’s account.

2. Any residual funds, once tuition, fees and related changes have been satisfied will be

released to the student.

3. Lead Bursar, along with the Financial Aid Department, will review a series of PantherNet

reports in order to ensure tuition, fees and related charges are satisfied prior to releasing

residual payments to the student.

4. Students can elect to have residual payments processed as Direct Deposit or Check.

a) Direct Deposit – Students can elect to have Direct Deposit of funds by completing a

Student Direct Deposit Authorization Form. All completed Student Direct Deposit

Authorization Forms are submitted to the Cashier’s Office for processing.

b) Checks - Students not electing Direct Deposit will have checks mailed to the current

address on file in PantherNet.

References:

Federal Student Aid Information: http://studentaid.ed.gov/

Financial Aid Forms: http://www.palmbeachstate.edu/financialaid/forms.aspx

Financial Aid Office Home Page: http://www.palmbeachstate.edu/financialaid/

Free Application for Student Federal Aid (FAFSA): http://www.fafsa.ed.gov/

http://www.palmbeachstate.edu/finance/Documents/ARForm-StudentDirectDeposit.pdf

http://studentaid.ed.gov/

http://www.palmbeachstate.edu/financialaid/forms.aspx

http://www.palmbeachstate.edu/financialaid/

http://www.fafsa.ed.gov/



Student Direct Deposit Authorization Form:




Finance Financial Aid Direct PLUS Loan Check 2/13/2013

FINANCE

PROCEDURE MANUAL

TITLE: Financial Aid Direct PLUS Loan Check

NUMBER: FIN-SAS-008

VERSION: 01



Purpose:

Direct PLUS loan checks should be issued to the recipient of the loan after institutional tuition and

fees have been satisfied on behalf of the student. Any residual value of the PLUS loan should be

issued to the recipient of the loan, not the student. These procedures will allow the issuance of

any residual funds to be paid to the Direct PLUS loan recipient.

Definitions:

Account Number: The combination of both the Org Unit and GL Code which defines the

department and the transaction.

Aggregate Direct PLUS Loan check(s): Aggregate check which is made payable to the

College as a result of Financial Aid disbursing the Direct PLUS loan funds through Panthernet.

The aggregate check is deposited into a clearing account and re-distributed to the correct

parent/recipient as individual recipient checks.

Customer Number (Record): A unique alphanumeric, number(s) and/or letter(s), code assigned

in PantherNet to a parent/recipient used to process an individual recipient Direct PLUS loan

check

Dependent Students: A determination made by the Federal Governments based on

requirements established on the FASFA website.

Direct PLUS Loan: Parents of dependent students may apply for a Direct PLUS Loan to help

pay their child's education expenses as long as certain eligibility requirements are met. Eligibility

requirements are determined by the College’s Financial Aid Office.

Direct PLUS Loan Recipient (Recipient): A loan borrowed by a parent/recipient on behalf of a

child/student to help pay for tuition and school related expenses. The recipient becomes a

Customer in PantherNet.

http://www.fafsa.com/understanding-fafsa/fafsa-dependency

http://studentaid.ed.gov/types/loans/plus





quantity, date, and cost should be included in the document.

Financier: A sub-system of PantherNet where all financial aid transactions are initiated.

Free Application for Student Federal Aid (FASFA): Application established by the Federal

Department of Education to determine eligibility of federal funds available for students meeting

the necessary requirements. .



Individual Recipient Direct PLUS Loan check(s): Check which is made payable to the

individual parent/recipient after the aggregate check is deposited into a clearing account.





System.



Responsibility:

Financial Aid Office – Processes PLUS loans (offering, accepting, and disbursing funds through

PantherNet) according to their specifications/requirements. Notifies Lead Bursar with

parent/recipient information once PLUS loan is accepted in PantherNet.

Cashier’s Office – Receives aggregate check as a result of the Financial Aid Disbursement to

the dependent student in PantherNet.

Lead Bursar – Deposits the aggregate check into a clearing account and re-distributes funds to

the parent/recipient through a disbursement request processed in PantherNet. Lead Bursar also

reconciles the clearing account in PantherNet on a regular basis.

Procedure Details:






1. Financial Aid Office notifies the Lead Bursar with correct parent/recipient information

once the PLUS loan is accepted in Financier.

2. The Lead Bursar establishes the parent/recipient as a valid customer in PantherNet. (Use

customer type “DP”-Direct PLUS Loan).

3. Once the funds are disbursed by Financial Aid an aggregate check will be issued to the

College.

4. Any institutional tuition and fees owed by the dependent student should be satisfied

before the aggregate check is issued to the College.

5. The Lead Bursar will deposit the aggregate check into clearing account which is an

organizational unit established in PantherNet. The Organizational unit will be reviewed

regularly to ensure the balance of the clearing account is zero. Any discrepancies are

resolved.

6. Individual disbursement requests are entered, approved and processed by the Lead

Bursar

References:



Direct Loan Process/Information:

http://www.studentaid.ed.gov/types/loans/plus

Financial Aid Office Home Page:


Free Application for Federal Student Aid (FAFSA):



http://www.studentaid.ed.gov/types/loans/plus




Finance Fees 9/17/2012

FINANCE

PROCEDURE

MANUAL

TITLE:

Fees

NUMBER:

FIN-SAS-009

VERSION:

01

ISSUED DATE:

11/17/2010

REVISION DATE:

7/5/2012

Purpose:

Tuition and fees are charged in accordance with Florida State Statute 1009 (et al). Fees are

approved by the District Board of Trustees.

Definitions:

Tuition: The costs charged per credit hour or contact hour. As defined by statute, tuition is “the

basic fee charged to a student for instruction provided by a public postsecondary

educational institution in this state. A charge for any other purpose shall not be included

within this fee.”

Fees: As defined by statute, the College is authorized to establish fee schedules for other fees

and fines related to College operations. Fees can be further defined as user fees and/or fines.

User Fees: Allowable fees charged by those who receive a service or material. User fees can

be assessed to students through as a course fee if the materials are related to a particular course

or program. User fees can also be assessed on a per use basis.

Fines: Allowable fees charged to those students who incur a financial penalty; such as, but not

limited to, parking violations or smoking violations.

College Fee Schedule: a compiled listing of tuition and fees charged by the College. This

information is published on the web. Fee Schedule

Responsibility:

Student: Selects courses for enrollment

Admissions Office: processes students for admission to the College

http://www.palmbeachstate.edu/finance/offices/student-account-services



Registrar's Office: assists students with registration for specific courses and determines

appointments of registration.

Cashiers Office: receives and process payment of fees from students or customers

District Board of Trustees: approve tuition, fees and fines charged by the College.

Assistant Controller of Revenue & Operations: maintains and updates the College Fee

Schedule.

Controller: submits tuition and fee items to the Board for approval.

Procedure Details:

1. Tuition charges are determined on an annual basis in accordance to legislative and statutory

requirements set forth by the State of Florida and the Florida Department of Education.

2. Tuition charges and other fees are approved by the Board.

3. Any changes made to tuition charges or fees are submitted to the Board, as necessary.

4. Tuition, fees and fines are published in the Fee Schedule once approved by the Board.

References:


6Hx-18.4.03 Deposit of Funds


6Hx-18.4.17 Student Fees


6Hx-18.4.21 Fees and Tuition for Special Courses


6Hx-18.4.272 Fees for Parking


http://www.palmbeachstate.edu/finance/Offices/student-account-services/







6Hx-18.4.29 Refunds


6Hx-18.4.30 Other individual program costs


6Hx-18.4.41 Student Accident Insurance


Florida state Statute: 1009 (et al)


Fee Schedule: http://www.palmbeachstate.edu/finance/Offices/student-account-services/




http://www.flsenate.gov/Statutes/index.cfm?App_mode=Display_Statute&URL=1000-1099/1009/1009ContentsIndex.html&StatuteYear=2010&Title=%2D%3E2010%2D%3EChapter%201009

http://www.palmbeachstate.edu/finance/Offices/student-account-services/


Finance Payment of Fees 5/5/2014

FINANCE

PROCEDURE

MANUAL

TITLE:

Payment of Fees

NUMBER:

FIN-SAS-010

VERSION:

01

ISSUED DATE:

9/27/2010

REVISION DATE:

2/13/2013

Purpose:

The College accepts various methods of payment for fees charged in accordance with Florida

State Statute 1009 (et al). See also Cash Collection Procedure (FIN-SAS-006) and Fee

Schedule.

Definitions:

Dropped for Non-Payment (DFNP): Action by which the student schedule is removed based on

non-payment of fees by specified payment due date.

Fees: To be defined as a charge made by the institution; including but not limited to tuition & fees

(fees charged as part of enrolling in a particular course), testing fees, and debts to the College.

This can also include distance learning fees and course special fees for specific materials used

as part of a course.



Responsibility:

Cashier’s Office: The primary location for collecting and depositing any monies owed to the

College.

Student: Pays all necessary fees and tuition by payment due date or will be dropped for non-

payment of fees.

Other Departments: Payment accepted outside the Cashier’s Office must be pre-approved by

the Finance Department and deposited with the Cashier’s Office the same day. Refer to Cash

Collection Procedure (FIN-SAS-006).







Procedure Details:

1. Payment of fees, tests, and debts to the College are made at the Cashier’s Office or through

the College website, PantherWeb.

2. A computer generated, sequential numbered, validated receipt is issued for all payments

received through PantherNet.

3. Payment of Student Schedule – Students must pay fees by their payment due date. The

calculated payment due date is listed on the schedule fee receipt. If the payment deadline

falls on a day that the College is closed, the payment due date will automatically be extended

to the next business day.

4. Acceptable methods of payments:

College Website PantherWeb - https://www.palmbeachstate.edu/pantherweb/. Payment

over the Web can be made with a Visa, MasterCard, American Express, Optima,

Discover, JCB or non-North American Diners Club.

Cashier’s Office – Each office accepts payments by cash, check, money order, Visa,

MasterCard, American Express, Optima, Discover, JCB or non-North American Diners

Club.

Drop boxes – Drop boxes are located outside each campus Cashier’s Office. Payments

left in drop boxes can be made with a check or money order. Drop box payments made

less than one hour prior to closing for the day will be posted the following business day.

Mail – Payment can be made with a check or money order and must be received by the

due date listed on the student’s schedule fee receipt. Payments must be mailed to:

Palm Beach State College Cashier’s Office Mail Station 11 4200 Congress Ave. Lake Worth, FL 33461

Wire transfers – Can be arranged through the Cashier’s Office.

Payments are NOT accepted over the phone.

References:


https://www.palmbeachstate.edu/pantherweb/






6Hx-18-4.03


6Hx-18-4.17


College Cash Collection Procedure and Guidelines:

FIN-SAS-006


College Fee Schedule:


Florida Statutes:

1009 (et al)







http://www.flsenate.gov/Statutes/index.cfm?App_mode=Display_Statute&URL=1000-1099/1009/1009ContentsIndex.html&StatuteYear=2010&Title=%2D%3E2010%2D%3EChapter%201009


Finance Reconciliation and Deposit of Fees 2/13/2013

FINANCE

PROCEDURE MANUAL

TITLE: Reconciliation and Deposit of Fees

NUMBER: FIN-SAS-011

VERSION: 01



Purpose:

Cashier’s Office performs daily reconciliations of all receipts and cash transactions recorded in

PantherNet.

Definitions:

Bank Deposit Slip: List of cash and checks submitted to the bank for deposit.

Cash Collection/Funds: Any monetary transmittal including legal tender (cash), checks, drafts,

credit cards, etc. exchanged for goods and/or services.

Cashier Reconciliation Report: Report compiling all cashier information recorded in PantherNet

and used for daily cash reconciliation.

Cashier Reconciliation Sheet: Form filled out at the end of each business day by each cashier

to verify daily receipts.

Cashier Session: A group of receipts from Cashier’s activity in PantherNet

Daily Activity Envelope: At end of day, cashier places all daily receipts in envelope for filing.




organizational units is based on the Accounting Manual for Florida’s College System.



Receipt: Transaction processed in PantherNet which records payments made to an account

(Customer or Student) or a specific organizational unit.

http://www.palmbeachstate.edu/finance/Documents/ARForm-CashierReconciliationSheet.xls




Responsibility:

Cashier: Process daily transactions/receipts and reconciles at the end of each business day.

Campus Bursar: Performs reconciliation the following business day for the campus and verifies

daily bank deposit slip(s).

Lead Bursar: Performs complete College reconciliation of all campus cashier transactions and

deposits.

Armored Transportation: External contracted company that picks up daily deposit and delivers

funds to the bank.

Bank: Accepts and posts actual cash deposit to College bank account.

Procedure Details:

1. Cashier fills out Cashier Reconciliation Sheet for each Cashier session at the end of each

business day.

2. Cashier fills out a bank deposit slip for all check and cash amounts.

3. Totals from the Cashier Reconciliation Sheet are verified against the appropriate Cashier

Session in PantherNet.

4. Merchant copies and daily terminal totals of any credit card transactions are attached to

Cashier Reconciliation Sheet for filing at each campus.

5. All cash, checks, and credit card payments are secured in a locked vault at the end of each

business day.

6. The following business day, the Bursar at each campus location verifies Bank Deposit Slip

amounts as well as the Cashier Reconciliation Sheet(s) for all Cashier Session(s) totals for

each particular campus.

7. Each Bursar is responsible for the contents and filing of Daily Activity Envelopes.

8. Daily Activity Envelopes must contain the Cashier Reconciliation Sheet, daily credit card

reports and other necessary reconciliation items. The Bursar places all necessary

information in the Daily Activity Envelope and a daily cash summary is noted on the face of

the envelope.








9. Daily Activity Envelopes are sent via inter-office courier to the Lead Bursar and then filed by

date in a secure area in the Central Campus Cashier's Office.

10. Bank Deposit Slip(s), along with cash and checks are placed in a locked deposit bag.

11. Armored transportation service signs log and transports locked deposit bag to the appropriate

bank for applicable campuses/locations.

12. The Bank records the deposit into the appropriate College bank account.

References:




6Hx-18-4.03


College Cash Collection Procedure and Guidelines:

FIN-SAS-006


College Cashier Reconciliation Sheet:







Finance Waivers 11/16/2015

FINANCE

PROCEDURE

MANUAL

TITLE:

Waivers

NUMBER:

FIN-SAS-012

VERSION:

02

ISSUED DATE:

2/19/2010

REVISION DATE:

10/21/2015

Purpose:

To process waivers which are authorized by Florida Statute 1009.26, et al.

Definitions:


in PantherNet to an agency or internal organizational unit used to process fees and charges.


Waiver: The College's agreement written in either Board Policy or State Statute to forego the

collection of a portion or all tuition and fees for a course(s).

Coverage: Refers to the process of applying/charging certain tuition and fees to a customer

number or account that is paying on behalf of a student.

Responsibility:

Student: Completes appropriate waiver form, registers for course and submits waiver form to

Registration office.

Registration Office: Reviews waiver forms and determines which course(s) are authorized to be

waived as dictated by Statute and/or Board Policy.

Cashier’s Office: Applies payment/coverage as dictated by Statute and/or Board Policy.

Procedure Details:

Any waivers authorized by Florida Statute 1009.26, et al will be processed even if specific

Finance procedures have not been posted.



Additional details for each waiver procedure is outlined under a separate heading:

1. Full-Time College employee – FIN-SAS-013

2. State Employee Fee Wavier – FIN-SAS-014

3. Purple Heart Fee Waiver – FIN-SAS-015

4. Senior Citizen Waiver – FIN-SAS-016

5. Bargaining Member Dependent – FIN-SAS-019

6. Classroom Teacher Waiver – FIN-SAS-028

7. High School Verification Waiver – FIN-SAS-030

8. Veteran and Dependent Waiver – FIN-SAS-031

References:

Finance Procedures: FIN-SAS-013


FIN-SAS-014


FIN-SAS-015


FIN-SAS-016


FIN-SAS-019


FIN-SAS-028


FIN-SAS-030


















FIN-SAS-031


Florida Statutes: 1009.26 and .265 http://www.flsenate.gov/statutes/

College Board Policy: 6HX-18-5.76


6HX-18-4.27


Administrative code: 6A-14.305 and 6A-14.0542 https://www.flrules.org/default.asp



http://flsenate.gov/Laws/Statutes



https://www.flrules.org/default.asp


Finance Full Time College Employee and Dependent/Spouse Waivers 10/26/2015

FINANCE

PROCEDURE

MANUAL

TITLE:

Full Time College Employee and Dependent/Spouse Waivers

NUMBER:

FIN-SAS-013

VERSION:

02

ISSUED DATE:

2/25/2010

REVISION DATE:

10/26/2015

Purpose:

To process waivers as authorized by Board Policy 6HX-18-5.76 .

Definitions:



Employee: For purposes of this waiver, considered as an active full-time faculty or staff of the

College.

Dependent and Spouse: As claimed on most recent Federal tax return.

PantherNet: The Enterprise Resource Planning (ERP) system used to track and maintain

operations at the College including financial, student and payroll/personnel records.





Responsibility:

Employee/Dependent/Spouse (Student): Completes the Employee/Dependent Request for Fee

Waiver Form, registers for course and submits the form to Registration Office.

Registration Office: Reviews request for waiver and determines which course(s) are eligible for

waiver on a space available basis.

Cashier’s Office: Applies payment/coverage as dictated by Board Policy.


http://www.palmbeachstate.edu/finance/Documents/ARForm-EmployeeRequestforFeeWaiver.pdf



Finance Full Time College Employee and Dependent/Spouse Waivers 10/26/2015

Procedure Details:

1. Student obtains, completes, and signs Employee/Dependent Request for Fee Waiver Form.

2. Student registers for class(es).

3. Student submits completed form to Registration Office.

4. Registration Office reviews eligibility for waiver and determines if space available

requirements have been met. Space availability is determined by the Registration Office.

5. Per Board Policy, not all courses are eligible for this Fee Waiver and the maximum number of

credit hours or its equivalent are also limited.

6. If approved, Registration Office indicates which course(s) are eligible for waiver and signs the

form.

7. Student will take approved form to Cashier’s Office for processing.

8. This fee waiver will only waive tuition cost of the course. Other applicable fees (e.g., material

course special fees, term fees, distance learning fees, etc.) will not be waived.

9. Cashier's Office will add the student to the appropriate customer/contract and collect any

necessary fees owed.

10. The waiver will be contingent upon completion of the course and the grade obtained must be

a “C” or better as outlined in the Board Policy.

11. Any waived course(s) not receiving a grade of “C” or better requires repayment of fees to the

College, additional collection costs may apply.

References:

College Board Policy: 6HX-18-5.76


Employee/Dependent Request for Fee Waiver Form:


Florida Statutes: 1009.23 and .26(10)





http://flsenate.gov/Laws/Statutes


Finance State Employee Waivers 10/26/2015

FINANCE

PROCEDURE

MANUAL

TITLE:

State Employee Waivers

NUMBER:

FIN-SAS-014

VERSION:

02

ISSUED DATE:

2/25/2010

REVISION DATE:

10/26/2015

Purpose:

To process waivers as published in Florida State Statute 1009.265.

Definitions:



State Employees: Full time employees that are employed by a State of Florida department or

agency but not a state university or college.







Responsibility:

State Employee (Student): Obtains State Employee Tuition Waiver Form from employer,

completes form, registers for course and submits to Registrar’s office.

Registration Office: Reviews request for waiver and determines which course(s) are eligible on

a space available basis.

Cashier’s Office: Applies payment/coverage as dictated by State Statute.

Procedure Details:


http://dms.myflorida.com/human_resource_support/human_resource_management/for_state_hr_practitioners/forms


Finance State Employee Waivers 10/26/2015

1. Student obtains approval from appropriate supervisor and completes a State Employee

Tuition Waiver Form from their employer.

2. Student may not register for courses until the day after add/drop has ended.

3. Student submits completed Form to Registrar’s Office.

4. Registrar’s Office reviews eligibility for waiver and determines if space available requirements

have been met.

5. If approved, Registrar’s Office indicates which classes are eligible for the waiver and signs

the Form.

6. Student will take approved Form to Cashier’s Office for processing.

7. This waiver will only waive tuition cost of the classes. Other applicable fees (material course

special fee, term fees, distance learning fees, etc) will not be waived.

8. Cashier’s Office will add the student to the appropriate customer/contract and collects any

necessary fess owed by the student.

References:



State Employee Tuition Waiver Form:

http://www.palmbeachstate.edu/finance/Documents/ARForm-StateEmployeeWaiverForm.pdf





http://www.palmbeachstate.edu/finance/Documents/ARForm-StateEmployeeWaiverForm.pdf


Finance Purple Heart Waivers 11/6/2015

FINANCE

PROCEDURE

MANUAL

TITLE:

Purple Heart Waivers

NUMBER:

FIN-SAS-015

VERSION:

02

ISSUED DATE:

3/5/2010

REVISION DATE:

11/6/2015

Purpose:

To process waivers for recipients of a Purple Heart or another combat decoration superior in

precedence as published in Florida Statute 1009.26(8).

Definitions:



Purple Heart: A combat decoration awarded by the Armed Forces of the United States.







Responsibility:

Student: Obtains Purple Heart Tuition Waiver Form, completes form, registers for course and

submits to Registration Office.

Registration Office: Reviews request for waiver, determines eligibility and determines if

necessary documents have been provided.



http://www.palmbeachstate.edu/finance/Documents/ARForm-PurpleHeartWaiverProgramForm.pdf


Finance Purple Heart Waivers 11/6/2015

Procedure Details:

1. Student who is a recipient of a Purple Heart or another combat decoration superior in

precedence obtains and completes the Purple Heart Tuition Waiver Form then registers for

course.

2. The waiver is only applicable to 110% of the credit hours required for a degree.

3. Student must provide proper documentation to the Registration Office to demonstrate the

following:

a. Proper military separation such as Form DD-214.

b. Student must physically reside in Florida.

c. They have received a Purple Heart or other combat decoration of superior precedence.

4. Student submits completed Form to Registration Office.

5. Registration Office reviews eligibility for waiver according to State Statute.

6. If approved, Registration Office signs the form.

7. Student will take approved Form to the Cashier’s Office for processing.

8. This waiver will only waive tuition costs of the class. Other applicable fees (e.g., material

course special fees, term fees, etc.) may not be waived.

9. Cashier’s Office will add the student to the appropriate customer/contract and collect


References:

Florida Statutes: 1009.26(8)


Purple Heart Tuition Waiver Form:







Finance Senior Citizen Tuition Waivers 10/26/2015

FINANCE

PROCEDURE

MANUAL

TITLE:

Senior Citizen Tuition Waivers

NUMBER:

FIN-SAS-016

VERSION:

02

ISSUED DATE:

3/5/2010

REVISION DATE:

10/26/2015

Purpose:

To process waivers as authorized by Board Policy 6Hx-18-4.27 .

Definitions:



Senior Citizen: Florida resident, 60 years of age or older.







Responsibility:

Senior Citizen (Student): Obtains Senior Citizen Tuition Waiver Form, completes form, registers

for course and submits completed form to Registration Office.

Registration Office: Reviews request for waiver and determines if all eligibility requirements

have been met.

Cashier’s Office: Applies payment/coverage as dictated by Board Policy.

Procedure Details:


http://www.palmbeachstate.edu/finance/Documents/ARForm-SeniorCitizenTuitionWaiverForm.pdf


Finance Senior Citizen Tuition Waivers 10/26/2015

1. Student obtains and completes the Senior Citizen Tuition Waiver Form and registers for

course.

2. Senior Citizen eligibility is outlined in Board Policy and is based on age.

3. No academic credit will be awarded and course(s) waived will be on a space available basis.


5. Registration Office reviews eligibility for waiver and determines if necessary documentation

has been provided.

6. If approved, Registration Office indicates which courses are eligible and signs the form.


8. This waiver will only waive 75% of tuition costs. Other applicable fees (e.g., material course

special fees, term fees, distance learning fees, etc.) will not be waived.

9. Cashier’s Office will add the student to the appropriate customer/contract and collect any


References:





Senior Citizen Tuition Waiver Form:







Finance Interdepartmental Charges for Professional Development 2/13/2013

FINANCE

PROCEDURE MANUAL

TITLE: Interdepartmental Charges for Professional Development

NUMBER: FIN-SAS-017

VERSION: 01



Purpose:

To process charges to a College Department for course(s) that are not eligible under the Full

Time College Employee and Dependent Waiver Procedure (FIN-SAS-013).

Definitions:



Interdepartmental Charges for Professional Development (ICPD) Form: Form required to be

completed in order to have a College Department pay for a course that is not eligible under the

Full Time College Employee and Dependent Waivers Procedure.




organizational unit is based on the Accounting Manual for Florida’s College System.



Responsibility:

Employee: Completes the ICPD Form and submits for approval.

Supervisor: Reviews ICPD Form and approves/denies request.

Cashier’s Office: Applies tuition charges to appropriate customer/contract in PantherNet.

Procedure Details:


http://www.palmbeachstate.edu/finance/Documents/ARForm-InterDeptChargesForProfDevForm.pdf





Finance Interdepartmental Charges for Professional Development 2/13/2013

1. Employees are required to use the Full Time College Employee and Dependent Waivers

Procedure (FIN-SAS-013) for any eligible course(s). When courses are not eligible under

FIN-SAS-013 and still considered to be needed for professional development, the ICPD Form

and procedure must be used.

2. Employee obtains, completes, and signs the ICPD Form.

3. Employee submits completed form to the Supervisor.

4. The Supervisor must verify there is sufficient budget available in the appropriate

organizational unit.

5. The Supervisor reviews the ICPD Form and completes the Interdepartmental Authorization.

6. If approved, the employee can then register for the course(s) through the standard

registration methods.

7. Employee submits the schedule and approved ICPD Form to the Cashier’s Office for

processing.

8. The Cashier’s Office applies tuition charges to the appropriate customer/contract in

PantherNet. This will debit (charge) the authorized organizational unit for the cost of the

course(s).

9. Any changes made to the employee’s schedule after the add/drop period will not be applied

back to the organizational unit. Exceptions can be addressed under the normal refund appeal

process.

10. Interdepartmental charges are not contingent upon attendance or grades.

References:



Interdepartmental Charges for Professional Development (ICPD) Form:


College Full Time College Employee and Dependent Waivers Procedure:

FIN-SAS-013: http://www.palmbeachstate.edu/finance/Documents/FIN-SAS-013.pdf











Finance Refunds 9/6/2012

FINANCE

PROCEDURE

MANUAL

TITLE:

Refunds

NUMBER:

FIN-SAS-018

VERSION:

01

ISSUED DATE:

3/5/2010

REVISION DATE:

7/3/2012

Purpose:

The procedure will outline the process to return funds to students as a result of changes and/or

payments to their student account. Refunds are issued on a schedule determined by the Lead

Bursar.

Definitions:

Agency: Businesses and/or associations authorizing employees or recipients to take various

courses and pay fees on their behalf.




Refund: To return (money) in restoration, repayment, or balancing of accounts.

Responsibility:

Lead Bursar or Student Account Services Manager: Issues refund based on the dates listed in

the calendar of events that appear in the front of the Catalog and in the College’s Student

Handbook. Dates are regularly reviewed and amended for efficiency and accurate student

account maintenance.


Finance Refunds 9/6/2012

Procedure Details:

1. Refunds will be processed at the discretion of the Lead Bursar or Student Account Services

Manager.

2. All refunds are subject to the recovery of debts/obligations owed to the College.

3. Refunds are issued in accordance with the method of payment. Payments made by credit

card will be credited back to the most recent credit card used for payment. Payments made

by cash or check will be refunded by check or direct deposit. All checks are mailed to the

address on file for the student's account.

4. If any part of the student’s tuition was paid by a 3rd

party, doing official business with the

college through Accounts Receivable, it will be refunded in accordance to the agreement with

the agency. If no specific agreement has been made with the agency, funds will be returned

to the agency.

5. If any part of a student’s tuition was paid by Financial Aid, some or all may be returned to the

student’s Financial Aid Fund which has paid the tuition.

6. Students receiving Financial Aid will be refunded any money originally paid to the College

prior to any Financial Aid award once their financial aid has been verified.

References:



Student Handbook (Refunds)





Finance Bargaining Unit Member Dependent Waivers 11/19/2015

FINANCE

PROCEDURE

MANUAL

TITLE:

Bargaining Unit Member Dependent Waivers

NUMBER:

FIN-SAS-019

VERSION:

03

ISSUED DATE:

9/24/2010

REVISION DATE:

10/21/2015

Purpose:

To process waivers in accordance with the Faculty Collective Bargaining Agreement.

Definitions:

Bargaining Unit Member (Member): Full-time employees employed by the College as

instructional faculty, librarians, counselors, and assistant directors of library services.

Collective Bargaining Agreement (Agreement): Contract entered on behalf of the Members

and the College. The Agreement is maintained by the Human Resources Department.

Dependent: As claimed on most recent filed Federal tax return.









Responsibility:

Bargaining Unit Member (Member): Completes the Bargaining Unit Member Dependent

Waiver Form for the dependent and submits to Vice President of Administration and Business

Services.

http://www.palmbeachstate.edu/finance/Documents/ARForm-BargainingUnitMemDepReqforFeeWaiver.pdf




Vice President of Administration and Business Services: Verifies Member's eligibility and

submits signed form to the Registration Office.

Human Resources: Maintains the Collective Bargaining Agreement.

Bargaining Unit Member Dependent (Student): Registers for classes and submits completed

forms to the Cashier’s Office for processing.

Registration Office: Reviews request for waiver and determines if eligibility has been met.

Cashier’s Office: Applies appropriate payment/coverage as dictated by the Agreement.

Procedure Details:

1. Member and Student obtains, completes, and signs the Bargaining Unit Member Dependent

Waiver Form.

2. Student registers for course.

3. PSAV Instructors are not eligible for the Bargaining Unit Member Dependent Waiver but

would be eligible for the Employee/Dependent Waiver and should be referred to

Employee/Dependent Waiver procedure (FIN-SAS-013).

4. Member or Student will take the completed Form to Vice President of Administration and

Business Services or designee.

5. Vice President or designee reviews Member's eligibility in accordance with the current

Faculty Collective Bargaining Agreement and, if approved, signs the form.

a. Approved forms are then submitted to the Registration Office.


requirements have been met.

a. Space availability allows for one additional seat to be added as long as fire code and

other classroom restrictions are not violated.

b. Instructor’s approval is needed to allow for an additional seat to be added.

7. Only credit and PSAV vocational courses are eligible for this Fee Waiver.

a. The maximum number of credit hours is limited to 4 courses per term or 16 credit hours

maximum.






b. The maximum number of PSAV hours per term is 480 clock hours.

8. If approved, Registration Office indicates which classes are eligible for the waiver and signs

the form.


10. This fee waiver will only waive tuition cost of the course. Other applicable fees (e.g., material

course special fees, term fees, distance learning fees, etc.) will not be waived.

11. Cashier's Office will add the student to the appropriate customer/contract and collect any

necessary fees owed by the student.

12. The waiver will be contingent upon completion of the course and the grade obtained must be

a “C” or higher as outlined in the Agreement.

13. Any waived course(s) not receiving a grade of “C” or higher requires repayment of fees to the

College; additional collection costs may apply.

References:

Finance Procedure: FIN-SAS-013


Bargaining Unit Member Dependent Request for Fee Waiver Form:


Faculty Collective Bargaining Agreement:

http://www.palmbeachstate.edu/hr/documents/collectivebargainingagreement.pdf

Florida Statutes:

1009.26 FS.1009.26 Waivers



http://www.palmbeachstate.edu/hr/documents/collectivebargainingagreement.pdf



Finance Write-Offs 9/6/2012

FINANCE

PROCEDURE

MANUAL

TITLE:

Write-Offs

NUMBER:

FIN-SAS-020

VERSION:

01

ISSUED DATE:

3/5/2010

REVISION DATE:

7/3/2012

Purpose:

The College writes-off amounts owed which are deemed to be uncollectible after a reasonable

attempt has been made for collection.

Definitions:

Obligation: An amount owed to the College that is recorded when paid.




Write-offs: Any receivable balance that is deemed to be uncollected after a reasonable attempt

has been made to collect. The receivable is reduced to zero and removed from the College’s

balance sheet.

Responsibility:

Student Account Services Manager: Prepares detailed list of potential write-offs.

Board of Trustees: Approves write-offs.



Procedure Details:

1. Student Account Services Manager reviews a detailed subsidiary listing of any

uncollected accounts to be presented for write-off:

a. Amounts in excess of $10.00 and over 2 years old from the original date of the

receivable to the write-off date.

b. Amounts up to $10.00 and over 1 year old from the original date of the receivable

to the write-off date.

2. Write-off date is determined based on presentation to the Board of Trustees.

3. Student Account Services Manager submits a detailed list of uncollected accounts to the

Board of Trustees for approval.

4. Upon approval, the receivable is written-off in the College’s PantherNet system, and the

appropriate accounting entries are made.

5. The amount written-off is maintained as part of the educational debt owed by the student

or payee in the form of an obligation.

6. The College continues to collect amounts written-off in the form of an obligation.

a. The College does not actively pursue obligations.

b. The student/customer accounts are placed on hold until paid, or cleared by legal

requirements such as bankruptcies.

c. Accounts on hold will not allow future registrations or release of transcripts.

References:



1001.64


1001.65




Finance Florida Prepaid Automated Bill and Payment processing 9/6/2012

FINANCE

PROCEDURE

MANUAL

TITLE:

Florida Prepaid Automated Bill and Payment processing

NUMBER:

FIN-SAS-021

VERSION:

02

ISSUED DATE:

3/5/2010

REVISION DATE:

7/5/2012

Purpose:

Establish guidelines for the automated process of billing and collection of fees under the Florida

Prepaid program.

Definitions:

Bill (Invoice): Prepared in PantherNet with sequential numbers that is used to request payment

from the customer or student. A bill contains invoice number, student tuition charges, and

information required to obtain funds from the customer or student.

File Transfer Protocol (FTP): Method of transferring data files from one computer to another

over a network.

Florida Prepaid: Savings plan used to pay for any qualified higher education expenses, including

tuition, fees, room and board, food, books, supplies and equipment, required by the college or

graduate school.

FLPREPAY cashier: The cashier identification used in PantherNet to make automated Florida

Prepaid payments.



records.



Responsibility:

Accounts Receivable: Generates bill and sends required information to IT Department.

IT Department: Uploads information from PantherNet and sends FTP file to Florida Prepaid

through the Northwest Regional Data Center.

Florida Prepaid: Uploads the College's file against their data and submits payment to the

College.

Procedure Details:

1. Accounts Receivable generates pre-bill in PantherNet and verifies information is

accurate.

2. Once pre-bill is reviewed, then Accounts Receivable generates bill in PantherNet in order

to obtain a bill ID number.

3. Accounts Receivable requests from the IT Department the PantherNet batch job which

prepares a file to be sent electronically to the Northwest Regional Data Center. The

parameters for the job include: Fiscal Year, Bill ID, Term, and Calendar Year.

4. The Florida Prepaid invoice file is automatically uploaded into the Florida Prepaid system

for final review and processing.

5. Accounts Receivable notifies [email protected] the invoice has been

submitted.

6. Once Florida Prepaid loads the invoice, Accounts Receivable can then sign on to Florida

Prepaid system to review any errors or make any adjustments prior to closing out the

invoice.

7. When the invoice is closed out or submitted on the Florida Prepaid system by Accounts

Receivable, no other changes can be made to that invoice.

8. The following business day, Accounts Receivable will request from the IT Department the

PantherNet batch job which will bring in the file for the specific invoice that was closed.

This will provide a reconciliation report between the Florida Prepaid invoice file and the

PantherNet invoice.

mailto:[email protected]



9. Accounts Receivable will wait until payment is received by the College. Only after

payment is received from Florida Prepaid will Accounts Receivable determine if a

detailed Excel 'payment' file is needed. The Excel payment file may be different from the

Florida Prepaid 'invoice' file. The Excel file will only be needed if there are differences

between the 'invoice' file and the actual 'payment'. The Excel file can also be used if the

invoice/payment file is not received or is overwritten.

10. Once payment is received, Accounts Receivable will request the IT Department to run the

PantherNet job to automatically create the FLPREPAY cashier receipt.

11. Any differences between the FLPREPAY cashier receipt and the payment received from

Florida Prepaid will need to be reconciled by Accounts Receivable.

References:

Florida Statutes: 1009.97 (et al) Prepaid College Board Programs




Finance Credit Card Terminals and Usage 2/13/2013

FINANCE

PROCEDURE MANUAL

TITLE: Credit Card Terminals and Usage

NUMBER: FIN-SAS-022

VERSION: 01



Purpose:

College Departments that maintain a credit card terminal, additional procedures apply in order to

protect card number data. The Procedures for Cash Collection (FIN-SAS-006) also applies.

Definitions:

Cashier’s Office: The primary point of collection and data entry for all student fees, accounts

receivables, and various payments.

Credit Card Terminal (Terminal): A device that can process transactions via debit or credit card.

Department: Classification, subdivision, or support organization within the College.

Merchant Service Provider: A company the College uses to process credit card transactions

between the cardholder and our financial institution.

Personal Cardholder Information Data Security Standards (PCI DSS): Security standards

that apply to all entities that store, process, and/or transmit cardholder data. It covers technical

and operational system components connected to cardholder data.

Terminal Report: At the end of the day, the credit card terminal prints a final report, which must

be reconciled with the rest of the financial reports for the College or Department.

Responsibility:

College Department: Department that offers or wants to offer credit card payments as a service

are responsible for additional security measures to adhere to PCI compliance.

Cashier’s Office: Responsible for maintaining, in a secure location, any information which may

contain credit card information.



Finance Credit Card Terminals and Usage 2/13/2013

Procedure Details:

1. Any Department that anticipates the need to offer credit card services must first contact the

Manager of Student Account Services to determine the proper terminal and equipment

needed.

2. The Department will be responsible for any credit card charges incurred from the merchant

service provider and any cardholder disputed chargeback.

3. Credit Card terminals must be settled nightly, at the end of the business day.

4. Any terminal reports that are produced must be submitted to the Cashier’s Office when funds

are deposited with the College. If funds are not deposited immediately with the Cashier’s

Office, the Department must secure all funds, transactions, and reports in a secure location

within the Department. No copies, individual transactions, or terminal reports should be

maintained by the Department for any reason.

5. The Cashier’s Office will maintain, in a secure location filed by date and department, any

information relating to credit card transactions. This information will be maintained for

reconciliation purposes, kept for a reasonable period of time, and then properly destroyed.

References:





College Cash Collection Procedure:

FIN-SAS-006









Finance Theatre Refunds 9/6/2012

FINANCE

PROCEDURE

MANUAL

TITLE:

Theatre Refunds

NUMBER:

FIN-SAS-023

VERSION:

01

ISSUED DATE:

9/24/2010

REVISION DATE:

7/2/2012

Purpose:

This procedure outlines the process to return funds to theatre patrons once authorized by the

Theatre Director.

Definitions:

Credit card batch settlement: a collection of credit card transactions including authorizations,

payments, and credits saved for electronic submission to the processor.

Credit card terminal: A device that can process transactions with a debit card or a credit card.

Customer Number (Record): A unique alphanumeric, numbers and/or letters, code assigned in

PantherNet to an agency or internal organizational unit used to process fees and charges.


accounting information for the payment to be processed and includes a description of material

and/or service, quantity, date, and cost.



Refund: To return (money) in restitution, repayment, or balancing of accounts.

Theatre Patron: A customer of the Theatre, usually attending a performance.



Responsibility:

Theatre Director: Authorizes all eligible refunds.

Box Office Manager/Staff: Enters any necessary refund request (Disbursement Request) in

PantherNet or enters any necessary credit card refunds on the credit card terminal.

Accounts Payable Office: Processes check refunds.

Cashier's Office: Verifies and records any necessary credit card refunds.

Student Account Services Manager: Assigns proper customer number in PantherNet for

processing Theatre Refunds.

Procedure Details:

1. Refunds will be authorized and processed upon approval of the Theatre Director. Typically

performance tickets are non-refundable; exceptions include, but are not limited to,

cancelation of performance.


3. Refunds are issued in accordance with the method of payment. Payments made by credit

card will be credited back to the credit card. Payments made by cash or check will be

refunded by check. All checks are mailed to the address on file for the theatre patron's

account.

4. Credit Card Refunds:

a. Credit card refunds must be entered and settled as a separate credit card batch

settlement on the appropriate Theatre credit card terminal.

b. Credit card batch settlements must be brought to the Cashier's Office for the appropriate

processing of accounting entries.

c. Credit card refunds must not be combined with credit card sales and must be settled in a

separate credit card batch settlement on the credit card terminal.

5. Check Refunds:

a. Check refunds must be entered in PantherNet as a Disbursement Request.



b. The Theatre Director will assign the appropriate staff to process the Disbursement

Request in PantherNet.

c. The Payee Type for the Disbursement Request will be "C-Customer". If the correct

Customer name and address is not on file, those changes or additions must be directed

to the Student Account Services Manager.

d. The Student Account Services Manager will add or modify theatre customers in

PantherNet in order to process refunds. Customer Type in PantherNet will be "TR-

Theatre Refunds" and will not require a billing application on file.

e. Once the Disbursement Request information has been entered in PantherNet, the

appropriate paperwork and documentation will be submitted to Accounts Payable for

processing.

References:

College Cash Collection Procedure:

FIN-SAS-006


College Credit Card Terminals and Usage:

FIN-SAS-022





Finance Gift card and prize awards 5/13/2014

FINANCE

PROCEDURE

MANUAL

TITLE:

Gift card and prize awards

NUMBER:

FIN-SAS-024

VERSION:

02

ISSUED DATE:

1/25/2011

REVISION DATE:

4/12/2013

Purpose:

To establish procedures for gift card allowable use and internal controls for safeguarding

purchased gift cards. The approved method of requesting gift cards is through each Campus

Cashier’s Office. Gift cards used as prize awards cannot be charged to General Operating

Accounts (Fund 1) and it is recommended to be used only with Agency Accounts (Fund 6).

Definitions:

Event Coordinator (Coordinator): College employee who is responsible for the fundraising

events; this could be an advisor, departmental employee or student activities coordinator.

Fund 6 (Agency Account): Used to account for resources held by a college as custodian or

fiscal agent for others, such as funds of student or staff organizations/clubs and temporary

revenue/expenditure accounts which serve as clearing accounts for the College.

Gift Card: An instrument evidencing a promise by the issuer in the form of a card, certificate,

chip, or similar device, containing a stored value primarily intended to be exchanged for

consumer goods and services.





System.



Prize Recipient (Recipient): Person ultimately receiving the award (Card etc.)



Stored value: The recognition of value, in monetary terms, placed on the gift card which will

have preset limits.

Responsibility:

Event Coordinator: Responsible for all aspects of receiving funds for the event, acquiring gift

cards, awarding prizes, documenting receipt of prizes to the recipient and safeguarding gift cards

once acquired by the Coordinator or Department.

Cashier's Office: Obtains stored-value gift cards which will later be redeemed by the event

coordinator when needed as prize awards.

Campus Bursar: Will determine if any Coordinator is in violation of these procedures.

Controller: Will approve or deny any other gift card purchases outside of the Cashier’s Office.

Procedure Details:

1. General Guidelines:

a) Fund availability must be verified in PantherNet prior to requesting gift cards from the

Cashier’s Office (See Fund 6 Account Information).

b) Gift cards will only be available in preset stored value increments of $25.00.

c) Additional charges for processing and delivery charged by the gift card vendor may be

passed to the appropriate organizational unit.

d) Prize awards in excess of $100.00 will need to be redeemed through a Disbursement

Request Authorization Form (see Disbursement Request Procedure – FIN-ACP-009).

e) The Cashier's Office will only have a limited quantity of gift cards available for request.

Please make sure you allow 5 business days for your gift card request to be processed.

2. Prize awards processed in the form of a check:

a) The preferred method of prize awards should be made in the form of a check payment to

the recipient. This allows for proper recording, documentation, and added assurance of

the recipient’s receipt of the award.

b) Prize awards can be processed expeditiously if the recipient is already a Student (or

Customer/Vendor, etc.) in PantherNet with a valid Identification Number.


http://www.palmbeachstate.edu/Documents/Finance/APForm-DisbursementRequestForm.pdf


http://www.palmbeachstate.edu/Documents/Finance/FIN-ACP-009.pdf



c) Disbursement Request Authorization Form must be submitted to Accounts Payable for

processing (see Disbursement Request Procedure – FIN-ACP-009).

3. Prize awards processed in the form of a gift card:

a) Added control documentation must be used when gift cards are requested for prize

awards.

b) Gift cards must be treated as cash and must be secured at all times. It is the

Coordinator's responsibility to ensure proper safeguarding of gift cards after they are

received from the Cashier's Office. Request only the necessary gift cards needed for

immediate use. Any unused gift cards are to be returned to the Cashier’s Office.

c) A Gift Card Request form must be submitted and approved prior to the Coordinator’s

receipt of the gift card. Approvals for all gift cards will require the signature of a Dean,

Vice President, or Provost.

d) When awarding gift cards to the recipient, a Gift Card Log must be used. This will help to

ensure the recipient receives the award.

e) After the gift cards are given to the recipient, the completed Gift Card Log must be

returned to the Cashier’s Office within 3 business days. Gift Card Logs that are not

returned to the Cashier’s Office within 3 business days will constitute a violation of this

procedure.

f) Coordinators who violate the safeguarding of gift cards and/or fail to adhere to these

procedures will no longer be able to request gift cards. This will be at the discretion of

the Campus Bursar.

g) If the Controller approves the purchase of a gift card outside of the standard gift cards

maintained in the Cashier’s Office, a Gift Card Request form and a Gift Card Log must

still be submitted to the Controller’s Office. Exceptions may be made for purchases

including campus Bookstore gift cards.

References:



Cash Collection Guidelines:


http://www.pbcc.edu/Documents/Finance/FIN-ACP-009.pdf

http://www.palmbeachstate.edu/Documents/Finance/ARForm-GiftCardRequestForm.pdf

http://www.palmbeachstate.edu/Documents/Finance/ARForm-GiftCardLog.pdf

http://www.palmbeachstate.edu/Documents/Finance/ARForm-GiftCardLog.pdf





Finance Procedure:

FIN-SAS-006 (Cash Collection)


FIN-ACP-009 (Disbursement Request)


Fund 6 Account Information:


Gift Card Log:

http://www.palmbeachstate.edu/finance/Documents/ARForm-GiftCardLog.pdf

Gift Card Request Form:

http://www.palmbeachstate.edu/finance/Documents/ARForm-GiftCardRequestForm.pdf

PCard Manual:

http://www.palmbeachstate.edu/purchasing/Documents/P-CardManualFall2013.pdf





http://www.palmbeachstate.edu/finance/Documents/ARForm-GiftCardLog.pdf

http://www.palmbeachstate.edu/finance/Documents/ARForm-GiftCardRequestForm.pdf

http://www.palmbeachstate.edu/purchasing/Documents/P-CardManualFall2013.pdf


Finance Notification of invalid tax identification number for students 4/15/2013

FINANCE

PROCEDURE MANUAL

TITLE: Notification of invalid tax identification number for students

NUMBER: FIN-SAS-025

VERSION: 01



Purpose:

To establish procedures when discrepancies exist been external reporting agencies and College

student records regarding tax identification numbers.

Definitions:



Florida Prepaid: Savings plan used to pay for any qualified higher education expenses, including

tuition, fees, room and board, food, books, supplies and equipment, required by the College.

Student Account: An account or record keeping mechanism created for every college student.

This account is used to manage charges, payments, and billings. Enrollment history is also

maintained in each student account.

Taxpayer Identification Number: A number issued by the Internal Revenue Service (IRS) or the

Social Security Administration (SSA). It is a nine-digit number that could be a Social Security

Number (SSN) from the SSA or an Individual Taxpayer Identification Number (ITIN) issued

regardless of immigration status because both resident and nonresident aliens may have a U.S.

filing or reporting requirement under the Internal Revenue Code.

Responsibility:

Student Account Services Manager: Responsible for logging any discrepancy between

reporting agencies and College records pertaining to finance operations when a discrepancy in

the ITIN of a student is presented.



Accounting Associates: All Finance Department staff are responsible for logging any

discrepancy when they become aware of a discrepancy in the ITIN of a student. They should

also notify their direct supervisor.

Assistant Controller of Revenue and Operations or Student Account Services Manager:

Responsible for notifying the District Registrar’s Office of a discrepancy in a student’s ITIN.

District Registrar’s Office: Responsible for creating registrations hold (Hold type ZZ) on the

student account in order to prevent further registration or transcript request activity.

Procedure Details:

1. The Finance Department will exercise due diligence when a discrepancy is identified by

either an external source or by an individual student.

2. Any notification of a discrepancy will be logged for tracking purposes.

3. The Student Account Services Manager or Assistant Controller of Revenue and

Operations will be notified when a discrepancy is identified.

4. The Student Account Services Manager or Assistant Controller of Revenue and

Operations will notify the District Registrar’s Office of the discrepancy reported.

5. District Registrar’s Office will verify student documents from the student file to determine

if the taxpayer identification discrepancy is due to a data entry error in PantherNet.

a. If it is determined there was a data entry error in PantherNet, the District Registrar’s

Office will make the correction and merge the invalid ITIN with the corrected ITIN.

(PantherNet Batch job STA800J1).

b. If it is determined there has not been a data entry error in PantherNet or the College

does not have sufficient documentation in the student file regarding the student

taxpayer identification, the District Registrar’s Office will add a registration hold (hold

type ZZ) to the student’s account. This will prevent any further registration or

transcript request activity on the student’s account.

6. Once the student presents their tax payer identification card to the Registrar's Office

and/or the College is able to determine the tax payer identification is incorrectly reported

by an external agency, such as Florida Prepaid, the Student Account Services Manager

or Assistant Controller of Revenue & Operation will notify the external agency and

request a hold be placed on their records in order to resolve inconsistencies.



References:

Accounting Manual for Florida’s Public Community Colleges:


College Board Policy: Information Technology Resources and Systems


http://www.palmbeachstate.edu/boardoftrustees/documents/1.30_Identity_Theft_Prevention_Prog

ram.pdf

Family Educational Rights and Privacy Act:

http://www2.ed.gov/policy/gen/guid/fpco/ferpa/index.html

Finance Procedure: FIN-CON-005 (Red Flags)


Florida Statutes: Chapter 119 Public Records

http://www.flsenate.gov/Laws/Statutes/2011/Chapter119/All



http://www.palmbeachstate.edu/boardoftrustees/documents/1.30_Identity_Theft_Prevention_Program.pdf

http://www.palmbeachstate.edu/boardoftrustees/documents/1.30_Identity_Theft_Prevention_Program.pdf

http://www2.ed.gov/policy/gen/guid/fpco/ferpa/index.html


http://www.flsenate.gov/Laws/Statutes/2011/Chapter119/All


Finance IRS Form 1098-T 9/8/2014

FINANCE

PROCEDURE

MANUAL

TITLE:

IRS Form 1098-T

NUMBER:

FIN-SAS-026

VERSION:

01

ISSUED DATE:

9/8/2014

REVISION DATE:

N/A

Purpose:

The College is required to file Internal Revenue Service (IRS) Form 1098-T for each eligible

student from whom the College has received Qualified Tuition and Related Expenses. The

College follows IRS regulations and instructions for Form 1098-T and uses the payment basis for

calculation.

Definitions:

Form 1098-T: IRS form also called Tuition Statement. It is an informational form the College is

required to issue for the purpose of determining the student’s eligibility for educational tax credits

allowable for taxpayer reporting.

Qualified Tuition and Related Expenses: Payments received by the College for tuition and

certain fees according to IRS instructions for Form 1098-T.

PantherWeb: College web page which allows students to view their records when provided

Student ID or Social Security Number and PIN Number assigned by Registration. The

information is retrieved from PantherNet and displayed for student use only.



Form 1098-T Delivery Method: Students are eligible to choose whether to receive the Form

1098-T by way of paper or electronically.

Responsibility:

Student: Responsible for selecting delivery method (paper or electronic) for Form 1098-T, and

maintaining a current address on file with the Registration Office.



Student Account Services: Coordinates with Information Technology (IT) Department to run

specific jobs (FIC098 series) in PantherNet that will extract the student 1098-T data and store the

information in PantherNet for further use on PantherWeb, and ultimately the IRS.

External Vendor: External vendor may be contracted by the College to print and mail the actual

Form 1098-T to students who have selected paper delivery method.

Controller: Authorizes use of External Vendor for printing and delivery of 1098T Forms.

Procedure Details:

1. The College will first attempt to collect a Social Security Number (SSN) or Taxpayer

Identification Number (TIN) for any student that has been issued a College generated number

which is not a SSN or TIN number that is stored in the PantherNet Student file.

a. PantherNet job FIC260J1 can be run to determine who has a College generated number.

b. Emails can be sent to these students requesting they provide their SSN/TIN to the

Campus Admissions Office.

c. Students who do not supply their SSN or TIN to the College can be fined up to the

maximum allowed by the IRS according to IRS regulations §1.6050S-1.

d. These email notifications are sent before December of the current tax year to allow

students to correct their information with the Admissions Office.

2. Student Account Services coordinates with IT Department to run job FIC098J1 in PantherNet

to extract the student 1098-T data and store the information in PantherNet.

a. If the 1098-T information is stored prior to the end of the current calendar year, it will only

be used to obtain valid counts and information used for other reports such as FIC260J1.

b. All web displays are turned off if FIC098J1 is run prior to the end of the current calendar

year.

c. The 1098-T file is then cleared, if run prior to the end of the current calendar year, then

re-run after December 31st when the final 1098-T file is created.

3. Printing and Delivery of 1098T Forms can be done through an external vendor or through the

IT Department. The Controller will authorize use of any external vendor.

a. If an external vendor is selected, Student Account Services will communicate expected

counts for paper delivery.



b. If an external vendor is not selected, the College will print and mail their own 1098T forms

to students.

4. Student Account Services coordinates with IT Department to run job FIC098J6 Delivery

Method.

a. This job e-mails students who have either elected to receive Form 1098-T via paper or

have not selected a preference.

b. This job is normally run twice prior to the College notifying students that Form 1098-T is

available through their PantherWeb student account. This gives the students time to

change their method preference.

5. IT Department provides a final 1098-T file to an external vendor by running job FIC098J5 or

FIC098J4.

a. This file will produce the information necessary for the external vendor for those students

who have elected to receive the Form 1098-T by paper.

6. Student Account Services coordinates with IT Department to run job FIC098J2.

a. This job will e-mail all eligible students that their Form 1098-T information is available for

viewing on their PantherWeb student account.

7. The external vendor mails out all Form 1098-Ts to students who have elected paper delivery

method at the time the file is produced.

a. The IRS requires Form 1098-T to be postmarked by January 31st.

References:

Florida Statutes: http://www.flsenate.gov/statutes/

Internal Revenue Service: www.irs.gov

http://www.flsenate.gov/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=Ch1001/SEC65.HTM&Title=-%3e2008-%3eCh1001-%3eSection%2065%231001.65

http://www.irs.gov/


Finance Student Payments Returned 4/15/2013

FINANCE

PROCEDURE MANUAL

TITLE: Student Payments Returned

NUMBER: FIN-SAS-027

VERSION: 01



Purpose:

The College will make reasonable attempts to ensure student payments returned through the

College’s financial institution or the US Postal Service are processed in accordance with State,

Federal, and banking guidelines (see Procedure References at end of document).

Definitions:

Electronic Funds Transfer (EFT): Also referred to as direct deposit, an alternative means of

transmitting payments electronically to students (and others), instead of issuing a paper check.



Student check: Payment issued to the student in the form of a check.

Student Direct Deposit Authorization Form: Form submitted by the student to the College

providing the financial institution routing number and account number.

Student Direct Deposit/Student EFT: Automatic transfer of student funds to the student’s

financial institution on file with the College.

Student Payment: Funds issued to a student typically as a result of residual Financial Aid Funds

or Refund of overpayments to the College. A payment can be in the form of a check or EFT.

Responsibility:

Cashier’s Office: Maintains log of all student checks returned via US Postal Service and secures

any checks in the Cashier’s Office.

Bookkeeper: Notifies the Student Account Services Manager or Auxiliary Services & College

Card Manager when student EFT funds are returned by the College’s financial institution.




Auxiliary Services & College Card Manager or Student Account Services Manager: Verifies

the student EFT record in PantherNet to ensure there were no data entry errors.

Procedure Details:

1. Student check is returned to the College:

a. Any student check returned to the College by the US Postal Office are provided to and

secured by the Cashier’s Office.

b. The Cashier’s Office keeps track of student checks returned and initiates contact to the

student in order to obtain current address for mailing purposes.

c. After 190 days, checks that are deemed undeliverable are returned to the Bookkeeper for

proper handling (see Procedure FIN-BKP-004 and FIN-BKP-005).

2. Student EFT is returned to the College:

a. Bookkeeper will notify the Student Account Services Manager or Auxiliary Services &

College Card Manager when student EFT payments are returned by the College’s

financial institution.

b. Student Account Services Manager or Auxiliary Services & College Card Manager will

verify the student’s Direct Deposit Authorization Form with the information in PantherNet

to determine if data entry errors were made.

i. If data entry errors where made:

1. Any data entry errors will be corrected

2. Student Account Services Manager or Auxiliary Services & College Card

Manager will notify the Bookkeeper to cancel and reissue the student EFT

payment.

ii. If data entry errors were NOT made:

1. The student Direct Deposit/EFT record will be deactivated in PantherNet.

2. An email will be sent to the student to notify them of the Direct Deposit

cancellation.





3. Student Account Services Manager or Auxiliary Services & College Card

Manager will notify the Bookkeeper to cancel and reissue the student payment.

Payment will be issued in the form of a check.

References:



Finance Procedure:

FIN-BKP-004


FIN-BKP-005

http://www.palmbeachstate.edu/finance/Documents//FIN-BKP-005.pdf

FIN-SAS-007


FIN-SAS-018


Student Direct Deposit Authorization Form









Finance Classroom Teacher Tuition Waivers 11/3/2015

FINANCE

PROCEDURE

MANUAL

TITLE:

Classroom Teacher Tuition Waivers

NUMBER:

FIN-SAS-028

VERSION:

02

ISSUED DATE:

1/28/2013

REVISION DATE:

11/2/2015

Purpose:

To process waivers as published in Florida State Statute 1009.26(10).

Definitions:

Classroom Teachers: Full-time staff members employed by a school district as defined in

Statute 1012.01(2)(a) who is assigned the professional activity of instructing students in courses

in classroom situations.









Responsibility:

Classroom Teacher (Student): Obtains Classroom Teacher Tuition Waiver Form from

employer, completes form, registers for course and submits completed form to Registration

Office.

Registration Office: Reviews request for waiver and determines if eligibility requirements have

been met.



http://www.palmbeachstate.edu/finance/Documents/ARForm-ClassroomTeacherWaiverForm.pdf


Finance Classroom Teacher Tuition Waivers 11/3/2015

Procedure Details:

1. Student obtains approval from appropriate supervisor and completes a Classroom Teacher

Tuition Waiver Form and registers for course.

2. Student must meet eligibility requirements and the waiver is only available up to 6 credit

hours.

3. This waiver only applies to undergraduate courses related to special education, mathematics,

or science or as defined by the Florida Department of Education.

4. Student may not use the waiver for courses scheduled during the school district’s regular

school hours.



requirements have been met.

7. If approved, Registration Office indicates which classes are eligible and signs the form.


9. Classroom Teacher Tuition Waivers will only waive tuition cost of the course. Other

applicable fees (e.g., material course special fees, term fees, distance learning fees, etc.) will

not be waived.



References:

Classroom Teacher Tuition Waiver Form


Florida Statutes: 1009.26(10) and 1012.01(2)(a)


Florida Administrative Code:

6A-14.0542








Finance Miscellaneous Refunds 2/6/2014

FINANCE

PROCEDURE

MANUAL

TITLE:

Miscellaneous Refunds

NUMBER:

FIN-SAS-029

VERSION:

01

ISSUED DATE:

2/6/2014

REVISION DATE:

N/A

Purpose:

This procedure outlines the process to return funds to customers or students for other fees which

are not related to a student schedule. Typically these are considered user fees.

Definitions:

Customer Number (Record): A unique alphanumeric, numbers and/or letters, code assigned in

PantherNet by Student Account Services to an agency or entity. Typically used to process fees

and charges for billing purposes.


accounting information for the payment to be processed and includes a description of material

and/or service, quantity, date, and cost.



Refund: To return (money) in restitution, repayment, or balancing of accounts.

Student: A unique alphanumeric code assigned in PantherNet by Registration or Admissions.

Typically used when selecting a class for academic purposes.

User Fees: Allowable fees charged by those who receive a service or material. User fees can

be assessed to students through as a course fee if the materials are related to a particular course

or program. User fees can also be assessed on a per use basis.

Miscellaneous Refund Request Form: A request form submitted by a Department on behalf of

a student or customer. The information on the form will be used to enter a Disbursement

Request for payment purposes.



PantherWeb: A student web portal where students can access their student account information,

class schedule and other important information.

Responsibility:

Department Budget Manager (Department): Approves or denies the refund request.

Department Staff: completes necessary refund request (Disbursement Request) in PantherNet.

Accounts Payable Office: Processes Disbursement Requests which will generate the refund or

payment.

Cashier's Office: Verifies original receipt (payment of goods or services) and submits approved

refunds to Accounts Payable for payment processing.

Student Account Services Manager: Assigns proper customer number in PantherNet for when

a student number is not used.

Procedure Details:

1. Miscellaneous Refund Request will be completed by the student or customer who is seeking

a refund which is NOT part of a class or course. Typically these are testing center refunds or

funds paid for services throughout the College.


3. Refunds are preferably issued in accordance with the method of payment.

a. Payments made by credit card will be credited back to the credit card.

b. Payments made by cash or check will be refunded by check. All checks are mailed

to the address on file or submitted with the Miscellaneous Refund Request.

c. Refunds under $50.00 are typically issued as a check, regardless of method of

payment.

4. Miscellaneous Refund Request will either be approved or denied by the Department Budget

Manager depending on their policy and procedures.

a. If the refund request is approved by the Department, a Disbursement Request must be

entered in PantherNet.

http://www.palmbeachstate.edu/finance/Documents/ARForm-MiscellaneousRefundRequestForm.pdf





b. If the refund request is denied by the Department, then no further processing is needed.

The Miscellaneous Refund Request will not be processed.

5. For approved Miscellaneous Refund Requests:

a. The Payee Type for the Disbursement Request will either be "C-Customer" or S-Student.

If the correct Customer name and address is not on file in PantherNet, those changes or

additions must be directed to the Student Account Services Manager.

b. The Student Account Services Manager will add or modify any necessary customer

information in PantherNet in order to process refunds. Student information is maintained

by the student through PantherWeb.

c. Once the Disbursement Request information has been entered in PantherNet, the

appropriate paperwork and documentation which includes a copy of the paid receipt will

be submitted to the Cashier’s Office for verification.

d. Once verified by the Cashier’s Office, all documentation, including the Disbursement

Request number will be submitted to Accounts Payable for final payment processing.

References:

Miscellaneous Refund Request Form:


Finance Procedures:

Cash Collection


Fees


Theatre Refunds


Refunds









Finance High School Verification (Out of State) Waiver 11/3/2015

FINANCE

PROCEDURE

MANUAL

TITLE:

High School Verification (Out of State) Waiver

NUMBER:

FIN-SAS-030

VERSION:

02

ISSUED DATE:

8/24/2015

REVISION DATE:

11/2/2015

Purpose:

To process waivers as published in Florida State Statute 1009.26(12).

Definitions:









account that is paying on behalf of a student.

Responsibility:

Student: Obtains High School Verification (Out of State) Form, completes form, registers for

course and submits completed form to Registration Office.

Registration Office: Reviews request for waiver and determines if eligibility requirements have

been met.


Procedure Details:



Finance High School Verification (Out of State) Waiver 11/3/2015

1. Student obtains and completes a High School Verification (Out of State) Waiver Form, then

registers for course.

2. This waiver only applies to out of state fees. Third attempt courses are not eligible.

3. The following conditions apply (per Statute):

a. Student attended a secondary school in Florida for 3 consecutive years immediately

before graduating from a high school.

b. Student applied for enrollment at the College within 24 months of high school graduation.

c. Student submitted an official Florida high school transcript.


5. Registration Office reviews eligibility for waiver and determines if requirements have been

met.


7. Student takes approved form to Cashier’s Office for processing.

8. High School Verification (Out of State) Waivers will only waive out of state tuition costs.

Other applicable fees (e.g., resident matriculation, material course special fees, term fees,

distance learning fees, etc.) will not be waived.



References:

High School Verification (Out of State) Waiver Form

http://www.palmbeachstate.edu/finance/Documents/ARForm-OutofStateWaiverForm.pdf

Florida Statutes: 1009.26(12) and 1012.01(2)(a)


http://www.palmbeachstate.edu/finance/Documents/ARForm-OutofStateWaiverForm.pdf



Finance Veteran and Dependent Tuition Waiver 11/3/2015

FINANCE

PROCEDURE

MANUAL

TITLE:

Veteran and Dependent Tuition Waiver

NUMBER:

FIN-SAS-031

VERSION:

02

ISSUED DATE:

1/28/2013

REVISION DATE:

11/2/2015

Purpose:

To process waivers as published in Florida State Statute 1009.26.

Definitions:

Veteran: A person who has served in the United States Armed Forces.

Dependent: As claimed on the most recent tax return.









Responsibility:

Veteran or Dependent (Student): Obtains Veteran/Dependent Tuition Waiver Form, completes

form, registers for course and submits completed form to Registration Office.

Registration Office: Reviews request and determines if eligibility requirements have been met.

Cashier’s Office: Applies payment/coverage to appropriate customer/contract in PantherNet as

dictated by State Statute.



Finance Veteran and Dependent Tuition Waiver 11/3/2015

Procedure Details:

1. Student obtains and completes a Veteran/Dependent Out-of-State Tuition Waiver Form and

registers for course.

2. This waiver only applies to Out-of-State tuition. Third attempt classes are not eligible.

3. The student must provide proper documentation to the Registration Office to demonstrate:

a. Proper military separation such as Form DD-214.

b. Student must physically reside in Florida.

c. Veteran or Veteran Dependent is receiving educational benefits.


5. Registration Office reviews eligibility for waiver and if necessary documentation has been

provided.



8. Veteran/Dependent Out-of-State Tuition Waivers will only waive Out-of-State tuition and fees.

Other applicable fees (e.g., resident matriculation, material course special fees, term fees,

distance learning fees, etc.) will not be waived.



References:

Veteran/Dependent Out-of-State Tuition Waiver Form

http://www.palmbeachstate.edu/finance/Documents/ARForm-VeteranDepOutTuitionWaiverForm.pdf

Florida Statutes: 1009.26 and 1012.01(2)(a)


Florida Administrative Code: 6A-14.0305


http://www.palmbeachstate.edu/finance/Documents/ARForm-VeteranDepOutTuitionWaiverForm.pdf

