last updated november 6, 2014 - ivy tech community college ......07/26/11 08/22/11 09/21/11 12/12/11...

Last Updated November 6, 2014

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Org Title – Regional & Central Office Regional & Central Office Org Definitions

6/30/11

07/12/11

07/18/11

07/25/11

07/26/11

08/22/11

09/21/11

12/12/11

7/2/12

5/2/13

4/24/14

7/16/14

7/30/14

11/6/14

Updated “Facilities Office” to include furniture used in public/common

areas such as hallways, lounges.

Clarified “Statewide Financial Aid” to include operating monies from

Central Office which includes discretionary monies such as non-employee

fee remissions.

Clarified “Regional Financial Aid” to include regional supplements to

discretionary monies such as non-employee fee remissions.

“Facilities Security” updated to include costs of employee and student

IDs

“Marketing Communication” updated to include Chamber of Commerce

memberships

Updated “Facilities Custodial” to include shredding services.

Updated “Administrative Services Office” to include spousal and

dependent fee remissions

Updated “Facilities Custodial” to include trash/waste removal services, &

recycling services.

Added “Student Life Budget Comm 70%” and definition

Added “Student Life 30%” and definition

Updated “Registrars Office” to include purchases of Course Reservation

forms and Change of Enrollment forms.

Updated “Facilities Office” to include furniture purchased for general

classrooms use that can’t be attributed to a specific lab or program.

Updated former WED org codes to reflect Corporate College name.

Added “One Stop Services” and definition

Added “Campus Events” and definition

Clarified “Facilities Office” to state: “Rental or lease of facilities by Ivy

Tech. (See Campus Events for rental revenue.)”.

Added “Student Life Allocation” and definition

Added “Ivy Prep” & “Supplemental Instruction” and definitions

Added “Global Studies” and definition


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Academic Advising Office

Payroll costs and other costs incurred by staff in execution of the functions of

the Academic Advising office. Includes costs previously associated with

Student Success Centers and Transfer Centers. Includes equipment, food

and beverages, software, contracted services, travel, and professional

development and training.

Academic Skills Advancement

Payroll costs and other costs incurred to provide remedial/non-college level

course instruction and tutoring (excluding tutoring provided in disability support

services).

Administrative Services Office

Bad debt write offs / employee, spousal and dependent fee remissions / copier leases may be expensed here upon payment of invoice; however, those costs then need to be allocated back via JV to the appropriate departments.

Admissions Office

Payroll dollars and other costs incurred by staff in execution of the functions of

Admissions. Includes consultant services, promotion (internal to the College

and with external vendors), software contracts and services, equipment,

publications, travel (instate and out-of-state), professional memberships, and

registration expenses for fairs, outreach events.

Apprenticeship Contracts Contract expenditures for identified apprenticeship agreements. (Contracts will be unique to each region, so they are not all listed here)

Apprenticeship Office Payroll costs and other costs incurred by staff in execution of the functions of the Apprenticeship office. Costs relevant to supporting the apprentice programs.

Assessment


assessment and testing. Includes costs of testing materials except WED

certifications and tests which are directly attributable to a scholastic program;

i.e. Nursing tests. Normal range of expenses include testing materials

(including Distance Ed proctoring), facility rentals, printing, and equipment.

Bookstore Operations Bookstore commission from Follett

Campus Events

Track revenue and expenses associated with campus events. Events may be college-hosted such as building dedications, ground breakings, etc. or facithey may be events sponsored by external organizations which rent Ivy Tech facilities for an event.


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Career Services Office


the Career Services office. Includes printing and educational supplies,

software contracts and services, travel (instate and out-of-state), facility

rentals, and general S&E.

Carry Forward Budget Reserve Used for budget reserve only, no revenue or expense transactions should be processed using this organization code. It is used to retain one-time budget monies each fiscal year.

CC Computers / Infor Tech Non Cr Revenue generated, payroll dollars and other costs incurred by staff in

execution of Computers/Infor Tech Non Cr courses in Corporate College.

CC Computers / Inform Tech Cr Revenue generated, payroll dollars and other costs incurred by staff in

execution of Computers/Infor Tech Cr courses in Corporate College.

CC Healthcare Cr Revenue generated, payroll dollars and other costs incurred by staff in

execution of Healthcare Cr courses in Corporate College.

CC Healthcare Non Cr Revenue generated, payroll dollars and other costs incurred by staff in

execution of Healthcare Non Cr courses in Corporate College.

CC Manuf / Industr Tech Cr Revenue generated, payroll dollars and other costs incurred by staff in

execution of Manuf/Industr Tech Cr courses in Corporate College.

CC Manuf / Industr Tech Non Cr Revenue generated, payroll dollars and other costs incurred by staff in

execution of Manuf/Industr Tech Non Cr courses in Corporate College.

CC Other Activity / Non Training

Revenue generated from contract billings to employers, payroll dollars and

other costs incurred by staff in execution of non-training activities such as:

bulk purchase of assessments for a company, job fairs, luncheons, consulting.

(Corporate College)

CC Overhead Admin

Includes all expenses for non-instructional Corporate College staff and office

management expenses (salary, travel, equipment relevant to the Corporate

College office) (not courses)

CC Overhead Indirect

Course/program expenses that cross multiple program areas in Corporate

College. Special equipment utilized for multiple program areas would be an

example. It is also an accepted practice to split this costs across program

area accounts and never use this org.

CC Quality Cr Revenue generated, payroll dollars and other costs incurred by staff in

execution of Quality Cr courses in Corporate College.

CC Quality Non Cr Revenue generated, payroll dollars and other costs incurred by staff in

execution of Quality Non Cr courses in Corporate College.


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CC Safety Cr Revenue generated, payroll dollars and other costs incurred by staff in

execution of Safety Cr courses in Corporate College.

CC Safety Non Cr Revenue generated, payroll dollars and other costs incurred by staff in

execution of Safety Non Cr courses in Corporate College.

CC Sales / Business / Hosp Cr Revenue generated, payroll dollars and other costs incurred by staff in

execution of Sales/Business/Hosp Cr courses in Corporate College.

CC Sales / Business / Hosp Non Cr Revenue generated, payroll dollars and other costs incurred by staff in

execution of Sales/Business/Hosp Non Cr courses in Corporate College.

CC Superv / Leadership Cr Revenue generated, payroll dollars and other costs incurred by staff in

execution of Superv/Leadership Cr courses in Corporate College.

CC Superv / Leadership Non Cr Revenue generated, payroll dollars and other costs incurred by staff in

execution of Superv/Leadership Non Cr courses in Corporate College.

CC Transp / Dist / Logistic Cr Revenue generated, payroll dollars and other costs incurred by staff in

execution of Transp/Dist/Logistics Cr courses in Corporate College.

CC Transp / Dist / Logistics Non Cr Revenue generated, payroll dollars and other costs incurred by staff in

execution of Transp/Dist/Logistics Non Cr courses in Corporate College.

CC Wkplace Fundamentals Cr Revenue generated, payroll dollars and other costs incurred by staff in

execution of Wkplace Fundamentals Cr courses in Corporate College.

CC Wkplace Fundamentals Non Cr Revenue generated, payroll dollars and other costs incurred by staff in

execution of Wkplace Fundamentals Non Cr courses in Corporate College.

CC Workforce Certification

Workforce certification revenue generated, payroll dollars and other costs

incurred by staff in execution of the functions of workforce certification in

Corporate College

Chancellor Payroll dollars and other costs incurred by staff in execution of the functions of the Chancellors office.

College Development Office Payroll costs and other costs incurred by staff in execution of the functions of the Development office and Alumni Affairs office. Costs relevant to donor relations.

College Hosted Events Used only with Agency funds. Dollars held by the college (i.e. registration fees) which will be remitted to an outside party for events hosted by/at the college.

College Initiative Orgs Used to track strategic plan initiatives. Payroll should be charged back to the employee’s home department. S & E should be charged here. (Initiatives may be unique to each region, so they are not all listed here)


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Commencement

Expenses relevant to the annual graduation commencement. Includes but not

limited to caps/gowns, facility rentals, food & beverage for receptions/dinners,

tassels, diploma covers, artifacts to present speakers.

Copy Center Payroll costs and other costs incurred by staff in execution of the functions of the Copy Center.

Counseling Services Office


the Counseling Services Office. Includes software, and professional

development--including professional memberships

Disability Support Services Office


the Disability Support Services Office. Includes services for service providers

(i.e. tutors, interpreters, etc.), facility rentals, professional development and

on-going training for staff, food and beverages, equipment, software, and

printing.

Distance Ed Support


Distance Ed support. Costs include Dist Ed advising, Dist Ed help desk, and

Dist Ed strategic planning.

Exec Director of Admin Office Payroll costs and other costs incurred by staff in execution of the functions of the Exec Dir. of Admin office.

Facilities Custodial Payroll costs for College employees who provide custodial services or costs paid to external vendors for custodial services or supplies. Includes shredding services, trash/waste removal services, & recycling services.

Facilities Maintenance Payroll costs for College employees who provide maintenance services of building or grounds or costs paid to external vendors for maintenance services or supplies for grounds or buildings

Facilities Office

Payroll costs and other costs incurred by staff of the Facilities office that do not fit into another Facilities org. Rental or lease of facilities by Ivy Tech. (See Campus Events for rental revenue.) Purchase of and maintenance and repair to college vehicles used for administrative (i.e. travel to meetings) or facility purposes (i.e. cargo transport). Purchase of and maintenance and repair to shuttle buses or vans used to transport students or employees between sites. Utilities. Furniture used in public/common areas such as hallways, lounges. Furniture purchased for general classroom use that can’t be attributed to a specific lab or program.

Facilities Security Payroll costs for College employees who provide security services or costs paid to external vendors for security services. Costs of employee and student IDs.


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Finance Office Payroll costs and other costs incurred by staff of the Bursars office, EDF, and Business office. Excludes payroll staff. Includes bank fees. Includes costs for secure transport of monies to the bank.

Financial Aid Office


Financial Aid administration. May be used with a Scholarship Fund to track

scholarships provided by outside organizations (not college funded)

General Revenue Student tuition and fee revenue

Global Studies Track costs associated with Global Studies (an inter-disciplinary initiative) and the related certificate.

Grants Administration Office Payroll costs and other costs incurred by staff in execution of the functions of

post-award Grant Administration.

Human Resources Office Payroll costs and other costs incurred by staff in execution of the functions of the Human Resources office. Excludes payroll staff.

Information Technology Serv Off

Payroll costs and other costs incurred by staff in execution of the functions of the Information Technology office. Costs related to desktop support for administrative areas, hardware support, telecommunications, ERP systems, Infrastructure, etc. Bulk purchases of computers for administrative use which aren’t distributed upon receipt. Once distributed, the charges should be charged back to the department via JV.

Institutional Effectiveness Office

This office oversees the efforts of the region’s grants office, intuitional

research team, professional development efforts, and campus events (on or

off campus). Costs associated with this Org include payroll costs, S&E, travel,

and the events that are being coordinated. Professional development costs

should be charged back to the attending/benefitting department.

Institutional Research Office Payroll costs and other costs incurred by staff in execution of the functions of Institutional Research.

Instructional Technology Serv Off

Payroll costs and other costs incurred by staff in execution of the functions of the Instructional Technology office. Costs related to specifically to faculty, classroom, or lab technical support; technical training for faculty; Blackboard; distance ed technical costs, etc. Computers for multiple-purpose labs which can’t be identified to a specific school or program. Bulk purchases of computers for instructional use which aren’t distributed upon receipt. Once distributed, the charges should be charged back to the department via JV.

Ivy Prep Remediation offered during the summer only in preparation for Fall term


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Judicial Affairs Office


the Judicial Affairs Office for students. Travel and S&E are the primary

expenses.

K-12 Initiatives Initiatives geared toward grades K to 12; for example dual credit, early college,

etc. Includes payroll and other costs.

Learning College Conference

Learning College Conference is a professional development activity.

Reasonable charges may include, but not be limited to, stipends/honorariums

for presenters, food and beverage, lodging, travel (instate) and for presenters,

facility rental, advertising, S&E, and printing.

Library Payroll costs and other costs incurred by staff in execution of the functions of

the Library. Costs to acquire and maintain library materials.

Mailroom Payroll costs and other costs incurred by staff in execution of the functions of the Mailroom. Postage.

Marketing Communication Office

Payroll costs and other costs incurred by staff in execution of the functions of the Marketing Communications office. Costs to promote and/or communicate information regarding the College and it’s mission, including WED. Includes Chamber of Commerce memberships.

Multicultural Affairs


the Multicultural Affairs Office. Includes consultant services, supplies, food

and beverages for workshops, local travel, and professional memberships.

New Student Orientation


student orientation. Major expenses incurred include professional

development and training, travel, registrations, memberships, and equipment.

Express Enrollment Center (previously One Stop)

Payroll dollars and other costs incurred to support the Express Enrollment

Center which provides tier 1 level (basic level) services of Admissions,

Financial Aid, Prospecting, Orientation, Registration, & Veteran Affairs.

Payroll Office Payroll costs should equal at least 50% of one full time employee (payroll tasks) to warrant use of the Org code. Otherwise, charged to home department (i.e. Finance, HR)

Perkins Maintenance Dollars matched by the College for the Perkins Funds.

Personal Enrichment Non Cr Revenue generated, payroll dollars, and other costs incurred by staff in

execution of Personal Enrichment Non Cr courses.

Recurring Budget Reserve Used for budget reserve only, no revenue or expense transactions should be processed using this organization code. It is used to accumulate recurring


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budget monies each fiscal year.

Regional Financial Aid

Financial Aid expenses which are covered by contributions from regional

sources. An example is using bookstore commissions to fund scholarships

and regional supplements to discretionary monies such as non-employee fee

remissions.

Regional Trustees Office Costs incurred by Regional Board of Trustees

Registrars Office


the Registrars office. Includes S&E, professional memberships, travel (local

and out-of-state), equipment, software contracts and services, & meal and

beverage costs. Purchases of Course Reservation forms and Change of

Enrollment forms.

Retention Office


Retention. Includes professional development and training, travel, and

software and equipment charges

SEOG Match Should not be used at this time.

SIS Cash Clearing Used on cash receipts JV to clear receipts from the cash clearing FOAP to the bank account

Statewide Financial Aid

.Financial Aid expenses which are covered by operating monies from Central

Office which includes discretionary monies such as non-employee fee

remissions.

Student Life Allocation

Student Life expenses for programming and services in the College’s core

functional areas of Student Life Office’s operation: student programming,

student governance, student leadership development, service engagement,

student organizations, and recreation and wellness

Student Clubs/Organizations

Used only with Agency funds. Holds revenue and expenses for the identified student clubs which are administered by the students. Includes club advisor travel/conference fees related to the club. If necessary, monies may be transferred from the General fund to cover advisor expenses. (Student clubs will be unique to each region, so they are not all listed here)


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Student Life 30% 30% of student life fees is distributed to this org. This org is managed by the Student Life Office and is used to support educational activities (20%) and recreation/wellness (10%) for students. Used only with an agency fund.

Student Life Budget Comm 70%

70% of student life fees is distributed to this org. This org is managed by the Student Life budget Committee and is used to support Student Government, Campus Activity Board (CAB), and student organizations. Used only with an agency fund.

Student Life Office


the Student Life Office. This office is the primary provider of co-curricular

activities for students and the general community. Includes costs for Student

Leadership Academy. Normal charges would include travel, staffing, rental

of facilities and motor vehicles, contracted services for speakers, presenters,

group entertainment, etc.

Student Recruitment


the student recruitment. This pertains to a limited scope of activities/initiatives

to attract, recruit, and enroll new students. Includes S&E, travel (instate and

out-of-state), college and community fairs, high school visits, professional

conferences, consultant services, equipment, and promotions.

Supplemental Instruction Students hired to hold tutoring sessions during the academic year. Also

includes faculty offload for tutoring sessions.

Veteran Affairs Payroll costs and other costs incurred by staff in execution of the functions of

Veterans Affairs.

Vice Chanc Academic Affairs Office Payroll costs and other costs incurred by staff in execution of the functions of

the Vice Chancellor of Academic Affairs Office.

Vice Chanc Student Affairs


of the Vice Chancellors for Student Affairs office. Includes S&E, travel (local

and out-of-state), professional memberships, equipment, software,

publications, and purchased/contracted services. This office is staffed by the

regional chief student advocate who handles all conduct issues and serves as

the liaison to the Follett Bookstore partnership.


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Org Title – OIT & Shared Services OIT & Shared Services Org Definitions

6/10/13 Original Publication of list

OIT Region 1 Services

Payroll costs and other costs incurred by OIT Client Services staff in the

Northwest Region providing IT User support. Costs related to end-user

hardware support and installation, end user applications support and

implementation etc.

OIT Region 1 Academic


Northwest Region providing IT support for academic purposes. Costs related

to end-user hardware support and installation, end user applications support

and implementation etc.


Payroll costs and other costs incurred by OIT Client Services staff in the North Central Region providing IT User support. Costs related to end-user hardware support and installation, end user applications support and implementation etc.


Payroll costs and other costs incurred by OIT Client Services staff in the North

Central Region providing IT support for academic purposes. Costs related to

end-user hardware support and installation, end user applications support and

implementation etc.


Payroll costs and other costs incurred by OIT Client Services staff in the Northeast Region providing IT User support. Costs related to end-user hardware support and installation, end user applications support and implementation etc.


Payroll costs and other costs incurred by OIT Client Services staff in the Northeast Region providing IT support for academic purposes. Costs related to end-user hardware support and installation, end user applications support and implementation etc.



Lafayette Region providing IT User support. Costs related to end-user

hardware support and installation, end user applications support and

implementation etc.


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Payroll costs and other costs incurred by OIT Client Services staff in the Lafayette Region providing IT support for academic purposes. Costs related to end-user hardware support and installation, end user applications support and implementation etc.


Payroll costs and other costs incurred by OIT Client Services staff in the Kokomo Region providing IT User support. Costs related to end-user hardware support and installation, end user applications support and implementation etc.


Payroll costs and other costs incurred by OIT Client Services staff in the Kokomo Region providing IT support for academic purposes. Costs related to end-user hardware support and installation, end user applications support and implementation etc.


Payroll costs and other costs incurred by OIT Client Services staff in the Muncie Region providing IT User support. Costs related to end-user hardware support and installation, end user applications support and implementation etc.


Payroll costs and other costs incurred by OIT Client Services staff in the Muncie Region providing IT support for academic purposes. Costs related to end-user hardware support and installation, end user applications support and implementation etc.


Payroll costs and other costs incurred by OIT Client Services staff in the Wabash Valley Region providing IT User support. Costs related to end-user hardware support and installation, end user applications support and implementation etc.


Payroll costs and other costs incurred by OIT Client Services staff in the Wabash Valley Region providing IT support for academic purposes. Costs related to end-user hardware support and installation, end user applications support and implementation etc.


Payroll costs and other costs incurred by OIT Client Services staff in the Central Indiana Region providing IT User support. Costs related to end-user hardware support and installation, end user applications support and implementation etc.


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Payroll costs and other costs incurred by OIT Client Services staff in the Central Indiana Region providing IT support for academic purposes. Costs related to end-user hardware support and installation, end user applications support and implementation etc.


Payroll costs and other costs incurred by OIT Client Services staff in the Richmond Region providing IT User support. Costs related to end-user hardware support and installation, end user applications support and implementation etc.


Payroll costs and other costs incurred by OIT Client Services staff in the Richmond Region providing IT support for academic purposes. Costs related to end-user hardware support and installation, end user applications support and implementation etc.


Payroll costs and other costs incurred by OIT Client Services staff in the Columbus Region providing IT User support. Costs related to end-user hardware support and installation, end user applications support and implementation etc.


Payroll costs and other costs incurred by OIT Client Services staff in the Columbus Region providing IT support for academic purposes. Costs related to end-user hardware support and installation, end user applications support and implementation etc.


Payroll costs and other costs incurred by OIT Client Services staff in the Southeast Region providing IT User support. Costs related to end-user hardware support and installation, end user applications support and implementation etc.


Payroll costs and other costs incurred by OIT Client Services staff in the Southeast Region providing IT support for academic purposes. Costs related to end-user hardware support and installation, end user applications support and implementation etc.


Payroll costs and other costs incurred by OIT Client Services staff in the Southwest Region providing IT User support. Costs related to end-user hardware support and installation, end user applications support and implementation etc.


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Payroll costs and other costs incurred by OIT Client Services staff in the Southwest Region providing IT support for academic purposes. Costs related to end-user hardware support and installation, end user applications support and implementation etc.


Payroll costs and other costs incurred by OIT Client Services staff in the Southern Indiana Region providing IT User support. Costs related to end-user hardware support and installation, end user applications support and implementation etc.


Payroll costs and other costs incurred by OIT Client Services staff in the Southern Indiana Region providing IT support for academic purposes. Costs related to end-user hardware support and installation, end user applications support and implementation etc.


Payroll costs and other costs incurred by OIT Client Services staff in the Bloomington Region providing IT User support. Costs related to end-user hardware support and installation, end user applications support and implementation etc.


Payroll costs and other costs incurred by OIT Client Services staff in the Bloomington Region providing IT support for academic purposes. Costs related to end-user hardware support and installation, end user applications support and implementation etc.

OIT Central Office Services Payroll costs and other costs incurred by OIT Client Services staff in Central Office providing IT User support. Costs related to end-user hardware support and installation, end user applications support and implementation etc.

Network/Telecom

Payroll costs and other costs incurred by staff in execution of the statewide Network and Telecommunications functions of the Office of Information Technology. Costs related to hardware support and installation, infrastructure, systems support and implementation etc.

Server/Data Center

Payroll costs and other costs incurred by staff in execution of the statewide Server and Data Operations functions of the Office of Information Technology. Costs related to hardware support and installation, infrastructure, systems support and implementation etc.


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IT Security

Payroll costs and other costs incurred by staff in execution of the statewide IT Security functions of the Office of Information Technology. Costs related to hardware support and installation, infrastructure, systems support and implementation etc.

ERP and Web Apps

Payroll costs and other costs incurred by staff in execution of the statewide ERP Support and Web Apps of the Office of Information Technology. Costs related to ERP systems support and implementation, Web Apps support and implementation, etc.

Database/Report Writing

Payroll costs and other costs incurred by staff in execution of the statewide ERP Database and Report Writing of the Office of Information Technology. Costs related to ERP database support and implementation, data warehouse support, implementation and training, data integration and report writing, etc.

Ivy Online Admin Payroll costs and other costs incurred by staff in execution of the Administrative Instructional Technology functions of the Office of Information Technology.

DE Enterprise Systems

Payroll costs and other costs incurred by staff in execution of the Instructional Technology Enterprise Systems functions of the Office of Information Technology. Costs related to specifically Blackboard (or other similar system) support and implementation, etc.

DE Training Services

Payroll costs and other costs incurred by staff in execution of the Instructional Technology Training Services functions of the Office of Information Technology. Costs related to specifically technical training development and implementation, etc.

DE Instructional Design

Payroll costs and other costs incurred by staff in execution of the Instructional Technology Instructional Design functions of the Office of Information Technology. Costs related to specifically Distance education course development, marketing and faculty, classroom, or lab technical support; etc.

Process Imp / IT Operation Perf

Payroll costs and other costs incurred by staff in execution of the Process Improvement and Operational Improvement functions of the Office of Information Technology. Costs related to specifically business process improvement, project management, quality assurance and best practice development, etc.


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IT Admin

Payroll costs and other costs incurred by staff in execution of the Administrative functions of the Office of Information Technology. Costs related to specifically statewide IT procurement, budget management, financial planning, strategic planning, etc.

last updated november 6, 2014 - ivy tech community college ......07/26/11 08/22/11 09/21/11 12/12/11...

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