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ARTICLE IV: BUSINESS AND NON-INSTRUCTIONAL OPERATIONS
SECTION A: FINANCE AND BUDGET

IV.A.010

The Rogue Community College Chief Financial Officer shall be the College's Budget Ufficer and is jointly responsible, with the President, for the preparation of the budget and for submission of such budget to the District Budget Committe, Board of Education and to such agencies as may be required by law.

Previous Policy No.: 3120
Confirmed: July 12, 1978
Approved: June 14, 1997
Amended and Approved: February 19, 2013

ARTICLE IV: BUSINESS AND NON-INSTRUCTIONAL OPERATIONS
SECTION A: FINANCE AND BUDGET

IV.A.020

Budget making is a year-long process involving particularly the Board of Education, the President, Vice President of College Services and staff, Chief Financial Officer and staff, and Budget Advisory Team. The Board shall make continuous studies of budget needs and prepare recommendations on programs and services needed for Budget Committee consideration.

The President shall prepare the budget message for delivery to the Budget Committee according to the provisions of the local budget law.

It is the duty of the Budget Committee to study the financial feasibility of all programs and consider carefully the recommendations of the Board. It is the policy of the Board and Budget Committee to seek the opinions of interested citizens, advisory groups, business, industry, labor, local school districts, and various departments of higher education in considering services needed and to be rendered by the College.

Public hearings on the proposed budget shall be held according to law. All Budget Committee meetings shall be publicly announced and attendance by citizens encouraged. Respectful consideration shall be given to the suggestions of all citizens. After the public hearing by the Budget Committee, the Board of Education, as the levying Board, enacts the proper resolutions to determine, make, and declare the tax levy for each fund; to establish the election date; and, to authorize the publication or notices of election. It may also adopt the budget at this time. The budget must be adopted by June 30. (Emphasis added).

Authority: ORS 294
Previous Policy Nos.: 3110, 3111, 3121, 3125, 3140 and 3150
Confirmed: July 12, 1978
Approved: June 14, 1997

ARTICLE IV: BUSINESS AND NON-INSTRUCTIONAL OPERATIONS
SECTION A: FINANCE AND BUDGET

IV.A.030

To identify terms used in this policy statement the following definitions are offered:

  • A fund is the total amount of a schedule of expense functions.
  • An expense functionis a major category of organization.
  • Object classifications are human resources, payroll expense, materials and services, financial aid, equipment repair and replacement, capital equipment/plant additions.
  • No transfers of money to compensate for over expenditures within budgetary line items are required. However, transfer of funds between expense functions or transfers from a contingency account to an expense object must be accomplished by official re
  • Use of the contingency expense object is to be limited to meeting the financial needs of emergencies and unanticipated or unforeseen events when transferred by board action to another expense object.
  • All transfers shall be made in accordance with local budget law.
  • Previous Policy No.: 3160
    Amended: July 12, 1978
    Approved: June 14, 1997

    ARTICLE IV: BUSINESS AND NON-INSTRUCTIONAL OPERATIONS
    SECTION A: FINANCE AND BUDGET

    IV.A.040

    The Vice President of College Services of Rogue Community College will be responsible to the President for the proper accounting of all College funds.

    College monies will be received, recorded, and accounted for by the Business Office.

    An annual audit will be made of College accounts and presented to the Board of Education at the December meeting.

    Previous Policy No.: 3321
    Amended: July 12, 1978
    Approved: June 14, 1997
    Amended/Approved: March 19, 2013

    ARTICLE IV: BUSINESS AND NON-INSTRUCTIONAL OPERATIONS
    SECTION A: FINANCE AND BUDGET

    IV.A.050

    The dean of Administrative Services of Rogue Community College will maintain a petty cash fund. This fund will be used for reimbursement of out-of-pocket expenses not to exceed $15.00 for any single claim. Each expenditure will have a proper receipt. The process of distribution of these funds shall be such as to cause each expenditure to be charged to the proper general fund account within the budget. The total of the receipts and cash in this fund shall always be the amount approved by the Board of Education.

    Previous Policy No.: 3325
    Amended: July 12, 1978
    Approved: June 14, 1997

    ARTICLE IV: BUSINESS AND NON-INSTRUCTIONAL OPERATIONS
    SECTION A: FINANCE AND BUDGET

    IV.A.060

    The Chief Financial Officer will cause Rogue Community College liabilities to be paid in a timely manner.

    Previous Policy No.: 3327
    Confirmed: July 12, 1978
    Approved: June 14, 1997

    ARTICLE IV: BUSINESS AND NON-INSTRUCTIONAL OPERATIONS
    SECTION A: FINANCE AND BUDGET

    IV.A.070

    The dean of Administrative Services will submit monthly to the Board of Education, the college president, and the finance committee:

    1. Financial statements for the previous month.
    2. Reports of accounts payable produced in the month including invoice detail.

    Previous Policy No.: 3329
    Confirmed: July 12, 1978
    Adopted: March 16, 1983
    Approved: June 14, 1997

    ARTICLE IV: BUSINESS AND NON-INSTRUCTIONAL OPERATIONS
    SECTION A: FINANCE AND BUDGET

    IV.A.080

    The Board of Education shall annually appoint an independent auditor, licensed by the state to conduct municipal audits. Such auditor will only be permitted to provide non-audit services to the College if the Board of Education approves the work in advance.

    An annual audit of Rogue Community College financial records, as well as those audits required by state and federal agencies, shall be conducted and the findings of the annual audits shall be reported to the Board of Education.

    Previous Policy No.: 3434
    Amended: July 12, 1978
    Adopted: March 16, 1983
    Approved: June 14, 1997
    Amended/Approved: December 14, 2004

    ARTICLE IV: BUSINESS AND NON-INSTRUCTIONAL OPERATIONS
    SECTION A: FINANCE AND BUDGET

    IV.A.090

    The President or formally designated representatives may not enter into or bind Rogue Community College to contractual obligations without first seeking legal review and, as may be required, representatives of legal counsel, unless in the sound judgment of the President or formally designated representatives, it is deemed to be unwarranted.

    Factors which shall be considered with respect to obtaining legal review or representation shall include, but not be limited to whether:

    • The total dollar value of the contractual commitment of the College exceeds $50,000;
    • The obligations of the parties will be satisfied within the present fiscal year;
    • The terms and provisions of the agreement are dictated by legal requirements of federal, state, or other governmental agencies;
    • The agreement is pursuant to terms established by the Oregon Community College Model Rules as adopted by the Board;
    • [Deleted: Cooperative Procurement Agreement]

    • The contract is for the provision of personal or professional service;
    • The terms and subject matter of the contract are substantially similar in nature to previous contracts undertaken in the ordinary course of business;
    • Any other factors which in the professional judgment of the President or designee reasonably believes warrants the assistance of legal counsel.

    Previous Policy No.: 3326
    Amended: July 12, 1978
    Approved: June 14, 1997
    Amended/Approved: May 17, 2005
    Amended/Approved: January 15, 2008

    ARTICLE IV:  BUSINESS AND NON-INSTRUCTIONAL OPERATIONS
    SECTION A:  FINANCE AND BUDGET

    IV.A.100 The Identity Theft Protection program is designed to detect, prevent and mitigate identity theft. This policy applies to college records or procedures which either:  1) allow a person to register, receive financial aid, make payments or be employed by the college; or 2) present a "reasonably foreseeable risk" of identity theft.

    As general guidance, this policy will apply to any college record or procedure which contains a person's personally identifiable information.

    This policy complies with Sections 114 and 315 of the Fair and Accurate Credit Transactions Act (FACT Act) of 2003 and, by law, is deemed in compliance with the Oregon Identity Theft Act as provided by ORS 646A.622(2)(a) and (b).

    Authorization:  ORS 646A.622(2)(a) and (b)
    Approved:  April 21, 2009