ARTICLE IV: BUSINESS AND NON-INSTRUCTIONAL OPERATIONS
SECTION A: FINANCE AND BUDGET
IV.A.010
The dean of Administrative Services of Rogue Community College shall be the budget officer and is jointly responsible with the president for the preparation of the budget and for submission of such budget to the 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
ARTICLE IV: BUSINESS AND NON-INSTRUCTIONAL OPERATIONS
SECTION A: FINANCE AND BUDGET
Policy 020: Budget Preparation and Adoption
IV.A.020
Budget making is a year-long process involving particularly the Board of Education, the president, dean of Administrative Services, the budget committee and staff. 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.
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
Policy 030: Transfer of Funds and Use of Contingency Account
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.
A line item is a budgeted amount for each object within an expense function.
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 resolution of the Board of Education. This resolution must state the need for the transfer, purpose and amount.
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
Policy 040: Accounting Systems
IV.A.040
The dean of Administrative 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
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 dean of Administrative Services 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
Policy 080: Annual Audit/Appointment of Auditor
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:
[Deleted: Cooperative Procurement Agreement]
Previous Policy No.: 3326
Amended: July 12, 1978
Approved: June 14, 1997
Amended/Approved: May 17, 2005
Amended/Approved: January 15, 2008