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  • Alcorn State University: Document Retention
    University is obligated by contract to keep confidential or records that could reasonably be used to the detriment of the University or individuals if read by others MAINTENANCE OF UNIVERSITY RECORDS Departments must maintain University records in a manner that provides access for faculty and staff to carry out normal job responsibilities and reasonable protection against misuse misplacement loss destruction damage or theft Unless authorized by the Senior Vice President for Administration Chief Operating Officer University records must be stored on University premises at all times Departments should document official records loaned to other departments or by describing the record loan date return date borrowing department individual and signature of the borrower If possible departments should maintain records in an environment that is free from rodents flooding fire hazards and unusual moisture heat and dust The desirable environment for preserving records is a space with forced air ventilation system that maintains a controlled temperature of 65 75 degrees Fahrenheit and a relative humidity of 40 60 percent DOCUMENT RETENTION PERIODS Listed below are some of the general schedules of retention required for ASU this is not an all inclusive list If records are not listed please check with the department and or University administration The policy lists the minimum record retention requirements for the following Complying with guidelines issued by the University Providing maximum protection under current state statutes of limitations Supporting general University business practices Providing minimum protection under current federal statutes of limitations Being in accordance with Mississippi Department of Archives and History Providing for external entities that require specific retention periods for records Each department should use its discretion in deciding when to dispose of records after meeting all state laws federal laws and requirements in this policy Departments should save time and space by properly disposing of records after satisfying requirements in this policy Record Title Retention Requirement Academic Support 1 Academic files of graduate and undergraduate students 5 years from graduation or date of last attendance 2 Department of academic files 5 years from graduation or date of last attendance 3 Academic transcripts Indefinite 4 Financial aid records applicants who do not enroll 1 year from date of application 5 Financial aid records applicants who enroll 4 years from end of fiscal year in which aid is awarded 6 International student forms visa documentation etc 5 years 7 Student loan records 5 years after the loan has been repaid in full 8 Student account records 6 years 9 Academic calendar Indefinite 10 Catalogs Indefinite 11 Credential service files MCAT DAT scores 3 years following 1 year as active 12 Commencement programs Indefinite 13 Accreditation files 7 years 14 Academic search records 3 years from decision to hire Academic Personnel 15 Annual conflict of interest disclosure statements 6 years 16 Grievances 5 years after final decision on grievance 17 Faculty promotion and tenure 5 years after receipt of approval of tenure from President s office Accounting and Finance 18 All records not specified below 7 years 19 Capital equipment records Life of asset records of equipment purchased on federal funds must be retained for 3 years after final disposition 20 Depreciation records Life of asset 21 Inventories Life of asset 22 Travel and reimbursement and attachments 7 years 23 IRS Form 1098T and 1098E 990 1099 Indefinite 24 Trial balance reports audited financial statements annual reports tax returns internal audit working papers 10 years after release of audit state requirement of 3 years 25 Financial correspondence cashier reports check copies canceled checks journal vouchers cash receipt card travel expense reports check register bank deposits bank statements Wire transfers check signature authorizations bank reconciliations invoices cash reports request for payment forms stop payment requests 10 years after release of audit state requirement of 3 years Admissions 26 Applications for admissions high school transcripts college transcripts test score reports letters of recommendations CLEP AP reports admissibility calculations admission specific correspondence 1 year on students that apply but do not enroll 27 Recruitment materials Until after enrollment Advancement Institutional 28 Gift records trusts life income agreements annuities real estate Indefinite Budget Office 29 Budget clean unmarked Budgets final copy Indefinite 30 Budget working papers 10 years Campus Police 31 Traffic accident reports 3 years 32 Felony arrest reports 75 years 33 Non felony arrest reports 25 years 34 Dispatch tape recordings 90 days serious incidents may warrant longer retention at the discretion of the local agency 35 Expungements Until case is finalized Environmental Health Safety 36 Asbestos monitoring 30 years after the employee terminates 37 Asbestos training Retained for 1 year beyond the date of employment of the individual 38 Evacuation drills pest control logs 3 years 39 Fire protection systems inspection and test records 3 years 40 Portable fire extinguisher inspection reports 1 year Financial Aid 41 Student financial aid files 7 years 42 Student financial aid loan documents 3 years Human Resources 43 Employee faculty personnel files including application resume appointment salary forms performance appraisals 6 years after termination 44 Application from individuals not hired staff 3 years 45 Applications from individuals not hired faculty 3 years from hiring decision 46 Personnel records of retired individuals staff 10 years after death 47 Personnel records of retired individuals faculty 10 years after death 48 Federal report requirements welfare benefits and other fringe benefit plans i e 5500 s Indefinite 49 Individual contracts of employee staff and faculty 6 years after termination 50 I 9 Forms faculty staff students 3 years from date of hire or 1 year from termination whichever is greater 51 Search Committee records including employment applications resumes and all applicant search materials for staff 3 years 52 Worker s compensations claims and insurance policies 18 years 53 Employee eligibility for pension 6 years after death of eligible employee and beneficiary 54 Employee personal information name SSN period of employment 6 years after death of eligible employee or beneficiary 55 Plan administrator setting forth authority to pay records Indefinite 56 Pension plans and all attached amendments

    Original URL path: http://www.alcorn.edu/offices/finance/policies-procedures/document-retention/index.aspx?view=revision (2016-02-15)
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  • Alcorn State University: Accounting
    all universities to report at the end of each fiscal year operations of the university beginning July 1st and ending June 30 th The report is due mid August ACCRUAL BASIS OF ACCOUNTING Currently the University uses the accrual basis of accounting which means that all revenues are recorded when earned and all expenses are recorded when there is an obligation to pay INVESTMENTS The University accounts for its investments at fair value in accordance with GASB Statement No 31 Investments for which there are no quoted market prices are not material INVENTORIES Inventories consist of agricultural produce and crops and warehouse supplies These inventories are generally valued at the lower of cost or market on either the first in first out FIFO basis or the average cost basis CAPITAL ASSETS Capital assets are recorded at cost at the date of acquisition or if donated at fair market value at the date of donation The following policies are used to compute depreciation at fiscal year end for capital assets Asset Useful Life Capitalization Threshold Building 40 years 50 000 Land Improvements 20 years 25 000 Equipment 3 15 years 5 000 Library Books 10 years 0 AUXILIARIES Auxiliaries typically exist to furnish goods or services to students faculty or staff This department charges a fee directly related to although not necessarily equal to the cost of the rendered goods or services Auxiliaries activities are considered to be self supporting which means that revenue earned is used to support the expenditures associated with Auxiliaries activities Some examples include residence halls food services and intercollegiate athletic programs only if they are essentially self supporting The general public may be serviced incidentally by Auxiliaries activities BANK RECONCILIATIONS The Accounting Office maintains monthly bank reconciliations for the University s banking partners All adjustments are posted by journal voucher The bank reconciliation is reviewed by the 15 th of the following month RETURN CHECK POLICY There is a 50 00 return check fee for all NSF checks The student employee account is charged the amount of the check along with the fee The student employee is then notified by letter of the NSF Payment is due upon receipt of the letter TRAVEL ADVANCE CLEARING A travel advance is granted to an employee traveling with students who attends a university related business trip Once the check is printed it is sent to the Accounting Office The employee acquires the advance check from the Accounting Office after signing and dating a copy of the duplicate check Upon returning to the University the employee must return any unused funds to the Business Office The Accounting Office provides the employee with a form to be completed which depicts his or her ID number encumbrance number for the trip and the amount he or she is returning Afterwards the employee submits the form along with the unused funds to the cashier s window to be receipted to the travel advance account The employee must return all receipts pertaining to the

    Original URL path: http://www.alcorn.edu/offices/finance/policies-procedures/accounting/index.aspx?view=revision (2016-02-15)
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  • Alcorn State University: Accounts Payable
    Purchase Order cannot be used to pay the additional payments due the vendor unless the additional payment requirements are included on the Purchase Order When a Purchase Order has been issued that has incremental payment requirements it is the responsibility of the department to monitor a timely release of payments It is requested that the department forward any notices prompting a payment release or invoices for an installment payment that is due to Accounts Payable VERIFICATION OF GOODS RECEIVED OR SERVICES RENDERED The department must verify receipt of items purchased on a Purchase Order PO Accounts Payable cannot process payment until verification of goods received have been reflected by the Receiving Department Any items received directly by the department must be verified by the Receiving Department The Receiving Department Infirmary Natchez Campus and Library have the ability to receive items and input them into Banner See Receiving Department document for instructions on marking items as received REIMBURSEMENTS DOCUMENTATION FOR REIMBURSEMENTS In order to minimize the risk of making duplicate payments an original itemized invoice is required for all types of payments Copies of invoices faxes and e mails are not considered original and will not be accepted Reimbursements must be processed on a Purchase Order Purchase Orders must be detailed Documentation required for reimbursement must include the following Original itemized receipts Copies of canceled checks front and back or bank statements that provide details of paid checks or credit card slips or statements Other forms of documentation that may be approved NON EMPLOYEE REIMBURSEMENTS Reimbursements for independent contractors honorariums stipends athletic umpires international individuals employee recruitment and interviews must have original documentation All original documentation is required Documentation required for reimbursement may include the following items Airline Ticket Documentation The original passenger receipt that accompanies the hard copy of the e ticket An email or computer print out referencing the amount of the ticket form of payment and the status of whether the ticket is refundable or nonrefundable usually called the Passenger Receipt and Itinerary page Copy of credit card statement reflecting payment Original itemized receipts Copies of canceled check front and back or bank statements that provide details of paid checks Credit card slips or statements EMPLOYEE REIMBURSEMENTS All purchase orders should be made on a Purchase Order or using a Procurement Card If the vendor will not accept a Purchase Order or Procurement Card as a payment option the employee can use personal funds An Employee Reimbursement Request form with the original itemized receipts must be submitted for reimbursement A letter of justification is required explaining why a purchase was made without a Purchase Order or before a Purchase Order was issued Purchases for equipment services and state contract items must be paid with a Purchase Order The Employee Reimbursement Request form will be returned to the employee if it has no Purchase Order Any items purchased by an employee and not processed on a Purchase Order will be returned to the department A Purchase Requisition must be

    Original URL path: http://www.alcorn.edu/offices/finance/policies-procedures/accounts-payable/index.aspx (2016-02-15)
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  • Alcorn State University: Auxiliaries
    the Bookstore are Monday through Thursday from 8 a m until 6 p m and Friday from 8 a m until 4 p m The Recharge U Convenience Area is open from 8 a m until 8 p m Monday through Friday and from 12 p m until 5 p m on Saturday The Bookstore is closed on Sunday 5 1 4 SPECIAL HOURS DURING FIRST WEEK OF CLASSES The hours during the first week of classes are Monday through Thursday from 8 a m until 8 p m and Friday from 8 a m until 6 p m 5 1 5 PAYMENT METHODS Major credit debit cards ASU Gold Cards and various agency scholarship awards are accepted Ordering of merchandise and textbooks can be done online by credit debit cards and ASU Gold Cards 5 1 6 SUPPLIES OFFERED The Bookstore carries a full range of quality emblematic and branded merchandise gifts supplies orders sells textbooks and related course materials Textbook rentals and digital versions of some material adopted for class textbooks are also offered 5 1 7 IMPORTANT DATES Textbook buyback occurs every day To receive the most value back for textbook s the Bookstore recommends selling textbook s during the week of finals The book rental due date is always the last day of finals 5 1 8 RETURN POLICY The packing slip provides specific return instructions and addresses Refer to it for details 5 1 8 1 MOST ITEMS Returns are accepted within 14 days of the date the order is received Books DVDs CDs in the original unopened shrink wrapped condition as well as toys and games can be mailed with the original packing slip to Barnes Noble Returns Department 1 Barnes Noble Way Monroe Township NJ 08831 NOOK returns are not accepted at the address above and no refunds will be approved to NOOKs sent there See NOOK Returns details Bring the item and the packing slip to any Barnes Noble Bookstore within 14 days of receipt Call the local store for more details If PayPal was used to complete the order and a refund required call 800 THE BOOK 1 800 843 2665 and get a return authorization number for credit back to the PayPal account If a NOOK is returned to the store and payment was made with PayPal the Bookstore will give a Barnes Noble Gift Card or in store credit The store cannot refund the PayPal account 5 1 8 2 MARKETPLACE ITEMS Within 30 days Marketplace items can be returned to the authorized seller indicated on the packing slip The refund will be issued once the seller confirms that the item is in the same condition that it was received and processes the return through Barnes Noble com s system If the packing slip is not available look up the Order Status and click the Check Status button next to the item The Seller s e mail address will be visible which can be used to contact the seller for return procedures 5 1 8 3 AUDIO BOOKS MP3 POLICY If dissatisfied with an Audio book MP3 call Customer Service at 800 THE BOOK 1 800 843 2665 or send an email 5 1 8 4 RETURN OF ITEMS FROM OTHER VENDORS Refer to the packaging slip for specific return instructions and addresses for returns purchases from another vendor 5 1 8 5 NON RETURNABLE ITEMS No returns are accepted for NOOK books magazines downloadable PDFs for Spark Notes and Quamut products gift cards and shrink wrapped items that have been opened Once purchased NOOK books cannot be refunded Bulk orders of 50 or more copies are non returnable If the return is shipped or brought to a store after the time frames indicated above or without a packing slip no refund will be issued and merchandise will be returned Shipping charges are nonrefundable 5 1 8 6 RETURN OF ITEMS PURCHASED FROM BARNES NOBLE BOOKSTORES It is easy to return an item when not satisfied Bring the item and cash register receipt to the local Barnes Noble store for a refund of the original form of payment or a gift receipt for a refund as a gift card Call the local Barnes Noble store for more information 5 1 8 7 NOOK RETURNS The NOOK can be returned within 14 days of receipt Call 800 THE BOOK 1 800 843 2665 for a return authorization or return it to a Barnes Noble store If a return authorization number is not received and the NOOK is sent to the wrong return center no refund will be provided and the NOOK will not be returned Here is the general return policy Receipt is required for all returns and reimbursement A credit refund will be issued to the account originally charged All merchandise must be free of damage and in original packaging Barnes Noble reserves the right to refuse a refund for any merchandise Duplicate receipts will not be provided A 10 restocking fee is charged on all textbook returns Here are the exceptions to the policy a course is cancelled by the University or the textbook required for the course is changed by the instructor or the Bookstore 5 1 8 8 TEXTBOOK RETURNS New and used textbooks may be returned within the first 5 days of instruction for the semester in which they are purchased A full refund will be issued if returning books for a course that was cancelled by the instructor or the Bookstore changed the required book All other textbook returns are subject to a 10 restocking fee All textbook returns require a receipt and must be in original condition For a dropped course the books must be returned within 7 days of dropping course with verification 5 1 8 9 CLOTHING GIFTS REFERENCE AND TRADE BOOKS All items must be returned within 30 days of purchase with merchandise tags or in original packaging Opened merchandise is not returnable 5 1 9 SPECIAL ORDERS Special ordered

    Original URL path: http://www.alcorn.edu/offices/finance/policies-procedures/auxiliaries/index.aspx (2016-02-15)
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  • Alcorn State University: Trademark & Licensing Administration
    and tasteful merchandise RESTRICTIONS ASU reserves the right to prohibit use of its trademarks with certain issues products and merchandise when used in conjunction with or making reference to Drugs or drug paraphernalia Alcohol alcohol consumption and or abuse Tobacco products and usage Sexual conduct imagery or inferences Profanity or inappropriate insensitive language Gambling Firearms and weapons Political and religious endorsement and Any other merchandise or use of the ASU s logos and trademarks judged by the University s Trademark and Licensing Program to be inappropriate unacceptable or inconsistent with standard licensing practices of the University STRATEGIC MARKETING AFFILIATES SMA Strategic Marketing Affiliates SMA is the licensing representative for the University SMA is responsible for administering ASU s licensing program including processing applications collecting royalties enforcing trademarks and pursuing new market opportunities for the University VIOLATION REPORTS To report a violation of licensing or trademark use please contact the Division of Administration and Finance Licensing Unit at 601 877 4705 or btsquare alcorn edu PERMISSION PROCESS Before an individual or business may use Alcorn State University s marks formal permission must be granted through a license agreement with Strategic Marketing Affiliates A step by step guide for this purpose is located on SMA s website at http smaworks com Getting a License aspx If you should have any questions concerning the vendor license application submit your questions to Strategic Marketing Affiliates by using the email address questions smaworks com or calling 317 669 0808 for assistance A license must be obtained for use of any ASU trademark image or photograph used on any product sold to the general public or to campus departments and organizations STUDENT AND CAMPUS USE Prior to production and sale on campus of any merchandise that includes ASU s marks names or logos written approval by the Division of Administration and Finance Licensing Unit must be obtained Use of a University mark with an organization name implies association with the University Therefore only those student organizations that are officially recognized by the Student Government Association SGA and official campus departments are allowed to use ASU s trademarks in conjunction with their organization s name Student groups may not sell on game days as the University Bookstore Contract governs licensed merchandise sales made on game days Any product bearing ASU s trademarks or a specific departmental logo must be purchased from licensed manufacturers Using an officially licensed company to manufacture a product ensures that the company has provided the correct product liability insurance and other documents The University has many nationwide licensees and numerous in state and locally licensed companies Alcorn State University licensed vendors University departments and official student organizations may create or purchase items for internal use bearing the names trademarks and logos of Alcorn State University The design approval must be granted by DAFLU Registered student organizations student sports teams residence hall organizations and University departments may use Alcorn State University s names marks or logos Such use must reflect positively on the university

    Original URL path: http://www.alcorn.edu/offices/finance/policies-procedures/trademark-licensing-administration/index.aspx?Referer=https%253a%252f%252fwww.alcorn.edu%252fschoolsuite%252fsitemap%252findex.aspx (2016-02-15)
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  • Alcorn State University: Budget
    News Events Calendars Marketing and Communication Publications Our website uses JavaScript to achieve certain sophisticated features visual cues and styles Please ensure that JavaScript is enabled when visiting our website for best results Help enabling JavaScript Skip to Page Content Offices Academic Affairs Finance and Administration ASU Gold Card Getting Your First Gold Card Important Locations Gold Card Merchants Become a Merchant Everfy Buttonwood Financial Literacy Training Gold Card FAQs Auxiliary Services Printing and Duplication CITS About Us Help Desk Banner Blackboard Support Hardware Standards CITS Policies Staff Emergency Management Plan Environmental Health and Safety Facilities Management Administrative Services Construction Planning Landscape Management Operations Transportation Service Guide Moving Policy Submit a Work Order Fiscal Affairs Accounting Bursars Office The Office of Grants Contracts Human Resources About Us Apply for Position Benefits University Holidays 2014 2016 University Holidays 2016 2018 FMLA Procedure and Forms New Employee Orientation Career Development and Training Program Register for Training Employment Administration Benefits Satisfaction Survey Employee Satisfaction Survey Policy Statements Staff Parking Services Parking Zones Parking Permit Pricing Register for Parking Permit Parking Map View Pay for Citations Transit Appeals FAQs Policies Procedures Budget Office ASU Gold Card Bursar s Office Career Services Facilities Management Educational Equity and Inclusion Educational Equity and Inclusion Mission and Activities Diversity Inclusion Resources Title IX Sexual Misconduct What is Title IX Sexual Misconduct Title IX Brochure Student Conduct Procedures Anti Bullying Policy Incident Report Form Glossary of Terms Confidential Contact Form First Year Experience Human Resources Institutional Research and Assessment Alcorn 2013 14 Report Card Alcorn 2012 13 Report Card Alcorn 2011 12 Report Card Alcorn 2010 11 Report Card Student Consumer Information Fact Books Student Evaluation of Instruction College Navigator Contact Us Marketing and Communication Office of Internal Audit Internal Audit Charter Internal Audit Operating Procedures Manual IHL Board of Trustees Policies Bylaws Fraud Hotline Audit Wire Training Documents Office of the President Parking Services Pre Professional and Honors Program Student Services Agile Fleet Management NCAA Faculty Athletic Representative NCAA Self Study Feedback or Report Violation Repository Home Offices Finance and Administration Policies Procedures Budget Budget Alcorn State University Budget Office reports directly to the Senior Vice President for Administration and is responsible for budget planning and forecasting managing the annual budget process and monitoring the budget Each fiscal year budget control is established at the individual Banner organization level and budgets are scheduled to be loaded on the first day of July Vice presidents have individual oversight responsibility for monitoring and controlling operating budgets for units under their purview The Senior Vice President for Administration has overall responsibility for ensuring that the University as a whole remains within authorized budget levels Departmental administrators and fiscal personnel are responsible for reviewing information in Banner Finance for accuracy and ensuring that sufficient expenditure budget allocation is available to support fiscal year activities In the event that a Banner Organization goes into a deficit the deficit must be resolved immediately A request to transfer funds must be submitted to the Budget

    Original URL path: http://www.alcorn.edu/offices/finance/policies-procedures/budget/index.aspx (2016-02-15)
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  • Alcorn State University: Bursar/Cashier
    university All services will be in compliance with Alcorn State University and state of Mississippi policies and procedures along with all state and federal regulatory requirements For questions about financial aid awards and posting of aid contact Financial Aid Office Anyone with questions about registration adding dropping classes should be directed to the Registrar s Office at 601 877 6160 The Bursar s Office is located on the 2 nd floor of the Walter Washington Administration Classroom Building The Bursar s Office is open between 8 a m and 4 p m Monday through Thursday and 8 a m and 3 p m on Friday for money credit card transactions SCOPE The Bursar s Office also referred to as the Cashier s Office is responsible for accepting and processing registration and non resident tuition fees along with other miscellaneous materials and lab fee payments In addition to fee collections the Bursar s Office manages student and third party invoicing installment tuition payment plans financial aid disbursements the collection of outstanding amounts due to the University 1098 T s and refunds REFUNDS Direct Deposit forms are available for all students faculty and staff members who are expecting a student aid refund Direct Deposit forms are available online PAYMENTS Students should become familiar with the details of his or her account A Statement of Account student bill is sent to students on a quarterly basis Students can access their accounts online by going to www alcorn edu Log onto Banner online service enter secure area student and financial services and view summary by term When students report to campus they must have a full award which covers the total cost of attendance a partial award which must be accompanied by any balance due or payment by cash cashier s check personal check money order or credit card Visa Master Card or Discover to pay cost of enrollment There are other alternatives for making payments online using webchek and webcreditcard that post directly to a student s account If there is a balance from previous enrollment period s that balance in addition to current charges must be paid in full before the student will be allowed to complete the registration process and or enter the residence halls All students living in the main campus residence halls must have a University meal plan COLLEGE EXPENSES The cost of an education at Alcorn State University has been determined by maintaining such expenditures as room board and incidentals at the lowest possible amount consistent with satisfactory service Tuition may be reduced in many instances by scholarship aid student earnings and grants in aid Alcorn State University reserves the right to alter charges for tuition and living expenses if the prevailing cost of materials and services makes it necessary Undergraduate Tuition Fees 2012 2013 12 hours and above Lorman Natchez Campus Mississippi Resident Non Mississippi Resident Boarding 6 856 Boarding 11 032 Commuting 2 856 Commuting 7 032 Miscellaneous Fees ACT Exam 35 00 Dorm Breakage Deposit

    Original URL path: http://www.alcorn.edu/offices/finance/policies-procedures/bursarcashier/index.aspx (2016-02-15)
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  • Alcorn State University: Facilities Management
    6 7 00 each Round Table 5 00 each Folding Chairs 3 00 each Stage rental rate Heavy Duty Ext Cords 50 5 00 each Podium 40 00 each Non Folding Chairs 4 00 each Public Address Systems market rental rate Here are the rates for labor one hour minimum charge Trade Rate Overtime Rate Custodian 10 hour 15 hour Electrician 20 hour 30 hour HVAC Technician 20 hour 30 hour Plumber 15 hour 22 50 hour Carpenter 15 hour 22 50 hour Laborer 10 hour 15 hour The rates for labor are subject to change SERVICES FOR AUXILIARY ENTERPRISES AND ATHLETICS FM is budgeted to address only routine and preventative maintenance requirements of the University This definition is strictly limited to work required to maintain existing E G facilities utility systems grounds As stated in IHL Policies and Bylaws 908 c Auxiliary enterprises shall be charged for facilities maintenance services provided by the institution Student and faculty housing food services bookstores student unions intercollegiate athletics and student health centers shall be charged for facilities maintenance services by the institution whether formally organized as an auxiliary enterprise or not Each institution shall establish a rate s to charge for facilities maintenance services provided to auxiliary enterprises adequate to reimburse the institution for such services ROUTINE AND PLANNED MAINTENANCE Routine maintenance requests should be submitted via work order system Routine requests will be charged back monthly if funds and materials are readily available FM will upon request provide planned work estimates to use in preparation of their budget requests Departments shall generally budget for the total cost of all materials labor equipment and or contracted services LABOR RATES 30 MINUTE MINIMUM CHARGES Here are the rates for labor 30 minute minimum charge Trade Rate Overtime Rate Custodian 10 hour 15 hour Electrician 20 hour 30 hour HVAC Technician 20 hour 30 hour Plumber 15 hour 22 50 hour Carpenter 15 hour 22 50 hour Laborer 10 hour 15 hour Non Routine Services FM is budgeted to address only routine and preventative maintenance requirements of the University This definition and is strictly limited to work required to maintain the existing E G facilities utility systems and grounds Requirements for remodeling work alteration and expansion of University facilities grounds and the installation and maintenance of department equipment shall be identified by the appropriate user It shall also be the responsibility of the user to obtain funds for the work to be accomplished by FM FM will make every effort to meet the needs of the University community However FM reserves the right to deny any partial or full renovation or installation requests that compromise buildings systems infrastructure or campus standards REMODELING AND SPECIAL PROJECTS The policies and procedures for remodeling and special projects are as follows FM will upon request provide estimates of work for other departments to use in preparing their budget requests Departments shall generally budget for the total cost of all materials labor equipment and or contracted services By February 1st of each year a department requiring services that exceed its anticipated budget for the next fiscal year shall submit its project requests to FM Once received FM will assist in developing a scope and cost estimates FM will present the scope and cost estimates for review by the administration Schedules will be established upon approval by the administration and after funding has been secured Unless otherwise arranged by CFO necessary project funding shall be transferred from the requesting department s account to a designated FM account FM will initiate all Purchase Orders necessary for project execution Generally labor provided by FM will not be charged to an E G project However these labor costs will be identified and reported at the project close out It will be the responsibility of FM to work within the estimated cost for the approved scope of work If the scope of work is revised and additional funds are required the requesting department will be required to verify that adequate funds are available to complete the project as modified Generally all projects requiring a significant portion of FM resources will be contracted to a qualified contractor through standard procurement procedures In some cases it may be cost effective to accomplish part or all of each project with FM personnel Each project will be evaluated on an individual basis FM will normally accept work orders for non routine services that can be completed by the regular staff within 4 weeks or less Projects with special requirements will be addressed on an individual basis In special cases FM will authorize another University department to perform required work In those cases the following requirements shall meet Board of Trustees of State Institutions of Higher Learning bylaws Proposed working drawings and or specifications shall be submitted to FM for review and approval All work will be inspected by FM during and after construction Only vendors personnel who meet the qualification standards set by FM shall be allowed to perform the work Any work found by FM that does not conform to approved drawings and or specifications is not in compliance with approved standards and codes or is of unacceptable workmanship will be removed or repaired at the expense of the department that made the installation All contracts with private firms for design and or construction services shall be administered by FM as mandated by IHL bylaws This policy applies whether the funds are from University departments auxiliary enterprises the capital outlay funds private donors or other sources Furnishings that are a part of a building shall not be altered or removed without approval of FM This includes such items as lockers built in benches blackboards projection screens hardware etc Access to or alteration of buildings building systems or grounds must be approved by FM Contact with vendors contractors is prohibited EQUIPMENT REPAIR AND INSTALLATION The policies and procedures for equipment repair and installation are as follows FM will attempt to repair all campus equipment within its capability or outsource repairs for expert assistance The requesting department will be required to provide funding for all materials and contracted services for work accomplished on department equipment FM is budgeted only to maintain building systems and related components for example air handlers boilers circulation pumps etc Necessary project funding shall be transferred from the requesting department s account to a designated FM account FM will initiate all Purchase Orders necessary for successful execution The repair of equipment damaged as a result of vandalism will be treated according to standard vandalism procedures If the individual responsible for the damage can be identified it is up to the department to recover the cost of repair from the individual The installation of equipment for research teaching or functionality of department must be approved by FM prior to purchase to ensure technical specifications can be met Transportation Vehicles Members of the Alcorn State University community engage in many activities requiring transportation to other locations To provide this transport the University maintains a fleet of rental vehicles These vehicles are available to University faculty staff and official university organizations The University is committed to protecting both the vehicle and especially the occupants Because of the significant hazards such transportation activities represent the following procedures have been instituted to prevent harm to both persons and property and to provide fair and safe usage of the fleet These policies and procedures apply to any and all vehicles owned by or used for the benefit of Alcorn State University that are licensed for travel on public roads this includes all vehicles regardless of funding source or method of acquisition GENERAL MANAGEMENT GUIDELINES The general management guidelines regarding the use of motor vehicles are as follows Executive As mandated by IHL no department shall purchase rent lease or acquire any motor vehicle regardless of the funds from which the motor vehicle is to be purchased except under authority granted by the President Authority shall only be granted to purchase rent lease or acquire a motor vehicle which is the lowest cost vehicle to carry out its intended use This policy excludes the rental of vehicles from the state contract provider covered by the University s travel policies FM FM will be responsible for obtaining titles tags as well as ensuring that all vehicles are marked appropriately and that those vehicles owned by Alcorn State University are added to the University s fleet liability policy Department Individual University departments that have vehicles listed on their inventory are responsible for their assignment and use in compliance with all University policies and procedures The department carries the fiscal responsibility for the proper maintenance and upkeep for any and all vehicles listed on their inventory The department will also be responsible for assigning vehicle administrators to work in concert with FM personnel The vehicle administrator s name and contact information must be on file at FM with a copy on file with Purchasing Procurement Services Vehicle Administrator This administrator will be responsible for the following functions Assures vehicle s receives appropriate service and is maintained in a safe operating condition Monitors assignments of vehicles usage of vehicles and assures compliance with the policies regarding the fleet Maintains the department Authorized Driver List and ensures each driver has a current signed Vehicle Use Agreement Maintains records as outlined in the Fleet Manual Ensures the appropriate appearance of the vehicle s VEHICLE USE LIABILITY Losses occurring to a third party during an employee s use of a vehicle for approved university business are subject to the protections provided under the Mississippi Tort Claims Act Miss Code Ann Sec 11 46 1 et al The Mississippi Tort Claims Act provides liability protection to the Institutions of Higher Learning and is the exclusive remedy when using a vehicle within the scope and course of one s duties The limit of liability within Mississippi is 500 000 per occurrence Other laws apply when outside the state of Mississippi INJURED EMPLOYEES Injured employees are covered by worker s compensation coverage which is the exclusive remedy under law University vehicles do not carry physical damage insurance coverage When a vehicle is damaged in an accident any repairs to the University vehicle will be at the expense of the department unless the damage can be shown to be the fault of someone else TERMS OF USES University owned motor vehicles are authorized for use in the performance of all travel or tasks that are within the scope and course of the employee s duties and are necessary to accomplish official business provided that the use is within the rated design capability of the vehicle Official University business is defined as the performance of tasks in furtherance of the mission related services The University owned vehicles shall be driven only by licensed employees graduate students and other authorized individuals and used for official University business only TRAINING All employees who are approved to drive University vehicles are encouraged to enroll in a defensive driving course The instructor and the course must be certified by the National Safety Council Each employee approved to drive should enroll in an approved defensive driving course every three years The University maintains a list of certified instructors who can be contacted through FM LAWS Drivers must obey all traffic rules and regulations in the state where they are traveling Tickets for traffic violations speeding failure to yield and so on must be paid by the driver and immediately reported to FM No radar detectors are allowed to be used in University vehicles DRIVER BEHAVIOR Operations and appearance of University owned vehicles affect the University s image The public expects safe and courteous drivers in the vehicles provided Unsafe or aggressive driving such as those acts listed below can create negative public impressions and result in bodily injury death or property damage Speeding Improper passing Failure to yield right of way Tailgating Failure to adjust to road or weather conditions Failure to use vehicle s safety devices such as lights wipers turn signals etc Improper gesturing language or use of horn or lights Other violations of law or improper conduct OPERATION OF EMERGENCY VEHICLES Operators of emergency vehicles such as patrol cars ambulances fire trucks etc shall only operate the vehicles after receiving proper certified training specific to the vehicle they operate and shall hold the proper license for operation of the specific vehicle as applicable OPERATION OF SPECIAL VEHICLES Operators of special vehicles such as motorcycles boom trucks dump trucks tow trucks etc shall hold the proper license for operation of the specific vehicle if applicable OPERATION OF VANS All van drivers shall review the IHL Van Safety Recommendations and shall comply with the requirements set forth The 15 passenger cargo vans in operation will continue to be used until such time the vehicle is sold or salvaged The following requirements apply to 15 passenger cargo vans Drivers must be 21 years or older and have a valid driver s license A copy of the license must be on file with FM The driver should obey posted speed limits but not exceed 65 miles per hour regardless of posted speed limit Having luggage racks or hauling items on top of the van is prohibited The 15 passenger vans are not to be used for trips more than 350 miles one way A bus or several smaller vehicles should be used for trips greater than 350 miles Some exceptions will be made for special circumstances The driver must not operate a van continually for more than eight hours and must take a 30 minute break every four hours Trailers or other vehicles must not be towed with a van A maximum of 10 passengers including the driver is permitted with the number decreasing by one for every 170 lbs of cargo In the event someone suspects that a driver is on drugs or has consumed alcohol the driver should be reported to the next level supervisor The supervisor or department head should contact the Office of Human Resources for instructions for handling the incident In no case should an individual about whom there is reasonable suspicion of drug or alcohol use be allowed to drive until the issue has been fully resolved in the individual s favor Besides the monthly maintenance check the driver should perform a safety check of the van before leaving on a trip The safety check includes tire pressure lights head and tail brake lights turn signals brakes wiper blades water in radiator window operations and functional seat belts for all passengers OPERATION OF COMMERCIAL VEHICLES ASU has motor coaches 18 wheelers and tractor trailers Certain commercial vehicles require additional licenses beyond the Class R regular license Class A License This license is required for any single vehicle with a gross weight rating greater than 26 000 pounds provided the gross weight rating of the vehicle or vehicles being towed is in excess of 10 000 pounds Class B License This license is required for any single vehicle with a gross vehicle weight greater than 26 000 pounds and any such vehicle towing a vehicle not in excess of 10 000 pounds Class C License This license is required for any single vehicle with a gross vehicle weight rating greater than 26 000 pounds or any such vehicle towing a vehicle with a gross vehicle weight not in excess of 10 000 pounds used to transport 16 passengers or hazardous materials Class D License A Class D license is required for all other vehicles or combination of vehicles which are not included in Class A Class B or Class C USE OF PRIVATELY OWNED VEHICLES FOR UNIVERSITY BUSINESS University officers and employees may be authorized to travel on University business using their private automobile In these cases drivers are typically reimbursed on a per mile basis Authorization University officers and employees may be authorized to travel on University business using their private automobile If going out of state or attending a convention the driver should receive written approval to use a privately owned vehicle prior to beginning the trip The departments are responsible for periodic review of use of personal vehicles and ensuring that use of personal vehicle provides the most efficient and economic choice when compared to the use of a University owned vehicle or a rental Insurance Owners must have current proof of insurance in accordance with state law Losses occurring to a third party while conducting official business with prior approval are subject to protections provided by the Mississippi Tort Claims Act 46 11 1 et al Expenses University employees traveling on official state business in their private automobile will be reimbursed at the same rate based on mileage as federal employees as determined by the Mississippi Department of Finance and Administration All other operational and maintenance expenses are the responsibility of the owner VEHICLE REQUESTS Here are the guidelines to be used for vehicle requests Vehicles are reserved by completing the online request form on the ASU website www alcorn edu Click on the quick links drop down and select Agile Fleet Management All requests must include the name s of the driver s with emergency contact information and destination Departments that need a rental vehicle will be responsible for the pick up and return of the vehicle to the rental agency Vehicle maintenance checks seat belt rules and other safe driving and maintenance practices will be followed with rental vehicles as if they are part of the normal University fleet VEHICLE USAGE COSTS Here are costs involved with vehicle usage Vehicle rental rates are set annually and include minimum daily charges and mileage charges A minimum daily charge will also be assessed for renting a bus if the bus is driven less than 80 miles An additional charge will be assessed to include fuel use unless arrangements are made to return the vehicle with a full tank All tolls parking and other incidental charges are the responsibility of the renting

    Original URL path: http://www.alcorn.edu/offices/finance/policies-procedures/facilities-management/index.aspx (2016-02-15)
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