Policy and Procedure Statements

01 Executive Management
Effective Date
Review Cycle
Review Date
Reviewer

01.01.01

PPS System

06/01/85
June (E4Y-85)
06/17
Executive Assistant

01.01.02

Role of Vice President for Finance and Support Services

06/01/03
June (E3Y-03)
06/18
VPFSS

01.02.01

Real Estate Specialist Responsibilities

10/17/05
Oct. (E4Y-05)
10/17
Real Estate Specialist

01.03.01

Scheduling of Major Construction Projects

07/01/88
(E3Y-88)
04/18
Director, Facilities Planning, Design & Construction

01.04.02

Payment of Musical Copyrights

02/23/83
(E4Y-83)
04/19
Director, Auxiliary Services
02 Academic Administration        
03 Fiscal Operations
Effective Date
Review Cycle
Review Date
Reviewer
03.01 Accounting - General

03.01.01

Chart of Accounts

09/01/88
Sept.(E5Y-88)
09/18
AVP Financial Services
Signature Authority for Depository and Investment Accounts
11/15/00
Nov. (E5Y-00)
11/15
Treasurer

03.01.03

Deposits, Refunds, Solicitation

08/01/91
April (E4Y-91)
    4/15
Treasurer

03.01.04

Concurrent Enrollment

11/01/96
May (E4Y-96)
05/16
Treasurer
03.01.05

Inter-fund Loans

11/10/96
Jan. (E4Y-96)
01/16
AVP Financial Services

03.01.06

Fees

06/17/85
Mar. (E4Y-85)
03/17
Treasurer

03.01.08

State Comptroller Signature Cards

11/10/96
Feb. (E6Y-96)
02/16
Director, Accounting

03.01.09

Utilities Allocations

06/14/85
May. (E4Y-85)
05/17
AVP Financial Services

03.01.10

Merrick Endowment Funds

08/01/90
Aug. (E5Y-90)
08/19
AVPFSS Planning

03.01.11

Discretionary Budgets and Expenditures

06/02/90
June (E4Y-90)
06/18
AVPFSS Planning
Direct Deposit - Payroll & Non-Payroll Payments
06/01/01
June (E5Y-01)
06/20
Director of Payroll and Tax Compliance
Personal Long Distance Charges  06/01/02  June (E4Y-02)
06/16
  VPFSS
03.01.14 Business Meals 12/11/12 Dec. (E2Y) 12/16 Director of Accounting
03.01.15 Accounts Payable Check Pickup Process 09/14 Sep. (E2Y) 12/16 AVP Financial Services
03.01.16 Vendor Maintenance 3/1/15 Mar. (E3Y) 3/18 VPFSS
03.02 Budget

03.02.01

Budget Changes

10/01/87
Oct. (E4Y-87)
10/19
Director of Budget
03.03 Cashiering
Distribution of Financial Aid Residuals 04/10/01 Mar. (E5Y-01) 11/16 Director, Student Business Services
03.05 Disbursements (incl. Travel)
Reimbursement for Personal Expenditures (Supplies, Personal Cell Phones, etc.)
03/10/00
Mar. (E5Y-00)
03/16
Director of Accounting
FSS Administrative Development Funds
10/07/03
Oct. (E3Y-03)
10/15
VPFSS
Occupancy Tax - Paid by Texas State Employees
07/01/00
July (E4Y-00)
07/16
AVP Financial Services
03.05.04 Moving and Relocation Expenses  12/03/07 Dec. (E2Y-07) 12/15 Director, Accounting
03.06 Loan Collections
03.07 Payroll (incl. related taxes)
Student Social Security (FICA) Exclusion
07/01/00
May (E3Y-00)
07/15
Director of Payroll & Tax Compliance
03.07.02 Payroll Overpayments 10/12/12  Oct. (E4Y)  10/16 Director of Payroll & Tax Compliance
03.08.01 Procurement Card Memo of Understanding 06/01/15 June (E5Y) 06/20 Director of Procurement & Strategic Sourcing
03.09 Tax Issues (other than Payroll)
Employee Discounts on Texas State Goods and Services
05/15/00
(E4Y-00)
05/16
Tax Specialist
  03.09.03 Texas Sales and Use Taxes-Collection, Reporting, and Remittance    05/01/14     (E4Y)       05/18

  AVP Financial  Services

Employer-Provided Meals and Housing
05/04/01
(E5Y-01)
05/16
AVP Financial Services
Scholarships and Grants Paid to Nonresident Aliens
05/18/01
(E5Y-01)
05/16
Tax Specialist
04 General Administrative Services
Effective Date
Review Cycle
Review Date
Reviewer

04.04.01

University Organizational Charts

11/01/90
Sept. (E4Y-90)
09/16
Assistant Vice President, Human Resources
Compensatory Time for Exempt FSS Staff
10/07/02
Sept. (E4Y-02)
10/18
Assistant Vice President, Human Resources

04.04.03

Holiday Policy

04/01/87
Mar. (E4Y-87)
02/19
Assistant Vice President of Human Resources

Administrative Appointments

03/16/87
Jan. (E4Y-87)
01/19
Assistant Vice President, Human Resources
Facilities On-Call Procedures
09/07
Sept. (E2Y-07)
09/15
AVP Facilities

04.04.09

Payroll

06/15/94
Sept. (E4Y-94)
09/18
Director of Payroll

04.04.10

Awards: Team Recognition

02/01/93
Jan. (E4Y-93)
01/17
AVPFSS Planning
04.04.11 Vice President's Customer Service Lifetime Achievement Award  05/01/10  Oct. (E4Y)  05/18  VPFSS

04.05.01

Confined Space Entry

06/01/95
Sept.(EOY-95)
07/15
Director, EHSRM

04.05.02

University Energy Lockout/Tagout Procedures

06/01/95
Mar. (E3Y-95)
3//16
AVP Facilities

04.05.03

Respiratory Protection Program

06/01/95

Feb. (E3Y-95)

03/16
AVP Facilities

04.05.04

Alcohol and Drug Testing for Employees with Commercial Drivers' License

01/01/96
Jan. (E4Y-96)
01/16
Training Coordinator, Facilities

04.05.05

Driving Safety Policy

12/01/96
June (E2Y-96)
06/16
Director, Facilities Management
05 Logistical Services
Effective Date
Review Cycle
Review Date
Reviewer

05.01.02

Allocation of Responsibilities for the Materials Management and Facilities Departments

05/01/84
Jan. (E4Y-84)
01/16
Director, Materials Management and
AVP Facilities

05.01.04

Furniture and Building Renovation

06/15/92
June (E6Y-92)
06/20
Director, Materials Management

05.01.06

Roy J. Beard Art Collection

04/01/88
Apr. (E3Y-88)
04/18
AVPFSS Planning
Warehousing & Storage Responsibilities
09/15/00
Feb. (E6Y-00)
02/18
Director, Materials Management

05.01.09

Equipment Inventory Review

06/25/03
Jun. (E5Y-03)
02/17
Director, Materials Management

05.02.01

Standard University Colors for Vehicles, Signs and other Materials

03/01/98
Jan. (E6Y-98)
01/16
Director, Purchasing

05.03.06

Incoming Mail, Outgoing Mail, Campus Distribution and Permit 29 Mailings

11/97
Sept. (E2Y-97)
09/17
Director, Auxiliary Services

05.03.07

Assignment and Use of 9-Digit Zip Codes

10/01/86
Sept. (E4Y-86)
09/16
Director, Auxiliary Services

05.03.09

Copy Cats

04/11/85
June (E5Y-85)
06/20
Director, Auxiliary Services

05.04.01

Emergency Operations of Campus

04/15/87
April (ONY-87)
12/15
AVP Facilities

05.04.02

Notification of Planned Utility Shutoffs

12/01/91
Nov. (E4Y-91)
11/19
AVP Facilities

05.04.03

Employee Security Training

06/16/86
Mar. (E4Y-86)
03/18
Treasurer

05.06.01

Travel/Study Program Funds

02/01/98
Mar. (E6Y-98)
03/16
Director, Accounting
06 Community Relations/Public

06.01.01

Conscribed
E-mail

09/01/05
Sept. (E2Y-07)
09/17
Executive Assistant

06.01.02

FSS Policy on Diversity

08/01/07
Dec. (E3Y-10)
12/16
Chair, FSS Diversity Committee and Assistant Vice President, Human Resources
07 Student Services
07.01.01 IRS Form 1098-T Preparation and Distribution 06/16/10 Mar. (E5Y-10) 06/15 Director, Student Business Services
08 Facilities
Effective Date
Review Cycle
Review Date
Reviewer

08.01.02

Scheduling and Execution of Deferred Maintenance

02/27/08
Feb. (E4Y-08)
02/16
Associate Vice President, Facilities

08.01.03

Moving Guidelines for the Relocation of Departments into New or Renovated Facilities

07/01/87
Dec. (E4Y-87)
12/15
Director, Facilities Planning, Design & Construction
08.01.04 Guest Housing 02/20/19 May. (E4Y)       02/19 AVPFSS Planning
08.02.01 Water Management 4/24/12 Apr. (E2Y)  04/16 Grounds Operations

Campus Maps

7/10/02
Mar. (E5Y-02)
03/17
AVPFSS Planning

HUB Construction Contract Administration

10/10/02
Oct. (E5Y-02)
10/17
AVP Facilities