Section 10: Fiscal Management

10.1 Financial Resources

10.1.1 Centralized Business Processes

The business and financial functions of MCC are centralized under the Assistant to the President for Finance/CFO who then reports directly to the President. These functions include the following: preparation and control of the budget, establishment and operation of an appropriate system of accounting and financial reporting, procurement of commodities, contractual services, and equipment, control of the equipment inventory, financial oversight of the cafeteria and bookstore auxiliary enterprises, receipt, custody and disbursement of institutional funds, maintenance of personnel records, and the administration of personnel policies governing the staff.

10.1.2 Budgetary Control

The College establishes overall strategic goals that are used to guide the planning and decision making of the institution. As part of the unit planning process, as the College nears the end of the calendar year, personnel evaluate progress made toward prior year goals and establish new goals for the coming year. Budget requests are made with these goals in mind.

During the month of February, the Chief Financial Officer and Financial Analyst begin the planning process by estimating the revenues for the next fiscal year. Tuition revenues are estimated in a conservative manner. Enrollment growth experienced in one fiscal year, for example, is never assumed to occur during the next fiscal year. In addition, the College surveys all employees regarding capital improvement needs across campus. The Budget Committee, comprised of the President and the President’s cabinet, meet to discuss the legislative outlook for the current legislative session. They are focused on the following goals:

• evaluating their budget areas for items they will not need to fund in the next fiscal year;
• examining current programs and services to determine their success in meeting the needs of our students and/or community, including the decision regarding the continuance of current grants/contracts;
• identifying areas of the current budget that can be accomplished more economically; and
• identifying additional sources of revenue in the next fiscal year including partnerships, and auxiliary services.

The goal of the process is to identify funds that may be allocated to other campus needs, help align the budget with strategic goals, and be better prepared in the case of a reduction in legislative funding or a reduction in revenues related to enrollment.

The Director of Physical Plant prepares a summary of repairs and needed capital projects. This list, all ongoing capital improvement projects, and the results of the Capital Needs surveys are discussed with the President, CFO, and Financial Analyst in developing priorities for the use of capital expenditures for the next fiscal year. Other cabinet members or employees are consulted based on specific projects to determine the level of urgency, feasibility, and scheduling needed to implement the project. Any plant-related principal and interest is also budgeted from available capital revenues. Taking all of these into account, the CFO and Financial Analyst develop a plan for the use of capital resources for the next budget year.

All budget deadlines, expectations, and forms are available for staff online. The budget process at MCC starts at the departmental level and moves up the organizational chart. After preparing goals for the next calendar year, each department head/division chair prepares a budget request for the coming fiscal year and seeks input from the employees within the department. This request is submitted to the dean/department supervisor. The dean/department supervisor then inputs budget requests into BudgetPak, our cloud-based budgeting software. After review, budget data are adjusted if necessary and approved before being submitted to the next level of management. After each level of administration as reviewed and approved the submitted budgets, a complete budget draft is compiled by the finance department for an overall review. Finally, the budget is discussed with the President and President’s cabinet.

By mid-May, the Budget Committee is reconvened after the first draft is prepared to discuss the possibility of projected revenues meeting the needs of expected expenditures plus the desire of management to build additional reserve funds to strengthen the financial stability of the College. The Budget Committee discusses additional needs of the College as well as cuts that may be needed to allow the College to meet its goals. This committee will continue to meet as needed to enable the College to prepare a balanced budget.

Any salary/wage changes are discussed with the President along with any possible adjustments to tuition and fees. The President also considers program additions, expansions, and/or terminations.

A budget line item “Use of Reserves” is used to budget the amount that may be needed from reserve funds if all budget line items are totally expensed. Most budget line items are not expensed in full, so the actual use of reserves has been minimal for many years.

When possible, a copy of the proposed budget is delivered to the Board of Trustees for review approximately two weeks before the June meeting. In certain circumstances, such as a delay with the state legislature appropriation bills, the budgets will be delivered to the Board of Trustees as soon completed. The budget is approved by the Board at the June meeting for the next fiscal year.

Once approved, the final budget is loaded into our accounting software and becomes available for review by College personnel responsible for budget management. The Director of Human Resources prepares contracts for the new fiscal year from salaries contained in the approved budget.

The executive budget review screen within Banner that is available at any time to any budget officer contains the budget, the amount spent to date, any encumbrances, and the remaining balance. They may also access the detail of any account and see the actual transactions that have posted to that account.

The budget document is a planning tool. There are times when expenditures exceed the estimated budgeted amounts in the individual account numbers. These changes will be reflected in budget revisions when material in nature. Vice Presidents and Deans are expected to maintain their total expenditures within their total allocation.

Department managers, at the approval of their supervising administrators, may use funds within their budget across account codes as needs change. They are expected to remain within the overall total limit for their department unless approval has been given by the Chief Financial Officer. In addition, when our Banner system indicates a warning that a purchase order or payable is over the remaining budget, the director of purchasing, the accounts payable specialist, or accounting manager will verify with the Chief Financial Officer that the purchase/payment was approved.

The Assistant to the President for Finance/CFO also presents a budget comparison report to the Board of Trustees at the monthly meeting. It includes the budget, expenditures to date, encumbrances, and available balance. In addition, it has the prior year budget and prior year total to date for that month for comparison. During this time, the Board members, President, and cabinet discuss any plans or revisions to the budget or spending plans needed based on actual revenues and expenditures during the fiscal year. (Revised, 01/2021) 

10.1.3 Accounting Principles

Meridian Community College uses accounting principles generally accepted in the United States of America. These principles follow the guidance of the Governmental Accounting Standards Board (GASB) and for any item not covered by GASB, the college will follow any applicable guidance issued by the Financial Accounting Standards Board (FASB). The college follows the “business type activities” method of reporting requirements of GASB Statement No. 34 that provides a comprehensive one-line look at the College’s financial activities.

The college financial statements are prepared on the accrual basis whereby all revenues are recorded when earned, and all expenses are recorded when they have been reduced to a legal or contractual obligation to pay.

The Meridian Community College Foundation financial statements are also incorporated into the annual financial audit as a discretely presented component unit.

The significant accounting principles followed by the College are:

• For purposes of the statement of cash flows, the College considers all highly liquid investments with an original maturity of three months or less to be cash equivalents.
• Accounts receivables consist of tuition and fees charged to students, state appropriations, amounts due from state and federal grants and contracts, local governments and credits due to the college from vendors. Accounts receivables are recorded net of an allowance for doubtful accounts.
• Student notes receivables consist of federal, state, and institutional loans made to students for the purpose of paying tuition and fee charges. Loan balances expected to be paid during the next fiscal year are presented on the Statement of Net Position as current assets. Those balances that are either in deferment status or expected to be paid back beyond the next fiscal year are presented as non-current assets on the Statement of Net Position.
• Inventories consist of items in the bookstore. This inventory is generally valued at cost, on the first-in, first-out (“FIFO”) basis.
• Capital assets are recorded at cost at the date of acquisition, or, if donated, at fair market value at the date of donation. Renovations to buildings and improvements other than buildings that significantly increase the value or extend the useful life of the structure are capitalized. Routine repairs and maintenance are charged to operating expense in the year in which the expense was incurred. Depreciation is computed using the straight-line method over the estimated useful life of the asset and is not allocated to the functional expenditure categories. Expenditures for construction in progress are capitalized as incurred. Interest expense relating to construction is capitalized net of interest income earned on resources set aside for this purpose.

The college follows these values for determination of capitalization thresholds and salvage values for depreciation calculations for each asset class:

• In addition to assets, the statement of financial position will sometimes report a separate section for deferred outflows of resources. This separate financial statement element, deferred outflows of resources, represents a consumption of net position that applies to a future period(s) and so will not be recognized as an outflow of resources (expense/expenditure) until then. The College has deferred outflows which are presented as a deferred outflow for pension and OPEB.
• In addition to liabilities, the statement of financial position will sometimes report a separate section for deferred inflows of resources. This separate financial statement element, deferred inflows of resources, represents an acquisition of net position that applies to a future period(s) and so will not be recognized as an inflow of resources (revenue) until that time. The College has deferred inflows which are presented as a deferred inflow for pension and OPEB.
• Unearned revenues include amounts received for tuition and fees and certain auxiliary activities prior to the end of the fiscal year but related to the subsequent accounting period. Unearned revenues also include amounts received from grant and contract sponsors that have not yet been earned.
• The College reports the Liability for Compensated Absences that is outstanding at each fiscal year end based on the amount earned and the maximum payout that would be due to all employees as of that date. Twelve-month employees earn annual personal leave at a rate of 10 days per year for 0 to 10 years of service, 12 days per year for 10 to 14 years of service, 14 days per year for 15 to 19 years of service, and 16 days per year for over 20 years of service. There is no requirement that annual leave be taken and there is no maximum accumulation. At termination, these employees are paid for up to 30 days of accrued leave. The amount that is reflected as current is a combination of an estimate of the excess annual leave used over the amount earned on a LIFO basis plus the average amount actually paid to employees who terminated employment or retired for the past previous three years.
• For purposes of measuring the net pension liability, deferred outflows of resources and deferred inflows of resources related to pensions, and pension expense, information about the fiduciary net position of the Public Employees’ Retirement System (PERS) and additions to/deductions from PERS’ fiduciary net position have been determined on the same basis as they are reported by PERS.
  For this purpose, the benefit payments (including refunds of employee contributions) are recognized when due and payable in accordance with the benefit terms. Investments are reported at fair value.
• For purposes of measuring the net OPEB liability, deferred outflows of resources and deferred inflows of resources related to OPEB, and OPEB expense, information about the fiduciary net position of the Mississippi State and School Employees Life and Health Insurance Plan and additions to/deductions from OPEB’s fiduciary net position have been determined on the same basis as they are reported by Mississippi State and School Employees Life and Health Insurance Plan. For this purpose, the benefit payments (including refunds of employee contributions) are recognized when due and payable in accordance with the benefit terms.
• The College has classified its revenues as either operating or non-operating revenues according to the following criteria:
  Operating revenues: Operating revenues include activities that have the characteristics of exchange transactions, such as (1) student tuition, net of scholarship discounts and allowances, (2) sales and services of auxiliary enterprises, net of scholarship discounts and allowances, and (3) most federal, state, and local grants and contracts.
  Non-operating revenues: Non-operating revenues include activities that have the characteristics of non-exchange transactions, such as gifts and contributions, and other revenue sources that are defined as non-operating revenues by GASB Statement No. 9, Reporting Cash Flows of Proprietary and Nonexpendable Trust Funds and Governmental Entities That Use Proprietary Fund Accounting and GASB Statement No. 34, such as state appropriations, local appropriations and investment income.
• Meridian Community College receives State Appropriation funds from the State of Mississippi based on the number credit hours generated by all students actually enrolled and in attendance on the last day of the sixth week of the fall, spring and summer semesters of the previous year, counting only those students who reside within the State of Mississippi. This formula is based entirely on full-time equivalent calculations.
• Financial aid to students is reported in the financial statements under the alternative method as prescribed by the National Association of College and University Business Officers (NACUBO). Certain aid, such as loans, funds provided to students as awarded by third parties and Federal Direct Lending, is accounted for as third party payment (credited to the student’s account as if the student made the payment). All other aid is reflected in the financial statements as operating expenses, or scholarship allowances, which reduce revenues. The amount reported as operating expenses represents the portion of aid that was provided to the student in the form of cash. Scholarship allowances / Tuition Discounts represent the portion of aid provided to the student in the form of reduced tuition. Under the alternative method, these amounts are computed on a college basis by allocating the cash payments to students, excluding payments for services, on the ratio of total aid to the aid not considered to be third party aid.
• The College follows GASB Statement No. 63 reports equity as “net position” rather than “net assets.” Net position is classified according to external donor restrictions or availability of assets for satisfaction of college obligations. Expendable restricted net position represents funds that have been gifted for specific purposes and funds held in federal loan programs.
• The College will evaluate any subsequent events as of the date of any issued financial statements and provide disclosure on items that would have a material effect on those statements.

(Revised, 01/2021)

10.1.4 Authority to Prepay Certain Expenses

In accordance with section 7-7-27, Miss Code Ann, (1972), MCC may waive, under certain circumstances, the requirement for certification that the goods or services rendered have been delivered or performed. “Such waivers may pertain to, but should not be limited to, prepaid items, service contracts of limited time periods for lease of office space and equipment, computer software and sub grantee disbursements under federal grant program.”

Waivers may be granted for payments to Vendors before the goods or services are received or performed. The department must explain the circumstances or reasons why they are requesting a waiver. A copy of the invoice or contract showing the prepayment terms must be attached to the request.

Purchases where prepayments of good or services are considered standard industry practice do not require waiver letters to be submitted to the Business Office. Examples of these types of prepayments include, but are not limited to, the following items: rent, office equipment, maintenance fees, operating fees, leases, subscriptions, and membership dues, registration fees for conventions and conference and deposits for hotel fees.

10.1.5 Chief Finance Officer Responsibilities 

(Removed, 01/2021)

10.1.6 Audit and Internal Control

Background and Foundation

In recognizing the necessity of establishing an effective system of internal control, the college developed this policy around the Integrated Framework established by the Committee of Sponsoring Organizations (COSO) of the Treadway Commission. This framework is recognized as the leading framework for designing, implementing, and conducting internal control and assessing the effectiveness of that process.

The college system of internal control is an ever-evolving system. As stated in the executive summary of this Integrated Framework, “designing and implementing an effective system of internal control can be challenging; operating that system effectively and efficiently every day can be daunting. New business models, greater use and dependence on technology, increases in regulatory requirements and scrutiny, globalization, and other challenges demand any system of internal controls to be agile in adapting to changes in business, operating and regulatory environments.” Therefore, this policy is designed to be a guideline for procedures that are in a continual state of change.

As a process, these fundamental concepts must be understood about our internal controls. Consequently, internal controls are:

• Geared to the achievement of objectives in one or more categories, operations, reporting, and compliance.
• A process consisting of ongoing tasks and activities. They are a means to an end, not an end.
• Affected by people - not merely policy and procedure manuals, systems, and forms, but about people and the actions that they take at every level of the college to affect an internal control.
• Able to provide reasonable, but not absolute assurance, to senior management and the board of trustees.
• Adaptable to the college structure in that they are flexible in application for the entire college, or for a particular department, division, or business process.

Our internal control processes are designed to provide reasonable assurance that we meet our:

• Operating objectives, which involve processes that ensure effectiveness and efficiency of the college’s operations, including operational and financial performance goals, and safeguarding assets against loss.
• Reporting objectives, which include internal and external financial and non-financial reporting that is reliable, timely, and transparent and meets all requirements of regulators, recognized standard setters, and internal policies.
• Compliance objectives ensuring that the college remains in compliance with all federal and state laws and regulations that govern the college.

The Chief Financial Officer is responsible for establishing and maintaining a system of internal controls, and for promoting a positive and supportive environment related to the controls by:

• Demonstrating the highest level of integrity and exhibiting a personal and professional leadership style that promotes internal controls throughout the college.
• Communicating college policies and procedures and ensuring adequate training to all members of the internal control flow.
• Conducting or assigning designee periodic reviews of operating procedures to ensure that the principles and guidelines of internal control are being followed.
• Establishing controls where new types of transactions occur.
• Improving upon existing controls if control weaknesses are detected.

Because not all departments have sufficient resources to provide optimal control at all times, estimates and judgements must be exercised to assess the costs, benefits and risks involved. The cost associated with internal control should not exceed the benefits derived.

Components

Control Environment

The control environment is the set of standards, processes, and structures that provide the basis for carrying out internal control across the college. It is the attitude of management and employees toward the internal controls. The Board of Trustees and the cabinet set the tone regarding the importance of internal control, including the expected standards of conduct. It comprises the integrity and ethical values of the organization and allows the board to carry out its governance oversight responsibilities. The control environment factors include the administrator’s integrity, the ethical values and competence of his/her employees, the way an administrator assigns authority and responsibility, and organizes and develops the unit’s employees. An administrator can help promote a strong control environment by:

• Clearly articulating positions on ethical issues relating to business so that staff receive a clear, unambiguous message to act in an ethical manner.
• Clearly communicating performance expectations to staff and providing periodic constructive feedback.
• Periodically evaluating staff training needs and providing for staff development.
• Encouraging self-monitoring of operations and job performance on an on-going basis.

Risk Assessment

The College faces risks from external and internal sources that must be assessed. Risk assessment is the identification and analysis of relevant risks which may prevent the College from meeting its operational, financial and compliance goals and objectives, and subsequently forming a basis for determining how the risks should be managed. Risks are evaluated for their effects on the College’s ability to initiate, authorize, record, process, or report financial data reliably in accordance with GAAP.

Control Activities

The control activities are the implementing tools for the design and operation of the internal control policy. They include a range of activities as diverse as approvals, authorizations, verifications, reconciliations, reviews of operating procedures, security of assets, and segregation of duties.

The Chief Financial Officer is cognizant of college policies and procedures and supplements those procedures with department level guidance when necessary. Administrators, managers, and department heads also understand that employees will respect and comply with policies and procedures if they see this respect modeled from their immediate supervisors, managers, and department heads.

The general guidelines for control activities are outlined below:

• Separation of Duties: The amount of segregation possible within a department depends on the size and structure of the department.
• Authorization and Approval: Proposed transactions are authorized when they are proper and consistent with College policy and plans.
• Custodial and Security Arrangements: The responsibility for physical security (custody) of assets is separated from the related recordkeeping (accounting) for those assets. A property control specialist is responsible for physical inventory of fixed assets.
• Review and Reconciliation: Departmental accounting records and documents are 1) examined by employees who possess sufficient understanding of the College financial system to verify that recorded transactions took place and were made in accordance with prescribed procedures and 2) are compared to the College financial system reports and financial statements to verify their reasonableness, accuracy, and completeness.

Information and Communication

Pertinent information is identified, captured, and communicated in a form and timeframe that enables department heads and staff to carry out their responsibilities efficiently. College administrators are cognizant of relevant guidelines and requirements from accrediting, funding, and oversight agencies. That information flows down to College employees through direct training, division meetings, and institutional meetings. Effective communication also occurs in a broader sense, flowing down, across, and up the unit. All staff must understand their own role in the internal control system, as well as how individual activities relate to the work of others. Employees who engage in good faith disclosure of alleged wrongful conduct by another College employee are protected in the College’s Whistleblower Policy.

Monitoring

Ongoing monitoring occurs in the course of normal operations and includes regular management and supervisory activities. Adequate supervision of personnel and other monitoring activities ensure the reliability of accounting and /or operational controls by noting errors, omissions, exceptions, and inconsistencies in the application of procedures.

Policies

Responsibility for Internal Control

• Internal control is a process, effected by our Board of Trustees, College Leadership, and other personnel, designed to provide reasonable assurance regarding the achievement of objectives related to operations, reporting, and compliance.
• While the Chief Financial Officer is responsible for establishing and maintaining a system of internal controls, and for promoting a positive and supportive environment related to the controls, the expectation is that every employee will exercise sound judgment, follow all policies and laws, and make good decisions related to institutional resources.
• To enable an environment that values responsible use of College resources, all administrators are required to:
  • Articulate positions on ethical issues related to business operations so that staff receive a clear, unambiguous message to act in an ethical manner.
  • Clearly communicate performance expectations to staff and to provide periodic constructive feedback.
  • Periodically evaluate staff training needs and provide opportunities for staff development.
  • Encourage self-monitoring of operations and job performance on an on-going basis.

Annual Audit

• An annual audit will be conducted in a timely manner by the State Auditor’s Office of the State of Mississippi or an approved CPA firm.
• No auditor may be directly connected with the college either personally or professionally.
• External auditors are responsible for obtaining an understanding of the college’s internal control over financial reporting, determining that those controls have been implemented, and for reporting their findings and recommendations in writing to the appropriate administrative levels within the college. In addition, they do perform tests on compliance with certain provisions of laws, regulations, contracts, and grant agreements that could have a direct and material effect on the determination of financial statement amounts. However, they do not provide an opinion on the internal control system, nor an opinion on the effectiveness of the college’s internal control on compliance.
• In addition, the external auditors conduct the annual audit of compliance in accordance with the auditing standards generally accepted in the United States of America; the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; and the audit requirements of Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance). The auditors do provide an opinion on the college compliance with these requirements that could have a direct and material effect on each of our major federal programs and disclose any findings and/or recommendations from that testing. Yet, they do not provide an opinion on the overall internal control over compliance.
• All appropriate College personnel are required to take prompt and responsive action on all findings and recommendations made by external auditors.
• The audit process is complete only after the Board of Trustees and cabinet receive the results of the audit, and action has been taken to correct identified weaknesses, produce improvements, or demonstrate that management action is not warranted.

Minimizing Risk

• The Chief Financial Officer will ensure that all transactions are in accordance with relevant financial, legal, and contractual requirements.
• Employing processes that require approvals, authorizations, verifications, reconciliations, reviews of operating procedures, security of assets, and segregation of duties.
• Separating Individual duties so that one person’s work routinely serves as a complementary check on another person’s work.
• Ensuring that no individual has complete control over more than one key processing function or activity, such as authorizing, approving, certifying, disbursing, receiving, or reconciling.
• Delegating approval authority based on special knowledge, competency, or administrative position. Those granted approval authority are responsible to verify and understand the types of transactions they are approving.
• Ensuring that the responsibility for physical security (custody) of assets is separated from the related recordkeeping (accounting) for those assets and assignments are made of the person responsible for equipment that is being used by that department or individual.
• Preventing unauthorized access to assets and accounting records.
• Requiring departmental accounting records and documents to be examined by employees who possess sufficient understanding of the College financial system to verify that recorded transactions took place and were made in accordance with prescribed procedures.
• Routinely comparing departmental accounting records and documents to College financial system reports and financial statements to verify their reasonableness, accuracy, and completeness.

Assessing Internal Controls

• Internal control systems are monitored using a process that assesses the quality of the system’s performance over time.
• Department heads are responsible for monitoring the activities performed within the department and are regularly provided reports that contain operational, financial, and compliance-related information.
• College administrators also assess performance by reviewing reports, statements, or other information, and comparing information about current performance to budgets, forecasts, prior periods, and benchmarks.
• Board of Trustee members are provided reports monthly that contain operational, financial, and compliance-related information for the purpose of reviewing institutional financial management. (Revised, 01/2021)

10.1.7 Inventory Control

Inventory control of property of Meridian Community College will be maintained. Inventories of the College appear in the form of three classes, which are commodities for internal use, items purchased for resale, and equipment.

10.1.8 Commodities

Materials and supplies are defined as goods to be consumed during the normal operations of the College. These goods are not inventoried at year-end because in most cases the amounts on hand are very small. However, as they are purchased and held during the year awaiting consumption, the control over storerooms in which the supplies are held is very important. The materials and supplies purchased through normal channels are controlled as follows.

Deliveries of supplies to receiving are signed for by the staff in the physical plant department - and the date of receipt is documented on a gold copy of the purchase order which is then returned to the Business Office. It is delivered to the person who requested the purchase whom then signs and dates the receipt on the white copy of their purchase order. Storage rooms are kept locked when not in use and checked regularly outside of office hours by security personnel. This includes supplies delivered to staff for office use, faculty, and other supplies, such as custodial services. These types of supplies are kept in a central location under the control of supervisors until issued, and kept in locked closets of the building in which they will be consumed.

10.1.9 Purchases for Resale

These are items purchased for sale through our Bookstore. They are maintained in locked and secure environments and checked by security during hours that they are not in operation. These inventories are verified at year-end for reporting purposes.

10.1.10 Equipment - Custody and Accountability

Our Inventory Control Specialist verifies the new purchases during the school year. A property tag with a control number is attached to the items over $1000 (or that meets the definitions of an exception item, by the State Auditor’s Office), and all relevant data for each item is entered into our computer software program.

It is important to designate a steward for each piece of property to help ensure that all property is acquired, maintained, used and disposed of in the College’s best interest. Someone must have responsibility for every asset in the system. However, this individual may or may not use the asset on a daily basis. A department head or supervisor may be responsible for the asset. Generally, property is utilized and managed more efficiently when there is a person responsible for its use and care.

• The department chairperson/supervisor shall be ultimately responsible for all property purchased for, assigned to or otherwise provided to his/her department. The chairman/supervisor shall designate a person directly responsible for the custody and control of the property at all times. This person shall be designated as the steward of the property or the departmental property manager.
• Not less than annually, the Inventory Department will provide one copy of the asset tile listing to the department head. This listing will include all property to which the department is responsible. The steward/property manager should verify the listing, reconcile any discrepancies, sign, date, and return the original to the Inventory Department. An updated, adjusted file will be returned to the responsible person after verification of physical inventories for their filing purposes.
• When a steward/property manager is to be replaced for any reason, the department chairperson should notify the Inventory Specialist to provide a current fixed asset listing so that a joint inventory may be conducted by the outgoing and incoming property manager. The completed and verified joint inventory should be forwarded to the appropriate authority within a short period of time (e.g., 10 days) after the appointment of the new steward.
• Upon termination, all MCC employees must be cleared by the Inventory Department.
• Campus Police personnel prepare a written report on all items reported stolen or missing which includes the serial number, the inventory tag number, and any information known about the disappearance. This report is also forwarded to the Property Control Specialist for corrections to the inventory. This information is also reported to the Property Control Committee to further verify that another employee has not found it.

WHAT IS GOOD STEWARDSHIP?

A STEWARD SHOULD:

• Be designated to record the receipt of the asset, examine it to make sure that no damage was incurred during shipment and make sure it was received in working order.
• Be responsible for arranging for any necessary preventive maintenance and any needed repairs to keep the asset in working condition.
• Be available for questions that may arise during a physical inventory, annual audits, or when someone wants to borrow the asset.
• Ensure that each asset is used for the purpose for which it was acquired and that there is no personal or unauthorized use.
• Be responsible for immediately reporting any property damage or theft to his/her immediate supervisor.
• Ensure that all changes in stewardship regarding an asset be reported to the Inventory Department on a Property Transfer Form.
• Notify the Inventory Department of any changes in room number, building, department or campus location with a property transfer form.
• Ensure that the necessary forms and procedures are completed and followed when assets are being transferred for disposition.
• Be responsible for knowing which assets should be tagged, and accordingly report any such non- tagged property to the Inventory office.                          (Revised, March 2021)

10.1.11 Cashiering Policy

All revenues and funds received are receipted in the Business Office with the following exceptions:

• funds for the sale of goods are receipted in the Bookstore, the Cafeteria, or the concession stands;
• funds for registration of Continuing Education and Workforce classes are receipted in the WEBB Center;
• funds for registration of Fitness Center classes are receipted in the Fitness Center;
• funds for the payment of library fines and lost and damaged books are receipted by the Library;
• funds for the payment of Arts and Letters ticket sales;
• funds for the payment of MVR Fees and CDL Road Test Fees are receipted by the Truck Driving Department ;
• funds for the payment of cosmetology services are receipted in the Charles Young Cosmetology Building.

Note: Transactions for receipt of payments for MCC Travel and Lifetime Quest Trips are receipted through the MCC Foundation office and directly into accounts of the MCC Foundation and are not part of college policy. 

Payments for copy fees are collected in the eLearning Center, Student Success Center, Library, Reed Hall, and in Webb Hall. A log provided by the Business Office and maintained by these departments will be used as a record of all funds received. Receipts will be given by the eLearning Center, Student Success Center, Library, Reed Hall or Webb Hall Administrative Assistants upon request.

Payments by credit card for any of the above mentioned items are receipted in the Business Office.

All funds received outside of the Business Office must be submitted to the Business Office daily. Once received by the Business Office a computer generated receipt is prepared and revenue or payment is recorded in the accounting system for the College. A deposit for the regular bank account is prepared daily. In addition, deposits are made as needed for the Payroll account, the Bond and Note accounts, the Federal Student Loan account, and the Public market account. A system of internal control is developed and maintained by the staff of the Business Office. Meridian Community College also secures a Fiduciary and Crime Policy on all employees.        (Revised, 10/2021) 

10.1.11.1 Credit Card Convenience Fees

For all credit-hour tutition and fee credit card transactions, MCC implements a 2.85% service fee (convenience fee). All credit-hour tuition and fee payments are received online through the College’s Touchnet PayPath Student Payment Center. The convenience fee (service fee) must total a minimum of $3.00, will be charged to the cardholder, and is non-refundable. Those payments made by students or authorized payers via ACH direct bank account information are not assessed this fee. 

Payees can make in-person credit-hour tutition and fee payments using cash, check, or debit card without incurring this fee. However, as fees are automatically assess through the MCC Payment Center, payees will be assisted with the use of a device for completing any credit card payments. Students may also access the MCC Payment Center via Eaglenet by computer or mobile device. 

The following credit card transactions are not charged a convenience fee (service fee):

• In-person Business Office charges that are not run through student accounts. Minimum use of credit card is $20.
• In-person and online bookstore purchases - similar to normal retail methods, the bookstore pricing factors in the credit card charges and does not separately list a convenience fee (service fee).
• In-person payments for registration for Continuing Education and Workforce classes in the Workforce Development Center. The pricing of these classes factors in the credit card charges and does not separately list a convenience fee (service fee) in pricing. 

Several other areas around campus may also charge the 2.85% convenience fee (or service fee) when receiving online payments. These areas include but are not limited to Arts and Letters, College for Kids tuition, etc.  (Adopted, 10/2021)                                                                                                                                                                                                    

10.1.12 Investment Management Policy

All deposits of Meridian Community College shall be placed in an interest-bearing checking account. Proposals shall be accepted on a 5-year basis for the evaluation of the interest rate earned on the regular checking account, unless at any point in time the college personnel are dissatisfied with the service received on this account. Investments of current funds needed immediately for operating purposes, and other funds earmarked for use or needed for debt payment, construction, or the capital improvements, are made for relatively short periods for maximum current return and safety of principal, combined with sufficient liquidity to permit cash withdrawals for expenditures. The President and Assistant to the President for Finance/CFO are authorized to invest any and all excess funds of the College to meet the goal stated above.

The Assistant to the President for Finance/CFO, with the authority hereby granted by the Board and President, ensures that all excess funds not needed for normal operations are removed from interest bearing checking accounts and invested in other securities to produce a higher rate of interest, if possible. These funds are invested in Bank certificates of deposits in multiples not to exceed the amount of insurance provided by the FDIC. Care is taken; however, to ensure that the total deposits (checking and investments) do not exceed the additional collateral provided as required by law. Verbal quotes are secured, and a record kept prior to placing the funds.

Excess funds expected to be available for more than ninety days or special funds known to be available for investment for a specific period of time are invested in either bank certificates of deposit or treasury notes insured by the federal treasury system. Written quotes are obtained prior to investment from those financial institutions maintaining offices in the Community College District. Under no circumstances are these funds invested in mutual funds or other such high-risk investments. Investments under this category are brought to the board for information and ratification.

Under no circumstances are excess funds placed in Financial Institutions in which a Board member, the President, or the Assistant to the President for Finance/CFO has an ownership interest or management position of the nature that could lead the general public to believe that the investment was made for any reason other than the highest rate of interest available.

Investments made and procedures followed will be evaluated by the Fiscal Affairs Committee at least annually.

10.1.13 Energy Conservation Policy

The Board of Meridian Community College embraces energy conservation and believes it to be our responsibility to ensure that every reasonable effort is made to conserve energy and natural resources while exercising sound financial management.

We recognize the importance of adopting an energy conservation policy to govern this program. We also affirm the implementation of this policy will be the joint responsibility of the Board, administration, faculty, staff, students, and support personnel. Success is based on cooperation across all groups.

To ensure the overall success of our behavior-based energy conservation program, the following areas will be emphasized:

1. The Energy Education/Safety Manager will be accountable for the energy conservation on campus and will conduct energy audits and provide timely feedback.
2. All employees across campus are expected to make a positive contribution to maximize energy conservation and produce real energy savings.
3. Accurate records of energy consumption and cost will be maintained by the Energy Education/Safety Manager for Meridian Community College to provide verifiable performance results on the goals and progress of the energy conservation program.

Further, to promote a safe, healthy learning environment and to complement the energy conservation program, Meridian Community College shall review and adhere to the preventive maintenance and monitoring plan administered by the campus Physical Plant for its facilities and systems, including HVAC, building envelope, and moisture management.

10.1.13.1 Energy Guidelines

• Every person is expected to become an “Energy Saver” as well as an “Energy Consumer.”
• The Faculty/Staff member is responsible for implementing the guidelines during the time that he/she is present in the instruction room or office.
• The custodian is responsible for the control of common areas, i.e. halls, cafeteria, etc.
• Since the custodian is typically the last person to leave a facility in the evening, he/she is responsible for verification of the nighttime lighting shutdown in buildings he/she is working in. The Campus Police Office is responsible to shut off lights also when they are securing buildings.
• Each employee is responsible for the total energy usage of his /her facility in which they work.
• The Energy Education/Safety Manager will provide regular monthly program update reports to the Meridian Community College Board, through the Physical Plant Director.
• The Energy Education/Safety Manager is responsible for either directly or indirectly making adjustments to Meridian Community College’s Energy Management System (EMS), including scheduling of occupied and special event run times for Heating, Ventilation and Air Conditioning (HVAC) and other controlled equipment.
• Administration will regularly communicate the importance and impact of the energy conservation program to its internal and external constituents.
• The Energy Education/Safety Manager will provide monthly energy savings reports to campus employees detailing performance results.

(Revised 03/17/2020)

10.1.14 Allocation of Printer Resources

Meridian Community College is committed to providing its users with all the tools necessary to perform their duties. As a policy, MCC strives to allocate its resources in the fairest and most efficient manner possible. In keeping with this goal, the College will adhere to the following guidelines in the areas of printers and printing:

• Every faculty/staff member will be provided access to a primary printer or copier. Wherever possible, this printer will be the closest one available.
• Secondary printing options will be available to users in case the primary device is unavailable.
• Computer labs will have adequate printing capabilities.
• Individual printers will not be purchased or supported by the College. Exceptions to this rule will be made only if there are no other available printing options or for security reasons or if a department has printing requirments in addition to those which are currently available. All requestsfor an exception to this policy should be made through the department head for that user. Approval will then be greanted or rejected by the department Vice President.

Additional Information

Adherence to the following is required.

• The user community should keep in mind that the use of MCC printers is for official College business only.
• In addition, users should only print what is absolutely necessary.
• It is a violation of the College’s Network Policies and Procedures policy to attach any device to the network withour the consent of the Institutional Technology Department. This includes printers.  
• It is the policy of Meridian Community College to protect confidential information with the utmost care. Therefore, when printing confidential information, it is the user’s responsibility to ensure the security of this information.

Any questions concerning the implementation of this policy should be directed to the Instructional Technology Department. 

(Revised 06/12/2022)

10.1.15 Purchasing

The College purchases all commodities and printing; contracts for garbage collection or disposal; contracts for public construction and rentals as allowed by Chapter 7 of the Mississippi Code beginning with Section 31-7-1. Oversight of the purchasing process falls under the responsibilities of the Chief Financial Officer (CFO).

All purchases made by college personnel are to be done upon approval by the appropriate college cabinet member or his/her designee responsible for the purpose of ensuring that college purchases are made in compliance with state law. As such, processes may be altered upon approval of the CFO, in cases wherein state laws have been revised.

Purchases for the College, in compliance with legal requirements described below, may be made by one of these five methods:

• Complete approved requisitions submitted to the business office for processing into a purchase order,
• Verbal approval obtained from the Purchasing Specialist with an M# provided for referencing on the invoice by the vendor,
• Purchases made by an MCC employee through use of an approved purchasing card,
• Purchases made by an MCC employee and submitted for reimbursement (Any purchases made in this manner by an employee are not guaranteed to be reimbursed. These should be made by the employee only in circumstances of an expeditious nature and where approval is known. These purchases are made at the risk of non-reimbursement.),
• The Director of Physical Plant and the MCC Bookstore Manager are approved to issue departmental purchase orders.

Purchases may be made regardless of the amount of purchase if the item is currently on a State Contract. State contracts are managed by the Office of Purchasing and Travel of the Department of Finance and Administration. If the item is covered by a negotiated contract, the college can purchase the item from a vendor not on State Contract if the price is lower than State Contract price.

Some purchases are exempt from bid requirements due to special circumstances explained in more detail in Section 31-9-9 of the Mississippi Code.

Purchases Not Over $5,000

Purchases which do not involve an expenditure of more than Five Thousand Dollars ($5,000), exclusive of freight or shipping charges, may be made without advertising or otherwise requesting competitive bids. However, employees are not prohibited from obtaining additional pricing information and are encouraged, when possible, to do so.

Purchases over $5,000 but not over $75,000

Purchases which involve expenditures of more than Five Thousand Dollars ($5,000) but not more than Seventy-Five Thousand Dollars ($75,000), exclusive of freight and shipping, may be made from the lowest and best bidder without publishing or posting advertisement for bids, provided that at least two (2) competitive written bids have been obtained. The College authorizes the CFO and his/her designee to accept the lowest competitive written bid under Seventy-Five Thousand Dollars ($75,000). In addition to the CFO, others designated to approve the lowest competitive quote include the Financial Analyst and the Accounting Manager. Authorization is hereby made in writing and noted in the official minutes (08/2020) of the governing board.

The term “competitive written bid” shall mean a bid submitted on a form furnished by the College and signed by authorized personnel representing the vendor, or a bid submitted on a vendor’s letterhead or identifiable form and signed by authorized personnel representing the vendor. “Competitive” shall mean that the bids are developed based upon comparable identification of the needs and are developed independently and without knowledge of other bids or prospective bids. Any bid item for construction in excess of Five Thousand Dollars ($5,000) shall be broken down by components to provide detail of the component description and pricing. These details shall be submitted with the written bids and become part of the bid evaluation criteria. Bids may be submitted by facsimile, electronic mail, or other generally accepted method of information distribution. Signature of the vendor’s representative may be waived for bids that are submitted by electronic submission as long as vendor information is clearly indicated on the electronic submission. Waivers for signature may be approved by the CFO, Financial Analyst, and/or Accounting Manager.

Purchases over $75,000

Purchases which involve an expenditure of more than Seventy-Five Thousand Dollars ($75,000), exclusive of freight and shipping charges, may be made from the lowest and best bidder after advertising for competitive bids once each week for two (2) consecutive weeks in a regular newspaper published in Lauderdale County.

Reverse Auctions

Reverse auctions are an electronic auction where suppliers bid online against each other for contracts against a published notification. Reverse auctions shall be the primary method for receiving bids during the bidding process. If the College determines that a reverse auction is not in the College’s best interest, college personnel must obtain approval by the Public Procurement Review Board. If approval is granted for alternative methods, bids will be accepted in a sealed envelope, or bids may be submitted electronically in a secure system, or bids received in another method that promotes competition and has been approved by the Office of Purchasing and Travel. Reverse auctions shall not be used for any public contract for design or construction of public facilities, including buildings, roads and bridges. The Public Procurement Review Board must approve any contract entered by an alternative process.

The date as published for the bid opening shall not be less than seven (7) days after the last published notice; however, if the purchase involves a construction project in which the estimated cost is in excess of Seventy-Five Thousand Dollars ($75,000), such bids shall not be opened in less than fifteen (15) working days after the last notice is published once each week for two (2) consecutive weeks.

All notices for advertising for bids shall also be submitted to the agency bid bank website at http://mscpc.com managed by the Mississippi Procurement Technical Assistance Program and accessed through the Mississippi Development Authority (MDA).

Amendments to Bid Specifications may be made if all plans and specifications are not published in the notification/advertisement. The College may issue amendments to the plans/specifications, bid opening date, bid opening time and place may be made provided we have a list of all prospective bidders and all who received a copy of bid documents and all prospective bidders are sent copies of all amendments. This notification of amendments may be made via mail, facsimile, electronic mail, or other generally accepted method of information distribution. No amendment will be issued within two (2) working days of the time established for the receipt of bids unless such amendment also amends the bid opening date to a date not less than five (5) working days after the date of the addendum.

Emergency Purchases

If the college president or his/her designee determines that an emergency exists with regards to the purchase of any commodities or repair contracts, so that the delay in giving opportunity for competitive bidding would be detrimental to the interest of the College, then the provisions in state law for competitive bidding shall not apply. The President or his designee shall have authority to make such purchase or repair and shall approve the bill presented therefore, and he shall certify in writing thereon from whom such purchase was made, or with whom such a repair contract was made. This emergency purchase or repair contract, the price thereof, and the nature of the emergency shall be presented to the Board and shall be placed on the minutes of the Board of the College.

Construction Contracts

The College will obtain the services of a licensed engineer or architect as required to prepare the specifications and estimates and to supervise the work of public works contracts in excess of $100,000. If the work will be done in-house for the College, such services are only required for contracts in excess of $150,000.

Purchases for Federal Contract, Grants or Other Assistance Awards

All purchases made by the College with funds provided or reimbursed by federal funds are to be made in accordance with Uniform Guidance procurement requirements. These requirements begin in Section 200.318 of the Uniform Guidance. As required, all purchases must follow the same procurement procedures that are used for non-federal funds as long as they are at least as restrictive as the Uniform Guidance. All purchases must include:

• Oversight by college personnel to ensure contractors perform in accordance to the terms/conditions/specifications of contracts,
• That duplicate items are avoided,
• That contracts are made to responsible contractors,
• That records are maintained with detail of the history of the procurement,
• That full and open competition is provided to the extent possible,
• That potential bidders are not precluded from qualifying during the solicitation period,
• That although state law allows preferential treatment for in-state vendors, this preference is prohibited for federally funded purchases,
• That all solicitations for any material, product, or service have a clear and accurate description of technical requirements and identify all requirements which the offerors must fulfill, and all factors that will be used in evaluating quotes, bids, or proposals,
• That any prequalified lists of persons, firms or products used are current and include enough qualified sources to ensure maximum open and free competition,
• That, when possible, affirmative steps are taken to assure minority businesses, women’s business enterprises, and labor surplus are firms used,
• That a cost or price analysis will be performed in connection with every purchase in excess of the simplified acquisition threshold (currently $250,000), including contract modifications, and
• That one of the following five allowable purchase methods is used.

1. Procurement by micro-purchase. (quotes or bids are not required for purchases under $10,000). However, due to Mississippi state law, this limit is only $5,000.
2. Procurement by small purchase procedures. Those purchases above the micro-purchase limit but are below the Simplified Acquisition Threshold (currently at $250,000) must be supported by an adequate number of competitive quotes. However, due to Mississippi state law, this limit is only $75,000.
3. Procurement by sealed bids. This is a requirement for advertisement for sealed bids, complete, adequate, realistic specifications available, and that the procurement lends itself to a fixed price. This method requires that all bids be opened publicly at a time and place described in the invitation for bids.
4. Procurement by competitive proposals. This requires more than one source providing a proposed price, and either a fixed price or cost reimbursement type contract. This requires also advertising and evaluation factors with relative importance. These proposals must come from an adequate number of qualified sources and requires that the most advantageous proposal is selected.

• This process may be used for qualifications-based procurement for architectural/engineering professional services whereby competitors’ qualifications are evaluated, and the most qualified competitor is selected, subject to negotiation. (Only for use for architectural/engineering services.)

5. Procurement by noncompetitive proposals. This is through solicitation of a proposal from only one source and may be used only when one or more of the following circumstances apply:

• The item is available only from a single source,
• The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation,
• The Federal awarding agency or pass-through entity expressly authorizes noncompetitive proposals in the response to a written request from the non-Federal entity, or
• After solicitation of a number of sources, competition is determined inadequate. (Revised 10/2022)

10.2 Refund Policies

10.2.1 Tuition/Fee Refund Policy

Prior to the first class day, a 100% refund will be given.

It is the student’s responsibility to officially withdraw from any and all courses. Refunds of fees are computed according to the instructor’s recorded last date of class attendance. Attendance in an online course is measured by active participation in the course (i.e., submission of weekly assignment). Any claims disputing actual class attendance and requests for exceptions because of extenuating circumstances must be submitted in writing to the business office within 90 days after the end of the semester of withdrawal. Any exception to the policy must be approved by an administrative committee. The college will not refund fees originally paid by check until the check has successfully cleared the student’s bank.

Students receiving any type of financial aid, including grants, loans, scholarships or veteran’s benefits, must consult with a financial aid office staff member before dropping any course.

10.2.2 Room and Board Refunds

Refunds for room and board will be granted during the first four weeks of the semester and will be calculated on a weekly pro-rata basis. After the first four weeks of the semester, the remaining cost is considered incurred.

The refund schedule is below:

10.2.3 Bookstore Refund/Return Policy

Any person requesting a refund for books or supplies purchased at the MCC Bookstore must follow the bookstore policy and procedures. This refund information is available on Eaglenet each term and is provided in a printed brochure for each student at point of purchase.

All returns must be accompanied by a MCC Bookstore sales receipt.

Textbooks must be returned in the condition in which they were purchased. New textbooks must be in new condition and in the original wrapper. Used textbooks must be in the condition in which they were purchased. NOTE: Unwrapped packages (bundled texts) are not returnable. Note of caution - Do not write in any textbook or open a shrink wrapped book until you have gone to class and are sure you have the correct book.

Non-textbook refunds: All sales of merchandise (including reference material) are final. An exception may be made or even exchange may be made for any item that is determined to be defective. A cash register receipt is required. All exchanges and refunds are at the discretion of management. All sales are final on sale merchandise. (Sportswear items may be exchanged within three days from purchase date with sales receipt and in purchased condition.) Special ordered textbooks or items are not exchangeable or refundable.

Refund schedule:

If a student account balance is in default, the student will be charged for all costs of collection in order to reimburse Meridian Community College. This includes, but is not limited to, reasonable attorney fees and court costs incurred by meridian Community College in its collection efforts. The costs stated above may also include percentage-based fees charged to Meridian Community College by the collection agency, and these fees may amount to a maximum of 40% of the debt collected. Any collection costs and fees stated above are charged in addition to the principal, fees and interest due on the student account.

10.3 Collection Fee Policy

If a student account balance is in default, the student will be charged for all costs of collection in order to reimburse Meridian Community College. This includes, but is not limited to, reasonable attorney fees and court costs incurred by Meridian Community College in its collection efforts. The costs stated above may also include percentage-based fees charged to Meridian Community College by the collection agency, and these fees may amount to a maximum of 40% of the debt collected. Any collection costs and fees stated above are charged in addition to the principal, fees and interest due on the student account.

10.4 Military Tuition Assistance Policy

In conjunction with the Department of Defense Memorandum of Understanding (DoD MOU) Meridian Community College is adopting an institutional policy banning inducements (including any gratuity, favor, discount, entertainment, hospitality, loan, transportation, lodging, meals, or other item having a monetary value of more than a de minimis amount) to any individual or entity (other than salaries paid to employees or fees paid to contractors in conformity with all applicable laws) for the purpose of securing enrollment of Service members or obtaining access to TA funds as part of efforts to eliminate aggressive marketing aimed at Service members. We must ensure that actions taken to help military students during this sequestration remain in accord with this provision.

10.5 Auxiliary Enterprises Policy

Meridian Community College operates a Cafeteria, a Bookstore, dorms and an apartment complex for the convenience of students, faculty and staff.

10.5.1 Cafeteria Services

The College operates a cafeteria, including grill services in Montgomery Hall. The Cafeteria serves well-balanced meals in a dining room atmosphere. Food services are contracted on the basis of the bid process. Meals are served in the Cafeteria seven days a week while school is in session. The cafeteria will be closed during Holidays and the summer term. All MCC students residing in dormitories or in dorm-style apartments are required to purchase a meal ticket. Meal ticket costs are published in the catalog, are set by the Board of Trustees, and are based on the contract with the food service company.

State Law requires that shoes be worn at all times in the cafeteria. The cafeteria dress code requires that students do not wear pajamas, pants below the waist level, or have exposed undergarments. The cafeteria reserves the right to deny service to anyone who is not dressed according to the cafeteria dress code. After finishing a meal, students and others should remove trays and trash to the proper location. The Food Service Manager is responsible for working with the Campus Police to maintain order and discipline in the Cafeteria.

10.5.2 Eagles Nest Bookstore

The College operates a Bookstore located in Ivy-Scaggs Hall. For the convenience of our students, we stock all textbooks, reference materials, supplies, and college sportswear. As an added convenience, we stock an assortment of snack items, soft drinks, balloons, and gift items in this store. We operate this store following industry average mark-ups. Any profit generated by this store is used to support the general operations of Meridian Community College.

10.5.3 Residence Halls and Apartments

The College operates two dormitories and one apartment complex. In order to serve needs of our students, we strive to provide access to housing choices at reasonable prices on the campus of Meridian Community College. Our current rates may be found in our current catalog.

10.6 Fundraising Policy

10.6.1 Student Organizations

The president is charged by the MCC Board of Trustees to control the institution’s fund-raising activities exclusive of the MCC Foundation. In furtherance of that charge, the president mandates that any fund-raising activities/projects conducted by student organizations must be approved in advance first by the faculty or staff member advising the organization and, finally, by the Dean of Student Affairs or his/her designee. An official approval form must be filed with the Campus Life Coordinator for each activity. No club or organization is permitted to hold a raffle under the name of Meridian Community College.

10.6.2 Employee Fundraising

The President also mandates that any fund-raising activities conducted by college employees or employee organizations such as athletic coaches, Faculty Association, Helping Hands group, etc., must be approved in advance by the President or his/her designee. Any employee directing a fund-raising effort must first confer with the MCC Vice President for Institutional Advancement; Executive Director of the Meridian Community College Foundation beforehand to make certain the activity does not conflict with ongoing efforts of the MCC Foundation.

10.6.3 Handling of Funds

Monies derived from student or employee fund-raising activities should be deposited with the MCC Business Office in an account established by the Assistant to the President for Finance/CFO. Disbursements from such accounts may only be made by the faculty/staff advisor of the organization. An invoice for the purchase must be attached to the Allocation of Internal Funds before a disbursement will be permitted. Online payment options must be approved by the business office prior to collection.

10.7 Physical Resources

10.7.1 Maintenance of College Property

The Director of Physical Plant prepares a Summary of the Major Physical Needs annually during the formulation of the detailed budget. These are reviewed with the President, and evaluated for placement on a schedule of projects for the next five years based on the availability of funds. In addition, the Director of Physical Plant and his supervisory staff prepare a Schedule of Routine and Preventive Tasks that must be completed by the Physical Plant department on a routine basis, whether that be monthly, quarterly, annually, or longer. In addition, a Deferred Maintenance Task List is created and reviewed for any risk associated with deferring any item such item and a creating a plan for addressing them. The Summary of Major Physical Needs, Schedule of Routine and Preventive Tasks, and Deferred Maintenance Task List are reviewed with the Director of Physical Plant annually by the Assistant to the President for Finance/CFO. (Revised, 01/2021)

10.8 Travel

10.8.1 Out-of-District Travel

All out-of-district travel must have prior approval of the appropriate dean or vice president. A “Travel Request” form which includes estimates of expenses and any request for travel advances should be used to secure approval of the travel. Within 7 working days following the return of the travel, an “Expense Voucher,” with accompanying receipts, must be submitted to the Business Office through the appropriate dean or vice president. Any excess cash advanced must be returned at this time. A receipt will be given to the employee for all cash returned. A copy of this receipt should be attached to the “Travel Voucher.”

10.8.2 Travel Advance

After obtaining approval, an employee may request a travel advance for payment of registration, hotel, or cash by completing the “Advance” section of the Travel Request form and submitting it to the Business Office. An approved travel voucher, documenting the use of these funds and a receipt verifying the return of any excess funds must be returned to the Business Office within 7 working days of the return date of the trip. Future travel advances will be denied processing for any employee who has an outstanding travel advance that is past due. Advance checks made out to the employee to be cashed for meals and incidentals are allowed for out-of-state trips only, unless an employee is transporting students. This is in accordance with Section 25-1-79 of the Mississippi Code of 1972. Students and/or employees must sign verifying the receipt of any cash given directly to them. A statement should be made of the amount and purpose of the cash. This statement should then be signed verifying the amount received by the student and/or employee. This must be submitted to the Business Office with the travel voucher and all other receipts.

10.8.3 Travel Procedures

If travel on behalf of MCC is necessary, the following steps should be followed.

1. Obtain approval of appropriate dean or vice president.
2. Make reservations. (Plane tickets can be charged to your account at MCC if made with a local travel agent.) Tickets will not be reimbursed at the First Class rate.
3. Request advance for travel expense seven (7) days prior to departure.
4. Keep receipt of all registration fees, plane tickets, and rooms during travel.
5. File travel “Expense Voucher” including all receipts and other expenses within seven (7) days after return to the appropriate dean or vice president. (Plane fare must be included even if charged to MCC account.) This form will then be forwarded to the Business Office. All advances must be noted correctly on the form and subtracted from the total cost of the trip. (Note on hotel receipts. Some hotels charge a different rate for single vs. double occupancy of a room. If any individual not employed by the college is rooming with the employee on a trip, the college only reimburses at the single-room rate. Therefore, on the hotel receipt the employee should note the single rate. If the rate is the same whether single or double, this should also be noted on the hotel receipt). If an employee is provided accommodations through friends or relatives and therefore, has no hotel receipt for an overnight stay, this should be noted on the travel voucher.
6. Receive check for the net of expenses less the advances.

10.8.3.1 Accommodations

In regard to motel/hotel accommodations, under no circumstances should employees or students of the opposite sex share a single room, excepting in the case of a married couple. In the unusual event of a group outing, in which a number of students and staff may be sharing a larger open room, the staff supervisor(s) of the trip must make every effort to insure proper decorum and as much individual privacy as is possible are maintained. The essence of these provisions is to insure that anyone representing MCC during a college-sponsored trip conducts him- or herself in an appropriate manner such that the general public has no cause to question the core values of the institution.

10.8.4 Meal Reimbursement

The State Department of Finance and Travel is authorized by Section 25-3-41, Mississippi Code of 1972, to establish the maximum daily rate for meal reimbursement for State and Local government employees while on official travel. Meridian Community College will provide reimbursement in accordance to the guidelines established by the Mississippi State Department of Finance and Administration. The current rates established are as follows:

All areas except high cost areas $59.00. High cost areas vary.

The reimbursement rate includes meal and taxes; any tips should be reimbursed as “other.” To view the State Register, where it is precalculated for you, go to www.dfa.ms.gov or find a copy on the College’s portal. 

Employees traveling on College-related business will not be reimbursed for meals if an overnight stay is not required. (Effective 7/1/91).

On-campus meals may be provided in lieu of Board per diem reimbursement if it is determined to be a necessary and reasonable expense of the meeting.

Also, providing refreshments and/or meals for meetings or similar events are permissible to avoid disruption of the meeting agenda. In addition, meals may be provided to employees and guests when guests have been asked to attend during the normal time for meals (i.e. breakfast, lunch and/or dinner), in order to provide assistance to the college. The expense for refreshments and meals must be approved by the appropriate administrator of the college. (Revised 11/14/2023)

10.8.5 Mileage Reimbursement

As allowed by the state law, local boards may set a mileage reimbursement rate which shall not be less than $.20 per mile and shall not be greater than the amount set forth for state employees. The college policy is to reimburse employees at the mileage rate equal to that used by the State of Mississippi. (Adopted 8/13/02) For the current effective rate for mileage reimbursement, contact the Business Office.

10.9 Student Travel (Athletic and Club Travel)

Head Coaches, Club Sponsors, and Program Coordinators are responsible for making their yearly schedules and providing the appropriate dean with their schedules in a timely manner. Coaches, faculty advisors, and program coordinators are responsible for making their own travel arrangements. A travel itinerary must be on file with the appropriate dean at least two days prior to overnight travel. The itinerary should consist of the following items:

• Destination
• Telephone number of the hotel
• Travel roster and room assignments
• Appropriate travel times
• Competition times
• Approximate arrival and departure times
• Any other necessary information

The itinerary should be given to all members of the traveling party. The appropriate dean will inform Campus Police and the Dean and/or Associate Dean of Student Affairs of the itinerary.

After obtaining approval, an employee may request a travel advance for payment of registration, hotel, or cash by completing the “Advance” section of the Travel Request form and submitting it to the Business Office. An approved travel voucher, documenting the use of these funds and a receipt verifying the return of any excess funds must be returned to the Business Office within 7 working days of the return date of the trip. Future travel advances will be denied processing for any employee who has an outstanding travel advance that is past due. Advance checks made out to the employee to be cashed for meals and incidentals are allowed as long as the employee is transporting students. This is in accordance with §25-1-79 of the Mississippi Code of 1972. A statement should be made of the amount and the purpose of the cash given directly to a student or employee traveling with a student. This statement should then be signed verifying the amount received by the student and/or employee. Any forms turned in that do not nclude the students’ signtures will not be considered an eligible expense and is subject to return of funds. This must be submitted to the Business Office with the travel voucher and all other receipts. Group meals may be desired and are approved, provided they do not exceed the maximum amount allowed. If a group meal is purchased, the same items must be purchased for all meal participants. If a group is ordering individual items, then those individuals should pay for the meal separately. Any deviation from this policy is subject to rejection of reimbursement and/or advancement.

Any employee should return any of their unused funds to the school.

NOTE: In special circumstances, these amounts may change with the prior approval of the CFO and the Dean of Student Services. All requests should be made in writing.

If travel involves more than one meal a day (including overnight travel), then the allotted amount may be spent between the meals. For example, if travel involves Dinner and Lunch, then the allotted amount will be $21.00 ($12.00 + $9.00) NS My bw apent between the two meals in whichever way the student desires.

Breakfast meals will be allowed if the student/team leaves before 8:00 am. Lunch meals will be allowed if the student/team is not on campus during cafeteria lunch hours. Dinner meals will be allowed if the student/team will not return to campus until after 5:00 pm. When possible, box meals prepared by the cafeteria should be used in lieu of purchasing meals.

At the conclusion of all trips, unspent money and receipts for lodging, gas, tolls and meals are to be returned to the Business Office. Funds spent for meals that are more than the meal rate will not be reimbursed.

A student organization may choose to offset student meals with funds provided by the organization. If provided, these funds should remain a reasonable meal expense and not include alcohol. The maximum daily rate for meals will follow the guidelines established by the Mississippi State Department of Finance and Administration. The current rates established are as follows:

All areas except high cost areas are $46 per day (including MS). To verify the high cost areas, go to https://www.dfa.ms.gov/media/xkkdszgi/2021-2022-converted-rates.pdf or contact Stephanie Holifield, Accounting Manager at 1391 or other business office personnel. (Revised, 10/2021; Revised, 10/2022)

10.10 College Vehicle Transportation

College vehicles are available for use by approved personnel on a first-come, first-serve basis. At least 5-days prior to the date of your trip, forward a copy of your approved travel request to the director of physical plant. Should an MCC vehicle not be available and your group wishes to rent a van, the physical plant department will arrange this for you.

Vehicles are authorized for college-related activities and travel only. At no time are these vehicles to be used for personal travel. College vehicles are not rented to faculty, staff or students for personal use. MCC vehicles are not available for use by off-campus groups or organizations.

10.10.1 Eligible Drivers

Drivers must be approved in advance by the director of physical plant. To be approved the driver must:

• possess a valid driver’s license,
• have a minimum of 5 years of driving experience,
• be over the age of 23 if transporting students and/or employees or 21 if driving alone, and
• under the age of 70
• have approval if requesting use of a 15-passenger van. Approval is granted to employees and volunteers upon passing both a video and on-road driving training by our physical plant department.

Eligible drivers may include employees and volunteers. All potential drivers are subject to a MVR background check, which will be run annually on all employees and volunteers who are in the system. Individuals with a history of past violations will not be allowed to operate a college vehicle. The college reserves the right to research any authorized driver’s record. Students are not allowed to drive rental vehicles.

If a driver uses a personal vehicle, then the College will require an MVR background check (assuming a current MVR background check has not been performend in the past). In addition, the driver must confirm that they have current and primary personal automobile insurance on their personal vehicle prior to driving their personal vehicle for College functions. 

Due to safety concerns related to vehicle turnover and handling of 15 passenger vans, we do require training for employees and/or volunteers.  Frequency of accidents related to this type of vehicle created an awareness and this request by our current insurance carrier.  After the passage of time, employees and volunteers may be requested to complete the training again. (Revised, 10/2021; Revised, 10/2022)

10.10.2 Rules of Use

10.10.2.1 Alcoholic Beverages

The possession or consumption of alcoholic beverages in any college vehicle is strictly prohibited. Drivers should never operate a vehicle while under the influence of drugs or alcohol. This includes prescription drugs that may cause drowsiness.

10.10.2.2 Auxiliary Equipment/Modifications

Vehicle users may not add auxiliary equipment to, or remove supplied equipment from the vehicle without prior consent from the director of physical plant. Some examples of prohibited equipment are roof racks and towing equipment. Given prior notice, seats may be removed by Physical Plant prior to the trip, if additional storage space is needed.

10.10.2.3 Damage of College Vehicles

A vehicle returned to physical plant showing obvious signs of mistreatment will be reported to the supervisor of the employee responsible for the trip. The damage will be repaired and the department responsible for the damage will be billed for the necessary repairs. Trash bags are supplied on van trips. The driver should make sure that college vehicles are returned in clean condition and that all trash is removed upon return. Physical plant reserves the right to charge a cleaning fee for vehicles that are returned needing excessive cleaning.

10.10.2.4 Inclement Weather

Drivers must not operate vehicles when road conditions are hazardous. This includes heavy rain, fog, snow, sleet or icy conditions.

10.10.2.5 No Smoking

Meridian Community College maintains a policy of NO SMOKING in any college vehicle. Drivers are responsible for insuring that all passengers comply with this policy.

10.10.2.6 Seatbelts

All drivers and passengers must comply with Mississippi’s seatbelt law that requires all drivers and passengers to use seatbelts. Tickets issued for non-compliance will be the individual’s personal responsibility. Please buckle up!

10.10.2.7 Traffic Fines

Drivers must observe all traffic regulations. Drivers are personally responsible for any traffic citation (tickets) that may be issued as a result of operating a college vehicle.

10.10.2.8 Electronic Device Usage

At no time should a college employee driving a college vehicle use any type of electronic device while in motion and transporting students. If a college employee who is driving needs to use an electronic device, the vehicle must be stopped in a safe location prior to usage. This does not exclude other passengers from using an electronic device while in transit.

10.10.2.9 Emergency Information

When transporting students, an emergency information sheet should be completed by each student prior to the trip. The following items should be included on this sheet: their name, home phone number and address, their birthday, their emergency contact name and the phone number for their emergency contact person, relationship to the student - both a day and night phone number and cell number, if available. In addition, the name of their primary physician and their phone number and a copy of their insurance card should be attached for use in case of medical emergencies.

10.10.2.10 Accident/Breakdown

All accidents should be reported promptly to the proper authority.

For examples:

College vehicles involved in an accident should not be moved until the proper authority has investigated. In the case of a minor accident, the trip may be continued after proper investigation. Details of the accident/breakdown should be reported to the director of physical plant and the employee’s supervisor as soon as possible.

In the case of a major accident or breakdown, notify campus police at 1-601-484-8620. In the case of personal injuries, the Vice President for Finance/CFO should be notified.

In the event of an accident, the driver should not make any statements regarding the accident to anyone other than the investigating authority. The vehicle operator is responsible for reporting all accidents. MCC employees will be held responsible for statements made to any other person concerning the accident. Meridian Community College maintains liability coverage; however, drivers need to be aware that they may be subject to personal liability by parties involved.

10.10.3 Procedures

10.10.3.1 Reservation of vehicles and cost

To reserve a vehicle, send a copy of your approved travel request form to the physical plant department 5-days prior to your trip, indicating the dates of the travel, the destination, the name of the driver(s) and the type and number of vehicles needed. This includes request for cars, 15-passenger vans and charter bus service. The physical plant department will reserve your vehicle(s) and notify you by email that your transportation request has been reserved. Travel requests, within Lauderdale County, do not require a travel request form.

MCC owned vehicles are charged out at a pre-determined rate. Effective with the approval of this policy, van mileage will be charged out at the current effective rate of mileage reimbursement used by the State of MS. For the current effective rate for mileage reimbursement, contact the Business Office. There is no charge for short day trips to local areas surrounding Meridian/Lauderdale County.

Currently, MCC uses a local rental agency for car rental and/or small van rental. Departments are charged the actual cost as billed by this agency plus any fuel charges. Rental vehicles should always be refueled upon return. Students are not allowed to drive rental vehicles. Contact the physical plant office for actual charges.

Fuel purchases are to be made with VISA cards supplied through physical plant. All gas receipts are to be turned in to physical plant at the end of the trip. Any minor repairs needed to complete the trip are authorized and are to be paid by the driver by using the VISA card or if necessary, with cash. Major repairs should be approved by the director of physical plant prior to receiving services. All receipts for expenses incurred on a trip should be turned in with the vehicle upon completion of the trip; with the exception of minor vehicle expense paid with cash. The business office provides a travel voucher form for reimbursement for all other expenses (i.e. meals, hotel, registration, etc.) including any vehicle expenses paid in cash. Employees are responsible for checking out VISA cards. Students are not allowed to sign out VISA cards.

A complete vehicle inspection is performed on the vehicles monthly. In addition, after a vehicle is reserved and prior to pick-up, it is cleaned and serviced by an employee of the physical plant department. This minor inspection includes checking the oil, gas, turn signals, battery, lights, tires, and radiator. If it is necessary to cancel a reserved vehicle, please do so as early as possible, thus releasing the vehicle for someone else’s use.

10.10.3.2 Dispatching

All vehicles (cars, vans) are dispatched from the physical plant complex. Vehicle keys, mileage card and credit card may be obtained at the physical plant office. The beginning odometer reading should be logged prior to beginning your trip and the ending odometer reading logged upon your return (MCC vehicle only.) The office hours of the physical plant office are 8:00 a.m. to 4:30 p.m. Monday through Thursday, and 8:00 a.m. to 3:30 p.m. on Friday. Charter buses will leave/return to a pre-determined site on campus. In the event that a vehicle will be needed to be picked up before business hours or on week-ends and/or holidays, it is to be checked out before 4:30 p.m. on the day prior to use or by special arrangements made in advance with the physical plant department.

10.10.3.3 Completion of Trip

All MCC vehicles, keys, credit cards and mileage cards are to be returned to the physical plant department. The ending odometer reading and any remarks for the mechanic should be reported at this time. Vehicles should be returned to the parking lot across from the physical plant complex.

Rental vehicles should be returned to physical plant; unless the driver has made prior arrangements to leave the vehicle at Ivy-Scaggs Hall, in which case, the keys would be left with MCC Campus Police. All credit cards, gas and rental receipts are to be returned to the physical plant office.

A night deposit box has been installed at the entry gate of physical plant. If a vehicle needs to be returned at a time other than the office hours of physical plant, keys, mileage and credit cards may be returned to this box in a sealed envelope.

10.11 Facilities Master Plan Policy

The college contracts with an architectural services firm or similar planning company for a facilities master plan on a periodic basis. This plan is incorporated into the strategic planning process of the College, is reviewed annually, and updated when there is a new planning cycle. (Revised, 01/2021)

10.12 Risk Management Policy

Meridian Community College will insure all buildings, equipment, and structures at replacement values. In addition, the College will maintain all necessary liability policies to protect MCC from the various lawsuits that may arise through the normal operations of a community college. This would include general liability, automotive, errors and omissions, professional liability for our dentist, workers compensation, and other policies that management determines to be important for the safeguarding of assets of Meridian Community College. The Assistant to the President for Finance/CFO will evaluate these policies and the limits of coverage in effect each year during the review with the local insurance agent. In addition, procedures will be established to take measures to prevent risk and/or exposure to liability at the College, this will include such items as sexual harassment prevention training, and safety training. (Revised, 01/2021)

10.13 Externally Funded Grants and Contracts

All grants and contracts entered into by Meridian Community College must be related to the Mission of the College. All “grant” proposals/applications must be approved by the President “prior” to the commitment of the college to seek the grant. “Contracts” may be approved by the President and/or his designee. All grants and contracts entered into by Meridian Community College must allow for an on-going balance of grant and contract activity and instruction. Therefore, all grants and contracts that involve faculty must be approved by their dean.

While not a major component of Meridian Community College, research is conducted as part of some grants and/or contracts. Therefore, within all grants and contracts, the College must maintain control over the administration of all research projects. At no time, shall a contract or grant entered into by MCC grant any agency and/or person control over research and instruction. No grants or contracts will be entered into that would endanger the institutional activities of the College.

All grants and contracts must be entered into for a specified period of time that must be clearly stated in the grant/contractual agreement.

10.14 Research Grant and/or Contracts

All research contracts and/or grants entered into by the College must specifically state the division between any faculty member’s obligations of research and other academic activities. The researcher’s freedom to investigate and report results will be upheld and protected by Meridian Community College.

10.15 Summer Salaries and Salary Supplements

The summer salaries, contractual fees for consultant services, and salary supplements from grants and contracts entered into by Meridian Community College shall be outlined in the grant/proposal and approved by the president prior to submission of the proposal for consideration. These salaries shall be paid on a consistent basis for similar work performed by other faculty and/or staff. In all cases of faculty salaries, the grant/projector administrator will determine salaries based on the grant or contract guidelines with the approval of the President.

10.16 Purchasing Awards

Meridian Community College recognizes that student, retiree, trustee, and alumni awards are necessary for the successful operation of the college. Therefore, the college authorizes the purchase of awards in recognition of outstanding student, retiree, trustee, and/or alumni achievement based on a predetermined set of criteria. A complete listing of awards, the maximum amount expended, and the budget allocated for these awards can be obtained in the Office of the Assistant to the President for Finance/CFO. (2/14/2012)

10.17 Purchasing Athletic Apparel

In the conduct of its intercollegiate athletics program, meridian Community College must periodically make purchases of uniforms, shoes, travel bags, jackets, sweatshirts, workout clothing, etc., that in consideration of personal hygiene and typical wear and tear cannot logically be re-used and, therefore, ultimately will become the property of the student-athlete. MCC will follow all public purchasing laws in making such expenditures. Each athletic team will receive a budgeted amount for such aforementioned items and will at no time exceed that amount without a budget amendment being approved by the President and MCC Board of Trustees.

10.18 Tuition for Dual Credit High School Students

Local high school students may register for college credit classes as a dual credit student or a dual enrollment student.

Definitions:

Dual Enrolled Student: A student enrolled in credit course at MCC who is also enrolled at a local high school. The college credit is awarded at MCC only.

Dual Credit Student: A student who is enrolled at MCC while enrolled in high school and is receiving high school and college credit for same course.

Students enrolled in a high school in Lauderdale County who meet the requirements for the in-state residency status and are enrolled in a dual credit class will be charged a reduced rate as stated in the Tuition and Fee Schedule approved each year by the Board of Trustees. The College may assess additional fees, such as specific course fees, eBook fees, or required materials. All tuition and fee charges will be accessed in accordance with the Dual Credit Agreement with each local high school. All non-dual credit classes will be charged at the regular rate.

Students who are members of the home school association in Lauderdale County and request registration in a college credit course as a dual credit student and meet the requirements for the in-state residency status will be charged a reduced rate as stated in the Home School Course Fee in the Tuition and Fee Schedule approved each year by the Board of Trustees. In addition, the College may assess additional fees, such as specific course fees, eBook fees, or required materials.

Students enrolled in a high school in Lauderdale County who do not meet the requirements for the in-state residency status and are therefore out of state students and who are enrolled in a dual credit class will be required to pay an out-of-state rate. The rate will be at least as much as the appropriation paid to the college per credit hour for an in-state student. This amount will be re-calculated each year based on the appropriation calculations from the MC Community College Board. The College may assess additional fees, such as specific course fees, eBook fees, or required materials. All tuition and fee charges will be assessed in accordance with the Dual Credit Agreement with each local high school. All non-dual credit classes will be charge at the regular rate.

10.19 Submission of Outstanding Student Balances to State of MS Department of Revenue

Based on Mississippi Code 27-7-705, the College may garnish state income tax returns by submitting the names and amounts of outstanding student debts to the MS Department of Revenue as a claim against any income tax refund they would possibly receive in the future. The payment of their refund to the college rather than the taxpayer is considered a tax setoff.

10.19.1 Procedures Related to File Submission, Funds Received, and Finalization of the Setoff

Mississippi Code Section 27-7-707, Section 27-7-709, and Section 27-7-711 contain the processes allowed and requirements involved in processing a claim, including such items as appeals, hearings and notifications. This policy provides the college procedures established to insure compliance with this law.

The College may submit balances that are $25 or more.

If the debtor is determined by the commission to be entitled to a refund of at least $25, the commission shall transfer an amount equal to the refund owed, not to exceed the amount of the claim debt certified.

The State Tax Commission retains 15% of the claimed debt as a collection fee. They shall notify the taxpayer or taxpayers whose refund is sought to be setoff that the transfer has been made.

Such notice gives the taxpayer written notice to contest the setoff within 30 days of the date of the mailing of the notice, and the opportunity for the taxpayer to request a hearing related to the claim and the fact that failure to apply such a hearing, in writing, within the thirty-day period will be deemed a waiver of the opportunity to contest the setoff.
In the case of a joint return, the notice shall also state the name of the taxpayer named in the return, if any, against whom no debt is claimed, the fact that a debt is not claimed against such taxpayer, the fact that such taxpayer is entitled to receive a refund if it is due him regardless of the debt asserted against his spouse, and that in order to obtain a refund due him, such taxpayer must apply in writing for a hearing with the college named in the notice within 30 days of the date of the mailing of the notice.

Any taxpayer who fails to apply in writing for such a hearing within 30 days of the mailing of such notice is considered to have waived his opportunity to contest the setoff.

As required by law, any funds transferred from the MS Tax Commission, will be deposited in an escrow account until a final determination of the validity of the debt.

For any request received, the College will set a date to hear the protest and give notice to the taxpayer by registered or certified mail of the date so set. The date of the hearing will be not less than 15 days from the date of this notice.

The college Tax Refund Setoff Hearing committee will meet with the taxpayer and review their protest. If, at hearing, the sum asserted as due and owing is found not to be correct, an adjustment to the claim may be made. The college shall give notice to the debtor of its final determination.

No issues shall be reconsidered at the hearing which have been previously litigated.

If any debtor is dissatisfied with the final determination made at the hearing by the college, he may appeal the final determination to the circuit court of Lauderdale County by filing a notice of appeal with the president of the college and with the clerk of the circuit court of Lauderdale County and shall be taken within 30 days from the date notice of final determination was given by the college.

According to Section 27-7-711 of the Mississippi Code, Upon final determination of the amount of the debt due and owing by means of a hearing or by the taxpayer’s default through failure to comply with timely request for review, the college shall remove the amount of debt due and owing from the escrow account and credit such amount to the debtor’s obligation.

Upon transfer of the debt due and owing from the escrow account to the credit of the debtor’s account, the college shall notify the debtor in writing of the finalization of the setoff in accordance with these legal requirements. If any funds were transferred to the college in excess of the debt determined to be due and owing at a hearing, this will be included in this notification and refunded to the debtor at this time.

10.20 Oversight Requirements for all Federal Grants

Employees responsible for the management of any federal grant received by the college are to provide oversight of all aspects of the grant, including but not limited to:

• Ensuring performance of grant objectives,
• Ensuring all costs charged to the grant follow all guidance provided by the awarding agency and 2 CFR Part 200 Uniform Guidance,
• Understanding all grant agreement requirements and regulations referenced within the award document,
• Completing all grant reporting requirements in a timely manner,
• Remaining current on changes to grant regulations.

Many federal grants are awarded through the U.S. Department of Education. The Education Department General Administrative Regulations (EDGAR) provide federal expectations related to these grants and are outlined at www2.ed.gov/policy/fund/reg/edgarReg/edgar.html. In addition, 34 CFR EDGAR, as amended on December 19, 2014, includes the following parts:

          Part 75 - Direct Grant Programs

          Part 76 - State-Administered Programs

          Part 77 - Definitions that Apply to Department Regulations

          Part 79 - Intergovernmental Review of DoE Programs and Activities

          Part 81 - General Education Provisions Act Enforcement

          Part 82 - New Restrictions on Lobbying

          Part 84 - Governmental Requirements for Drug-Free Workplace (Financial Assistance)

          Part 86 - Drug and Alcohol Abuse Prevention

          Part 97 - Protection of Human Subjects

          Part 98 - Student Rights in Research, Experimental Programs and Testing,

          Part 99 - Family Educational Rights and Privacy

Part 75.707 for direct grants and Part 76.707 for state-administered grants provide guidance regarding when an item is defined as an obligation and may be charged to a grant.  

Employees managing grants not through the U.S. Department of Education are responsible to gather and understand all federal regulations applicable to their grant award. 

10.20.1 Allowable Cost Charged to a Grant

In accordance with federal regulation 2 CFR, Part 200.302, all direct cost charges made to a grant must meet the following criteria:

• be necessary and reasonable for the purpose of the Federal award and be allocable thereto under these principles,
• conform to any limitations or exclusions set forth in these principles or in the Federal award as to types or amount of cost items,
• be consistently treated as a direct cost (not part of an indirect cost charge calculation),
• be determined in accordance with generally accepted accounting principles (GAAP),
• be only charged once, and not included as a cost or used to meet cost sharing or matching requirements of any other federally financed program in either the current or a prior period, and
• be adequately documented.

The Uniform Guidance, 2 CFR 200 provides information related to grants in six subparts. These subparts are A-Definitions, B-General Provisions, C-Pre-Federal Award Requirements, D-Post Federal Award Requirements, E-Cost Principles and F-Audit Requirements. Grant-managing employees should also be familiar with subpart C-Cost Principles because it provides information on the cost allowance of specific individual items.

The procurement requirements of the state of Mississippi are more restrictive than the federal standards found in 200.318 through 200.326. Therefore, employees are expected to ensure that all federal purchases comply with College Policy 10.1.15 related to Purchasing.

The Director of Purchasing and the grant-managing employee are required to ensure these procurement standards are met:

• Maintain oversight that hired contractors perform in accordance with the terms, conditions, and specifications, of their contract or purchase order.
• Do not purchase unnecessary or duplicated items.
• Ensure that purchases/contracts are made only with responsible contractors possessing the ability to perform successfully under the terms and conditions of the proposed agreement. Further, the vendor must be registered and eligible in SAM.
• Maintain detailed records of the purchase including the method of procurement, selection of contract type, contractor selection or rejection, and the basis for the contract price.
• Use sound business judgement to settle procurement issues including source evaluation, protests, disputes, and claims, and maintain documentation related to these issues.
• Ensure transactions are conducted with full and open competition and contain no geographic preferences.
• Ensure that the minimum essential characteristics and standards for the good or service are established to satisfy the intended use, including identifying all requirements and factors used for bids and proposals.
• If beneficial, prepare a list of prequalified contractors, vendors, or suppliers that provide enough qualified sources to ensure maximum open and free competition.
• Take affirmative action steps outlined in Uniform Guidance 200.321 for small and minority businesses, women’s business enterprises, and labor surplus area firms.
• Ensure that a cost or price analysis is performed on every procurement that exceeds the Simplified Acquisition Threshold (currently $250,000).

10.20.2 Federal Cash Management

The normal process for requesting federal funds is on a reimbursement basis. On rare occasions a cash advance may be requested and, if so, is limited to the amount needed to meet immediate cash needs. The college will minimize the time elapsing between the draw down and disbursement of funds.

Because funds are not requested in advance, our drawdowns are deposited into the College’s regular checking account. Because funds are a reimbursement, no interest is expected to be earned on federal funds.

If any federally funded programs produce program income, that income will be spent on the program that generated the funds and will be accounted for within our fund accounting system. 

10.20.3 Personnel and Benefits

Federal funds may be used to pay stipends for professional development or other extracurricular activities.

All fringe benefits provided to full-time employees shall be available to employees paid by federal funds and shall be an allowable cost of the grant. In addition, all federally funded employees shall earn annual leave and sick leave at the same rate as all other regular employees, which is an allowable cost under grants when used by our employee.

All employee salary, wages, and fringe benefits charged to a grant must be supported by adequate documentation and controls that provide reasonable assurance that charges are accurate, allowable, and properly allocated. This documentation should include contracts if on monthly payroll and time sheets/cards if paid on a biweekly basis. In addition, any employee whose payroll is not 100% charged to that specific grant must provide the breakdown of time that is allocated to the grant versus the time that is not on either an hourly or monthly basis, otherwise known as time and effort reporting. All full-time employee records should be maintained in the Office of Human Resources and approved through personnel action by the Board of Trustees. Any adjustments to payroll should be accurate, allowable, and properly allocated.

10.20.4 Compliance with Conflict of Interest requirements for Federal Grants

The College Conflict of Interest Policy, 3.2.1, disallows engagement in any activity, either private or official, where a conflict of interest may exist. Activities identified where conflicts of interest could exist include Accepting Gratuities (3.2.2), Using Position for Personal Gain (3.2.3), or Engaging in Political Activity (3.2.4). Any activity in which the employee could obtain benefits in the form of money, property, commercial interest, or any other economic gain for themselves is disallowed. All identified conflicts of interest that arise must be disclosed in writing to the federal awarding agency in accordance with the federal awarding agency policy.

10.20.5 Federal Equipment - Records and Maintenance

All equipment purchased through a federal grant is required to be maintained in accordance with policy 10.1.10 Equipment - Custody and Accountability. This includes maintaining equipment records, documenting the physical location of the equipment with an inventory of the equipment made at least once every two years, investigating any loss, damage or theft of the equipment, and actions taken to ensure that equipment is maintained and in good condition.

10.20.6 Grant Documentation

Employees responsible for grant management are expected to maintain all documentation related to their award. The college must maintain all financial records, supporting documents, statistical records, and all other non-Federal entity records pertinent to the Federal award for a period of three years from the date of the submission of the final expenditure report. Section 200.336 does allow for records to be maintained in an electronic format. (Adopted March 2021)