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3.10.4 Control of Financial Resources

The institution exercises appropriate control over all its financial and physical resources.

   
Judgment of Compliance
 
Compliance
   
Narrative/Justification for Judgment of Compliance
 

Hillsborough Community College exercises appropriate control over its financial and physical resources.

The Office of the Vice President for Administration/CFO is responsible for the College’s financial and physical resources.  The areas reporting to the Vice President include:  Budget & Accounting, Purchasing, Administrative Services, Operations and Physical Plant, Facilities Management. These departments function in accordance with HCC’s Administrative Rules and Procedures and the Florida State Board of Education Administrative Rules (Chapter 6A-14, Community Colleges).  Hillsborough Community College employs qualified staff to manage and sustain the College’s financial stability.  These qualified Administrators, whose qualifications are included in Comprehensive Standards; 3.2.8 – Qualified Administrators, are supported by the following professional staff (Summary of Financial Staff Qualifications).

Budget and Accounting Department

The Controller is responsible for managing the College’s fiscal operations and the adequacy of internal control procedures.  The areas reporting to the Controller include Budget & Accounting and Financial Services. The Controller’s Office is responsible for the following functions:  Budget & Accounting Services, Financial Reporting & Analysis, Payroll, Accounts Payable, Accounts Receivable, Grants & Contracts, Capital Projects Accounting, Fixed Assets, Bursar Offices, Banking & Auditing.

The Controller’s Office follows the guidelines of the State Accounting Manual in handling accounting transactions.  Monthly financial reports are prepared for the President and Board of Trustees.  These reports are included with the Agenda for the Board’s regularly scheduled meetings (Board of Trustees Financial Report).  The financial statements, budget, and operations are audited by the State of Florida Auditor General’s Office (State of Florida Auditor General Financial Report 2002-2003, 2003-2004, 2004-2005).

The College has policies and procedures for safeguarding cash.  As such, surprise cash counts are conducted at the Bursar Offices and Bookstores.  Check paper stock and computerized signatures are maintained in a locked facility with limited access.  The College utilizes Bank of America’s Positive Pay program to prevent fraudulent checks from being cashed.  In addition, the College has an ACH block on its bank account so it cannot be debited without our knowledge.  Bank accounts are reconciled on a monthly basis.  The College has an Investment Plan; however, at the current time all surplus funds are invested with the Florida State Board of Administration.  The College’s Administrative Procedures require that investments be made in accordance with the “Prudent Person Rule”.

The College maintains a comprehensive physical resource inventory system.  Assets costing $1000 or more are bar-coded upon receipt by the College and are assigned to a Property Custodian.  Disposals, cannibalization, and transfers of property are updated in the computerized system.  A complete physical inventory is conducted each year and reconciled with the College’s property control records.  On a semi-annual basis, a request is made to the Board of Trustees to gain permission for disposal of assets no longer in service.  Upon approval, the assets are disposed of and removed from the College’s records.

The College’s accounting system includes verification of available budgeted funds.  Budget Officers are responsible for maintaining department budgets and approving expenditures.  Expenditures in excess of $5,000 require approval by a senior level Manager and expenditures in excess of $15,000 require approval by the President.  Goods and services are purchased using a requisition system.  Expenditures are reviewed prior to payment by the Accounts Payable staff.

The College has a deferred maintenance program (Refer to Comprehensive Standards; 3.10.7, Physical Facilities).

The Controller’s Office is governed by the following HCC Administrative Rules:

Purchasing

The Director of Purchasing is responsible for managing the College’s purchasing requirements according to Florida Statutes and the College’s Administrative Rules and Procedures. As such, the Purchasing Department staff is prohibited from accepting gifts which could influence decisions made in handling the department’s responsibilities.

The Purchasing Department staff handles all purchases and competitive solicitations.  The Purchasing Department is governed by the following HCC Administrative Rules:

Administrative Services

The Director of Risk Management, Safety and Auxiliary Services plans, administers, coordinates and monitors the operation and administration of Risk Management, Safety and Security, Property Control including physical inventory, Emergency Management, and Auxiliary Services at the College.  The Auxiliary Services area includes the District Copy Center, Bookstores, Warehouse Operations, Central Stores, District Mail Room, Parking Management, and contracted copier service, food service, and vending. (Refer to Comprehensive Standard 3.10.6 – Healthful and Safe Environment).

A complete physical inventory is conducted on an annual basis and is audited by the State of Florida Auditor General's Office. A sample of the physical inventory report is included with the Supporting Documentation.

The HCC Administrative Rules by which this department is governed are as follows:

Operations and Physical Plant

The Operations Manager is responsible for the daily operations of College facilities at all campuses.  These operations include electrical, HVAC, plumbing, roofing, etc.  The Manager tracks usage of utilities and acts as liaison between the College and the local utility company.  This position also serves as the Contract Manager for service agreements with outside vendors.

The Manager of DAO Facilities is responsible for the maintenance of the District Office buildings and grounds.

The HCC Administrative Rules by which this department is governed are as follows:

Facilities Management

The Director of Facilities Planning and Construction is responsible for planning and coordinating the activities, functions, and services to ensure quality plans and the construction, remodel and renovation of College facilities. (Refer to Comprehensive Standard 3.10.7- Physical Facilities).

The HCC Administrative Rule by which this department is governed are as follows:

   
Supporting Documentation
 
 

 

                          

Comprehensive Standards

3.1.1 Institutional Mission
3.2.1 Selection of CEO
3.2.2 Legal Authority & Operating Control
3.2.3 Gov. Board: Conflict of Interest
3.2.4 Gov. Board: Undue Influence
3.2.5 Gov. Board: Dimissal
3.2.6 Gov. Board: Distinction of Duties
3.2.7 Organizational Structure
3.2.8 Qualified Administration
3.2.9 Appointment & Employment
3.2.10 Evaluation of Administrators
3.2.11 CEO: Intercollegiate Athletics
3.2.12 CEO: Fund Raising
3.2.13 Foundation
3.2.14 Ownership of Materials
3.3.1 Institutional Effectiveness
3.4.1 Program Approval & Lrng. Outcomes
3.4.2 Continuing Education Programs
3.4.3 Admissions Policies
3.4.4 Policies for Academic Credit
3.4.5 Dissemination of Academic Policies
3.4.6 Practices for Awarding Acad. Credit
3.4.7 Consortial & Contractual Programs
3.4.8 Acad. Credit for Non-Credit Work
3.4.9 Support Services
3.4.10 Definition/ Gen. Ed. Requirements
3.4.11 Security of Student Acad. Records
3.4.12 Faculty Responsibility/ Curriculum
3.4.13 Program Coordination
3.4.14 Use of Academic Technology
3.5.1 Attainment / Gen. Ed. Competencies
3.5.2 Credit Earned at Institution
3.6.1 Advanced Academic Contents
3.6.2 Independent Learning
3.6.3 Credit Earned at Institution
3.7.1 Faculty: Qualifications
3.7.2 Faculty: Evaluation
3.7.3 Faculty: Professional Development
3.7.4 Faculty: Academic Freedom
3.7.5 Faculty: Policies on Responsibility
3.8.1 Library: Facilities and Services
3.8.2 Library: Access
3.8.3 Library: Staff
3.9.1 Student Rights & Responsibilities
3.9.2 Security of Student Affairs Records
3.9.3 Qualified Student Affairs Personnel
3.10.1 Financial Stability
3.10.2 Financial Statements
3.10.3 Financial Aid Audits
3.10.4 Control of Financial Resources
3.10.5 Control of Sponsored Research
3.10.6 Healthy, Safe, Secure Environment
3.10.7 Physical Facilities