Policies for Employees
- Use of Institutional Name or Logo
- Accreditation and Institutional Publications
- Budget Preparation Process and Responsibilities
- Use of Personal Vehicles
- Notary Public Services
- Computer/Office Machine Maintenance
- Use of Institutional Vehicles
- Purchasing Procedures
- Minority and Women-Owned Business Policy
- Service Department Billing
- Mail Service
- Petty Cash Fund
- Travel Policy
- Authorized Signatures
- Check Cashing
- Equipment Budget
- Check Requests
- Budget Changes
- Cash Reimbursement
- Manually Produced Checks
The institution does not permit the use of its name in any announcement, advertisement, publication, or report if such use in any way implies institutional endorsement of any product or service. Any firm or its advertising agency requesting the use of pictures or facilities of the institution for sale or advertising purposes, or requesting the use of any copy relating to such pictures or facilities, should be referred to the Vice President for Finance or the Vice President for Enrollment Services Admission Office.
The Office of Communications and Marketing is responsible for determining whether the institution's name may be used in conjunction with the particular project or service. In certain cases, the Office of Communications and Marketing may refer requests for such use to the president, vice presidents, or others, as appropriate.
The institution is reviewed on a regular basis by several accrediting agencies. All these agencies take great care to respect the confidentiality of information supplied to them during reviews. In return, they expect the institutions they accredit to use discretion in their use of reports of the accrediting teams. Some agencies prohibit any quotations whatsoever from such documents.
To avoid any possible infringement of standards and regulations of accreditors, institutional publications will not quote the reports prepared by these agencies unless the agencies grant specific written permission. The institution's accredited status will be referred to only in those terms prescribed by said agencies
Any questions under this policy should be referred to the Vice President for Academic Affairs.
Each year the institution's annual operating budget for the coming fiscal year is prepared under the direction of the Cabinet. This budget is ultimately reviewed by the Board of Trustees and must be approved before implementation. The Board reviews a preliminary budget in May and approves the final budget in October. The University's fiscal year begins July 1 and ends June 30.
Preparation of the budget document and any subsequent revision is the treasurer's responsibility.
There are occasions in which official entertaining is in the best interest of the institution. It is essential that such entertaining stay in line with the institutional image.
When a meeting is hosted or sponsored by the institution, the latter may defray the costs of meals and light refreshments.
When the institution entertains a prospective employee, costs of meals and other necessary expenses are met by the institution. Spouses of staff members may be included, particularly if the spouse of the prospective staff member is being entertained. Moderation is expected and moderately priced restaurants are to be used. Alcohol is not reimbursable.
Intra-institutional entertainment is not reimbursable unless approved by an appropriate vice president and charged to a specific budget approved for such expenditure.
Exceptions to the above may be granted. Permission should be requested in advance from the Vice President for Academic Affairs or the Vice President for Finance.
Mileage for the use of personally owned vehicles is allowed per the amount listed on the reimbursement form. A "Travel Expense Voucher" should be submitted for reimbursement at this rate. All items on the report must be filled out. The University has liability insurance to cover the use of your own vehicle.
Notaries are available on a limited basis during regular business hours. Inquire at the Business Office for availability and times.
As a general rule, computers are not put under a service agreement. High volume printers generally are.
Contracts are generally renewable each November/December, although equipment may be added or deleted at any time throughout the year.
A charge is made to departmental budgets once a year for total maintenance contract costs for that department.
It is important that departments notify the secretary to the treasurer of changes in office equipment (for example, typewriters, dictation equipment, or others); including buying, selling, or moving equipment to another office, whether or not equipment is covered by a maintenance agreement.
Supplies and unused office machines should be returned to the Business Office for redistribution.
Employees may submit requests to reserve Doane vehicles by going onto Doane’s website and completing the fleet request form. Drivers are required to complete a certification process in order to drive Doane vehicles. This process begins in the Business Office. All drivers must have their current and valid driver's license on file with the Business Office. Drivers will have their motor vehicle driving records checked by the University’s insurer.
The University’s insurer may prohibit drivers with more than one violation on their record from driving or may be required to take defensive driving courses. All coaches, admissions and advancement personnel and certain faculty may be required to drive. Loss of driving privileges may be a reason for termination or require consideration on behalf of the employer for loss of this privilege. All drivers will be required to attend a driver training course prior to use of the University vehicles.
Students are allowed to drive University vehicles provided they complete the driver certification process. This includes van driver training, and a motor vehicle report check of driver's license information.
The person scheduling the vehicle is responsible for pick-up and return of the vehicle in good condition. Maintenance problems are to be reported immediately to the Fleet Manager. Vehicles should be returned with a full tank of gas, cleaned of all trash and personal items, windows closed and vehicle locked. Vehicles must be returned at the agreed time. Because of heavy scheduling of University vehicles, please respect this request.
If negligent driving results in an accident, the driver may be required to share costs in repair of the vehicle.
Due to insurance requirements, use of vehicles is restricted to approved activities and institutional business. Additionally, students must observe all the above elements pertaining to University employees.
DEPARTMENTS WILL BE CHARGED THE FOLLOWING RATES PER MILE FOR THE USE OF THESE VEHICLES:
Cars/Mini Vans $.29 cents per mile
Full-size Vans $.39 cents per mile
Charges will be made to departmental accounts by journal entry, initiated by the Business Office with the appropriate account number for resulting charges.
Persons paying institutional expenses out-of-pocket (such as paying for gasoline with cash rather than a credit card) should notify Business Office staff when the vehicle is returned in order to obtain a refund. Receipts are required.
There is a sheet on the van clipboard for mileage. Driver’s are required to write down the beginning and ending mileage. This sheet along with the van key and gas card are turned into the Facilities Department at the end of the trip.
Doane’s membership in E&I Cooperative Services gives Doane purchasers access to cost savings from over 90 competitively solicited contracts with suppliers negotiated with the strength of its nearly 4,000 member institutions in higher education. Check out the supplier listing by category to see if there is a supplier contract applicable to your purchase. If you already purchase from a vendor on the list, contact Ned Tucker in the Business Office at (402) 826-8601 or firstname.lastname@example.org to request a Letter of Participation for that vendor. Tell the vendor that Doane is an E&I member institution when making your purchase. If you would like a special price quote for a purchase with a vendor on the list, contact Doane’s E&I representative, Anthony Jackson at (937) 531-7404 ext 1234 or email@example.com.
All orders should be initiated on a purchase order form. Some vendors require a purchase order before an item is shipped to the institution.
Purchase order forms are available from the Business Office.
Departments operating within authorized budget levels may order or charge purchases to the University through the Purchase Order process. Bills or statements that do not identify the department to be charged can cause confusion when received by the Business Office, this may delay payment to the vendor, and often lose eligible discounts. Thus, the name of the person ordering or department to charge should be stated to the vendor and marked on the invoice or statement. Invoices are to be sent directly to the Business Office. Purchase order forms provide space for both the account number and name of a department.
A copy of the completed form, signed by the appropriate person as deemed by department head with budget authority., should be sent to the Business Office for approval before being forwarded to the vendor.
Doane University recognizes the value of diversity in our community and is, therefore, committed to actively developing supplier diversity by supporting Minority Business Enterprises (MBE) and Women Business Enterprises (WBE). Doane University is committed to providing opportunities to certified Minority & Women-owned vendors for procurement of goods and services.
Doane University will tag and maintain an automated inventory system for all fixed assets and technology assets, which will be physically counted or verified at least once every two years. The inventory system will monitor these items by including all the information elements necessary for tracking, including date, vendor name, purchase amount, general ledger number, serial number, tag ID number, location, and other information as deemed necessary.
Expenditures for technology equipment under $2,500 will be coded to the object classification -66400. Expenditures for all fixed assets over $2,500 will be coded to object classification beginning with -760xx.
Disposition of fixed assets will be approved by the Department Director or Vice President for Finance.
The department requesting the purchase of fixed assets will be responsible for correctly completing the purchase order.
The A/P Department will be responsible for identifying all assets that meet the criteria for fixed assets and noting on the Purchase Order that Accounting is to record the asset in the Fixed Asset System.
Accounting will be responsible for reconciling the fixed asset account periodically. The reconciliation will include the following: insuring all purchase prices on the corresponding invoices agree to the final payment made by Accounts Payable and verifying that the -760xx object accounts agree with the inventory listing.
Accounting will record all deposition into the system and maintain the corresponding documentation.
Accounting will be responsible for tracking and maintaining the supply of inventory tags as accountable documents and assigning them to the Technology as needed.
Memberships in professional organizations for faculty are governed by the faculty handbook. Memberships in professional organizations for non faculty members must be approved by the Appropriate person as deemed by department head with budget authority.
Costs for using copy machines, postage, media services, University vehicles, central services, and items from the bookstore and service bureau are charged automatically to department accounts each month.
Questions or problems regarding the account number to which a service department charge is made should be directed to the Business Office. Questions concerning amount of charges or supporting detail or the service itself should be directed to the department providing the service (such as service bureau, bookstore, and others).
It is important that departments anticipate charges that are made for the final months of the fiscal year (May and June) to be sure that sufficient funds are available to cover them.
Service departments are responsible for maintenance of data supporting their charges.
An informative copy of detailed charges may be sent to the receiving department by the service department.
To use the institution bulk permit, mailing must be associated with the institution in some manner and it must be imprinted with the institution's insignia.
Delivery time for bulk mailings is three to six weeks (it is possible that bulk mailings to nearby areas may be delivered in less time). Department staff should keep this in mind, allowing adequate time for all preparation.
Offices are billed monthly for use of the institution's bulk permit. Special preparation is necessary for bulk mailings. The office, department, or person in charge of preparing the bulk mailing to be mailed needs to ensure the following steps are met before taking the mailing to the Service Bureau to be mailed:
1) All pieces must weigh the same amount; make sure nothing extra is stuffed into any one piece of the larger mailing.
2) All pieces must be in ZIP code order - either ascending or descending, it doesn't matter.
3) At least 200 pieces are present in the mailing to guarantee the bulk rate.
4) If not yet sealed, make sure all flaps are up in order to go through the postage machine for sealing.
5) An accurate count of pieces within the mailing is provided to the Service Bureau when dropped off with their office.
Mailroom personnel are trained to run bulk mailings through the postage machine as necessary and to fill out all proper paperwork. The bulk rate does not apply to mail sent to Canada, Mexico, or any other foreign countries. When computer-generated labels are used, they should be ordered in ZIP code sequence.
BUSINESS REPLY MAIL
All departments are charged for any ‘Address Service Requested' envelopes returned. Billing is done on a monthly basis through the interdepartmental billing system.
Often it is necessary to make small purchases on behalf of the institution when it would be inefficient to prepare a purchase order. To meet this need, a petty cash fund may be established by the department requesting it through the business office.
DEPARTMENTS AUTHORIZED FOR PETTY CASH FUNDS ARE:
The fund may be for no more than $500. Petty cash funds are subject to audit in the total amount of the petty cash fund. Cash or receipts must add up to the total petty cash amount. The custodian of the fund is responsible for the fund and its safekeeping. Receipts or statements must be obtained that substantiate use of the cash. Appropriate department heads will designate who is responsible for safekeeping of petty cash funds.
Use of petty cash funds is not to be confused with the process of reimbursement for cash.
Petty cash funds must be closed out at the end of each fiscal year or reconciled as requested by the Business Office staff.
In accordance with IRS regulations, the University has the following Travel Policy accountability plan that allows for the reimbursement of employees (and in certain cases non-employees) for authorized business expenses with no impact on taxable compensation. The accountability plan rules apply to all payments, reimbursements, or advances for authorized business expenses both travel and non-travel related. It is the policy of the University that all reasonable expenses for job related travel shall be reimbursed in accordance with the guidelines set forth below. It is recognized that exceptions are necessary from time to time and these should be cleared, in advance, with the Vice President for Finance or his or her authorized representative.
Air coach should be used in the interest of economy whenever available. If traveler chooses to upgrade, traveler will pay the difference between coach, and upgrade. Receipts must be attached to the request for reimbursement. Whenever possible tickets should be purchased well in advance to take advantage of the maximum discount available. Travel by private aircraft is not allowed. The University does not insure employees unless they are traveling by commercial carrier.
Travel by private auto is reimbursable at the rate provided on the travel expense reimbursement form as it may change from time to time, provided such total reimbursement does not exceed equivalent air coach fare or other reasonable available transportation. Necessary extra costs for food and lodging while in route are not reimbursable if the traveler is reimbursed on a mileage basis in preference to air travel or other public transportation. The University maintains several vehicles which may be checked out for related business. Employees, who are being compensated for additional services to the University, and service distinct from their major assignments, may not be compensated for travel related expenses. Examples would be faculty or staff who has elected to teach additional courses for additional compensation at other than the main campus they are assigned to. Use of a University vehicle for the example would be billed to the employee.
Rental autos may be used when such travel is more advantageous to the institution than the use of taxis or other means of transportation. Advance reservations for the most economical rental option should be requested.
Taxi and Limousine Service
Fares including reasonable tips are allowable if no other reasonable public transportation is available.
Actual expense for meals and tips is reimbursable. Meal expense should be claimed only when there is an actual meal expense If meal is provided by lodging, airfare, or part of conference/event, then a claim for meal reimbursement will not be allowed. The University may pay for up to three meals per day. Snacks may be reimbursed if used for approved University activities.
Please observe the following:
- Alcoholic beverages are not reimbursable.
- Tips should be reasonable, with a general rule of no more than 20%.
- Detailed receipts are required. Failing to provide receipts may result in reimbursement not being paid.
- Moderate expenditures for meals are expected. No per-diem is suggested; however, locale, and availability of restaurants should guide choice. The University expects you to eat as you would at home. Please be reasonable in your selections
- Meal expenses are subject to review and allowances may be made for excessive charges.
Actual reasonable hotel expense when supported by vouchers is reimbursable. (No maximum is established since it is recognized that reasonable expense differs according to size of the town and area of the country.) As a general rule select the mid-priced accommodation if you have a choice. If a student stay is included, read the policy below on Traveling with Students.
Other Necessary Miscellaneous Expenses
Reimbursement is provided if properly explained and if supported by receipts for expenses.
Fees should be paid in advance by billing, credit card, or expense check.
A cash advance equal to estimated out-of-pocket costs may be requested two weeks in advance of travel. At the conclusion of the trip, all expenses must be itemized with the cash advance indicated as an offset to the total expense. An itemized accounting for the advance must be made to the Business Office within 7 days after returning. Employees who do not file timely expense reports may not be eligible for further advances. Employees are responsible for reimbursing the University for any funds not used or missing receipts.
Travel/Entertainment Expense Voucher
An itemized accounting for travel expenses should include all original receipts and should be forwarded to the Business Office no later than 30 days after the conclusion of travel. Expense vouchers must have a supervisor signature.
Doane University is exempt from most state sales taxes. Most items purchased by purchase order will be exempted. The Business Office maintains a state sales tax exemption form and generally includes our exemption number on all purchases. If you are traveling outside the state, please see the list of states that have exemptions filed. For the complete list of exemptions please see the Tax Exemptions page. If a state, you are visiting is not on the list contact the business office at least 90 days prior to travel to process the forms.
Nebraska Sales Tax Exemption Number: 05-0340278
TRAVELING WITH STUDENTS
To comply with Federal Regulations, the University is required to obtain information related to student involved trips. To help comply with this regulation the Travel Reimbursement form has an additional second page to be completed when students do travel with Faculty or Staff. This is required to be filled out prior to any reimbursement. This page must also be completed when accommodations are paid with a University Credit Card. Failing to do so may result in Staff or Faculty being responsible for reimbursing the University for such expenditures.
FACULTY DEVELOPMENT TRAVEL THROUGH OFFICE OF ACADEMIC AFFAIRS
The faculty development travel budget is administered through the Office of Academic Affairs. Travel funds must be requested and approved prior to travel. At the completion of the trip, faculty complete the Travel Expense Reimbursement Form and submit electronically the Faculty Development Travel Voucher, all accompanied by receipts to the Office of Academic Affairs. This online submission process is only for faculty development money, not grants, or other travel requests.
The following items must have approved signatures to be processed:
- Check Requests (Appropriate person as deemed by department head with budget authority.)
- Invoice Approvals (Appropriate person as deemed by department head with budget authority.)
- Physical Plant Work Orders (Appropriate person as deemed by department head with budget authority.)
- Purchase Orders (Appropriate person as deemed by department head with budget authority.)
Must have the signature or review of the treasurer before the grant is submitted.
Must have the signature or review of the Treasurer before executed. The following individuals are the only authorized individuals to contractually obligate the University:
- Vice President for Financial Affairs
The Business Office has funds available to cash checks for faculty, staff, and students of the institution.
The following guidelines apply:
- Checks cannot exceed $30
- Identification may be required. Employee's or student's ID or a driver's license usually is sufficient
- There will be a $10 charge for any check returned by the bank for any reason
Equipment costing $2,500 or more may be ordered only from an equipment budget with sufficient funds.
The ordering department must request a transfer of funds establishing such a budget if none exists when specific items of equipment are required. It is important that justification for the budgetary provision for equipment be included with the transfer request.
The Business Office may not issue an equipment purchase order until after the requisition has been approved by the appropriate department head or supervisor. Prior to purchases comparison shopping should be done on equipment for additional savings.
Duplicated equipment may not be ordered. If the university has equipment available for sharing the equipment requested may not be ordered.
All equipment must be ordered by departments 90 days prior to the close of the fiscal year.
Please use the appropriate form when requesting issuance of checks. Check requests must be received in the Business Office with all the appropriate signatures and supporting original documentation for the check to be processed. Checks are processed every Tuesday. Check requests must be received by noon on Monday to be processed on Tuesday. Checks will be available for pick up after 2 p.m. on Wednesday. Check requests with incomplete authorization and/or documentation may not be processed until completed correctly.
Check requests for payments to current Doane employees for additional or supplementary services beyond their regular employment duties should be submitted through Human Resources and requires the approval of the Vice President for Finance.
Check requests for services and fees provided by independent contractors must be submitted with a properly completed Form W-9 by the payee. The W-9 is used to validate their federal Tax Identification Number (TIN) and Name as filed with the IRS. Independent contractors receiving payments in excess of $600 in a calendar year and meeting IRS criteria will be issued a Form 1099-MISC. Doane will follow all IRS rules and regulations to comply when filing tax forms with the IRS. Doane will not make a payment to a vendor if they fail to provide a requested valid taxpayer identification number. Doane uses federal TIN verification services to validate name and TIN provided by a vendor.
Wire and ACH Processing
To better serve the campus and our suppliers’ needs, Doane offers wire and ACH payments for certain situations. For immediate payment we allow wire and ACH payments. Contact the business office if a wire or ACH payment is needed.
Wires and ACH transfers will be completed in a timely manner. As wires and ACH transfers are routed through banks all required documentation will be obtained prior to any wire or ACH being initiated. As such requirements may change depending on the requirements of the outside bank.
Budgets are established for departments at the start of each fiscal year. In certain circumstances, the budget for a particular category may be modified. Such circumstances include, but are not limited to, preventing over expenditures, meeting unusual events, and others.
All budget changes must be approved by the relevant budget office and then submitted to the controller. Please note that the dean of faculty is the budget officer for all faculty salary wage budgets.
Budget changes should be submitted prior to the event necessitating the change. Revised budgets are reflected on WebAdvisor.
Cash reimbursement may be used for small amounts. The reimbursement depends on the amount of the request and availability of cash in the business office. Reimbursement form must be complete and have proper approvals.
A manually produced check is one that is prepared manually by the Business Office for non-routine payments. Such a check requires special handling and substantially increases the workload of the office.
Manually produced checks are available for special circumstances involving emergencies, advance payment requirements of a vendor, and other situations as warranted. Appropriate person as deemed by department head with budget authority must give approval prior to processing. Checks will be produced as needed and when appropriate.