Management and Use of University Funds and Tailgating: Difference between pages

From Appalachian State University Policy Manual
(Difference between pages)
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Policy 501
Policy 106.3
 
== Introduction ==
== Introduction ==
 
You may copy this page's source to start a new policy page. Be sure to remove or overwrite the examples. Second level headings should NOT be altered.
1.1 The Controller's Office is a division of Business Affairs primarily responsible for the recording, accounting, controlling and reporting of all University financial transactions subject to regulations and procedures established by the North Carolina Department of Administration and the North Carolina State Auditor's Office. All funds for the operation of the University's academic programs and support facilities, student aid programs, student support facilities, grant programs and any other funds directly related to the total mission of the University are administered through this office


== Scope ==
== Scope ==
Line 10: Line 8:
== Definitions  ==
== Definitions  ==


== Policy and Procedure Statements  ==
=== Office Organization ===
The Office is organized into three major areas of responsibilities designated: State Funds Accounting, Special Funds Accounting, and Student Accounts. The three major areas are further divided into specific functional sections as outlined below:


==== State Funds Accounting ====
=== Tailgating ===
#Accounts Payable
:Tailgating is defined as parking in a designated location or area and/or setting up non- permanent facilities (such as tents and tables) to consume food and beverages prior to an officially sanctioned University event to which the public is invited and the event has been approved for tailgating. If the Chancellor or his designee pre-approves the consumption of alcohol for a specific tailgating event, only malt beverages and unfortified wine may be consumed by individuals twenty-one (21) years of age or older.
#Payroll
#General Ledger Accounting and Budget Reporting
#Current Operation Fund (Academic)  
#Student Auxiliaries (Auxiliary)  
#Institutional Auxiliaries (Trust Funds)
#Debt Retirement Funds


==== Special Funds Accounting ====
== Policy and Procedure Statements ==
#Contracts and Grants Accounting
#Capital Improvement Funds
#Special Funds
   
==== Student Accounts ====
#Cashier's Office
#Student Accounts Receivable
#Loans and Scholarships


'''Location''' - The Controller's Office is located in the Business Affairs Annex Building on the State Farm Road.
=== Conduct ===
Individuals attending events at Appalachian State University are expected to conduct themselves in a manner respectful of the nature and character of the university. Persons acting in a disruptive, disrespectful or disorderly manner may be asked to leave the premises or be subject to citation. Students may also be charged with a violation of the Code of Student Conduct.


'''Assistance''' - If your specific question is not answered in this section of the RESOURCE MANUAL, contact the Controller's Office at 262-2110.
'''APPALACHIAN STATE UNIVERSITY DOES NOT SANCTION THE CONSUMPTION OR POSSESSION OF ALCOHOLIC BEVERAGES BY UNDERAGE PERSONS; NOR DOES IT SANCTION THE VIOLATION OF FEDERAL, STATE OR LOCAL LAW.'''


=== Budget Office ===
=== Tailgating Areas/Times ===
Tailgating with food and non-alcoholic beverages is permitted on all areas of campus.


==== Responsibilities ====
Possession and consumption of alcoholic beverages while tailgating will be permitted in the following areas, or those parking lots adjacent to the facilities listed below, unless otherwise stipulated by the University Administration:
4.2.1.1 The Budget Office is a division of Business Affairs reporting directly to the Associate Vice Chancellor for Administration. The primary responsibility of the Budget Office is to allocate and monitor all budgeted funds appropriated by the North Carolina General Assembly as directed by the Board of Governor's of the University of North Carolina System. All allocations are subject to mandates, regulations and procedures established by the North Carolina Office of State Budget, Planning and Management in compliance with the State of North Carolina General Statutes, the Office of the President of the University of North Carolina System and the State Controller's Office. Monitoring Auxiliary and Institutional Trust Funds is a secondary responsibility.
{|
 
|Broyhill Music Building Lot                       
==== Location ====
|Chemistry and Physics (CAP) Lot
4.2.2.1 The office, consisting of the Budget Director, an accountant and two accounting technicians, is located in the Office of the Vice Chancellor for Business Affairs, third floor, Suite 305, Dougherty Administration Building.
 
==== Assistance ====
4.2.3.1 The goal of the Budget Office is to assist all areas of the University in developing a comprehensive spending plan to support the total mission of Appalachian State University. If your specific question is not answered in this section of the RESOURCE MANUAL, contact the Budget Office at (828) 262-6432.
 
4.2.3.2 Organizational Chart - Business Affairs
 
{|border = "1"
!Colspan = "6"|Chancellor
|-
!Colspan = "6"|Vice Chancellor for Business Affairs
|-
!Colspan = "6"|Adminstrative Assistant
|-
|Administration
|Physical Operations
|Auxillary Operations
|New River Light & Power
|Public Safety/University Police
|-
|Controller's Office
|Design and Construction
|Bookstore
|Accounting and Finance
|Traffic Control
|-
|Administrative Support Services
|Plant Engineering
|Food Service
|Customer Service
|Investigations
|-
|University Budget
|Plant Maintenance Suprvision
|
|Engineering and Operations
|
|-
|Systems
|Water Plant
|
|Construction and Maintenance
|
|
|-
|Champions Lot                                   
|Duck Pond Field
|
|
|Administrative Services
|Durham Park
|East Stands Lot
|
|
|Comuter Aided Drawing
|Edwin Duncan Hall Lot                           
|Farthing Auditorium Lot
|
|
|-
|Greenwood Lot                                     
|Holmes Center Lot
|
|
|Motor Pool
|John Thomas Hall Lot                             
|Justice/Coltrane Halls Lots
|
|
|Information Specialist
|Katharine Harper Hall Lot
|Legends Lot
|                       
|Raley Lot
|Rivers Street Parking Deck
|                       
|South Lot
|Stadium Lot
|                                     
|Student Recreation Center Lot                     
|University Drive Parking Spaces
|
|
|New Parking Deck next to the Carol Grotnes Belk Library and Information Commons
|}
|}


Organizational Chart
'''THE ABOVE DESIGNATED AREAS ARE THE ONLY LOCATIONS APPROVED FOR TAILGATING WITH ALCOHOL. Consumption of alcohol outside designated areas and/or time periods constitutes a violation of Appalachian State University tailgating policy. Violators are subject to prosecution under the
 
Appalachian State University Code of Student Conduct, the laws of The Town of Boone, and/or the laws of the State of North Carolina.'''
{| border="1"style="text-align;center;"
|Budget Office
|-
|Chancellor
|-
|Vice Chancellor for Business Affairs
|-
|Associate Vice Chancellor for Administration
|-
|Budget Office
|}


=== Description of Functional Areas ===
Alcohol consumption will not be permitted in any area during or after the game.


==== State Funds Accounting ====
Tailgating is limited to directly behind your parked vehicle. '''Roadways cannot be blocked for any reason and more than one parking spot cannot be used.'''


4.3.1.1 The character and purpose of State Funds Accounting can best be explained by the following statements of its particular objectives, functions, and responsibilities:
Motor homes will not be allowed to park in campus parking lots the night before a game.  
#Checks and reviews all procurements to insure that correct code numbers are used, that there is adequate budget amounts, and proper authorization.
#Reviews and pays all purchase orders, invoices, travel advances and reimbursements, and memo requests for payment as accurately and expediently as possible.
#Prepares and pays sales tax reports for all University reporting units.
#Prepares voucher registers and posts all accounting data from voucher registers, receipts journal, adjustments journals and registrations.
#Transmits all accounting data to the Computer Center for processing.
#Prepares and distributes monthly budget and accounting reports to the Division of State Budget.
#Prepares and distributes monthly budget and accounting reports to all University departments.
#Prepares and distributes the University payrolls.
#Prepares and submits all required payroll reports to the Internal Revenue Service, North Carolina Department of Revenue, North Carolina Public Employees Social Security System, and other agencies for which reports are generated from the Payroll System.
#Provides assistance and guidance in accounting matters for all University areas.
4.3.1.2 Distributes travel reimbursement and advance travel checks.


==== Special Funding Accounts ====
<u>Tailgating sites will not open prior to 9:00 A.M. before the official beginning of the event.</u>


4.3.2.1 The Special Funds Accounting section of the Controller's Office is designed to receive and account for "special" funds coming to the University which are not in direct support of the academic and auxiliary areas. The following is a list of these accounts and their functions. Most of these funds are on deposit with the State Treasurer's Office as University Trust Funds.
Tailgating will not be permitted during the event.


==== Special Grants Accounts ====
=== Consumption of Alcohol ===


4.3.3.1 These accounts are used to receive, disburse and account for all State, local, and private grants, contracts, and special programs operated by the University for the academic areas. It also includes those service awards for the University and regional community.
Consistent with North Carolina State Law, <u>Underline</u>only malt beverages and unfortified wine may be possessed or consumed. Spirituous liquor (including mixed drinks) is NOT permitted.<u>Underline</u>


==== Consolidated Funds ====
Kegs and other common containers are not allowed at any time.


4.3.4.1 These accounts are necessary to account for the miscellaneous activities throughout the University which generate revenue. Some accounts in this category serve as clearing accounts for funds channeled through the University temporarily. A complete accounting system is maintained on each account.
Glass containers are not allowed.


==== Department of Education Funded Grants =====
Drinking games, including, but not limited to, beer pong, and the use of devices intended to accelerate the consumption of alcohol, including, but not limited to, funnels or beer bongs, are prohibited.


4.3.5.1 This account acts as a clearing account to receive, transfer, and account for all funds coming to the University from the Department of Education. The account receives its funds from the ACH/EFT payment method through the Department of Education Payment Management System.
Any participant who consumes alcoholic beverages at such events <u>Underline</u>must be able to produce a valid driver’s license or other photo ID that reflects the person’s age<u>Underline</u> upon request.


==== Health and Human Services Funded Grants ====
Consumption of alcoholic beverages is prohibited on any other part of the campus or on public streets that run through or are adjacent to the campus.


4.3.6.1 This account acts as a clearing account to receive, transfer, and account for all funds coming to the University from the Department of Health and Human Services. The account receives its funds through the Department of Health and Human Services centralized Payment Management System.
Consumption of alcoholic beverages may begin no more than 3 ½ hours before the starting time of the event. Consumption of alcoholic beverages '''after''' commencement of the event is '''prohibited'''. (University Alcohol Policy, Resource Manual, Administrative Policy 21)


==== Appalachian State University Endowment Fund ====
=== Consumption and Preparation of Food ===


4.3.7.1 This account is necessary to account for the funds transferred from the University Bookstore, New River Light and Power Company and Appalachian State University Foundation, Inc., to be used for student scholarships.
No food may be sold without proper University permit (either Food Services and/or Athletics).


==== Advanced Tuition Deposit ====
Propane and charcoal grills are the only permissible sources of heat for cooking. Burned coals and/or residue from cooking may not be permitted to make contact with the paved surface of the parking lot. Hot coals must be completely extinguished with water prior to leaving the tailgating site.


4.3.8.1 This is a holding account necessary to receive the required deposits for both housing and subsistence from students who plan on entering the University at some future date.
Open flame fires, including fire pits, are prohibited.


==== Capital Improvements ====
=== Trash ===


This account is necessary to account for the funds from State appropriations and other sources for projects designated as a capital improvement or an expansion of the physical plant.
All groups and individuals participating in tailgating are responsible for proper disposal of their trash and other debris such as charcoal.
Recycling is strongly encouraged.


Special Funds Accounting is charged with the responsibility for reporting the activity of these funds to the appropriate sources and to help assure that these funds are used in the best interest of the University and within the original intent.
Trash containers will be provided throughout campus.


==== Student Accounts ====
=== Solicitation ===


The Student Accounts Section consists of the Cashier's Office and the Loans and Scholarships section.
No sales activities are allowed on the Appalachian State University campus, including any/all tailgating areas, without permission from the appropriate University office, i.e. Athletics and/or Center for Student Involvement and Leadership.
(Facility Use Policy, Section 11-Solicitation and Solicitors, Resource Manual)


==== Cashier's Office ====
Only Appalachian State University Athletics or their designated representatives will be allowed to sell merchandise at athletics events.


#The Cashier's Office is responsible for the receipting and depositing of all University related funds. The objective is to insure that monies due to or belonging to the State are received and accounted for in a manner which assures a complete and adequate record of each transaction and assures monetary control over the receiving function.
=== Structures ===
#The operation of the Cashier's Office is designed to aid the University in handling receipts as required by statute and to supply necessary information to the State Treasurer and the State Disbursing Officer.
#Student and faculty/staff accounts receivable for all charges other than Loans and Scholarships are maintained in this office.


==== Loans and Scholarships Section ====
No permanent or semi-permanent structures may be constructed or placed for any activity on University grounds except by authority of the Vice Chancellor for Business Affairs or the Vice Chancellor for Student Development(Facility Use Policy, Section 5-Use of University Grounds and Exterior Facilities, Resource Manual).


#This section houses and maintains all fiscal records for the NDEA/NDSL Perkins Fund, Appalachian State University Student Loan Fund, Appalachian State University Scholarship Fund, Appalachian State University Funds on Deposit, College Work Study, PELL, and S.E.O.G. programs.
=== Smoking Policy ===
#In addition to the normal bookkeeping activities, Loans and Scholarships is responsible for direct contact with students, former aid recipients, collection agency representatives, Department of State Auditors, Department of Justice and program officers for the Department of Health, Education and Welfare.
#This section is responsible for all activities involved in issuing checks and ultimately collecting repayments.


=== Description of Budget Function ===
Smoking is not allowed inside Kidd Brewer Stadium or within 50 ft. of any university facility.


The character and purpose of Budget Administration can be explained by the following statements of its objectives and functions:
If smoking in a designated area, smoking residue must be placed in appropriate receptacles. (Smoking Policy, Resource Manual)
#Coordinate and prepare the biennial Continuation Budget and Expansion Budget.  
#Prepare quarterly allotments for the expenditure/receipt of State Funds and submit to the Office of State Budget and Management.
#Prepare Quarterly Cash Requirement Worksheets and submit to the State Controller's Office.
#Work with all divisions of the University to distribute and maintain their budgets.
#Monitor departmental budgets to prevent over spending.
#Notify departments of any over expended/over encumbered budget pools/objects within their departmental account.
#Process all internal budget adjustments and flexibility budget revisions and maintain the Online Budget Transfer System.
#Prepare budget revisions for approval by the Office of State Budget and Management.
#Maintain the University (Payroll) Position Management System to monitor lapsed salaries and Salary reserves.
#Prepare special reports at the request of the General Administration of the University of North Carolina System, the North Carolina General #Assembly-Fiscal Research Office, Office of State Budget and Management and other offices within the University.
#Administer State Information Processing Services (SIPS) Resource Access Control (RACF) Security.
#Establish new departmental accounts as required.
#Maintain the database of organizational structure for various reporting.


== Additional References ==
== Additional References ==

Revision as of 15:21, 19 September 2011

Policy 106.3

Introduction

You may copy this page's source to start a new policy page. Be sure to remove or overwrite the examples. Second level headings should NOT be altered.

Scope

Definitions

Tailgating

Tailgating is defined as parking in a designated location or area and/or setting up non- permanent facilities (such as tents and tables) to consume food and beverages prior to an officially sanctioned University event to which the public is invited and the event has been approved for tailgating. If the Chancellor or his designee pre-approves the consumption of alcohol for a specific tailgating event, only malt beverages and unfortified wine may be consumed by individuals twenty-one (21) years of age or older.

Policy and Procedure Statements

Conduct

Individuals attending events at Appalachian State University are expected to conduct themselves in a manner respectful of the nature and character of the university. Persons acting in a disruptive, disrespectful or disorderly manner may be asked to leave the premises or be subject to citation. Students may also be charged with a violation of the Code of Student Conduct.

APPALACHIAN STATE UNIVERSITY DOES NOT SANCTION THE CONSUMPTION OR POSSESSION OF ALCOHOLIC BEVERAGES BY UNDERAGE PERSONS; NOR DOES IT SANCTION THE VIOLATION OF FEDERAL, STATE OR LOCAL LAW.

Tailgating Areas/Times

Tailgating with food and non-alcoholic beverages is permitted on all areas of campus.

Possession and consumption of alcoholic beverages while tailgating will be permitted in the following areas, or those parking lots adjacent to the facilities listed below, unless otherwise stipulated by the University Administration:

Broyhill Music Building Lot Chemistry and Physics (CAP) Lot Champions Lot Duck Pond Field Durham Park East Stands Lot Edwin Duncan Hall Lot Farthing Auditorium Lot Greenwood Lot Holmes Center Lot John Thomas Hall Lot Justice/Coltrane Halls Lots Katharine Harper Hall Lot Legends Lot Raley Lot Rivers Street Parking Deck South Lot Stadium Lot Student Recreation Center Lot University Drive Parking Spaces New Parking Deck next to the Carol Grotnes Belk Library and Information Commons

THE ABOVE DESIGNATED AREAS ARE THE ONLY LOCATIONS APPROVED FOR TAILGATING WITH ALCOHOL. Consumption of alcohol outside designated areas and/or time periods constitutes a violation of Appalachian State University tailgating policy. Violators are subject to prosecution under the Appalachian State University Code of Student Conduct, the laws of The Town of Boone, and/or the laws of the State of North Carolina.

Alcohol consumption will not be permitted in any area during or after the game.

Tailgating is limited to directly behind your parked vehicle. Roadways cannot be blocked for any reason and more than one parking spot cannot be used.

Motor homes will not be allowed to park in campus parking lots the night before a game.

Tailgating sites will not open prior to 9:00 A.M. before the official beginning of the event.

Tailgating will not be permitted during the event.

Consumption of Alcohol

Consistent with North Carolina State Law, Underlineonly malt beverages and unfortified wine may be possessed or consumed. Spirituous liquor (including mixed drinks) is NOT permitted.Underline

Kegs and other common containers are not allowed at any time.

Glass containers are not allowed.

Drinking games, including, but not limited to, beer pong, and the use of devices intended to accelerate the consumption of alcohol, including, but not limited to, funnels or beer bongs, are prohibited.

Any participant who consumes alcoholic beverages at such events Underlinemust be able to produce a valid driver’s license or other photo ID that reflects the person’s ageUnderline upon request.

Consumption of alcoholic beverages is prohibited on any other part of the campus or on public streets that run through or are adjacent to the campus.

Consumption of alcoholic beverages may begin no more than 3 ½ hours before the starting time of the event. Consumption of alcoholic beverages after commencement of the event is prohibited. (University Alcohol Policy, Resource Manual, Administrative Policy 21)

Consumption and Preparation of Food

No food may be sold without proper University permit (either Food Services and/or Athletics).

Propane and charcoal grills are the only permissible sources of heat for cooking. Burned coals and/or residue from cooking may not be permitted to make contact with the paved surface of the parking lot. Hot coals must be completely extinguished with water prior to leaving the tailgating site.

Open flame fires, including fire pits, are prohibited.

Trash

All groups and individuals participating in tailgating are responsible for proper disposal of their trash and other debris such as charcoal. Recycling is strongly encouraged.

Trash containers will be provided throughout campus.

Solicitation

No sales activities are allowed on the Appalachian State University campus, including any/all tailgating areas, without permission from the appropriate University office, i.e. Athletics and/or Center for Student Involvement and Leadership. (Facility Use Policy, Section 11-Solicitation and Solicitors, Resource Manual)

Only Appalachian State University Athletics or their designated representatives will be allowed to sell merchandise at athletics events.

Structures

No permanent or semi-permanent structures may be constructed or placed for any activity on University grounds except by authority of the Vice Chancellor for Business Affairs or the Vice Chancellor for Student Development(Facility Use Policy, Section 5-Use of University Grounds and Exterior Facilities, Resource Manual).

Smoking Policy

Smoking is not allowed inside Kidd Brewer Stadium or within 50 ft. of any university facility.

If smoking in a designated area, smoking residue must be placed in appropriate receptacles. (Smoking Policy, Resource Manual)

Additional References

Authority

Contact Information

Effective Date

Revision Dates

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