Check Requests and APPCARDS: Difference between pages

From Appalachian State University Policy Manual
(Difference between pages)
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Policy 501.15
Policy 505.1
 
== Introduction ==
== Introduction ==
The purpose of this policy is to provide administrative oversight and direction for issuing Appalachian State University (“Appalachian”) identification cards (“AppCards”), or campus credentials. AppCard credentials serve as the official campus identification and facility access card.


== Scope ==
== Scope ==
 
The policy applies to individuals who are required or permitted by Appalachian to obtain an AppCard, including students, faculty, staff, and other visitors of the University.


== Definitions  ==
== Definitions  ==
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== Policy and Procedure Statements  ==
== Policy and Procedure Statements  ==


=== Delegation ===
=== Student APPCARDS  ===
4.1.1 Each department must request authorization to use the Check Request Procedure. The Check Request Authorization form is available by calling 2110. The Chairman, Dean, or Director may delegate this authority to specified departmental personnel. Each individual so authorized to use the procedure must be held accountable for unauthorized purchases or improper practices. Repeated misuse of the procedure may result in withdrawal of the Check Request Procedure delegation from the Department. See [http://policy.appstate.edu/Small_Purchase_Policy Small Purchase Policy].
4.1.1 The APPCARD Office is located on the first floor of Trivette Hall. The office is open from 8:00 a.m.- 5:00 p.m. Monday through Friday.


=== Purpose of Procedure ===
4.1.2 Electronically encoded APPCARD cards are issued from the APPCARD Office to all students upon their arrival on campus. The cards provide access to campus events and fee-supported services including the use of the library, admittance to intercollegiate athletic events, use of the infirmary, the physical education facilities, Quinn Recreation Center, Mt. Mitchell Fitness Center, Parking, and door access to residence halls.
4.2.1 The Check Request Procedure may be used to facilitate departmental procurement of domestic supplies and/or materials required from off campus sources.


4.2.2 The Check Request Procedure cannot be used for the following:
4.1.3 The dependents of Appalachian State University students are eligible for Appalachian State University APPCARDS. The appropriate form can be obtained from the APPCARD Office located in Trivette Hall.


4.2.3 '''Restrictions on Use''' -
4.1.4 The student must accompany the dependent and both must sign the form. Also, the student must be currently enrolled at Appalachian State University. If the dependent is 16 years old, he/she will be identified as a dependent and issued an APPCARD. However, if the dependent is under 16 years old, he/she will be issued an APPCARD but must be accompanied by an adult before using University facilities.
#Orders $1,500 or more (including tax, delivery, and costs to place the item into operation). Orders may not be split to avoid this threshold.
#Food, Beverages and Flowers
#Contracted Personal Services.
#Research Gases/Radioactive Materials
#Purchases from Overseas Vendors
#Items carried in University Warehouse. These items must be ordered from the warehouse. Items carried by the warehouse are available through Gopher/ASU Policies and Procedures/Warehouse.
#Reoccurring monthly charges (phone, internet, copier charges, etc.)
#Any items listed on State Term Contracts must be purchased from a State Contract Vendor. This information is available by accessing state contracts at http://www.state.nc.us/PandC. Contact the Purchasing Office for guidance on prepaids and first aid supplies approved by the Safety Office.  


4.2.4 The Controller's Office is charged with oversight of the Check Request Procedure to ensure compliance with University policies and State purchasing laws and regulations.
=== Faculty/Staff APPCARDS ===
4.2.1 Photographs for Appalachian State University APPCARD are made in the APPCARD Office. Faculty and staff must have a notice from the Office of Human Resource Services.


4.2.5 A feedback memorandum will be sent on each Check Request which does not appear to be in compliance. Replies to these inquiries are needed to support the University's files for audit purposes.
4.2.2 The dependents/spouse of University employees are eligible for Appalachian State University APPCARDS. The appropriate notice can be obtained from the Office of Human Resource Services.


4.2.6 Repetitive non-compliances will be referred to the appropriate Department Head.
4.2.3 An APPCARD will be issued when the photograph is taken. There is a nominal charge for replacement cards.


4.2.7 Purchases from the University Bookstore - the procurement form should be used as authorization for the Bookstore to charge purchases to the departments.
=== Meal Accounts ===
4.3.1 Faculty, staff and off-campus students may open a meal account with a minimum deposit of $20. The account can be opened in the APPCARD Office. Students living in residence halls are required to choose from four meal options depending on individual meal patterns. The charge for the meal option is included in the subsistence charge.


=== Check Request Procedure ===
4.3.2 Appalachian Express Accounts - Faculty, staff or students may open an Appalachian Express Account with a minimum deposit of $20. (See FDS Appendix 7). Additional deposits may be made in the APPCARD Office. An individual's APPCARD will access this account.
Procedure Reference - Review ASU Policy Manual [http://policy.appstate.edu/Check_Request_Procedure Check Request Procedure Policy].  


==== Procedure Steps ====
4.3.3 Faculty or staff may also open a charge account through the APPCARD Office following approval of the application. (See FDS Appendix 8). This is an increasing account and is taken out of the individual's check at the end of each month. The APPCARD will access this account.
#Make sure the item(s) you wish to order do not violate the restrictions outlined in Check Request Procedure. Do not split in order to remain under the $1500 threshold!
#If an item is carried in the warehouse, order it from the warehouse. Items carried by the warehouse are available through [http://materials.appstate.edu/warehouse-supply-list Warehouse Supply List].
#If an item is a State contract item, be sure to place the order with a State contract vendor.


==== Accessing State Contracts ====
4.3.4 Appalachian Express Accounts can be used in Campus Dining, Bookstore, Vending, Crossroads Coffee Shop, Laundry, Student Accounts, Student Programs, Infirmary, Athletic Ticket Office, and Broyhill Inn's Jackson Dining Room.


4.3.2.1 Access state contracts at http://www.pandc.nc.gov/index.htm. You may call the Purchasing Office for guidance.
4.3.5 The cashiers will accept either cash or a valid APPCARD with account balances as payment for any purchase in the Campus Dining facilities.
#Be sure that a sufficient free balance exists in the supply line of your budget.
#Call the vendor or mail the original copy of the Check Request form. Use the vendor's toll free number when possible.
#Select a Check Request to be used to confirm your order. (Check Requests are serialized by numbers beginning with the letter "S").
#Give your name, department name, room number and building as the "ship to" address, and the Check Request number as the order number. Include the catalog number, description, and quantity of materials required.
#Give the vendor the same "ship to" and "bill to" address exactly as follows:
##Your or Recipient's Name and telephone number
##Department Name
##Campus Box #, Room No. and Building Name
##Appalachian State University
##Boone, NC 28608


4.3.2.2 This will ensure that the vendor's shipment and invoice reach the department directly. (Do not use Check Request Procedure when ordering materials which cannot be mailed or shipped by carriers such as U.S. Mail, UPS, etc. Freight lines will not deliver beyond a delivery dock.)
=== If Card is Lost or Stolen ===
#Ask the vendor's order clerk to "check stock" and then issue the order only for quantities available for immediate shipment (but for no more than $1500). There must be no "back orders."
4.4.1 If an APPCARD is lost or stolen, it should be reported immediately to the APPCARD Office or to any Food Service Cashier from 8:00 a.m. to 5:00 p.m. A lost or stolen card may be reported to the University Police from 11:00 p.m. to 7:00 a.m. The APPCARD will be invalidated in the computer, and for a nominal charge another card will be issued. APPCARDS found are returned to the APPCARD Office and may be picked-up in the APPCARD Office. (See FDS Procedure 2?.)


==== Receipt of Goods and Invoice ====
=== Obtaining APPCARDS ===
#Consider each shipment and invoice as a complete order.
#Upon receipt of the invoice, ensure that the actual price(s) of the item(s) match(es) the figure(s) listed on the related Check Request form.
#Complete the Check Request, showing the item(s), quantity, the net discounted prices, date received, cost of shipping and the signature of the recipient. You must list all items received on the Check Request itself.
#Send the completed Check Request with the invoice attached (stapled) to the Controller's Office within (5) five days of receiving the invoice.
   
   
==== Acceptable Invoice ====
4.5.1 Photographs for Appalachian State University APPCARD are made in the APPCARD Office. Faculty and staff must have a notice from the Office of Human Resource Services.
#The invoice must set forth a complete description of materials ordered. The store name must be stamped on the invoice if it is not pre-printed.
#Invoices must be executed by typewriter, in ink or by indelible pencil.
#Invoices must be originals. The only exception is in cases when firms use standard business forms and issue their invoices on standard carbon copy forms which have imprinted thereon "Customer's Invoice" or like designation.
#The invoice must be positive evidence of goods received. Vendor invoices should bear the name of the firm and a description of the items ordered. The invoice must be made out to Appalachian State University.
#Check Request forms may be obtained by calling the Controller's Office - 2110. Forms are pre-numbered and a record will be maintained listing the form number and the Department receiving the form.
 
=== Check Request Authorization Form ===
 
Appalachian State University
Boone, North Carolina
 
Check Request Authorization
 
TO: Controller
 
DATE:
 
FROM:
 
Department Name:
Department Budget Code/Codes: List all Budget Codes to be used on Check Request Authorization
Department Chair:


I hereby request that authority be delegated to this department to make purchases of $1,500 or less using a Check Request in lieu of the normal purchase order procedure.
4.5.2 The dependents/spouse of University employees are eligible for Appalachian State University APPCARDS. The appropriate notice can be obtained from the Office of Human Resource Services.


I have read [http://policy.appstate.edu/Small_Purchase_Policy Small Purchase Policy], and  [http://policy.appstate.edu/Petty_Disbursing_Fund_Purchases Petty Disbursing Fund Purchases Policy] of the ASU Policy Manual. I fully understand the restrictions listed in these policies and will comply with them.
4.5.3 The dependents of Appalachian State University students are eligible for Appalachian State University APPCARDS. The appropriate form can be obtained from the APPCARD Office located in Trivette Hall.


I understand that abuse of this policy by my department could result in the loss of this delegated authority to the department.
4.5.4 The student must accompany the dependent and both must sign the form. Also, the student must be currently enrolled at Appalachian State University. If the dependent is 16 years old, he/she will be identified as a dependent and issued an APPCARD. However, if the dependent is under 16 years old, he/she will be issued an APPCARD but must be accompanied by an adult before using University facilities.


Within my department, I further delegate authority to make purchases under this policy to the following individuals who have also ready the policy and will be held accountable for their actions:
4.5.5 An APPCARD will be issued when the photograph is taken. There is a nominal charge for replacement cards.
 
Signature:
(Department Chair/Director)


== Additional References ==
== Additional References ==
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== Effective Date ==
== Original Effective Date ==


== Revision Dates ==
== Revision Dates ==
[[Category:Contents]]
[[Category:Business Operations]]
[[Category:Campus Dining]]

Revision as of 14:15, 3 March 2021

Policy 505.1

Introduction

The purpose of this policy is to provide administrative oversight and direction for issuing Appalachian State University (“Appalachian”) identification cards (“AppCards”), or campus credentials. AppCard credentials serve as the official campus identification and facility access card.

Scope

The policy applies to individuals who are required or permitted by Appalachian to obtain an AppCard, including students, faculty, staff, and other visitors of the University.

Definitions

Policy and Procedure Statements

Student APPCARDS

4.1.1 The APPCARD Office is located on the first floor of Trivette Hall. The office is open from 8:00 a.m.- 5:00 p.m. Monday through Friday.

4.1.2 Electronically encoded APPCARD cards are issued from the APPCARD Office to all students upon their arrival on campus. The cards provide access to campus events and fee-supported services including the use of the library, admittance to intercollegiate athletic events, use of the infirmary, the physical education facilities, Quinn Recreation Center, Mt. Mitchell Fitness Center, Parking, and door access to residence halls.

4.1.3 The dependents of Appalachian State University students are eligible for Appalachian State University APPCARDS. The appropriate form can be obtained from the APPCARD Office located in Trivette Hall.

4.1.4 The student must accompany the dependent and both must sign the form. Also, the student must be currently enrolled at Appalachian State University. If the dependent is 16 years old, he/she will be identified as a dependent and issued an APPCARD. However, if the dependent is under 16 years old, he/she will be issued an APPCARD but must be accompanied by an adult before using University facilities.

Faculty/Staff APPCARDS

4.2.1 Photographs for Appalachian State University APPCARD are made in the APPCARD Office. Faculty and staff must have a notice from the Office of Human Resource Services.

4.2.2 The dependents/spouse of University employees are eligible for Appalachian State University APPCARDS. The appropriate notice can be obtained from the Office of Human Resource Services.

4.2.3 An APPCARD will be issued when the photograph is taken. There is a nominal charge for replacement cards.

Meal Accounts

4.3.1 Faculty, staff and off-campus students may open a meal account with a minimum deposit of $20. The account can be opened in the APPCARD Office. Students living in residence halls are required to choose from four meal options depending on individual meal patterns. The charge for the meal option is included in the subsistence charge.

4.3.2 Appalachian Express Accounts - Faculty, staff or students may open an Appalachian Express Account with a minimum deposit of $20. (See FDS Appendix 7). Additional deposits may be made in the APPCARD Office. An individual's APPCARD will access this account.

4.3.3 Faculty or staff may also open a charge account through the APPCARD Office following approval of the application. (See FDS Appendix 8). This is an increasing account and is taken out of the individual's check at the end of each month. The APPCARD will access this account.

4.3.4 Appalachian Express Accounts can be used in Campus Dining, Bookstore, Vending, Crossroads Coffee Shop, Laundry, Student Accounts, Student Programs, Infirmary, Athletic Ticket Office, and Broyhill Inn's Jackson Dining Room.

4.3.5 The cashiers will accept either cash or a valid APPCARD with account balances as payment for any purchase in the Campus Dining facilities.

If Card is Lost or Stolen

4.4.1 If an APPCARD is lost or stolen, it should be reported immediately to the APPCARD Office or to any Food Service Cashier from 8:00 a.m. to 5:00 p.m. A lost or stolen card may be reported to the University Police from 11:00 p.m. to 7:00 a.m. The APPCARD will be invalidated in the computer, and for a nominal charge another card will be issued. APPCARDS found are returned to the APPCARD Office and may be picked-up in the APPCARD Office. (See FDS Procedure 2?.)

Obtaining APPCARDS

4.5.1 Photographs for Appalachian State University APPCARD are made in the APPCARD Office. Faculty and staff must have a notice from the Office of Human Resource Services.

4.5.2 The dependents/spouse of University employees are eligible for Appalachian State University APPCARDS. The appropriate notice can be obtained from the Office of Human Resource Services.

4.5.3 The dependents of Appalachian State University students are eligible for Appalachian State University APPCARDS. The appropriate form can be obtained from the APPCARD Office located in Trivette Hall.

4.5.4 The student must accompany the dependent and both must sign the form. Also, the student must be currently enrolled at Appalachian State University. If the dependent is 16 years old, he/she will be identified as a dependent and issued an APPCARD. However, if the dependent is under 16 years old, he/she will be issued an APPCARD but must be accompanied by an adult before using University facilities.

4.5.5 An APPCARD will be issued when the photograph is taken. There is a nominal charge for replacement cards.

Additional References

Authority

Contact Information

Original Effective Date

Revision Dates

Retrieved from "https://policy.appstate.edu/index.php?title=Check_Requests&oldid=6048"