Section 1, Fiscal Management

1.1 External Funds

Proposals for external funds should relate to the Governing Board goals, and be limited to student financial assistance, instructional improvement, State Vocational Aid extension programs, workforce development, Skill Center operations, institutional development and strengthening, or development and operations of programs for protected classes and special populations.

Every grant (regardless of the amount) that requires intergovernmental agreements shall first be presented to the MCCCD Governing Board. Regular reports of all grants, regardless of amount, will be provided to the Governing Board.

AMENDED through the Administrative Regulation approval process, January 7, 2002
ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

Founding Source:
Governing Board Minutes, December 5, 1978, Motion No. 4105
AMENDED, April 22, 1980, Motion No. 4525

1.2 Financial Stability

  1. Financial stability will be maintained by MCCCD in perpetuity.
  2. Financial stability will be measured in terms of a Fund Balance Standard defined as the actual June 30 General Fund Balance as a percentage of actual General Fund Revenues for the fiscal year then ended.
  3. The Fund Balance Standard will be maintained at a minimum of 8% of general fund revenues, and may be modified only by the Governing Board.

AMENDED through the Administrative Regulation approval process, April 14, 2003
AMENDED through the Administrative Regulation approval process, January 7, 2002
ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

Founding Source:
Governing Board Minutes, June 28, 1994, Motion No. 8263

 

1.3 Prior Year Obligations

In accordance with MCCCD Governing Board policy title, Financial Condition, the Vice Chancellor for Business Services or appropriate designee shall develop procedures for recording expenditures pertaining to prior fiscal year commitments that should have been (but were not) recorded in a prior fiscal year. These procedures shall outline the timeframe for which prior year commitments may be processed and establish the required approval authority, and methods for monitoring and reporting of such expenditures. Procedures are referenced as Appendix FM-4 .
 

AMENDED through the Administrative Regulation approval process, January 7, 2002
ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

Founding Source: 
Governing Board Minutes, November 18, 1975, Motion No. 2797

 

1.4 Surplus Property Disposal

The Chief Procurement Officer shall create procedures governing:

  1. The delegation of authority for the surplus property management function.
  2. The sale, lease or disposal of surplus materials by public auction, competitive sealed bidding, trade-in or other appropriate method designated by procedures. This includes transfer to eligible non-profit educational institutions.
  3. The purchase of any such material by an employee of the college or district.
  4. The acquisition and disposal of federal or state surplus materials.
  5. Any fees or charges for the acquisition, receipt, warehousing, rehabilitation, delivery, distribution or transfer of excess and surplus materials.
  6. Monitoring reports on the activities of the program, including lists of employees and relatives of employees purchasing surplus materials.
     

AMENDED through the Administrative Regulation approval process, January 7, 2002
AMENDED through the Administrative Regulation approval process, September 10, 1997
(Replaced the regulation entitled Surplus Property Disposal)
ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

Founding Source: 
Governing Board Minutes, May 20, 1980, Motion No. 4557
Governing Board Minutes, March 23, 1993, Motion No. 8014
Governing Board Minutes, April 23, 1996, Motion No. 8532

 

1.5 Use of College Facilities

1.5.1
Definitions

  1. The term "facility" means MCCCD buildings, other structures or land. It includes athletic fields, parking lots, and gymnasiums.
  2. The term "non-MCCCD activities" means any activity other than one in which MCCCD is the sole sponsor, in which MCCCD employees strictly plan and manage it, or is a co-sponsor, as defined below.
  3. The term “co-sponsor” means any non-commercial activity of an educational or community nature in which MCCCD is an announced and publicized co-sponsor with another organization or organizations.  To be a co-sponsor under this regulation, MCCCD personnel must actively participate in the planning and managing of the activity, and the co-sponsorship must be approved at the vice president level or above.
  4. The term “hosting” means a circumstance in which an outside [for-profit] entity asks MCCCD to provide facilities and other resources for an event the entity wishes to sponsor that meets all three of the following criteria:
    1. the fee that the outside entity will charge attendees for the event is significant;
    2. the targeted audience for the event is generally commercial; and
    3. the outside party requests that MCCCD facilities and, if applicable, services (such as marketing or e-mail notices to MCCCD employees about the event) be supplied at no cost to that entity in exchange for waivers of registration fees for a certain number of MCCCD employees to attend the event.
  5. The term "community entity" means a corporation or other legal entity whose business is non-commercial and:
    1. is unrelated to the Maricopa Community Colleges and
    2. is recreational, educational, political, economic, artistic, moral, scientific, social, religious, or for some other civic purpose in the interest of the community.

AMENDED via direct approval by the Chancellor, April 11, 2012
AMENDED through the Administrative Regulation approval process, January 10, 2011
AMENDED by the Governing Board, February 27, 2007, Motion No. 9415
AMENDED through the Administrative Regulation approval process, January 7, 2002

1.5.2
Scope of Coverage of this Regulation

  1. This regulation covers use of MCCCD facilities for personal, business or non-MCCCD activities, including hosting, by non-MCCCD parties or MCCCD employees or Governing Board members.
  2. It excludes activities covered by the administrative regulation entitled "Solicitation." It also excludes use of facilities by the general public when attending an event, or of facilities open to the public such as libraries. Finally, it excludes instances in which MCCCD is a co-sponsor of an event.

AMENDED via direct approval by the Chancellor, April 11, 2012
AMENDED through the Administrative Regulation approval process, January 10, 2011
AMENDED by the Governing Board, February 27, 2007, Motion No. 9415
AMENDED through the Administrative Regulation approval process, January 7, 2002

1.5.3
General Standards

  1. Use of MCCCD facilities is the use of a public resource. Therefore, facilities use by non-MCCCD parties or MCCCD employees or Governing Board members for personal, business or non-MCCCD activities must be consistent with state law, Maricopa Governance policies and this administrative regulation. The following principles apply to facilities use:
    1. MCCCD is not obligated to permit facilities use for any activity that the Vice Chancellor of Business Services, College President, or that official's designee determines is contrary to public policy or the safety of persons or property, or is not in the best interest of the community or MCCCD.
    2. MCCCD employees, Governing Board members, or their relatives or associates may not use MCCCD facilities for personal or business purposes, or for non-MCCCD activities, without complying with the standards and procedures specified in this administrative regulation applicable to non-MCCCD parties. That includes compliance with the requirements for insurance coverage and the payment of rent. MCCCD-sponsored programs for employees, such as health and fitness programs, are considered MCCCD activities under this regulation. At the discretion of the Vice Chancellor of Business Services, College President or that official's designee, an MCCCD employee or Governing Board member may use facilities for an event without complying with the rent or insurance requirements of this regulation where the event meets the following limited conditions:
      1. The employee or Governing Board member actively participates in the event and is responsible for managing it; and
      2. The event is for a professional organization in which the employee or Governing Board member actively participates, and whose objectives directly relate to the employee's work at MCCCD or to the Governing Board member's MCCCD responsibilities.
        The Vice Chancellor of Business Services or College President may establish guidelines for the use of MCCCD facilities under this professional organization exception, including any reasonable reimbursement of expenses as appropriate.
    3. Before using MCCCD facilities, non-MCCCD parties must submit certificates of insurance to MCCCD covering that use. Arizona law requires that insurance coverage be provided.
    4. Non-MCCCD parties, including non-profit agencies or other public entities, must pay fair market rent unless the use relates directly to MCCCD's stated mission. Reduced rent, or no charge, is appropriate only as specified in this regulation.
    5. MCCCD will not enter into a license or lease agreement, as defined in this regulation, where facilities use is strictly for personal or business purposes, or does not have some relationship to MCCCD's mission of education and training.
    6. MCCCD classes, programs and activities for students have priority over all other activities, and other MCCCD activities have priority over non-MCCCD activities.
    7. MCCCD has the right to approve any advertising concerning a non-MCCCD party's use of MCCCD facilities.
    8. A non-MCCCD party must obtain specific authorization from the Vice Chancellor of Business Services, College President or that official's designee to operate any concession activity at MCCCD facilities.
    9. A non-MCCCD party may not alter an MCCCD facility without the prior written approval of the Vice Chancellor of Business Services, a College President, or that official's designee.
    10. Hosting is prohibited under this regulation.
  2. The Vice Chancellor of Business Services is responsible for administering this regulation and applicable laws and MCCCD policies relating to facilities use. The Vice Chancellor is also responsible for annually approving appropriate rent for MCCCD facilities under the Rental Rate Guidelines attached to this regulation (Appendix FM-6).
  3. The legal services department is responsible for advising MCCCD on legal issues relating to facilities use, and for preparing agreements and forms for the use of MCCCD facilities. It is also responsible for ensuring compliance with applicable law and conformance with industry standards relating to insurance coverage.
  4. Rents charged to a non-MCCCD party for the use of MCCCD facilities will be credited to the account of the MCCCD college or entity where the facilities are located, and be available to them through approved budget procedures.

AMENDED via direct approval by the Chancellor, April 11, 2012
AMENDED through the Administrative Regulation approval process, January 10, 2011
AMENDED by the Governing Board, February 27, 2007, Motion No. 9415
AMENDED through the Administrative Regulation approval process, January 7, 2002

1.5.4
Written Agreements Required

  1. Any non-MCCCD party wishing to use MCCCD facilities must sign an MCCCD-generated agreement specifying the terms of that use. The non-MCCCD party must sign and comply with that agreement and the insurance requirements of this regulation regardless of whether MCCCD charges rent for that use.
  2. The MCCCD standard form entitled "FACILITIES USE AGREEMENT" must be signed if the MCCCD facility will be used one time, or for a limited period of time during a week and during a year. Under the "FACILITIES USE AGREEMENT" form, the user does not have exclusive use of the portion of the facility being rented (that is, the user will occupy the facility when MCCCD is not occupying it).
  3. A license, prepared by the legal services department, must be signed if the MCCCD facility will be used for a significant period of time during a year. Under a license agreement, the user does not have exclusive use of the portion of the facility being rented.
  4. A lease, prepared by the legal services department, must be signed if the MCCCD facility will be used for a significant period of time during a year. Under a lease, the user has exclusive use of the portion of the facility being rented. The Governing Board policy entitled "Asset Protection," paragraph 2.5.9.D., generally requires Governing Board approval of leases of MCCCD facilities.
  5. The Vice Chancellor of Business Services or the Vice Chancellor's designee must sign any agreement for the use of MCCCD facilities. However, the College President or the president's designee may sign the "FACILITY USE AGREEMENT" form unless the non-MCCCD party has requested or made changes to the standard terms and conditions of that form. The legal services department must review any changes to the standard terms and conditions of the form.

AMENDED via direct approval by the Chancellor, April 11, 2012
AMENDED through the Administrative Regulation approval process, January 10, 2011
AMENDED by the Governing Board, February 27, 2007, Motion No. 9415
AMENDED through the Administrative Regulation approval process, January 7, 2002

1.5.5
Insurance Requirements

  1. Before any non-MCCCD party may use an MCCCD facility it must supply the MCCCD risk manager, college fiscal officer or that officer's designee with a certificate of insurance evidencing insurance coverage. The MCCCD risk manager may determine that the activity for which the facility will be used requires other types of insurance coverage, or that reduced levels of insurance are appropriate. A non-MCCCD party must provide a certificate of insurance regardless of whether it pays rent for the use of MCCCD facilities.
  2. The certificate must show insurance coverage from insurance companies licensed to do business in Arizona with a current A.M. Best Rating of A:VIII or better. The certificate must state that the insurance policy has been endorsed to name MCCCD, and its agents, officers, officials, employees, and volunteers as additional insureds, except for worker's compensation and employer's liability insurance.
  3. Unless the MCCCD risk manager changes the insurance coverage and limits required, the minimum coverage and limits required are:
    1. Commercial general liability insurance with a limit of not less than $1,000,000 per occurrence for bodily injury, property damage, personal injury, products and completed operations, and blanket contractual coverage, including but not limited to, the liability assumed under the indemnification provisions of the rental, license or lease agreement;
    2. Automobile liability insurance with a combined single limit for bodily injury and property damage of not less than $1,000,000 each occurrence with respect to outside party's owned, hired, and non-owned vehicles; and
    3. Workers' compensation insurance with limits statutorily required by any federal or state law and employer's liability insurance of not less than $100,000 for each accident, $100,000 disease for each employee, and $500,000 disease policy limit.

AMENDED via direct approval by the Chancellor, April 11, 2012
AMENDED through the Administrative Regulation approval process, January 10, 2011
AMENDED by the Governing Board, February 27, 2007, Motion No. 9415
AMENDED through the Administrative Regulation approval process, January 7, 2002

1.5.6
Rent Required and Exceptions

  1. Non-MCCCD parties or MCCCD employees or Governing Board members using facilities for personal, business or non-MCCCD activities must be charged the rent specified below, unless the use qualifies for reduced rates or free use under 1.5.3.1 paragraph B:
    1. For facilities use under a "FACILITY USE AGREEMENT" form, the rent developed according to the rental rate guidelines attached to this regulation; or
    2. For facilities use under a license or lease agreement, a fair market rent, as initially determined by the College President or the president's designee and reviewed by the legal services department and MCCCD director of financial services/controller.
  2. For community entities as defined in Paragraph 1.5.1.5 and governmental entities, a college or other MCCCD entity shall charge a reduced rent that is:
    1. commensurate with community entity rents charged by other public entities in the surrounding area; and
    2. that is not less than one-half of the rent that the college or other MCCCD entity normally charges for the use of its facilities as developed under the criteria established in Appendix FM-6. However, a community or governmental entity must pay the full cost of any equipment or services that it may require along with the use of the college or other MCCCD facility.
  3. Except as provided in Paragraph 1.5.6.2 and before a college or other MCCCD entity may waive or reduce rent below that required under this regulation for use of facilities for non-MCCCD activities, the Vice Chancellor of Business Services, a College President or that official's designee must determine that the following conditions exist:
    1. The activity for which the facility is to be used relates directly to MCCCD's mission of education and training, and MCCCD obtains a specific public benefit from the activity;
    2. The activity is not political; and
    3. The value or benefit that MCCCD receives from the activity is substantially equivalent to the amount of rent that MCCCD is foregoing.
  4. An additional permitted waiver or reduction of rent below that required under this regulation is if the event is managed by a governmental agency with a physical presence in Arizona for their sole benefit and is a limited use, such as a one-time meeting (even if occurring over a few days within a set period of time) or conference. Additionally, the event must pose an extremely low risk to Maricopa and minimal to no additional cost to Maricopa; for example, the event should not include potentially controversial speakers or topics that might require additional security; or additional staff to open and lock buildings; or involve physical activity in which participants might be injured. This waiver or reduction is permitted as an acknowledgement that MCCCD partners with many governmental agencies in the provision of service to the community and the limited use of the facility promotes MCCCD’s overall ability to serve the community together.
  5. A college or other MCCCD entity must document that the conditions specified in sub-paragraph 3 exist before waiving or reducing rent. If the "FACILITY USE AGREEMENT" form is used, the college or other MCCCD entity must specifically explain on the form, or on a separate document attached to the form, the conditions identified in 1.5.3.1 paragraph B that make a waiver or reduction of rent appropriate. If the legal services department prepares the agreement, the college or other MCCCD entity must provide that information to that department.  It is the nature of the activity itself and whether it directly benefits MCCCD that determines whether a waiver or reduction in rent is appropriate.  The fact that MCCCD may gain some financial gain from the activity other than rent, or that the entity using the MCCCD facility is another public entity, including a university, or a non-profit organization, does not qualify the activity for a waiver or reduction in rent.

AMENDED via direct approval by the Chancellor, April 11, 2012
AMENDED through the Administrative Regulation approval process, January 10, 2011
AMENDED by the Governing Board, February 27, 2007, Motion No. 9415
AMENDED through the Administrative Regulation approval process, January 7, 2002

1.6 Authority to Assess Fines

1.6.1
Assessment and Collection of Library and Parking Fines

Librarians and campus/district security shall be responsible for the collection of assessed fines. Collected fines are intended to be used for the needs of the library service, as approved by the college president, and for the support of maintaining required public safety standards for our college communities.

AMENDED through the Administrative Regulation approval process, January 7, 2002
ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

1.7 Acceptance of Public Gifts - Personal or Real Property

1.7.1
Background & Guidelines for Acceptance

  1. The Governing Board recognizes that it may be in the best interest of the District to allow the acceptance of certain gifts and donations in the form of personal or real property.
  2. The Governing Board further recognizes that:
    1. All proposed gifts and donations must be of a nature that is suitable to the mission and goals of the District or their acceptance must be respectfully declined.
    2. The legal ownership of all gifts and donations must reside in the District as an entity, to the extent permitted by law and regulations.
    3. The eventual disposal of any real property, whether received through donation, bequest, or purchase, shall be subject to the approval of the Governing Board.
  3. The final acceptance of donations of real property and relocatable buildings shall reside with the Governing Board.
  4. The Chancellor, President, or appropriate designee may make the final decision as to the acceptance or rejection of gifts of personal property.
  5. Gifts may be used at any district location as long as the need exists.
  6. If for any reason donated equipment remains serviceable, but no longer has utility in the college or District program for which the property was accepted, the property shall be disposed of pursuant to equipment transfer/disposal procedures.
  7. All offers of gifts and donations shall be in writing, and all responses to such offerings shall be in writing.
  8. No gift may be received in a custodial status, pending possible acceptance.

AMENDED through the Administrative Regulation approval process, January 7, 2002
ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

Founding Source:
Governing Board Minutes, July 31, 1979, Motion No. 4302

1.7.2
Specific Guidelines for Acceptance

  1. Gifts, Grants, Donations or Bequests of Personal Property
    1. Offers received by college personnel shall be forwarded to the College President; offers received by District personnel shall be forwarded to the appropriate Vice Chancellor. The College President or Vice Chancellor shall make the initial determination as to the character and suitability of the prospective gift.
    2. If the appropriate administrator reaches a favorable conclusion concerning the acceptance of the property, procedures for acceptance of donated property shall be followed.
  2. Gifts, Grants, Donations or Bequests of Real Property
    1. All offerings for donation of real property shall be forwarded to the Chancellor or his designee, the Vice Chancellor for Business Services, for his/her consideration and further recommendation.
    2. The Chancellor or his designee, the Vice Chancellor for Business Services, shall review the offering and make final judgment as to the recommendation that shall be submitted to the Governing Board.

AMENDED through the Administrative Regulation approval process, January 7, 2002
ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

Founding Source:
Governing Board Minutes, July 31, 1979, Motion No. 4302

1.7.3
Accounting Systems and Procedures

The Director of Financial Services/Controller shall establish, disseminate, and control the type and nature of procedures and records that shall be maintained.

AMENDED through the Administrative Regulation approval process, January 7, 2002
ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

Founding Source:
Governing Board Minutes, July 31, 1979, Motion No. 4302

1.8 Current Auxiliary Funds (Fund 2) Budgets

These funds shall be administered in strict accordance with any federal laws, the Arizona Revised Statutes, legal opinions, revenue bond resolutions, and proper business procedures. The stewardship of funds shall be delegated for administration to District administrators to be administered within Maricopa Governance policies. Further, the Governing Board shall ensure that certain college programs be maintained on a continuing basis, especially those programs that are deemed to be important within the total educational philosophy of the District.

1.8.1
Approval and Administration

  1. Current Auxiliary Funds (Fund 2XX) budgets, including the Student Activities, Associated Students, Student Athletic, other auxiliary programs, course fees and non-credit programs budgets, are public monies and must be administered and audited as such.
  2. Fund 2 budgets are prepared annually under the direction of each College President/Provost, Vice Chancellor or Chancellor and are recommended to the Chancellor for inclusion in the proposed budget. The Chancellor submits recommended budgets to the District Governing Board for approval and adoption.
  3. After Board approval, the College Presidents/Provosts/Vice Chancellors/Chancellor are accountable and responsible for the administration of the college-based Fund 2 budgets at their respective colleges, including avoidance of deficits in any given fiscal year. The Vice Chancellor for Business Services may introduce intervention strategies to ensure that overspending will not occur.
  4. The priorities for Fund 2 should be made at the college or district office level. However, primary emphasis should be given to the Board's commitment to maintain programs that enrich the educational process and mission of the college.
  5. Vehicles financed through the Fund 2 accounts should be used only in the following ways and in the priority given below:
    1. Vehicles shall be used for their primary purposes (Fund 2 activities) as a first priority.
    2. Vehicles may be used by other persons or groups for approved activities when available as a secondary priority.
    3. All costs for secondary usage shall be borne by the secondary users.
    4. Operational procedures for usage of vehicles shall be at the college or District office level.

AMENDED through the Administrative Regulation approval process, January 7, 2002
ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

Founding Source:
Governing Board Minutes, April 22, 1980, Motion No. 4521
AMENDED, Governing Board Minutes, June 17, 1980, Motion No. 4596
AMENDED, Governing Board Minutes, November 13, 1980, Motion Nos. 4686 & 4687
AMENDED, Governing Board Minutes, December 9, 1980, Motion No. 4705

1.8.2
Standardized Fitness Center Fee Expenditure Categories

The Fitness Center fees are to be used to support and foster the goals and objectives of the Center, as defined and approved by the District and College administration.

Approved expenditure categories include Personnel Services for temporary employees; Contractual Services; Supplies and Equipment (maintenance and replacement); and other miscellaneous Fitness Center costs as approved by the Vice Chancellor for Business Services.

AMENDED through the Administrative Regulation approval process, January 7, 2002
ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

1.9 Procurement of Goods and Services

1.9.1
Procurement Conflict of Interest Policy

  1. Policy Statement
    Pursuant to ARS §38-503, Governing Board members and employees who or whose relatives have a substantial interest in any decision of the District or who have a substantial interest in any contract, sale, purchase or service to the District shall make known such interest by filing a disclosure statement. A Governing Board member or employee disclosing such an interest shall refrain from voting upon or otherwise participating in any manner in such decision, contract, sale, purchase or service.
  2. The Chancellor or his/her designee is directed to inform employees of the contents of this policy and to designate an appropriate office with the responsibility for overseeing a process for monitoring and maintaining records and compliance.
  3. All Governing Board-Approved employees shall annually complete and submit a conflict of interest form and shall submit an acknowledgement that they have read and understand the District’s Conflict of Interest Policy. Board-Approved employees includes those who have or could attain permanent status, one year onlys, one semester onlys, Skill Center and specially funded employees. Updated disclosures shall be made during the year by the employee as needed if circumstances change.  Other employees may also be required by the Vice Chancellor of Business Services to annually complete these forms, given the nature of their job responsibilities and the potential for conflicts of interest. 
  4. All Board-Approved employees shall be required to take a course currently entitled:  Legal Issues: Public Sector Employment or its successor course offered by the District Employee and Organizational Learning Team or its successor office.

AMENDED November 27, 2007 by the MCCCD Governing Board, Motion No. 9452
AMENDED February 27, 2007 by the MCCCD Governing Board, Motion No. 9404
ADOPTED through the Administrative Regulation approval process, January 7, 2002
ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

Founding Source:
Governing Board Minutes, June 28, 1994, Motion No. 8262

1.9.2
Purchasing Authority

  1. The Vice Chancellor for Business Services is empowered by the Governing Board and the Chancellor to act as the Chief Fiscal Officer for the District.
  2. The authority to act as the Procurement Officer is delegated by the Vice Chancellor for Business Services to the Chief Procurement Officer, who shall be responsible to annually review the purchasing procedures and recommend appropriate policy revisions accordingly and to further delegate procurement authority as appropriate.
  3. Definition of Terms
    1. Acquisition: For purposes of this policy, the term "acquisition" means purchase, rental lease, lease/purchase or lease with option to purchase, or the contracting of service which produces revenue for the District.
    2. Capital Equipment: All items of furnishings and equipment which are capitalized within the guidelines for budgeting, accounting, and reporting, for Arizona community colleges including, but not limited to, equipment for occupational education programs, information technology, and new and replacement equipment.
    3. Real Property: All items, fixed in nature, which are capitalized within the guidelines for budgeting, accounting, and reporting for Arizona community colleges.

AMENDED through the Administrative Regulation approval process, January 7, 2002
ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

Founding Source:
Governing Board Minutes, October 24, 1995, Motion No. 8468

1.9.3
Thresholds for Competition

The Chief Procurement Officier is responsible for establishing and promulgating the thresholds for competition.  These competitive thresholds will be periodically reviewed and updated to meet the needs of the District.  The threshold for competition shall apply to all purchases, including professional services.  The Chief Procurement Officer shall prescribe varying levels of competition within these thresholds.  The specific thresholds and the guidelines regarding the processes to be used within these competitive thresholds shall be maintained in Appendix FM-2.

AMENDED through Direct Approval from the Chancellor, September 23, 2015
ADOPTED through the Administrative Regulation approval process, January 7, 2002
AMENDED through the Administrative Regulation approval process, July 12, 2001
AMENDED through the Administrative Regulation approval process, May 13, 1997
ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

Founding Source:
Governing Board Minutes, October 24, 1995, Motion No. 8468

1.9.4
Supplier Development Policy

  1. The District is committed to increasing its commercial activities with minority and women owned businesses and, therefore directs the Chancellor or his/her designee to establish a Supplier Development Program for the purpose of identifying and recruiting minority and women owned businesses to participate in the District's procurement process.
  2. For purposes of this policy,
    1. "Minority Owned Business" means a business that is owned, operated and controlled at least 51% by a minority individual or individuals.
    2. "Women Owned Business" means a business that is owned, operated and controlled at least 51% by a woman or women.
    3. "Procurement" means the acquisition of goods or services as well as the contracting of operations or functions that either return revenues to the District or that operate at a break even.

ADOPTED through the Administrative Regulation approval process, January 7, 2002
ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

Founding Source:
Governing Board minutes, July 26, 1994, Motion No. 8280

1.9.5
Privatization of Services Policy

  1. Policy Statement
    The Governing Board supports the concept of utilizing the most beneficial method of providing services and goods to the District, whether it be from the public or private sector. Whenever possible, established criteria shall be used to analyze the benefits of one source over the other.
  2. Delegation of Authority
    The Chief Procurement Officer, as delegated by the Governing Board through the Chancellor and the Vice Chancellor for Business Services, shall be responsible for establishing review criteria; for writing procedures relating to privatization; and for the timely review, action, and reporting on all privatization proposals. Personnel actions affecting District personnel as a result of privatization efforts are separate from procurement activities.
  3. Reports on Privatization Efforts
    A report shall be filed annually by the Chief Procurement officer outlining progress in the areas of privatization. Numbers of formal inquiries as well as any records of any appeals and their outcomes shall also be reported.
    This annual report shall be provided to other agencies such as the Private Enterprise Review Board, if so requested.
  4. Privatization Review Criteria
    Proposals for privatization will be evaluated on a number of factors including cost. Additional factors will depend upon the service or goods proposed, but may include:
    1. Quality of Service - the effect privatization will have on the quality of service.
    2. Cost Efficiency - the effect privatization will have on the quality of service.
    3. Market Strength - availability of private providers interested in providing the service.
    4. Risk to the District - degree which privatization increases District exposure to hazards and risk.
    5. Legal Barriers - the effect of laws on privatization decisions.
    6. Control - ability of the District to oversee and monitor the service, once it has been privatized.
    7. Resources - efficient and effective use of existing District assets.
    8. Impact on Employees - the effect privatization will have on both full time and student employees of the District.
    9. Political Resistance - opposition from the public, the provider of the service, interest groups, or elected officials.

AMENDED through the Administrative Regulation approval process, January 7, 2002
ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

Founding Source:
Governing Board minutes, September 27, 1994, Motion No. 8307

1.9.6
Real Property

  1. All purchases of real property shall be made on behalf of and with the title residing with the Maricopa County Community College District. The District shall follow its own procedures for the acquisition and disposal of real property.
  2. Acquisition of land, buildings, site improvements, and internal systems (mechanical, electrical, and electronic) shall be processed through the District Purchasing Department.
  3. A building, structure, addition or alteration of a District facility may be constructed by force account employees if the cost does not exceed $40,000. Calculation of this threshold shall include all materials and services, including labor performed by District employees.

TECHNICAL REVISION approved by the Chancellor, May 9, 2012
ADOPTED through the Administrative Regulation approval process, January 7, 2002
ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

1.10 Budget Transfers for Current Unrestricted Fund 1

1.10.1
Budget Transfers and Amendments That Require Board Approval

Once the Board has legally adopted the annual budget, the following amendments and transfers within the current unrestricted Fund 1 will require Board approval:

Any transfers from the basic contingency account into any other account.

AMENDED through the Administrative Regulation approval process, January 7, 2002
ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

Founding Source:
Governing Board Minutes, November 13, 1984, Motion No. 5797

1.10.2
Additional Budget Transfer Restrictions

  1. Transfers may not be made that violate approved staffing and approved rates of pay. The approved level of staffing is established in the final budget adopted by the Governing Board. Salary savings from unfilled positions may not be used in the current fiscal year to create additional positions that obligate the District beyond the current fiscal year.
  2. College Presidents, Vice Chancellors, the Chancellor, Provosts and Skill Center Directors may not permit transfers from any expenditure budget object code in their units if the transfer will result in insufficient budget to cover contractual obligations, supplies, utilities and communication costs and any other fixed or temporary cost of operating the colleges, District office or any of its centers. This is inclusive of salary and employee benefit costs related to permanent and temporary employees.
  3. Transfers may not be made if they result in an over expenditure of the total budget for each unit. If it appears that budget deficits will occur, the Vice Chancellor for Business Services is authorized to initiate intervention strategies to ensure that overspending does not occur.
  4. Unbudgeted transfers of actual revenues and expenses between funds may only be made if there is sufficient existing budget capacity in the fund receiving the transfer and if appropriate approvals have been granted. Unbudgeted transfers at a level of $20,000 and higher will be reported to Maricopa Community Colleges audit and finance committee and the Governing Board.
  5. If for any reason it is deemed necessary that transfers be made contrary to the above, approval must be received from the Vice Chancellor for Business Services or designee.

AMENDED through the Administrative Regulation approval process, January 7, 2002
ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

1.11 Off Premise Property Loan

1.11.1
Off Premise Property Loan

The Maricopa County Community College District (MCCCD) Governing Board recognizes that a need exists for employees and Governing Board members to utilize property off premises for job related purposes or furthering the district's mission. This administrative regulation has been established pursuant to the Governing Board's Asset Protection policy title.

  1. General Use of MCCCD property off premises shall be limited as follows:
    1. Outside entities: the loan or off premise use of MCCCD property to or by other than MCCCD employees and governing board members, is prohibited unless authorized through an agreement between MCCCD and another public agency for the mutual benefit of both parties.
    2. Students: the loan or off premise use of MCCCD property to or by a student is prohibited unless a responsible college official has determined that such use is necessary for instructional purposes.
    3. Employees and Governing Board members: the loan of MCCCD property to or by an employee or a Governing Board member for personal reasons is prohibited.
  2. Responsibility for property taken off district premises: while the property is off premises, it is in the care, custody, and control of the lendee using it. Lendee is responsible for the property and its appropriate use and maintenance until the equipment return receipt has been completed. The lendee using the property must take all measures necessary to ensure the security of the property.
    While the property is in the possession of a lendee, lendee is responsible for returning the property to MCCCD in the same condition as lendee received it. Lendee agrees to assume the risk of loss or property damage due to the lendee's failure to exercise due care in the possession or use of the property. The phrase 'due care' means that level of care appropriate under the circumstances.
    Failure to exercise due care will be presumed unless the lendee can demonstrate that the property was lost or damaged despite the lendee's exercise of due care. If the property is damaged as a result of a failure to exercise due care, lendee agrees to pay the cost of repair with the cost of repair not to exceed the replacement value. At the discretion of MCCCD, and in the case of damage, MCCCD may require replacement rather than repair. The lendee assumes financial responsibility for loss or damage to property through their homeowner's insurance or personal funds.
  3. Loan or off premise use of property: MCCCD property loaned or taken off district premises regardless of duration must be recorded on a property loan agreement (Appendix FM-5 ). This form is used both to authorize and record the off premises use of MCCCD property. The following information is required:
    1. Identification of the lendee to be using the property off premises
    2. Off premises location of property
    3. Justification for taking the property off premises
    4. Complete description of the item(s) to be taken off premises
    5. Description of the condition of the property at date of loan

All off premise loans of property, regardless of duration, will be monitored by the President/Vice Chancellor, or his/her designee. Loans of property for thirty (30) days or less will require authorization by the vice president/dean, or his/her designee. Loans of property over thirty (30) days, or for out-of-state/out-of-country use for any duration will require authorization by the respective President/Vice Chancellor, or his/her designee, and documentation on file in the district property accounting department and human resources records department. Verification of property return by completion of return receipt on the property loan agreement will be the lendee's responsibility and must be verified by the respective vice president/dean, President/Vice-Chancellor or his/her designee.

 

1.11.2
Employee Return of Property and Assets

It is the policy of the Maricopa County Community College District (MCCCD) that assets be protected and scrupulously maintained. Consistent with that policy is the creation of procedures for retrieving personal property (including any outstanding debt or obligation to MCCCD) in the possession of employees who are to be transferred or reassigned to a different location within MCCCD, or are pending separation from employment, as well as rescinding or modifying, as necessary, those employees’ access to data, systems, and facilities.

  1. Each college President or Vice Chancellor shall designate an official(s) with general authority to ensure that:
    1. College-or District-owned property is retrieved from an employee whose employment assignment is either to be transferred or re-assigned to a different location within MCCCD, or is pending separation from MCCCD employment;
    2. Rescinding or modifying, as necessary, that employee’s access to data, systems and facilities; and,
    3. Ensuring that building security or college safety is formally notified of the departure of an employee whether due to termination, resignation or transfer, to facilitate deactivating building security badges and collect all keys to facilities.
  2. To facilitate compliance with this regulation, the Vice Chancellor for Human Resources shall cause to be issued appropriate procedures to be used to inventory MCCCD property and assets as they are assigned to each employee and the collection of assigned property and assets at the time of transfer, reassignment, or separation. Adherence to the steps detailed in those procedures (Appendix FM-13) shall constitute compliance with this regulation.
  3. Action as authorized by law, as well as by MCCCD policy and administrative regulation, may be taken against any person who willfully fails to return college- or District-owned property, or to surrender access to data, systems and facilities as required by this regulation. Such action may include, but is not limited to, withholding as appropriate, compensation due and owing to the employee, legal action in a court of competent jurisdiction, and employment discipline. Any payment by MCCCD of wages, salary, or other compensation shall not constitute  a  waiver of  any  claim by  MCCCD  over  a person’s  failure to  return  college-or District-owned property or surrender access to data, systems and facilities.

ADOPTED through the Administrative Regulation approval process, September 19, 2007

1.12 Sale of Products or Services

1.12.1
Philosophy

In no way may activities authorized under this regulation be construed to allow sales to reach a degree or scope so as to be interpreted as being "unfair competition" with local private enterprise.

AMENDED through the Administrative Regulation approval process, January 7, 2002

ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

Founding Source:
Governing Board Minutes, July 31, 1979, Motion No. 4302

1.12.2
Authorization

Prior to participating in the sale of products or services, Revenue and Expenditure categories must be included in a program's budget, and approved by the Governing Board during the annual budget adoption process, or as legally changed during a fiscal year.

AMENDED through the Administrative Regulation approval process, January 7, 2002

ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

Founding Source:
Governing Board Minutes, July 31, 1979, Motion No. 4302

1.12.3
Fees

Fees exchanged for products or services produced through an educational, training, or service activity shall be pre-approved by the Governing Board.

AMENDED through the Administrative Regulation approval process, January 7, 2002

ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

Founding Source:
Governing Board Minutes, July 31, 1979, Motion No. 4302

1.13 Internal Audit

1.13.1
Internal Audit Authority

The Internal Audit & Management Advisory Services (IAMAS) Department is granted authority to:

  1. Assess all MCCCD functions, programs and control systems, and is responsible to advise the Audit & Finance Committee and management concerning the condition of reviewed functions, programs and systems.
  2. Allocate resources, set frequencies, select subjects, determine scopes of work, and apply the techniques required to accomplish audit objectives.
  3. Obtain the necessary assistance of personnel in units of the organization where they perform audits, as well as other specialized services from within or outside the organization.

The IAMAS Department is not authorized to:

  1. Perform any operational duties for the organization.
  2. Initiate or approve accounting transactions external to the Internal Audit department.
  3. Direct the activities of any organization employee not employed by the Internal Audit Department, except to the extent such employees have been appropriately assigned to assist the internal auditors.

AMENDED by the Governing Board, February 27, 2007, Motion No. 9411
AMENDED through the Administrative Regulation approval process, January 7, 2002

ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

Founding Source:
Governing Board Minutes, August 22, 1995, Motion No. 8443

1.13.2
Internal Audit Access

In the performance of audits, members of the IAMAS team are granted unlimited accessibility to all MCCCD activities, records, property, and employees, within the limits of the law, and are charged with maintaining stringent accountability of safekeeping and confidentiality.  They are granted unrestricted access to the Chancellor, all Vice Chancellors, all college presidents and provosts, the MCCCD Governing Board, and the Audit & Finance Committee.

See Appendix FM-1, which contains the IAMAS Department’s mission statement, accompanied by explanatory sections on scope of work, accountability, reporting relationships and independence, responsibility, and standards of audit practice.

AMENDED by the Governing Board, February 27, 2007, Motion No. 9411
AMENDED through the Administrative Regulation approval process, January 7, 2002

ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

Founding Source:
Governing Board Minutes, August 22, 1995, Motion No. 8443

1.14 Capital Development Project

1.14.1

The Capital Development Advisory Council (CDAC) is designated by the district's governing board to review and approve capital development projects and to approve guidelines for the administration and management of capital development projects in the Maricopa County Community College District (district). Facilities Planning and Development (FP&D) is responsible for coordinating the activities of CDAC and for all major capital development projects in the district. In this role, the department oversees:

  1. The processes for conceptual approval, design, construction, furnishing and occupancy,
  2. Administrative and budgetary controls of the projects, and
  3. Departmental project accounting and reconciliation with business services.

AMENDED through the Administrative Regulation approval process, December 15, 2004
APPROVED through the Administrative Regulation approval process, January 7, 2002
AMENDED through the Administrative Regulation Approval Process, May 13, 1997

ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

Founding Source:
Governing Board Minutes, September 26, 1995, Motion No. 8451

1.14.2

CDAC is responsible for the initial review and approval of the following, which are then forwarded to the governing board for final approval:

  1. Conceptual stage approval for capital development projects with a budget greater than $500,000.
  2. Selection of, and recommendations for award to architectural or engineering firms for capital development projects with a budget greater than $500,000
  3. All intergovernmental agreements (IGA'S) relating to real property, granting of easements, and purchases or sales of real property.
  4. All of the following with a value greater than $250,000:
    1. Construction contracts;
    2. Maintenance contracts;
    3. Contract change orders with individual items exceeding $250,000; and
    4. Procurement of furniture, fixtures, and equipment associated with capital development projects with individual items exceeding $250,000.
  5. Contract change orders with time extensions exceeding 60 days
  6. Capital development programs.

AMENDED through September 18, 2012 CDAC, Item #1
AMENDED through the Administrative Regulation approval process, December 15, 2004
APPROVED through the Administrative Regulation approval process, January 7, 2002
AMENDED through the Administrative Regulation Approval Process, May 13, 1997

ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

Founding Source:
Governing Board Minutes, September 26, 1995, Motion No. 8451

1.14.3

CDAC is responsible for the review and final approval of the following:

  1. Purchase orders, contracts, and change orders for capital projects with individual items having a value from $100,000 up to $249,999.
  2. Change orders for capital projects with time extensions between 31 and 60 days.
  3. The transfer of budget funds between projects within college's or unit's overall budgets.
  4. Policies, procedures and guidelines for the administration and management of capital development projects.

AMENDED through September 18, 2012 CDAC, Item #1
AMENDED through the Administrative Regulation approval process, December 15, 2004
APPROVED through the Administrative Regulation approval process, January 7, 2002
AMENDED through the Administrative Regulation Approval Process, May 13, 1997

ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

Founding Source:
Governing Board Minutes, September 26, 1995, Motion No. 8451

1.14.4

CDAC delegates the following approvals to the director of facilities planning and development in conjunction with the chief procurement officer and the director of finance:

  1. Purchase orders, contracts, and change orders for capital projects that have individual items with a value of less than $99,999.
  2. Change orders for capital projects with time extensions of 30 days or less.

AMENDED through September 18, 2012 CDAC, Item #1
AMENDED through the Administrative Regulation approval process, December 15, 2004
APPROVED through the Administrative Regulation approval process, January 7, 2002
AMENDED through the Administrative Regulation Approval Process, May 13, 1997

ADOPTED into Governance, September 24, 1996
AMENDED Motion No. 8894
AMENDED Motion No. 8895
AMENDED Motion No. 8896

Founding Source:
Governing Board Minutes, September 26, 1995, Motion No. 8451

1.15 Travel

1.15.1
Authority

Pursuant to ARS §15-1406B, a community college district may establish procedures and amounts for travel for a district purpose by a board member, member-elect, officer or employee. Such procedures and amounts may authorize reimbursement for lodging, subsistence, and travel expenses. The statewide travel policy as issued by the Arizona Department of Administration, is adopted by the Maricopa County Community College District (MCCCD) Governing Board as the principal authority for travel by board members, members-elect, officers and employees. In addition, the MCCCD travel regulation has been designed to qualify as an accountable plan under regulations established by the Internal Revenue Service.

Student Travel. In general, student travel is governed by this regulation. Circumstances where student guidelines differ from the general travel regulation are identified as being specific to students only.

Non-Employee Travel

Non-employee travel is subject to the overall financial guidelines for reimbursement. However, the actual payment for non-employee travel should be processed via MCCCD’s purchasing process.

Funds shall be properly budgeted and total travel amounts shall be specifically approved by the Governing Board at the time of annual budget adoption, or as legally changed during the fiscal year.

Each college is responsible for providing direction and information concerning travel to their personnel, subject to the limitation of the travel and expense allowance outlined within this regulation.

1.15.2
Definitions

  1. Academic Field Trip 
    A course related off-campus activity which involves travel for a group of students enrolled in a specific class. Academic field trips are limited to in-county with no overnight travel. Academic field trips do not require a travel authorization; however the activity must be approved via the college process for academic field trips prior to travel.  All other off-campus student activities/travel must adhere to 1.15.9 Student Group Travel.
  2. Approved Travel Status
    1. For a College/District traveler to be in approved travel status, the person must be conducting official College/District business with authorization as stated in 1.15.3 Approval Authority.
    2. If expenses are to be incurred and/or paid, a travel authorization must be completed and approved prior to travel. A conference brochure (or equivalent detailed document) should accompany conference-related travel requests. When travel expenses are not incurred or are paid for by another agency or individual, the traveler is still required to complete a travel authorization.
    3. The traveler assumes the financial risk and obligation for any travel purchase made prior to obtaining a fully approved travel authorization.
  3. Commute Miles 
    The distance between an individual’s residence and his or her duty post.
  4. Conference 
    Any event, including meetings, classes, educational workshops, etc., where the traveler is acting in an authorized/approved capacity for MCCCD.
  5. Conference Designated Lodging 
    The hotel where the conference is being held or the hotel(s) specified in the conference brochure (or equivalent detailed documents). (See 1.15.7 Lodging for additional information).
  6. Duty Post
    1. Employee 
      The place an officer or employee spends the largest portion of his or her regular working time or the place to which they return upon completion of a special assignment. An employee who has more than one place of work on a regular basis is deemed to have multiple duty posts. A duty post may also be a geographical area, such as different campuses or teaching locations or where the same routes are traveled frequently on one-day trips. Note: Commute mileage is to be based on no more than one round trip to/from duty post per day.
    2. Others 
      The duty post for members of boards, commissions, authorities, councils, and committees who are not full-time employees of the College/District served by the board, commission, authority, council, or committee shall be deemed to be their place of residence.
  7. Governing Authority 
    The individual or individuals authorized to approve travel. (See 1.15.3 Approval Authority)
  8. Ground Transportation 
    Tolls, taxi, shuttle bus, subway, light rail, streetcar, trains, ride share (Uber, LYFT), etc., use to and from airports, hotels, conference sites, train stations, or bus terminals as needed in order to conduct business is classified as ground transportation.
  9. Incidental Expenses 
    Expenses including, but not limited to, gratuities, laundry, baggage handling tips, and other tips. Incidental expenses are covered by per diem and are not eligible for separate reimbursement.
  10. In-County Trips
    Travel within Maricopa County and/or between MCCCD locations on official business.
  11. In-State Travel
    Travel on official business outside Maricopa County but within the state of Arizona.
  12. International Travel
    Travel outside of the parameters of the United States or its possessions or territories.
  13. Meals and Incidental Expenses (M&IE) 
    The cost to supplement sustenance as well as any incidental expenses while in approved travel status.
  14. Non-Employees 
    Any person who is not an employee of the District who is traveling for the benefit of or at the request of MCCCD. This includes, but is not limited to, District Governing Board Members, consultants, special speakers, accreditation committee members, Persons of Interest (POI), Contingent Workers (CWR), and grant recipients.
  15. Official Function 
    An activity or item that appears to be outside of the ordinary and necessary function of MCCCD as a public educational institution, but that provides a tangible benefit and links directly to MCCCD’s educational mission and is reasonable and commensurate in value to the tangible benefit that MCCCD will receive. Expenses incurred by a traveler for activities or events that are an official function must comply with the 1.16 Official Functions Administrative Regulation.
  16. Out-of-State Travel 
    Travel outside of Arizona, but still within the parameters of the United States, including U.S. possessions or territories.
  17. Per Diem Rate
    The daily maximum amount (or partial day, if applicable, see 1.15.6 Meal and Incidental Expenses) to reimburse meals and incidental expenses as established by the state of Arizona and accessible at Accounts Payable Travel Reference.

    Note: the amount allowed for meals is not intended to cover the entire cost of a meal taken while in travel status. The amount is calculated to compensate the traveler for the estimated difference between the cost of a meal taken on the road and cost of a meal prepared at home.
  18. Penny Travel ($.01)
    A travel authorization that is completed with no expected costs to the employee or the institution.  Examples include third party paid travel.  These authorizations do not require the traveler to create an expense report and will be closed by the fiscal office.
  19. Personal Travel
    A traveler may be authorized to combine business and personal travel.  Only expenses incurred on the days the traveler is on Maricopa business will be reimbursed.  If personal travel occurs during time normally scheduled for work, the traveler must charge the time to annual leave.
  20. Professional Growth Funds 
    Money made available by the District to support development activities of its employees. Criteria under which professional growth funds are awarded may differ by employee group and are outside the scope of this regulation. However, all awards as part of professional growth fund initiatives are subject to the regulations and procedures outlined in this policy.
  21. Residence 
    The actual dwelling place of the individual without regard to any other legal or mailing address. Individual(s) required to reside away from their primary residence due to official travel away from their duty post may continue to claim such domicile as their residence if said residence is either inhabited by their dependents, or is held vacant at tangible expense. No reimbursement for lodging or other expenses shall be allowed on the premises of an individual’s residence.
  22. Student Group Travel
    Students traveling together for a common event or purpose with at least one MCCCD employee. One travel authorization is required bearing the total expenses and supporting documentation for the primary employee and all students. All employees traveling must have their own travel authorization.  All subsequent travel authorizations for additional employees must reference the primary travel authorization.
  23. Traveler 
    Any employee or non-employee of the District who is in approved travel status.
  24. Valid Receipt 
    Any proof of payment from an authoritative source (including scanned or Online receipts) that includes sufficient detail to identify the services and/or items purchased. For airfare, car rentals, hotels, and registration fees, the receipt should be in the traveler’s name. Exceptions, such as for expenses shared by two or more employees, may be approved by the Fiscal Office.

1.15.3
Approval Authority

Travel for the MCCCD District Governing Board, its employees and representatives must be authorized by the appropriate governing authority or its designees. All procurement practices must be followed, and a fully approved travel authorization must be completed prior to the travel. It is the traveler’s responsibility to ensure all approvals are in place before travel.

In order for travel to be approved, the traveler must check the box on the Travel Authorization to certify that their expenses comply with Administrative Regulations 1.15 and 1.18. Travel approval is delegated to each College President and each District Executive, or their designees, for all employees under their areas of jurisdiction. Travel approval for the Governing Board members shall be by the Governing Board President.  Travel approval for College Presidents and District Executives shall be by the Chancellor or their designee. A District Executive will countersign for the Chancellor's travel.

No District obligation exists to reimburse any employee for travel costs unless the traveler is in an approved travel status prior to trip departure. Trips supported by professional growth funds are subject to the rules and requirements stated in this policy. In some cases, the funding source (professional growth, external grants, etc.) may have more restrictive guidelines than this regulation. 

In those situations, the provisions of the more restrictive funding source shall be followed. Except for the differences outlined by the more restrictive funding sources, this regulation shall be applied consistently to all employees and to expenses paid from any source of MCCCD funds.

Official Functions: Expenses incurred by a traveler for activities or events that are an official function must comply with the 1.16 Official Functions Administrative Regulation.

1.15.4
Limitations

Blanket Purchase Orders and MCCCD Purchasing Cards. Blanket purchase orders and MCCCD purchasing cards for travel expenses should only be used for approved travelers with an approved travel authorization. Travel expenses for companions of employees should not be included in Maricopa funding requests, regardless of intent to reimburse.

Most Direct Route. Reimbursement is limited to expense of travel by the most direct and usually-traveled route, by the most economical means of transport. When determining the most economical means, both cost and traveler’s time must be considered. That portion of travel that is by indirect route, which is not in the best interest of the College/District, or is for personal business, will not be reimbursed. Excess travel time will be charged to annual leave.

Submitting Expense ReportExpense reports must be submitted in the Financial Management System (FMS) within 30 calendar days after the end date of the approved travel authorization or by the last business day of the current fiscal year, whichever comes first. If an activity concludes during the last half of June, special efforts must be taken to submit expense reports by the last business day of the fiscal year for which the travel occurred. All reimbursement requests made after this timeframe require approval by the College President or designee and from the funding entity if professional growth funds are used.

Expense reports must be completed for every travel authorization, with the exception of Penny Travel ($.01) which are closed by the Fiscal Office, even if the employee is not seeking reimbursement.

Cost Overruns. Because estimates are used to develop trip budgets, travelers will be allowed a 10% tolerance level for over expenditures. No further approval by the governing authority is required. When the total expense of the trip exceeds 110% of the estimated total cost, reimbursement of the additional expense will be at the discretion of the governing authority that approved the travel authorization.

Funding Sources with Restrictive Guidelines. For travel situations that have more restrictive standards, such as external grants, professional growth, etc. the provisions of the more restrictive funding source shall be followed.

Mileage. Mileage only travel authorizations for a single type of activity, such as site visits, may  be created for an entire month or each individual trip.  Mileage only expense reports must be submitted in FMS within 30 calendar days after the end of each calendar month or by the last business day of the current fiscal year, whichever comes first.  No mileage may be claimed when using a College/District vehicle or when receiving a car allowance under an employment contract unless the travel is outside of Maricopa County, and then only for the miles outside the County.

Cash Advances. Cash advances for travel purposes will be approved only for student group travel. Supporting documentation that outlines how the advance amount was determined should be included as part of the travel authorization document. All Cash Advance requests must be fully approved at least 3 business days prior to departure for the payment to be received.  It is the traveler’s responsibility to check the status of approvals in FMS.  Every effort should be made to reduce the liability of the traveler(s) by pre-paying known expenses via purchase orders or charging expenses to a purchasing card. When settling cash advances, valid receipts (or signed meal forms when funds distributed to students; see 1.15.6 Meals for Student Group Travel are required and must be submitted within 30 days of completion of travel or the last business day of the current fiscal year, whichever comes first. Specific expenses as detailed in 1.15.11 Miscellaneous Travel Issues are not allowed. Any amounts paid to or on behalf of a traveler that have not been substantiated with an expense claim or valid receipts within 60 days of completion of travel will be deducted from the traveler’s wages.

In-County Travel. An approved travel authorization is required for in-county travel except when no costs are incurred.  An approved travel authorization is always required for student group travel. The Chief Financial Officer or Chief Operating Officer may approve travel expenses, including hotel stays, for certain conference formats that are held in-county.

Personal Travel.  If travel costs (transportation, lodging, meals) are increased due to a lengthened trip, the traveler is responsible for the increase and the traveler must pay for the travel costs using personal/non-Maricopa funds and be reimbursed for the business portion of the travel costs after the completion of the trip.

To determine the amount of reimbursement, determine what the cost of the business portion of the travel costs, independent of the personal portion, would have been.  The cost of the business portion of the transportation fare is the lowest fare that would have been or would be available for the business portion of the trip if the business travel were booked at least two weeks in advance of departure and neither the departure nor the return were to fall on a holiday weekend.

The allowable costs for lodging and meals include those that would have been covered for business only travel, independent of the personal portion.

1.15.5
Transportation

Allowable expenses include airfare, personally owned vehicle mileage, bridge and road tolls, necessary taxi,  ride share, shuttle, light-rail, subway, train/railroad, bus, ferry or streetcar fares, vehicle rental, and necessary parking fees.

Reimbursement will be made only for the method of transportation that is in the best interest of the College/District considering the travel expense as well as the traveler's time. When more than one traveler uses the same privately owned vehicle, only one claim for mileage reimbursement will be allowed and other travelers should be identified. Reimbursement rates are set by the Arizona Department of Administration and are incorporated by reference.

Driver's License/Insurance

  1. Before any employee of the College/District operates any vehicle, including a personally-owned vehicle, while engaged in any work phase of their employment with MCCCD, either assigned or implied, they must:
    1. possess a valid Arizona driver's license, and
    2. have read the MCCCD Administrative Regulation 4.14 Motor Vehicle Usage.
  2. The operator of a non-District personally-owned vehicle shall have in force a personal automobile insurance policy consisting of bodily injury and property damage liability limits which complies with Arizona Revised Statutes. Such personal automobile insurance policy shall provide primary coverage.

The District’s insurance program may be considered excess coverage for operators of personally-owned vehicles in approved travel status once primary coverage has been exhausted.

The District’s insurance program provides coverage to authorized drivers of College/District vehicles when on official College/District business. Passengers must be on official College/District business. Personal property stolen or damaged in an accident in any vehicle is not covered by the District’s insurance program.

College/District-Owned Motor Vehicles

  1. Every effort should be made to use a College/District-owned vehicle in place of personally-owned vehicles.
  2. The use of College/District vehicles for transporting individuals not essential to the purpose for which the vehicle was dispatched is prohibited.

Personally Owned Vehicle

  1. A traveler using a personally-owned vehicle for College/District business with supervisory and fiscal approval may receive mileage reimbursement regardless of eligibility for lodging or M&IE reimbursement.
  2. When the travel begins or ends at the individual's residence, mileage shall be computed from the residence or the designated duty post, whichever is the shorter distance. Commute mileage is to be based on no more than one round trip to duty post per day.
  3. When an individual is required to report to a duty post outside of normal working hours, reimbursement for mileage from residence to designated duty post and return is allowable.
  4. A personally-owned motor vehicle may be used for out-of-state travel with supervisory approval. Reimbursement for mileage is limited to no more than the lowest cost mode of transportation (including hotel parking) and should be documented by traveler and approved prior to travel.
  5. When a personally-owned vehicle is authorized for travel, reimbursement will be at the rate set by the Arizona Department of Administration computed by odometer readings or Online navigation mapping system. When using an Online navigation mapping system to determine mileage, a printout of the program showing the addresses and the calculation must be included with the travel claim.
  6. If a traveler driving a personally-owned vehicle is involved in an accident and found to be at fault, his or her personal automobile carrier is responsible to the limits of the policy. If the claim exceeds that coverage, the District’s insurance program will at that time cover the amount over the policy limits if the traveler was acting within the course and scope of his or her employment. If a traveler driving his or her own vehicle on College/District business is involved in an accident, regardless of fault, the College/District will not reimburse the traveler for any physical damage to the vehicle, including claims by any passengers not essential to the purpose for which the vehicle is operated.

Rented Motor Vehicles

  1. Rented vehicles may be authorized when more economical means of travel are not available. Use of rented automobiles shall be limited to instances where it is to the advantage of the College/District and not for the personal convenience of the traveler. The governing authority is responsible for determining the type of vehicle rented as well as whether or not the advantages of using a rented vehicle outweigh the costs of other modes of transportation. Reimbursement of motor vehicle rentals must be substantiated by a valid receipt.
  2. Travelers using rented vehicles will not be allowed to claim mileage. Reasonable gasoline purchases will be reimbursable if receipts are provided.
  3. The use of a rented vehicle for transporting individuals not essential to the travel purpose for which the vehicle was rented is prohibited.   

Airlines

  1. Airfare may be purchased via a purchase order with an approved travel agency, with a valid purchasing card, or as a reimbursement after travel has taken place. To reduce the liability to the traveler, every effort should be made to use a purchasing card or purchase order to an approved travel agency. Reimbursement for commercial airfare is expected to be at the lowest rate available.  However, if this rate does not allow for seat selection at the time of purchase, the lowest fare that includes seat selection is allowable. Receipts are required for baggage fees. Reimbursements are limited to one bag except for reasonable allowances (examples are team travel or international travel).
  2. Flight insurance purchased by the traveler is not reimbursable.
  3. If a trip is canceled, every effort must be made to recover the credit. The following situations describe the factors to consider when reimbursing for cancellations:
    1. When the cancellation of the trip was within the traveler’s control: 
      1. The traveler must reimburse the District/College for the cost of the ticket.
    2. When the cancellation of the trip was outside of the traveler’s control and:
      1. No credit is issued – the District/College will cover the cost of the ticket.
      2. A credit is issued – the credit must be used for MCCCD business travel or the traveler can “buy” the credit from the District/College for personal use. If the credit can’t be used, the District will absorb the cost of the ticket.
  4. Change fees
    The purpose of the change fee must be clearly documented in order to be reimbursed.
    1. Change fees can be reimbursed if the change was due to a circumstance or event outside the control of the traveler.
    2. Change fees will be reimbursed if the change enabled the traveler to decrease the cost of the trip by returning earlier than originally planned.

Railroads and Buses

Railroad or bus travel may be used when convenient or economical and if excessive travel time and additional expenses do not result.

Ground Transportation

  1. Tolls, taxi, buses, shuttle, light-rail, subway, train, streetcar, ride share, and parking are classified as ground transportation and are allowable.  The most economical means of transportation shall be used. Ground transportation for personal activities, such as sightseeing or travel to restaurants, is not reimbursable.  The business purpose for the ground transportation claimed must be identified.
  2. Ground transportation
    1. Receipts are required when the sum of ALL ground transportation expenses is equal to or exceeds $25.00.  Receipts are not required when the sum of ALL ground transportation expense is less than $25.00.  For ground transportation such as subways, buses, streetcars and light rail where receipts are not provided, the traveler may submit a ground transportation log in lieu of receipts.
  3. Parking includes airport parking, hotel parking, conference parking, and site parking and is allowable.
    1. When departing Arizona, parking for personally-owned vehicles at the airport is reimbursable at the economy lot rates. If a traveler is dropped off at the airport, parking is not reimbursable. When the traveler is picked up at the airport, up to one hour of parking may be reimbursed. 
  4. Tips for transportation and baggage handling, as well as storage charges are to be paid from the traveler’s M&IE allowance.

1.15.6
Meal and Incidental Expenses (M&IE)

A traveler shall be allowed reimbursement for actual cost of meals and incidentals in accordance with these rules not to exceed the per diem allowance rates. To be eligible for M&IE the traveler must be away from their residence or duty post substantially longer than an ordinary day’s work and be in approved travel status.  See 1.15.9 Student Group Travel for additional M&IE information specific to student group travel.

Meal Allowances. Regardless of any circumstance or condition, a traveler may not claim more than three (3) meals in any single calendar day or in any period of twenty-four (24) consecutive hours. Meals and incidental expenses shall not exceed those amounts allowed by Travel Regulation. To claim any meal expense, the traveler must show where and when the trip begins and ends.

Rates. Rates for per diem allowances for both domestic and international travel can be found at Accounts Payable Travel ReferenceTravelers are NOT required to provide receipts when claiming per diem.  When determining the rates for travel to Alaska and Hawaii, only the “Local Meals” rate column is eligible for per diem.

Note: The amounts allowed for meals are not intended to cover the entire cost of a meal taken while in travel status. The amounts are calculated to compensate the traveler for the estimated difference between the cost of a meal taken on the road and the cost of a meal prepared at home.

Full-Day Allowance. Except as may be otherwise provided, a travel day of fourteen (14) or more hours shall be considered a full day and entitle the traveler to reimbursement for up to three (3) meals. Exceptions include circumstances under which the traveler is provided one or more meals during the course of a day by some other means (such as meals served at a conference or on a plane). Reimbursement shall not exceed the daily per diem.

Partial-Day Allowances. When the travel day is less than a full day as described above, the following guidelines shall be applied to amounts for M&IE:

  1. Breakfast - when departure is prior to 7:00 a.m. and/or return is after 9:00 a.m.
  2. Lunch - when departure is prior to 11:30 a.m. and/or return is after 1:30 p.m.
  3. Dinner - when departure is prior to 5:00 p.m. and/or return is after 7:00 p.m.

Departure and return are measured from the time the traveler leaves and returns to their residence or duty post. Allowances for departure times prior to a mode of transportation leaving (i.e. airplane) may be considered reasonable. Partial day allowances for domestic and international travel are available at Accounts Payable Travel Reference

Meals Provided. If the traveler is provided a meal in the cost for other travel-related expenses, the traveler is not eligible for reimbursement for that meal. Regardless of menu, continental breakfast is considered a provided meal.

Cost of meals included with other charges: The traveler is not entitled to a meal allowance for meals provided free at an institution, on an airplane, included in conference registration fees or provided on a complimentary basis by the facility at which the traveler is lodged.

Special dietary needs: Meals satisfying special dietary needs will generally be provided by airlines, conferences, hotels, etc. if requested by the traveler. It is the traveler’s responsibility to make the necessary arrangements for such special meals on a timely basis. In order to claim a reimbursement for a meal when a traveler’s request for a meal satisfying a special dietary need has been denied, the traveler must provide a statement (with appropriate support) that details and certifies all of the following: 1) to whom such request was made; 2) by whom such request was denied; 3) the reason given for the denial; and 4) the special dietary needs of the traveler that could not otherwise have been accommodated.

Meals for Student Group Travel. The applied per diem amount for student group travel may be less than the published per diem rate. Whenever an employee (i.e., advisor or coach) receives funding for group or team meals, the meal form must state how the funds are being distributed and be signed when the distribution occurs. The use of prior signed meal forms is prohibited. Valid receipts are also required in instances when funds are not distributed to students, but the meals are paid for the group as a whole, or when all meals are paid from the advance.

Meals for a Group of Employees. When a group of MCCCD employees are traveling together and one employee pays, the host must have an approved "Official Functions Form" that was submitted in advance of the event. The "Official Function" activity will be reimbursed separate from the employee's travel expense. A valid receipt and list of participants must be submitted to substantiate the cost of the meal. Participating employees who did not pay shall not claim under the per diem rate for this meal. Official Function activity shall be limited to one meal per trip. Exceptions to this limit may be approved by the Chancellor, Chief Operating Officer, or Chief Financial Officer.

Incidental Expenses. Incidental expenses are included in the per diem rates for meals. No receipts are required.

 

1.15.7
Lodging

Lodging costs are allowable for out-of-county, out-of-state, and international travel and can include room rate, taxes, resort fees, and fees associated with room rate. Lodging is allowable when the traveler is required to be away from their residence or duty post substantially longer than an ordinary day’s work, and would not be able to return to their residence or duty post by 9:00 p.m. (Arizona time). Lodging must be at a commercial establishment, excluding private residences and/or airBnB or similar establishments.  The traveler is required to request the lowest available rate (government, commercial, corporate, conference, etc.).  Lodging costs incurred may be allowed if an emergency exists and the governing authority approves as designated in section 1.15.3 Approval Authority.

The Chief Financial Officer or Chief Operating Officer may approve in-county lodging for certain conference formats which requires prior approval.

Hotel Folio and Receipts. It is the traveler’s obligation, to ensure that the establishment can provide a detailed folio/receipt containing the room rate, taxes, resort fees and fees associated on the establishment’s letterhead or invoice.

Reimbursement Amounts. The allowable amount includes room charges and applicable taxes, and should not exceed the Arizona Department of Administration rate index. See Accounts Payable Travel Reference 

Note: Allowable amounts shall not exceed the actual amount of travel-related expenses.

Rates. The rates published in the Arizona Department of Administration rate index are limits for actual expenses and are not meant as a per diem for lodging expenses. If a situation exists that makes compliance with the maximums impractical, and the governing authority approves, actual lodging costs in excess of the Department of Administration’s rate index may be allowed.

Conference Travel. For conference travel, approval may be made at conference lodging rates. In these instances, the allowable amount will be the actual lodging cost, plus tax and hotel fees, of the conference designated hotel(s).

  1. When no vacancies exist at the conference designated hotel(s) the traveler can request reasonable accommodations at alternate hotels in the immediate vicinity of the conference.
  2. If the conference hotel rate in the conference designated hotel(s) is not available, the traveler can request reasonable accommodations at the conference hotel for the actual lodging costs.
  3. If the conference designated hotel(s) has vacancies and the traveler chooses to stay in a hotel other than a conference designated hotel, approval will be for the actual lodging cost, plus tax and transportation or parking, provided the total cost (including transport from hotel to the conference and back or parking fees) does not exceed the conference designated hotel cost.

Shared Lodging. When lodging is shared with another individual on College/District business, reimbursement will be made to the traveler who paid. When lodging is shared with an individual not on College/ District business (such as a spouse) the expense shall not exceed the single room rate plus tax.

Miscellaneous Business Expenses. Communication charges, including telephone, internet access in any location, faxes and copies that are required for business purposes only are allowable. Such charges and the business necessity should be identified on the travel authorization. Travelers should note the party to whom business calls were made and/or purpose. Personal phone calls are not allowable.

1.15.8
International Travel

All international travel, regardless of funding source or designation, must follow the International Travel Policy.  The Chancellor or their designee has final approval of all international travel, regardless of funding source or destination. College Presidents have first line of authority for all international travel involving students, faculty, and staff at their colleges. District Executives have first line of authority for all international travel involving staff in their divisions. The Provost has the authority to recommend for the Chancellor’s approval any proposed student education abroad, faculty exchange, or curriculum development initiative or reject the proposals because outcomes are not clear, criteria are not met, or program is not rigorous enough.

An International Travel Proposal is required for all international travel.  

Travel funded partially or entirely by outside sources. Travel funded by any outside source requires full compliance with the International Travel Policy, including completion of an International Travel Proposal.

Approval of expense reports. Traveler’s expense reports shall be approved by the traveler’s supervisor and the College/District Fiscal Office. Expense reports for College Presidents or District Executives are to be approved by the Chancellor or designee. Expense reports for vice presidents are approved by the College President. Governing Board Members’ and the Chancellor’s expense reports will be approved by a District Executive or designee. Reimbursement exceptions may be granted in extenuating circumstances upon review by the Chancellor, Chief Operating Officer, or Chief Financial Officer. When an individual is to remain in approved travel status for longer than 30 days, the Governing Board must approve the claim of lodging and M&IE.

International travel is generally prohibited in instances where either the learning or professional growth opportunity exists in the United States or its territories. See the International Travel Policy for exceptions.

Reimbursement. Reimbursements are limited to those travelers in approved travel status. If expenses are to be incurred and/or paid, each employee must complete an International Travel Proposal prior to travel. For group travel (students only), the International Travel Proposal must include a list of students participating in the trip. For travel involving conferences, a conference brochure (or equivalent detailed documents) must accompany the travel proposal. For travel not involving a conference format, documentation to support estimated costs must accompany the travel proposal.

U.S. Department of State (US DOS) allowances will be used for reimbursement amounts for all international travel. The listed amount includes allowances for both lodging and M&IE. Links to information regarding reimbursement amounts for foreign areas is available on the Accounts Payable Travel Reference website. 

M&IE. The daily total amount available for out-of-country M&IE should be allocated between meals, when necessary, using the following percentages (these percentages include allocating the incidentals that the US DOS identifies separately):

  • BREAKFAST 20%
  • LUNCH 25%
  • DINNER 55%

The partial day M&IE reimbursement rates are available on the Accounts Payable Travel Reference web, in the State of Arizona Accounting Manual.

Lodging. Please reference previous language within section 1.15.7 on allowable lodging expenses.

Conversion Rates. Conversion of foreign exchange should be completed by the traveler prior to submitting the reimbursement request. Conversion may take place prior to leaving Arizona or during travel with a receipt from an official banking establishment specifying the date, conversion rate, and amount converted. Conversion rates may also be calculated using the date each actual expense was paid from an official conversion web site of the traveler’s choice. Copies of the conversion table should be attached to the travel expense report.

Ground Transportation. Receipts are required for ground transportation amounts claimed above $25.00. When receipts are not available, the destination and expense should be noted on the ground transportation log.

 

1.15.9
Student Group Travel

One travel authorization bearing the total expenses and supporting documentation for the primary employee and all students is required.  Additional employees traveling with the group must have a separate approved travel authorization that references back to the group travel authorization.  A list of students participating in the trip must accompany the travel authorization, if known at the time of submission.  If specific students are not known at the time of the travel authorization submission, a headcount of students participating must be included.  A list of students participating must accompany the expense report.  Student group travel also requires all appropriate student travel forms (i.e. Travel Assumption of Risk and Release of Liability, emergency contact, forms specific to student international travel, etc.) to be retained by the college apart from the travel authorization.

Meals.  Student group meals may be computed to a per person amount not to exceed 80% of the allowable per diem rates established by the state of Arizona and accessible at Accounts Payable Travel Reference.  Councils or activities may have more restrictive guidelines.  The travel day begins at the time the student is required to report for the activity and ends when they are released from the activity.

Travel.  Student group travel always requires an approved travel authorization.

1.15.10
Travel and M&IE for Out-of-State Candidates and Finalists for Employment

The Governing Board authorizes the reimbursement of travel and M&IE expenses for out-of-state finalists for employment for Classified Staff Grade 125 and above; finalists for residential faculty positions; and candidates and finalists for Chancellor’s Executive Council positions under the following circumstances:

  1. The Chancellor, appropriate District Executive or College President verifies the need for an on-site interview and identifies appropriate funds to cover the costs of reimbursement.
  2. Reimbursement will be limited to actual expenses and valid receipts. The most economical means of transportation that is available should also be used.

1.15.11
Miscellaneous Travel Issues

Miscellaneous Travel Issues

Consultants. Travel for individuals not specifically covered by this Administrative Regulation, including consultants and other non-employees, should be included in the negotiated contracted for services.

Out-of-State Use of Equipment. Any out-of-state use of College/District owned equipment, including vehicles, must be specifically approved by the governing authority (as defined in 1.15.3). The guidelines set forth in 1.11 Off Premises Property Loan also apply.

Non-Reimbursable/Non-Allowable Expenses. The following expenses are NOT reimbursable under any circumstances:

  1. Alcohol
  2. Airline or social club membership dues
  3. Babysitting or childcare costs
  4. Clothing, luggage, briefcases
  5. Credit card delinquency fees/finance charges/annual fees
  6. Expenses for travel companions/family
  7. Early boarding
  8. Fast pass for TSA
  9. Frequent flier miles
  10. Health club facilities, saunas, massages
  11. Helicopter services for airport transfers
  12. Kennel fees and pet care for pets while on travel status
  13. Loss/theft of cash
  14. Loss/theft of personal property (lost baggage, etc.)
  15. Magazines, books, newspapers, or movies
  16. Optional travel or baggage insurance
  17. Parking or traffic fines
  18. Personal accident or property insurance
  19. Personal car repairs/routine maintenance or locksmith charges
  20. Personal entertainment/grooming/gifts/souvenirs
  21. Personal sightseeing/tourist activities
  22. Preferred seating
  23. Priority check in
  24. Overweight/oversize baggage fees (except with approval)
  25. Trip cancellation insurance
  26. Valet parking (except for when self parking not available)
  27. Wifi (except for MCCCD business purpose)

FAQs.  Additional clarifying and procedural information can be found in the Travel Frequently Asked Questions (FAQs) document available on the District’s Accounts Payable Travel Reference website.  The FAQs are intended to address business processes or questions that arise as travel is reviewed and approved and will be updated as needed.  

Other. Any travel issues that are not specifically addressed within this regulation require review by the Chief Financial Officer or the appropriate designee.

1.16 Official Functions

Scope of Coverage of this Regulation
This regulation covers expenses by MCCCD and its colleges and centers for official functions. Its purpose is to provide fiscal and legal guidelines and standards for making certain expense decisions, and to ensure documentation of such decision-making. It applies to official function expenses regardless of the fund from which they are made. The official function object code should be used for all expenses that fall within the definition of "official function" as specified in this regulation.

Definitions
The term "official function" means an activity or item that:

  1. Does not appear to be, without explanation, an ordinary and necessary function of MCCCD as a public educational institution; and
  2. Provides a tangible benefit and links directly to MCCCD's educational mission; and
  3. Is reasonable and commensurate in value to the tangible benefit that MCCCD will receive.

Paragraphs 9 and 10 below contain some examples of activities that are not official functions, and some that may be if properly documented.

General Standards

  1. Before the expense is made, the Chancellor, college presidents or Vice Chancellors must approve any expense for an official function on the "Official Function Form" (Appendix FM-7) or, for certain institutional or individual memberships as described in Paragraph 8, the "Membership Payment Worksheet" (Appendix FM-8). Those officials may delegate this authority only to designated college vice presidents. The person approving the "Official Function Form" or "Membership Payment Worksheet" must be someone other than the person signing the form as the requisitioner. Additionally, the requisitioner must be a full-time MCCCD employee.
  2. Approval of an official function expense must be based on a determination that the expense meets the definition of an "official function" specified in this regulation. The determination must be documented on the "Official Function Form" or the "Membership Payment Worksheet." Higher-dollar or entertainment expenses generally require particular specificity showing the linkage and benefit to MCCCD's mission.
  3. District Office, college or other appropriate fiscal officers must verify and approve the availability of funds under the selected budget account before an expense for an official function is made.
  4. The Legal Services Department, the Purchasing Department, or the Accounts Payable Office may request the submission of the "Official Function Form" or "Membership Payment Worksheet" before approving contracts, issuing purchase orders, or paying invoices related to an expense deemed to be an official function.
  5. The Fiscal Office of the MCCCD entity completing the "Official Function Form" or "Membership Payment Worksheet" must retain it for 3 years after the expense is made.
  6. MCCCD's Internal Audit & Management Advisory Services staff may annually audit the records of MCCCD entities to ensure compliance with this regulation.
  7. Student groups may make modest contributions or donations or purchase items to donate to third parties for charitable purposes but only if they use funds raised by them for that purpose. Other funds may not be used. For such contributions or donations, completion of the "Official Function Form" is at the discretion of the MCCCD entity. Contributions and donations of MCCCD funds or items purchased with MCCCD funds are otherwise prohibited.
  8. Expenses for MCCCD or individual memberships in professional organizations that are specifically and directly related to MCCCD's educational mission or to an employee's job are considered ordinary and necessary business expenses of MCCCD. Examples of membership expenses that are appropriate without further explanation are:
    1. American Association Of University Women
    2. Cooperative Education Association
    3. National Council For Student Development
  9. In each of those examples, the name of the organization demonstrates the connection and MCCCD entities need not complete the "Official Function Form" or the "Membership Payment Worksheet.

    However, the propriety of MCCCD or individual memberships in organizations whose names do not clearly establish that they are professional or academic and are related to public employment or education needs to be documented under this regulation. For those types of memberships, MCCCD employees must complete the worksheet entitled "Membership Payment Worksheet" (Appendix FM-8) and provide it to the college or other appropriate fiscal officer to retain. Colleges or other MCCCD entities may require executive-level approval of memberships.

    Payment of memberships in non-school related civic or community groups is inappropriate. Additionally, payment of individual memberships should be considered only if the organization does not allow an institutional membership, where the organization requires both an institutional membership and individual memberships for MCCCD employees participating in the organization, or where the appropriate fiscal officer determines that an individual membership is the most cost effective.

  10. Examples of expenses that don't meet any of the criterion for the definition of "official function" are charges for alcoholic beverages, charitable contributions or donations (except as described in Paragraph 7), dues for memberships in non-school related civic or community organizations (such as Rotary, Kiwanis) or in discount stores, gifts of any type for personal life events (such as births, deaths, weddings, funerals), and gifts for personal use (such as apparel, jewelry or luggage) in appreciation of an MCCCD employee or officer.

    Examples of expenses that may be official functions if shown to meet the criteria in 2. and 3. of the definition of "official function" are employee or officer retreats, employee or officer retirements, non-travel restaurant charges, conference banquet or hotel contracts, sponsorships and institutional memberships in chambers of commerce where the MCCCD entity is located (or where it maintains a strong community influence or presence).

ADOPTED through the Administrative Regulation approval process, April 14, 2003

1.17 Cash Handling

Scope of Coverage of this Regulation 
This regulation covers all Maricopa County Community College District (MCCCD) employees or offices (including, but not limited to: all employees – Board-approved or part-time, cashiers offices, performing arts centers, athletic facilities, program offices, etc.) that accept payment for any MCCCD services or donations (including, but not limited to: tuition, fees, dues, event tickets, etc.). Cash is defined as coins, currency, checks, money orders, credit cards, electronic funds transfers, and all cash equivalents (including, but not limited to: tokens, gift cards, tuition waivers, parking tickets, stamps).

General Standards

  1. To ensure strong internal controls over cash handling, to safeguard against loss and to meet our obligation to the community as stewards of public resources, the following elements of internal controls must be adhered to:
    1. Proper segregation of duties (i.e., dual controls)
    2. Specific safeguards for handling, transporting and storing cash
    3. Specific safeguards for deposits
    4. Independent reconciliation of deposit documents to receipts
    5. Management oversight and review of cash handling processes and personnel
  2. Each college and the District Office are required to establish written procedures for all locations that handle cash. Such procedures shall ensure compliance with all of the required internal control elements identified in 1. Such procedures shall address all control elements identified in 1 by reflecting the space, physical configuration, staff and other particulars of each location.
  3. The District’s Business Services division will review such written procedures for potential areas of concern relating to the required internal control elements. Such concerns will be noted and communicated back to the applicable College/District Office for further action.
  4. On or about January 1st of each year, each college and the District Office are to review the written procedures relating to cash handling. If significant changes are required, such changes are to be reviewed by the District’s Business Services division as in C. above.
  5. The District’s Internal Audit and Management Advisory Services Department may test the written procedures for compliance in accordance with their established audit plan.
  6. If inappropriate activity is suspected or determined (i.e., a pattern of cash shortages, forgery or alterations of checks, misapplication of tuition waivers, loss or damage to securities, computer fraud, etc.), the college or District Office staff should immediately notify their appropriate Vice President or Vice Chancellor, who should then notify Risk Management and Internal Audit and Management Advisory Services of any real or potential losses. The notifications stated above are critical as MCCCD has a limited discovery period in which to report such activity to our insurance carrier.
  7. If it is suspected that a theft has occurred, the appropriate law enforcement authorities must be notified.
  8. Annually, each employee responsible for handling cash will be required to complete an acknowledgement that they have read and agree to abide by established procedures for proper handling of cash.
  9. Annually, each Vice President or senior level administrator with supervisory or management responsibility for any and all areas that handle cash and the college President and Vice Chancellors with any and all responsibility for cash shall complete an acknowledgement that they will enforce the established procedures for the proper handling of cash.
  10. The Vice Chancellor for Business Services shall develop, make available and has the authority to require training as may be appropriate for any and all persons handling cash or supervising these individuals at the colleges, District Office or any district location.

ADOPTED by the Governing Board, February 27, 2007, Motion No. 9412

1.18 Gifts, Gratuities and Unrelated Compensation

This regulation outlines the restrictions for the acceptance of gifts, gratuities and unrelated compensation from vendors and others that are either doing business with or that seek to do business with the officers, employees and others who serve as agents on behalf of the Maricopa County Community College District (MCCCD).

For the purposes of this regulation, MCCCD defines business-related and normal working hours as follows:

  • business-related” means that the event or activity provides a direct and measurable benefit to either the MCCCD or a member institution, and the event is consistent with the job duties of the employee and the mission of the MCCCD.
  • normal working hours” means the time an employee is performing the job hired to do by MCCCD. It is understood that many positions have flexible hours.
  1. Gifts
    1. For the purposes of this regulation, MCCCD provides these definitions:
      1. “Employee” means all persons employed by MCCCD; full-time, part-time, adjunct and student worker, regardless whether they are Governing Board approved or not.
      2. “Gift” means any gratuity, honoraria, favor, entertainment, gift card, lodging, discount, loan or other item having monetary value. It includes services as well as gifts of transportation, lodgings and meals, whether provided in-kind, by purchase of a ticket, payment in advance or reimbursement after the expense has been incurred.
      3. “Nominal Value” for this regulation, means $50.00 or less.
      4. “Token of Appreciation” means plaques, candy or similar commonly used inexpensive items given in gratitude.
      5. “Advertising/Promotional Items” – items such as pens, pencils, mugs, tote bags and calendars, key chains, etc. that is given for advertising or promotional purposes.
      6. “Vendor” means any company or individual in business to provide products or services to others. For purposes of this policy, the definition of vendor is not restricted to those individuals or companies that have already provided products or services to MCCCD.
    2. An employee may accept a gift of nominal value, such as a plaque, pen, or similar memento customarily given as appreciation for providing a service to an entity external to MCCCD.
    3. An employee may not accept, for personal use or ownership, gifts with a value in excess of $50 from a single source in a fiscal year. Likewise, gifts given to an employee’s family member or guest are also considered to have been received by the employee unless there is an independent relationship between the vendor and the employee’s family member or guest.
    4. An employee may accept a gift of perishable food (e.g. fresh fruit basket, cookie assortment, candy, etc.) of nominal value that is not a meal. Such perishable food items shall be shared among the department or division.
    5. An employee may accept a prize awarded through a random drawing or similar means while attending a conference, convention, seminar, institute or similar activity.
    6. An employee shall not accept cash or currency, or any other item of more than nominal value from anyone if it could be interpreted as a bribe or enticement to receive MCCCD business. If an employee receives something of greater than nominal value, the employee shall refuse it or, as soon as possible, disclose the circumstances relating to the acceptance of the item(s) to the Vice President of Administrative Services or Vice Chancellor for Business Services and deliver it to the appropriate college or District designee where it shall become the property of MCCCD.
  2. Meals, Beverages and Entertainment
    1. If there is the expectation of future financial benefit for the vendor, then an employee shall not allow any meal, beverage or cost of entertainment to be purchased for the employee or any member of the employee’s family by a person whom the employee knows or has reason to know is employed by or in any way associated with a current vendor or contractor of MCCCD. Under this regulation any purchase of meal, beverage or entertainment is prohibited whether the vendor/contractor offers to purchase the meal, beverage or entertainment with his or her personal funds, or with funds from any other source.
    2. An employee may allow a meal or beverage to be purchased by a vendor for the employee only if the meal or beverage is served as part of a banquet or dining function offered to participants at a conference, convention or similar activity. Such events would include sponsorships that are part of an educational, technical or professional development conference that is organized by an association and where the meal is included in connection with attendance at the conference. Upon prior review of a written justification and approval by the college’s Vice President of Administrative Services, or at the District Office, the Vice Chancellor for Business Services, an employee may attend product enhancement presentations. The provisions outlined in the regulation related to the acceptance of gifts and items shall still apply.
    3. An MCCCD employee who is also employed by another company may have a meal, beverage or the cost of entertainment purchased within the context of the other employment.
  3. Travel
    An employee shall not engage in any travel activity where the expenses are paid for by a vendor and where that activity could be interpreted as a bribe or enticement in order to receive MCCCD business. This would include vendor sponsored events that are marketed as a professional development activity, but that instead focus primarily on that vendor’s product, and where the trip includes social activity for the attendees.
    1. Non-Business Related Travel 
      An employee shall use paid leave for all time spent in travel that is not business-related that occurs during the employee’s normal working hours. For purposes of this regulation, appropriate paid leave for non-business related travel would include pre-approved vacation time, pre-approved banked vacation time or personal time.
    2. Business Related Travel
      1. An employee shall not be required to use paid leave for travel in connection with an event or activity that is MCCCD business-related. The employee may accept payment for necessary expenses (such as airfare, lodging, meals) from the entity or professional organization that sponsors the event or activity.
      2. An employee may engage in a business-related travel activity where the expenses are paid for by an educational institution or a non-profit organization, such as a professional association, whose mission is consistent with the mission of MCCCD, provided that there is no expectation that such travel will result in future financial benefit to said educational institution or organization.
      3. An employee may lead a class or group of students enrolled at a member institution in an MCCCD sponsored travel activity.
    3. Credit Course
      A travel agency or similar entity that arranges the travel activity may, in connection with a credit course offering, pay the expenses of:
      1. the employee who is leading the class or group,
      2. a person who is performing supervisory responsibilities over the students at all times throughout the travel, or
      3. one or more students enrolled in the class or group travel activity.
    4. Non-Credit Course
      An employee or other person participating in travel with a non-credit class shall not accept payment or reimbursement for any expenses associated with travel from the travel agency or similar entity.
  4. Discounts
    For purposes of this regulation, a “discount” is a reduction in the cost of goods or services charged by any entity to an MCCCD employee or student by virtue of that person’s employment or enrollment at an MCCCD college or location.
    1. The following are acceptable discounts:
      1. A discount that is part of an established and recognized program within MCCCD, such as the ‘employee store,’ wellness, or trip reduction programs, and is offered uniformly to all employees of MCCCD or of a member institution of MCCCD.
      2. A discount available pursuant to a policy in continuous effect and a recognized component of a benefits or compensation package that is recognized by the MCCCD Benefits and Compensation Department.
      3. A discount offered by a vendor for employees or students of educational institutions, regardless of whether such a vendor does business with MCCCD, provided that said discount is not in any way consideration or otherwise a factor in any transaction with MCCCD (i.e.: educational discounted software).
    2. The following is an unacceptable discount: A discount that is offered to select employees on an ad hoc basis as a result of the employee performing his or her job duties or as an incentive to influence conduct from a person seeking to obtain a contractual or other arrangement with MCCCD.

    3. Notice to MCCCD employees of the availability of any discount shall be conveyed in a manner that neither implicitly or expressly endorses nor otherwise speaks to the quality of the goods or services. The use of any MCCCD trademark or logo in connection with providing notice of the availability of a discount shall be limited to notice provided directly by the District Marketing Department.
  5. Honoraria and Similar Consideration
    1. Non-Business Related
      An employee may accept an honorarium, stipend or similar compensation or consideration from an entity external to MCCCD for an activity that is not business-related if:
      1. the entire activity occurs outside the employee’s normal working hours; or
      2. the employee uses personal leave or pre-approved vacation hours for the portion of the activity that overlaps the employee’s normal working hours; or
      3. the employee remits the honorarium, stipend, or similar compensation or consideration to the Vice President of Administrative Services at the location where the employee works. The honorarium, wages, similar compensation or consideration shall become the property of MCCCD. The Vice President of Administrative Services may consult with the Legal and Business Services Divisions for guidance on remissions. At the District Office, the employee remits the honorarium, stipend or similar compensation to the Vice Chancellor for Business Services.
    2. Business Related
      An employee may receive a modest honorarium or stipend for time spent preparing for presentations (keynote addresses, etc.) that are MCCCD business-related. Modest is considered to be limited or moderate in the amount of the honorarium. In addition, activities such as accreditation visits that may be considered MCCCD business-related due to the inherent nature of the event and the professional expertise of the employee(s), and that involve the offer of an honorarium, stipend or similar compensation or consideration from an entity external to MCCCD, are acceptable under the following conditions:
      1. If the activity occurs during work hours, the employee shall submit the honorarium or stipend to the college or foundation; or
      2. if the employee uses personal leave or pre-approved vacation hours for the portion of the activity that overlaps the employee’s normal working hours.
  6. Resource Development
    To the extent that employees of the MCCCD are engaged in an official capacity with duties that involve resource development and such involvement requires attending local events that are either hosted by or attended by vendors, such participation may be acceptable if it can be established that the event could result in expansion of District or college resources and that participation is disclosed in advance with the Vice Chancellor of Business Services. Attendance at vendor-invited events that would involve travel is not acceptable.
  7. College Course Materials – Board Resources 6.5
    Section 7 of this regulation has been adopted by the Governing Board and is incorporated here by reference.
    In accordance with ARS §15-1891, the MCCCD Governing Board establishes the parameters for employees when ordering course materials from publishers and working with book dealers:
    1. No faculty member or employee shall demand or receive any payment, loan, advance, good or deposit of money present or promised for selecting or purchasing specific course materials received for coursework or instruction, except that the faculty member or employee may receive:
      1. free review copies, complimentary teacher editions or instructional materials that are not intended to be sold by any faculty, staff or bookstore.
      2. royalties or other compensation from the sale of course materials that include the faculty member’s own writing or work.
      3. honoraria for academic peer review of course materials.
      4. training in the use of course materials and learning technologies.
    2. A faculty member or any other employee who is in charge of selecting or adopting course materials shall, prior to selection or adoption of any course materials, make a request for the following written information from the publisher of the course materials:
      1. A listing of relevant course materials offered by the publisher and whether each of the course materials are offered in a bundled package or sold separately;
      2. The suggested retail price, the estimated wholesale price or the price that the publisher makes available to the public for the course materials. The publisher may include the time period during which the pricing is available.
      3. The copyright dates of the previous edition if the copyright dates do not appear in the course materials.
      4. A summary of the substantive content differences between the current edition of the course materials and the immediate previous edition.
    3. A faculty member or any other employee who is in charge of selecting or adopting course materials shall place orders for such course materials by the date specified and communicated by the College or District bookstore to enable the College or District bookstore or contract managed bookstore to confirm the availability of the requested materials.
    4. An unsolicited free review copy, sample copy, or complimentary teacher edition of course materials provided by a publisher at no charge and delivered to the attention of an employee at a college or District location is presumed to be the property of the Maricopa County Community College District. However, such employee may nevertheless assume ownership of such materials if the materials are, in the judgment of the employee, pertinent to the employee’s academic discipline or professional responsibilities.
      As these materials are provided for professional academic use and are not intended by the publisher for sale, an employee should at no time sell or trade them to any person or other entity for personal profit. Appropriate disposition of the materials includes donation to a student or library or other non-profit or charitable organization, or returning the book to the publisher.
    5. This policy shall not be construed in a manner that violates academic freedom.
    6. For purposes of this policy:
      1. “Book buyer” means any person or entity, including a university or community college district bookstore, engaged in the purchase or sale of course materials.
      2. “Bundled” means one or more course materials that are packaged together to be sold as course materials for a single price.
      3. “Complimentary teacher edition” means a book with information that is meant for the exclusive use of faculty members, commonly labeled as an “instructor edition” or “instructor manual” and that contains answers and solutions, test questions and pedagogical techniques.
      4. “Course materials” means any textbook or other instructional tool published for the purpose of classroom instruction and used for or in conjunction with a course in a university under the jurisdiction of the Arizona board of regents or a community college under the jurisdiction of an Arizona community college district.
      5. “Publisher” means any publishing house, firm or company that produces course materials.
      6. “Sample copy” means any book that is the same as the regular student edition.
      7. “Substantive content” means portions of a college textbook, including new chapters, additional eras of time, new themes or new subject matter.
      8. “Written information” means information provided on print material. Written information includes electronic communication or publication on a website.
  8. Solicited Course Materials
    A solicited free review copy, sample copy, or complimentary teacher edition of course materials provided by a publisher at no charge and delivered to the attention of an employee at a college or District location is presumed to be the property of the Maricopa County Community College District. However, such employee may nevertheless assume ownership of such materials if the materials are, in the judgment of the employee, pertinent to the employee’s academic discipline or professional responsibilities.
    As these materials are provided for professional academic use and are not intended by the publisher for sale, an employee should at no time sell or trade them to any person or other entity for personal profit. Appropriate disposition of the materials includes donation to a student or library or other non-profit or charitable organization, or returning the book to the publisher.

AMENDED through the Administrative Regulation approval process, May 26, 2010
ADOPTED through the Administrative Regulation approval process, September 22, 2009

1.19 Delegation of Authority for Grants

 

 

The purpose of this administrative regulation is to establish the authority by which grants may be approved on behalf of the Maricopa County Community College District and its college locations. Under the Maricopa Governance structure, the Governing Board delegates authority for administrative operations to the Chancellor. The Chancellor further delegates authority for grants as follows:

  1. Approval of Grant Applications Generally. The Executive Vice Chancellor and Provost or his or her designee is solely authorized to approve or sign, as applicable, grant applications. Approving or signing grant applications does not obligate the District to accept and enter into a contract to proceed. If a grant or subgrant is awarded through a grant or subgrant contract, that contract must be signed by the appropriate District Office staff named and authorized in writing by the Chancellor under the general contract signing procedures issued by the Chancellor.
  2. Electronic Grant Applications and Submissions. Managerial staff of the District Office Grants Development and Management Department is designated as the Authorized Organizational Representative for the purpose of taking electronic grant proposal-related actions (including applications and other submissions) with federal, state or local governments and with other selected organizations so long as those actions are approved by the Executive Vice Chancellor and Provost or his or her designee.
  3. Grants of $100,000 or More. Acceptance of grants in the amount of $100,000 or more requires the approval of the Governing Board.
  4. Administrative Acceptance of Grants. Grants amounting to less than $100,000 may be accepted and implemented without Governing Board approval if approved in advance by all of the following:
    1. The Executive Vice Chancellor and Provost or his or her designee;
    2. The appropriate President or Vice Chancellor if the grant is within his or her area of responsibility, or his or her designee; and
    3. The Chancellor or his or her designee.

ADOPTED through the Administrative Regulation approval process, February 8, 2012

1.20 Underwriting Activities for District-Sponsored Radio Stations

The District shall comply with those regulations and guidelines established by the Federal Communications Commission (FCC) governing underwriting activities of public radio stations. The Dean of Public Service at Rio Salado College (Station Manager) shall ensure that appropriate KJZZ, KBAQ, and SunSounds staff are aware of and are complying with the FCC regulations and guidelines.

 

ADOPTED through the Administrative Regulation approval process, January 25, 2012