Policies and Procedures
Below are links to policies and procedures currently being followed by Fresno State Programs for Children.
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(Approved by Board of Directors 11.14.05)
This policy outlines the rules and procedures of the Fresno State Programs for Children, Inc. (PFC) for the proper handling of payments made by check. The purpose is to insure the maintenance of adequate controls over the handling and transfer of checks received.
Staff who receive and/or deposit checks must properly safeguard the checks, deposit it timely into the appropriate accounts, and properly record the transaction. This policy applies to all employees who handle checks during the processing of any transaction, or who retain, store and/or safeguard checks prior to its deposit. These rules and procedures are intended to maximize cash flow and aid in preventing and/or detecting check loss.
For all cash receipts:
- All checks received must be recorded on a pre-numbered check receipt form. Cash may not be accepted.
- Checks received must be deposited intact and expenses must not be paid from cash receipts. All checks must be restrictively endorsed, i.e. for deposit only to the Fresno State Programs for Children, Inc., immediately upon receipt.
- Check funds must not be left unattended. Check funds must be stored in a cash box within a safe or locked cabinet, to which access is restricted, preferably to the cashier or person transacting the sale.
- Check payments must be deposited in a timely manner. Undeposited check payments must be secured in a safe or locked cabinet until they are transferred to an authorized Auxiliary Services drop off location. Check payments should not be sent via campus mail or postal mail.
- Site managers must implement adequate segregation of duties and restricted access to cash handling areas, to the extent possible, to ensure the safeguarding of checks.
For sites utilizing pre-numbered check receipt forms:
- The check receipt form must be completed for each transaction at the time of the transaction.
- Checks should be deposited on a daily basis.
It is the policy of the Fresno State Programs for Children, (PFC) to establish a system to maintain, control and protect its physical assets. This policy seeks to record, control and manage all existing PFC assets and those assets acquired in the future. To accomplish this, the following procedures have been implemented.
Capitalization and Depreciation Threshold: The limit for capitalizing a fixed asset is $5,000. A fixed asset is any capital asset purchase with an effective usable life of more than one year and a cost of $5,000 or more. Certain repairs of equipment may be capitalized if the repair prolongs the usable life of the capital asset to more than one year.
Computers and computer related equipment are generally depreciated over three (3) years. Furniture and fixtures are generally depreciated over five (5) years. Building improvements and leasehold improvements are depreciated over their estimated useful life or the term of the lease, whichever is shorter. All assets are depreciated using the straight-line method of depreciation. The Association Controller may determine at the time of acquisition that an asset may have an estimated life longer/shorter than the suggestions above.
Periodic Inspection: The Association’s Accounting Office will request annually an updated equipment listing from PFC and this list should include any new assets that have been purchased since the end of the prior fiscal year. An updated equipment listing and depreciation schedule will be provided to PFC by the Association for use in developing the annual budget for the next fiscal year. It is PFC’s responsibility to visually identify every asset on the list, record any changes or corrections, note any assets that have been disposed of or may be missing, and identify any new assets that were not included in the database. Annually, PFC will conduct a physical inventory to verify the fixed asset records.
Transfer of Assets to the State: Assets transferred to the State/University require approval by the Board of Directors.
Disposal of Assets: Assets purchased with PFC operating funds can be sold for cash or used for trade-in value with approval by the Board of Directors.
Approved by Board of Directors (11.14.05)
The Fresno State Programs for Children, Inc. (PFC) will maintain proper and complete documentation to assure expenditures are made in a manner consistent with established policy and statute. The Association’s Accounting Office is responsible for review and approval of expenditure requests (“authorizations”) and appropriate supporting documentation.
- The approval process delineated below will ensure that the proposed expenditure(s) are not:
- Outside the educational mission of the CSU
- Outside the mission of the PFC
- Prohibited for auxiliary organizations either by statute, PFC policy or University policy
- Inconsistent with PFC and University policies and procedures
- All requests for payment, including reimbursements, must be submitted on a standard Authorization for Payment form. The PFC Payment Authorization will include the following:
- Vendor name
- Complete description of the item(s) or service(s) to be purchased or received
- Detailed description of the purpose of the expenditure
- Date the expense was or will be incurred
- For Community Relations expenditures, a description of how the expense will benefit the mission of the University with appropriate supporting documentation.
- Signature of the Director or designee, or account signer, approving the expenditure for payment
- If the expenditure is a personal reimbursement to an employee, the employee’s immediate supervisor must approve the payment authorization, the Director cannot self-approve.
- Authorizations for payment must be accompanied by complete and appropriate supporting documentation, including original invoices or receipts, and a detailed explanation of the purpose of the expenditure.
- Original invoices must accompany Statements of Account that are submitted as supporting documentation. Statements of Account without supporting invoices are not sufficient documentation for payment, except for finance charges. Vendor monthly statements, packing slips, photocopied or faxed copies of invoices or receipts for reimbursement are not sufficient documentation and will delay payment to the vendor.
- In the unusual event that an original invoice has been lost or destroyed, a facsimile or photocopy may be accepted as supporting documentation and explanation of such must be noted on the Authorization.
- Authorization for Payment form must include a detailed description of the expenditure including invoice number, where applicable, and description of the product, purchase or expense.
- All requests for reimbursement must be signed by the Site Administrator and the Program Director of the division prior to processing. All requests over $500.00 must be signed by the Executive Director. Reimbursement checks are issued with the regular Accounts Payable checks.
- For mileage reimbursement requests (i.e. personal vehicles used in the course of conducting company business), each trip must be noted, including the date, to/from, purpose, and miles.
- Authorizations for payment must be signed by the following persons:
- Site Administrator
- Program Director
- Executive Director
- Requests over $1,000.00
- Reimbursements to Program Director irrespective of amount
- Association Controller or designee
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