Policies and Procedures

IV. Financial Services


All Policies are in Bold. Each policy (in bold) is followed by its associated procedures, if any.
The policies bolded and without text (in all capitals) are headings.

4.01.00.pdf
4.01.00Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>ACCOUNTING</DIV>
4.01.01.pdf
4.01.01Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Fiscal Year</DIV>
4.01.02.pdf
4.01.02Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Financial Accounting System</DIV>
4.01.03.pdf
4.01.03Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Separate Accounts</DIV>
4.01.04.pdf
4.01.04Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Trust Funds</DIV>
4.01.05.pdf
4.01.05Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Interest</DIV>
4.01.06.pdf
4.01.06Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Reports</DIV>
4.01.07.pdf
4.01.07Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Annual Audit</DIV>
4.01.08.pdf
4.01.08Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Annual Financial Statement</DIV>
4.02.00.pdf
4.02.00Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>REVENUE-STATE</DIV>
4.02.01.pdf
4.02.01Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Academic Appropriation</DIV>
4.02.02.pdf
4.02.02Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Vocational Appropriation</DIV>
4.02.03.pdf
4.02.03Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Appropriation Request</DIV>
4.03.00.pdf
4.03.00Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>REVENUE-LOCAL</DIV>
4.03.01.pdf
4.03.01Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Tax Bonds</DIV>
4.03.02.pdf
4.03.02Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Maintenance Taxes</DIV>
4.03.03.pdf
4.03.03Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Limitations</DIV>
4.03.04.pdf
4.03.04Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Refunding</DIV>
4.03.05.pdf
4.03.05Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Revenue Bonds</DIV>
4.03.06.pdf
4.03.06Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Certificates of Indebtedness</DIV>
4.03.07.pdf
4.03.07Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Tuition</DIV>
4.03.08.pdf
4.03.08Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Fees</DIV>
4.03.08.10.pdf
4.03.08.10Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Collection of Transcript Fees</DIV>
4.03.09.pdf
4.03.09Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Student Services and Fees</DIV>
4.03.10.pdf
4.03.10Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Refund of Tuition and Fees</DIV>
4.03.10.10.pdf
4.03.10.10Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Refunds for Continuing Education Classes</DIV>
4.03.10.14.pdf
4.03.10.14Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Refund of Tuition and Fees</DIV>
4.03.11.pdf
4.03.11Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Borrowing Money</DIV>
4.03.12.pdf
4.03.12Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Exemptions from Tuition</DIV>
4.03.13.pdf
4.03.13Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Tuition Waiver</DIV>
4.04.00.pdf
4.04.00Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>REVENUE-FEDERAL</DIV>
4.04.01.pdf
4.04.01Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Grants</DIV>
4.04.01.10.pdf
4.04.01.10Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Developing and Managing Grants</DIV>
4.04.01.14.pdf
4.04.01.14Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Time and Effort Reporting Requirements for Externally Funded Projects Administered by El Paso Community College</DIV>
4.05.00.pdf
4.05.00Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>TAX ASSESSMENT, LEVY AND COLLECTION</DIV>
4.05.01.pdf
4.05.01Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Assessment</DIV>
4.05.02.pdf
4.05.02Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Levy</DIV>
4.05.03.pdf
4.05.03Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Collection</DIV>
4.06.00.pdf
4.06.00Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>REVENUE-OTHER</DIV>
4.06.01.pdf
4.06.01Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Investments</DIV>
4.06.02.pdf
4.06.02Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Gifts</DIV>
4.06.02.10.pdf
4.06.02.10Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Donations</DIV>
4.06.03.pdf
4.06.03Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Application for Funding</DIV>
4.06.04.pdf
4.06.04Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Auxiliary Enterprises</DIV>
4.08.00.pdf
4.08.00Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>RECEIPTS AND CUSTODY OF MONEY</DIV>
4.08.00.10.pdf
4.08.00.10Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Check Cashing Service</DIV>
4.08.00.14.pdf
4.08.00.14Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>College Sponsored Sales for Fund Raising</DIV>
4.08.01.pdf
4.08.01Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Receipts</DIV>
4.08.01.18.pdf
4.08.01.18Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Petty Cash Disbursement</DIV>
4.08.01.22.pdf
4.08.01.22Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Receipt and Issuance of Advance Veterans Administration Student Checks</DIV>
4.08.02.pdf
4.08.02Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Deposits</DIV>
4.08.03.pdf
4.08.03Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Individual Responsibility</DIV>
4.08.04.pdf
4.08.04Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Depository</DIV>
4.09.00.pdf
4.09.00Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>BUDGET</DIV>
4.09.00.10.pdf
4.09.00.10Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'> New Capital Projects Requests</DIV>
4.09.01.pdf
4.09.01Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Purpose</DIV>
4.09.02.pdf
4.09.02Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Budget Officer</DIV>
4.09.03.pdf
4.09.03Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Preparation of Budget</DIV>
4.09.04.pdf
4.09.04Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Budget Adoption</DIV>
4.09.05.pdf
4.09.05Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Notice of Budget Meetings</DIV>
4.09.06.pdf
4.09.06Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Budget Filing</DIV>
4.09.07.pdf
4.09.07Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Budget Authorization</DIV>
4.09.07.10.pdf
4.09.07.10Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Budget Transfers</DIV>
4.10.00.pdf
4.10.00Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>EXPENDITURES AND COMMITMENTS</DIV>
4.10.01.pdf
4.10.01Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Authorization</DIV>
4.10.02.pdf
4.10.02Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Checks</DIV>
4.10.04.pdf
4.10.04Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Contracts and Procurement</DIV>
4.10.04.10.pdf
4.10.04.10Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Service Agreements</DIV>
4.10.04.14.pdf
4.10.04.14Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Purchasing Procedures</DIV>
4.10.05.pdf
4.10.05Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Travel</DIV>
4.10.05.10.pdf
4.10.05.10Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>In-Town Travel</DIV>
4.10.05.14.pdf
4.10.05.14Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Out-of-Town Travel</DIV>
4.10.06.pdf
4.10.06Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Board Member Training: Expense & Compensation</DIV>
4.10.06.10.pdf
4.10.06.10Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Board of Trustees Training: Expense and Compensation</DIV>
4.10.07.pdf
4.10.07Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Student Travel</DIV>
4.10.07.10.pdf
4.10.07.10Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Student Travel</DIV>
4.11.00.pdf
4.11.00Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>DISTRICT PROPERTY</DIV>
4.11.01.pdf
4.11.01Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Use of District Property and Services</DIV>
4.11.01.10.pdf
4.11.01.10Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Use of Commercial Vendors for Fund Raising/Sales and Solicitations</DIV>
4.11.02.pdf
4.11.02Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Identification of District Property</DIV>
4.11.03.pdf
4.11.03Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Insurance</DIV>
4.11.04.pdf
4.11.04Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Disposition of District Property</DIV>
4.11.04.10.pdf
4.11.04.10Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Transfer of District Furniture and Equipment</DIV>
4.11.04.14.pdf
4.11.04.14Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Property Retirements</DIV>
4.11.05.pdf
4.11.05Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Loan of Equipment</DIV>
4.11.05.10.pdf
4.11.05.10Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Media Services Equipment Checkout</DIV>
4.11.06.pdf
4.11.06Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Inventory Adjustment</DIV>
4.12.00.pdf
4.12.00Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>COMPENSATION EXPENDITURES</DIV>
4.12.01.pdf
4.12.01Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Payrolls</DIV>
4.12.01.10.pdf
4.12.01.10Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Distribution of Payroll Checks</DIV>
4.12.01.14.pdf
4.12.01.14Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Direct Deposit of Employee Pay</DIV>
4.12.01.18.pdf
4.12.01.18Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Payroll Advances</DIV>
4.12.01.22.pdf
4.12.01.22Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Cell Phone Reimbursement</DIV>
4.12.03.pdf
4.12.03Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Overtime</DIV>
4.12.03.10.pdf
4.12.03.10Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Overtime and Adjusted Work Schedules for Full-Time Non-Exempt Employees</DIV>
4.12.03.14.pdf
4.12.03.14Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Compensatory Time for Full-Time Non-Exempt Employees</DIV>
4.12.04.pdf
4.12.04Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Paydates</DIV>
4.12.04.10.pdf
4.12.04.10Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:normal;'>Pay Action Submission</DIV>
4.13.01.pdf
4.13.01Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Employee Indebtedness to the District</DIV>
4.13.02.pdf
4.13.02Use SHIFT+ENTER to open the menu (new window).
<DIV style='font-size:12px; font-weight:bold;'>Student Indebtedness to the District</DIV>