Policy 6.1.1 —
Tuition and FeesPolicy 6.1.2 —
Tuition Residency RequirementsPolicy 6.1.3 —
Self-Supporting Course FeesPolicy 6.1.4 —
Tuition/Fee RefundsProcedure 6.1.4.1 —
Return of Military Tuition AssistancePolicy 6.2.1 —
Fiscal Year and Budgeting ProcessProcedure 6.2.1.1 —
Budget Development and PlanningPolicy 6.2.2 —
InsurancePolicy 6.2.3 —
Surety BondsPolicy 6.2.4 —
Facsimile SignaturesPolicy 6.2.5 —
Daily DepositsProcedure 6.2.5.1 —
Student Club Deposits and ExpensesPolicy 6.2.6 —
AuditsPolicy 6.2.7 —
Official Depositories and InvestmentsPolicy 6.2.8 —
Disbursement of FundsPolicy 6.2.9 —
Debt CollectionProcedure 6.2.9.1 —
Student Debt CollectionProcedure 6.2.9.2 —
Non-Student Debt CollectionPolicy 6.2.10 —
Method of PaymentsProcedure 6.2.10.1 —
Method of PaymentsProcedure 6.2.10.2 —
Non-Sufficent FundsPolicy 6.2.11 —
FoundationPolicy 6.2.12 —
Review of Grant Funded Projects and ProgramsProcedure 6.2.12.1 —
Grant ProcedurePolicy 6.2.13 —
Sound Fiscal and Management PracticesPolicy 6.2.14 —
Overhead ReceiptsPolicy 6.3.1 —
Bookstore OperationsPolicy 6.3.2 —
Vending and ConcessionsPolicy 6.3.3 —
Expenditure of State FundsPolicy 6.3.4 —
Financial ReimbursementsProcedure 6.3.4.1 —
Travel, Transportation and AllowancesProcedure 6.3.4.2 —
Operating College VehiclesPolicy 6.3.5 —
Chart of AccountsPolicy 6.3.6 —
Contracting AuthorityPolicy 6.3.7 —
PurchasingProcedure 6.3.7.1 —
Equipment InventoryProcedure 6.3.7.2 —
Reporting Lost or Stolen EquipmentProcedure 6.3.7.3 —
Sale, Trade or Disposal of EquipmentProcedure 6.3.7.4 —
Use of College Procurement CardsPolicy 6.3.8 —
Historically Underutilized BusinessPolicy 6.3.9 —
Payment Card SecurityPolicy 6.3.10 —
Identity Theft Red FlagPolicy 6.3.11 —
Foreign National Compliance PolicyPolicy 6.3.12 —
Companies that Boycott Israel and the Iran Divestment ListPolicy 6.3.13 —
Business EntertainingI. TUITION AND FEES GENERAL REQUIREMENTS
Tuition and fees shall be charged in accordance with state statutes and according to schedules established by the North Carolina State Board of Community Colleges (“State Board”) and/or the College’s Board of Trustees (“Board”). The State Board establishes a general and uniform semester tuition rate for curriculum students. The State Board establishes both a North Carolina resident rate and a nonresident rate. Whether a student is a resident for tuition purposes shall be established in accordance with N.C.G.S. § 116- 143.1 and -143.3 (for purposes of Armed Forces personnel and their dependents). For more information concerning residency requirements, see Policy 6.1.2 – Tuition Residency Requirements. The rate for auditing a course is the same as taking the course for credit.
II. TUITION AND REGISTRATION FEE WAIVERS
The North Carolina General Assembly and the State Board have promulgated statutes and administrative regulations dealing with authorized groups of students with respect to tuition and registration fee waivers. For information concerning tuition and registration waivers, see N.C.G.S. §§ 115B-1, 115D-5, 1E SBCCC 800.2 and the North Carolina Community Colleges Tuition and Registration Fee Waiver Reference Guide on the website, www.nccommunitycolleges.edu.
To obtain a tuition and registration fee waiver, individuals must establish proof of eligibility as a member of an authorized group. To be eligible for a tuition or registration fee waiver, trainees enrolled in Basic Law Enforcement Training (BLET) courses must obtain a letter of sponsorship from a state, county, or municipal law enforcement agency prior to enrollment and uphold the terms of the sponsorship until completion of the BLET course. The College must maintain documentation of the sponsorship on file. The College shall not grant tuition and registration fee waivers to students enrolled in self-supporting courses. The College shall charge the student the self-supporting fee or use institutional funds to pay for the self-supporting fee on the student’s behalf.
Annually, the President shall report to the State Board the amount of tuition and registration fees waived by the College on behalf of individuals who are members of authorized groups.
III. LOCAL FEES
A. Authorization
Pursuant to 1E SBCC 700.1, the Board annually or as required adopts the local fees. The College shall deposit receipts derived from local fees in an unrestricted institutional account. The College will only use the local fee receipts for the purposes for which the local fee was approved. The President shall annually report all required local fees to the State Board. A list of current fees are located in procedure 6.1.1.1.
B. Local Fee Waiver
The following groups are exempt from the Student Activity Fee, the Instructional Technology Fee and the College Access and Parking Fee: 1) all students who are exempt from paying tuition and registration fees; 2) continuing education students, except as otherwise listed herein; and 3) individuals who participate only in meetings and seminars organized by the College (i.e., a group of people gathered for a one-time basis primarily for discussion under the direction of a leader or resource person).
Students will be required to pay applicable Specific Fees and Other Fees.
C. Authorized Local Fees
1. Student Activity Fee
Pursuant to 1E SBCCC 700.2, the Board establishes a Student Activity Fee as follows: to support student activities for curriculum students. The Student Activity Fee receipts shall be used for the permissible activities and expenses listed in 1E SBCCC 700.2(b)(1-(2) not to exceed the amount established by the North Carolina Community College Board of Trustees. The current amount is listed in the Student Fee Chart, Procedure 6.1.1.1
2. Instructional Technology Fee
Pursuant to 1E SBCCC 700.3, the Board establishes an Instructional Technology Fee not to exceed the amount established by the North Carolina Community College Board of Trustees. The current amount is listed in the Student Fee Chart, Procedure 6.1.1.1
The Instructional Technology Fee receipts shall be used to support costs of procuring, maintaining and operating instructional technology used primarily for instructional purposes and specialized instruction equipment necessary for hands-on instruction.
3. Parking Fee Pursuant to 1E SBCCC 700.4, the Board establishes a Parking Fee for each academic semester for curriculum students. The Parking Fee receipts shall only be used to support costs of acquiring, constructing and maintaining the College’s parking facilities, parking enforcement and security of College property. The current amount is listed in the Student Fee Chart, Procedure 6.1.1.1.
4. Required Specific Fees
Pursuant to 1E SBCCC 700.5, specific fees will be charged to students for select courses to cover academic costs for consumable goods or services that are specifically required for that course. Such academic costs include, but are not limited to: tools, uniforms, insurance, certification/licensure fees, e-text, labs and other consumable supplies. The specific fee rate must be based on the estimated cost of providing the good or service. The current amounts are listed in the Student Fee Chart, Procedure 6.1.1.1.
The Board hereby delegates to the President the authority, as necessary, to approve all specific fees under $500 per course on an interim basis. Any specific fees over $500 per course must be approved in advance by the Board. Any fees approved on an interim basis must be approved as part of the College’s fee schedule by the Board during the next annual cycle. A list of all approved specific fees will be maintained in the College’s business office and the President shall provide an annual report to the Board regarding such specific fees.
5. Other Fees
Pursuant to 1E SBCCC 700.6, other fees will be charged to students to support costs of goods or services provided by the College that are not required for enrollment. Examples include, but are not limited to: student health and other insurance fees; graduation fees; transcript fees; optional assessment fees; library/equipment replacement fees and fees to participate in a specific event or activity.
The Board hereby delegates to the President the authority, as necessary, to approve all specific fees under $500 per course on an interim basis. Any specific fees over $500 per course must be approved in advance by the Board. Any fees approved on an interim basis must be approved as part of the College’s fee schedule by the Board during the next annual cycle. A list of all approved specific fees will be maintained in the College’s business office and the President shall provide an annual report to the Board regarding such specific fees.
6. Excess Receipts
The fees collected under subsection 4 and 5 above, receipts shall be used for the purpose for which they are charged. If the receipts exceed expenditures for the purpose for which they are charged, the College shall use excess receipts to support the costs of either instruction, student support services, student financial aid (e.g. scholarships, grants, and loans), student refunds, student activities, curriculum development, professional development, promotional giveaway items, instructional equipment, and capital improvements and acquisition of real property.
Excess receipts shall not be used for any of the following purposes: supplemental compensation or benefits of any personnel, administrative costs, entertainment expenses, and fundraising expenses.
IV. TUITION AND FEE DEFERMENT
All students, after registering for courses for the specific term, must pay or establish a payment plan through a provider approved by the College on or before a specific date prescribed by the College that is on or before the first date of the course section. Students applying for financial aid that completed their application before the established deadline, and appear to be eligible for assistance, will be allowed to remain in their courses until their financial aid is processed. Students that did not apply for financial aid prior to the established deadline may establish a payment plan.
A. Students wanting to enroll but lacking funds to pay tuition and fees must meet one of three criteria to defer their payment beyond the payment deadline set by the registrar’s office:
1. Must have applied for financial aid by the application deadline set by the financial aid office and, through preliminary review, appear to qualify for assistance;
2. Must provide (or have their sponsor provide) documentation in writing from a valid third-party agency that the student may be sponsored by the third-party agency once a final review is complete; or
3. Must enroll in a payment plan to satisfy the outstanding balance through a third-party provider contracted by the College. All balances must be paid before the last day of the semester.
B. Students who have not completed all requirements by the financial aid office, not supplied a final authorization from their third-party agency or who fail to pay the balance owed by the end of the semester will be subject to the following restrictions until payment in full has been received or until assistance is granted to satisfy the account balance:
1. Grades for the term shall be withheld;
2. Transcripts shall not be released;
3. Registration for future terms shall not be permitted; and
4. Permission to participate in graduation shall be denied.
C. Students with outstanding balances shall be notified by a Statement of Account showing the account balance and the nature of the charges and shall be dealt with pursuant to Policy 6.2.9 – Debt Collection.
Legal Reference: N.C.G.S. §§ 115B-1 et al., 115D-5, -39, 116-143.1 and -143.3; 1E SBCCC 200.2, 700.1 – 700.6, 800.2; NC Community College Tuition and Registration
Fee Waiver Reference Guide
Adopted: January 9, 2019
Amended: January 9, 2022
I. DEFINITIONS
A. Domicile: a person’s fixed, and permanent home and place of habitation of indefinite duration (for an indefinite period of time); it is the place where he or she intends and is able to remain permanently and to which, whenever the person is absent, he or she expects to return. Domicile may be established by birth, law and/or choice.
B. Nonresident: is a person who does not qualify as being domiciled in North Carolina.
C. Residence: a place of abode, whether permanent or temporary. A person may have many residences but only one permanent residence.
1. Permanent Residence: the legal residence or domicile.
2. Temporary Residence: one’s abode for an undetermined or temporary duration.
D. Resident: is a person who qualifies as being domiciled in North Carolina. For more complete definitions of these and other terms, consult the North Carolina Residency Determination Service (“RDS”) Guidebook. All the definitions contained in the RDS Guidebook are incorporated herein by reference.
II. RESIDENCY STATUS
A. Establishing Residency
Residency status of all applicants must be determined for the purpose of tuition assessment. Nonresidents are admitted under the same admission requirements as residents but are required to pay out-of-state tuition except for courses classified as self-supporting curriculum courses or continuing education courses. To qualify as a resident, an applicant must have established a permanent residence in North Carolina and maintained that permanent residence for at least twelve (12) uninterrupted months immediately prior to his or her classification as a resident. The applicant must maintain his/her residence for purposes of maintaining a bonafide domicile rather than maintaining a mere residence for purposes of enrollment in an institution of higher education. All applicants for admission shall be required to make a statement as to his/her length of residence in the State. An applicant shall not be classified as a resident until s/he provides evidence related to his/her legal residence and its duration.
To determine whether a student has established a domicile in North Carolina, as opposed to a mere temporary residence, one must first determine if the student has capacity to establish residency and then reach a conclusion about the intent of the student, as measured by objectively verifiable conduct of the student. The conduct of the student, taken in total, must demonstrate an intention to make North Carolina his or her permanent dwelling place. The determination of domicile does not depend on one fact or a required combination of certain circumstances. The determination is made based on all the facts and circumstances taken together and viewed as a whole showing by a preponderance of evidence (more likely than not) that some particular location is the student’s domicile. Oftentimes, this evidence will include personal statements provided by the student regarding his/her intention to make a residence his/her domicile. While such statements are appropriate evidence to consider, there is no requirement that they be accepted at face value. Student’s personal statements should be considered carefully but also cautiously even if there is no concrete evidence that the student is being untruthful. The student’s conduct and actions taken toward establishing a domicile are generally of greater evidentiary value than personal statements, especially when the student’s conduct and actions are inconsistent or in conflict with the student’s statements of intent. Statements of a student’s intent to take actions towards establishing domicile at some time in the future generally are not considered sufficient.
For a student to be classified as a resident, the balancing of all the evidence must show that there is a preponderance of evidence supporting the student’s claim of domicile. To satisfy this requirement, more of the evidence than not must consist of a cluster, focus or accumulation of favorable information that the student established a domicile in North Carolina at a point in time at least 12 months prior to the domiciliary classification. Because there is almost always variation among cases and individuals, the domiciliary inquiry is more a function of reasonable review and balancing of the total circumstances of each individual case rather than a formulaic computation.
Each applicant for admission is required to complete the RDS application for initial consideration concerning residency before, during or after submitting an application for admission.
B. Special Rules for Domicile
In addition to establishing a person’s domicile as noted above, the determination of domicile and residence status for tuition purposes is also affected by special rules set out in North Carolina statues. For some, but not all, of these special rules, eligible nonresidents remain classified as out-of-state students and are charged in-state tuition rates. For more specific information regarding these special results, consult the Manual.
These special rules impact the following categories of students:
1. Minors;
2. Members of the Armed Forces and their families;
3. Non-military federal personnel, volunteers and missionaries;
4. Non-U.S. citizens;
5. Prisoners/inmates;
6. Married persons; and
7. Special Exemptions for certain community college students:
i. Business-sponsored students – When an employer (other than the armed services) pays tuition for an employee to attend a community college and the employee works at a North Carolina business location, the employer shall be charged the in-state tuition rate.
ii. Business and military transferred families – A community college may charge in-state tuition to up to one percent (1%) of its out-ofstate students (rounded up to the next whole number) to accommodate the families transferred into North Carolina by business or industry, or civilian families transferred into North Carolina by the military. A student seeking this benefit shall provide evidence of the following:
• Relocation to North Carolina by the student and if applicable, the student’s family, within the 12 months preceding enrollment;
• Written certification by the employer on corporate letterhead that the student or some member of the student’s family was
transferred to North Carolina for employment purposes;
• Certification of student’s compliance with the requirements of the Selective Service System, if applicable; and
• If a family member of the transferred individual is applying for this benefit, the family member must also establish the familial relationship with the transferred individual; live in the same residence as the transferred individual; and provide evidence of financial dependence on the transferred individual.
iii. Students sponsored by a non-profit entity – A lawfully admitted nonresident of the United States who is sponsored by a North Carolina non-profit entity is eligible for the in-state resident community college tuition rate. The student is considered to be “sponsored” by a North Carolina nonprofit entity if the student resides in North Carolina while attending the community college and the North Carolina nonprofit entity provides a signed affidavit to the community college verifying that the entity accepts financial responsibility for the student’s tuition and any other required educational fees. A North Carolina nonprofit may sponsor no more than five nonresident students annually under this provision. This provision does not make a person a resident of North Carolina for any other purpose.
iv. N.C. public school graduates – Any person lawfully admitted to the United States who satisfied the qualifications for assignment to a public school under North Carolina law (G.S. 115C-366) and graduated from the public school to which the student was assigned shall be eligible for the State resident community college tuition rate.
v. Refugees – A refugee who lawfully entered the United States and who is living in this State shall be deemed to qualify as a domiciliary of this State under G.S. 116-143.1(a)(1) and as a State resident for community college tuition purposes. While the refugee must live in North Carolina to be eligible for in-state tuition, the refugee is not required to be domiciled in North Carolina for the 12-month qualifying period.
vi. Nonresidents of the United States – A nonresident of the United States who has resided in North Carolina for a 12-month (365 days) qualifying period and has filed an immigrant petition (Forms I-130, I-360, or I-140) with the United States Citizen and Immigration Service (USCIS) shall be considered a North Carolina resident for community college tuition purposes.
vii. Federal law enforcement officers, firefighters, EMS personnel and rescue and life-saving personnel – Federal law enforcement officers, firefighters, EMS personnel, and rescue and lifesaving personnel whose permanent duty stations are within North Carolina are eligible for the State resident community college tuition rate for courses that support their organizations’ training needs. The State Board of Community Colleges must approve the courses designed to support law enforcement officers, firefighters, EMS personnel, and rescue and lifesaving personnel’s training needs prior to the college awarding the State resident community college tuition rate.
C. Loss of Resident Status
If a person has been properly classified as a resident for tuition purposes and enjoyed that status while enrolled at an institution of higher education in this state, a change in that person’s state of residence does not result in an immediate, automatic loss of entitlement to the in-state tuition rate. Students in this situation are allowed a “grace period” during which the in-state rate will still be applicable even though the student is no longer a legal resident of North Carolina. The grace period can apply under certain circumstances both to currently enrolled students as well as to students who are no longer enrolled or who have graduated.
1. Currently Enrolled Students
To qualify for the grace period if the student is currently enrolled, the student must satisfy the following conditions:
i. The student must have been properly classified as a resident for tuition purposes on the basis of a valid finding that the student in fact was domiciled in North Carolina and had been for the required 12-month period prior to classification; and
ii. At the time of change of legal residence to a state other than North Carolina, the individual must have been enrolled in an institution of higher education in North Carolina. “Enrolled” shall include both persons who are actually attending the institution during an academic term as well as those whose consecutive attendance of academic terms has been interrupted only by institutional vacation or summer recess periods. A person whose change in legal residence occurred during a period while not enrolled is not entitled to the benefit of the grace period.
The grace period extends for 12 months from the date of the change in legal residence, plus any portion of a semester or academic term remaining at the time the change in legal residence occurred. No change in applicable tuition rates resulting from the expiration of the basic 12-month grace period will be effective during a semester, quarter, or other academic term in which the student is enrolled; the change in tuition rates are effective at the beginning of the following semester, quarter, or other academic term. Once perfected, the grace period is applicable for the entire period at any institution of higher education in the State.
2. Students who are no Longer Enrolled
To qualify for the grace period if the student is no longer enrolled, the
student must satisfy the following conditions:
i. The student must have been properly classified as a resident for tuition purposes at the time the student ceased to be enrolled or graduated from an institution of higher education in this state; and
ii. If the student subsequently abandons his/her domicile in North Carolina and then reestablishes domicile in this state within twelve (12) months of abandonment, the student may reenroll at an institution of higher education in this state as a resident for tuition purposes without having to satisfy the 12-month durational requirement so long as the student continuously maintains his/her reestablished domicile in North Carolina at least through the beginning of the academic term for which in-state tuition status is sought.
It is important to note that a student may benefit from this particular grace period only once during his/her life. There is no such limitation on the grace period available to students who experience a change in residence status while still enrolled at an institution of high education in this state.
III. RECONSIDERATION AND APPEAL OF RESIDENCY DECISIONS
If the student does not agree to the initial consideration concerning his/her residency status, the student may seek a reconsideration or appeal with RDS. For more information concerning the reconsideration and appeal process and deadlines, the student should consult with the RDS Guidebook.
Legal Reference: N.C.G.S. §§ 115D-39; 116-143.1; N.C. Session Law 2015-241, Section 11.23; 1E SBCCC 300.2; North Carolina Residency Determination Service Guidelines
(November 2016)
Adopted: January 9, 2019
I. AUTHORITY TO CHARGE SELF-SUPPORTING FEES
Pursuant to North Carolina law, the College is authorized to offer curriculum and continuing education course sections on a self-supporting basis and charge self-supporting fees to students who enroll in self-supporting course sections.
II. SELF-SUPPORTING FEE RATES
A. Differing Rates
The College may adopt different self-supporting fees for different courses and
activities.
B. Curriculum Self-Supporting Fee Rates
The College must determine self-supporting fees for curriculum courses using one
of two methods:
1. Pro-Rata Share Method. The amount charged to each student shall approximate the pro-rata share of the direct and indirect costs associated with providing self-supporting instruction. Unless the College can demonstrate a need for a higher rate, the College may estimate indirect costs by applying its federal indirect cost rate or a rate up to twenty-five percent (25%), whichever is higher, to the direct costs of providing the self-supporting activity. The amount charged to the student shall be calculated based on either: 1) the estimated costs of an individual self-supporting course section divided by the number of students expected to enroll in the course section; or 2) the estimated costs of a set of self-supporting course sections divided by the number of students expected to enroll in the set of course sections. Each student must pay the self-supporting fee even if the
sum of the curriculum tuition and self-supporting fees charged to the student for the academic term exceeds the maximum tuition rate set by the State Board and academic term.
2. Transparent Rate Method. The College shall charge each student an amount consistent with the curriculum tuition rate based on residency status. The transparent rate method shall only be used if the receipts generated through this method can adequately support the direct and indirect costs of the self-supporting instruction.
C. Continuing Education Self-Supporting Fee Rates
The College shall set self-supporting fees for continuing education course sections at a level at or below the local market rate for the type of continuing education instruction provided.
III. USE OF SELF-SUPPORTING FEES
A. Deposit of Self-Supporting Fees
The College shall deposit self-supporting fee receipts in an institutional unrestricted general ledger account. Any course section initially designated as self-supporting cannot be changed to a State-funded designation after the College collects any receipts for the course section.
B. Use of Self-Supporting Fee Receipts
Self-supporting fee receipts shall be used to support the direct and indirect costs of the self-supporting course sections. The College shall not use state funds for direct costs of self-supporting course sections. If a full-time curriculum instructor teaches a self-supporting course section, the College shall either: 1) pro-rate the instructor’s salary based on the time allocated between state-funded and self-supporting course sections in the instructor’s course load; or 2) reimburse State funds an amount equal to the number of instructional hours associated with self-supporting course section multiplied by the instructor’s hourly rate of pay.
C. Excess Receipts
Specific fee receipts shall be used for the purpose for which they are charged. If self-supporting receipts exceed expenditures for the purpose for which they are charged, the College shall use excess receipts to support the costs of future self-supporting course sections, instruction, student support services, student financial aid (e.g. scholarships, grants, and loans), student refunds, student activities, curriculum development, professional development, promotional giveaway items, instructional equipment, and capital improvements and acquisition of real property. Excess receipts shall not be used for any of the following purposes: supplemental compensation or benefits of any personnel, administrative costs, entertainment expenses, and fundraising expenses.
Legal Reference: N.C.G.S. §§ 115D-5; -39; 1E SBCCC 600.1 – 600.4
Adopted: January 9, 2019
I. CURRICULUM TUITION/FEE REFUNDS
DEFINITIONS
The College shall issue tuition refunds, using State funds, and fees only in the following circumstances:
A. Refunds for On-Cycle Course Sections
1. The College shall provide a one hundred percent (100%) refund to the student for both tuition and fees if the student officially withdraws or is officially withdrawn by the College prior to the first day of the academic period as noted on the College calendar.
2. The College shall provide a one hundred percent (100%) refund to the student for both tuition and fees if the College cancels the course section in which the student is registered.
3. After an on-cycle course section begins, the College shall provide a seventy-five (75%) percent refund to the student for tuition only if the student officially withdraws or is officially withdrawn by the College from the course section prior to or on the ten percent (10%) point of the academic period.1
B. Refunds for Off-Cycle Sections
1. The College shall provide a one hundred percent (100%) refund to the student for both tuition and fees if the student officially withdraws or is officially withdrawn by the College prior to the first day of the off-cycle course section.
2. The College shall provide a one hundred percent (100%) refund to the student for both tuition and fees if the College cancels the course section in which the student is registered.
3. After an off-cycle course section begins, the College shall provide a seventy-five percent (75%) refund to the student for tuition only if the student officially withdraws or is officially withdrawn by the college from the course section prior to or on the ten percent (10%) point of the course section.
C. Non-Regularly Scheduled Course Sections
1. The College shall provide a one hundred percent (100%) refund to the student for both tuition and fees if the student officially withdraws or is officially withdrawn by the College prior to the first day of the non-regularly scheduled course section.
2. The College shall provide a one hundred percent (100%) refund to the student for both tuition and fees if the College cancels the course section in which the student is registered.
3. After a non-regularly scheduled course section begins, the College shall provide a seventy-five percent (75%) refund to the student for tuition only if the student officially withdraws or is officially withdrawn by the College from the non-regularly scheduled course section prior to or on the tenth (10th) calendar day after the start of the course section.
II. CONTINUING EDUCATION TUITION/FEES REFUNDS
DEFINITIONS
The College shall issue tuition refunds using State funds only in the following circumstances:
A. The College shall provide a one hundred percent (100%) refund to the student for tuition and fees if the student officially withdraws or is officially withdrawn by the College from the course section prior to the first course section meeting.
B. The College shall provide a one hundred percent (100%) refund to the student for tuition and fees if the College cancels the course section in which the student is registered.
C. After a regularly scheduled course section begins, the College shall provide a seventy-five percent (75%) refund of tuition only upon the request of the student if the student officially withdraws or is officially withdrawn by the College from the course section prior to or on the ten percent (10%) point of the scheduled hours of the course section. This section applies to all course sections except those course sections that begin and end on the same calendar day. The College shall not provide a student a refund using State funds after the start of a course section that begins and ends on the same calendar day.
D. After a non-regularly scheduled course section begins, the College shall provide seventy-five percent (75%) refund of tuition only upon the request of the student if the student withdraws or is withdrawn by the College from the course section prior to or on the tenth (10th) calendar day after the start of the course section.
III. OTHER REFUND CIRCUMSTANCES
A. Death of a Student
If a student, having paid the required tuition and fees for a course section, dies prior to completing that course section, all tuition and fees for that course section shall be refunded to the estate of the deceased upon the College becoming aware of the student’s death.
B. Military Refund
Upon request of the student, the College shall:
1. Grant a full refund of tuition and fees to military reserve and National Guard personnel called to active duty or active duty personnel who have received temporary or permanent reassignments as a result of military operations that make it impossible for them to complete their course requirements; and
2. Buy back textbooks through the Colleges’ bookstore operations to the extent allowable under the College’s buy back procedures.
3. The College shall use distance learning technologies and other educational methodologies, to the extent possible as determined by the College, to help active duty military students, under the guidance of faculty and administrative staff, complete their course requirements.
C. Self-Supporting Tuition and Fees
Refunds to students enrolling in self-supporting curriculum courses shall be regulated in the same manner as stated in Sections I and II. There shall be no refunds for self-supporting Continuing Education courses except in extenuating circumstances and with Presidential/Vice-Presidential approval.
Legal Reference: N.C.G.S. §§ 115D-5; -39; 1E SBCCC 900.1 – 900.5
Adopted: January 9, 2019
Amended: January 9, 2022
Active duty personnel serving in the Armed Forces may be eligible for Tuition Assistance (“TA”) administered through the U.S. Department of Defense. TA is awarded to a student based on the assumption that the student will attend for the entire period for which the assistance is awarded. When a student withdraws, the student may no longer be eligible for the full amount of the TA funds originally awarded. To comply with the U.S. Department of Defense policy, the College will return any unearned TA funds on a proportional basis through at least sixty percent (60%) portion of the period for which the funds were provided. Funds will be returned to the military service, not to the service member. If a service member stops attending due to a military service obligation, the College will work with the affected service member to identify solutions that will not result in a student debt for the returned portion.
TA eligibility will be recalculated for students who withdraw prior to completing sixty percent (60%) of the term. The official last date of attendance, as determined by the College’s attendance records, is used to determine the number of days completed. Recalculation of eligibility is based on the percentage of TA benefits earned using the following formula: Number of days completed/Total days of the course (start to end dates) = Percent of TA earned
TA funds will be returned to the government within forty-five (45) days of determination of the withdrawal.
Legal Reference: Department of Defense Instruction 1322.25 – Voluntary Education
Programs; College Memorandum of Understanding with Department of
Defense1
Adopted: January 9, 2019
1 The College must have a MOU on file with the Department of Defense.
I. Fiscal Year and Financial Statements
In accordance with the North Carolina State Board of Community Colleges, the College’s fiscal year will be July 1 through June 30.
The President or designee shall prepare and submit monthly expenditure reports and annual financial statements to the Board of Trustees (“Board”) and, if otherwise required, to the appropriate state and county agencies.
II. Budgeting Process
A. Preparation and Submission
The President or designee shall be responsible for the preparation of the College’s annual budget. The President shall develop procedures for soliciting budget recommendations from the appropriate College administrators and stakeholders. The President shall submit the proposed budget to the Board who shall approve the proposed budget.
The Board shall submit its proposed budget to the State Board in the format established in N.C.G.S. § 115D-54(b) on such date as determined by the State Board. The Board shall also submit to the County Commissioners for their approval that portion of the budget within the Commissioners’ authority as established in N.C.G.S. § 115D-55(a).
Upon final approval by the State Board and Commissioners, the Board shall adopt its final budget. In the event that the final budget has not been adopted by the new fiscal year beginning on July 1, the Board, pursuant to N.C.G.S. § 115D-57, hereby authorizes the President to pay salaries and the College’s other ordinary operating expenses for the interval between the beginning of the new fiscal year and the adoption of the new budget.
B. Budget Amendments and Budget Transfers
The President, or designee, shall report budget amendments to the Board in the monthly budget report at the next regular Board meeting. The Board hereby delegates to the President the authority to make inter-budget transfers as authorized in N.C.G.S. § 115D-58(c). The President, or designee, shall report budget transfers to the Board in the monthly budget report at the next regular Board meeting.
Legal Reference: N.C.G.S. §§ 115D-54 through -58
Adopted: January 9, 2019
The budget process at Montgomery Community College is designed to be clear and concise, providing opportunities for broad input while understanding the limitations of categorical funding. This is because many important elements of the budget, its overall size, the annual rate of employee compensation, and the nature of the employee benefit package are determined externally. In large part, the Montgomery budget process is closely linked to the budgets allocated for the College by the North Carolina State Legislature and the Montgomery County Commissioners.
In its budgetary process, the College has at its discretion the allocation of equipment money, funds for supplies, marketing, travel, etc.; and new positions in times of institutional growth. To make allocations in those three areas, the College utilizes a bottom-up process in which requests are generated by faculty members, staff members, divisions, and offices. Those requests are forwarded to chairs and directors. The chairs and directors discuss these requests at length with the Vice Presidents or supervisors, who must prioritize them into final recommendations that are presented to the President.
This determines how allocations shall be made campus wide, keeping in mind the College’s mission statement and the goal statements that support the mission. The Vice Presidents and Directors then make recommendations to the College President. The President responds to those recommendations, makes appropriate decisions, and makes them part of the College’s official budget, which is then presented to the College’s Board of Trustees for approval at its August meeting (or at the first Board meeting following the budget action of the North Carolina Legislature).
The development of the College’s budget is a cyclical and ongoing process. In order to develop budgets, it is important that all faculty and staff have input into the process.
I. Fire, Flood, and Casualty Insurance – College Buildings
A. The College shall insure each building to the extent of not less than eighty percent (80%) of the current insurable value as determined by the insured and insurer against fire, lightning, windstorm, hail, explosion, aircraft or vehicles, riot or civil commotion, smoke, vandalism, sprinkler leakage, sinkhole collapse, volcanic action, falling objects, weight of snow, ice or sleet, or water damage.
B. The College shall insure each building and its contents to the extent of not less than eighty percent (80%) of the current insurable value, as determined by the insurer and the insured, of each of its insurable buildings against flood when that property is located, or becomes located in, an area identified on the latest Flood Insurance Rate Map produced by the Federal Emergency Management Agency as area that will be inundated by the flood event having a one percent (1%) chance of being equaled or exceeded in any given year.
C. For all College equipment and other contents of College buildings therein that is State or College property, the College shall secure and maintain fire and casualty insurance as proscribed in N.C.G.S. §§ 115D-58.11(a).
D. The County shall provide to the College the funds necessary to purchase such fire, flood, and casualty insurance.
E. All insurance must be purchased from companies duly licensed and authorized to sell insurance in North Carolina.
II. Liability Insurance
A. The College, on the Trustees’ behalf, may purchase liability insurance to adequately insure the Trustees against any and all liability for any damages by reasons of death or injury to person or property proximately caused by the negligence or torts of the College’s agents and employees when acting within the scope of their authority or the course of their employment.
B. All insurance must be purchased from companies duly licensed and authorized to sell insurance in North Carolina or from other qualified companies to sell insurance as determined by the N.C. Department of Insurance.
C. The College is authorized to pay as a necessary expense the lawful premiums of the retained liability insurance.
Legal Reference: N.C.G.S. §§ 115C-58.11 and -58.12
Adopted: January 9, 2019
Amended: January 9, 2022
The following categories of employees shall be bonded by a surety company authorized to do business in North Carolina at an amount, to be determined by the President, which sufficiently protects the College’s property and funds:
1. All employees authorized to draw or approve checks or vouchers drawn on local funds;
2. All employees authorized or permitted to receive College funds from whatever source; and
3. All employees responsible for or authorized to handle College property. The College shall provide the funds necessary for the payment of the premiums of such bonds.
In lieu of a surety bond for the above employees, the Board of Trustees may obtain and maintain adequate insurance coverage sufficient for the protection of institutional funds and property. The College shall provide the funds necessary for the payment of the premiums of such bonds.
Legal Reference: N.C.G.S. § 115D-58.10
Adopted: January 9, 2019
Amended: January 9, 2022
The Board authorizes signature stamps for the Chair of Board of Trustees, President and the Vice President of Administrative Services. The Board authorizes the President to secure and maintain the signature stamps in a locked drawer or safe.
Legal Reference: N.C.G.S. § 115D-58.8
Adopted: January 9, 2019
All money regardless of source or purpose collected or received by a College officer, employee and/or agent shall be provided to the College’s Accounting Technician/Accounts Receivable and deposited intact daily. Deposits shall be given to the Accounting Technician/Accounts Receivable in the College’s Business Office prior to the end of the business day. The Cashier will provide to the officer, employee and/or agent a receipt for the money. All individuals shall physically deliver the money to be deposited to the Business Office and provide directly to the Accounting Technician/Accounts Receivable or a Business Office staff member. Individuals are prohibited from sending money to the Accounting Technician/Accounts Receivable through interoffice mail or leaving the money on the Accounting Technician/Accounts Receivable’s desk.
Tuition and all revenues declared by law to be State moneys or otherwise shall be deposited pursuant to the rules of the State Treasurer.
Legal Reference: N.G.C.S. §§ 115D-58.9; 147-77
Adopted: January 9, 2019
A. Club Advisors or designee are responsible for collecting funds and bringing to the Business Office to deposit in accordance with Policy 6.2.5 – Daily Deposits. All monies collected must be deposited by the end of the business day in which it was collected.
B. The College will not accept checks without a preprinted name and address (starter or counter checks) or checks with an expiration date (credit card account checks).
C. All deposits will be given to the Accounting Technician/Accounts Receivable. The Accounting Technician/Accounts Receivable will verify the deposit and print a receipt.
D. Club Advisors or designees must verify that cash is available prior to spending.
E. When making purchases, the Purchase Requisition Form must be completed and approved with the Advisors signature. The completed Purchase Requisition Form for expenses shall be submitted to Accounts Payable who makes an additional verification of funds. The requisition shall then be submitted to Purchasing for a Purchase Order.
F. Once items have been received, the appropriate documentation (receiving and/or invoice) shall be forwarded to Accounts Payable for payment.
Adopted: January 9, 2019
The College’s book of accounts shall be audited a minimum of once every two years or, if additional audits are necessary, as required by the State Board. The College may use state funds to contract with the North Carolina State Auditor or with a certified public accountant to perform the audit. The College shall submit the results of the audit to the State Board. The audit provides assurances that departments are complying with internal and external policies, procedures and regulations as well as verifying that financial statements and required reporting is completed in a timely and accurate manner.
Additionally, all state fund reports are submitted monthly to the North Carolina Community College System’s finance office. These reports are reviewed and reconciled prior to the release of state funds for the subsequent months.
Nothing herein would prohibit the President, if he/she deemed it necessary, from requesting a special audit of the College’s accounting records by an outside agency. The President is also authorized, as needed, to develop procedures regarding internal controls to ensure that there are adequate controls in place to promote efficiency and protect the College’s assets.
Legal Reference: N.C.G.S. § 115D-58.16
Adopted: January 9, 2019
I. Definitions
A. Cash Balance – amount equal to all moneys received into institutional funds minus all expenses and withdrawals from those accounts in an Official Depository of the College as approved by the Board.
B. Official Depository – one or more banks, savings and loan associations or trust companies in North Carolina as approved by the Board.
II. Selection of Depository
A. Deposits
The Board shall designate one or more Official Depositories for the College’s use. The College may deposit at interest all or part of the College’s Cash Balance of any fund in an Official Depository. Moneys may be deposited at interest in any Official Depository in the form of such deposit accounts as may be approved for county governments. In addition, moneys may be deposited in the form of such deposit accounts as provided for a local government or public authority. Public moneys may also be deposited in Official Depositories in Negotiable Order of Withdrawal accounts where permitted by applicable federal or state regulations.
B. Deposit Security
The amount of funds on deposit in an Official Depository or deposited at interest shall be secured by deposit insurance, surety bonds, letters of credit issued by a Federal Home Loan Bank, or investment securities of such nature, in a sufficient amount to protect the College on account of deposit of funds made therein, and in such manner, as may be prescribed by rule or regulation of the Local Government Commission. When deposits are secured, no public officer or employee may be held liable for any losses sustained by the College because of the default or insolvency of the depository. No security is required for the protection of funds remitted to and received by a bank, savings and loan association, or trust company acting as fiscal agent for the payment of principal and interest on bonds or notes, when the funds are remitted no more than sixty (60) days prior to the maturity date.
III. Investments
The College’s investment objective is to realize the highest earnings possible on invested cash. Pursuant to N.C.G.S. § 115D-58.6, the College may deposit all or a part of the Cash Balance of any fund in an Official Depository and shall manage the investments subject to the Board’s restrictions. The investment program shall be so managed that investments and deposits can be converted to cash when needed. All investments shall be secured as provided in N.C.G.S. § 159-31(b). The Board shall appoint an Investment Committee (“Committee”) as appropriate, which shall consist of a minimum of three (3) people who have sufficient financial background to review and evaluate the College’s investment options. These individuals should have experience in institutional or retail investment management with knowledge of fixed income and public equities. The Committee shall make recommendations to the Board on those investment options as well as monitor the performance of investments once made. With respect to investments, the Board shall discharge their duties with respect to management and investment of College funds as follows:
A. Investment decisions shall be solely in the interest of the College and the students, faculty and staff.
B. Investments shall be for the exclusive purpose of providing an adequate return to the College.
C. Investments shall be made with the care, skill and caution under the circumstances then prevailing which a prudent person acting in a like capacity and familiar with those matters would use in the conduct of an activity of like character and purpose.
D. Investment decisions shall be made impartially, taking into account the College’s best interest, with special attention to conflict of interest or potential conflicts of interest.
E. Investments shall incur only costs that are appropriate and reasonable.
Legal Reference: N.C.G.S. §§ 115D-58.6 and -58.7; 159-31(b).
Adopted: January 9, 2019
I. Disbursement of State Money
The deposit of money in the State treasury to credit the College shall be made in monthly installments, and additionally as necessary, at such time and in such manner as may be convenient for the operation of the community college system. Before an installment is credited, the College shall certify to the Community Colleges System Office the expenditures to be made by the College from the State Current Fund during the month. The Community Colleges System Office shall determine whether the moneys requisitioned are due the College and, upon determining the amount due, shall cause the requisite amount to be credited to the College. Upon receiving notice from the Community Colleges System Office that the amount has been placed to the credit of the College, the College may issue State warrants up to the amount so certified. Money in the State Current Fund and other moneys made available by the State Board of Community Colleges shall be released only on warrants drawn on the State Treasurer, signed by the President and the Vice President of Administrative Services/ Chief Financial Officer.
II. Disbursement of Local Money
All local public funds received by or credited to the College shall be disbursed on checks signed by the President and the Vice President of Administrative Services/ Chief Financial Officer. The officials so designated shall countersign a check only if the funds required by such check are within the amount of funds remaining to the credit of the College and are within the unencumbered balance of the appropriation for the item of expenditure according to the College’s approved budget. Each check shall be accompanied by an invoice, statement, voucher or other basic document which indicates, to the satisfaction of the signing officials, that the issuance of such check is proper.
Legal Reference: N.C.G.S. §§ 115D-58.3 and -58.4
Adopted: January 9, 2019
I. Student Debt Collection
Tuition and fees for all College students are due and payable prior to the beginning of each term. A student’s registration will be subject to cancellation when prior term, past due charges have not been resolved before the current term. Students not paying or deferring current term charges by the due date may be subject to cancellation. Any unpaid balance on a student’s account may prevent registration. In addition, transcripts and diplomas may be withheld until outstanding balances are paid.
Students who leave the College with unpaid balances are subject to collection actions. These actions will begin with a letter reminding the student of the unpaid debt and encouraging immediate payment, payment arrangements or other action to resolve the debt and avoid additional action. If the student fails to respond satisfactorily, a final letter will be sent. Next steps include referral to collection agencies, litigation where appropriate and actions pursuant to the NC State Offset Debt Collection Act (“SODCA”) when applicable.
Uncollected student debts will be written off and expended as bad debt once collection efforts have been exhausted. Writing off the account balance does not relieve the student’s legal obligation to pay the debt. A record of the debt and the related student account holds are maintained along with SODCA and reporting until the debts are paid or collected. If the write-off debt is later collected, then the resulting funds will be recognized as a recovery of the write-off.
The President is hereby authorized to develop procedures consistent with this Policy.
II. Non-Student Debt Collection
Accounts receivable or uncollected billings that may be submitted for collection include, but are not limited to salary over-payments, contract work completed by the College for which the College has not received payment, fees owed to the College, deposited checks returned unpaid for insufficient funds, and nonpayment for goods or services purchased from the College.
The President is hereby authorized to develop procedures consistent with this Policy.
Legal Reference: N.C.G.S. §§ 105A-1; 115D-5; -39
Adopted: January 9, 2019
The following Procedures shall be used for student debt collection:
I. Enrolled Students
1. As charges become past due, the student will be informed regarding holds impacting future registration, transcripts and diplomas. Such holds remain in place until the past due amount is resolved.
II. Previously Enrolled Students
2. The College shall send the previously enrolled student a letter informing the student of the terms of the debt and how to pay the debt.
3. If, after thirty (30) calendar days, there is no satisfactory response to the letter, the College shall send a second and final letter.
4. If, after thirty (30) calendar days there is no satisfactory response to the second letter a final letter is sent stating:
a) Refer the matter to one of the State approved collection agencies; and
b) Refer the matter to the North Carolina Department of Revenue pursuant to the Set-off Collection Act.
If the student is paying a debt in periodic payments satisfactory to the College, the account may be retained until the account is satisfied.
Adopted: January 9, 2019
I. Scope of Procedure
This Procedure shall be used for all College non-student accounts receivable. Accounts receivable or uncollected billings that may be submitted for collection include, but are not limited to: salary over payments, contract work completed by the College for which the College has not received payment, fees owed to the College, deposited checks returned unpaid for insufficient funds, and nonpayment for goods or services purchased from the
College.
II. Age of Accounts and Collections of Past Due Billings
A. Current: An account that is invoiced but not due. For example, an account is invoiced April 1 but not due until April 30. The period from April 1 through April 30 is considered current.
B. 1-30 days past due: In the above example, this period is from May 1 to May 30. The account is considered 30 days past due after May 30. The College will mail the first past-due letter (demand letter) to the debtor; make phone contact; and receive a promise to pay.
C. 31-60 days past due: In the above example, this period is from May 31 to June 29. The account is considered 60 days past due after June 29. The College will mail the second and final demand letter to the debtor and send a confirmation letter for repayment.
III. Assessment of Late Fees
If, after thirty (30) days, there is no satisfactory response to the letter, the College shall apply a one-time late payment penalty fee of ten percent (10%) of the balance due (rounded to the nearest whole dollar).
IV. Collection Techniques.
A. If, after sixty (60) days, there is no satisfactory response to the second letter, the College shall:
1. Refer the matter to one of the State approved collection agencies; and
2. Refer the matter to the North Carolina Department of Revenue pursuant to the Set-off Collection Act and the State Employees Debt Collection Act.
B. The College reserves the right to take all appropriate legal action to collect the debt.
C. If the debtor is paying a debt in periodic payments satisfactory to the College, the account may be retained until the account is satisfied.
V. Use of Late Fees
Any funds the College accrues as a result of late fees shall be used as follows:
A. Applied towards any fees incurred by the College for the collection effort;
B. Student aid; and/or
C. Other expenditures of direct benefit to students.
Adopted: January 9, 2019
The President is hereby authorized to create procedures regarding the method of payment accepted by the College. Payment methods will include, but not be limited to; major credit cards, checks, or cash.
Adopted: January 9, 2019
I. Tuition & Fees
A. In Person – Tuition and fee payments can be made in person using cash, check, money order or debit/credit cards at the Business Office. The College accepts the following credit cards: Visa, Mastercard, Discover, and American Express.
B. Online – Secure online payments can be made using approved credit cards.
C. By Mail – Payments by check or money order can be mailed to:
Montgomery Community College Business Office
Attn: Accounting Technician/Accounts Receivable
1011 Page Street
Troy, NC 27371
The College cannot accept checks without a preprinted name and address (starter or counter checks) or checks with an expiration date (credit card account checks). Please make checks payable to Montgomery Community College. Checks must be written for the amount due. Checks may not be postdated.
When paying by check or money order by mail, include student’s name on the check to ensure proper credit. Payments mailed are not considered received until posted to your account.
D. By Phone – To protect student’s financial security, the College will not accept credit card payments by phone or mail.
II. Bookstore
Payments can be made using cash, check, money order or accepted credit cards. The College cannot accept checks without a preprinted name and address (starter or counter checks) or checks with an expiration date (credit card account checks). Please make checks payable to Montgomery Community College. Checks must be written for the amount due. Checks may not be postdated.
Adopted: January 9, 2019
The following procedure shall be observed regarding all non-sufficient funds (NSF) checks or drafts submitted as payment to the College.
1. Upon receipt of a NSF check, the College shall charge a $25.00 fee to the writer of the check.
2. The College shall hold the check and notify the writer by certified mail of the returned check, requesting full payment, including fee, within ten (10) business days.
3. If a response to the request for full payment is not received within ten (10) business days, the College’s Vice President of Administrative Services shall report the matter to the local authorities and take all legal action in regard to collecting the debt.
Adopted: January 9, 2019
In accordance with N.C.G.S. § 115D-20(9), the College Board of Trustees (“College Board”) hereby recognizes the legal authority of the Montgomery Community College Foundation, Inc. (“Foundation”) as a nonprofit 501(c)(3) corporation organized and operated exclusively for the College’s educational purposes.
The Foundation’s Board of Directors (“Foundation Board”) shall promote, establish, conduct and maintain activities on its own behalf and solicit and receive funds and other real property; it may invest, reinvest, hold, manage, administer, expand and apply such funds and property so long as such procedures and/or actions do not violate or otherwise infringe upon the College. College employees who are approached by prospective donors who wish to make gifts to the College should refer all such donors to the Foundation.
To the extent allowed by the Internal Revenue Code, the College Board shall have the ability to appoint a certain number of the Foundation Board and require that all changes to the Foundation’s By-Laws and Articles of Incorporation are approved by a majority vote of the College Board. The President may assign employees to assist with the Foundation and may make available to the Foundation corporate office space, equipment, supplies and other related resources.
The Foundation Board shall secure and pay for the services of a certified public accountant to conduct an annual audit of the Foundation’s accounts. The Foundation Board shall transmit to the College Board a copy of the annual financial audit report.
Legal Reference: N.C.G.S. § 115D-20(9)
Adopted: January 9, 2019
The College is responsible for ensuring that external or grant-funded projects adhere to all program regulations as established by the funding source or agency and to all College policies regarding management of restricted funds.
The President is authorized to adopt procedures consistent with the Policy.
Adopted: January 9, 2019
From Idea to Submission – Taking great ideas for a grant forward and getting the project funded.
1. Complete a Grant Idea Form and submit to the Grant Writer. This form will be reviewed by the President’s Cabinet for approval to proceed. If you know of a grant source, complete that section, otherwise the Grant Writer will assist in seeking grant sources.
2. If approved, you’ll be working directly with the Grant Writer to begin the actual proposal writing process. You will need to name a Project Lead, which may be yourself or someone else, to spearhead the writing. The Grant Writer will ask the Project Lead to complete a second form, the Grant Writing Form, which get much of the fundamental information expected by funders. Please note that the Grant Writer will work in partnership with the Project Lead but may need assistance to create narrative specified by the grant.
3. The Grant Writer will compile the grant application in the required format, and send it out to the MCC Administration team for review and revision. In order to facilitate the review process, specific due dates for internal milestones will be set for the proposal creation. It is vitally important that the Project Lead pay close attention to those dates as will the Grant Writer.
4. The Grant Writer will be responsible for capturing final signatures, as well as the submission of the proposal and all ancillary documents, either by mail or electronic submission.
From Award to Completion – Once notification has been received that the grant has been won, the following
1. The Grant Writer will work with the Director of Marketing, Communications, and Public Relations to prepare a press release.
2. The Project Lead will turn the project over to the parties responsible to carry out the project implementation. This may or may not be the Project Lead who facilitated the grant application process.
3. At this point, the Grant Writer will not be involved except to periodically monitor the project for compliance with the grantor’s directives, such as reports, change requests, and final close out of the grant. The Grant Writer will establish a calendar for requesting Status Reports from the Implementation Lead. The Status Report From is simple to complete and serves to keep the Grant Writer and the President’s Cabinet informed as the project proceeds.
4. If any problems arise with the project or grant expenditures, the Grant Writer should be informed immediately. Having a successful track record for grant implementation and compliance is critical for obtaining future grants.
In accordance with Policy 1.10 of the Montgomery Community College Policy Manual, the President and Vice President of Administrative Services/Chief Financial Officer shall ensure that the institution’s finances are managed in accordance with all state, federal, and local laws and regulations. For additional information on sound fiscal management practices see Policy 1.10.
Legal Citation: 1A SBCCC 200.4
Cross Reference: Policy 1.10
Adopted: January 9, 2019
For all accounting procedures, the College follows the Accounting Procedures Manual and Reference Guide, Section 1 Fiscal Procedures XIV Overhead Receipts.
Adopted: January 9, 2019
I. Bookstore/General Store Operations
All financial transactions pertaining to bookstore operations shall be accounted for in a proprietary institutional account and kept separate from all of the College’s other activities. Markup of textbooks shall be reasonable and consistent with the markup prevailing among other North Carolina Community College’s. Periodically, but at least every four years, the Board shall review the College’s mark-up on textbooks and other instructional materials sold through the bookstore to determine if the mark-up is appropriately balanced between affordability for students and other priorities identified by the Board.
II. Use of Bookstore/General Store Operating Revenues
A. Bookstore/General Store receipts shall first be used to support bookstore/general store operating expenses including, but not limited to: salaries and benefits of bookstore personnel, purchase of inventory, marketing, supplies, travel, equipment associated with the operation of the bookstore/general store, enhancement of the bookstore/general and bookstore/general facility support costs, such as, utilities, housekeeping, maintenance and security.
B. Receipts in excess of the above operating expenses shall be transferred to the appropriate account and expended consistent with the following provisions:
1. Funds may be used to support instruction, student support services, student financial aid (e.g. scholarships, grants, loans, Work Study), student refunds, student activities, giveaways to students, curriculum development, program improvement, professional development, instructional equipment, and capital improvements related to facilities associated with the bookstore/general store and student activities.
2. Funds shall not be used to support any supplemental salary, benefit or other form of compensation for the College’s President. Funds shall not be used to support administrative costs, promotional giveaways to individuals other than students, entertainment expenses, fundraising expenses, and capital improvements not allowed under (B)(1) above.
Legal Reference: 1H SBCCC 300.3
Adopted: January 9, 2019
Profits received from the College’s operation for vending machines and other concession activities shall be deposited, budgeted, appropriated and expended for the following purposes:
A. To support enterprises;
B. For expenditures of direct benefit to students; and
C. Other institution-related expenses authorized by the President.
Vending revenues and other concession profits will not be used for salaries.
Legal Reference: N.C.G.S. § 115D-58.13; 1H SBCCC 300.4
Adopted: January 9, 2019
I. Disbursement of State Funds
State funds expended by the College shall be disbursed through a disbursing account that the State Treasurer has established for the College. The signature of College officials that are authorized by the College’s President to sign vouchers issued on State funds shall be maintained on file with the State Treasurer and the State Board. The State Treasurer will furnish signature cards for this purpose.
II. Expenditure of State Funds
State funds shall be expended consistent with the purposes for which the State Board allocated the funds. In the event that the College expends State funds for an unauthorized purpose, the College shall reimburse the State for the amount from non-State funds.
A. Allowed Expenditures
1. Travel Expenses
State funds may be expended for travel in accordance with Policy 6.3.4–Financial Reimbursements.
2. Accreditation Expenses and Dues
a. Accreditation expenses relative to Southern Association of Colleges and Schools Commission on Colleges may be paid from State funds within the College’s current allotment. These expenses shall be limited to payment of travel, subsistence, lodging, and honorarium incurred by members of visiting committees, other bona fide representatives, and members of the staff of accrediting organizations.
b. The College may pay from State funds the required annual dues of the Southern Association of Colleges and Schools Commission on Colleges, and such institutional association membership dues as the Board deems to benefit the College.
c. The College may also pay from State funds the fees for accrediting individual programs offered by the College if the College’s President determines that the accreditation provides value to graduates of the program.
3. Campus Security
The College may use up to a specific amount of State funds designated by the State Board for campus security. Under this authority, the College may:
a. Hire security or campus police personnel;
b. Contract for professional security services and other security-related services; and
c. Purchase surveillance cameras, call boxes, alert systems, and other equipment-related expenditures, excluding vehicles.
4. Employee Recognition
The College may use State funds for purchases related to the recognition of employees for meritorious service through programs such as the one authorized by the State for State employees. In addition, State funds may be expended, not to exceed Fifty Dollars ($50), for the purchase of a plaque or for the printing and framing of a certificate to recognize employee service or performance. The expenditure of State funds for these purposes is subject to the availability of funds within the College.
B. Prohibited Expenditures
1. Athletics
The College shall not use State funds to create, support, maintain, or operate an intercollegiate, club, or intramural athletics program. Athletic programs may only be supported by student activity fees or other non-State funding sources that are authorized for that purpose.
2. Promotional Giveaways
The College shall not use State funds to purchase promotional giveaway items or other gifts for any reason, including promotional giveaway items purchased for College marketing and advertising. “Promotional giveaway items” are items given to an individual or entity for less than fair market value that do not serve an instructional or institutional purpose. Items that serve “an instructional or institutional purpose” are those used for classroom instruction and daily, routine operations of the College not associated with marketing, advertising, recruiting, or fundraising.
3. County Funded Items
Unless otherwise authorized by law, the Colleges may not use State funds for those budget items listed in N.C.G.S. § 115D-32 that are the County’s responsibility to fund.
Legal Reference: N.C.G.S. § 115D-32; -58.3; 1H SBCC 200.3 through 200.11
Adopted: January 9, 2019
For all financial reimbursements, the College follows the North Carolina Community College System Accounting Procedures Manual and Reference Guide, Section 1: Fiscal Procedures (the “Manual”). The Board hereby incorporates the Manual.
Consistent with the Manual, the Board of Trustees hereby delegates to the President the authority to establish the IRS business standard mileage rate as the reimbursement rate for official business travel or establish a rate lower than the maximum as a result of limited budget availability for travel.
Adopted: January 9, 2019
Travel, Transportation and Allowances
The College follows all state guidelines in reimbursing employees for College-related travel. In accordance with state policy, the College requires that all travel reimbursement requests be filed for approval and payment within thirty (30) days after the travel period has ended. Travel period is defined as the calendar month during which the travel occurred.
Reimbursement may not be made for commuting between an employee’s home and his or her duty station except for temporary or part-time continuing education instructors. Mileage will be reimbursed at the amount established by the College administration not to exceed the rate set by the IRS and the Office of State Budget and Management (OSBM).
Employees are encouraged to utilize College vehicles or rental vehicles for College related travel.
If a College or rental vehicle is not available, employees may request reimbursement for use of a personal vehicle. The reimbursement rate for college related travel when a vehicle is not available will be the college mileage rate.
If a College or rental vehicle is available for travel employees may request to use their personal vehicle for college related travel. The reimbursement rate for travel when a vehicle is available will be at 50% of the college mileage rate.
The College requires that all over-night, college-related, reimbursable travel be approved at least two weeks in advance by the employee’s Vice President or supervisor and authorized by the appropriate Vice President.
Students who travel on official institutional business must be paid from funds supporting the particular organization or activity in which their participation requires travel.
Temporary or part-time continuing education instructors who travel more than 15 miles to or from a duty station for the purpose of teaching continuing education courses may be paid mileage expense if such expense is approved in advance and in writing by the President or the Vice President of Instruction and Student Services.
Adopted: January 9, 2019
Revised: October 4, 2022
Operating College Vehicles
College vehicles are provided for use by faculty and staff for conducting college business. To prevent scheduling conflicts, employees wishing to use the College vehicles should indicate MCC Vehicle under Travel Methods on the Travel Authorization Form which is routed to the Vice President of Administrative Services via the respective Vice President. Cars may not be reserved more than one month in advance of actual travel. The use of private cars is desirable if it is known that the vehicle shall be parked in an airport parking lot or other location for as much as two (2) days.
Students may use college cars only with the permission of the Vice President of Administrative Services. Normally, student use of college cars is limited to the SGA President. Other students may operate buses and vans when permission is granted by the Vice President of Administrative Services upon the request of a faculty or staff member and when the student user has turned in a completed Field Trip Authorization Form and has undergone a driving record check.
Spouses and children of institution employees may accompany them in institution cars if space is available and all travel is strictly for official institution business. Spouses may not operate college vehicles.
Adopted: January 9, 2019
For all accounting procedures, the College follows the North Carolina Community College System Accounting Procedures Manual and Reference Guide, Section 2: Chart of Accounts (the “Manual”). The Board hereby incorporates the Manual.
Adopted: January 9, 2019
The Board is the official legal entity for the College. Unless otherwise delegated, the power to contract on the Board’s behalf is solely vested with the Board. The College’s size and complexity,
however, is such that individual review by the Board of every agreement is neither feasible nor in the College’s best interest. Therefore, certain delegations of contracting authority are appropriate within the following specified guidelines.
A. Contacting Authority Delegation – the President is hereby expressly authorized and empowered to contract in the Board’s name as follows:
1. All full-time employment contracts shall be signed by the President. The President may designate Vice President/ Deans to sign part-time/temporary contracts.
2. Capital Improvement Change Orders – The President and the Board Chair may jointly approve a capital improvement change order when, in the opinion of the President, the deferral of the change order until the next regular board meeting would cause a significant delay in the progress of the capital improvement project. All change orders thus approved shall be submitted to the Board for ratification at the earliest practical time.
3. Service Agreements – The President and Vice President of Administrative Services/Chief Financial Officer shall have authority to execute service agreements.
4. Instructional Agreements – The President is expressly authorized to sign all instructional agreements on the Board’s behalf.
5. Cooperative Agency Agreements – The President is authorized to sign all cooperative, interinstitutional and interagency agreements on the Board’s behalf.
B. Signatory Authority – Unless the authorizing action of the Board specifically provides otherwise, any contract approved by the Board shall be executed on the Board’s behalf by either the Board Chair or the President.
C. Custody of Contracts – The President is hereby designated as custodian of all Board contracts. He/she shall maintain on file in either the President’s office or the Business Office one of every contract to which the Board is a party.
D. Reporting – The President shall periodically report to the Board all contracts made pursuant to delegated authority.
Legal Reference: N.C.G.S. § 115D-14
Adopted: January 9, 2019
I. N.C. Community College Purchasing and Equipment Procedures Manual The Board hereby incorporates the N.C. Community College Purchasing and Equipment Procedures Manual (“Manual”). The Manual shall control in the event of any inconsistencies with this Policy or any of the College’s purchasing procedures. The Board herby authorizes the President to develop an internal purchasing manual consistent with this policy.
II. Purchasing and Bidding
Purchasing procedures are originated by the North Carolina Division of Purchase and Contract. Such procedures are sanctioned by N.C.G.S. § 143, Article 3 and § 115D-58.5.
A. State Contract Items – Items on state contract may be ordered directly from the vendor subject to any restrictions on the contract certification.
B. Non-Contract Items – Non-contract items of less than $10,000 total order may be placed by the College without the oversight or approval of the Division of Purchase and Contract Good purchasing practices mandate that competition is to be sought for all purchases. For small purchases, where the total order is $5,000 or less, telephone or e-quotes should be obtained to establish competitive prices, unless the items are purchased off a state contract. A record of those quotes should be attached to the requisition. For the purchase of more than $5,000 but less than $10,000, a minimum of three written quotes must be obtained and attached to the purchase requisition, unless the items are purchased off state contract. If three written quotes cannot be obtained, users must attach a note explaining the circumstances.
3. Competitive Bid Items – Non-contract items over $10,000 must be sent by requisition to the Division of Purchase and Contract for competitive bids.
Legal Reference: N.C.G.S. 115D-58.5; 1H SBCC 500.1 – 500.2
Adopted: January 9, 2019
The College shall conduct an annual inventory of capitalized assets. Spot checks may be made at
intervals when deemed necessary or advisable. The College shall inventory non-capitalized high-risk assets at least once every two (2) years. The Vice President of Administrative Services shall
be responsible for making sure that the inventory is completed.
Adopted: January 9, 2019
Any damaged, stolen or missing materials or equipment owned by the College must be reported to the Vice President of Administrative Services as soon as the discovery is made. A written report must be filed within twenty-four (24) hours of discovery of the loss. Conditions and circumstances leading to damage or loss should be included in the report, as well as actions proposed or taken to eliminate future losses.
Pursuant to N.C.G.S § 114-15.1, the President shall report possible violations of criminal statutes involving misuse of State property to the State Bureau of Investigation.
Adopted: January 9, 2019
When the College’s equipment reaches the end of its useful life, becomes inoperable, becomes obsolete or is replaced, the College, without the approval of the State Board of Community Colleges, may use any of the following to depose of said equipment:
1. Transfer the equipment to another community college.
2. Dispose of the equipment through the State Surplus Property Agency.
3. Sell or exchange the equipment (i.e., personal property) pursuant to Article 12, Chapter 160A of the North Carolina General Statutes.
4. Cannibalize or recycle the equipment (see page 73 of the N.C. Community College Purchasing and Equipment Procedures Manual entitled “Cannibalization of Equipment”).
Should the capitalized asset be determined to have no useful value and cannot be traded, sold, cannibalized or recycled, it may then be discarded.
Legal Reference: N.C.G.S. §§ 115D-15; 160A-266 through -271
Adopted: January 9, 2019
Procurement Cards (“P-Cards”) may be used to complete transactions where the preferred state procurement method is not possible due to time or purchasing constraints. Utilization of P-Cards is limited. In order to use the College’s P-Card, a requisition must be submitted through Etrieve. P-Cards shall be used for the following kinds of items.
1. Purchases of supplies or travel registration that cannot be bought with purchase order.
2. Hotel Reservations approved by the College President.
3. Emergency situations (broken equipment, etc.) that require immediate purchase.
P-Cards are not intended to circumvent the purchasing process. P-Card use shall be closely monitored. Any person using a P-Card without authorization will be personally responsible for reimbursing the College within twenty four (24) hours the amount of the purchase.
In addition, refer to the College’s Purchasing and Procurement manual for detailed purchasing procedures.
Adopted: January 9, 2019
The Colleges affirms the State of North Carolina’s commitment to encourage participation of historically underutilized businesses in the College’s purchase of goods and services. The College prohibits discrimination against any person or business on the basis of race, color, ethnic origin, sex, gender, disability or religion.
The College has adopted the following verifiable percentage goals for participation in the College’s contracts by women and minority-owned business: ten percent (10%) for participation by minority-owned, female-owned, disabled-owned, disabled business enterprises or non-profit work centers for the blind and severely disabled in the total annual value of all purchases of goods and services.
Legal Reference: N.C.G.S. §§ 143-128.2 through -128.4; City of Richmond v. J.A. Croson Co.,
488 U.S. 469 (1989)
Adopted: January 9, 2019
Credit card processing at the College shall comply with the Payment Card Industry Data Security Standards (PCIDSS). The following security requirements have been established by the payment card industry and adopted by the College to ensure compliance with the payment card industry. These requirements apply to all employees, systems and networks involved with credit card processing, including transmission, storage or electronic and paper processing of credit card numbers.
I. Authorized Employees
Credit card processing for official college business is restricted to Business Office/Bookstore/General Store personnel only. No other College employees are authorized to process such information for any reason. College employees who process credit card information or who have access to this information will complete annual data security training.
II. Procedures
A. Each College employee who processes credit card information must strictly adhere to the following:
1. Access to credit card information is restricted to Business Office personnel.
2. System and desktop passwords must be regularly changed.
3. Accounts should be immediately terminated or disabled for employees who leave employment with the College.
4. Credit card information should not be stored in any format.
B. Credit card information, including the card number, cardholder name, CVV code and expiration date should not be retained for any reason.
C. Employees may not send or process credit card data in any insecure manner including transmitting such data via email, courier or instant messaging. Credit card information may not be left exposed to anyone.
D. The College’s Technology Department shall maintain additional procedures to ensure compliance with PCIDSS including:
1. Configuration of card processing procedures, including segmentation of local area networks and protection through deployment of firewalls.
2. Logging control procedures.
3. Wireless use procedures.
4. Encryption procedures.
Adopted: January 9, 2019
Legal Reference: N.C. Community College Written Memoranda CC10-029 (issued 7/21/10)
I. POLICY OVERVIEW
This Policy is intended to meet the requirements of the FTC “Red Flag Rule.” Identity theft is a fraud committed or attempted using the identifying information of another person without that person’s authority. The College shall undertake reasonable measures to detect, prevent, and mitigate identity theft in connection with the opening of a “covered account” or any existing “covered account,” and to establish a system for reporting a security incident.
II. DEFINITIONS
A. Covered Account – A covered account is a consumer account designed to permit multiple payments or transactions. These are accounts where payments are deferred and made by a borrower periodically over time such as a tuition or fee installment payment plan.
B. Creditor – A creditor is a person or entity that regularly extends, renews, or continues credit and any person or entity that regularly arranges for the extension, renewal, or continuation of credit. Examples of activities that indicate a college or college is a “creditor” are:
1. Participation in the Federal Perkins Loan program;
2. Participation as a school lender in the Federal Family Education Loan Program;
3. Offering loans to students, faculty or staff;
4. Offering a plan for payment of tuition or fees throughout the semester rather than requiring full payment at the beginning of the semester.
C. Identifying Information – Any name or number that may be used, alone or in conjunction with any other information, to identify a specific person including: name, address, telephone number, social security number, date of birth, government issued driver’s license or identification number, alien registration number, government passport number, employer or taxpayer identification number, student identification number, computer’s Internet Protocol address, routing code or financial account number such as credit card number, in combination with any required security code, access code, or password that would permit access to an individual’s financial account.
D. Red Flag – A red flag is a pattern, practice or specific activity that indicates the possible existence of identity theft.
E. Security Incident – A collection of related activities or events which provide evidence that personal information could have been acquired by an unauthorized person.
III. IDENTIFICATION OF RED FLAGS
Broad categories of “Red Flags” include the following:
A. Alerts – alerts, notifications, or warnings from a consumer reporting agency including fraud alerts, credit freezes, or official notice of address discrepancies.
B. Suspicious Documents – such as those appearing to be forged or altered, or where the photo ID does not resemble its owner, or an application which appears to have been cut up, re-assembled and photocopied.
C. Suspicious Personal Identifying Information – such as discrepancies in address, Social Security Number or other information on file; an address that is a mail-drop, a prison, or is invalid; a phone number that is likely to be a pager or answering service; personal information of others already on file; and/or failure to provide all required information.
D. Unusual Use or Suspicious Account Activity – such as material changes in payment patterns, notification that the account holder is not receiving mailed statement, or that the account has unauthorized charges.
E. Notice from Others Indicating Possible Identify Theft – such as the College receiving notice from a victim of identity theft, law enforcement or another account holder reports that a fraudulent account was opened.
IV. DETECTION OF RED FLAGS
College employees shall undertake reasonable diligence to identify Red Flags in connection with the opening of covered accounts as well as existing covered accounts through such methods as:
A. Obtaining and verifying identity;
B. Authenticating customers; and
C. Monitoring transactions.
A data security incident that results in unauthorized access to a customer’s account record or a notice that a customer has provided information related to a covered account to someone fraudulently claiming to represent the College or to a fraudulent web site may heighten the risk of identity theft and should be considered Red Flags.
V. SECURITY INCIDENT REPORTING
College employees who believe that a security incident has occurred shall immediately notify his/her appropriate supervisor and the Vice President and Chief Financial Officer. Upon review of the incident, the Vice President and Chief Financial Officer shall determine what steps may be required to mitigate any issues that arise in the review. In addition, referral to law enforcement may be required.
If there is a security breach, the College shall comply with all notice requirements
contained in N.C.G.S. § 75-65
Legal Reference: Fair and Accurate Credit Transactions of 2003; FTC Regulations – Red
Flag Rule; N.C.G.S. § 75-65
Adopted: January 9, 2019
I. Definitions
A. A foreign national is a person who was born outside the jurisdiction of the United States, is a citizen of a foreign country, and has not become a naturalized United States citizen under United States law. This includes legal permanent residents.
B. Foreign nationals are classified as either “Nonresident Aliens” or “Resident Aliens”. Section 1441 of the Internal Revenue Code provides a separate tax system with a different set of tax rules and regulations for individuals deemed to be Nonresident Aliens. Colleges making payments to Nonresident Aliens are subject to different tax withholding, reporting and liability requirements.
1. A Resident Alien’s income is subject to tax in the same manner as a U.S. citizen. This means that their worldwide income is subject to U.S. tax and must be reported on their U.S. tax return. Income of Resident Aliens is subject to the graduated tax rates that apply to U.S. citizens.
2. A Nonresident Alien’s income is subject to federal income tax only on income which is derived from sources within the United States and/or income that is effectively connected with a U.S. trade or business.
Nonresident Aliens are taxed according to special rules contained in certain parts of the Internal Revenue Code.
II. Policy
All North Carolina agencies, universities, community colleges and institutions have been tasked with the responsibility of withholding and reporting on payments to foreign national individuals and vendors in accordance with the IRS Code Regulations Section 1441 and policies established by the N.C. Office of the State Controller.
When the College identifies a foreign national or foreign vendor that will be compensated via payroll, accounts payable or student services, the appropriate department shall maintain a copy of evidentiary and supporting documentation such as I-9, W-8BEN, I-20, I-94, I797, passport, and/or employment authorization card. The evidentiary and supporting documentation shall be provided to the Business Office. The Business Office will submit the supporting documentation to the Systems Office before payment is made. If the Systems Office determines that payments made by the College to a foreign national or foreign vendor are taxable, the College shall withhold federal and/or state taxes as instructed by the System Office.
Legal Reference: N.C. Community College Accounting Procedures Manual and Reference
Guide: Fiscal Procedures
Adopted: January 9, 2019
For all purchases and contracts valued at one thousand dollars ($1,000) or more (“Impacted Contracts”), the Board is prohibited from purchasing and contracting with the following:
A. Companies identified on the list of restricted companies, developed by the State Treasurer, that are engaged in a boycott of Israel (“Boycott List”).
B. Companies identified on the list of restricted companies, developed by the State Treasurer, that are engaging in investment activities in Iran (“Iran List”).
Prior to awarding an Impacted Contract, the College will check the Boycott List and Iran List on the State Treasurer’s website to ensure that the company is not a restricted company. Any Impacted Contract made by the College with a restricted company on the Boycott List and/or the Iran list is void.
Legal Reference: N.C. Session Law 2017-193; N.C.G.S. 147, Articles 6E and 6G
Adopted September 9, 2019
A. Consistent with North Carolina’s conflict of interest laws and Policy 1.4 – Conflict of Interest, employees may entertain associates and prospective students on the College’s behalf with the President’s prior authority. When granting authority, the President shall approve the type of entertaining and grant expense limits.
B. Entertainment expenses will be paid or reimbursed if such expenses are directly related to the College’s business and are approved in advance by the President. Employees who incur entertainment expenses not directly related to College business and/or without the President’s approval will be personally liable for said expenses.
C. To be approved by the President, the employee must submit documentation required by the Business Office. The documentation must contain a detailed itemization of the anticipated expenses to be incurred, the date, place and business reason for the entertaining and the names of those participating and their relationship to the College.
D. Entertainment reimbursements claims must be accounted for separately from any other expense reimbursement claim. Receipts must be included with reimbursement claims.
E. Business functions or entertainment involving the consumption of alcoholic beverages will not be reimbursed.
Adopted: January 9, 2019
