Budget and Finance Policies
It shall be the policy of Tompkins Cortland Community College to engage contractors, subcontractors and licensees, particularly in the procurement of apparel or sports equipment that is representative of the College, who adhere to fair labor standards in connection with working conditions, compensation, employee rights to form unions and the use of child labor. For the purposes of this policy, “fair labor standards” shall mean the policies of the International Labour Organization then in effect. The College shall require contractors, subcontractors and licensees to certify that to the best of their knowledge, the manufacturers of apparel or sports equipment items supplied by such contractors, subcontractors and licensees have adhered to fair labor standards.
Sustainability/Energy Star Procurement Policy
In April 2008 President Carl Haynes signed The American College & University President’s Climate Commitment. According to the Implementation Guide of the Commitment, we must establish and implement several ‘tangible actions’. One of the tangible actions recommended by the Sustainability sub-group of the Wellness Council was the establishment of a Sustainability/Energy Star Procurement Policy.
The goal is to incorporate sustainability and environmental impact as part of the decision making process for all types of procurement at Tompkins Cortland, provide leadership, and promote awareness in the area of sustainability. The recommended policy below has been reviewed and approved by the Provost’s Council, The College Forum, and Executive Committee - Board of Trustees.
In an effort to meet the goals of the Climate Commitment to reduce energy usage, lower the negative impact on the environment, and to realize long term cost savings, Tompkins Cortland will purchase when applicable and whenever possible, ENERGY STAR* rated products in all areas for which the ENERGY STAR ratings exist. Items with the ENERGY STAR rating will be purchased in preference to those items without the rating unless there is substantial evidence or reasoning as to why a similar item without the rating should be purchased. Such reasoning will be documented and must be approved by the Dean of Operations and Enrollment Management. Furthermore, efforts will be made by the College to procure environmentally friendly goods and services where the Energy Star rating may not be available. The College will make efforts to obtain goods and services which feature ‘green’, environmentally beneficial attributes.
Examples include the purchase of:
- Products produced using wind, solar, or other sustainable energy sources;
- Products which provide energy savings, products containing recycled materials;
- Products which are free of hazardous or toxic chemicals; and
- Purchasing from vendors who are making efforts in the area of environmental responsibility.
As part of the request for proposal or bid processes, when applicable, the College will ask potential vendors to demonstrate their efforts in the area of sustainability. There are currently more than 50 categories for ENERGY STAR rated products. The Purchasing Office will be available to assist departments to determine if desired product categories are ENERGY STAR eligible.
*ENERGY STAR ® is a program that was first developed in 1992 by the US Environmental Protection Agency (EPA) as a method to identify and promote products that are energy efficient. Requirements to earn the rating vary among categories but typically have a 10% – 50% energy savings from standard products, resulting in both long term and short term energy cost reduction and in less harmful effects on the environment. The ENERGY STAR website is a source for general and product information.
Policy for Tompkins Cortland Credit Card Usage
College procurement cards may be issued to college employees if deemed necessary, and if approved by the appropriate Dean and or Budget Manager and the Director of Budget and Finance. Procedures and policy for card use are as follows:
NYS Sales Tax: NO New York State tax is to be charged. You must notify the vendor you are making a tax free purchase. If the vendor requires a Tax Exempt Certificate, notify the Purchasing Office and one will be provided. Card user assumes responsibility if NYS Sales Tax is charged and must either contact the Vendor to have the tax refunded to the card, or pays the tax to the College.
Personal Charges: NO personal charges are allowed on the business card.
Alcoholic Beverages: NO charges for Alcoholic beverages are allowed.
Limits: There is a $500 limit per purchase unless making travel arrangements. Purchase requisition procedures must be followed when making purchases exceeding $500.
Equipment & Furniture: NO equipment or furniture shall be charged on procurement card; Purchase Requisition process must be followed for such purchases. Prior approval from the Purchasing Office is required if use of Credit Card is necessary.
On-Line purchases: When using the card for on-line purchases, you must print a copy of receipt with price information and send it directly to the purchasing office, budget coded for identification.
Travel: When using the card for hotel or airfare you must send the original receipts/ invoices to the purchasing office. A copy should also be attached to your Travel Reconciliation when submitting to Accounts Payable. A Travel Request Form must be completed with the appropriate approvals and submitted to Budget and Finance Office before incurring charges for the travel.
Receipts: It is the card user’s responsibility to provide receipts/documentation for card purchases. Purchase must be a clearly justified college expense, (for example; for local food purchase – note the related meeting or event). Above, along with department and object code must be noted on or attached to the receipt, and submitted to Purchasing Office as soon as transaction occurs (must be within 30 days of transaction). If a receipt is lost, it is the user’s responsibility to contact the vendor for a duplicate.
Budget: Charges to be made against account lines with insufficient funds will require a budget modification form to be completed and submitted to Budget and Finance Office prior to purchase.
Problems with Cards: Report any issues, lost or stolen cards immediately to the Purchasing Office, or call 1-866-552-8855, outside of US call 701-461-1922 collect.
Automatic monthly charges such as subscriptions or other ongoing automatic monthly fees are not allowed on the card unless pre-approved by Budget and Finance. Purchase requisition process should be used for such.
Cash Advances: Cash advances on a College Credit Card are not allowed.