reglab/statecodes huggingface dataset:
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-02.1 - Administrative policy regarding budget administration

Current through all regulations passed and filed through July 1, 2024
(A)
								The primary
			 responsibility for controlling expenditures within appropriated amounts rests
			 with each department head. Expenditures in excess of the budget should not be
			 incurred without the knowledge and approval of the appropriate vice
			 president.
(B)
								Budget administration.
(1)
									Expenditures.
			 Each vice president is responsible for the total expenditures of his or her
			 particular major program area. If there is an over expenditure in a particular
			 budgetary unit or department, it is the responsibility of the vice president
			 involved to cover the deficit either from an under expenditure in some other
			 department or from contingency funds available to such vice
			 president.
(2)
									Transfer by department. Transfers of budgeted funds may
			 be made by a department as between personal service, current expenses and
			 equipment providing that no additions are made in personal services which would
			 become a continuing obligation in succeeding fiscal years. A budget transfer
			 form should be used for requesting a transfer and it must be approved by the
			 appropriate vice president.
(3)
									
			 Inter-departmental transfers. Transfers of budgeted funds may be made from one
			 department to another providing that no additions are made in personal services
			 which would become a continuing obligation in succeeding fiscal years. A budget
			 transfer form should be used for requesting a transfer and it must be approved
			 by the appropriate vice president.
(4)
									Contingency
			 funds. Contingency funds which may be available to vice presidents may not be
			 used for personal services which would become a continuing obligation in
			 succeeding fiscal years.
(5)
									Resource management. The university is obligated to
			 operate the budget within available resources. This implies the authority to
			 use any available reserve funds to supplement current income. If actual current
			 income exceeds the estimates upon which the budget was founded, additional
			 allocations may be made by the president; however, if actual current income is
			 less than the estimates and there is no available reserve fund, the president
			 is obligated to reduce the budget accordingly.
(6)
									Reports. Detailed
			 budget performance reports will be made available to all departments and to all
			 vice presidents on a monthly basis. A summary budget performance report will be
			 reviewed with the board on a quarterly basis.
Replaces: 3342-7- 02.1
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-02.2 - Administrative policy regarding protection of university funds

Current through all regulations passed and filed through July 1, 2024
(A)
								Purpose. All individuals handling university money,
			 both cash and checks, are, in effect, responsible to the state of Ohio for its
			 proper security and accountability.
(B)
								Operational
			 procedures for university funds.
(1)
									Petty cash. The use of petty cash funds should be kept
			 to a minimum. Where a petty cash or change fund is necessary, one person should
			 be assigned the responsibility for handling it. Each petty cash fund should be
			 balanced at least weekly and each change fund should be balanced at the end of
			 each cashiering session. All petty cash or change funds should be kept properly
			 secured in suitable locked storage at all times.
(2)
									Deposit.
(a)
										Kent campus
			 departments and organizations collecting funds should deposit their collections
			 at the bursar's office before four-thirty p.m. each business
			 day.
(b)
										Regional campus departments or organizations should
			 deposit collected funds with their local depository (bank) before the close of
			 each business day, unless an approved safe is available for the overnight
			 storage of these funds.
(c)
										Money collected during evening hours or on weekends at
			 any location should be placed in an approved safe or a suitable locked storage,
			 and deposited the next business morning either in the bursar's office or a
			 regional campus local bank.
(d)
										These deposit
			 guidelines apply in all cases except when such collections are less than two
			 hundred
										fifty dollars.
(3)
									In no instance
			 should either university petty cash or collected funds under an individual's
			 control be kept on one's person, deposited in a personal bank account or taken
			 to one's home for safekeeping.
(4)
									The university
			 has insurance covering only major losses of money and checks due to theft or
			 mysterious disappearances. All departments handling cash or checks accept the
			 risks and responsibilities related to the proper safeguarding of these
			 university funds.
(5)
									All losses of money and checks must be immediately
			 reported to the university police department, or local police departments if
			 off the Kent campus, and to the internal audit department.
(6)
									The conditions
			 and provisions of this rule apply to all university locations, departments and
			 individuals, either on or off the Kent campus and either at Kent or away from
			 Kent.
Replaces: 3342-7- 02.2
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-02.3 - Administrative policy regarding payroll deductions

Current through all regulations passed and filed through July 1, 2024
(A)
								Payroll
			 deductions, in addition to those mandated by law, may be made for the
			 following:
(1)
									
			 Charitable purposes if such qualify as a charity under federal income tax
			 regulations;
(2)
									Gifts to the university or the "University Foundation,
			 Incorporated";
(3)
									Employee association dues;
(4)
									United States
			 savings bonds purchases;
(5)
									Meals when applicable; and
(6)
									Hospitalization,
			 life or other insurance purchased through the university.
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-02.4 - Administrative policy regarding auxillary agencies

Current through all regulations passed and filed through July 1, 2024
(A)
								Policy statement.
			 As recommended by the president and approved by the board, certain university
			 operations, whose income includes substantial amounts of other than imposed
			 fees or appropriated revenue, shall be designated as auxiliary
			 services.
(B)
								Scope. For budgeting purposes, an auxiliary service is
			 a fiscal entity. The manager or supervisor of each shall prepare an annual
			 report under the direction of the comptroller including a statement of income
			 and expenditures and a description of the operation for the year in review. The
			 following agencies are so classified:
(1)
									
			 Airport;
(2)
									Flight training;
(3)
									Food service,
			 residence halls;
(4)
									Golf course;
(5)
									Ice
			 arena;
(6)
									Intercollegiate athletics;
(7)
									Parking and
			 traffic;
(8)
									Kent student center (including
			 bookstore);
(9)
									Regional campus bookstores;
(10)
									Regional campus
			 food service.
Replaces: 3342-7- 02.4
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-02.5 - Administrative policy regarding business meals and hospitality expenses payable or reimbursable from university funds

Current through all regulations passed and filed through July 1, 2024
(A)
			 Purpose. This policy establishes the conditions for the expenditure of and/or
			 reimbursement from Kent state university funds for business meals and
			 hospitality expenses. As a major public institution funded by state allocations
			 and student tuition, Kent state university is held to a high level of
			 accountability for its business practices. Numerous constituencies have an
			 interest in how the university spends its money. Accordingly, every reasonable
			 effort must be made to ensure that funds are used in a responsible and
			 appropriate manner. The judgment of a prudent reasonable person shall rule in
			 the stewardship of university funds. In cases that are questionable, advance
			 confirmation shall be sought.
(B)
			 Definitions.
(1) Business meals and
			 hospitality expenses. This is the cost of food, non-alcoholic beverages,
			 entertainment, and incidentals associated with providing business accommodation
			 or hospitality in the conduct of university business for the promotion or
			 advancement of the university mission.
(2) Business meal. This is a properly
			 documented meal occurring during a meeting where the primary purpose is to
			 conduct university business or promote or advance the mission of the
			 university. At least one non-KSU employee directly related to the purpose of
			 the meeting shall be present in order for the meal to be
			 university-funded.
(3) Contractor.
			 This is an organization or individual having a contractual relationship with
			 the university to provide goods or services in exchange for monetary
			 compensation, but not classified as an employee.
(4) Hospitality. This is an event for the
			 purpose of reception and entertainment of visitors and guests of the
			 university.
(5) Formal
			 employee-only meetings. These are meetings that are not regularly recurring and
			 include employees across more than one department within or between colleges or
			 administrative units and for which there is a documented business purpose such
			 as a written agenda.
(6) Executive
			 officers. The president, all vice presidents, and the athletic director.
			 Approval delegees are allowable provided they meet the
			 requirements as defined in rule
			 3342-5-04.1 of the
			 Administrative Code.
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-02.6 - Administrative policy regarding payment of stipend for moving expenses of newly hired employees

Current through all regulations passed and filed through July 1, 2024
(A)
								Policy statement.
			 In an effort to recruit highly qualified employees to join Kent state
			 university, the university may offer candidates a stipend to defray the costs
			 of relocation. A one-time stipend for moving expenses is shall be permissible
			 when it is deemed necessary in order to negotiate a satisfactory offer of
			 appointment for senior level administrative positions, faculty positions or
			 athletic coaches. In order to ensure equity and judicious use of university
			 resources, this rule is intended to set forth consistent and appropriate
			 guidelines for approving the payment of moving expenses for newly-hired faculty
			 and staff members.
(B)
								Eligibility. A newly-appointed faculty or staff member
			 may be eligible for a one-time stipend if accepting a full-time position at the
			 university requires that person to move their household more than fifty miles.
			 The appointing authority shall determine when appropriate and must include the
			 amount of the stipend in the appointment offer letter or employment agreement
			 form.
(C)
								Determination of amount. The amount of the stipend
			 shall be determined by the appointing authority in consultation with human
			 resources. The stipend shall not exceed one month's wages and is subject to the
			 availability of funds under the control of the appointing authority. In rare
			 instances, circumstances may dictate a higher stipend which should be approved
			 by the senior vice president for finance and administration.
(D)
								Method of
			 payment. The stipend shall be processed as a lump sum payment with the
			 employee's regular payroll and shall be taxed in accordance with IRS
			 regulations at the current supplemental rate.
(E)
								Recovery of
			 payment. If the newly-hired individual leaves university employment before one
			 year of service, the employee shall be responsible for remitting to the
			 university one-half of the value of the stipend paid under this rule through a
			 deduction from that individual's final paycheck. It is the responsibility of
			 the appointing authority to ensure recovery of payments under this
			 paragraph.
Replaces: 3342-7- 02.6
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-02.7 - Administrative policy and procedures regarding computation of non-hourly pay for employment beginning and ending at times other than regular appointment periods

Current through all regulations passed and filed through July 1, 2024
(A)
								Purpose. The
			 purpose of this rule is to provide a standardized method for computing the
			 initial or final salary payments to non-hourly employees who begin or leave
			 university employment for any reason at times other than the regular beginning
			 or ending date of their appointment period.
(B)
								Criteria. For the
			 purpose of this rule only:
(1)
									An appointment for fall and spring semesters, also
			 known as a "nine-month contract," whether on a temporary or a continuing basis,
			 shall be considered to contain nine full pay periods.
(2)
									An appointment
			 for one calendar year, also known as a "twelve-month contract," whether on a
			 temporary or a continuing basis, shall be considered to contain twelve full pay
			 periods.
(3)
									An appointment known as a "ten-month contract," whether
			 on a temporary or a continuing basis shall be considered to contain ten full
			 pay periods.
(4)
									An appointment for one fall or one spring semester
			 shall be considered to contain four full pay periods.
(5)
									An appointment
			 for one spring semester shall be considered to contain five full pay
			 periods.
(6)
									The number of workdays to be considered as contained in
			 appointments indicated in paragraphs (B)(1) to (B)(5) of this rule shall be the
			 actual number of workdays specified in the employment calendars which begin and
			 end on the dates of the respective normal contract period.
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-02.8 - Administrative policy regarding travel

Current through all regulations passed and filed through July 1, 2024
(A)
			 Purpose. The university recognizes that travel is required in order to fulfill
			 its mission and objectives. This policy establishes the framework for the
			 university's travel regulations, the procedures for which are documented in the
			 university travel manual.
(B)
			 Definitions.
(1) "University business travel"
			 for the purposes of this policy means travel that is undertaken to fulfill the
			 university's mission and objectives. It includes movement from home or the
			 primary work location to another destination and return to home or the primary
			 work location. University business travel does not include the commute between
			 an employee's home and primary work location.
(2) "University approved travel services
			 provider" for the purposes of this policy means any vendor that the university
			 has sourced, negotiated, and contracted through procurement to manage travel
			 arrangements.
(3) "Travel expenses"
			 for the purposes of this policy includes any travel-related expenses paid
			 directly to a vendor by the university or reimbursed to a traveler.
(4) "Reimbursement" for the purposes of this
			 policy refers to a payment made by the university to a traveler for expenses
			 incurred while undertaking university business travel.
(5) "Travel services" for the purposes of
			 this policy includes arrangements for air and ground transportation and
			 lodging.
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-02.9 - Administrative policy regarding reporting and investigating fraud and fiscal abuse

Current through all regulations passed and filed through July 1, 2024
(A)
								The university has responsibility for the stewardship
			 of university resources and the public and private support that enables it to
			 pursue its mission. It is, therefore, committed to the highest standards of
			 fiscal responsibility to establish an environment that assures institutional
			 assets are properly accounted for and safeguarded from loss, abuse or misuse.
			 This policy is established to communicate the methods for members of the
			 university community to report actual or suspected fraud or fiscal abuse and
			 the process to be followed for investigating a report. It is also intended to
			 protect individuals who engage in good faith disclosure of a suspected
			 violation.
(B)
								Definitions.
(1)
									Fraud. For
			 purposes of this policy is defined as:
(a)
										An intentional or
			 deliberate act depriving the university or an individual of something of value,
			 or
(b)
										Gaining an unfair personal benefit by using deception,
			 false suggestions, suppression of truth, or other unfair means which are
			 believed and relied upon.
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-02.10 - Administrative policy and procedures regarding general business expenditures and university equipment

Current through all regulations passed and filed through July 1, 2024
(A)
								Purpose. As a
			 major public institution, Kent state university is held to a high level of
			 accountability for its business practices. Stakeholders, including students,
			 taxpayers, alumni, the state of Ohio and the federal government, have an
			 interest in how the university spends public funds. Accordingly, every
			 reasonable effort must be made to ensure that funds are used in a responsible,
			 prudent, and appropriate manner. This rule focuses on certain types of expenses
			 and provides examples of expenses that are not permitted.
(B)
								Definitions.
(1)
									University purchase. Expenditures of university funds
			 for materials, supplies, equipment or services.
(2)
									Entertainment
			 expense. An expenditure, primarily for food or refreshments, relating to
			 entertainment when the purpose is fundraising, promotion of the university or
			 entertainment for guests of the university.
(3)
									Certifications.
			 Signify an individual has met all the requirements of a particular standard or
			 law, typically through passage of a written examination.
(4)
									Contributions and
			 gifts. Includes donations, financial assistance, equipment and supplies
			 purchased with university funds, items given to international guests, and
			 honorariums.
(5)
									Awards and prizes. Cash, cash equivalents, and non-cash
			 items given in recognition of significant outstanding
			 performance.
(6)
									Moving expenses. Expenditures associated with moving
			 the household goods of a qualifying newly hired faculty or senior level
			 administrator.
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-02.12 - Administrative policy regarding memberships and certifications

Current through all regulations passed and filed through July 1, 2024
Policy statement. Using university funds for individual
				professional memberships and certifications is generally not
				permissible.
(A) Under certain
			 circumstances, as described in paragraph (A)(2) of this rule, university funds
			 may be used for individual memberships for professional organizations. The
			 purpose for the individual membership must be documented and with the exception
			 of paragraph (2)(c) of this rule approved by the appropriate
			 
								executive officer. Approval delegees are allowable
			 provided they meet the requirements as defined in rule
			 3342-5-04.1 of the
			 Administrative Code..
(B) A
			 payment for an individual membership must meet the following guidelines:
(1) It is essential for the university to be
			 represented in the organization and an institutional or corporate membership is
			 not offered by the organization; or
(2) Membership in the organization is
			 required per the employee's job description; or
(3) Membership in the organization is
			 essential to the research responsibilities of faculty.
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-02.13 - Administrative policy regarding contributions and gifts

Current through all regulations passed and filed through July 1, 2024
(A)
			 Policy statement. The purpose of this rule is to provide established standards
			 for issues relative to contributions and gifts both given and received during
			 the course of university business.
(B) Implementation.
(1) Contributions.
(a) Contributions in the form of donations,
			 financial assistance, or equipment and supplies purchased with university
			 funds, should not be made to charitable or other non-profit organizations or to
			 university foundation accounts using university funds. Advertising in
			 publications sponsored by these organizations is acceptable when the
			 advertising is deemed appropriate for promoting the university.
(b) University funds should not be used to
			 purchase tables or individual tickets for events sponsored by charitable or
			 non-profit organizations or by other university departments. Exceptions to this
			 rule may be made for events held for the purpose of honoring or promoting the
			 university or its faculty, staff or students when approved by an executive
			 officer. Approval delegees are allowable provided they
			 meet the requirements as defined in rule
			 3342-5-04.1 of the
			 Administrative Code.
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-02.14 - Administrative policy regarding awards and prizes for employees

Current through all regulations passed and filed through July 1, 2024
(A)
			 Policy statement. Awards and prizes may be conferred to an employee only if
			 awarded through:
(1) A documented program
			 developed, communicated, and implemented by the appropriate executive officer;
			 or
(2) A sanctioned university-wide
			 or divisional program established for recognition of employees.
(3)
									Approval delegees
			 are allowable provided they meet the requirements as defined in rule
			 3342-5-04.1 of the
			 Administrative Code.
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-02.15 - Administrative policy regarding provision of cellular devices to university employees

Current through all regulations passed and filed through July 1, 2024
(A)
			 Purpose. Kent state university recognizes that cellular devices are often
			 necessary and efficient for conducting university business. This policy is
			 designed to allow the university to establish procedures that meet state and
			 federal regulations for the provision of cellular devices to university
			 employees in a manner reflecting best business practices.
(B) Eligible employees. This policy applies
			 to all full-time, part-time, and seasonal employees that must have a cellular
			 device to effectively perform their work. Temporary employees and volunteers
			 are not eligible for services outlined in this policy.
(C) Definitions.
(1) For purposes of this policy, cellular
			 devices are defined as cellular phones, integrated cell phone and email devices
			 (i.e. classified as either smartphones or PDAs) and other electronic access
			 devices (not including pagers and two- way radios).
(2) Legitimate business purpose is defined as
			 frequent use of a cellular device for university work when the employee is away
			 from the office for an extended period of time and communication is required
			 for a business issue that cannot wait until the employee returns to the
			 office.
(3) Emergency university
			 matters are defined as issues that arise unexpectedly and require immediate
			 attention from the employee in order to avoid risk of harm, either physical or
			 financial, to university employees and/or students or costly damage to
			 university property.
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-02.16 - Administrative policy regarding use of purchasing card (pcard)

Current through all regulations passed and filed through July 1, 2024
(A)
								Purpose. Usage of purchasing cards (pcards) reduces the
			 paperwork generated for purchases and facilitates more timely payments to
			 vendors, thus streamlining the purchasing and payment process. This policy
			 provides the framework for the university pcard program, the procedures for
			 which are documented in the university pcard manual.
(B)
								Definitions.
			 "Pcard" for the purpose of this policy means a purchasing card issued by the
			 university's exclusive credit card provider, to be used only for business
			 expenditures that are allowable under the university purchasing policy, as
			 provided in rule 3342-7-12.1 of the Administrative Code.
(C)
								Implementation.
(1)
									Program administration and roles. The division of
			 finance and administration is responsible for the administration of the pcard
			 program. Program oversight and compliance roles are assigned to the following
			 departments and groups.
(a)
										Accounts payable provides functional oversight and
			 management of the pcard program. One or more staff members, acting as pcard
			 administrators, are responsible for the day-to-day management of the program.
			 Pcard administrator responsibilities include serving as the point of contact
			 between the university and the credit card issuing bank, card user training,
			 card issuance and cancellation, the enforcement of the card user responsibility
			 as defined in the university pcard manual, maintaining the pcard manual and
			 ensuring that all pcard transactions are entered into the university's
			 financial records.
(b)
										Procurement reviews buying patterns and analyzes pcard
			 usage data to ensure compliance with purchasing policy and identify
			 opportunities for price negotiation or the solicitation of
			 bids.
(c)
										All transactions are subject to appropriate review by
			 the Kent state university office of internal audit, the university's external
			 auditors, and other reviewing agencies in order to test for compliance with
			 university policies and procedures; federal, state and local laws; and
			 regulations and constraints imposed by agencies and donors.
(d)
										Card users
			 include pcard holders, transaction reconcilers and transaction approvers.
			 Individuals serving as card users must be university employees with continuing
			 assignments. Card user responsibilities are described in the pcard
			 manual.
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-02.17 - Administrative policy regarding fiscal audits by external auditors

Current through all regulations passed and filed through July 1, 2024
(A)
								It is the policy of the university to cooperate fully
			 with external auditors in the performance of their duties. The university
			 requests that external auditors and university personnel involved in fiscal
			 audits, including those of local, state, and federal programs observe certain
			 procedures to facilitate orderly reviews. The office of internal audit has been
			 designated as the focal point for all external audits. Therefore, external
			 auditors are requested to arrange all initial contacts through the office of
			 internal audit. If the initial contact by external auditors is made with other
			 university personnel, the person contacted must immediately advise the office
			 of internal audit.
(B)
								Advance arrangements for external auditors by the
			 office of internal audit will ensure:
(1)
									Proper persons
			 are available to assist the external auditors and liaison
			 appointed.
(2)
									Relevant records are located and made
			 available.
(3)
									Interviews are scheduled so as to provide minimum
			 disruption of departmental activities.
(4)
									Required
			 facilities and services are available.
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-02.301 - Operational procedures regarding receipt of paychecks prior to payroll date

Current through all regulations passed and filed through July 1, 2024
(A)
								Purpose. The university recognizes an obligation to see
			 that all employees receive their payroll checks on their respective payroll
			 dates.
(B)
								Procedures.
(1)
									Advance payroll check request. The university will also
			 accommodate those individuals desiring paychecks prior to the payroll date if
			 they are planning upon traveling out of the area because of university business
			 or vacations, and if they will be away from the university on the payroll date.
			 In this event, the employee can request, with his or her supervisor's approval,
			 the payroll department to write an early check to be ready on the date
			 specified. This will require the employee giving the payroll department three
			 weeks' advance notice. Nonacademic employees will submit such requests through
			 the personnel department and academic employees will submit requests through
			 the office of the provost. All checks will be picked up by the employee in the
			 treasurer's office.
(2)
									Release of check with approval. There is also the
			 possibility that circumstances could require an employee to be away from the
			 university on the payroll date without knowing about it in advance. Given the
			 large number of university faculty and staff employees, such accommodations can
			 only be on an exception basis. To the extent the payroll checks have been
			 printed by management information systems and have been processed by the
			 treasurer's office, they will be made available to the employee prior to the
			 payroll date. The mechanics of writing and processing payroll checks precludes
			 the setting of a definite time when checks would be available, although
			 ordinarily this would be the day prior to the payroll date. The same approval
			 procedures must be followed as when requesting the writing of an early check.
			 No checks will be released without such approval, nor to an individual other
			 than the employee.
Replaces: 3342-7- 02.301
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-03 - University policy regarding university investments

Current through all regulations passed and filed through July 1, 2024
(A) Policy
			 statement. This statement of investment policy reflects the investment policy,
			 objectives and constraints for the Kent state university ("university")
			 operating accounts. This rule defines the authority and responsibilities for
			 the management of investment operations and the standards to be used to monitor
			 investment performance. In general, the purpose of this statement is to outline
			 the policy and philosophy that guides the management of the investment assets
			 toward desired results. It is intended to be sufficiently specific to be
			 meaningful, yet flexible enough to be practical.
(1) The mission of the university's
			 investments is to provide sustainable investment returns to fund current and
			 future financial objectives with commensurate risk and return objectives based
			 on the multiple investment time-frames. With recognition to this primary
			 objective, the university shall make reasonable efforts to invest in ethical
			 and socially responsible companies.
(2) As investment balances are in place to
			 fund strategic needs and to ensure funding for debt service, university
			 expenditures that are outside of the current approved budget shall be approved
			 by the president and senior vice president for finance and administration. A
			 decline in portfolio value deemed to be more than temporary in nature shall be
			 distributed proportionately to department fund balances as authorized by the
			 senior vice president for finance and administration.
(3) This rule is set forth by the university
			 in order that:
(a) There is a clear
			 understanding on the part of the board of trustees, the finance and
			 administration committee, the investment committee, the senior vice president
			 for finance and administration and the investment advisor retained concerning
			 the investment policy and objectives for the funds under management;
(b) The investment advisor is given the
			 guidelines and limitations expressed in this rule for the funds under
			 management;
(c) Current and future
			 board of trustees members have a basis for understanding the investment process
			 and evaluating performance.
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-05 - University policy regarding allocation and use of student activities fees

Current through all regulations passed and filed through July 1, 2024
Policy statement. The board will designate a portion of the general fee as the
				student activities fee. The administration of these funds shall be a
				responsibility of the vice president for enrollment management and student
				life, or designee, who shall insure that maximum student involvement in the
				allocation and use of the fees is achieved. Regulations pertaining to the
				allocation and use of the student activities fee will be reviewed annually. It
				is the responsibility of the vice president for enrollment management and
				student life to insure that applicable state laws are incorporated in these
				regulations.
Replaces: 3342-7-05
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-05.1 - Administrative policy regarding allocation and use of student activities fees

Current through all regulations passed and filed through July 1, 2024
(A)
								Purpose. The board has designated a portion of the
			 general fee as the student activities fee. See the current "Fee Register" for
			 the amount, which is subject to change.
(B)
								Distribution of
			 the student activities fee. This fee is divided and allocated as follows:
(1)
									A portion of the
			 student activities fee paid by all students will be designated for all campus
			 student publications. The student publications policy committee and the
			 journalism publications board are designated by the vice president for
			 management and student affairs to make recommendations regarding the allocation
			 of this portion of the activities.
(2)
									A portion of the
			 student activities fee identified for student organizations and paid by
			 undergraduate students will be designated primarily for undergraduate social,
			 cultural, recreational, service and educational programs. The undergraduate
			 student senate is designated by the vice president for enrollment management
			 and student affairs to make recommendations regarding the allocation of this
			 portion of the activities fee.
(3)
									A portion of the
			 student activities fee identified for student organizations and paid by
			 graduate students will be designated primarily for graduate social, cultural,
			 recreational, service and educational programs. The graduate student senate is
			 designated by the vice president for enrollment management and student affairs
			 to make the final recommendations regarding the allocation of this portion of
			 the activities fee.
(4)
									A portion of the student activities fee identified for
			 student leadership compensation paid by all students designated to compensate
			 student leads in graduate and undergraduate student organizations and
			 governmental bodies consistent with rule 3342-7-05.3 of the Administrative
			 Code.
(5)
									In general, student activities fees collected for the
			 academic year shall be allocated for program/service that take place during the
			 academic year. Likewise, those fees collected for the summer sessions shall be
			 allocated for program/service which take takes place during the summer
			 sessions.
(6)
									Consistent with rule
			 3342-7-05
			 of the Administrative Code, the vice president for enrollment management and
			 student affairs or designee is held accountable for making the final decision
			 regarding the allocation of all the above mentioned fees.
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-05.2 - Administrative policy regarding capital equipment purchases with student activities fees

Current through all regulations passed and filed through July 1, 2024
(A)
								Policy statement. All requests for capital equipment
			 purchases with student activities fees must be approved by the appropriate
			 funding agent, such agents being the student publications policy committee, the
			 undergraduate student senate or the graduate student senate and the appropriate
			 staff advisor. The funding agent will maintain control over this equipment at
			 all times. Such purchases do not become part of the general university
			 inventory pool but are considered as student activities fee
			 inventory.
(B)
								Definition. Capital equipment will be defined as any
			 item:
(1)
									With
			 the cost of over one hundred dollars; and
(2)
									Which is intended
			 for more than one year of usage.
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-05.3 - Administrative policy regarding student leader scholarships

Current through all regulations passed and filed through July 1, 2024
(A)
								Policy statement.
The university recognizes the importance of leadership roles in registered
				student organizations and the value such roles have to the growth and
				betterment of the student life experience. Certain leadership positions for
				registered student organizations as designed by the vice president for
				enrollment management and student affairs through the center for student
				involvement are eligible to receive scholarship funding through the student
				leader development fee in accordance with this rule.
(B)
								Eligibility.
(1)
									Only certain student leadership positions in registered
			 student organizations through Chapter 3342-4 of the Administrative Code, as
			 designated by the vice president for enrollment management and student affairs
			 shall be eligible for a student leadership scholarship subject to the
			 conditions provided for herein.
(2)
									Positions
			 selected by the student media policy committee in accordance with rule
			 3342-4-12.1 of the Administrative Code (including positions within student
			 media as defined by the college of communication and information) are not
			 eligible under this policy.
(3)
									Kent interhall
			 council positions shall not be eligible under this policy.
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-05.4 - Administrative policy regarding financial responsibility of student organizations

Current through all regulations passed and filed through July 1, 2024
(A)
								Purpose. The
			 university expects each organization to anticipate, provide for and meet
			 promptly its financial obligations in a business-like and equitable
			 manner.
(B)
								Nonpayment. An organization which fails to meet its
			 financial obligations or has a deficit balance with the university will be
			 informed as to the situation. If prompt corrective action is not taken, the
			 organization will lose the privilege of utilizing university facilities and
			 services. Loss of recognition may be the eventual result of continued
			 nonpayment of bills.
Replaces: 3342-7- 05.4
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-05.5 - Administrative policy regarding billing and collection of student fees

Current through all regulations passed and filed through July 1, 2024
(A)
								Purpose. The purpose of this policy is to identify
			 requirements for billing and collection of fees assessed to students of Kent
			 state university.
(B)
								Definitions.
(1)
									Fees. For purposes of this policy, "fees" shall include
			 all charges assessed to a student's account including, but not limited to,
			 charges for instruction, room and board, programs and/or courses, parking
			 permits, library fines, etc. or other special purpose fees and charges for
			 services and benefits provided to students as approved by the board of
			 trustees.
(2)
									E-bill. For purposes of this policy, "e-bill" means the
			 electronic invoice generated to show a snapshot of a student's account balance
			 at a given point in time.
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-05.401 - Operational procedures regarding financial responsibility of student organizations

Current through all regulations passed and filed through July 1, 2024
(A)
								Purpose. In
			 accordance with rule 3342-7-05.4 of the Administrative Code, the following
			 procedures are implemented by the coordinator of student accounts to assure
			 adherence to the policy stated in rule 3342-7-05.4 of the Administrative
			 Code.
(B)
								Procedures involving student groups maintaining an
			 account with the university
(1)
									Each group is required to reconcile its account monthly
			 with the coordinator of student accounts to insure a correct
			 balance.
(2)
									If a deficit balance occurs, the following actions are
			 taken:
(a)
										The
			 organization is contacted by the student accounts office.
(b)
										If a satisfactory
			 commitment is not made to clear the account, it is closed by the coordinator of
			 student accounts and university departments are notified to cease providing
			 services to the particular group.
(c)
										Failure to pay a
			 legitimate bill may also result in the deregistration of a student
			 group.
(d)
										When deficit is cleared, the account is reopened and
			 billing departments are notified.
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-06 - University policy regarding tuition credit for dropped courses

Current through all regulations passed and filed through July 1, 2024
(A)
								Policy statement. A student who officially withdraws,
			 as outlined in the university catalog, from all classes or drops one or more
			 courses not later than the first day of classes for the semester may receive a
			 full refund of tuition and course related fees paid or a tuition credit
			 adjustment of tuition and course related fees billed. Students attending the
			 college of podiatric medicine must follow the withdrawal process as described
			 in the official university catalog. The portion of refundable tuition and
			 course related fees and/or tuition credit is determined by the date and time of
			 the official withdrawal.
(B)
								Requirements. The tuition credit schedule applies to
			 university withdrawals or course withdrawals. The tuition credit percentages
			 apply to the tuition and course related fees assessed for the courses from
			 which a student withdraws. The following are the withdrawal and drop dates with
			 their respective percentages of assessment refundable:
(1)
									Prior to the
			 first day of classes, one hundred per cent;
(2)
									Entire first week
			 of classes, one hundred per cent;
(3)
									Second week of
			 classes, eighty per cent;
(4)
									Third week of classes, sixty-five per
			 cent;
(5)
									Fourth week of classes, sixty per cent;
(6)
									After the end of
			 the fourth week of classes, no refunds will be made.
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-07 - University policy regarding Ohio student residency for state subsidy and tuition surcharge purposes

Current through all regulations passed and filed through July 1, 2024
(A)
								Intent and
			 authority.
(1)
									It is the intent of the Ohio board of regents and the
			 university in promulgating this rule to exclude from treatment as residents, as
			 that term is applied here, those persons who are present in the state of Ohio
			 primarily for the purpose of receiving the benefit of a state-supported
			 education.
(2)
									This rule is adopted pursuant to Chapter 115. of the
			 Revised Code, and under the authority conferred upon the Ohio board of regents
			 by section 3333.31 of
									the revised
			 Code.
Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-7 - Policies on Treasurer and University Funds › Section 3342-7-08 - University policy regarding trustee and administrator participation in university events

Current through all regulations passed and filed through July 1, 2024
(A)
								Member of the
			 board of trustees may receive up to four complementary tickets to athletic
			 events which they wish to attend.
(B)
								A trustee, and
			 spouse or one guest, may receive complementary tickets to other university
			 events. For fund-raising event, the trustee may receive complimentary tickets
			 but be given the opportunity to donate to the cause if he/she
			 desires.
(C)
								University employees, required by virtue of their
			 office or at the request of their vice president to be at university events, or
			 by the function they will perform at the event, will receive complementary
			 tickets for themselves and their spouse or one guest. Other university
			 employees who choose/wish to attend such events will pay the regular price of a
			 ticket to that event.
(D)
								For university fund-raising events, the university
			 department hosting the event will pay only the actual cost of the event for
			 trustees, university officials and their spouses who are invited as guests. The
			 department may separately invite the guests to make a personal contribution to
			 the fund-raising effort if they so desire. Appropriate and reasonable
			 representation from the office of development should be at all fund-raising
			 events with the expense of the actual cost of their attendance charged to the
			 budget of the office of development.
(E)
								Invited guests,
			 who receive complimentary tickets and ask to include additional people in their
			 party will be provided ticket(s) at the regular price for the event.
Replaces: 3342-7-08