Apply Now
hamburger menu

6-5-2 Federal Funds, Expenditure and Control Of

Table of Contents

  1. Introduction
  2. Area Commission
  3. Information Technology
  4. Plans and Analysis
  5. Marketing
  6. Financial Affairs

    6-1-1 Annual Report

    6-1-2 Travel Authorization & Reimbursement

    6-1-3 Petty Cash

    6-1-4 Student Travel, Authorization & Reimbursement

    6-2-1 Professional Development Program

    6-2-2 Memberships in Professional Organizations

    6-2-3 Tuition Assistance

    6-3-1 Funds, Receipt and Deposit

    6-5-1 Budget Transfers

    6-5-2 Federal Funds, Expenditure & Control Of

    6-6-1 Budget Administrator Responsibility

    6-6-2 Invoice Payment Process

    6-7-1 Funds, Investment of Surplus

    6-8-0 Refunds Policy

    6-8-1 Refunds

    6-9-1 Authorized Signatures/Bank Withdrawals

    6-12-1 Capital Plant Fund

    6-13-0 Educational Fee Waiver Policy

    6-13-1 Educational Fee Waiver

    6-14-0 Student Fees Policy

    6-14-1 Checks - Information Required, Returned Checks and Credit Card Chargebacks

    6-15-0 Expenditure of Auxiliary Income

    6-15-1 Expenditure of Auxiliary Income Procedure

    6-15-2 Employee Recognition, Official and Unofficial

    6-16-1 Internal Auditing Department

    6-17-1 Information Security Plan

    6-17-2 Information Security Data Breach Response Plan

    6-18-1 Red Flags Rule Identity Theft Prevention Plan

  7. Facilities Management
  8. Human Resources and Employee Relations
  9. Development
  10. Procurement and Inventory Control
  11. Auxiliary Enterprises and Printing Services
  12. Public Safety
  13. Academic Affairs
  14. Learning Resources
  15. Continuing Education and Economic Development
  16. Admissions and Registrar
  17. Student Services

NUMBER: 6-5-2 APPROVED DATE: 04-28-1999


PURPOSE: To establish procedures for federal programs financial management.

GENERAL: Project directors develop budgets for their program in compliance with funding agency regulations and the grant award agreement. Expenditures must be made in accordance with funding agency regulations and the grant award agreement.


When the College receives notice of a new grant award, Development Department staff will schedule a grant start-up meeting.  During the start-up meeting, the project director, a Development department staff member, and the appropriate grants accountant will review the budget.  The grants accountant will assign an account number to the grant and set up the budget in the College's financial system.  The grants accountant will provide a copy of the initial budget set-up to the project director.

To modify a budget, there are two approved methods.  The project director may submit a properly authorized budget transfer form to the grants accountant with a copy to the project director's supervisor.  Alternatively, the project director may request a budget modification via email to the grants accountant and copy the email to project director's supervisor.  Budget modifications must comply with funding agency regulations and the grant award agreement.

The project director must comply with all funding agency regulations, the grant award agreement, all applicable state statutes and regulation, and college policies and procedures.


The project director is responsible for the accuracy of all information provided in required grant reports. The project director must verify all numerical figures and computations to ensure that financial information (for example, budget narrative) is correct and accurately calculated.

Updated: 06-26-2009

Updated: 06-18-2015

Updated: 06-21-2019