2021-2022 Administrative Policy Manual 
    
    Jun 17, 2024  
2021-2022 Administrative Policy Manual [ARCHIVED COPY]

Section 7 - Finance and Business


Deficits

Policy Number: 7.1
Effective Date: August 1, 2018
Revision History: May 26, 2016
Policy Contact: Assistant Controller

Purpose and Policy Statement

The purpose of this policy is to provide information about financial deficits that could occur at GGC and relevant USG policies.

When a situation develops that would create a deficit at Georgia Gwinnett College, the President must take appropriate corrective action to rectify the deficit.  If the President cannot address financial deficits within the current fiscal year, the Chancellor and the USG chief fiscal officer must be notified immediately.

Scope

The President has the overall responsibility for understanding and complying with this policy.  The Vice President for Business and Finance has responsibility for keeping the President abreast of a situation that has created a deficit at Georgia Gwinnett College.

Related Regulations, Statutes, Policies, and Procedures

BOR 7.1.2.2 Deficits

 

Operating Budget

Policy Number: 7.2
Effective Date: May 1, 2018
Revision History: May 26, 2016
Policy Contact: Assistant Controller

Purpose and Policy Statement

The purpose of this policy is to provide information about GGC’s annual operating budget and relevant USG policies.

Georgia Gwinnett College prepares its annual budget in compliance with all relevant University System of Georgia Board of Regents policies and processes. Due to the complexity of these policies and the need to maintain currency with the most recent Board of Regents requirements, the relevant policy language is not repeated in the GGC policy manual. For details, see Board of Regents Policy 7.2 and its subsections, noted below.

Scope

All employees are responsible for understanding and complying with this policy. 

Related Regulations, Statutes, Policies, and Procedures

BOR 7.2 USG Budget
BOR 7.2.1 Educational and General Revenues and Expenditures
BOR 7.2.2 Auxiliary Enterprises Revenues and Expenditures
BOR 7.2.3 Operating Budgets
BOR 7.2.4 Budget Amendments
BOR 7.2.5 Liability for Expenditure of Budgets

 

7.4 Private Donations to The USG And Its Institutions

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 7.4.

7.4.1 Naming of Places, Colleges or Schools

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 7.4.1.

As provided by Board of Regents policy 7.4.1, Georgia Gwinnett College maintains the following guidelines.

Procedures

The Georgia Gwinnett College Naming Committee consists of the President, Senior Vice President for Academic and Student Affairs/Provost, Vice President for Advancement, the Associate Vice President for Development, and a member of the Georgia Gwinnett College Foundation’s Board of Trustees. The Committee meets on an as-needed basis and approves all financial commitments for naming opportunities. With the Naming Committee’s approval, the President of Georgia Gwinnett College will submit naming requests to the Board of Regents.

For interior spaces and other naming opportunities not covered by the Board of Regents policies, the Naming Committee, through the President, will notify the Board of Regents, in a timely fashion, of any naming decisions.

Periodic Review of Naming Guidelines

The Naming Committee will review these guidelines on a regular and recurring schedule in order to ensure that the college continues to be in compliance with the campus Master Plan and the policies of the Board of Regents.

 

Investments

Policy Number: 7.5.2
Effective Date: February 1, 2019
Revision History: May 26, 2016
Policy Contact: Assistant Controller

Purpose and Policy Statement

This policy is intended to ensure Georgia Gwinnett College fosters sound and prudent judgment in the management of assets to ensure safety of capital consistent with the fiduciary responsibility that GGC has to the citizens of Georgia and that conforms with donor intent, Board of Regents’ policies and procedures, and applicable law.

Scope

The President has overall responsibility for implementing fiscal Policies. The President has delegated responsibility to the Vice President for Business and Finance for providing overall guidance and direction for implementing and managing the Georgia Gwinnett College’s fiscal policies and ensuring proper controls are in place. This policy affects all GGC employees involved in supervising, monitoring, evaluating, recommending, approving and executing investments.

Investment Objectives

The College’s investment decisions are based on the following objectives:

  1. The primary objective shall be to preserve the principal.
  2. The secondary objective shall be to provide a competitive return (no less than market returns) while providing for periodic cash needs.

The Board of Regents’ Pooled Investment Program contains the general type of investments permitted to attain these investment objectives.

Investment Types

GGC shall only participate in the Board of Regents’ Pooled Investment Program.

Below lists the various types of funds available in the Board of Regents’ Pooled Investment Program.

  1. Short-Term fund: The Short Term investment fund provides a current return and stability of principal while affording a means of overnight liquidity for projected cash needs. The investment maturities in this fund will range between daily and two (2) years. The Short-Term investment fund typically invests in U.S government direct obligations and government agencies including but not limited to U.S. Treasury Notes and Bills, Federal National Mortgage Association, and the Federal Home Loan Bank Board.
  2. Legal fund: The Legal fund provides an opportunity for greater income and modest principal growth to the extent possible with the securities allowed under Georgia Code sections 50-17-59 and 50-17-63. The average maturity of in this fund will typically range between five (5) and ten (10) years, with a maximum maturity of thirty (30) years for any individual investment. The Legal fund typically invests in U.S Government direct obligations and Government Agencies including but not limited to U.S. Treasury Notes and Bills, Federal National Mortgage Association and the Federal Home Loan Bank Board.
  3. Balanced Income fund: The Balanced Income fund is designed to be a vehicle to invest funds that are not subject to state regulations concerning investing in equities. This fund is comprised of fixed income, equity, and cash equivalent instruments. The Balanced Income fund investments are limited to domestic equity and investment grade fixed income.
  4. Total Return fund: The Total Return fund is another pool designed to be a vehicle to invest funds that are not subject to state regulations concerning investing in equities. This pool offers the greatest percentage of overall equity exposure, with well over half of the funds typically invested in equities. The Total Return fund investments are limited to domestic equity and investment grade fixed income.
  5. Diversified fund: The Diversified fund is designed to gain further diversification and increase exposure to assets that have lower correlation to equity and bond markets by utilizing alternative asset classes. In addition, this fund is constructed to build an optimal portfolio where return is increased and risk is reduced. The Diversified fund portfolio will be highly diversified and may contain many or all of the following asset classes: large cap domestic equity, small cap domestic equity, mid cap domestic equity, international and emerging markets equity, real estate and global fixed income.

Asset Allocation

To facilitate investment and accounting, invested funds shall function as a pooled fund.

Depending on the donor intent or the anticipated needs of any College department and/or groups that provide funds for investment, the Senior Associate Vice President/Controller makes recommendations as to the appropriate pooled investment fund based on the following criteria:

1. Short-Term fund: Surplus of auxiliary and student activity funds may be invested in the Short-Term fund  when funds are not anticipated to be spent within the next 3 months.

  1. Investment objective is preservation of principal with current income.
  2. Seeks to maintain a stable net asset value with limited principal volatility.
  3. No minimum investment.
  4. Funds can be invested or withdrawn daily.
  5. Total expenses average 0.08% based on current size and portfolio composition of the fund.

2. Legal fund: Surplus of auxiliary and student activity funds may  be invested in the Legal Fund when funds are not anticipated to be spent in the near future.

  1. Investment objective is preservation of principal and above average current income consistent with permitted investments.
  2. No minimum investment.
  3. Funds can be invested or withdrawn daily.
  4. Total expenses average 0.08% based on current size and portfolio composition of the fund.

3. Balanced Income fund: Endowment funds may be invested in the Balanced Income fund. 

  1. Investment objective is meaningful total rate of return with emphasis on current income.
  2. No minimum investment.
  3. Total expenses average 0.35% based on current size and portfolio composition of the fund.

4. Total Return fund: Endowment funds may be invested in the Total Return fund.

  1. Investment objective is meaningful total rate of return with an emphasis on capital appreciation.
  2. No minimum investment.
  3. Funds can be invested or withdrawn daily.
  4. Total expenses average 0.30% based on current size and portfolio composition of the fund.

5. Diversified fund: Surplus of auxiliary and student activity funds are invested in the Diversified fund to build an optimal portfolio where return is increased and risk is reduced.

  1. Objective is to achieve above average total return with less volatility over time.
  2. No minimum investment.
  3. Funds can be invested or withdrawn daily.
  4. Total expenses average 0.50% based on current size and portfolio composition of the fund.

Diversification

Investments in the Board of Regents’ Pooled Investment Program shall be undertaken in a manner that seeks to ensure the preservation of capital in each pooled investment fund in line with the investment objectives outlined in investment guidelines for each fund. As a pooled program, USG mitigates the interest rate risk, credit quality risk, custodial quality risk, concentration of credit risk, and foreign currency risk.

Spending

Budget Managers have authority to spend the funds available within their budget. Invested funds are budgeted; therefore, invested funds are available for spending with approval by the appropriate Budget Manager. Based on departmental budgetary needs, the Senior Associate Vice President/Controller shall recommend retracting funds from the pooled investment to the President and/or the Vice President for Business and Finance (VPBF).

Collateralization

Funds belonging to the State of Georgia cannot be placed in a depository paying interest longer than ten days without the depository providing a surety bond to the State. In lieu of a surety bond, the depository may pledge as collateral the securities enumerated in the Official Code of Georgia Annotated Section 50-17-59.

Authorization and Monitoring

The Colleges’ plan for authorization of investment activity, periodic reporting of investment activity, and monitoring of investment results includes:

  1. Authorization of investment activity: The President and/or the Vice President for Business and Finance (VPBF) or their designee must provide written authorizations for investments.
  2. Periodic reporting of investment activity: The Foundations and Endowments Specialty Practice Division of SunTrust Bank that manages the Board of Regents’ Pooled Investment Program will report investment activity to GGC on a monthly basis for review by the Vice President for Business and Finance (VPBF) or his/her designee, Senior Associate Vice President/Controller and the Assistant Controller.
  3. Monitoring of investment results: The Assistant Controller and/or the Senior Associate Vice President/Controller will periodically (no less than quarterly) review investments, assess investments based on donor intent or anticipated needs of the provider of the invested funds, and make recommendations to the Vice President for Business and Finance (VPBF) or his/her designee to maximize effectiveness.
  4. GGC is required to have a written investment policy statement on file with the USG chief fiscal officer. The policy should be reviewed and updated at least once every two years.

Use of Investment Managers

GGC shall not use outside investment managers.

Related Regulations, Statutes, Polices, and Procedures

BOR 7.5.2 Investments

BOR BPM 9.2 Investments 

 

7.7 Purchasing

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 7.7.

7.7.1 General Policy

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 7.7.1.

7.7.2 Employee Purchasing

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 7.7.2.

7.7.2.1 Purchasing Policy

Reviewed May 26, 2016

Note: Detailed purchasing policies and procedures are located on My.GGC on the on the Faculty/Staff - Procurement Services tab. This purchasing policy reflects all the policies in that manual without including procedures and other information.

1: Overview

By order of the Board of Regents, all units of the University System of Georgia must comply with the rules and regulations of the State Purchasing Division of the Department of Administrative Services (DOAS). These rules and regulations have been developed to promote equal access and competition among vendors to ensure that best value, high-quality goods and services are available to state and local governments. The DOAS Georgia Procurement Manual is located at this website.

Purchasing is the official purchasing agent for Georgia Gwinnett College. It is responsible for issuing orders for materials and services in compliance with State and Federal laws under the guidelines imposed by the Department of Administrative Services State Purchasing Division, The Georgia Technology Authority and the Board of Regents of the University System of Georgia.

2: Purchasing Methods and Procedures

2.1 GGC Purchasing Delegated Purchasing Authority

Georgia Gwinnett College has a Delegated Purchasing Authority (DPA) of $1,000,000 on Requests for Proposals and an unlimited dollar amount on Request for Quotes. All procurements above GGC’s DPA are required to be submitted through the State of Georgia Department of Administrative Services (DOAS).

2.2 Procurement by Purchase Order

Procurement by Purchase Order is initiated by the GGC Department in PeopleSoft eProcurement/GeorgiaFirst module or by completing the Request for Supplies and Services (Requisition). The Request for Supplies and Services form provides the required information to allow Purchasing to determine how to procure the supplies or services requested. It captures critical information such as department, type of purchase, account numbers to be charged, specific item information, recommended vendor, and estimated cost.

There are situations where corrections must be made to a previously issued purchase order. Generally, the purchase order must be corrected when:

  • Price increases or decreases by more than $500.00 per line item
  • A Purchase Order must be cancelled
  • Items are added or deleted
  • Required to resolve significant differences between orders and invoices

2.3 Completing a Request for Supplies and Services (Requisition)

The Request for Supplies and Services is the manual method by which a department’s requirements are requested and funds encumbered for that particular requirement.

The Georgia Gwinnett College Excel Requisition form can be obtained from Purchasing.

The Request for Supplies and Services is not an official authorization to purchase. Purchasing must competitively bid the requirement, if necessary, and issue an official Georgia Gwinnett College Purchase Order.

2.4 Competitive Procurements

Request for Supplies and Services Over $25,000 - These items must be competitively bid and complete specifications attached. There are two basic forms of competitive procurement, Request for Quote (RFQ) and Request for Proposal (RFP). For all bids above $25,000 the State of Georgia Department of Administrative Services (DOAS) requires posting to the Georgia Procurement Registry.

Request for Quotation (RFQ)

A Request for Quotation (RFQ) is a formal solicitation method that includes a well-defined specification or scope of work and contains all contractual terms and conditions. The RFQ solicits sealed price quotations or bids from prospective vendors and seeks to obtain price quotes from qualified vendors using the lowest quote as the determining factor for awarding the contract. Request for Quotes should be used if the project lends itself to the creation of a clear and accurate Statement of Work and the objective of the solicitation is to identify a vendor who can provide the required specifications at the lowest possible cost.

Request for Proposal (RFP)

A Request for Proposal (RFP) is a formal solicitation method that seeks to leverage the creativity and knowledge of business organizations to solve a unique problem. The RFP solicits sealed price proposals from prospective vendors and seeks to obtain the “best value” for the state. The RFP method does not use the cost of the project as the single determining factor, but, rather, uses a combination of lowest cost plus best proposed solution to determine the award. Points are provided to technical and financial proposals submitted. Contract awards are based on the highest points received by submitted proposals. Committees are established to score the technical portion of the RFP. Logistical Services will score the financial portion of the RFP. Request For Proposals should be used if the project does not lend itself to the creation of a clear and accurate Statement of Work and the objective of the solicitation is to identify a vendor who can offer the best possible solution to your problem at the most reasonable cost.

2.5 Procurement by Emergency Purchase Order

An emergency is when academic, research, plant or technical personnel are idled or unable to perform duties in the required time due to lack of materials or services. It should be noted that poor planning is not considered an emergency.

2.6 Office Supplies from the statewide contract using the Purchasing Card

Office supplies should be ordered from the current statewide contract. The department Purchasing Card should be used for all supply orders.

2.7 Procurement by Purchasing Card

The Georgia Gwinnett College Purchasing Card Program provides an optional purchasing procedure regarding transactions for goods and services valued at $2499.99 or less, including shipping/handling charges, insurance, etc. Purchases over this limit should continue to be processed in accordance with established purchasing procedures. Taxes cannot be charged to your Visa Purchasing Card. No personal purchases may be made through the use of this card. The name of the person listed on the card shall be and is the only authorized user.

Please Note: Guidelines and policies established by the Board of Regents and the Georgia Department of Administrative Services (DOAS) as well as the provisions of O.C.G.A. § 45-10-1 et.seq. (State Employee Code of Ethics, Conflicts of Interest, etc.) are mandatory.

The DOAS Policy Manual may be reviewed at this website.

A Budget Manager and or designated employee may make application for participation in this program by completing a purchasing card application and agreement form. The card will be issued in the name of the College with your name listed as the user. The Budget Manager/employee supervisor is responsible for any and all charges including unauthorized, personal, and inappropriate purchases made through the use of the card by designated person(s) in their department.

The Budget Manager and or employee supervisor is responsible for seeing that the purchasing card will be used to purchase supplies and materials from the appropriate account codes as defined in the Chart of Accounts.

The card may not be used to purchase any of the following:

  • Maintenance or other service agreements
  • Entertainment or alcoholic beverages.
  • Food or beverage of any kind for any individual or group (including students, faculty, staff, and any person or group unaffiliated with Georgia Gwinnett College). An exception is food items being procured for lab and classroom instruction. These should be purchased by the designated departmental P-card holder.
  • Equipment that costs over $3000
  • Hazardous or radioactive material
  • Services or items provided by in-house departments such as Plant Operations, Print Shop, Administrative Computing, etc.
  • Travel or travel related items.
  • Personal-use items such as radios, coffee pots, gifts, microwave ovens etc.
  • Postage stamps
  • Firearms or explosives
  • Services involving an employer/employee relationship
  • Items subject to Library Control
  • Holiday decorations and cards
  • Plants or cut flowers
  • Typing Services
  • Rental of equipment for periods exceeding 30 days
  • Gift Cards

For more detailed procedures refer to the Georgia Gwinnett College Visa Purchasing Card Application located on my.GGC on the Faculty/Staff Resource/Docs - Logistics Tab. https://ggc.blackboard.com/bbcswebdav/xid-2747_4 (Faculty/Staff - Resources/Docs - Logistics: GGC P-Card Agreement 2.9.09).

2.8 Purchases Made Under Research Grants and Agreements

All purchases under contracts, grants, or agreements are subject to State of Georgia and Federal Purchasing Regulations, to Board of Regents of the University System of Georgia policies, and to Georgia Gwinnett College policies.

Expenditures for obligations incurred under contracts, grants, or agreements cannot be made for purposes other than those for which State funds can be expended, unless an exceptional type of expenditure is specifically authorized and stated by the donor or grantor as a requirement of the grant, contract or agreement.

2.9 Unauthorized Purchases

Unauthorized purchases are improper and illegal, and the purchaser or the department may be held responsible for the incurred charges.

Examples of unauthorized purchases include, but are not limited to, any purchase over $5,000 to $25,000, purchases of restricted items of any price (e.g. food or personal items), purchases requiring pre-approvals without such approvals, and sequential, repetitive purchases made in an attempt to avoid the $5,000 bid limit.

2.10 Order of Precedence

The State through the Department of Administrative Services maintains an order of precedence for the source used for the purchasing of items and services. The Order of Precedence is shown in the Georgia Procurement Manual as follows:

Tier 1 - Mandatory Statewide Contracts

Tier 2 - Existing State Entity Contracts

Tier 3 - Statutory Sources of Supply Designated as Mandatory from Georgia Correctional Industries or Georgia Enterprises for Products and Services.

Tier 4 - Choice of, among others, Convenience Statewide Contracts or Open Market Purchases

2.11 Minority Suppliers

State Policy encourages the use of Minority and Small Business suppliers whenever possible.

2.12 Service Maintenance Agreements

Each department is responsible for requesting maintenance agreements for its equipment. Requests should be forwarded to Purchasing at least sixty - (60) days prior to expiration of the current maintenance agreement.

Maintenance agreements at Georgia Gwinnett College run for a one-year period. Maintenance agreements are not automatically renewable.

2.13 Vehicle Purchases

College vehicles must be purchased from State Contracts and require pre-approval by the Board of Regents, OPB, and DOAS Fleet Management. Contact the APO and or buyer for details on the most current contracts and regulations.

2.14 Furniture Purchase

Departments should utilize existing State contracts for the purchase of furniture. Contracts can be accessed at this website.

2.15 Signature Requirements

All documents that require signature must be reviewed in advance of being signed. Only authorized signatories may sign. The signing of un-reviewed documents or the signing of any documents by an unauthorized person could make that individual personally liable for the obligations created.

3: Central Receiving and Warehouse

See procedures in Georgia Gwinnett College’s Logistical Services Policies and Procedures - Faculty/Staff - Resource/Docs.

4: Asset Management and Surplus Property Management

Equipment is defined in the University System of Georgia’s Business Procedures Manual as:

“Fixed or movable tangible assets to be used for operations, the benefits of which extend beyond one year from date of acquisition and rendered into service. Only equipment having a value of $5,000 or greater shall be capitalized. Equipment having a value of $3,000 to $4,999 shall be expensed, but not capitalized, and tracked in an inventory system.”

The requirement of tracking all equipment having a value of $3,000 or greater is mandated by Official Georgia Code.

Responsibility of All State Employees - Georgia laws pertaining to the disposition of state surplus property can be found in the Official Code of Georgia Annotated, Title 50, Chapter 5, Article 4, Sections 140 - 146. Violations of this code bring serious penalties. Any official, officer or employee of the state who disposes of state property having a value of less than $200.00 in violation of Code Section 50-5-141 or 50-5-142 shall be guilty of a misdemeanor. If such property has a value of $200.00 or more, he/she is guilty of a felony and upon conviction, will be punished by imprisonment for not less than one year, or more than five years.

Property Control will conduct an actual physical inventory of all equipment annually. Departmental Budget Managers are expected to maintain the integrity of their departmental inventory. The State Auditor will also conduct random checks of departmental inventory to insure compliance with state law.

5: Risk Management

5.1 Insurance on College Owned Property

Georgia Gwinnett College property is covered by insurance under the following circumstances:

  • A dollar value greater than $1,000 (The deductible is $1,500.00 per occurrence)
  • Inventoried through Georgia Gwinnett College Asset Management
  • Stored in a locked room or protected by a lock-down device - for insurance coverage, there must be proof of forced entry into the room where stored, or the lock down device must have been broken or tampered with, and an official campus police report must be provided

Note: PERSONAL PROPERTY-property that is brought onto the college premises is not covered under the State of Georgia Insurance Policy.

5.2 Reporting Property Loss

When a property loss occurs, contact Protective Services at (678) 407-5011 and the Risk Manager at (678) 407-5869

5.3 Replacing Lost Property and Filing a Claim

See Georgia Gwinnett College’s Logistical Services Policies and Procedures - Faculty/Staff - Resource/Docs

5.4 Reporting of Accidents

See Georgia Gwinnett College’s Logistical Services Policies and Procedures- Faculty/Staff - Resource/Docs

7.7.2.2 Purchasing Card Program

Reviewed May 26, 2016

Georgia Gwinnett College has a detailed Purchasing Card Program, detailed in Georgia Gwinnett College Purchasing Card Program. Section 7.7.2.1 above summarizes these policies as well. Additionally, the following policies, also found in the Georgia Gwinnett College Purchasing Card Program, are published here:

  1. No single purchase shall exceed $2499.99. Orders over $2,499.00 will need to be processed on a Georgia Gwinnett College Purchase Order and may require competitive bidding. Orders greater than $5,000.00 must be competitively bid in accordance with DOAS procurement policies and handled via Purchase Order.
  2. Card misuse, including unauthorized/illegal purchases will be returned for credit or paid for in full by personal check made payable to Georgia Gwinnett College from the cardholder. Failure to reimburse the College will result in funds being deducted from the cardholder paycheck. Continued unauthorized/illegal purchases may result in revocation of purchasing card and/or employee termination. Inadvertent misuse is a violation of law and should be reported to Purchasing immediately. Inadvertent misuse will require immediate reimbursement from employee funds.
  3. Fraudulent uses of the Georgia Gwinnett College Visa Purchasing Card will result in immediate termination of employment. Legal actions may be taken against the employee as a result of the fraudulent use of the Visa Purchasing Card.

Note: The State of Georgia requires receipts for all purchases. The receipt must clearly identify the items purchased. In cases where the receipt does not clearly identify procured items, cardholders must provide written explanation of the items and there intended business use.

 

7.8 Insurance

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 7.8

7.8.1 Property Insurance

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 7.8.1.

7.8.2 Liability Insurance

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 7.8.2.

7.8.2.1 Automotive

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 7.8.2.1.

7.8.2.2 Professional Liability

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 7.8.2.2.

7.8.3 Fidelity Bond

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 7.8.3.

 

7.9 Contracts

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 7.9.

7.9.1 Contracting Authority

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 7.9.1.

7.9.2 Construction Contracts

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 7.9.2.

7.9.3 Contracts with Veterans Administration

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 7.9.3.

 

7.11.2 Business Enterprises

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 7.11.2.

7.11.4 Motor Vehicles

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 7.11.4.

7.11.4.1 Passenger Automobiles

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 7.11.4.1.

7.11.4.2 Institution-Owned Buses

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 7.11.4.2.

7.11.7 Student Housing

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 7.11.7. See also Student Handbook: Rights, Responsibilities, and General Information Appendix 1: GGC Community Guide: Housing Policies and Procedures.

7.11.7.1 Comprehensive Plans

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 7.11.7.1.

Georgia Gwinnett College has developed a student housing comprehensive plan that addresses all facets of the creation, expansion, and operation of the student housing facilities.

7.11.8 Trademarks

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 7.11.8.

7.11.9 Home or Off-Campus USG of Equipment for Business Purposes

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 7.11.9.

 

Risk Management

Policy Number: 7.15
Effective Date: September 12, 2019
Revision History: May 26, 2019
Policy Contact: Auditor

Purpose

The purpose of this policy is to assign the management of risk as a core leadership function that must be practiced at Georgia Gwinnett College.  Enterprise risk management (ERM) is a process-driven tool that enables management to visualize, assess, and manage major risks that may adversely impact the attainment of key organization objectives.

Scope

This policy is applicable to the campus community.

Definitions

Campus community: Includes, but is not limited to, all faculty, administrators, staff (including student workers), students, alumni, interns, members of the Board of Trustees, and members of College-sponsored advisory committees. 

Enterprise risk management (ERM): Efforts intended to maximize GGC’s ability to achieve its stated priorities or other objectives as identified by the ERM committee as being critical to achievement of those goals.

Priorities:  Those high level objectives identified as guiding principles for the GGC Strategic Plan.

Risk: Refers to the probability of an event and potential consequences to GGC associated with that event’s occurrence. Risk is inherent to any activity and it is neither possible nor advantageous to entirely eliminate risk from an activity without ceasing that activity.

Risks are defined broadly, are not limited to traditional risks, but also include:

1 Strategic risks, which affect the ability to carry out goals and objectives as articulated in the GGC Strategic Plan;

2. Compliance risks, which affect compliance with laws and regulations and student, faculty, and staff safety, environmental issues, litigation, conflicts of interest, and related matters;

3. Reputational risks, which affect reputation, public perception, political issues, and related matters;

4. Financial risks, which affect loss of or ability to acquire assets, technology, and related matters; and,

5. Operational risks, which affect on-going management processes and procedures.

Risk management policy coordinator: Assist campus administrators in maintaining the campus risk management framework and procedures. The risk management policy coordinator will have sufficient authority to ensure high-level management of the institution’s risk management efforts.

Roles and Responsibilities

President: Identifying, assessing, and managing risks using the ERM process.

Auditor: The individual with overall responsibility for the GGC risk management program and who serves as the risk management policy coordinator.

Management of Risk

Management of risk at GGC is a leadership responsibility. The Cabinet and the President will define the College’s ability (risk tolerance) and willingness (risk appetite) to absorb the impact of certain risks. The President, through senior staff and vice presidents, will make sure that GGC risks are effectively managed.

Certain institutional risks rise to a level such that the President will make the Chancellor and the appropriate University System Office department aware of the risk. Acceptance of those risks are at the discretion of the Board of Regents and the Chancellor. Risks rising to this level includes those where the combination of an event’s probability and the potential consequences is likely to:

  • Impair the achievement of a GGC priority;
  • Result in substantial financial costs either in excess of GGC’s ability to pay or in an amount that may jeopardize the institution’s core mission;
  • Create significant damage to GGC’s reputation or damage to the University System of Georgia’s (USG) reputation; or,
  • Require intervention in operations by the Board of Regents or an external body.

Some level of risk is expected in normal everyday activities. However, acceptance of risk shall not include:

  • Willful exposure of students, employees, or others to unsafe environments or activities;
  • Intentional violation of federal, state, or local laws;
  • Willful violation of contractual obligations; or,
  • Unethical behavior.

Implementation of Risk Management Procedures

Georgia Gwinnett College has adopted an institution-wide approach to risk management and will embed this approach into GGC’s management systems and processes. All risk management efforts will be focused on supporting the GGC key performance objectives. The President will develop a campus risk management framework and associated procedures that include:

  • Formal and ongoing identification of risks that impact the institution’s goals;
  • Development of risk management plans;
  • Monitoring the progress of managing risks;
  • Periodic updates of risk management plans; and,
  • Reporting of risks so that significant risks are reported to the Chancellor and appropriate University System office or department.

The enterprise risk management framework and procedures shall be reviewed annually. Periodic reviews for compliance with the system-wide guidelines shall also be conducted by internal audit or a similar accountability function. Additional procedures for risk management policy reporting and implementation shall be established in a GGC procedures manual.

Related Regulations, Statutes, Policies, and Procedures

BOR 7.11 Risk Management

 

  

Fiscal Misconduct

Policy Number: 7.51
Effective Date: August 1, 2018
Revision History: May 26, 2016
Policy Contact: Senior Associate Vice President, Financial Operations

Purpose and Policy Statement

This policy is intended to reinforce fiscal accountability and promote ethical practices. Georgia Gwinnett College is committed to maintaining the highest professional standards in its administrative operations, promoting ethical practices among its faculty and staff, and ensuring a level of accountability appropriate for a public institution. This policy and related procedures for the reporting, investigation, and resolution of fiscal irregularities are established as an integral part of the College’s efforts to ensure that faculty and staff conduct themselves in accordance with high ethical standards and that College performance with respect to these matters is consistently applied.

Scope

This policy applies to administrators, faculty, and staff who know or suspect that other employees are engaged in theft, embezzlement, fiscal misconduct, or violation of College financial policies. The provisions of this policy apply to all Georgia Gwinnett College organizations and programs.

Definition

Fiscal misconduct: the deliberate action by an individual to misrepresent or conceal the facts of a business transaction.

Responsibilities

The President has overall responsibility for implementing fiscal policies. The President has delegated responsibility to the Vice President for Business and Finance for providing overall guidance and direction for implementing and managing the Georgia Gwinnett College’s fiscal policies and ensuring proper controls are in place. The Vice President of Business and Finance will:

  • Provide overall guidance and direction for implementing the Georgia Gwinnett College’s fiscal policies
  • Implement and manage fiscal policy to ensure fraud, waste, and abuse do not occur
  • Provide guidance and technical assistance to employees who report a case of fiscal misconduct.

Administrators and all levels of management are responsible for preventing and detecting instances of fiscal misconduct. In addition, administrators are expected to recognize risks and exposures inherent in their area of responsibility and to be aware of indications of fiscal fraud and related misconduct. In order to establish and maintain proper internal controls that provide security and accountability for the resources, administrators should ensure that they and their staff receive adequate fiscal management training for their level of responsibility.

Compliance

Fiscal irregularities and related misconduct will not be tolerated. Employees found to have participated in fraudulent fiscal acts and/or gross misconduct will be subject to disciplinary action, up to and including termination, pursuant to personnel policies and rules, or subject to criminal prosecution if in violation of Georgia or federal laws.

Reporting Misconduct

If fiscal misconduct is reported, a preliminary investigation may be performed to evaluate the circumstances and identify any unmerited or frivolous claims. All employees will cooperate fully with those performing an investigation pursuant to this policy. Suspected instances of fiscal misconduct may be anonymously reported on the GGC Ethics and Compliance Reporting Hotline or the USG website. Administrators, faculty, and staff who know or suspect that other employees are engaged in theft, fraud, embezzlement, fiscal misconduct or violation of College and/or Board of Regents financial policies have an affirmative duty to report, and are encouraged to report it to their supervisor (unless otherwise indicated or circumstances make it inappropriate, employees should report wrongdoing through their supervisory chains), the Controller’s Office, Internal Audit, and/or the Ethics and Compliance Hotline.

When a suspected fiscal irregularity is reported to the Controller’s Office, the Vice President for Business and Finance, Internal Audit, and the responsible Vice President will be advised. For informational purposes, Human Resources, Public Safety, and Legal Affairs should also be apprised. While the investigation is pending, it will be the responsibility of the responsible administrators, after consultation with the appropriate College officials (Human Resources, Office of Legal Affairs, and/or others as deemed necessary), to determine if it is necessary to take immediate personnel and administrative action to protect College faculty, staff, students, and property. Incidents involving suspected criminal malfeasance by an employee must be reported to the USG Director of Ethics and Compliance once an initial determination has been made that employee malfeasance may have occurred. Malfeasance reports involving financial fraud should also be sent to the USG Chief Audit Officer and Fiscal Affairs.

Once the audit or investigation is complete and circumstances surrounding the irregularity or impropriety have been determined, responsibility shall be assigned for taking appropriate personnel and operating actions to minimize the likelihood of recurrence. Results of the audit or investigation should be distributed to the Controller, Vice President for Business and Finance, Office of Legal Affairs, Chief Human Resources Officer (CHRO) and responsible Vice President. The BOR will be notified if major risks were identified during the investigation.

If legal issues are involved, the Office of Legal Affairs and/or CHRO should work jointly with the investigating team to determine the appropriate action to be taken. All corrective action recommendations for final resolution should have the approval of the President.

Related Regulations, Statutes, Policies, and Procedures

BOR 7.16 Compliance Policy
BOR BPM 16.5 Ethics and Compliance Reporting Hotlines

 

 

Petty Cash

Policy Number: 7.53
Effective Date: May 2, 2019
Revision History: May 26, 2016
Policy Contact: Assistant Controller

Purpose and Policy Statement

The purpose of this policy is to provide information about petty cash operations at GGC.

Scope

All employees that use or manage petty cash are responsible for understanding and complying with this policy.  

Definitions

Petty cash reimbursement: Reimbursement of personal funds expended by students for official “small purchases,” which must not exceed $100.00. 

Reimbursement

Employees should use the PeopleSoft Travel and Expense module as their primary means of reimbursement. 

Sales Tax 

Sales tax charged on petty cash purchases should not be paid by the purchaser. Exemption Certificates may be obtained from Procurement Services. 

Compliance

Petty Cash reimbursements should be submitted within 60 days of purchase.

Petty Cash reimbursements requests cannot be split to meet the amount eligibility.

The following requirements should be met with the receipt as in the form of a vendor’s invoice:

1. The receipt must be an original (the second copy of a multi-part form is acceptable), not a copy reproduced on a copier.
2. The receipts should be marked “paid” and carry the signature of the vendor’s representative and the name of the vendor. It should also show that the items purchased were sold to Georgia Gwinnett College. It should be a formal receipt, not merely a slip or blank paper on which the information has been written. For receipts generated by online purchases, the receipt must show the amount paid in full. If this requirement cannot be met, the employee should consult with the Assistant Controller.
3. The receipt should also show the date of purchase, quantity, description, unit price, and extension of each item purchased. Such broad descriptions as “instructional materials” are not acceptable.
4. In those instances where only a cash register receipt is available from the vendor, the cash register receipt may be submitted for reimbursement provided the vendor’s name is either preprinted on the receipt or the vendor’s name is written on the back of the receipt and signed by a representative (not initialed) of the vendor. The receipt must contain a detailed list of items purchased. Again, such terms as “instructional materials” are not acceptable.
5. A “Petty Cash Disbursement Form” (available on the employee intranet) must be completed and signed by the Department Budget Manager.

Questions and concerns about a petty cash purchase should be directed to Accounting Services prior to the purchase.  

Prohibited Purchases

The following items may not be purchased via petty cash:

1. Items subject to Library control
2. Holiday decorations and cards
3. Personal-use items, such as coffee pots, refreshments, and table radios
4. Services provided to the institution
5. Services involving an employer/employee relationship
6. Payment for registration fees, travel or travel-related items
7. Equipment, furniture, and related items
8. Plants and cut flowers for office use
9. Purchases of items covered by State contracts
10. Hazardous or radioactive material
11. Maintenance or other service contracts
12. Rental of equipment for periods exceeding 30 days
13. Entertainment or food items - except for certain fund groups (i.e. lab supplies and student activity accounts)
14. Telecommunication equipment with the exception of accessories for official GGC equipment for business use.

This list may be revised from time to time to include additions/deletions as required.

Related Regulations, Statutes, Polices, and Procedures

BOR BPM 2.7.1 Current Assets - Petty Cash
BOR BPM 3.0 Purchasing

 

7.54 Research and Grants Policies And Procedures

Reviewed May 26, 2016

This section has moved to APM 6.50 Research and Sponsored Programs Policies and Procedures.

 

7.60 Development

Reviewed May 26, 2016

 

7.61 The Georgia Gwinnett College Fundraising Policy

Reviewed May 26, 2016

Mission of the Fundraising Program

The purpose of the fundraising program at Georgia Gwinnett College (GGC) is to build relationships and to generate contributions to enhance the College’s projects and programs. The college solicits and accepts charitable gifts through the Georgia Gwinnett College Foundation for purposes consistent with its mission and aligned with institutional priorities.

Purpose of Policy

The purpose of this policy is to ensure that the fundraising efforts of the College are coordinated, aligned with the institution’s most critical priorities, consistent with the donor’s intent, and adherent to the legal and ethical guidelines applicable to fundraising. This policy conforms to Georgia Board of Regents Policy Manual. In cases of inconsistency, Board of Regents policy takes precedence.

Requests for Fundraising

This policy governs all solicitations made on behalf of this institution and/or groups affiliated with Georgia Gwinnett College.

All off-campus solicitations of charitable gifts of any kind from non-College entities - individual, corporate, foundation, organization, or otherwise - must receive prior authorization from the GGC Office of Development prior to initial contact with potential donor(s). Any faculty, staff, or student wishing to make requests for charitable grants or gifts must follow the procedures outlined in the Solicitation Clearance and Reporting Process.

This policy includes, but is not limited to, personal, telephone or written communication with individuals, corporations or foundations; direct mail appeals; telephone appeals; electronic appeals; any appeal over social media or any appeal made using a crowdfunding platform. All direct and indirect annual gift solicitation efforts directed to Georgia Gwinnett College alumni, parents, friends or other affiliated entities are the sole domain of the Office of Annual Giving and Alumni Relations.

All requests to the Office of Development or other institution personnel for labels, mailing lists and/or data files containing names, addresses and/or email addresses of Georgia Gwinnett College alumni, parents, friends or other Georgia Gwinnett College entities for the purpose of direct or indirect solicitation, will not be honored unless the requestor has previously received clearance from the Office of Development.

Units involved in fundraising are responsible for providing detailed information regarding contacts, progress and outcomes to the Office of Development on a regular basis.

Solicitations for charitable gifts also must comply with APM 7.64 Corporate Relations and Sponsorship Policy and APM 7.65 New Fund Creation and Administration Policy.

The GGC Office of Development and/or the GGC Foundation is responsible for providing official gift receipts and information to donors. Gifts are acknowledged according to the Gift Acknowledgment Procedures.

Georgia Gwinnett College and/or the GGC Foundation assume no responsibility or liability for any debts or encumbrances resulting from solicitations by any campus groups or organizations not acting specifically as agents for the College in compliance with the policies set forth in this manual and the procedures as defined by the Office of Development.

Requests for On-Campus Fundraising

On-Campus Solicitations and/or Sales

All on-campus fundraising, solicitation, or sales activities by RSOs or others must receive prior authorization from (1) the Senior Associate Provost for Student Affairs or his/her designee, (2) the Office of Development and (3) the Office of Auxiliary Services (if specific to sales).

On-campus marketing activities involving outside organizations (ie: coupons, services and information exhibits) are coordinated by the Office of Auxiliary Services. For assistance with these activities contact the Office of Auxiliary Services.

Academic Class Projects

All class project fundraising, solicitation, or sales must receive prior authorization from the professor and Dean of the appropriate school, as well as (1) the Senior Associate Provost for Student Affairs or his/her designee, (2) the Office of Development , and (3) the Office of Auxiliary Services (if specific to sales).

Auctions

All auctions conducted on the GGC campus or off campus by GGC students, faculty and/or staff must receive prior approval from the Office of Development. For further details on conducting auctions, contact the Office of Development. Registered Student Organizations interested in holding an auction must first receive prior approval from the Office of Student Affairs.

Raffles

In general, groups and individuals engaging in fundraising for Georgia Gwinnett College are strongly advised against conducting raffles. Georgia state law defines raffles as gambling, and they are subject to state, county, and local ordinances and regulations governing games of chance. No raffles should be conducted on campus or by entities using the name of Georgia Gwinnett College without clearance from the Office of Development and the Office of the President,. For more information, contact the Office of Development.

Outside Organizations and Political Fundraising

In general, Georgia Gwinnett College does not permit outside organizations to conduct fundraising on its campus. The appropriate sponsors wishing to receive an exception must contact the Office of Development and complete the GGC On-Campus Fundraising Approval Form for consideration. There will be no solicitation for political parties or candidates on campus grounds.

 

7.62 GGC Scholarship Policy

Reviewed May 26, 2016

The following policy is for administering and awarding privately-funded GGC scholarships.

Administration

Responsible Parties

  1. Scholarships will be awarded with consideration for the intent and goals of the donor. Need based scholarships will be administered through the Office of Financial Aid. Merit based scholarships will be administered through the GGC Scholarship Committee. When allowed by the scholarship criteria, scholarships will be used for recruitment purposes. The Office of Financial Aid administers all scholarships. A donor may not retain any implicit control over a gift after acceptance by Georgia Gwinnett College.
  2. Upon acceptance of a privately-funded GGC Scholarship, the Office of Financial Aid will coordinate with student recipients to authorize the release of appropriate contact information and other information about the student necessary for properly acknowledging and recognizing the donor.
  3. Annual scholarships may be restricted only to a particular School or major within the School.
  4. For any gift under $5,000, a donor or organization may direct the gift to the Georgia Gwinnett College Scholarship Fund. This gift will not have another name or association with it; however, the donor will be recognized in a variety of ways.

Funding

  1. Expendable scholarships are funded and awarded on an annual basis. An expendable scholarship is not endowed: the disbursement occurs as the money is received by the Georgia Gwinnett College Foundation.
  2. A minimum of $5,000 is required to create and fund a named expendable scholarship. Funding for expendable scholarships must be received by the end of October of each year to be budgeted and awarded at the beginning of the next academic year, which begins each fall. All gifts received after October will be applied to the subsequent academic year.
  3. If a donor decides not to renew an expendable scholarship, then the donor must provide notification to Georgia Gwinnett College by October of the previous academic year.
  4. Endowed scholarship funds will be created in accordance with APM 7.65 Fund Creation and Administration policy.

Naming

  1. Scholarships may carry the name of the donor or may be named in honor or memory of someone else.

Award Selection Criteria

  1. Financial need. Financial need is defined according to the “Expected Family Contribution” and the “Unmet Need” calculation used to determine eligibility for the Pell Grant. Among applicants for a particular award, the student with the lowest “Expected Family Contribution” and the highest “Unmet Need” may be ranked higher than others for scholarship eligibility. However, the committee may consider other persuasive factors for final award determination, as long as the initial financial need threshold has already been satisfied, as determined by the College’s Financial Aid Office.
  2. Academic Merit. Academic merit is defined as a Grade Point Average over a 2.75 cumulative GPA. Among applicants for a particular award, the student with the highest GPA may be ranked higher than others for scholarship eligibility. However, the committee may consider other criteria, as outlined in item C for the final award determination. Preference may also be given to students who are NOT currently recipients of the HOPE scholarship, which is defined by the State of Georgia, unless a student can demonstrate a circumstance which justifies receiving a merit award in addition to a HOPE scholarship.
  3. Other Criteria
    1. Scholarships are provided to U.S. Citizens or eligible non-citizens.
    2. The donor may recommend that the student is a full-time student (enrolled in a program of at least 12 semester hours).
    3. The donor may recommend that the student is not concurrently receiving any other scholarship.
    4. In the event of an expendable, renewable scholarship, and the recipient becomes eligible for the HOPE scholarship, the Scholarship Committee, may 1) renew the annual scholarship award, 2) consider choosing a new recipient or 3) the Committee may request a letter of justification from the award recipient that states why the recipient believes he/she should remain eligible for the renewable scholarship where Hope eligibility has been established.
    5. Applicants may be asked to write a 500 word personal statement about why receiving this scholarship would contribute to their academic and future career goals. The Scholarship Committee is responsible for reviewing these applications and determining the candidate(s) who fulfill the award criteria.
    6. If requested, a student may submit a statement of other factors for consideration by the Scholarship Committee.
    7. For any need or merit based scholarship, the Committee, in its discretion, may consider other factors as presented by others members of the College community, including the GGC School Deans, as part of an award determination, as long as the initial criteria for need or merit eligibility have been satisfied.
    8. For any scholarship awards based on endowed or restricted funds, every effort will be made to award scholarships according to the terms specified by the donor. Where a conflict exists between a donor request and Scholarship Committee policy, the terms of the donor request shall prevail, unless barred by law.
    9. The same scholarship may be awarded to the same student for up to five years provided that funds are available and the student continues to meet the scholarship criteria.
 

7.63 Corporate Sponsorship Policy

Reviewed May 26, 2016

Statement of Policy

Georgia Gwinnett College (GGC) welcomes corporate support subject to the following guidelines

GGC will not accept corporate sponsorship that reflects in a negative manner on the college, does not align with its mission statement or is not in the best interest of the health and safety of the college community as determined by the Associate Vice President for Development, Vice President for Advancement, or the President of the college.

GGC does not accept corporate sponsorships for certain categories of products and services, including alcohol products, illegal drugs and drug paraphernalia, weapons, tobacco products or establishments, sexual services, gambling opportunities or casinos, weight loss products or plans, check cashing services and credit cards.

The college does not endorse, directly or by implication, any products, services or ideas advertised except those sponsored directly by the college.

Purpose of Policy

As a 21st century liberal arts college, GGC seeks to provide an educational environment in which teaching and learning can occur. The corporate sponsorship policy is designed to guide decision-making for college personnel who are approached by external sponsors who want to access the campus community and for departments and programs seeking supplemental revenue to support college activities from external sponsors. The policy also is designed to be mindful of the GGC Foundation’s status as a nonprofit organization under the law.

Definitions

Sponsorship means the provision by a non-college entity of tax-deductible money, goods or services to the college, a school, department, or registered student organization (RSO) in support of one or more activities, events, or programs.

Acknowledgement is a term used to signify the recognition of Sponsorship support. A typical Acknowledgement of Sponsorship is the placement of the sponsor’s logo, and/or certain information about the sponsor, in the promotional material for the activity or event associated with the Sponsorship.

Gift of Money is a cash donation or pledge made directly or through the Georgia Gwinnett College Foundation to a school or department.

Gift-in-Kind is a product or service donated, in lieu of a cash gift, to a school or department.

Procedures

GGC schools, departments, programs, and RSOs must receive approval from the appropriate Vice President, Dean, or next level supervisor, as well as the Office of Development, before gifts are solicited. Because corporate sponsorships are charitable contributions by IRS definition and must be appropriately receipted under the law, all gifts received must be processed by the Office of Development in order to ensure accurate accounting and acknowledgment of all contributions to the college and/or the GGC Foundation.

To be considered a contribution, a Sponsorship payment must include all of the following characteristics:

  • A tax-deductible Gift of Money or Gift-in-Kind received from a business or commercial enterprise.
  • A printed or other acknowledgment of the business or commercial enterprise from the college (e.g. included on an event invitation or program, sports scoreboard, banner, or other display).
  • The acknowledgment may not contain:
    • The college’s endorsement of the business entity or its products or services, or
    • Any qualitative or comparative language about the business entity’s products or services (e.g. statements or information about the quality or prices of products or services), or
    • Any information other than business name, logo, address, telephone number and/or Internet address

The payment received may not be from a vendor as part of an exclusive provider arrangement between the college and that vendor.

GGC entities should be mindful of the significant value to non-college entities that results from the exposure and association with GGC that a Sponsorship relationship provides. The Office of Development will work with GGC entities to appropriately coordinate all Sponsorships.

 

7.64 GGC Corporate Relations and Sponsorship Policy

Reviewed May 26, 2016

Purpose and Intent of Policy

It is the intent of this policy that Georgia Gwinnett College will actively pursue relationships such as corporate partnerships, sponsorship of activities, and other business affiliations with corporations and/or other external entities whose products, policies and practices align with the primary mission and purpose of the College and its institutional priorities. Any restrictions or requirements resulting from contracts with or gifts from corporations should not detract from these purposes. The College does not endorse, directly or by implication, any products, vendors, services or ideas, except those sponsored directly by the College. The most important aspect of this policy is that those with authority to commit the institution to corporate relationships have the great responsibility to carry out its mission and purpose.

Definitions

Sponsorship means the provision by a non-college entity of money, goods or services to the College, a school, department, program, or registered student organization (RSO) in support of one or more activities, events, or programs. Sponsorships intended as charitable contributions must follow IRS rules and be appropriately receipted under the law through the Office of Development/GGC Foundation.

Partnership is defined as a relationship in which two or more persons or entities combine capital, labor, etc. to carry on a business or program, usually sharing the profits and losses in certain proportions.

Vendor Agreement refers to any arrangement or understanding between the College and one or more of its contracted suppliers to provide the vendor’s product or service to the College.

Acknowledgement is a term used to signify the recognition of Sponsorship support. A typical Acknowledgement of Sponsorship is the placement of the sponsor’s logo, and/or certain information about the sponsor, in the promotional material for the activity or event associated with the Sponsorship.

Gift of Money is a cash donation or pledge made directly or through the Georgia Gwinnett College Foundation to a school or department.

Gift-in-Kind is a product or service donated, in lieu of a cash gift, to a school or department.

Conditions and Procedures

Georgia Gwinnett College enters into many types of financial and business arrangements. The relevant arrangements fall into four basic categories. In its corporate relationships, Georgia Gwinnett College will comply with the University System of Georgia Board of Regents Policy Manual Sections 7.1 through 7.13.

  • Agreements for procurement of goods and service. The Vice President for Business and Finance has primary responsibility for these types of agreements and governs them primarily by the state and federal and applicable Board of Regents and College policies and procedures. They generally arise from competitive bidding or requests for proposals. For detailed guidelines governing procurement of goods and services, please contact the Office of Business and Finance. (See BOR Policy Manual 7.2.2 Auxiliary Enterprises Revenues and Expenditures.)
  • Agreements related to research grants or testing arrangements involving both public and private sources. The Office of Research and Sponsored Programs and the Office of Development, as appropriate, have primary responsibility for these types of agreements. They are governed primarily by state and federal law and applicable Board of Regents and College policies and procedures. For detailed guidelines governing research grants or testing arrangements, please contact the Office of Research and Sponsored Programs or the Office of Development.
  • Agreements related to gifts, donations, unrestricted gifts, strategic partnerships, and affiliated partnerships, some of which may be subject to specific conditions. The Office of Development has primary responsibility for these agreements and governs them by state and federal law, as well as applicable Board of Regents and College policies and procedures. Any faculty, staff, or student wishing to enter into such an agreement on behalf of the College and/or its related entities must coordinate with the Office of Development and follow the procedures outlined in the Solicitation Clearance and Reporting Process. The Office of Development provides clearance for all such requests and guidance for gifts, donations, unrestricted gifts, strategic partnerships, and affiliated partnerships.
  • Agreements related to affinity marketing and other activities utilizing or involving the Alumni Association or other affiliated support organizations. The Office of Development has primary responsibility and governs them by state and federal law, as well as applicable Board of Regents and College policies and procedures. For detailed guidelines governing affinity marketing and other activities utilizing or involving the Alumni Association or other affiliated support organizations, please contact the Office of Development.
  • Agreements related to corporate sponsorship. Many corporate sponsorships are charitable contributions by IRS definition and must be appropriately receipted and acknowledged under law. The Office of Development has primary responsibility for these agreements and governs them by state and federal law, as well as applicable Board of Regents and College policies and procedures. Any faculty, staff, or student wishing to enter into such an agreement on behalf of the College and/or its related entities must coordinate with the Office of Development and follow the procedures outlined in the Solicitation Clearance and Reporting Process.

GGC will not accept corporate sponsorship that reflects in a negative manner on the College, does not align with its mission statement or is not in the best interest of the health and safety of the College community as determined by the Associate Vice President for Development, or the President of the College.

GGC does not accept corporate sponsorships for certain categories of products and services, including alcohol products, illegal drugs and drug paraphernalia, weapons, tobacco products or establishments, sexual services, gambling opportunities or casinos, weight loss products or plans, check cashing services and credit cards.

 

7.65 GGC New Fund Creation and Administration

Reviewed May 26, 2016

Occasionally, a donor may wish to contribute to a program or project for which there is no dedicated restricted fund. In many cases, the donor may be advised to contribute to a restricted fund designated generally for the school or unit under which the chosen program or project is managed, with a stated preference as to how the gift is to be used. The following policy outlines the circumstances under which a new restricted fund may be created.

Fund purpose

In general, the fund purpose must be aligned with one or more stated institutional philanthropic priorities. The fund purpose should not limit the use of funds more than necessary to support the program or project. The fund purpose should include a statement as to how the funds will be directed should the stated purpose become infeasible or if the program or project ceases to exist.

Fund thresholds

  1. Expendable Restricted Funds
    1. The donor(s) guarantee gifts of at least $5,000 annually
    2. The Office of Development has a reasonable expectation that $5,000 in collective gifts will be raised annually from the general public in support of the fund’s purpose
    3. There is a documented history of raising at least $5,000 annually in support of the fund’s purpose
    4. A donor promises a single gift large enough to warrant a designated fund, as approved by the Office of Development.
  2. Endowed Funds
    1. A single gift of $50,000 or more
    2. The Office of Development has a reasonable expectation that $50,000 will be raised in support of the fund’s purpose, within 5 years of the date of the first gift.

Administration

  1. Gifts that arrive with stated purposes that do not clearly belong in an existing fund must be deposited into a temporarily restricted account and held until the appropriate fund has been identified or created.
  2. A new fund creation form (ADV 1.0) must be completed and approved prior to receiving donations into the fund. This form is available in the Office of Development.
  3. Each fund must have a designated budget manager and a clear disbursement process. For most programs and projects, this budget manager will be the dean, faculty member, or unit director who oversees the program or project.
  4. The faculty / staff member who oversees the program funded will be the designated Budget Manager. If that person is also a donor to the fund, his or her direct supervisor may be designated as the Budget Manager.
  5. All new fund requests must be approved by the designated budget manager, the budget manager’s direct supervisor, and the Office of Development.
  6. The GGC Foundation will issue regular reports to budget managers that include:
    1. Fund name, purpose, and balance available
    2. Summary of administrative duties
    3. Link to the Foundation Funds Request form (ADV 2.0/3.0)
 

7.66 GGC Memorial Tributes Policy

Reviewed May 26, 2016

Gifts for the Memorial Tributes Program

Donors desiring to memorialize a member of the Georgia Gwinnett College community (faculty, staff, students, alumni and friends of the college) will be encouraged to contribute to the Memorial Tributes Program through the GGC Memorial Garden and other Memorial Tribute Programs, as these programs are established by the College (examples of other memorial tributes programs include memorial plaques, memorial benches or other tangible tributes as approved by the college). In accordance with this Policy, the college shall designate the design and focal point areas for all campus memorials. Gifts made under the Memorials Tribute Programs are separate and distinct from the other college and foundation campaigns and thus have separate publication and recognition guidelines as outlined in this policy.

Published Recognition of Donors for the Memorial Garden and other Memorial Tributes

Donors who make a gift of $1,000 or more to the Memorial Garden or other established Memorial Tribute Programs will have the opportunity to memorialize an individual. The Office of Development will maintain a complete record of memorials, their origin, and their donors on the Memorial Garden/Memorial Tributes Program’s remembrance website.

The name of the individual whom the donor wishes to remember will be listed. The listing will be in accordance with guidelines established by the Office of Development.

Gifts, at any level, can be made to the Memorial Garden or other Memorial tributes; however, in order for the name of the honored to be listed on the remembrance website, a minimum gift of $1,000 restricted to the Memorial Garden/Memorial Tributes Program is required. The Development Office will be responsible for updating the website twice a year.

Memorial Garden Special Gift Opportunities

Gifts of materials, landscape plantings and other properties (i.e. benches, bricks, statuary, etc.) are welcome as required by the design of the Memorial Garden. Donors contributing these gifts, regardless of the amount, will have the names of the honored listed in a special section of the remembrance website. A list of approved special giving opportunities with approximate pricing information is available and will be updated by Office of Development as the needs of the Garden change.

How Contributions to the Memorial Garden/Memorial Tributes Program Will Be Used

Contributions made to the Memorial Garden/Memorial Tributes Program will be placed into a fund managed by the Georgia Gwinnett College Foundation, Inc. The purpose of the fund will be restricted to the enhancement of the Memorial Garden/Memorial Tributes Program.

Materials to be Used in the Memorial Garden/Memorial Tributes Areas

To protect the integrity of the Memorial areas, the Office of Facilities must approve all materials, plaques, landscaping, and other items to be used in the Memorial Tribute areas. A list of those approved will be made available for those wishing to make a gift of materials, plantings, etc.

Additional Campus Memorial Opportunities

The College wants to make available to its community the opportunity to memorialize individuals in ways that benefit current and future students. At the same time, it is important that any of these types of designations fit appropriately into the overall physical environment of the campus and that they be placed in an area where future construction is not anticipated. Therefore, planting of trees outside of the Memorial Garden, placing plaques on campus, or other forms of memorial tribute when not officially sanctioned by the college, cannot be accepted.

Through the creation of the Memorial Garden/Memorial Tributes Program, the college has established a special venue for those who wish to memorialize or honor a loved one in a lasting way. This opportunity complements, but does not replace, other existing avenues for such gifts, scholarships, endowments. Information on other gift opportunities is available from the Office of Development.

 

7.67 GGC Student Grants Policy

Reviewed May 26, 2016

The following policy is for administering and awarding privately-funded GGC Foundation grants to students. This policy governs the GGC Foundation Grant program as well as additional grant funds established by individual, corporate, and foundation donors. Donor-established grant funds may carry criteria in addition to the parameters outlined below. Unless specifically stated otherwise in the fund agreement, all GGC Student Grants programs must adhere to these basic guidelines.

Administration

  1. Grants will be awarded with consideration for the intent and goals of the donor. A donor may not retain any implicit control over a gift after it has been accepted by the Georgia Gwinnett College Foundation.
  2. Grants will be administered through the Office of Financial Aid and award decisions are to be approved by the Provost. The Provost may designate a budget manager to approve awards from specific grant funds by filing a written request with the GGC Foundation.
  3. Each student’s eligibility for the award, along with approval by the Provost or designated budget manager, must be confirmed in writing and submitted to the GGC Foundation prior to funds being transferred from the GGC Foundation to GGC.
  4. The process by which students are selected and deemed qualified will be designed, executed, and evaluated by the Office of Financial Aid.
  5. Grants may be awarded to students taking at least six (6) credit hours per semester.
  6. Grants may not be used to cover non-essential purchases or disciplinary charges such as late fees, housing fines, or parking violations.
  7. The Office of Financial Aid will coordinate with student recipients to authorize the release of appropriate contact and biographical information necessary for appropriate acknowledgement and recognition of the donor.
  8. Gifts under the fund threshold defined in APM 7.65 GGC New Fund Creation and Administration Policy may be directed to the Georgia Gwinnett College Student Emergency Fund. Such gifts will not have another name associated with them; however, the donor may be recognized in a variety of ways.