Administrative Procedures

SECTION 1: GOVERNANCE

• 1.8.2.3.2-P Human Subjects Research Protection Program  NEW March 2023

Section 2: Human Resources

• 2.0.2-P Employee Responsibilities and Corrective Action Procedure
• 2.4-P Personnel Records Administration Procedure  NEW November 2023
• 2.5.1.4-P Staff Appeals of Performance Ratings
• 2.14.2.2-P Procedure for Administration of Family Medical Leave (FML) NEW September 2023
• 2.14.2.4-P Sick Leave Pool Procedure
• 2.14.13-P Local College Closing Procedure   NEW March 2024
• 2.15A-P Procedure for Administering Annual Salary Increases REVISED November 2023
• 2.15B-P Faculty Promotion Salary Increases Procedure  REVISED March 2024
• 2.15C-P Ten and Eleven Month Faculty Compensation Procedure  NEW September 2023
• 2.15.3-P Administrative Reduction in Force Procedure
• 2.16.2.2-P Complaint Resolution Procedure
• 2.18-P Form I-9 Procedure  NEW March 2024
• 2.20-P Temporary Remote Work Procedure
• 2.21-P Discretionary Remote Work Procedure

Section 3: Equal Opportunity, Benefits, Health and Safety

• 3.2-P Pregnancy Related Accommodations Procedure
• 3.3.1-P Anti-harassment & Discrimination Procedure
• 3.3.1A-P Title IX Sexual Harassment and Misconduct Procedure REVISED August 2022
• 3.3.13-P Substance Abuse Prevention Procedure   NEW November 2023
• 3.3.20.1-P Travel Abroad Review & Approval Procedure
• 3.3.24-P Live Animals on Campus Procedure
• 3.3.26-P Domestic Violence Procedure
• 3.3.27-P Behavioral Intervention Team Procedure
  
  

section 4: Academic and service

• 4.2.5-P Text Messaging Procedure
• 4.2.5A-P Information Technology Access Procedure NEW January 2023
• 4.14-P Procedure Relating to Implementation of Online Learning Instructional Support NEW April 2023
• 4.19-P Web Governance Procedure  NEW May 2022
• 4.20-P KCTCS Social Media Procedures
• 4.21-P Media Relations Procedure
• 4.22-P Brand Standards Procedure
• 4.23-P Crisis Communication Procedure

Section 5: Financial

General Information

• 5.1.1-P Account Number Structure
• 5.1.2-P KCTCS Identification Numbers   
• 5.1.3-P Add, Delete, or Change Chartfield Numbers
• 5.1.4-P Request a New or a Change in Business Procedure
• 5.1.5-P Request a Financial System User REVISED July 2023
• 5.1.6-P Accounting Instructions and Memorandums
• 5.1.7-P Internal Controls
• 5.1.8-P Audit and General Operations Records Retention
• 5.1.9-P Financial Delegation of Authority
• 5.1.10-P Financial Transaction Approval Authority
• 5.1.11-P Approvals Contracts REVISED August 2023
• 5.1.12-P Notary Public REVISED August 2023
• 5.1.13-P Employee Meals and Refreshments REVISED August 2023
• 5.1.14-P Non-Employee Meals, Refreshments and Accommodations REVISED August 2023
• 5.1.15-P Memorandum of Agreement  REVISED June 2022
• 5.1.16-P Direct Billing or Procurement Card Purchase of Accommodations or Meals REVISED August 2023
• 5.1.17-P Vehicle Rental
• 5.1.19-P Personal Electronic Devices REVISED January 2023
• 5.1.20-P Core Values and Ethical Conduct

Facilities Management

• 5.2.1-P Insurance
• 5.2.2-P Asset, Inventory, and Surplus Management
• 5.2.3-P Emergency Response/Crisis Management
• 5.2.4-P Use of KCTCS Facilities by Outside Agencies
• 5.2.5-P Off-site Use of Equipment by Employees
• 5.2.6-P Facilities Maintenance REVISED April 2023
• 5.2.7-P Capital Projects REVISED August 2023
• 5.2.10-P Environmental Health and Safety
• 5.2.11-P Real Property Management
• 5.2.12-P Public Auction and Sealed Bids
• 5.2.13-P Real Property Leases

Accounting

• 5.3.1-P Journal Entries REVISED March 2023
• 5.3.2-P Cost Transfers on Sponsored Projects REVISED August 2023
• 5.3.3-P Banking Relationships REVISED September 2022
• 5.3.4-P Bank Reconciliations
• 5.3.5-P Sales and Use Tax REVISED February 2023
• 5.3.6-P Sponsored Projects Accounting for Grants and Contracts
• 5.3.7-P Revenue/Invoicing
• 5.3.8-P Accounts Receivable
• 5.3.9-P Cash Accounting & Handling
• 5.3.10-P Capital Assets
• 5.3.11-P Gifts and Endowments
• 5.3.15-P Credit Card Clearing Account Reconciliation
• 5.3.16-P Unrelated Business Activities
• 5.3.17-P Leases
• 5.3.18-P Transfer Journal Entries NEW July 2023
• 5.3.19-P Software Accounting NEW July 2023

Procurement and Payments

• 5.4.1-P Purchasing Authority
• 5.4.2-P Procurement Card REVISED August 2023
• 5.4.3-P Requisitioning REVISED July 2023
• 5.4.4-P Procurement Documents Resulting from a Requisition REVISED August 2023
• 5.4.5-P Equipment - Leases, Pre-owned, R&M, Trade-in, Transfers REVISED September 2023
• 5.4.6-P Price Contracts
• 5.4.7-P Exception to Sealed Bidding
• 5.4.8-P Special Purchase Authority REVISED February 2024
• 5.4.9-P Contract Types & Supplier Performance
• 5.4.10-P Purchase Recordkeeping
• 5.4.11-P Quotations, Invitations for Sealed Bids, and Request for Proposals
• 5.4.12-P Personal Service Contracts
• 5.4.13-P Printing Contracts
• 5.4.14-P Independent Contractor/Employee Classification
• 5.4.15-P Vehicle Assignment and Voyager Card
• 5.4.16-P Deferred Purchases
• 5.4.17-P Alcoholic Beverage Use
• 5.4.18-P Bid Protest
• 5.4.19-P Supplier Invoices and Payments
• 5.4.20-P Non PO Vouchers with Origin Code PAY REVISED August 2023
• 5.4.21-P Imprest Fund Accounts REVISED August 2023
• 5.4.22-P Honorariums/Gifts to Speakers REVISED August 2023
• 5.4.23-P Non-Employee Stipends REVISED August 2023
• 5.4.24-P Supplier Checks - Stop Payment/Stale
• 5.4.25-P Grant Fund Purchases
• 5.4.26-P Speaker Fees and Incentives for Sponsored Activity Participants REVISED August 2023
• 5.4.27-P Exception Requests to Business Procedures
• 5.4.28-P Emergency Purchases During COVID-19

Payroll

• 5.5.1-P Time and Absence Submission
• 5.5.2-P Lost or Stolen Payroll Funds REVISED March 2023
• 5.5.3-P Direct Deposit
• 5.5.4-P Employee Absence
• 5.5.5-P Deductions
• 5.5.6-P Manual Checks
• 5.5.7-P Court Ordered Deductions
• 5.5.8-P Unclaimed Payroll Checks
• 5.5.9-P Workers Compensation
• 5.5.10-P International Employees
• 5.5.11-P Deceased Employees Wages
• 5.5.12-P Taxable Awards and Gifts REVISED January 2024
• 5.5.13-P Incentives to Participants
• 5.5.14-P Taxable and Non Taxable Fringe Benefits
• 5.5.15-P Bridge Loan Payments
• 5.5.16-P Overpayment of Wages

Budget

• 5.6.1-P Biennial Budget Development

Tuition and Fees

• 5.7.1-P Student Refund Checks
• 5.7.2-P Waiver of Tuition and Fees
• 5.7.3-P Third Party Contracts – Sponsored Students
• 5.7.4-P Collection of Accounts Receivable REVISED April 2024
• 5.7.5-P Mandatory Charges
• 5.7.6-P Non-Mandatory Charges
• 5.7.7-P Refunds for Tuition and Fees and Charges for Services
• 5.7.8-P Live Work Projects
• 5.7.9-P Nurse Aide Testing & Training (KNAT) and Medication Aide Testing Charges
• 5.7.10-P Assessment Centers
• 5.7.11-P Student Organization Authorization and Compliance

Travel

• 5.8.1-P Employee Travel Expense and Reimbursement REVISED August 2023
• 5.8.2-P Moving & Temporary Assignment Expense Reimbursement REVISED July 2023

Bookstore

• 5.9.1-P Bookstore Charge Procedures

Section 6: Student Affairs

• 6.0-P Student Grievances and Appeals NEW May 2022
• 6.3-P Student Preferred First Name Procedure  NEW November 2022
• 6.6-P Student Harassment or Discrimination Grievance Procedure
• 6.9-P Criminal Background Check & Drug Screening

Section 7: Independent foundations, grants, and contracts

• 7.4-P Procedure for Recognition of Independent Foundations