Administrative Procedures

Request a New or Change in Finance-Related Administrative Procedure

1. Purpose

To address the process of requesting a new finance-related administrative procedure or revising a current such procedure.

2. Scope

This procedure applies to all KCTCS employees.

3. General

3.1

A finance-related administrative procedure serves as the methodology for a particular business process.

3.2

A finance-related administrative procedure is a plan for the way management wishes to conduct that process under normal business conditions.

3.3

A finance-related administrative procedure provides the basic internal controls for business operations.

1. Colleges and System Office units may issue an addendum for their specific requirements to the procedure to provide additional controls desired by their specific unit.
   1. Units may not set controls less than are prescribed by the KCTCS finance-related administrative procedure specific to that business process.

4. Request for a New or Revision to a Finance-related Administrative Procedure

4.1

To request a new procedure or suggest a revision to a current procedure, the requester must complete the following steps.

1. Provide a draft in electronic format of the new or revised procedure desired.
2. Provide justification for the request to establish the new procedure or justification regarding suggested revision to a current procedure.
3. Send the draft to the attention of the KCTCS System Director of Assistant Vice President of Business Services/COO. 
   1. The request cannot be business-unit specific. Rather, the request should be applicable to all business units across KCTCS.

5. Procedure Review Schedule

5.1

The KCTCS Assistant Vice President of Business Services/COO will establish a schedule that will ensure that each procedure is reviewed for updates on a regular basis, e.g., every two years.

6. Procedure Review Process

6.1

The KCTCS Assistant Vice President of Business Services/COO will establish a review work group to review the finance-related administrative procedures for changes or any new procedure needed.

1. The work group will consist of the primary procedure writers, college representatives and a representative from KCTCS Audit Services as deemed appropriate.
2. The steps of the review process will be:
   1. The procedure writer revises the procedure.
   2. The review work group comments on the procedure.
   3. The procedure writer revises based on the reviewer comments.
   4. The KCTCS Assistant Vice President of Business Services/COO releases the procedure. 
   5. The Assistant Vice President of Business Services/COO will ensure the finalized new or revised business procedure is uploaded to the KCTCS policies website.