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BUDGET - Section 2

100 PERCENT FUNDS AVAILABILITY CHECKINGAll fnancial transactions are frst checked in the division to veriy unds availability beore submitting. The unds or

the requested expense must be in the specifc und/ location/ division/ account number beore the expenditure can be

processed. This includes, but is not limited to, transactions processed on Check Requests, also known as non-purchase

orders (NPO), Proessional Leave and Travel Forms (PLT), In-Area Mileage Form (IAT), Student Travel Advance and

Approval orm (STAAR), Proessional Service Contract (PSC), Student Athletic Service orm (SAS), or Requisitions.

Veriy unds in a specifc account(s) as ollows: Go to the ACBL screen in Colleague and input the Fund-Location-Division-Account number.

Check available unds amount.

I unds are available, print a copy o the ACBL screen or attachment to original document request.

I unds are not available, prepare a budget adjustment request.

Communicate unds availability by attaching ACBL print screen and/or the request or a budget adjustment

to the NPO, PLT, ICT, STAAR, PSC, SAS, or Requisition orm.

Transactions submitted without proo o unds are subject to delay.

Always veriy there is enough money on a blanket purchase order beore placing an order. Do not place

an order until you have requested an increase by sending an email to BHCPurchasing, no space, or the

Brookhaven College Purchasing Coordinator to confrm unding beore proceeding.

BUDGET ADJUSTMENT It is the responsibility o each budget manager to maintain all budget line items in a positive fnancial

position. The purpose o a budget adjustment request is to move whole dollars into a specifc account toeither decrease or increase the allocated budget amount.

Budget adjustment requests may be sent electronically as ollows:-The budget manager initiates an e-mail to Marion Douglas and carbon copies Dawn Bishop and theappropriate dean or vice president.

-Subject line is to read Budget Adjustment.

-Format example:

$ 150.00 rom: 11-02-102143-24201 To: 11-02-102143-23302 $ 150.00

Reason: (Include known detail inormation o the reason or transer, i.e., specifc requisition reerence,

items, service or names o individuals, etc.)A budget adjustment also may be submitted using the Budget Adjustment Form (budadj.exe) located on the P

Drive:P:\FORMS\Business Ofce. Complete the orm, rename the orm, save it to a disk or hard drive, ande-mail the orm to Marion Douglas and carbon copy Dawn Bishop and the appropriate dean or vice president.This mailbox is checked daily. Once the budget adjustment is processed an e-mail confrmation is sent.

Attach e-mail copy to each requisition or payment document submitted to the Business Ofce to denoteunds verifed. Accounts which cannot be adjusted include: 2310x, 2312x, 2313x, 2314x, 2316x District

Charge-back accounts

Accounts which cannot be adjusted without approval rom the VPBS include:

20xxx Salary accounts 26xxx and 27xxx Equipment accounts

23204 Cell Phone Stipend 23404 Business and Travel account

23201, 23202, 23211 and 23212 Telephone accounts 245xx Non-Inventoriable Equipment, Furniture,

23821 Rental/Lease Furn. and Equip. Sotware, and Technology

The Vice President or Business Services accepts budget adjustments rom Sept. 1, 2011 through Aug. 31, 2012.

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PURCHASING - Section 3CONTACTS FOR PROBLEM-SOLVING OR STATUS INVESTIGATION

General Questions ............................................................................................................................................... 972-860-430

Requisition to Purchase Order Status.................................................................................................................972-860-481

Invoice Issue and/or Purchase Order Change(s) .............................................................................................. 972-860-430

Business Cards and Oce Supplies ................................................................................................................... 972-860-430

W-9, New Vendor Set-up .................................................................................................................................... 972-860-466

DISTRICT BUYER(s) is to be contacted by a Campus Buyer, DBO or VPBS to establish communications regarding orde

inquires or problems. This Initiative is to improve eciency and eectiveness.

PURCHASING GUIDELINESAccording to DCCCD policy, the College Vice President o Business Services, or designee, is authorized to make

purchases or the respective college whenever appropriate and practical.

All purchases are to be coordinated through the Business Oce.

The general policies and principles or purchasing are to be applied to all operations o the college regardless o the

unding source, (i.e., Fund 11, 12, 13, 14, or 24).

Submit purchases totaling $999.99 or less on a Requisition or Campus Purchase Order orm.

Submit purchases totaling $1,000 or more on a Requisition or District Purchasing Order Form.

Forall purchases, single unit or combined total, between $500 and $9,999.99, the Fax Quote or Personal Propertyorm should be used. Website: http://dsc3.dcccd.edu/intranet/dcccd/dsc/purchasing/

At least one o the three required quotes or non-contract purchases should come rom a minority or woman-owned

business. The Business Diversity Additional Resources page provides links to databases to assist in locating such

vendors. Website:http://www.dcccd.edu/Employees/Departments/Business+Aairs/Business+Diversity+Program/

Additional+Resources.htm

Use contracted vendors or purchase o specic products at a specic price or a specic time rame ound on the

purchasing website by commodity a.k.a. as CPIs. Frequent updates occur. Website: http://dsc3.dcccd.edu/internet/

dcccd/dsc/purchasing/cpidescription.html

Submit blanket order requests on a Requisition or District Purchase Order Form. Complete details listed on the rever

side o orm.

Colleague system now prohibits entering a release or payment against a blanket purchase order greater than the

balance on the blanket. Be sure to veriy unds beore placing an order.

I merchandise is obtained by an unauthorized person or in a manner that does not ollow established procedures, thindividual making the purchase will be deemed to have entered into a private transaction with the company involved

Payment or any unauthorized purchase shall be the responsibility o the person placing the order. Reerence DistriPurchasing Procedures Section 4.1.1.B.

The Districts complete procedure manual or purchasing can be ound on the Internet.

Website: http://www.dcccd.edu/shared-ns/intranet/dcccd/business_aairs/bpm/toc4.html

Emergency purchases rom a vendor who does not accept a purchase order requires pre-purchase approval through th

Business Oce. Petty cash reimbursement maximum amount is $75. For assistance, call ext. 4304 or 4814.

Emergency Purchases:

Per district policy, a requisition may be considered as an emergency when any delay due to the competitive

requirement or normal procurement procedure would be detrimental to the interest o the district or college. Based

upon this denition, a lack o planning will not be handled as an emergency. The Vice President or Business Servic

is authorized to make an emergency purchase under $1000.00 excluding capital items in accordance with Section

4.1.3 o the purchasing guidelines. Emergency requests may be exempted rom the two business day turn-around an

handled as the nature o the emergency dictates. Complete details o how to handle an emergency according to polic

can be ound at website: http://www.dcccd.edu/shared.ns/intranet/dcccd/business_aairs/bpm/410.pd

To avoid delays in processing a requisition, a budget adjustment request must be completed prior to submitting a

requistition to purchasing.

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PROCUREMENT APPROVAL LEVELS

Value o

Non-ContractPurchases

Type o Solicitation Approval Level Needed

$1 - $999 Single telephone or written quote

District Director o Purchasing Services

or College designee- may need to be reviewed and approved by

District Legal Counsel;- may require up to three to our weeks or

approval, in some instances.

$1,000 - $1,999 Minimum o three written quotes

District Director o Purchasing Services

or College designee- may need to be reviewed and approved byDistrict Legal Counsel;

- may require up to three to our weeks orapproval, in some instances.


District Director o Purchasing Services- may need to be reviewed and approved by

District Legal Counsel;- may require up to three to our weeks orapproval, in some instances.


Executive Vice Chancellor o Business Aairs- may need to be reviewed and approved by

District Legal Counsel;- may require up to three to our weeks or

approval, in some instances.

$50,000 and over Formal advertised bid

Board o Trustees- may need to be reviewed and approved by

District Legal Counsel;- may require six to eight weeks or processing.

Value oContract Purchases

Ordering Inormation Approval Level Needed

$1 - $24,999 Per CPI District Director o Purchasing Servicesor College designee

$25,000 and over Per CPI District Director o Purchasing Services

College Designee is the Vice President o Business Services or Director o Business Operations

CPI (Contract Pricing Inormation) is listed on the Purchasing Department intranet website. Some CPIs containadditional requirements beore placing orders; examples include Catering Service and Construction-Related Trades.

Subject to prior approval o contracts by the EVCBA and/or the Board o Trustees.

The above approval levels or non-contract purchases apply to all transactions, including tangible personal property as

well as services or construction, renovation, repair, and maintenance o acilities.


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REQUISITIONS Campus- or District All requisitions must be completed according to the description in the District Business Procedures Manual,

Section 4.1.0: Website: http://www.dcccd.edu/shared-ns/intranet/dcccd/business_aairs/bpm/410.pd

Requisitions or scal year 2012 are accepted rom June 1, 2011 through July 13, 2012.

Requisitions or scal year 2013 are accepted beginning June 1, 2012.

Special Input Instructions: Immediately change default date of requisition to 9-01-12 before any other input. Use priority code4. Questions? Please call ext. 4304. Write the budget year on each requisition form in red ink, e.g., BY-2012 orBY-2013

Completed requisitions with veried unds availability documentation will normally be processed within three

business days. The exception is during peak registration times and on occasion when key Business Oce personn

are absent.

UPDATE!Peak registration times in the Business Oce are:

n Fall 2011: .......................Aug. 9 27

n Spring 2012: ................Dec. 13, 2011 Jan. 20, 2012

n Summer I 2012: ............May 28 June 7

n Summer II 2012: ........... July 2 13

GOOD TIP: It is best to project a reasonable lead time when submitting purchase request to ulll a need date or grant

requirement. Figure enough time to bid, receive and pay an invoice within the current budget year. In general, the large

the dollar amount o the request, the longer it takes to secure bids and issue a purchase order. Purchases equal to or grea

than $25,000 require ormal advertising and Board approval. Remember, Brookhaven requests compete against many othe

requests or District Purchasing time and attention. Planning helps to ensure your request is processed within the time to

meet the desired date. See Business Services Calendar or submission dates on Page 17.Top 3 Reasons Requisitions are Delayed:

BudgetAdjustmentmissing

Missingappropriatesignaturei.e.designatedcostcentermanager,IT(softwareorhardware),MPI(printjobs)

Properuseofcontractedvendor

IMPORTANT NOTICESee page 2 Budget Adjustment(s) Process.

GENERAL PURCHASING INFORMATIONTax Exemption Certifcate

A vendor may require a Sales and Use Tax Exemption Form or DCCCD business transactions, the Sales and Use Tax

Exemption Form can be ound on the DCCCD Purchasing Oces intranet page. Website: http://dsc3.dcccd.edu/intranet/dcccd/dsc/purchasing/sales_tax_exemption.pd.

The orm is to be signed by the person claiming the exemption such as the VPBS, DBO or campus buyer when attache

to a purchase order. Be inormed that the use o this orm or personal purchase is more than a no-no, its a crime.

Division Receipt AcknowledgementAn instruction sheet is attached to a campus purchase orders that describes how to handle receipt o merchandise or

services. Failure to acknowledge delivery o goods or services will delay the payment process, and may result in the

loss o purchasing privileges and accused late ees to be paid. The same process applies to District orders o goods or

services.

W-9 New Vendor to the DistrictA vendor doing business with the DCCCD or the rst time must submit a W-9 orm dated Rev. January 2011. This

orm must be lled out, signed and dated by the vendor; under no circumstances should any employee o the Districtll out this orm or a potential or current vendor.

In order to expedite, have the vendor complete a W-9 and attach the completed orm to your paperwork when

submitting to the Business Oce or processing. When the vendors address is a Post Oce Box, ask them to include

physical address in addition to the Post Oce Box. You may call the Business Oce to veriy i a W-9 is needed.

CateringNon-Subway catering: For all non-Subway catering over $500, a minimum o three (3) written quotes are required

rom comparable caterers. Justication documentation that must be submitted with the purchase requisition include

priorwrittenapprovalbythelocationVPBS(orequivalent)forallcateringservicesbeforetheeventoccurs;

completedratingsheetsforaminimumofthree(3)caterersthatwerecontactedtosubmitaquote;

photocopyofthecurrenthealthpermitoftheselectedcaterer.


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CONTRACTS Section 4

Professional Services Contract (PSC) and Institutional AgreementCONTACTS FOR PROBLEM SOLVING/ STATUS INVESTIGATION

General questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 972.860.4666

Vendor Set-up, W-9 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 972.860.4666

According to DCCCD policy, all contracts must be reviewed and approved by the VPBS prior to the service or perormance

date. All PSC contracts with a total cost o $500 or greater must include:

(1) at least three bids and(2) a rating instrument that includes the criteria used to identiy the competency, experience and capability o the

prospective contractor relative to the proessional service to be provided. An example o a rating instrument can be ound

on the P-drive at P:\Budget Files\Contracts & Agreements\Proessional Service Contracts\PSC-RatingSheet.doc

The DCCCD makes provisions or special contractors that might be considered as a sole-source provider. A special

contractor is generally defned as a speaker or lecturer with a highly regarded reputation or area o expertise.

When a single contractor is being considered, the requesting department will identiy the special contractor as a sole-

source and must complete a rating sheet that shows the area o expertise, competence and a detailed reason or selecting

the special contractor. The requesting department shall exercise reasonable and prudent care in selecting special contractors

and shall not preclude consideration o other business entities that can provide comparable proessional services without

reason.

A contractor doing business with the DCCCD or the frst time must submit a W-9 orm dated Rev. January 2011 along

with the PSC contract. This orm must be flled out, signed and dated by the vendor; under no circumstances should any

employee o the District fll out this orm or a potential or current vendor.

IMPORTANT!Should the proposed contract not be on a standard form of the DCCCD, i.e., institutional agreement or

PSC, it must be reviewed and approved by the Districts Legal Department in advance of the service or

performance. To expedite the review and approval process, the requesting division should require the

proposed vendor to provide an electronic version of the contract.

TRAVEL Section 5CONTACTS FOR PROBLEM SOLVING/ STATUS INVESTIGATION

Employee travel and student travel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .972-860-4666

Student travel bid process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .972-860-4304

Documented, pre-approval is required or all employee travel leave and student trips. All travel documents are reviewed

or approvel by the Director o Business Operations, DBO, or designee, prior to the travel event.

Travel that is not approved in advance by the DBO may not be campus unded. Travel advance unds are sentelectronically, ACH, to the bank account an employee has on fle and where his/her payroll check is deposited.

All travel taken in August must be submitted to the Business Ofce or reimbursement no later than the frst threeworking days in September to be processed. By policy, travel reimbursements must be paid in the fscal year the

travel occurred.

New Account number: 23409 (Seminar/Registration Fee) is used to capture the registration cost o attending anyseminar, webinar or conerence including in-area or out-o-area travel. It applies to unds 11, 12, 13, 14, 17 or

18 at all campus locations and divisions. The cost o hotel, per diem, etc is still captured in either 23401, out-o-area or 23402, in-area travel, as presently processed.


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EMPLOYEE IN-AREA TRAVEL - IATIn-area travel is documented on the In-Area Travel Report orm, IAT. In-area travel is dened as travel by an employ

within and to counties that share a border with Dallas County. The ollowing counties are in-area: Dallas, Tarrant,

Denton, Collin, Rockwall, Ellis and Kauman. Employees who receive the business and travel allowance are not eligib

to receive mileage reimbursement or in-area travel.

Employees who do not receive a monthly travel allowance shall receive a reimbursement or daily mileage according

the ollowing guidelines:

1. Daily miles traveled must exceed the employees normal daily driving distance between home and

regular work location.

2. The employee may be reimbursed only or the excess distance traveled.

Parking ees may be reimbursed i a receipt rom the parking agency is submitted. Reimbursement may be made or

parking meter ees and parking lot pay-boxes i a statement, certied by the employee and signed by the supervisor,

stating the actual expenditure and orm o payment is attached to the IAT orm.

Full-time employees complete IAT:

1. To obtain prior approval beore taking in-area proessional leave, and

2. To document in-area proessional leave expenditures. Hotel, overnight stay, and meal expense or in-area

travel are not reimbursable.

3. Mileage Rate: Compute reimbursement using the last published rate o $ 0.555 per mile equal to IRS

standard mileage rates eective July 1, 2011. Vendor payment and travel coordinator, ext. 4666, can veri

current rate or go to the Internal Revenue Service (IRS) website.

TheDistrict Mileage Guide shall be used or inter-campus travel. The Districts Mileage Guide is online athttp://www.dcccd.edu/shared.ns/intranet/dcccd/business_aairs/bpm/990.pd

Mapquest, www.Mapquest.com/directions, is the Internet site to used or documenting mileage.

In-Area TravelReports, IATs, are to be submitted to the Business Oce as soon as the employee completes each trave

event or no less than monthly.

Travel taken in August must be submitted to the Business Oce or reimbursement no later than the rst three worki

days in September to be reimbursed. By policy, travel reimbursements must be paid in the scal year the travel occu

EMPLOYEE OUT-OF-AREA TRAVEL - PLTEmployees who receive the Business and Travel Allowance are not eligible or reimbursement o mileage to and rom

in-area airport. Airport parking or overnight trips is reimbursable; however, the most economical parking acility shou

be used. Per diem currently in eect is $39 or 24 hours, $9.75 per quarter, beginning at midnight the day o trav

Out-o-area travel is documented on the Proessional Leave and Travel (PLT) orm.

The PLT Form is used by employees:

1. To obtain REQUIRED prior approval beore booking fight, hotel, car or registration payment by submission to th

Business Oce.

2. To obtain pre-approval to ensure unding.

3. To document cost comparison, drive vs. fy cost comparison is best supported by attaching a quote rom current

contract vendor and a copy o a MapQuest with actual driving mileage. The cost o airare plus any car rental

expense may be used in documenting the comparison. Reimbursement will be based upon the lesser o the two.

Your supervisor is to veriy that the most economical means was selected based upon the documentation provide

by the traveler.

4. To calculate per-diem; calculate on the quarter system, $9.75 per quarter in 6 hr. intervals, beginning at midnigh

5. To attach airare quote rom contracted vendor to compare when an employee purchases own airare. The

lesser amount is reimbursable. Note: I the trip is not completed the employee ticket purchase is not eligible or

reimbursement.

6. To acknowledge new district reimbursement limit o two (2) checked bags: Persons shipping materials or a

presentation, in some cases paying the airlines checked luggage ee may be less expensive than shipping UPS, US

mail or FedEx. Always use the most cost eective means when shipping materials.

7. To remember to present the Hotel Occupancy Tax Exemption Certifcate: Employees staying in hotels in Texas a

to present a Hotel Tax Waiver Form upon check-in. The DCCCD will not reimburse employees or state taxes paid

on in-state hotels rooms. This relates only to the state taxes eligible or waiver. The orm located on the P: drive,

P:\FORMS\BusinessOce, Hotel Occupancy Tax Exempt Form.

8. To submit reconciled travel within 10 days o completion o travel.


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9. To understand District will withhold travel advances and travel prepayments or anyone who is more than 30 days

late in completing the reconciliation o prior travel. Travel advances and travel prepayments can be reinstated once

an individuals travel reconciliation is complete and current.

National Travel Systems World o Travel is the current business travel agency. Phone (972-447-0794. Reservations

can be made on-line at the most economical rate o $4.99. A ull service ee o $12.99 applies once an NTS agent is

contacted. International rates start at $ 19.99. See: District Purchasing Contract Pricing Inormation (CPI) page, Travel

Services Employee. It contains complete inormation, instructions and price tiers.

http://dsc3.dcccd.edu/intranet/dcccd/dsc/purchasing/statetravelcpi.html

All travel pertaining to research or discovery that is taken in country or overseas must contain a clear statement opurpose indicating how the travel benets the district and/or the college. The statement o purpose must be approved by

the President o the college.

The TSA, Transportation Security Administration, now requires birth date and gender inormation on airline

reservations. Each airline will incorporate the change over the coming months or all domestic and international fights.

Eective January 29, 2011, Southwest Airlines will implement a new policy or unused ticket credits. The credit can

only be used by the ORIGINAL name on the ticked and is valid or travel one year rom the original issued date.

The districts complete procedure manual or travel can be ound in section 9, o the business procedures manual.

Website: http://www.dcccd.edu/shared-ns/intranet/dcccd/business_aairs/bpm/toc.a.htm

STUDENT TRAVEL, STAARAll student-travel is documented on the STAAR Form and submitted prior to travel including trips without any nancial

obligation or associated costs. Student sponsor trip (STAAR) orm and the employee sponsor(s) PLT orm(s) must be

submitted together. The DCCCDs complete procedures or student travel is online at:

http://www.dcccd.edu/shared-ns/intranet/dcccd/business_aairs/bpm/9_4_0.pd

The contracted student travel vendor is Hemisphere Travel, Inc., (847)541-7575, ax (847) 619-0240, email

[email protected]. Continue to check the CPI Descriptions page or any update. The college sponsor/

originator needs to contact Pete Heckel (ext. 4304) or assistance in coordinating and preparing the bid documents or

each trip well in advance o the travel dates or publishing inormation to students. The districts complete procedure

manual or travel can be ound at the ollowing Website:

http://www.dcccd.edu/shared-ns/intranet/dcccd/business_aairs/bpm/toc9.htmSee http://dsc3.dcccd.edu/intranet/dcccd/dsc/purchasing/studenttraveldw.html and

http://www.dcccd.edu/shared-ns/intranet/dcccd/business_aairs/bpm/950.pd

IMPORTANT In accordance with DCCCD policy, all out-o-area and student-travel must be reconciled within 10 business days o

completion o the travel.

USE OF COLLEGE VEHICLESVan or bus reservations are coordinated through the Police Department at 972-860-4190.

A person must have a Texas Drivers License, have six years o licensed driving experience, and be approved by District

Risk Management to be eligible to drive any district vehicle.

An employee or authorized volunteer transporting students in any vehicle must be an approved driver.

No students may drive on district business. Forms to reserve college vehicles are located on the P drive at P:\FORMS\

BusinessOce (Bus Request or Van Request).


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LONG DISTANCE TELEPHONE ACCESS and CHARGES Section 6:CONTACTS FOR PROBLEM SOLVING/ STATUS INVESTIGATION

General questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .972-860-4822

Long Distance Telephone Access Code Authorization Asupervisormayrequesttheassignmentofalong-distanceaccesscodethroughBHCComputerHelpDesk,

ext. 4692, or an employee who uses long-distance dialing to conduct DCCCD business.

Only oneaccesscodemay be assigned to an employee.This access code must not be shared with oth

employees.

TheaccesscodeshallbeusedforDCCCDbusiness-relatedcalls.Personallongdistancecallsshouldbelimitto emergency situations, and where possible, employees should be encouraged to use their personal telepho

credit/calling cards or such calls.

Monthly Long Distance Call Log Employeeswhohavebeenissuedalong-distanceaccesscodeshallmaintainamonthlyLongDistanceCallLo

The log shall be used to list all long distance calls when made. The Long Distance Call Log will be used

veriy the calls listed on the Telephone Charges Long Distance Report. The Long Distance Call Log orm c

be accessed on the /P:drive at P:\FORMS\BusinessOce, le name LDPhoneLog.xls.

Monthly Long Distance Report Distribution and Reconciliation Tofacilitatethereconciliationoflong-distancecalls,thecampustelephonecoordinatordistributesamonth

report titled Telephone Charges Long Distance Report to the cost center managers.

The cost centermanagerwill distribute the report to employeeswhom have calls listed on the report.Treerenced employees will review the report and veriy the legitimacy o the calls by signing or initializing t

report.

Thecostcentermanagershouldestablishareasonabletimeperiodforthereturnofthereportandmonitor

return.

Payment and Deposit Procedures or Personal Calls Ifanemployeehasmadeanypersonallong-distancetelephonecallsthatarelistedonthereport,heorshemu

identiy the personal calls and make ull payment at the Business Oce cashier window. Reimbursement

personal long-distance calls may be made by cash, credit card, or check. Checks or personal calls must be ma

out to DCCCD, Dallas County Community College District or Brookhaven College.

TheBusinessOfcewillprovideareceipttotheemployeeordivisiondesignee,forpaymentofthecalls,a

deposit the payment into the divisions long-distance account (23211).

Division Routing and Report Filing Theemployeeordivisiondesigneewillattachthepaymentreceipttothelong-distancechargereportandforwa

the report to the next person on the routing list.

Acopyofthereport,alongwithanyreceiptsforpaymentofpersonalcalls,mustbegiventothecostcen

manager or review and ling.

Thecostcentermanagershouldkeepalecopyofthereportthroughtheendofthecurrentscalyear.

Report Discrepancies Toreportanydiscrepanciesinthereport,contacttheBHCComputerHelpDesk,atext.4692.

Termination o Access

Alongdistanceaccesscodeshallbecancelledincaseofemployeetermination,compromiseofanaccesscodor in cases o abuse o privilege. To request termination o a long distance access code, BHC Computer Help

Desk, at ext. 4692.


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INFORMATION PRIVACY AND SECURITY Section 7

Almost every person who works within the Dallas County Community College District has access to sensitive

inormation. Through the DCCCDs emerging Inormation Privacy and Security Program, IPS, the district aims

proactively to minimize the need or responding to an inormation breach; however, employees need to be aware o

what constitutes a breach o sensitive inormation, when it has occurred and how to address such breaches.

Report any o the inormation privacy/security event(s) and/or incident(s) below to the colleges IPS programs Incident

Response Coordinator at 972-860-4670. I you are unable to reach your location coordinator in a timely manner, then

report the event(s) and/or incident(s) to the District-level IPS Incident Response Coordinator at the District Service Center.

Events and/or incidents to report to your location IPS Incident Response Coordinator include but are not limited to the

ollowing:

Sensitive Inormation in hard copy(ies) on paper, electronic, or any orm o student(s), and/or employee(s)

record(s), document(s), application(s) or inormation that may have been lost, stolen, missing, accidentally released,

sent to the wrong person, misused, involved in unauthorized access and/or large-scale intrusions.

Electronic device containing sensitive inormation, e.g., laptop, USB storage, PDA, etc., may have been lost or

stolen.

Breach o inormation security account(s) compromised.

WHEN IN DOUBT, REPORT IT!

Reporting an Inormation BreachThe ollowing types o events and/or incidents should be reported directly to your locations Ofce o Inormation

Technology immediately:

Intrusion o computer networks via the network, oten reerred to as hacking

Occurrence o computer viruses, e.g., an inection by a virus, worm, or Trojan program

Denial o service attacks, lack o network response

All criminal incidents or other suspicious activity, including threats to your personal security, should be reported directly to

the Brookhaven College Police Department.04/05/06

Location IPS Incident Response Coordinators:

Brookhaven College - 972-860-4670 Mountain View College - 214-860-8551

Cedar Valley College - 972-860-8232 North Lake College - 972-273-3334

LeCroy Center - 972-669-6407 Richland College - 214-238-6930

Eastfeld College - 972-860-7097 District Ofce - 214-860-2450

El Centro College - 214-860-2166 District Service Center - 972-860-7964

District IPS Incident Response Coordinator

972-860-7475


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HOSTILE INTRUDER GUIDELINES Section 8

FOR EMPLOYEES AND STUDENTSPublished April 19, 2007, Brookhaven College Police Department

HOSTILE INTRUDER IS INSIDE OF A BUILDINGWhen a hostile person(s) is actively causing death or serious bodily injury, the threat o imminent death or serious

bodily injury to employees, visitors and/or students within a building, the ollowing is recommend.

While the guide reers primarily to academic buildings, it should be understood this inormational guideline also isrelevant to administrative and other common buildings on campus.

Employees should immediately lock students and themselves in the classroom. I possible, cover anywindows or openings that have a direct line o sight into the hallway. Barricade the doors with desk, tables

etc.

I communication is available:

u From college phone, call ext. 4290 and/or 911.

The college phone will be answered by the Police Communications Center and a police ocer will

respond. The Police Dispatcher also will notiy outside law enorcement agencies o the incident.

u From a cell phone: dial 972-860-4290. NOTE: It is recommended that you program your cell phonewith this number. Dialing 9-1-1 on your cell phone will automatically go to a city police department

that cannot respond as quickly as the Brookhaven College Police Department. College Police Ocers

are the designated rst responders or the campus; in an emergency, they can be anywhere on campu

in less that two minutes -- an outside agency cannot respond that quickly.

Do not sound the fre alarm. A fre alarm would signal the occupants to evacuate the building and thusplace them in potential harm as they attempted to exit.

Lock the windows and close blinds or curtains.

Stay away rom the windows.

Turn o lights and all audio equipment.

Keep everyone together.

Keep classrooms secure until police arrive and give you directions.

I you are not in a classroom, try to get to a classroom or an oce.

Stay out o open areas and be as quiet as possible.

I you are caught in an open area such as a hallway or lounge, you must decide what you are going to

do. This is a very crucial time and it can possibly mean lie or death.

1. You can try to hide, but make sure it is a space not easily discovered or you may be ound as the

hostile person(s) move through the building looking or victims.

2. I you believe that you can saely make it out o the building by running, then do so. I you decideto run, do not run in a straight line. Attempt to keep objects such as, desks, cabinets, xtures, etc

between you and the hostile person(s). Once outside, do not run in a straight line. Use trees, vehicles

and other objects to block you rom the view o intruders. When away rom the immediate area o

danger, summon help any way you can and warn others.

3. I the person(s) are causing death or serious physical injury to others and you are unable to run or hid

you may choose to play dead i other victims are around you.

4. Your last option i you are caught in an open area in a building may be to ght back. This is

dangerous, but depending on your situation, this could be your only option.

5. I you are caught by the intruder and are not going to ght back, obey all commands and DO NOT lo

the intruder in the eyes.

6. When police ocers arrive, obey all commands (the ocers may not know who you are). This may involv

being handcued or asked to keep your hands in the air. This is done or saety reasons. Once circumstanc

are evaluated by the police, the police ocers will give you urther directions to ollow.


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HOSTILE INTRUDER(S) ON CAMPUS GROUNDSWhen a hostile person(s) is actively causing death or serious physical injury, the threat o imminent death or serious

physical injury to person(s) on Brookhaven College grounds, we recommend the ollowing:

Runawayfromthethreatifyoucan,asfastasyoucan.

Donotruninastraightline.

Usevehicles,bushes,treesandanythingthatcouldpossiblyblockyourviewfromhostileperson(s),whileyouare

running.

Ifyoucangetawayfromtheimmediateareaofdanger,summonhelpandwarnothers.

Ifyoudecidetohide,takeintoconsiderationtheareainwhichyouarehiding.WillIbefoundhere?Isthisreally

a good spot to remain hidden?

Iftheperson(s)arecausingdeathorseriousphysicalinjurytoothersandyouareunabletorunorhideyoumay

choose to play dead i other victims are around you.

Thelastoptionyouhaveifcaughtinanopenareaoutsidemaybetoghtback.Thisisdangerous,butdepending

on your situation, this could be your only option.

Ifcaughtbytheintruderandyouarenotgoingtoghtback,donotlooktheintruderintheeyesandobeyall

commands.

Whenpoliceofcersarrive,obeyallcommands(theofcersmaynotknowwhoyouare).Thismayinvolvebeing handcued or asked to keep your hands in the air. This is done or saety reasons. Once circumstances are

evaluated by the police, the police ofcers will give you urther directions to ollow.

This inormational guide cannot cover every possible situation that might occur, but it is a tool that may reduce the

number o injuries or deaths i put into action as soon as a situation develops. TIME is the most important actor in the

management o this type o situation.

ADDITIONAL INFORMATION TO CONSIDERClassroom and ofce door locks: There are numerous types o locks on interior building doors. Become amiliar with the

kind o lock on your ofce and the classrooms you use. Most door locks can be locked by hand (without the use o a key),learn how to lock the rooms you use, know which doors will require a key to lock the door. There are locks that remain

locked all the time and the closing o the door will provide the necessary security.

Stay vigilant in observing what is taking place around you and report suspicious behavior to your campus police.

A display o irrational and/or violent behavior should be reported to the campus police immediately. Your police ofcers

are trained in Crisis Intervention Techniques or all kinds o behavioral issues (the reporting o incidents o this nature does

not mean the ofcers will arrest the person, it does mean that the ofcers will know about the individual and the behavior).

The ofcers are here or the saety o the college community; allow them the opportunity to do their job by providing

inormation regarding incidents. Ofcer visibility has been increased within the building complex.

Employees are asked to wear their Brookhaven College ID badges while on campus. Your college ID badges helps

identiying employees rom visitors and guests in cases o emergency.


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SAFETY AND LOSS PREVENTION OF PERSONAL AND

CAMPUS PROPERTY Section 9

Personal Property

There are many instances when employees bring personal property to campus or personal use. This property

may include but is not limited to art, oce urnishings, books, plants, photographs, and oce machines or

equipment. Personal property brought to campus is the sole responsibility o the owner. Brookhaven College

assumes no responsibility or the repair, replacement or reimbursement o personal property due to damage, lo

or thet.

Brookhaven College is an open campus, which means persons can reely come and go. To protect personal

property against thet or vandalism, always secure the work space beore you leave your area. Do not leave

personal property or valuables unattended. Report the lost, stolen or damaged property immediately to the

College Police at 972-860-4290.

I you witness a crime, suspicious person or activity, immediately contact the College Police Department at

972-860-4290. Be prepared to provide an accurate description o the suspicious person and direction and mod

o travel.

Campus Property O-Campus Use o District Equipment

DCCCD board policy section CI (REG), O-Premises Use o District Property states district equipment may be

used o-premises or college or district purposes. District equipment may not be used or personal use or or

personal prot.

A request or o-premises use o district equipment is initiated by the borrower with the completion o the

borrower inormation section o the O-Premises Use o District Equipment orm (District orm #0315-10/98

I equipment is stolen or lost while on loan, immediately notiy campus Police Department at 972.860.4290,

and reer to the procedure outlined in DCCCD Business Procedures Manual, Section 11.5.0. In addition, i the

equipment is computer-related, immediately notiy campus Police Department at 972.860.4290 and the IT

Department at 972.860.4822. The borrower assumes responsibility o equipment in cases o thet or damage du

to negligence.

Extended use (a scheduled return date past the end o the current semester or session or an extension o the lo

period initially approved) shall require the approval and signature o the Vice President or Business Services.


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SERVICE REQUESTS / WORK ORDERS Section 10The following instructions are provided to aid you in requesting college services.

To access a Facilities Services work order/service request form:1. From your desktop Access Facility Max.

2. Log-in and click on pull down menu. Select Customer Service, select Customer Request, select New (it looks

like a sheet o paper and is located on the ar right side o the screen next to the magniying glass).

3. Fill in all boxes that are outlined in red.

4. Locate Desired Date (located under Request Details) enter the date you would like to have the work completed by.

5. Click on the Save icon located in the upper right hand side (it looks like a diskette icon.).6. Once the inormation is saved, the system will automatically create a transition number. Please write down the

transition number. Knowing the transition number makes nding the Facilities Services work order easier.

IMPORTANT NOTICEIn order to successully address the needs o the campus, it is imperative that all acilities requests be submitted via AiM.

AiM is a district-wide web-based system that records the actual work request. Once it is submitted, Facilities Services

can determine the rank o the request based on levels o priority. Levels o priority are as ollows: #1 lie saety, #2

campus/classroom integrity, #3 campus events and #4 routine maintenance.

When requesting event/table set-ups, requests must be submitted in AIM three (3) business days prior to the event. A

set-up drawing is required to assist Facilities in providing the correct set-up. Event/table set-ups or building S require

a work request, drawing and approval rom Oscar Lopez. The lead time provides adequate time or approval andscheduling with GCA (custodial contractor). Please take into consideration that Facilities Services receives numerous

requests on a daily basis. Thereore, i the request is not submitted three (3) business days prior to the event, Facilities

Services cannot assure that the request can be scheduled.

To access Information Technology work order/service request form:1. Access a new e-mail screen.

2. Address message to:BHC Computer3. Type subject:person needing service, room number, brief summary (i.e. Manny Estrella, room A211, password reset)

4. Tab down to message area

5. Press: F11 key

6. Change to: Drive P:

7. Double-click Forms -> Inormation Technology -> Work Order -> SUPPORT

8. Press the keys: Ctrl-Home9. Complete the work order and press, Send.

To access an Institutional Research work order/service request form:1. Access a new e-mail screen.

2. Address message to:BHCResearch

3. Type Subject: Work Order Request


5. Press: F11 key

6. Change to: Drive X:

7. Double-click the le: Research

8. Press the keys: Ctrl-Home

9. Complete the work order and press, Send.

To access a Marketing and Public Information work order/service request form:1. Access the P: drive o your computer, by clicking on the My Computer icon.

2. Access the Forms older.

3. Select the PI Services Form Folder and double-click on the le, MPIRequestForm.pd.

4. Fill in the PDF with the requested service(s).

5. Either print the orm and bring it to the Marketing and Public Inormation Oce, Room S241, located in the Student

Services Center, Building S, or

6. Save the completed orm to your computer desktop. Open a new e-mail addressed to [email protected] and

attach the completed version o the orm.

NOTE: Requests or Internet services must be signed by your vice president or instructional dean.


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SERVICE REQUESTS / WORK ORDERS Section 10 ContinuedTo access a Telephone Services work order/service request form:

1. Access a new e-mail screen.

2. Address message to: BHC Phones

3. Type subject:person needing service, room number, brief summary


5. Press: F11 key

6. Change to: Drive P:

7. Double-click Forms -> Inormation Technology -> Work Order -> PHONES

(i.e. Manny Estrella, room A214, no dial tone)

8. Press the keys: Ctrl-Home

9. Complete the work order and press, Send.

UPDATED! CALENDARS Section 11

Campus Closings Schedule or the 2011-2012 Academic Year,please visit the Brookhaven Employee Intranet or the most current calendar.

CAMPUS CLOSED IS DEFINED AS NO CLASSES, NO ACTIVITIES, NO SERVICES GATES LOCKED

Fall 2011LABOR DAY . . . . . . . . . . . . . Sept. 5 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .CAMPUS CLOSED

No credit and non-credit weekend classes Friday evening Sept. 2, Saturday, Sept. 3 and Sunday, Sept. 4.

THANKSGIVING . . . . . . . . . . Nov. 24 Nov. 27 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .CAMPUS CLOSED

WINTER BREAK . . . . . . . . . . Dec. 23 Dec. 31 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CAMPUS CLOSED

Spring 2012NEW YEARS DAY. . . . . . . . . Jan. 1 - Jan. 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .CAMPUS CLOSED

MARTIN LUTHER KING JR . . Jan. 16 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .CAMPUS CLOSED

No credit and noncredit weekend classes Friday evening Jan. 13, Saturday, Jan 14 and Sunday, Jan 15.

DCCCD EMPLOYEE

DEVELOPMENT DAYS. . . . . . March 1 - March 2. . . . . . . . . . . . . . . . . . . . . . CAMPUS CLOSED EXCEPT TO EMPLOYEES

Credit and noncredit weekend classes will meet Friday evening, March 2, Saturday, March 3 and Sunday, March 4.

SPRING BREAK. . . . . . . . . . . March 12 March 18 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .CAMPUS CLOSED

SPRING HOLIDAY . . . . . . . . . April 6 April 7 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .CAMPUS CLOSED

No credit and noncredit weekend classes Friday evening April 6, Saturday, April 7 and Sunday, April 8.

Summer 2012MEMORIAL DAY . . . . . . . . . . May 28 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .CAMPUS CLOSED

No credit and noncredit weekend classes Friday evening May 25, Saturday, May 26 and Sunday, May 27.

INDEPENDENCE DAY . . . . . . July 4 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .CAMPUS CLOSED


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CAMPUS CLOSING APPROVAL PROCESSStep 1 Review the Brookhaven College Closing Schedule.

If you are requesting a date where there is no other activity, such as an athletic practice, and the

college may need to make accommodations, consider your request.

Step 2 Submit your request to your immediate supervisor.Thesupervisorshoulddiscussrequesttodeterminefeasibility.

Step 3 Supervisor submits request to the appropriate Vice President.TheVPshoulddiscussrequestwiththesupervisor.

I the request seems appropriate, the VP will bring request orward to the Presidents Cabinet.

Step 4 AB will consider request brought orward by the Vice President.Ifapproved,theVPwillnotifysupervisorandrequestor.

Approval will be sent to College Police Chie and College Room Scheduler.

Ifnotapproved,theVPwillnotifysupervisorandrequestor.

PLAN ACCORDINGLY: ANY request to have an activity on a date that the college is scheduled to be closed is expected

to be approved a minimum o one month prior to the date o your requested activity.

The college closing schedule is posted online on the Brookhaven Employee Intranet and updated as needed.

Website:http://intranet.bhc.dcccd.edu/intranet/dcccd/bhc/pds/resources/closing-dates-2006-04-11.pd

College closing procedures also are posted on the intranet.

Website:http://intranet.bhc.dcccd.edu/intranet/dcccd/bhc/pds/resources/closing-approval-process-2006-04-11.pd

INCLEMENT WEATHER & EMERGENCIES When classes in a local school district are canceled, Brookhaven Colleges Workorce and Continuing Education

Division classes at the schools in that district also will be cancelled.

When the Dallas County Community College District announces campuses are closed, the Brookhaven College

campus also will be closed. The WCE classes at the Brookhaven College campus will be cancelled, too.

During inclement weather or an emergency, please listen to your radio or television or announcements o

cancellations. Brookhaven College is a member o the Dallas County Community College District, also known as

the DCCCD, and may be listed as such in the broadcast messages.

The Student Inclement Weather Hotline number is 972-860-4200. Brookhaven College students have an assigned

call-in time o 5:45-6:30 a.m. The employee number is 972-860-4100, with call-in time o 5:45-6:15 a.m.


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UPDATED! BROOKHAVEN COLLEGE

IMPORTANT BUSINESS SERVICES ACTIVITIES CALENDARBudget Year 20112012

Various budget activities and the corresponding deadlines or each are listed below.

***You may want to mark your calendars or keep this as a handy reerence***

SUBMISSION DATES ACTIVITY

Sept. 6, 2011, Tuesday Year End (13th month) clean-up or BY 2011.

-Submit payment documents or expenses occurring on or beore Aug. 31, 2011. Documents

submitted ater this date, regardless o purchase date, will be posted against BY-2012.

-Expenses or events that occur on Sept. 1 or later will be posted against BY-2012.

April 16, 2012, Monday Materials orsummer courses:-Input REQUISITION FOR DISTRICT PURCHASE ORDER

-Input REQUISITION FOR CAMPUS PURCHASE ORDER

-Place order against current Blanket Purchase Order(s).

-Review balance in accounts. Re-allocate year budget dollars as needed.

June 1, Friday May begin input o requisitions or2013 Budget Year.Special Input Instructions: Immediately change deault date o requisition to 9-1-12 beore any

other input. Use priority code 4. Questions? Please call ext. 4304.

Write the budget year on each requisition orm in red ink, e.g., BY-2012 orBY-2013.

July 18, Wednesday

(six weeks remaining

until year-end)

Finalize current year, balance budget and make nal purchases:

- Input REQUISITION FOR DISTRICT PURCHASE ORDER(s) nalizing current year buying allowing

lead time or ordering, receiving and payment by year-end, Aug. 31.

- Input REQUISITION FOR CAMPUS PURCHASE ORDER(s) nalizing current year buying allowing

lead time or ordering, receiving and payment by year-end, Aug. 31.

- Budget adjustments submitted by July 12 are refected on the August budget report.

July 18, Wednesday

(six weeks remaining

until year-end)

GRANT unded purchases due to expire on Aug. 31.

- Input - REQUISITION FOR DISTRICT PURCHASE ORDER(s)

- Input - REQUISITION FOR CAMPUS PURCHASE ORDER(s)

Submit paperwork to notiy department(s) o grant number eective Sept. 1, 2012.

- Submit payroll changes to HR.

- Submit telephone changes to Quinn Munnerlyn.

- Submit print shop changes to Sonja Guinn.

Aug. 8, Wednesday Submit payment documents, excluding purchasing, beore end o month:- Journal Entry Request Forms- corrections and charge backs- Travel Forms- travel taken within July. Submit August travel by Sept. 3. No 2011 orms will b

processed ater this date.- Check Request (NPO) Form- reimbursements and specifc vendor payment types- Proessional Service Contracts- Student Athletic Service Forms

Aug. 24, Friday SubmitBUDGET ADJUSTMENTS as year-end clean up. (Approval by a vice president is needed.)

Aug. 31, Friday Last business day o Budget Year 2012 ocially ends Aug. 31, 2012.

Sept. 5, Wednesday

Year-end cleanup

Year-end (13th month) clean-up deadline

- Submit payment documents; see Aug. 8 or expenses occurring on or beore Aug. 31, 2012.

- Expenses or events that occur on Sept. 1 or later will be posted against BY-2013.

- Documents submitted ater Sept. 5, regardless o purchase date, will be posted against BY-2013.

Tip: Speciy the budget year (BY) on all documents, e.g., BY-2012, BY-2013.

Please keep in mind that exceptions to deadlines are reviewed by the director o business operations.

Emergencies will be honored unless registration responsibilities or year-end priorities prevent such action.

The Business Oce sta thanks you in advance or your observance o these deadlines.

Director of business operations, ext. 4814Inormation in this publication is subject to change as policies are updated. Please reer to online edition or the latest revision with updates. Th

you.


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Brookhaven College

Ofce o the Vice President or Business ServicesBusiness Ofce | Student Services Center, Building S, Room S057

3939 Valley View Lane | Farmers Branch, TX 75244-4997

[email protected] | 972-860-4814

Dedicated to Student Success!

Brookhaven College is accredited by the Commission on Colleges of the Southern Association of Colleges and Schools to award the associates degree. Contact the Commission

on Colleges at 1866 Southern Lane, Decatur, Georgia 30033-4097 or call 404-679-4500 for questions about the accreditation of Brookhaven College. The three-fold purpose

for publishing the Commissions address and contact numbers is to enable interested constituents (1) to learn about the accreditation status of Brookhaven College, (2) to file athird-party comment at the time of Brookhaven Colleges decennial review, or (3) to file a complaint against Brookhaven College for alleged non-compliance with a standard or

requirement. Normal inquiries about Brookhaven College, such as admission requirements, financial aid, educational programs, etc., should be addressed directly to Brookhaven