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Process Guidelines

Guideline Topics

Independent Contractors/Consultants

Cochise College values the professional services provided by outside sources. To the maximum extent possible, the college will attempt to engage individuals in employer-employee relationships. Use of the Independent Contractor Agreement form will help the college assess the level of independence and whether a contracting relationship will be problematic with respect to IRS regulations.

  • Provide sufficient lead-time for the ICON and PO process to be complete prior to Contractor commencing services.
  • Department sends Independent Contractor Agreement form (ICON) to Contractor who completes, signs and sends back to department.
  • Department may also advise Contractor to complete a W-9, since no payment will be made before a complete W-9 is on file with Purchasing, and a Cochise College ACH Agreement to expedite payment via electronic direct deposit.  Links to both forms are on our Forms page.
  • If seeking approval to waive insurance requirement, Department must contact VPA office to request waiver prior to sending ICON to Contractor.
  • Department prepares purchase requisition indicating units and unit amounts to create purchase order (PO) for contractor to invoice against.
  • Department routes completed ICON referencing purchase requisition number for Dean and VP authorization then to Purchasing.
  • Purchasing reviews ICON to determine employee/employer status (assistance from Human Resources if necessary) and forwards to VPA for signature.
  • Purchasing issues PO and sends fully signed agreement with PO to contractor keeping a copy for College files; or Purchasing sends back to department to initiate employment process.

ICON FORM

On February 1, 2008, the College implemented a budget pool model in Banner that combined most non-personnel budget lines into one pool for budget monitoring and utilization purposes.  The pool concept eliminates the need to transfer budget between non-personnel line item accounts within the defined pools as long as there is available budget in other non-personnel line item accounts.  This implementation changes the look and format of some Banner screens and will impact the way that college units manage budgets.

  • Budgeting for personnel, benefits, and accounts outside of defined budget pools remains unchanged
  • The annual budgeting process will still be a line item process (unchanged)
  • The Operations Pool Account is 5100P
  • The Operations Pool is specific to each Fund/Org combination
  • The Operations Pool combines Accounts 5101 – 5599 in that Fund/Org combination
  • As long as there is a positive balance in Account 5100P for that Fund/Org combination, a Department may make expenditures in Accounts 5101 – 5599
  • Account 5100P is for budget only – all expenditures must be properly coded based upon the nature of the expense
  • Non-personnel budget transfers between Fund/Org combinations may be made ONLY among similar Fund types (e.g 1000 to 1000, 5000 to 5000)
  • You may use either Account 5100P or the specific expense account code for allowable budget transfers between Fund/Org combinations
  • FGIBAVL will be the primary tool to monitor the Operations Pool
  • FGIBAVL will show pool level activity and line items outside of the pool
  • FGIBDST will remain unchanged and can be used to monitor line item (Account) level activity

 

Check Request Process Guidelines

Cochise College purchasing policies and practices follow the “pre-approval” method for all purchases except those allowed using the Purchasing Card.  The pre-approval method requires a series of approvals prior to any order for goods or services being placed.  A Cochise College Check Request Form is to be used when the standard Purchase Requisition or the Purchasing Card system cannot or was not used.  The Check Request is not to be used to circumvent the established Purchasing Policies, but may be used to facilitate the payment process when necessary.

·         Use Check Request to process reimbursements for allowable food expenses (See Cochise College Administrative Policy 2010) when the total cost does not exceed $200.

·         May be used with PRIOR approval of the VPA without need for further documentation (attach email from VPA to Check Request when processing).

·         Otherwise, must contain an explanation as to why the established Purchasing Procedures were not followed.

·         If payment is to an individual, the Payee must sign the Check Request, certifying that these costs are for a college business-related purpose and that the receipts reflect the true and accurate costs of the reimbursement.

·         Must submit Check Request within 15 days of invoice date.

·         Signature Route is:  Payee, Budget Manager, applicable VP, and then VPA.

·         For Clubs, the Signature Route is:  Payee, Club President (use Budget Manager line), Advisor (use VP line), and then VPA.

·         VPA will route directly to Accounts Payable.

VPA reserves the right not to process for abuse of the Check Requ

 Last Updated On: 6/10/08