A ProCard (Visa) is issued to those who routinely purchase supplies/items for classroom or office use. It is the preferred, and in most cases the required way to purchase individual items of less than $500* and total purchase of less than $5,000. ProCard holders must complete an application and training before being issued a card.
Permitted ProCard purchases
Restricted ProCard purchases:
ProCard users must print out their activity monthly (statements/edit sheets are sent via email from PNC), attach appropriate documentation, receipts, etc. and forward to the Business Office for documentation, filing, and auditing BY the established deadline. Those who violate ProCard procedures and/or auditing requirements may have their cards suspended or revoked.
More detailed information and full guidelines for using Procurement Cards
**Please note the following guidelines for Employee and Non-Employee Meals (BP 1.13-1.14). These are in addition to the prior approval needed by the appropriate dean or college president for any food purchase (excluding Culinary Arts, Student Classroom Use, and Early Childhood Education).
In an effort to reach our goal of zero waste at Jefferson, we are implementing a No
Styrofoam Policy on all campuses, which states:
Jefferson Community & Technical College requests that no Styrofoam products are used at meetings and events. Please consider alternatives, such as paper, cardboard, or similar biodegradable items.
To request pitchers, cups, or water coolers for your meeting room or event, please contact the Sustainability Office.
The total amount of the meal cannot exceed the normal meal allowance for an employee in travel status. A BA 50 form MUST be completed PRIOR TO THE EVENT and submitted with the payment document.
Meals and refreshments for employees only, require prior signed approval from the
Department Head or Dean and the Budget Manager on form BA50.
Food provided for employees must be for “working meals” with the following stipulations:
Meals and/or refreshments provided for non-employee or guests, require prior signed approval from the Supervisor, Department Head or Dean, Budget Manager, AND the College President.
On-Campus – President’s prior approval is required:
Off-campus – President’s prior approval is required:
Request for exceptions to the total dollar threshold or to the dollar threshold per meal per person is to be sent in advance of the meal to KCTCS Comptroller for approval. Please contact the Business Office.
These instructions include EXAMPLES of the appropriate forms and process for utilizing Culinary Arts for on-campus catering for your events
DO NOT USE THESE FORMS TO SUBMIT FOR PAYMENTS
The requester is responsible for completing the BA50, securing the funding, receiving appropriate signatures and all approvals PRIOR to making final arrangements with Culinary Arts for your catering needs.
The requestor is also responsible for filling in the debit portion of the Journal Entry with the appropriate complete Chart String. The Budget Manager over that budget/chart string must be the one to sign the “Charge BU” line.
More detailed information and full guidelines for Meal and Refreshment purchases can be found within Business Procedures 1.13 and 1.14.
There are three (3) separate sections to this form. Depending on the type of function you are providing for depends on which section you fill out. Please fill out ONLY the section that applies. Please refer to “Instruction Sheet” and/or respective Business Procedure 1.13 or 1.14.
SECTION 1 – Employee Working Meal (Please pay special attention to the meeting times and cost per person.)
SECTION 2 – Official Guests/Students – REQUIRES PRIOR APPROVAL BY COLLEGE PRESIDENT
SECTION 3 – Refreshment Purchases (Employees) – Requires prior approval by appropriate Dean, Department Head and Budget Manager**
**NON-Employee and Student/guest refreshment purchases require prior approval by College President
**A SUB W-9 MAY BE REQUIRED – Please contact Melyssa Ray, ext. 32662. These must have Melyssa Ray’s typed information or KCTCS will not accept.
BA8 - Check Request Purchases
Section 3.2.3 – Allowable Goods and Services – No Dollar Limit
The following goods and services may be vouchered with an invoice or BA8 for
check request with no maximum dollar limit.
*These will be paid by Check Request ONLY if the vendor will not accept the ProCard
BA8 - Requisition Purchases
Requisitions are used for purchases not otherwise permitted through ProCard or Check Request. Generally, it is used for all equipment purchases and orders with line items exceeding $5,000. Information to create the electronic requisition is put on a Purchase Requisition Form BA8 approved by the appropriate Department Head and Budget Manager, forwarded to the Business Office, and entered locally into PeopleSoft. From there it is approved electronically and forwarded electronically to KCTCS for the creation of a Purchase Order, which is sent to the vendor. The more detailed Purchase Requisition form is used to provide the information necessary to secure (and in some cases bid out by KCTCS) the items specified.
BA8 – Honorarium Payments
An honorarium is a one-time payment made to an individual, who is not an employee of the Kentucky Community and Technical College System (KCTCS), for a special non-recurring activity for which a fee is not legally required. An honorarium is provided as a token of appreciation to the individual for participation in an activity and not as a contractual obligation to pay for services rendered. An honorarium is to be used when the college does not expect a particular result that would qualify an individual for temporary employment. In most instances a “deliverable” (e.g. a written report, plan, evaluation, opinion, etc.) is not provided.
Note: An honorarium cannot be used as a payment for specified services rendered by either an independent contractor or a KCTCS employee.
Contact KCTCS Office of Business Services for definition of an independent contractor.
More detailed information and full guidelines for Travel Reimbursement can be found at https://publicsearch.kctcs.edu/policies/Pages/BusinessProcedures.aspx
Forms can be found at https://kctcs.sharepoint.com/sites/employees
Please note: In order to avoid delay in reimbursement please make sure your voucher is complete by utilizing the checklists below. We must return any voucher that is missing any of the information below. This is required by the Auditors.
ProCard must be used to purchase rail and airfare, unless there are extenuating circumstances. If so, please write an email explanation, send it to the Business Office and approval will be sought from the Comptroller. If approved and paid by personal credit card you must include a receipt showing payment, include a copy of the approval and document the explanation on the voucher.
RENTAL CARS MUST BE APPROVED PRIOR TO MAKING ARRANGEMENTS
ProCard or check request must be used to pay for registration fees, unless there are extenuating circumstances. If it is too late to process a check request which requires 14 days and they do not accept procard please contact the Business Office.
In state voucher:
Out of State travel: All of the above that pertain to your travel and including -
TRAVEL REQUEST WORKSHEET-THIS IS NOT A FORM, ONLY A WORKSHEET AND DOES NOT REPLACE THE TRAVEL REMBURSEMENT VOUCHER. ***PLEASE DO NOT SUBMIT IN PLACE OF A VOUCHER VOUCHER***
Generally, for college related travel it is KCTCS’s policy not to rent vehicles, but rather to use college vehicles or reimburse employees for mileage (per KCTCS Business Policy 1.17.1).
When rental of a vehicle is necessary for a group (such as a SACS visiting team) or truck rental (such as for transporting equipment and supplies) it must have prior written approval of the Jefferson Community and Technical College president (or designee) which must be attached to the payment document (ProCard statement).
For employee travel, when a college vehicle is not available or practical, the preferred method is to reimburse mileage (local) or use public transportation (travel status) rather than vehicle rental. In order to rent a vehicle for employee travel, a college vehicle must not have been available or practical, public transportation not available or practical, or it can be demonstrated that it is the most economical means of travel versus the mileage reimbursement (BP 1.17.1). In all cases it must have the prior written approval of the Jefferson Community and Technical College president (or designee) which must be attached to the payment document (Travel Voucher).
The cost for all rentals will be charged to the department traveling.
Employee Local/Vicinity Travel
Following KCTCS policy (BP 1.17.3) Jefferson Community and Technical College generally does not rent vehicles for local/vicinity travel except in certain situations. If a college vehicle is not available, employees should use their personal vehicle and submit a travel voucher (BA3) for reimbursement of their mileage. There may be an exception to rent a vehicle (outlined in BP 1.17.3) if the employee’s car and/or the college’s vehicle will not accommodate the number of people traveling safely or if the rental is the most economical means of travel versus the mileage reimbursement.
An employee preference to use a rental vehicle is not a valid condition for an exception.
In all cases, the rental of a vehicle must have the prior written approval of the Jefferson Community and Technical College president (or designee) as well as the budget manager/supervisor of the department that will be charged. The vehicle must also be the most economical class of car, determined by the number of employees traveling.
All local rentals must be arranged through the Business Office. For personal employee travel, a personal credit card must be used for the rental and a Travel Voucher used for reimbursement.
Employee Travel Status
Employees in travel status (more than 40 miles away from the college and overnight stay required) should utilize public transportation (bus, subway, taxi, etc.) if possible rather than rent a vehicle. When it is not practical (exceptions below), employees must have prior written approval from the Jefferson Community and Technical College president (or designee) to rent a vehicle and this approval must be attached to the Travel Voucher.
Section 1.17.4 – Rental Cars While on Travel Status
A. It is the practice of KCTCS that its employees use public transportation while on travel status. Employees are to use buses, subways and/or taxis for transportation while traveling, except in special and unique situations described below. However, written approval as defined in business procedure 8.1.4 for out-of-state authorization with employee justification must be attached to the travel voucher (BA3) or to the procurement card cardholder’s statement.
We have a new state program with Enterprise for vehicle rental. The rates include the damage waiver and liability insurance. To make a reservation go to www.enterprise.com and put in the corporate number under Number 3 (XZ58043). The pass code is KCT. (Personal rentals may use the same contract, but using the corporate number 58A5445.)