TRUST FUND GUIDELINES AND POLICIES

 

  

PREPARED FOR THE

BOARD OF TRUSTEES

 

  

Bridgewater State University

Administration and Finance

 _____________________________________________________________________________________________________________

   

Table of Contents

 

Standards for Expenditure of Trust Funds

 

 

Trust Fund Document                

 

Business Expense Policy & Affiliated Guidelines

______________________________________________________________________________________________

 

Bridgewater State University

Standards for the Expenditure of Trust Funds

 

Definition

 

 

The term "trust funds" as used in public higher education refers to non-appropriated funds held by the University.

 

Revenue Sources

 

 

Bridgewater State University has two primary sources of income: state appropriations and funds held in trust, which are generated from fees.

 

The expenditure of state appropriated funds is governed by detailed state regulations which control expenditures for the University. Statutory authority for enforcing state regulations rests with several entities including the State Auditor, the State Comptroller and the Board of Higher Education.

 

Although technically "public" funds, trust funds are not "appropriated" funds and therefore are not subject to the same spending rules and regulations as appropriated funds. In many cases, other external regulations govern expenditures of trust funds. For example, the Massachusetts State University Building Authority governs the dormitory trust fund. Where third-party regulations do not exist, responsibility for regulating and controlling the expenditure of trust funds rests with the Board of Trustees. The Board of Higher Education does not have statutory authority for trust funds.

 

Role of Trust Funds

 

 

For Bridgewater State University, trust funds play an important role in financing the education of our students. The statutory authority for trust funds resides in the Commonwealth is Massachusetts General Laws Chapter 15A, Section 5(1) and 10(e), as well as various other statutes governing public institutions of higher education. These statutes allow the Board of Higher Education and Boards of Trustees to create financial accounts to fund and account for certain campus projects, programs and activities. These statutes stipulate that all income received be held in trust and be expended for the purposes for which the trust funds were established.    Without trust funds, the· Commonwealth's appropriation would have to be increased or many services and activities currently provided by the University could not be undertaken.  Trust funds can also provide a vehicle to manage supplemental programs such as student activities to better meet the needs of the Bridgewater State University community.

 

Trust funds are used in connection with a variety of campus activities such as auxiliary enterprises (e.g. student housing, bookstores and food service), student activities and public services. Revenues generated through each activity are used to fund the costs of the associated program or activity. The expectation is that over time each trust fund should become self-supporting.

 

Purpose of Standards

 

 

It is important that the development, utilization and management of trust funds be conducted in a manner that complies with applicable laws and statutes and meets with the approval of the Bridgewater State University Board of Trustees. Standards for the expenditure of trust funds are intended to provide some guidance and suggestions on selected expenditures made in the interest of promoting the mission of the University. These standards provide greater clarity and uniformity in the determination of appropriate and inappropriate expenditures of these funds.

 

Underlying Principles

 

  A number of important principles underlie these standards:

              (1)       Standards should not be construed as an attempt to usurp departmental authority or to centralize decision-making. Bridgewater State University must have the flexibility to fulfill its distinctive mission within the public higher education system.

              (2)       Expenditures of trust funds should be made with the assumption that those decisions and choices will become public knowledge.

              (3)       Accountability is a critical component of local autonomy.  The University will be held accountable for choices and decisions, including the expenditure of trust funds.

              (4)       Bridgewater State University is a member of, and participates within, the larger community it serves. As such, the University must interact with community groups and civic associations and it is appropriate for it to make modest and limited expenditures in support of these entities.

              (5)       State Universities, like private universities, must engage in activities that promote employee morale, generate philanthropic support and enhance the well being of the University. Accordingly, reasonable and appropriate expenditures to support such activities can and should be made.

              (6)       Trust funds should not be spent in a manner which gives the impression of lavishness or extravagance. Travel, entertainment and other expenditures should be made in moderation and good taste. Additional guidelines are detailed in the University's business expense policy, policy governing on/off-campus events, recruitment policy, and travel policy.

 

Responsibility and Reporting

 

            (1)       Responsibility for these specific trust fund guidelines and regulations rests with the Bridgewater State University Board of Trustees.

            (2)       Responsibility for trust fund administration rests with the President and the Vice President for Administration and Finance. Records should be maintained in accordance with proper accounting procedures including documentation of receipts, disbursements and bank accounts.

            (3)       All trust fund activities are subject to regular audit inspection by the State Auditor's Office.

            (4)       Clear goals and objectives shall be established for each trust fund. An annual budget will be developed, reviewed by the President and submitted to the Board of Trustees for approval. Such budgets should include sufficient detail to permit the identification of major expenditures.

            (5)       The President shall provide a detailed accounting of trust fund expenditures to the Board of Trustees on a quarterly basis. Audited financial statements shall be submitted to the Department of Higher Education, the Office of the State Auditor and the Office of the State Comptroller on an annual basis. Additional reports may be requested at the discretion of either board.

            (6)       The level of detail in the quarterly reports must be sufficient to satisfy Board member inquiries and audit requirements and should also include: certification by the President that all records were maintained in accordance with proper procedures, including documentation of receipts, disbursements and bank accounts; and a clear indication that all expenditures were made to advance Bridgewater State University's mission.

            (7)       The Budget, Finance and Facilities Committee of the Board shall review the report. It shall then be approved by the full Board of Trustees. The Board of Trustees is responsible for reporting any violations of trust fund expenditure standards to the Board of Higher Education. The Board of Trustees shall be responsible for follow-up action taken to address each violation.

            (8)       As necessary, the Audit Committee of the Board of Trustees receives reports by the Internal Auditor for review and approval by the full Board of Trustees.  The Audit Committee also reviews an annual external audit to be approved by the Board of Trustees. Furthermore, the Audit Committee reviews all financial statements and compliance reports.

            (9)      Wherever specific expenditures require prior approval, the approval of the annual budget by the Board of Trustees satisfies prior approval requirements for any expenditure noted in. these standards if that annual budget includes sufficient detail to permit the identification of said expenditure.

          (10)    The President or his/her designee has discretion over individual contracts where trust funds are used up to $500,000 except in the following circumstances which require prior approval:

A.   expenditures which personally benefit the President;

B.   expenditures for furnishings or decoration of the President' office or home;

C.   expenditures for individual membership dues over $500;

D.   expenditures for attendance at charitable dinners or events that exceed $500;

E.   expenditures for trustee travel;

F.    expenditures for purchase or lease of motor vehicles used by the President.

          (11)     Individual expenditures for contracts over $500,000 require the prior approval of the Board of Trustees. In rare cases when approval of the full Board of Trustees is not immediately available, the Executive Committee of the Board may grant verbal approval on behalf of the Board of Trustees.  Such an action must be reported at the next regularly scheduled meeting of the full Board of Trustees.

 

Categories of Expenditure

 

(1)    Expenditures of a Personal Nature

A. Whenever an expenditure would personally benefit or might be seen to personally benefit an individual, that person is prohibited from approving such an expenditure, regardless of the dollar amount. In all such circumstances, the President or his/her designee must approve the expenditure in advance.

B.  In the case of the President, the Board of Trustees must provide prior approval of such expenditures.  This may be accomplished through approval of the annual budget for such expenditures.

(2)    General Campus Projects

A.    When furnishings or decorations are for the President's home or office and are to be funded from trust funds, they must have the prior approval of the Board of Trustees. All such expenditures shall conform to University and state policies and procurement regulations and guidelines.

B.     Contractor and consultant fees paid from trust funds shall conform to state law pertaining to such activities.

C.     Publications, including Presidential reports, newsletters, advertisements, magazines, invitations and others should avoid the appearance of extravagance.

D.    Individual membership fees for civic, academic and/or professional organizations must have prior approval of the President or his/her designee. In the case of the President, the Board of Trustees must give prior approval.

E.     Modest contributions to charitable organizations are permissible provided they are consistent with the underlying principles described above.

F.      Contributions from trust funds to individuals (or their associated committees) seeking elected public office are strictly prohibited.

G.    Contributions from trust funds to political action committees (PACs) or equivalent organizations are strictly prohibited.

(3)    Travel and Subsistence Costs

                  Refer to the University Travel Policy.

(4)    Personal and Student Loans

A.    Personal loans shall not be granted to University staff or Board members.

B.     It is permissible to provide salary advances to employees if the University cannot meet payroll due to technical difficulties. (e.g. computer failure, etc.) Such advances should be repaid promptly to the trust fund.

C.     In the case of students, loans from trust funds can only be made by the President or her/his designee and should be made only in exceptional circumstances.

(5)   Employee and Student Recognition Activities

A.    Certain expenditures of trust funds to enhance employee and student morale or to recognize achievement, longevity, performance or retirement can be made in moderation. All recognition activities must comply with specific University Policy and Procedures.

(6)   Entertainment of University Donors, Alumni, Friends, Guests and Visitors

A.    Such entertainment should be in moderation and good taste.

B.      It is appropriate for the University President to entertain guests in his/her home as part of official duties. An annual budget for such purposes must be approved by the Board of Trustees.

C.     Areas of expenditure for entertainment can include:

  • Equipment and furniture rentals

  • Materials and supplies

  • Food and beverages

  • Entertainment

  • Travel and related expenses

D.    Sports, theater and other entertainment. tickets cannot be purchased with trust funds unless the event is being held on campus or directly supporting the University's instructional programs. Such expenditures may be made to support student attendance at events.

 (7)  Miscellaneous

A.    Moving expenses are appropriate for the President and selected employees of the University. Attracting individuals of high quality can require moving them from other parts of the state or country. Moving expenses should not exceed the regional, average cost of moving between two points. A minimum of three competitive bids for moving costs must be sought in all cases. These expenditures must not include storage fees while an employee waits to sell or purchase a home. Approval for moving expenses may only be granted by the President or his/her designee.

B.     Purchase, lease or reimbursement of any motor vehicle for the exclusive use of the President must have prior approval from the Board of Trustees.   The lease or purchase of a moderately priced, full-sized vehicle is appropriate.  If the President desires a more expensive vehicle, the difference between the stated limits and the actual cost of the vehicle must be paid with personal funds. If the President desires reimbursement in lieu of a University purchase or lease, the reimbursement shall not exceed the cost of a moderately priced, full-sized vehicle.

C.     Modest purchases of flowers, gifts and cards from trust funds may be made by the President or his/her designee. Appropriate occasions include but are not limited to: death or illness of an employee, student, trustee or person of special importance to the University, or immediate family member of said persons; appreciation for contributions that enhance the mission of the University.

D.    Initiation fees and membership dues for private clubs are not an allowable expense.

 

Closing Comments

 

 

As noted previously, these standards for the expenditure of trust funds are not all-inclusive. It would be impossible to outline every possible type of expenditure which might be made utilizing these funds. However, when a trust fund expenditure decision must be made, it should be made in recognition of the public nature of these funds and in moderation and good taste.


_____________________________________ Return to Top ___________________________________________

 

Bridgewater State University

Trust Fund Document

  

 

 

The Board of Trustees of Bridgewater State University establish Trust Funds as authorized by Massachusetts General Laws Chapter 15A, Sections 5(1) and 10(e). These statutes authorize the University, through its Board of Trustees, to create trust funds to finance and account for certain campus projects, programs and activities. The Board shall establish those fees required to maintain a reasonable balance of unrestricted current operating funds.

 

These statutes also stipulate that all income received (other than state and federal appropriations) be held in trust and be expended for the purposes for which each Trust Fund is established.  Trust Funds are used to provide an accounting structure within which the University shall operate those activities deemed necessary for the operation and maintenance of those University projects, programs and activities directly associated with the particular trust fund.

 

The Bridgewater State University Board of Trustees shall be the primary legal entity responsible for the collection of revenues and expenditures of funds associated with this account. The Board delegates the authority to operate Trust Funds to the President, who in turn delegates the following responsibilities to the Vice President for Administration and Finance:

                                (1)       Establishing and maintaining accurate records of all transactions affecting the fund balance of each account.    Records shall be maintained in accordance with proper accounting procedures, including documentation of receipts, disbursement and bank accounts.

                                (2)       Maintaining cash collected in the name of this Trust Fund within an approved banking establishment.

                                (3)       Complying with all Massachusetts General Laws, which may directly or indirectly affect the nature of expenditures from this Trust Fund, and compliance with all guidelines and standards, issued by the Governor of Massachusetts under his/her executive authority.

                                (4)       Providing the President with a detailed accounting of Trust Fund expenditures on a quarterly basis.  The President shall forward the quarterly reports to the Board of Trustees for review and approval.


 

Bridgewater State University - Athletic Trust Fund

 

In accordance with the fiduciary requirements of the Board of Trustees of Bridgewater State University this fund is subject to the following terms and conditions:

 

1.      The trust fund shall be exclusively known as "Bridgewater State University - Athletic Trust Fund."

 

2.      The trust fund shall be used to support the following purposes:

To provide a diverse program of athletic and recreational activities for students while enrolled at Bridgewater State University.  Emphasis is focused on those activities which foster broad participation, serve to promote personal development and enhance a cooperative effort, self­ discipline and team endeavor not in conflict with existing University contracts or policies.

Examples of appropriate expenditures would be, but not limited to, the following: intramural sports; inter­ collegiate activities; community programs; and any other items necessary for supporting the operation of University athletic programs both on and off campus.

 

3.      The Trust may not be used for expenditures deemed inappropriate.  Examples of inappropriate expenditures include the following: Any items indicated as inappropriate trust fund expenditures within the Trust Fund Guidelines issued by the Board of Higher Education; items such as academic textbooks/ or any other non-athletic related expenses.

 

4.      The revenue sources for this Trust Fund will be derived from fundraising events not in conflict with existing University contracts or University policies and from the sale of game tickets and programs.

 

5.      All coaches must read and acknowledge responsibility for compliance with the Bridgewater State University Coach’s Handbook on an annual basis. The procedures in the Bridgewater State University Coach’s Handbook must not be in conflict with any Trust Fund Guideline or Bridgewater State University policies and procedures.


 

Bridgewater State University - Parking Trust Fund

 

In accordance with the fiduciary requirements of the Board of Trustees of Bridgewater State University this fund is subject to the following terms and conditions:

 

1.      The Trust shall be exclusively known as "Bridgewater State University - Parking Trust Fund."

 

2.      These funds should generally be used for the exclusive purpose of supporting parking related functions such as administrative operations, parking decals, construction of new parking facilities and maintenance of parking related structures. Expenditures must be in compliance with the expense policies of the University.

Examples of appropriate expenditures would be, but not limited to the following: parking office supplies and administrative expenses; parking office payroll expenses; parking enforcement activities; and parking lot construction and maintenance expenses.

 

3.      In accordance with Massachusetts General Laws Chapter lSA, section .22, said fees established under the provisions of this section shall be retained by the Board of Trustees in a revolving fund or funds and shall be expended as the Board of Trustees may direct.

Examples of inappropriate expenditures would be, but not limited to the following: any items indicated as inappropriate trust fund expenditures within the Trust Fund Guidelines issued by the Board of Higher Education or Bridgewater State University Policies and Procedures.

 

4.      The revenue sources for this Trust Fund will be derived from revenues collected from parking fines, parking fees and decals not in conflict with existing University contracts or University policies and procedures.

 

5.      Any Fund Balance may be transferred at the direction of the President to the University's Long-Term Reserve in order to protect against any economic downturns or budget rescissions from the Commonwealth.


 

Bridgewater State University - General Purpose Trust Fund

 

In accordance with the fiduciary requirements of the Board of Trustees of Bridgewater State University this fund is subject to the following terms and conditions:

 

1.      The Trust shall be exclusively known as "Bridgewater State University - General Purpose Trust Fund."

 

2.      The General Purpose Trust Fund shall be used to provide support for the general purpose of University operations, which include all academic costs, costs associated with student services, institutional support, operation and maintenance of the physical plant, and costs related to public service  to enhance university/community relations. Funds may be used for the purpose of scholarship aid and financial assistance to students from time to time as deemed necessary by the President and/or the Board of Trustees.

Examples of appropriate expenditures would be, but not limited to the following: office supplies; travel expenses; payroll expenses; electricity; consultant expenses; books; paper; equipment; and other expenses related to the daily operation of the University. Expenditures must be in compliance with the expense policies of the University.

 

3.      The Trust will not be used for any items indicated as inappropriate trust fund expenditures within the Trust Fund Guidelines issued by the Board of Higher Education.

 

4.      The revenue sources for this Trust Fund will be derived from undergraduate fees and graduate student tuition and fees, fitness center related fees, Children's Center fees, commissions, administrative overhead, interest income, media, locally generated day tuition revenues, and revenues received from generation of operating budgets not in conflict with existing University contracts or University policies and procedures.  Funds may be received from other trusts for appropriate expenditure in this trust fund.

 

5.      Any Fund Balance may be transferred at the direction of the president to the University's Long-term Reserve in order to protect against any economic downturns or budget rescissions from the Commonwealth.


 

Bridgewater State University - Pooled Dormitory Trust Fund

 

In accordance with the fiduciary requirements of the Board of Trustees of Bridgewater State University this fund is subject to the following terms and conditions:

 

1.      The Trust shall be exclusively known as "Bridgewater State University - Pooled Dormitory Trust Fund."

 

2.      The Pooled Dormitory Trust Fund supports the University's mission to provide clean, safe and adequate housing for resident students at Bridgewater State University.

Examples of appropriate expenditures would be, but not limited to the following: dormitory maintenance expenses; payroll expenses related to housing; and other housing related expenses. Expenditures must be in compliance with the expense policies of the University.

 

3.      Examples of inappropriate expenditures would be, but not limited to the following: any items indicated as inappropriate trust fund expenditures within the Trust Fund Guidelines issued by the Board of Higher Education; deferred maintenance of an academic or administrative building; salaries unrelated to housing administration; or athletic programs.

 

4.      The revenue sources for this Trust Fund will be derived from student rents and fees specifically related to housing and other housing related revenue not in conflict with existing University contracts or University policies and procedures.


 

Bridgewater State University - East Hall Trust Fund

 

In accordance with the fiduciary requirements of the Board of Trustees of Bridgewater State University this fund is subject to the following terms and conditions:

 

1.      The Trust shall be exclusively known as "Bridgewater State University- East Hall Trust Fund."

 

2.      The East Hall Trust Fund supports the University's mission to provide clean, safe and adequate housing for resident students at Bridgewater State University.

Examples of appropriate expenditures would be, but not limited to the following: dormitory maintenance expenses; payroll expenses related to housing; and other housing related expenses. Expenditures must be in compliance with the expense policies of the University.

 

3.      Examples of inappropriate expenditures would be, but not limited to the following: any items indicated as inappropriate trust fund expenditures within the Trust Fund Guidelines issued by the Board of Higher Education; deferred maintenance of an academic or administrative building; salaries unrelated to housing administration; or athletic programs.

 

4.      The revenue sources for this Trust Fund will be derived from student rents and fees specifically related to housing and other housing related revenue not in conflict with existing University contracts or University policies and procedures.


 

Bridgewater State University - Crimson Hall Trust Fund

 

In accordance with the fiduciary requirements of the Board of Trustees of Bridgewater State University this fund is subject to the following terms and conditions:

 

1.      The Trust shall be exclusively known as "Bridgewater State University- Crimson Hall Trust Fund."

 

2.      The Crimson Hall Trust Fund supports the University's mission to provide clean, safe and adequate housing for resident students at Bridgewater State University.

Examples of appropriate expenditures would be, but not limited to the following: dormitory maintenance expenses; payroll expenses related to housing; and other housing related expenses. Expenditures must be in compliance with the expense policies of the University.

 

3.      Examples of inappropriate expenditures would be, but not limited to the following: any items indicated as inappropriate trust fund expenditures within the Trust Fund Guidelines issued by the Board of Higher Education; deferred maintenance of an academic or administrative building; salaries unrelated to housing administration; or athletic programs.

 

4.      The revenue sources for this Trust Fund will be derived from student rents and fees specifically related to housing and other housing related revenue not in conflict with existing University contracts or University policies and procedures.


 

Bridgewater State University - Dining Trust Fund

 

In accordance with the fiduciary requirements of the Board of Trustees of Bridgewater State University this fund is subject to the following terms and conditions:

 

1.      The Trust shall be exclusively known as "Bridgewater State University - Dining Trust Fund."

 

2.      The Dining Trust Fund shall be used as a depository for all payments made to the University in association with the delivery of the food service meal plan program at the university by the university food service contracted vendor.  Payments made to the vendor, for the support of students in the university sponsored meal plans, shall also, in turn, be paid directly from this account.

Examples of appropriate expenditures would be, but not limited to the following: meal plan payments to food service vendor; dining room renovation, repairs, replacements, or other improvements to the campus dining halls. Expenditures must be in compliance with the expense policies of the University.

 

3.      Examples of inappropriate expenditures would be, but not limited to the following: any items indicated as inappropriate trust fund expenditures within the Trust Fund Guidelines issued by the Board of Higher Education; office supplies; administrative expenses; and travel expenses.

 

4.      The revenue sources for this Trust Fund will be from student fees paid for meal plans, dining cash sales and other dining related revenue not in conflict with existing University contracts or University policies and procedures.

 

5.      Any Fund Balance may be transferred at the direction of the President to the University's Long-Term Reserve in order to protect against any economic downturns or budget rescissions from the Commonwealth.


 

Bridgewater State University

Student Government Association Trust Fund

 

In accordance with the fiduciary requirements of the Board of Trustees of Bridgewater State University this fund is subject to the following terms and conditions:

 

1.      The trust shall be exclusively known as "Bridgewater State University - Student Government Association Trust Fund."

 

2.      The Student Government Association Trust Fund shall be used exclusively to support programs and activities beneficial to students such as recognized student clubs and organizations.  The Student Government Association Trust Fund shall be the accounting vehicle to receive all funds collected by the university, as charged on the student bill as the Student Government Association fee.  The SGA fee shall be proposed by the Student Government Association and approved by the President and the Board of Trustees.  Expenditures must be consistent with the mission and purposes of Student Government Association at Bridgewater State University and not in conflict with existing University contract or University policies.

Examples of appropriate expenditures would be, but not limited to the following: office supplies; program expenses; contracted services and payroll expenses. Expenditures must be in compliance with the expense policies of the University.

 

3.      Examples of inappropriate expenditures would be, but not limited to the following: any items indicated as inappropriate trust fund expenditures within the Trust Fund Guidelines issued by the Board of Higher Education and Bridgewater State University policies and procedures.


 

Bridgewater State University

Continuing Education Trust Fund

 

In accordance with the fiduciary requirements of the Board of Trustees of Bridgewater State University this fund is subject to the following terms and conditions:

 

1.      The Trust shall be exclusively known as "Bridgewater State University - Continuing Education Trust Fund."

 

2.      The Continuing Education Trust Fund shall be used as a central accounting vehicle for those programs developed by the University to provide educational opportunities to meet the demand for continuing education and non-credit programs in the University's service region.

Examples of appropriate expenditures would be, but not limited to the following: office supplies; program expenses; contracted services and payroll expenses. Expenditures must be in compliance with the expense policies of the University.

 

3.      Examples of inappropriate expenditures would be, but. not limited to the following: any items indicated as inappropriate trust fund expenditures within the Trust Fund Guidelines issued by the Board of Higher Education or Bridgewater State University Policies and Procedures.

 

4.      The revenue sources for this Trust Fund will be derived from student tuition, student fees and program fees not in conflict with existing University contracts or University policies and procedures.

 

5.      Any Fund Balance may be transferred at the direction of the President to the University's General Purpose Trust Fund or Long-Term Reserve in order to protect against any  economic downturns or budget rescissions from the Commonwealth.


 

Bridgewater State University - Testing Center Trust Fund

 

In accordance with the fiduciary requirements of the Board of Trustees of Bridgewater State University this fund is subject to the following terms and conditions:

 

1.      The Trust shall be exclusively known as "Bridgewater State University - Testing Center Trust Fund."

 

2.      The Testing Center Trust Fund shall be used to offer the Southeastern Massachusetts Community a comprehensive group of academic and professional exams.

Examples of appropriate expenditures would be, but not limited to the following: office supplies; program expenses; contracted services and payroll expenses. Expenditures must be in compliance with the expense policies of the University.

 

3.      Examples of inappropriate expenditures would be, but not limited to the following: any items indicated as inappropriate trust fund expenditures within the Trust Fund Guidelines issued by the Board of Higher Education or Bridgewater Policies and Procedures.

 

4.      The revenue sources for this Trust Fund will be derived from testing fees and not in conflict with existing University contracts or University policies and procedures.


 

Bridgewater State University - ResNet Program Trust Fund

 

In accordance with the fiduciary requirements of the Board of Trustees of Bridgewater State University this fund is subject to the following terms and conditions:

 

1.      The Trust shall be exclusively known as "Bridgewater State University ResNet Program Trust Fund."

 

2.      The Resnet Program Trust Fund supports the University's mission to provide technology services for resident students at Bridgewater State University.

Examples of appropriate expenditures would be, but not limited to the following: internet service; cable television; telephone and voice mail services; technology equipment and facilities needed to deliver ResNet services; and payroll expenses in support of the above services. Expenditures must be in compliance with the expense policies of the University.

 

3.      Examples of inappropriate expenditures would be, but not limited to the following: any items indicated as inappropriate trust fund expenditures within the Trust Fund Guidelines issued by the Board of Higher Education or Bridgewater State University Policies and Procedures; non­ technology equipment, facilities or services that do not directly benefit residence hall students; and salaries unrelated to ResNet administration.

 

4.      The revenue sources for this Trust Fund will be derived primarily from student fees specifically related to residence hall telecommunications services.


 

Bridgewater State University - Orientation Trust Fund

 

In accordance with the fiduciary requirements of the Board of Trustees of Bridgewater State University this fund is subject to the following terms and conditions:

 

1.      The Trust shall be exclusively known as "Bridgewater State University - Orientation Trust Fund."

 

2.      The Orientation Trust Fund shall be used as a central accounting vehicle for those programs developed by the University to provide new students an opportunity to become familiar with the University through its people and programs in order to ease the transition from high school or another university.

Examples of appropriate expenditures would be, but not limited to the following: office supplies; program expenses; contracted services; and payroll expenses. Expenditures must be in compliance with all expenses policies and procedures of the University. Expenditures must be in compliance with all expense policies and procedures of the University.

 

3.      Examples of inappropriate expenditures would be, but not limited to the following: any items indicated as inappropriate trust fund expenditures within the Trust Fund Guidelines issued by the Board of Higher Education or Bridgewater State University Policies and Procedures.

 

4.      The revenue sources for this Trust Fund will be derived from orientation student fees not in conflict with existing University contracts or University policies and procedures.


 

Bridgewater State University
Notebook Software Initiative Trust Fund

 

In accordance with the fiduciary requirements of the Board of Trustees of Bridgewater State University this fund is subject to the following terms and conditions:

 

1.      The Trust shall be exclusively known as "Bridgewater State University - Notebook Software Initiative Trust Fund."

 

2.      The Notebook Software Initiative Trust Fund shall be used as a central accounting vehicle for those programs developed by the University to support the notebook computer requirement for all full-time undergraduate students.

Examples of appropriate expenditures would be, but not limited to the following: software; hardware needed to execute or support software; program expenses; contracted services; payroll expenses; and fringe benefits.  Expenditures must be in compliance with all expense policies and procedures of the university.

 

3.      Examples of inappropriate expenditures would be, but not limited to the following: any items indicated as inappropriate trust fund expenditures within the Trust Fund Guidelines issued by the Board of Higher Education or Bridgewater State University Policies and Procedures.

 

4.      The revenue sources for this Trust Fund will be derived from notebook software student fees not in conflict with existing University contracts or University policies and procedures.


 

Bridgewater State University - Art Supply Fee Trust Fund

 

In accordance with the fiduciary requirements of the Board of Trustees of Bridgewater State University this fund is subject to the following terms and conditions:

 

1.      The Trust shall be exclusively known as "Bridgewater State University - Art Supply Fee Trust Fund."

 

2.      The Art Supply Trust Fund shall be used as a central accounting vehicle for supplies in certain classes such as: metals, painting, gemstones, etc.

Examples of appropriate expenditures would be, but not limited to the following: office supplies; program expenses; contracted services; payroll expenses; and fringe benefits. Expenditures must be in compliance with all expense policies and procedures of the University.

 

3.      Examples of inappropriate expenditures would be, but not limited to the following: any items indicated as inappropriate trust fund expenditures within the Trust Fund Guidelines issued by the Board of Higher Education or Bridgewater State University Policies and Procedures.

 

4.      The revenue sources for this Trust Fund will be derived from student tuition, student fees and program fees not in conflict with existing University contracts or University policies and procedures.


 

Bridgewater State University - Conferences Trust Fund

 

In accordance with the fiduciary requirements of the Board of Trustees of Bridgewater State University this fund is subject to the following terms and conditions:

 

1.      The Trust shall be exclusively known as "Bridgewater State University - Conferences Trust Fund."

 

2.      The Conferences Trust Fund shall be used as a central accounting vehicle to follow University priorities to plan, support, and execute meetings, events and programs on campus.

Examples of appropriate expenditures would be, but not limited to the following: office supplies; program expenses; contracted services; furniture and equipment to support conferences and events; payroll expenses; and fringe benefits. Expenditures must be in compliance with all expense policies and procedures of the University.

 

3.      Examples of inappropriate expenditures would be, but not limited to the following: any items indicated as inappropriate trust fund expenditures within the Trust Fund Guidelines issued by the Board of Higher Education or Bridgewater State University Policies and Procedures.

 

4.      The revenue sources for this Trust Fund will be derived from conference fees not in conflict with existing University contracts or University policies and procedures.


 

Bridgewater State University -  Aviation Flight School Trust Fund

 

In accordance with the fiduciary requirements of the Board of Trustees of Bridgewater State University this fund is subject to the following terms and conditions:

 

1.      The Trust shall be exclusively known as "Bridgewater State University - Aviation Flight School Trust Fund."

 

2.      The Aviation Flight School Trust Fund shall be used as the central vehicle for the University's Flight School Program administered at the New Bedford Airport.

Examples of appropriate expenditures would be, but not limited to the following: lease payments for building and aircraft; maintenance of building and aircraft; office supplies; training materials; payroll expenses and fringe benefits. Expenditures must be in compliance with all expense policies and procedures of the University.

 

3.      Examples of inappropriate expenditures would be, but not limited to the following: any items indicated as inappropriate trust fund expenditures within the Trust Fund Guidelines issued by the Board of Higher Education or Bridgewater State University Policies and Procedures.

 

4.      The revenue· sources for this Trust Fund will be derived from Aviation flight School program fees not in conflict with existing University contracts or University policies and procedures.   In addition, this trust fund may receive transfers from the General Purpose Trust Fund in order to maintain the quality and safety of the Flight School Program.


 

Bridgewater State University - Attleboro Trust Fund

 

In accordance with the fiduciary requirements of the Board of Trustees of Bridgewater State University this fund is subject to the following terms and conditions:

 

1.      The Trust shall be exclusively known as "Bridgewater State University - Attleboro Trust Fund."

 

2.      The Attleboro Trust Fund shall be used as a central accounting vehicle for those programs developed by the University to provide instruction at the Attleboro campus.

Examples of appropriate expenditures would be, but not limited to, the following: office supplies; program expenses; contracted services; payroll expenses; and fringe benefits. Expenditures must be in compliance with all expense policies and procedures of the University.

 

3.      Examples of inappropriate expenditures would be, but not limited to the following: any items indicated as inappropriate trust fund expenditures within the Trust Fund Guidelines issued by the Board of Higher Education or Bridgewater State University Policies and Procedures.

 

4.      The revenue sources for this Trust Fund will be derived from student tuition, student fees and program fees not in conflict with existing University contracts or University policies and procedures.


 

Bridgewater State University - Agency Trust Fund

 

In accordance with the fiduciary requirements of the Board of Trustees of Bridgewater State University this fund is subject to the following terms and conditions:

 

1.      The Trust shall be exclusively known as "Bridgewater State University - Agency Trust Fund."

 

2.      The Agency Trust Fund shall be used as a central accounting vehicle for fundraising· and program events for students and departments.

Examples of appropriate expenditures would be, but not limited to the following: office supplies; program expenses; contracted services; payroll expenses; and fringe benefits. Expenditures must be in compliance with all expense policies and procedures of the University.

 

3.      Examples of inappropriate expenditures would be, but not limited to the following: any items indicated as inappropriate trust fund expenditures within the Trust Fund Guidelines issued by the Board of Higher Education or Bridgewater State University Policies and Procedures.

 

4.      The revenue sources for this Trust Fund will be derived from program fees and fund raising receipts not in conflict with existing University contracts or University policies and procedures.

 

_____________________________________ Return to Top ___________________________________________

 

Bridgewater State University

Business Expense Policy

 

This policy applies to authorized Bridgewater State University employees or Trustees who incur expenses in the process of conducting University business.

 

General Policy

  • Expenses must be necessary in the conduct and execution of University business.

  • Expenses must be directly related to the goals and mission of the university.

  • Expenses must be reasonable and appropriate under the circumstances, in moderation, and in good taste.

  • All expenses must be fully documented.

  • All University employees and individuals conducting University business are responsible for compliance with this policy.

Specific Criteria

 

The following are examples of the type of expenditures which may be considered reasonable and appropriate, subject to the general policy articulated above and the documentation criteria described below:

  • Meal expenditures which have a clear and direct bearing on University business;

  • Travel within the Commonwealth of Massachusetts, United States and internationally in the advancement of University interests;

  • Hospitality intended to advance educational purposes or the University mission.

Expenditures of a personal nature, unreasonable or excessive expenses, and those not specifically related to the conduct of University business are not reimbursable. The following are indicative of the type of expenditures that will not be reimbursed:

  •  Excessive or extravagant costs (e.g. exclusive hotels and restaurants);

  • Personal entertainment (e.g. optional tours while traveling to professional conferences);

  • Fines for traffic and parking violations;

  • Insurance for a personally owned car;

  • Remuneration for lost or stolen personal articles;

  • Club memberships, including private club initiation fees and/or membership dues;

  • Briefcases and luggage;

  • Any unexplained or undocumented expenditures.

Documentation

 

An original receipt must accompany all expenditures. Documentation must include:

  • The date, location and description of the expenditure;

  • The name(s), title, company, affiliation and business relationship of the person(s) in attendance;

  • Purpose for incurring the expense;

  • Written approval of the expenditure from President or area Vice President.

 

Reporting Requirements

 

The University should identify business and entertainment expenditures in Banner in a manner that allows for normal reporting to appropriate University officials.


     

      Bridgewater State University

      On/Off Campus Events

 

 

This policy replaces the University's Hospitality Policy and applies to expenses incurred for on-/off-campus employee or student morale events, retreats, and recognition activities or events similar in scope. This policy applies to all university funds, except student-fundraised accounts.

 

General Policy

  • Expenses must have educational or institutional purpose.

  • Expenses must be directly related to the goals and mission of the University.

  • Expenses must be reasonable and appropriate under the circumstances, in moderation, and in good taste.

  • All expenses must be fully documented.

  • Approval must be obtained from the President or area Vice President 30 days prior to the event.

  • All University policy regarding budgeting, approvals, purchasing and documentation shall apply. Requisitions for food and beverage services through campus dining must be completed in advance of the event to ensure adequate funding.

Specific Criteria

 

The following are examples of the type of expenditures which may be considered reasonable and appropriate, subject to the general policy articulated above and the documentation criteria described below:

 

  • Institutional events, including recognition and morale-enhancing activities;

  • Public relations and outreach events;

  • Development and fundraising opportunities;

  • Conferences, retreats, seminars and affiliated activities.

University events should generally be held on-campus. Occasionally, off-campus events may be deemed necessary and productive. The President and area Vice Presidents are authorized to make this determination.

 

Any expenditures personally benefiting an individual, deemed unreasonable and/or excessive, and expenditures not specifically related to the conduct of University business should not be incurred. The following are indicative of the type of expenditures that will not be reimbursed:

  • Expenditures for meetings which are of a routine nature;

  • Expenditures for meetings at exclusive and/or expensive restaurants;

  • Expenditures of a personal nature;

  • Expenditures for meetings where only alcohol is served.

Expenditures Relating to Retirement/Resignation Events

 

The university celebrates one annual retirement event for all retirees in a given fiscal year. All other retirement/resignation celebrations must be paid for from personal funds; University funds may not be used to pay for these expenditures.

 

Documentation

 

An original receipt must accompany all expenditures; documentation must include:

  • The date, location and description of the expenditure;

  • The name(s), title, company, affiliation and business relationship of the person(s) in attendance;

  • Purpose for incurring the expense;

  • Written approval of the expenditure from the President or area Vice President.

Reporting Requirements

 

The University should identify business and entertainment expenditures in Banner in a manner that allows for normal reporting to appropriate University officials.


 

Bridgewater State University

Recruitment Policy

 

 

The Recruitment Policy applies to expenses incurred by a duly authorized Bridgewater State University employee or Trustee who incurs expenses in the process of recruiting potential University employees.       Sufficient financial support shall be provided for the recruitment of full-time faculty, deans, senior administrators and other positions as deemed appropriate by the President.

 

Recruitment Expenses

 

Advertising

 

The cost of advertising for all Bridgewater State University positions is budgeted in the annual departmental Human Resources budget.  All advertising for positions shall follow the approved University process for advertising.

 

Search Committee Meetings

 

Meals should not be routinely served at these meetings at the expense of the University unless meetings are conducted outside normal business hours.  Meals may be served at search committee meetings during a candidate's visit to the campus.

 

Telephone Interviews

 

Calls are generally made from campus telephones during normal business hours.  It may be appropriate to conduct these calls from non-campus telephones and to charge the expense to the University, provided special circumstances warrant. Copies of telephone bills will be required to document any reimbursement requested for telephone interviews.

 

Candidate Travel

 

Candidates visiting the institution as part of the search process are governed by the University's travel policy. Arrangements will be made by the institutional travel coordinator and approved by the chair of the respective search committee.

 

Moving Expenses for Administrators

 

Moving expense reimbursement is appropriate for vice presidential positions, deans and other positions as approved by the President.

 

The new employee shall contact movers from a list of moving approved moving companies provided by the Purchasing Office. The new employee shall provide the University with written cost estimates provided by three moving companies before making financial commitment.

 

Moving Expenses for New Faculty and Librarians

 

Moving expense reimbursement is appropriate for new full-time tenure track faculty and librarians as approved by the area dean or the director of the library.  The new faculty and librarian will be reimbursed up to $1500.00.  Reimbursable moving expenses shall include only the actual cost (itemized) of loading, moving, and unloading the personal property of the new employee's household.  The University does not offer reimbursement for costs related to the packing of personal items and goods for moving.

 

Expenses incurred by the new employee while in transit to their new home are not reimbursable (e.g. hotels, food, mileage, etc.).

 

Reimbursed moving expenses are considered taxable income.  An adjustment will be made at the end of the calendar year to the new employee's W-2 for all reimbursed amounts.

 

All requests for reimbursement must be made within the first semester of employment and receipts must be included.  After the first semester, reimbursement will not be made.


 

Bridgewater State University

Travel Policy

 

 

The travel policy governs all authorized and approved university ­ related travel arrangements, expense and reimbursements supported by any funds under the direct or indirect control of Bridgewater State University, irrespective of their source or nature and including resources appropriated or granted from external agencies or organizations.  Terms of the policy apply to anyone utilizing university resources for appropriate travel needs and are not limited to employees and students.

 

Responsibilities

 

 

The Traveler

The traveler is responsible for making him/herself aware of all facets of the university travel policy.  The traveler is further responsible for submitting all necessary travel request, authorization and reimbursement documents to the requisite supervisor and the university at the appropriate time.  Travelers may not authorize their own travel nor approve their own travel reimbursements.

 

The Supervisor

Authority and responsibility for approval and control of travel by employees rests with the supervisor.  When a travel request is made, the supervisor is responsible for determining whether or not adequate funds are available for travel and for confirming that the intent of the trip is for bona fide university business.  When approving reimbursements, the supervisor ensures that: all reported expenses were incurred while conducting university business; submitted documents are accurate and complete; and expenditures are charged to the appropriate university account.

 

The Institutional Travel Coordinator

The Institutional Travel Coordinator provides travelers and supervisors with the lowest-cost estimate of requested travel plans as they pertain to airlines, rail transportation, hotels and rental cars.  In addition, the Institutional Travel coordinator is responsible for booking all university travel arrangements as they pertain to airlines, rail transportation, hotels and, with the prior approval of the Vice President for Administration and Finance or his/her designee. The Institutional Travel Coordinator has final-decision making authority in selecting the most reasonable and appropriate arrangements given the traveler's needs.

 

Considerations

 

 

Authorization to Travel

An authorization to travel is required for all travel on official university business, whether or not reimbursement is sought and irrespective of the scope or duration of travel.  At the discretion of the supervisor, blanket authorization to travel is permitted for those employees called upon to travel within the Commonwealth of Massachusetts on a regular basis.

 

Sponsored Project, Grant-Funded or Federally-Funded Travel

For travel charged to a sponsored project, grant or federal funding provision, the principal investigator must ensure that, in addition to all relevant funding agency rules and restrictions, all terms of the University's policy are met.

 

Non-Employee Travel

Appropriate travel expenses for non-university employees (e.g. consultants, speakers, lecturers, visiting professors, etc.) are reimbursable using the university's standard contract for services. All relevant vendor payment policies and procedures apply.

 

Frequent Flier Miles, Points and Other Incentive Programs

All frequent flier miles, points and benefits gained from similarly structured incentive programs normally offered to travelers shall be retained by Bridgewater State University for future institutional use.

 

Travel Arrangements and Reimbursements

 

 

Overview

A traveler is eligible for reimbursement of allowable expenses in the pursuit of university business.  Examples      of such expenses include, but are not limited to: taxis/shuttles, baggage­ handling fees, personal vehicle mileage, public transportation fares, parking, tolls, and actual fuel costs for rental cars.  Examples of non-reimbursable expenses include, but are not limited to: dues to airline clubs, personal gifts, movie rentals, laundry service, travel insurance, valet service, personal meals not included in the daily per diem, and chartered/private airplanes.

 

Meals

For all travel within North America and territories/possessions of the United States, incurred meal costs shall be reimbursed at an institutional per diem rate of $40.00 for all travel exceeding 24 hours in duration; receipts are not required.  Incurred meal costs in all other countries will be reimbursed according to the U.S. Department of Defense foreign per diem rates.

                                             

Transportation

The traveler is expected to reasonable means possible. All air/rail travel shall be booked at the economy/coach fair.

 

Vehicles

Traveling employees are encouraged to use university-owned vehicles when appropriate and available.  University-owned passenger vehicles may only be used for official business and must be operated by current employees with a valid driver's license. Personal use of university-owned vehicles is prohibited except by the president of the university or his/her designee.

 

Employees may use their personal vehicles as a means of travel on official university business.  Employees shall be reimbursed for mileage accrued between the campus and the destination or the point of origin and the campus, whichever is less, at rates allowed by the IRS.   The reimbursement rate includes the cost of fuel and other operating expenses of the vehicle; reimbursements of actual costs will not be made for these expenditures.

 

Lodging

The traveler is expected to stay in accommodations that are suitably located to perform university business, meet reasonable standards for safety, cleanliness and comfort, and are booked at the single-room rate.

 

Passports, Visas and Immunizations

The traveler may be reimbursed for direct expenses pertaining to the procurement visas and immunizations provided they were a pre-requisite for travel on official university business.

 

 

 

  

_____________________________________ Return to Top ___________________________________________

 

 

 

 

 

 

 

 

 

Last Modified: October 27, 2011