Processing and Approving Payments

Effective Date
July 1989
Last Revision Date
April 2026
Policy Owner
Vice President of Administrative Services

1. Policy & Purpose 

The Board of Trustees is committed to maintaining orderly and fiscally responsible procedures for processing and approving payment requests from college funds. 

Last Review Date 
April 2026 

History 
Adopted July 19, 1989 
Reformatted April 19, 2010 
Revised: April 9, 2026

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Procedure 3130F

Processing and Approving Payments

Effective Date
July 1989
Last Revision Date
April 2026
Policy Owner
Vice President of Administrative Services

1. Procedure

All requests for payment from college funds will be processed in the Business Office. Payment will be supported by individual purchase card statements, individual student statement of account, invoices approved by purchase orders, authorized by vouchers, or in accordance with approved College personnel procedures in the case of the payment of salaries and benefits. 

A list of accounts payable, by fund, will be approved by the appropriate Vice President and the President. Payments to vendors will be made after these approvals have been secured and will be made on a weekly basis as often as possible. Purchase card payments to the purchase card provider will be made in accordance with the purchase card agreement between the College and the purchase card provider. Payroll payments to employees will be made following the pay date schedule determined by the Payroll Coordinator, Director of Finance and Controller and the Vice President for Administrative Services. 

At each regular meeting of the Board of Trustees, the lists of accounts payable, approved for payment since the last regular meeting, will be available for review by any member of the Board of Trustees. At each regular meeting, the Board shall, by motion, consider the ratification of these payments. 

Last Review Date 
April 2026 

History 
Adopted July 19, 1989
Revised May 25, 2000
Reformatted April 2009
Revised June 13, 2013
Revised January 11, 2018
Revised: April 9, 2026