COLLEGE VEHICLES

College vehicles are to be used for College purposes only. To drive a College vehicle, a “Driving Application Agreement” (Appendix P) and a copy of a current driver's license must be on file in the Business Office. To drive a 15-passenger van or “Shuttler”, the driver must view instructional videos (available at the Library Circulation Desk) and must be at least 21 years of age.

See the cashier in the Business Office for scheduling the use of College vehicles. The request for use of a College automobile (Appendix K) should be made at least 48 hours before the car is needed. The Business Office will notify the person making the request of the availability of a vehicle. Prior to the trip the employee should come to the Business Office during regular office hours to pick up car keys, trip report card (Appendix L), and credit card (if necessary). These items should be delivered promptly to the Business Office upon the return to campus. Vehicles should have ample gas available so as not to inconvenience those who use the vehicles immediately following. Vehicles should be returned to their designated places.

The College carries insurance on rental cars for business use only. When renting a car while out of town on business you should decline the additional automobile insurance coverage. If you are driving from the Greenville campus, you must always request a vehicle from the College fleet through the Business Office .

RESERVATION OF COLLEGE FACILITIES

Employees given the responsibility for making arrangements to entertain outside groups or conferences or for making arrangements for an on-campus function should work carefully with the following offices:

The list of contact offices for the reservation of College facilities applies to reservations between August 16th through Commencement weekend. Summer Usage: From Commencement until August 15th, all reservations with the exception of the President 's Dining Room are made through Conference Services at 664-6509 and/or 664-6500.

DEPARTMENTAL BUDGETS

Department Budget Managers have access to “real time” budget reports for their specific departments on-line. Monthly reports are finalized on the 7th business day of the following month. Department Budget Managers can receive access to their online budgets by contacting the Office of the Vice President for Finance.

PURCHASING PROCEDURES

Greenville College is sales tax exempt. To ensure sales tax exemption when making purchases for the College, please obtain copies of the sales tax exemption letters located in the Business Office prior to making the purchase. Sales tax exemption letters are to be used for Greenville College business purposes only.

PURCHASE REQUISITIONS

Employees may use their telephone extension as the Purchase Order (P.O.) number for orders less than $250, with the supervisor's approval. When the order arrives, mailroom staff will know whom the order belongs to by the telephone extension/P.O. number on the package. Once the invoice arrives, place the general ledger account number on the invoice, sign, date, and forward it to Accounts Payable for prompt payment.

Orders for $250 or more must be made using a three-part purchase requisition form. (Appendix I) Purchase Requisitions are located in the Business Office. They must have the appropriate approvals and the general ledger account number before forwarding the entire three-part form to the Office of the Vice President for Finance. After the requisition is placed into the computer system and assigned a P.O. number, two copies will be returned to the requester, the receiving copy and departmental copy. After receiving the order, sign and date the yellow receiving copy indicating that the order was received and send to Accounts Payable for payment. The employee should retain the pink departmental copy for departmental files. All invoices must be forwarded to Accounts Payable for payment as soon as they are received.

CHECK REQUESTS

Offices or individuals requesting payments by College checks should submit yellow check request forms (Appendix J) to the Accounts Payable Office by 2:00 p.m. on Tuesdays in order for checks to be delivered by Friday in campus mail. Please plan ahead. Yellow check request forms are available in the Business Office. All check request forms must have appropriate approvals, assigned budget account number(s) and must be accompanied by supporting documentation. Receipts are required when requesting reimbursements.

CASH ADVANCE REQUESTS

Typically cash advances are to be used for travel expenses. To request a cash advance, complete a check request (See Appendix J) with the appropriate approvals and department account number for the amount of cash required. Upon return to campus, bring all relevant receipts and excess cash to Accounts Payable for processing. Indicate the account number(s) to which the expenses should be charged. This should be done immediately upon return to campus.

Additional advances will not be issued until the prior one has been cleared.

If an employee has an outstanding cash advance as of December 31, per IRS guidelines, the amount of the advance will be added to that employee's gross earning for that calendar year.

Documentation related to all cash advances for the current fiscal year (July 1 - June 30) must be turned in no later than June 30. Any cash turned in after June 30 for the prior fiscal year will not be applied to the department account that was charged.

OFFICE SUPPLIES/FURNITURE

Incidentals such as tape, pens, pencils, etc. are each department's responsibility to purchase and store. The College receives contract pricing on various items with Office Max. Please contact your supervisor or the Office of the Vice President for Finance to obtain additional information.

Standard office supplies are purchased in bulk by the College and can be obtained as follows:

Facilities and Support Services maintain an inventory of used furniture and accessories; please contact them prior to making any new purchases. Furniture purchases must be requested and budgeted within each department.

MAIL SERVICES

The mailroom is located between the Student Union and Joy Hall. Mail is sorted by noon most days. Campus mail is distributed throughout the day. For proper control, all outgoing letters and packages must have a meter card (Appendix M) showing the departments account number. Personal letters bearing the proper postage may be dropped at the mailroom.

IN-HOUSE PRINTING

Departments needing large numbers of copies may use a Printing Request form (Appendix N) and submit the request with the original(s) to be copied to the mailroom. Please allow at least 24 hours for processing. The requesting department will be charged $.05 per copy for this service.

PHOTOCOPIES

Departmental

Every department is assigned a copier code that is to be used to make photocopies for departmental use on copy machines across campus. The number of copies made for each department will be tracked and the relevant department will be charged $.05 per copy at the end of each month. It is important that the department code be kept confidential.

Personal Photocopying

Employees may make personal copies at a charge of $.05 each. This should be paid to the Cashier in the Business Office at the time the copies are made. The employee should indicate the department the copies were charged to in order to credit the appropriate department.

BUILDING KEYS

All keys are issued by the Office of Facilities and Support Services, located in the Kelsey Building. Supervisors are responsible for completing the form and obtaining the keys for new employees. (See Appendix O) A key request form must also be completed and approved if a replacement key is needed. The keys must be returned to the Office of Payroll and Benefits upon termination of employment. Supervisors of student workers are responsible for the return of keys used by student workers. Keys must not be used to gain entry to any area not related to an employee's area of responsibility. College security depends upon strict key control.

MAINTENANCE REQUESTS

When building maintenance is needed, the Facilities and Support Services office should be contacted using the online form which can be found at http://www.greenville.edu/backup/campus/fss/work_order.shtml. In case of an emergency, these requests should be phoned in to the Facilities and Support Services Department, extension 6736 or after hours to 292-6161.

OFFICE MOVES ON CAMPUS

The Facilities and Support Services Department is responsible for the moving of all Greenville College owned property. The Information Technology Department (IT) is responsible for the moving of all technology equipment (e.g., computers, printers, modems, etc.). The IT Department will disconnect and prepare the computer equipment for moving. They will also re-connect the equipment in its new location. These departments require a two-week advance notice in order to provide the labor and equipment necessary to assist with a move. In preparation for the office move, please pack the contents of all desks, file cabinets and bookshelves prior to the move date.

Telephone and network infrastructure additions, moves and changes associated with an office move require a two-week advance notice to IT. To add a new extension or network jack not associated with an office move (if available and approved by IT) or office moves to locations currently without network and/or phone lines, a 30-day advance notice is necessary.

An employee's personal property is the responsibility of the individual employee to move or obtain volunteers to assist with the move.

STUDENT EMPLOYMENT

Requests for part-time student employees must be submitted in writing to the Financial Aid Office, which is responsible for matching students to appropriate positions. Students will not be paid until the proper payroll forms have been completed and approved. Payroll forms may be obtained in the Office of the Coordinator of Student Payroll located in Hogue Hall West.

TELEPHONE

Any telephone problems are to be reported to the Helpdesk, either by e-mail to This e-mail address is being protected from spam bots, you need JavaScript enabled to view it or by calling X7077. A campus telephone directory is maintained and distributed by the Admissions Office. The campus directory is listed on our web page at http://panthernet.greenville.edu/ics/ .

CALLING CARDS

Employee requiring a telephone calling card in order to perform their responsibilities at the College must receive approval from the respective Cabinet Member, who will then contact the Helpdesk for processing.

SECURITY

The Community Service Organization (CSO) is responsible for the security and safety of members of the Greenville College community. During regular business hours, please contact CSO by calling (618) 664-7128. After 5 p.m. or before 8 a.m. , please use the 24 hour emergency number, (618) 664-7777. Calls to this number are forwarded through a chain of cell phones staffed by on-call College personnel. If these personnel are busy or momentarily out of cell phone range, you will reach a voice mail system. Please leave a message, including your name, number, location and you will be called back as soon as possible.

Additional information regarding CSO and the Greenville College Emergency Plan may be found here. 

CAMPUS CALENDAR

Greenville College hosts a number of special events each year. These events are listed in Appendix Q.