GENERAL UNIVERSITY POLICIES
GENERAL POLICY REFERENCES
The purpose of this policy is to describe the Office of the Vice President
for Business and Finance.
The administrative organization for Tennessee State
University, under the direction of the President, includes six Vice Presidents.
The Vice President for Business and Finance is one of these six positions.
The Office of the Vice President for Business and Finance, under the
direction of the Vice President, has responsibility for all areas of Business
and Finance at TSU. The Vice President's Council consists of two Associate Vice
Presidents and three Assistant Vice Presidents. The specific areas of
responsibility under the direction of the Vice President and his Council
1. Budget/Fiscal Planning and Travel
2. Finance and Accounting
3. Procurement and Business Services
4. Facilities Management
5. Human Resources
As a member of the President's Cabinet, the Vice President for Business and
Finance develops, recommends and implements campus-wide policy and procedures;
provides leadership and guidance to other Council members regarding financial
matters; and works closely with Tennessee Board of Regents staff.
The operations of the Business and Finance area have focused on "A Commitment
to Excellence" through the establishment of specific goals:
1. Being responsive to students and to their education, environment and
2. Being timely on providing information and services to users.
3. Being creative in evaluating new and improved ways of managing
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Purpose and Use of Policy and Procedure Manual
The purpose of this policy is to explain the purpose and use of the Business
and Finance Policy and Procedure Manual.
All employees responsible for various detailed tasks within the Business and
Finance area are expected to consistently follow and enforce the policies and
procedures outlined in this manual.
The purpose of the Business and Finance Policy and Procedure Manual is to
provide a complete source of all policies and procedures followed by departments
under the direction of the Vice President of Business and Finance at Tennesee
State University. These policies and procedures will be in accordance with
Tennessee Board of Regents Policies and Guidelines, State and Federal laws and
the mission and goals of Tennessee State University. References to these sources
will be included as part of the procedure, when applicable.
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Responsibility for Policies and Procedures (1.6.4)
The purpose of this policy is to establish responsibility for Business and
Finance policies and procedures.
Each Department Head within Business and Finance is responsible for
developing and maintaining current policies and procedures for the
All Business and Finance policies and procedures are to be developed by
each Department Head and his/her staff.
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Food and Beverage Purchases (1.7)
The purpose of this policy and procedure is to provide guidelines for food
and beverage purchases.
All purchases of food and beverages must be approved in advance. If a
requisition is processed to reimburse an employee, there must be a memo or
e-mail documenting advance approval of the purchase or the employee may be held
personally liable for all related costs. The university does not pay sales
taxes and under no circumstance is the purchase of alcoholic beverages permitted
using state or federal funds.
Business meals generally include at least one non-employee of the
university and should not include any individual whose presence is not necessary
to the business discussion. Meals associated with gatherings that are primarily
social in nature do not qualify as business meals. Payments or reimbursement
shall not exceed twice the allocated (per meal) allowance for that
Institutional funds may be used to purchase food and non-alcoholic beverages
for recognition, appreciation and/or retirement events if the events are in
accordance with institutional policies and are reasonable in number of events
per fiscal year and amount spent.
All purchase requisitions for food and beverages must be approved by the
appropriate Vice President as well as the Vice President for Business and
Finance as the designee of the President.
TSU Purchasing Policies and
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Membership Dues and Subscriptions (1.8)
The purpose of this policy and procedure is to describe the university
process for the approval of membership dues and subscriptions paid for from
unrestricted, non-library funds, in compliance with TBR Guideline G-080.
The President has delegated to department/budgetary heads the authority to
approve all membership dues and subscriptions paid for with funds under their
authority, with the exception of newspaper clipping services, which required the
approval of the Chancellor.
All membership dues and subscriptions must be directly related to the vision,
mission and goals of the university. The membership dues or subscriptions of
an individual cannot be paid unless an organization does not permit
institutional membership or unless the individual membership is less
expensive than an institutional membership. However, memberships necessary to
maintain or enhance an employee's professional status (e.g., an AICPA membership
for an accountant or a Bar Association membership for an attorney) should be
considered the responsibility of the employee and the associated dues considered
a personal expense.
Faculty and staff membership in civic organizations is encouraged, but state
funds may not be used to pay for such memberships. The university may not
subscribe to political publications for other than instructional purposes. The
university may subscribe to newspapers within its service area for public
information and instruction-related purposes only. (The only exceptions are
that the athletic department may subscribe outside of the service area, and
subscriptions to newspapers with national distribution may be held for
Department/budgetary heads in all divisions of the university may pay for
memberships and subscriptions from their accounts, or they may request payment
from the Vice President for Academic Affairs (VPAA) from the institutional
memberships account. The VPAA will give priority consideration to those
payments that cannot be accommodated in departmental budgets and will research
all requests to prevent unneeded duplication, with the intention of providing
only one membership/subscription at the university.
All requests to the Chancellor for newspaper clipping services shall be
clearly justified in writing and address: the subjects to be clipped; the type
of clipping service requested, such as - all statewide daily ; the use of
information provided by the service; to whom the clippings will be circulated at
the institution; and how the clippings benefit the institution. There must also
be a statement that the clipping service is the most economical means of
fulfilling the institution's need.
The Department of Procurement and Business Services will ensure that all
purchase requisitions submitted for membership dues and subscriptions comply
with all provisions of this policy as well as TBR Guideline G-080. The Travel
Office will ensure this same compliance for all travel-related requisitions that
include membership dues and subscriptions as a part (or all) of any meeting
expense paid for by the university.
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