Original Adoption: October 16, 2019
Effective Date: December 18, 2025
Last Revision Date: December 17, 2025
Cancellation:
Functional Division: Finance

Policy 5.001

Equipment and Property Management

PURPOSE

To define and emphasize responsibilities and procedures for effective and efficient management of equipment and moveable property.

SCOPE

This policy applies to all employees, students, contractors, affiliates, and processes of Northwest Louisiana Technical Community College who are involved in financial activities, including but not limited to budgeting, purchasing, accounting, procurement, financial reporting, and the use or management of college funds and resources.

POLICY

STATUTORY REFERENCE:

R.S. 39:332 establishes authority for the development of state property control rules and regulations with the Division of Administration (DOA). The Louisiana Property Assistance Agency within the DOA promulgates state property control policy and procedure. State regulations require that all property valued at $1,000 or more are to be tagged and recorded in the state property management system.

GENERAL POLICY/PROCEDURES:

College equipment, materials, services, and property are provided to employees for accomplishment of their work as employees of NLTCC and not for personal use. Employees do not have a right or expectation to privacy as it relates to information or data contained on or accessed through college equipment or resources.

Proper management of equipment and moveable property is required by state statute and is essential for efficient, effective, and economical operation of NLTCC. Good management of College property requires a conscientious and cooperative effort between those who request and use the property, and those who have administrative responsibility for college property. The intent of this policy is to define some of the basic responsibilities, principles, and practices that are essential for good property management.

NLTCC will follow the State regulations of tagging all property valued at $1,000 or more.

Equipment funded through the Louisiana Perkins program is required to be tagged if the cost of equipment is $1,000 or more.

A. Custody and Control of College Property - No one shall use for his or her own benefit or for any other personal purposes, any College property of whatever description; and no one shall be permitted to remove from the buildings or grounds any property belonging to the College, unless approved in writing by the Chancellor or his/her designee. When property is initially received or moved out of a department where it is no longer needed, it should be kept in a secure/locked area until it is moved to its new location.

B. Assignment of College Property - Each employee will be assigned equipment or property in furtherance of their job responsibilities. Each employee is responsible for the security and proper recordkeeping of assigned equipment. Each employee is responsible for ensuring that any transfer of their assigned property is properly documented by the completion of a Transfer of Equipment Form.

C. Reviews of Property Records - Annual reviews and corrections of Equipment Inventory Lists are required. Explanations with any available documentation are required for missing items.

D. Lost or Stolen Property - Losses of College property must be reported to the Chief Facilities Officer immediately upon determination of loss. Reports of missing property will be investigated internally and reported to law enforcement officials for investigation and prosecution, if appropriate.

E. Excess Property - Property that is not needed in the department to which it is assigned should be made available to other departments. Property that is no longer useful should be surplused after determining that it is not usable in other departments.

F. Donated Equipment - Donated equipment must be tagged if its fair market value is $1,000 or more. Any donated equipment must be recognized by the completion of the “Donation of Movable Property” form.

G. Request to Remove College Property from College Grounds - Employees must complete and have on file an approved “NLTCC Hand Receipt Form” to remove college property from college grounds. The request should be approved by the appropriate supervisor and the Chancellor or Chief Facilities Officer. For removal of equipment over extended time periods, the equipment must be returned to the College for a maintenance check at the end of one year and a new request form must be completed for continued removal of the equipment.

I. Definitions of Misuse

Misuse of College materials, services and other property may represent a minor or major violation of this policy depending upon the circumstances of a particular occurrence. For example, misuse may be only a single, isolated occurrence or it may represent a pattern of such activity.

Employees charged with misappropriation of college equipment, materials, services and/or other property are subject to college disciplinary processes and shall be afforded such rights and protections as provided by law and College policy.

Misuse may also constitute a violation of one or more provisions of criminal law. Violation of this policy may result in college disciplinary action and/or criminal charges. Depending upon the severity or pervasiveness of the violation, the College reserves the right to take both disciplinary action against an employee and refer the employee for prosecution under criminal law.

Examples that are deemed to constitute misuse of college equipment, materials, services and other property include, but are not limited to, the following:

Personal use or possession of college tools, equipment, and/or supplies.

Use of College vehicles for a personal purpose.

Falsification or other misuse of college documents such as time sheets, payroll vouchers, annual and sick leave reporting, and other official College documents.

Personal use of telephone and facsimile services resulting in toll charges to the College. Telephone calls or facsimiles of a personal nature may not be charged to the College other than in emergencies.

Use of postal and shipping services for personal purposes.

Personal use of duplication and/or printing and related services and supplies.

Original Adoption: February 10, 2008
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

PURPOSE

Northwest Louisiana Technical Community College (NLTCC) has strong ties to business and industry partners in Northwest Louisiana. Oftentimes, these ties lead to donations or contributions from the business and industry partners to NLTCC. These donations or contributions must be recorded in the financial records of the College.

SCOPE

This policy applies to all employees, students, contractors, affiliates, and processes of Northwest Louisiana Technical Community College who are involved in financial activities, including but not limited to budgeting, purchasing, accounting, procurement, financial reporting, and the use or management of college funds and resources.

POLICY

STATUTORY REFERENCE:

Moveable Property Valued at $1,000 or greater.

In accordance with Title 34 of the Louisiana Administrative Code, the Department of Administration has designated the Louisiana Property Assistance Agency (LPAA) as the state agency responsible for establishing and enforcing state property regulations. The LPAA requires that all property that is valued at $1,000 or greater must be tracked with a unique inventory tag and recorded in the state's property management system. This includes any donated equipment that meets the threshold.

GENERAL POLICY/PROCEDURES:

Donations of Moveable Property

All moveable property donations must meet be in working order; usable in an instructional or administrative unit of the College; be inspected by knowledgeable College personnel and recommended for acceptance prior to acceptance by the College; be approved by the Chancellor, Program Dean and Director (where applicable), and Director of Facilities and Safety.

Responsibility

The accepting individual is responsible for completing a Donation of Moveable Property form for all approved and accepted donations. The completed and approved Donation of Moveable Property form must be submitted to the Vice Chancellor of Finance & Administration for the proper recording of the donation in the financial records.

The Director of Facilities, or his/her designee, is responsible for ensuring that donated property that meets the LPAA regulations regarding tracking and tagging are appropriately recorded in the LPAA property management system.

The Vice Chancellor of Finance & Administration, or his/her designee, is responsible for recording the donated movable property in the accounting system. The property must be recorded at its fair market value at the time of acceptance.

If the donated property is valued at $5,000 or more, it must be listed on the year-end capital asset spreadsheet.

Monetary Contributions

Individuals or private companies that desire to contribute monetary amounts to a Northwest Louisiana Technical Community College must document their intended use of the funds through a memorandum to the Chancellor, or his/her designee, or by completion of the Donated Funds form.

NLTCC is responsible for insuring that the donated funds are spent in accordance with the donor’s wishes as documented by memorandum or by the completed Donated Funds form.

NLTCC is responsible for insuring that all identified monetary donations are properly recorded in the financial records of the College.

A copy of the acknowledgment letter must be attached to the completed Donated Funds form.

Scholarships

Individuals, businesses, or companies may contribute monetary scholarships to Northwest Louisiana Technical Community College. The scholarship funds should be accompanied by a letter/memorandum which provides at least the following:

Student’s name to which the scholarship is awarded.

Duration of time that the scholarship should cover. Ex. “Through January 2020” or “Two semesters”

Whether the residual amount of the scholarship should be returned to the donor or to the student.

Any other stipulations of the scholarship.

Third Party Payment

Northwest Louisiana Technical Community College does accept third party payments on behalf of students to cover tuition & fees. Third parties can work directly with the finance staff of the College to accept these types of payments. A W-9 would need to be provided if it is treated as a Third-Party Billing or if it is stipulated that any excess funds need to be returned to the Third Party.

Individuals, businesses, or companies requiring or seeking tax benefits from donations of any kind must donate directly to the NLTCC Foundation which is deemed a 501(c)3.

Review Process: Provide/edit example table below to document review process and all reviewing entities.

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

LCTCS Policy# 5.030 Private Contributions
Title 34 of the Louisiana Administrative Code
Louisiana Property Assistance Agency (LPAA)
Property Control Rules & Regulations

Distribution:

Distributed Electronically via College’s website
Hard Copy Distributed to Chancellor’s Assistant

 

Donation of Moveable Property Form

 

Original Adoption: October 16, 2019
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

Policy 5.003

Records Retention

PURPOSE

To establish a policy on records retention that encompasses both electronic and hardcopy formats. This policy contains instructions on electronic document management, data retention and date deletion, and a process for instituting a litigation hold. The provisions as outlined below will allow the college to maximize the use of space, equipment and supplies needed for the purpose of maintaining, storing and servicing records.

These policies and procedures are necessary to comply with all applicable Federal and State laws, including the federal Rules of Civil Procedures and Louisiana Code of Civil Procedure Articles regarding discovery of electronic information and documents.

SCOPE

Pursuant to LR Statutes 44:404-425 et al., NLTCC shall establish a formal records retention and disposal procedure.

This policy shall apply to all records maintained by Northwest Louisiana Technical Community College, including, but not limited, to education records, business department records, human resource records, and facilities records of the college.

It is the policy of NLTCC to maintain accurate records for the requisite period of time or longer if circumstances require. Such maintenance will be in a manner that facilitates easy retrieval.

The Chancellor will appoint a Record Officer for NLTCC and each division as the custodian of records who will ensure that all records are properly maintained in accordance with Federal and State laws and regulations and college policy.

The Record Officers will maintain the records retention schedule in accordance with federal and state laws. All records are the property of NLTCC and no faculty or staff member has any personal or property right to such records regardless of his or her position or the fact that he or she may have developed or compiled them. The unauthorized destruction, removal, or use of NLTCC records is prohibited. The falsification or inappropriate alteration of any record likewise is prohibited.

RECORDS RETENTION SCHEDULE

The NLTCC Records Retention Schedule has been prepared as a guide to determine the proper method and time of records disposition. The schedule contains a list of records common to the institution and specifies the minimum period of time each record series should be maintained.

Electronic Records:

In order to improve access and disaster recovery, many NLTCC records are maintained and/or transferred to electronic format. During the transition to electronic records, many paper NLTCC records are being eliminated when the information has been placed on the data processing media. Data in electronic form should be retained for the same length of time specified in the schedule as for paper records.

Disposal of Records

R.S.44:411 (A) (2) stipulated that NLTCC must provide the Division of Archives of the Office of the Secretary of State with a list of records that have satisfied their legal retention requirements and can thus be discarded.

Procedure

• If the Records Officers determine that records are past their retention period; they must request approval from the State Archives for permission to destroy the records in accordance with The Louisiana State Archives Records Management Handbook (http://sos.louisiana.gov/Portals/0/archives/pdf/r_handbook.pdf).

• Once approval for disposal from the state Archives has been granted, NLTCC will dispose of records in a manner according to the level of confidentiality the record requires.

Paper Records

If a records series contains no information considered confidential in nature, any acceptable disposal method can be used including landfill, recycling, shredding, incineration, and pulverization.

If a records series contains information considered confidential in nature, any disposal method can be used except landfill and recycling.

Electronic Records

Records that contain confidential information must be disposed of in accordance with PM-36.

Litigation/Audit Hold on Records

When there is actual or the potential for litigation to arise out of an event (termination of employees, sexual harassment, discrimination, etc.) at the College or pursuant to an audit request, a disposal and destruction hold will be placed on any records that arise out of the same transaction or occurrence which is the subject of the litigation or audit.

Procedure

• Once the Records Officer becomes aware that actual or potential litigation or audit may occur due to an incident within the department, the Records Officer should notify the Department Head.

• The Department Head will confer with the Chancellor to determine what records need to be flagged and designated on hold for litigation or audit.

• The Chancellor will notify, in writing, the appropriate department on holds to be placed on designated electronic records in order to prevent the destruction of those documents relevant to the subject of the litigation or auditing the routine operations.

• Once the litigation or audit matter is resolved, the Chancellor will notify the Record Officer(s), in writing, to release the hold on the relevant records.

Review Process: Provide/edit example table below to document review process and all reviewing entities.

 

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

Louisiana Revised Statues 44:404-425 et al.
LCTCS Policy 4.010 Records Retention and Disposal Policy

Distribution:

Distributed Electronically via College’s website

Original Adoption: May 21, 2018
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

Policy 5.004

Moveable Technology Equipment

PURPOSE

To define and emphasize responsibilities and procedures for effective and efficient management of equipment and moveable property.

SCOPE

Northwest Louisiana Technical Community College encourages all faculty and staff to use technology to facilitate work in the classroom, office, at meetings, and trainings. To assist employees with technology use, the College will, at times, issue moveable technology equipment (i.e. - iPads, laptop computers, hot spots and/or cell phones). The devices issued are provided to assist with job responsibilities and are not for personal use. Because it is expected that employees will need to be mobile with these devices, this policy is to assist employees to better understand their responsibilities when issued movable equipment.

POLICY

Employees issued any technology device and/or accompanying accessories will be expected to guard the equipment from loss, theft, and damage. If the equipment is lost, stolen or damaged, it will be the employee’s responsibility to pay the College for the cost of replacing or repairing the equipment. It is the employee’s responsibility to inform Human Resources as soon as possible if the assigned equipment is lost, damaged or stolen. Replacement cost will be determined by obtaining price quotes to determine actual cost to replace the piece of equipment at its pre-loss condition or the cost to repair damaged equipment. If the particular piece of equipment cannot be replaced with the same item, the replacement cost will be the value of the next most similar piece of equipment.

Replacement Cost: The amount that an entity would have to pay to replace an asset at the present time.

Since the movable technology equipment (i.e. - iPads laptop computers, cell phones and/or hot spots) are property of Northwest Louisiana Technical Community College, the policies found under the Information Technology section of College policies extend to the use of any of these pieces of movable technology equipment. Employees have no expectation of privacy on the College owned equipment they are issued for business purposes.

The Moveable Technology Equipment Rules and Regulations must be signed and reviewed by all employees who are issued equipment and accompanying accessories. The NLTCC Moveable Technology Equipment Acceptance form must be completed by the employee and signed by all College officials listed. Once the forms are completed and signed, the Chief Facilities Officer will keep a copy of the form for their records, and the originals will be sent to Human Resources to be filed in the employee’s official employee file.

When an employee terminates employment with NLTCC, Human Resources will check the employee file for any NLTCC Moveable Technology Equipment Acceptance forms. If the employee returns the movable technology equipment and accompanying accessories in working order, free from damage it will be notated on the employee checkout form and the iPad Acceptance form.

If the employee is unable to return the movable technological equipment and accompanying accessories or the equipment is damaged, the Director of Facilities & Safety and Vice Chancellor of Finance & Administration will be notified immediately by Human Resources. Human Resources will then work to secure payment from the departing employees before a final paycheck is issued.

Review Process: Provide/edit example table below to document review process and all reviewing entities.

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

LCTCS Policy 7.002 Use of Information Resources Policy Statement
LCTCS Policy 7.004 Remote Access Policy

Distribution:

Distributed Electronically via College’s website

 

Moveable Technology Equipment Form and Agreement Form

Moveable Technology Equipment Acceptance Form

Original Adoption: October 16, 2019
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

Policy 5.005

Misappropriation of Assets

PURPOSE

In order to properly address issues that involve misappropriation of assets in accordance with R.S. 24:523, and in order to provide for an organizational approach to addressing such NLTCC must develop policy and procedures for reporting, in writing, any actual knowledge of the misappropriation of public funds or assets to the LCTCS director of internal audit. Steps should be taken to ensure that appropriate employees are made aware of these policies and procedures.

SCOPE

Misappropriation is the intentional, illegal use of the property or funds of the college for one's own personal use or for unauthorized purposes. Examples include, but are not limited to, fraud, theft, and embezzlement.

POLICY

The following procedures shall be followed in reporting the misappropriation of funds or assets (theft, fraud, etc.) to the System Office, Office of the Legislative Auditor, to the Office of Risk Management, and/or local law enforcement officials. This procedure is in accordance with R.S. 24:523.

• Any NLTCC employee who discovers a loss or a situation that may result in loss of, or loss from damage to college assets, should notify the Vice Chancellor for Administration and Finance as soon as possible.

• The Vice Chancellor for Administration and Finance shall notify the LCTCS Director of Internal Audit and the Office of Risk Management in writing immediately of the misappropriation or discovery of a loss or situation that may result in a loss from damage to college assets.

• In accordance with LCTCS Policy # 5.019 Misappropriation of Assets - Notification Policy, the LCTCS Director of Internal Audit shall notify the Legislative Auditor and the district attorney of the parish in which the agency is domiciled.

Review Process: Provide/edit example table below to document review process and all reviewing entities.

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

LCTCS Policy 5.019 Misappropriation of Assets – Notification Policy

Distribution:

Distributed Electronically via College’s website

Original Adoption: February 10, 2008
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

Policy 5.006

Allowance Write-off Policy

PURPOSE

LCTCS Policy #5.009 titled “Allowance/Write Off Policy” requires each of its colleges to establish an allowance for bad-debt and write-off policy. In addition, the policy requires notification to the LCTCS President of any account to be written off that is greater than $5,000.

LCTCS Policy #5.008 titled “Accounts Receivable” requires that students, individuals or entities whose obligations were previously written-off by the College to repay their debt before conducting any further business with the College to whom the debt is owed.

SCOPE

It is the responsibility of NLTCC

To determine whether the extension of credit is appropriate and in the best interest of the institution to do so.

To establish the terms and/or conditions for payment at the time an account is created and to follow up routinely and diligently on all accounts receivable.

To establish procedures for recording and monitoring the credit extended and ensuring that the agreed upon payment is received.

POLICY

Government Accounting Standards Board procedures (GASB) require that revenues generated and expenses incurred in generating those revenues should be reported in the same reporting year. This is identified as the matching principle. In accordance with this principle, the College will use the allowance method for recording uncollectible receivables. Northwest Louisiana Technical Community College (NLTCC) will utilize the allowance method to record the College’s estimated uncollectible receivables.

Annually, the Vice Chancellor of Finance, or his/her designee, will review the College’s accounts receivable accounts to determine which accounts are uncollectible. Those accounts which are 180 days or more past due will be fully reserved at the end of the year. If the account is still outstanding after 2 years, then the account will be written off.

GENERAL POLICY

The direct write-off method will be used for non-student receivable accounts that are less than or equal to $250. Since the direct method does not conform to the matching principle of GAAP, this method should only be used for uncollectible amounts that are immaterial. Immaterial for this purpose has been defined as $250 or less.

When an accounts receivable amount that is greater than $250 must be written off due to it being uncollectible, such amounts are always recorded to the related reserve for doubtful accounts and not as a reduction of revenue.

All decisions to write off an account are based on a review of documented collection efforts that demonstrate that due diligence was exercised in the pursuit of payment.

An accounts receivable may be canceled or adjusted versus written off because:

the College is not entitled to collect the funds and was never entitled to collect the funds, or

the debtor qualifies for a waiver or refund. An accounts receivable will not be canceled to avoid the write-off procedures.

An accounts receivable amount is determined to be uncollectible when it meets one of the following criteria:
a. All reasonable collection efforts have been exhausted.
b. The cost of further collection action will exceed the amount recovered.
c. The debtor cannot be located.
d. d. The debt was discharged in bankruptcy.
e. The statute of limitations for collection of the debt has expired.
f. It is not in the public interest to pursue collection of the debt.

Determining that the debt is uncollectible does not cancel the legal obligation of the debtor to pay the debt, except as noted in criteria d and e. The College shall continue to seek collection of the account.

In accordance with LCTCS policy # 5.008, the College must not conduct any further transactions with any student or public/private entity whose debt was written off by the College until such debt is subsequently paid by the student or public/private entity.

DETAILED OPERATING PROCEDURES

Establishment of the Allowance

a. When an account is deemed “uncollectible”, it should be considered as “inactive” before being written off.

b. When an account is considered inactive, it should be fully reserved during the year in which it is classified as such.

c. The classification of an account as inactive should be made by the Vice Chancellor of Finance and Administration.

d. Documentation of the collection efforts that have occurred on the account should be on file.

e. Establishment of the allowance is completed by a journal entry directly to the general ledger as shown in the “required journal entries” section of this policy.

Write-Off of inactive non-student receivables that are $250 or less [After 2 years]

a. Student accounts receivables are written-off utilizing a bad debt payment detail code and a bad debt charge detail code. The debit and credit FOAPAL entries are shown in the “required journal entries” section of this policy.

Write-Off of inactive receivables that are greater than $250 but less than $5,000 [After 2 years]

a. Louisiana Community and Technical College System, in accordance with LCTCS policy #5.009. a bad debt payment detail code and a bad debt charge detail code. The debit and credit FOAPAL entries are shown in the “required journal entries” section of this policy.

Write-Off of inactive receivables that are $5,000 or greater [After 2 years]

a. Louisiana Community and Technical College System, in accordance with LCTCS policy #5.009., utilizing the allowance write-off method.

REQUIRED JOURNAL ENTRIES/DETAIL CODES

Utilizing the Direct Write-Off Method [Non-student or $250 or less Accounts]

DR 7809zz Bad Debt Expense
CR 1xxxxx Accounts Receivable

Utilizing the Allowance Method

To record the allowance for the inactive accounts.

DR 5102zz A/R Write Offs [contra revenue]
CR 1420zz Allowance for Doubtful Receivables [Finance Entry]

To write off receivables that have been deemed to be uncollectible and approved for write-off under the allowance method.

a. DR 1420zz Allowance for Doubtful Accounts Finance Entry [non-student accounts]
CR 1xxxxx Accounts Receivable [non-student accounts]

b. For student accounts, a bad debt payment detail code should be entered on the student’s account (if not writing off the entire account, t-pay the payments to those transactions being written-off. The TSAADSP form would easily handle this entry). A bad debt charge detail code should be entered on the student’s account for the amount to bad debt to be written off. A write-off hold “WO” should be placed on the student’s account. The ultimate effect of the detail codes, after application of payments runs, is a debit to Allowance for Doubtful Accounts [1401zz] and a credit to student accounts receivable.

If an account that was reserved through the allowance account and written off is subsequently paid, then the following entries are necessary, in addition to the deposit of the funds received:

To reestablish the receivable and the associated allowance account.

a. DR 1xxxxx Accounts Receivable [non-student accounts] CR 1420zz Allowance for Doubtful Receivables Finance Entry [non-student accounts]

b. For student accounts, reverse the bad debt payment detail code and the bad debt charge detail code in the same amount that the student is paying. If the student paid the full amount of the bad debt; remove the write-off and collections hold from the student’s account.

To adjust the allowance for doubtful accounts balance.

DR 1420zz Allowance for Doubtful Receivables Finance Entry
CR 5102zz A/R Write Offs [contra revenue]

Review Process: Provide/edit example table below to document review process and all reviewing entities.

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

LCTCS Policy #5.009
LCTCS Policy #5.008

Distribution:

Distributed Electronically via College’s website

Original Adoption: February 10, 2008
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

Policy 5.007

Cash Handling

PURPOSE

All employees of Northwest Louisiana Technical Community College who handle cash must have both an awareness of and show a commitment to strong internal controls for cash receipts. The Vice Chancellor of Finance and Administration is responsible for establishing and maintaining the proper policies and procedures related to internal controls. It is maintained by awareness through regular communications between management and staff and through management’s commitment by example and review.

Internal controls are necessary to prevent mishandling of funds and to safeguard against loss. Strong internal controls also protect employees from inappropriate charges of mishandling funds by defining responsibilities in the cash handling process.

"Cash" includes coin, currency, checks, money orders, and credit card transactions.

SCOPE

All campuses and departments collecting cash must address the cash receipt controls by developing, implementing and enforcing procedures in support of these controls.

POLICY

STATUTORY REFERENCE

Deposits

The Louisiana Constitution Article VII, Section 9 (A) requires “All monies received by the State or by any state board, agency, or commission shall be deposited immediately upon receipt.....”

NOTE: Immediately is defined as within 24 hours of receipt.

Misappropriation Notification Requirement

LSA-R.S. 24:523- Notification of the legislative auditor and district attorney. “An agency head of an auditee who has actual knowledge of any misappropriation of the public funds or assets of his agency shall immediately notify, in writing, the legislative auditor and the district attorney of the parish in which the agency is domiciled of such misappropriation. The district attorney, or other prosecutorial agency, notified of such misappropriation may request audit assistance from the legislative auditor with respect to the misappropriation.” LCTCS board policy #5.019 requires that the LCTCS director of internal audit be notified as soon as possible concerning possible misappropriation of state funds and/or resources. The LCTCS director of internal audit shall fulfill the requirements of R.S. 24:523 by notifying the legislative Auditor and the appropriate District Attorney.

GENERAL POLICY & PROCEDURE

Collecting and Receiving Checks or Cash

Cash - Any cash received should be evidenced by the issuance of a sequentially numbered, handwritten receipt, or machine-produced receipt. One copy of the receipt is to be given to the payee and one copy is to be retained by the agency.

If a receipt must be voided, then all copies of the receipt should be kept with the deposit with VOID written on the affected receipts. Receipts should not be thrown away as all receipts must be accounted for.

Checks – All checks received should be made out to Northwest Louisiana Technical Community College (NLTCC). If the payee space on the check is left blank, Northwest Louisiana Technical Community College should be entered immediately. Checks made payable to cash should not be accepted.

All checks to be deposited by NLTCC are to be endorsed with a restrictive endorsement and entered into the accounting system immediately upon receipt. The endorsement should be as follows:

For Deposit Only
Northwest Louisiana Technical Community College
Account Number

At all times, funds should be placed in a locked bank bag (or locked metal container) and the bag should be secured in a safe or locked cabinet or locked desk; and

Access to the funds should be limited to the cashier.

A check receipt log is to be maintained at areas in which payments are received.

The check receipt log should be transmitted to the accounting office by 3:30 p.m. each day a check is received. Any checks received after 3:30 p.m. should be transmitted to the accounting office before 3:30 p.m. the following workday. The log should be signed by the person transmitting the checks and countersigned by the person receiving the checks for deposit.

Making Deposits

To maintain proper security and good internal control procedures, the responsibility for preparing and making the deposit should be assigned to an employee other than the one assigned the responsibility for opening the mail, maintaining the check log, making the deposit, writing checks, and preparing the bank reconciliation.

All funds received must be verified to the receipts and registration information to verify that all monies have been receipted and accounted for.

The employee assigned the responsibility of deposit preparation will prepare the deposit ticket, secure the funds and make the deposit into the proper bank account. All receipts should be accounted for and in sequential order. Any breaks in receipt order must be investigated.

Under no circumstances will employees make disbursements from the cash receipts. All cash receipts must be in the custody of the Finance Department.

All copies of the deposit ticket should have the bank stamp on them.

The stamped pink copy of the deposit ticket should be used for reconciliation purposes and should be forwarded to the Finance Department.

The yellow copy of the deposit ticket should be attached to the documentation and maintained in the campus’ files.

Bank Reconciliation

Bank reconciliations, which include ALL NLTCC accounts, shall be performed centrally and should be performed no later than fifteen (15) days after receipt of the bank statement.

Missing Funds Notification Process

If funds are missing from a deposit, the following notifications must be made, in writing:

The Vice Chancellor of Finance and Administration must be notified immediately upon discovery.

The Vice Chancellor of Finance and Administration shall notify the LCTCS director of internal audit who will in turn notify the Legislative Auditor and the appropriate District Attorney of the misappropriation.

Review Process: Provide/edit example table below to document review process and all reviewing entities.

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

LCTCS Board Policy #5.019 Misappropriation of Assets – Notification Policy

Distribution:

Distributed Electronically via College’s website

Original Adoption: February 10, 2008
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

Policy 5.008

Contracts for Professional, Personnel, Consulting and Social Services

PURPOSE

Contracts for professional, personnel, consulting, and social services by Northwest Louisiana Technical Community College (NLTCC) must be in the best interest of the College. They are to only be used when it is ascertained that no one competent to perform the services being sought is available within the resources of the College.

SCOPE

All such contracts are administered in compliance with the provisions of this policy and the methods established by the Office of Contract Review, in accordance with state regulations.

POLICY

A contract for Purchasing, Professional, Personal, and Consulting Services to be rendered shall be submitted to the appropriate official who is responsible for ensuring that the contracts are properly prepared and executed.

The Chancellor is authorized by the Louisiana Board of Supervisors to enter Purchasing, Professional, Personal and Consulting Service contracts of less than $50,000.

All contracts prepared, approved, and submitted by NLTCC for a dollar amount of $20,000.01 or greater must be submitted to the Louisiana Office of Contractual Review.

All contracts prepared, approved, and submitted by NLTCC for a dollar amount of greater than $50,000.01 but less than $150,000 shall require the approval of the System President, or his designee.

All contracts prepared, approved, and submitted by NLTCC for a dollar amount of $150,000.01 or greater shall require the approval of the System President, or his designee, and the approval of the LCTCS Board of Supervisors.

NLTCC shall submit a quarterly report of all contracts $20,000 or less but greater than $2,000 to the LCTCS System Office for review. A comprehensive report of contracts for $20,001 and greater and less than $50,000 shall be provided to the LCTCS Board of Supervisors on a quarterly basis.

Review Process: Provide/edit example table below to document review process and all reviewing entities.

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

Louisiana Revised Statutes, Chapter 16, Professional, Personal, Consulting and Social Services Procurement, Title 39, Sections 1482 – 1518 and the Division of Administration’s Office of Contractual Review’s Procedures for Submitting Contracts for Professional, Personal, Consulting, Social Services and Interagency Agreements to the Office of Contractual Review for Approval.

LCTCS Policy 5.003 Contract Submission and Approval

Distribution:

Distributed Electronically via College’s website

Original Adoption: October 16, 2019
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

Policy 5.009

Financial Operations

PURPOSE

Northwest Louisiana Technical Community College is legislatively bound to operate within the approved HB-1 Budget Authority which is comprised of State, Federal, and self-generated revenue sources. Such authority is allocated annually after data submission, research, review, and approval by the State Legislature, Board of Regents, and LCTCS; and, is based partly on an outcome-based funding formula.

SCOPE

This policy applies to all employees, students, contractors, affiliates, and processes of Northwest Louisiana Technical Community College who are involved in financial activities, including but not limited to budgeting, purchasing, accounting, procurement, financial reporting, and the use or management of college funds and resources.

POLICY

Responsibilities

Responsibilities of the finance department include, but are not limited to, purchasing, accounts payable, accounts receivable, financial reporting, fiscal recordkeeping, grants management, check issuance, monthly electronic reporting functions, travel, budgeting, and to serve as the liaison between LCTCS, state agencies, and other reporting agencies.

Segregation of Duties

Strong internal controls, including segregation of duties, are central to NLTCC’s financial management practices. Banner access shall be determined, and subsequently granted, because of role-based requirements and restricted to employees whose job responsibilities require the ability to initiate, approve, or reconcile financial transactions. No employee shall have unilateral control over an entire financial process.

Accountability and Integrity

Audits are performed by the LCTCS Internal Auditors and the State Legislator’s Office to ensure that acceptable accounting principles are followed. Audits are conducted to ensure compliance with GAAP, NACUBO, federal regulations, and with state policies for accounting and financial management.

Annually, Certified Public Accountants perform a compilation engagement in accordance with Statements on Standards for Accounting and Review Services promulgated by the Accounting and Review Services Committee of the AICPA. An Annual Financial Report is derived from the template provided by the LCTCS.

Review Process: Provide/edit example table below to document review process and all reviewing entities.

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

LCTCS Board Policy #5.012 Annual Financial Reporting
LCTCS Board Policy#5.012 Misappropriation of Assets – Notification Policy
LCTCS Board Policy Banner Access Authorization Rules

Distribution:

Distributed Electronically via College’s website

Original Adoption: October 16, 2019
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

Policy 5.010

Financial Accounting & Reporting Basis

PURPOSE

Northwest Louisiana Technical Community College shall ensure compliance with regulatory requirements for financial accounting and reporting basis as defined by the Governmental Accounting Standards Board (GASB).

SCOPE

This policy applies to all employees, students, contractors, affiliates, and processes of Northwest Louisiana Technical Community College who are involved in financial activities, including but not limited to budgeting, purchasing, accounting, procurement, financial reporting, and the use or management of college funds and resources.

POLICY

Accounting Basis:

NLTCC uses the accrual basis of accounting in accordance with GASB. Revenues are recorded when earned and expenses are recorded when incurred and measurable, regardless of when the related cash flows take place. Non-Exchange Transactions, in which the College receives value without directly giving equal value in Exchange, include grants, state appropriations, and private donations. On an accrual basis, revenues from these transactions are recognized in the fiscal year in which all eligibility requirements (resource provider conditions) have been satisfied, if measurable and probable of collection.

Reporting Basis:

NLTCC’s financial statements are prepared in accordance with generally accepted accounting principles applicable to governmental colleges and universities as promulgated by the Governmental Accounting Standards Board (GASB). Component units follow pronouncements as appropriate for their type of entity, and their financial statements are presented on that basis.

In accordance with GASB Statement No. 34, Basic Financial Statements—and Management’s Discussion and Analysis—for State and Local Governments (GASB 34), NLTCC has elected to report as an entity engaged in business-type activities. Entities engaged in business-type activities are financed in whole or in part by fees charged to external parties for goods and services.

GASB 34 establishes standards for external financial reporting for public colleges and universities and requires that resources be classified for accounting and reporting purposes into the following net position categories:

• Invested in capital assets, net of related debt: Capital assets, net of accumulated depreciation and long-term debt attributable to the acquisition, construction, or improvement of these assets.

• Restricted: Those net positions, either expendable or nonexpendable, subject to donor-imposed restrictions stipulating how the resources may be used. Expendable net positions are those that can be satisfied by actions of the College. Nonexpendable net positions, consisting of endowments, must be maintained in perpetuity.

• Unrestricted: Those net positions that are not classified either as capital assets, net of related debt or restricted net positions. Unrestricted net positions may be designated for specific purposes by management.

Restricted funds remain classified as such until restrictions have been satisfied.

Review Process: Provide/edit example table below to document review process and all reviewing entities.

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

LCTCS Board Policy #5.012 Annual Financial Reporting

Distribution:

Distributed Electronically via College’s website

Original Adoption: October 16, 2019
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

Policy 5.011

Financial Code of Ethics

PURPOSE

Northwest Louisiana Technical Community College employees who process, approve, compile, or review fiscal transactions on behalf of the College shall act in an ethical manner and promote positive fiscal stewardship.

SCOPE

This policy applies to all employees, students, contractors, affiliates, and processes of Northwest Louisiana Technical Community College who are involved in financial activities, including but not limited to budgeting, purchasing, accounting, procurement, financial reporting, and the use or management of college funds and resources.

POLICY

NLTCC staff with fiscal responsibility shall:

Perform their duties in accordance with the appropriate recognized ethical and legal standards;

Practice honesty and integrity in all aspects of their work;

Exhibit professionalism in the workplace, and conduct themselves in a way that will continue to promote the public's confidence in the integrity of the NLTCC’s;

Be fair-minded, non-discriminatory, and treat all individuals, both internal and external to the NLTCC’s community equitably, with civility, respect and dignity;

Fulfill their assigned responsibilities, and be proactive in developing the skills necessary to provide high job performance;

Exercise fiduciary responsibility with respect to safeguarding the NLTCC’s assets;

Exercise custodial responsibility with respect to the use of NLTCC’s property and resources;

Exercise, within the requirements of Louisiana State law, confidentiality with respect to information, records, and data management, respecting the rights and privacy of individuals;

Take action to mitigate any real or perceived conflicts of interest; and

Comply with Federal and State laws and regulations and NLTCC’s policies and procedures.

Review Process: Provide/edit example table below to document review process and all reviewing entities.

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

Distribution:

Distributed Electronically via College’s website

Original Adoption: October 16, 2019
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

Policy 5.012

Internal Controls

PURPOSE

Northwest Louisiana Technical Community College shall establish the key areas of internal control and related responsibilities for systems and processes outside of NLTCC’s standard business practices.

SCOPE

This policy applies to all employees, students, contractors, affiliates, and processes of Northwest Louisiana Technical Community College who are involved in financial activities, including but not limited to budgeting, purchasing, accounting, procurement, financial reporting, and the use or management of college funds and resources.

POLICY

Readers of NLTCC’s financial statements rely on the integrity of NLTCC financial reports and processes that is enhanced by strong internal controls. Management of NLTCC at every level is responsible for designing, implementing and enforcing internal controls appropriate for business processes. Every employee is responsible for knowing and implementing applicable internal controls related to the following five components: control environment, risk assessment, control activities, information and communication and monitoring.

All employees are responsible for the systems and processes that protect NLTCC’s fiscal integrity that fall under their duties and responsibilities related to their job functions. As part of this responsibility, all employees must ensure that every process contains adequate internal control activities to help ensure the following key objectives are achieved:

Completeness: All valid transactions for a given period have been processed and individual or groups of transactions have not been omitted or misdirected.

Authorization: Only those transactions that meet NLTCC criteria are processed.

Accuracy: Transactions are accurate in amount, posted to the appropriate Chart Fields, and consistent with the originating transaction data.

Timeliness: Transactions are recorded within the appropriate reporting period. All transactions must be processed within the applicable accounting period and recorded before there is opportunity for amounts to be misdirected.

Safeguarding of Assets: Access to physical assets and information systems is controlled and properly restricted to protect against misappropriation, misuse, accidental loss, and ensure accountability.

Segregation of Duties: Strong internal controls, including segregation of duties, are central to NLTCC’s financial management practices. Banner access shall be determined, and subsequently granted, because of role-based requirements and restricted to employees whose job responsibilities require the ability to initiate, approve, or reconcile financial transactions. No employee shall have unilateral control over an entire financial process.

Managerial Review: Sufficient oversight of activities ensures controls are functioning as intended and the detection of unauthorized activities and material errors. Managerial review includes activities taken by the manager to gain assurance that controls are functioning or provide a warning before a malfunction significantly impacts operations. There are a number of tools a manager can employ to achieve this objective, including:

• Reviewing and testing reconciliations to ensure they are performed correctly.
• Reviewing an aging of accounting balances
• Reviewing reconciliations
• Performing balance fluctuation analysis
• Comparing rates of occurrence.

Review Process: Provide/edit example table below to document review process and all reviewing entities.

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

Distribution:

Distributed Electronically via College’s website

Original Adoption: October 16, 2019
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

Policy 5.013

Segregation of Duties

PURPOSE

Northwest Louisiana Technical Community College shall ensure employees are responsible for performing their duties in accordance with proper Internal Controls as established by management. Segregation of duties is one of the key elements of Internal Control.

SCOPE

This policy applies to all employees, students, contractors, affiliates, and processes of Northwest Louisiana Technical Community College who are involved in financial activities, including but not limited to budgeting, purchasing, accounting, procurement, financial reporting, and the use or management of college funds and resources.

POLICY

Segregation of duties is critical because it ensures separation of different functions and defines authority and responsibility over transactions. Segregation of duties reduces the risk of errors and inappropriate actions.

The Vice Chancellor of Finance and Administration and all individuals responsible for assignment and supervision of employees that carry out fiscal activities, budget, and implementation of Internal Controls must ensure there is adequate segregation of duties within their areas of responsibility. Banner access shall be determined, and subsequently granted, because of role-based requirements and restricted to employees whose job responsibilities require the ability to initiate, approve, or reconcile financial transactions. No employee shall have unilateral control over an entire financial process.

Without additional Mitigating Controls in place, there is the potential to carry out and conceal errors and/or irregularities in the course of performing day-to-day activities.

Review Process: Provide/edit example table below to document review process and all reviewing entities.

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

Distribution:

Distributed Electronically via College’s website

Original Adoption: October 16, 2019
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

Policy 5.014

Expense Reimbursement

PURPOSE

In accordance with IRS regulations, Northwest Louisiana Technical Community College will reimburse employees for authorized business expenses with no effect on taxable compensation.

SCOPE

This policy applies to all employees, students, contractors, affiliates, and processes of Northwest Louisiana Technical Community College who are seeking reimbursement of allowable NLTCC expenses.

POLICY

To qualify for a nontaxable expense reimbursement, an employee must:

Have submitted and received prior written approval for the expense from the Chancellor or Vice Chancellor of Finance and Administration,

Have paid or incurred the expense while performing official services on behalf of NLTCC,

Have submitted an Accounts Payable Check Request/Travel Expense form which properly substantiates the expenses,

If the reimbursement is travel related, the employee must have ensured all travel arrangements and requests adhere to the Louisiana Office of State Travel Guide in affect at the time of travel.

Non-employees

The substantiation requirements of this policy also apply to non employees (e.g., independent contractors and students) on NLTCC business. If the non-employee does not properly account to NLTCC for their reimbursed expenses, then any reimbursement will be reported as income to the IRS and to the non-employee on the applicable form.

Review Process: Provide/edit example table below to document review process and all reviewing entities.

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

Distribution:

Distributed Electronically via College’s website

Original Adoption: October 16, 2019
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

Policy 5.015

1099 Reporting

PURPOSE

Northwest Louisiana Technical Community College must report certain non-employee Supplier payments to the IRS and to the Recipients/Suppliers each calendar year via a 1099-MISC tax form.

SCOPE

This policy applies to all employees, students, contractors, affiliates, and processes of Northwest Louisiana Technical Community College who are involved in financial activities, including but not limited to budgeting, purchasing, accounting, procurement, financial reporting, and the use or management of college funds and resources.

POLICY

To ensure accurate Supplier classification, NLTCC requires an IRS form W-9 for domestic suppliers. Each payment request/voucher must have the appropriate account coded by the requestor or approver for the proper withholding type. NLTCC Accounts Payable is responsible for reviewing the appropriate withholding type and adjusting when appropriate.

Payment requests or vouchers that have a payment to a Supplier that includes both taxable and non-taxable items must contain multiple lines. Taxable items must be recorded on a separate line from the non-taxable items to be able to extract the taxable 1099 reportable expense for purposes of creating a 1099 for the Supplier.

It is the responsibility of the Vice Chancellor of Finance and Administration to review the information in the voucher and payment tables at calendar year end to determine the accuracy of the data and correct any errors. Correction of the errors must be completed before the deadline for 1099 submission each year.

All B notices will be reviewed on a case by case basis. Tax identification number or name errors should be corrected on the Supplier record in Banner before the next 1099 report is submitted. If a second B notice is received for the Supplier, a hold will be placed on the Supplier and payments will not be allowed to the Supplier until a proper W-9 or W-8 Form is received.

Definitions

Account - a 4-digit numeric character field used to describe and classify transactions according to uses and/or regulations, restrictions or limitations in compliance with financial reporting requirements. NLTCC uses separate ranges to designate the transaction as revenue, expense, net assets, asset or liability.

IRS B notice - an annual notice from the IRS to notify payers that a 1099 form has been filed with either missing or incorrect name/tax identification number combinations. A second B notice is issued if there have been two mismatches for the same Supplier within three calendar years.

Form 1099-MISC - an IRS tax form that reports the calendar year-end summary of all non-employee compensation. The 1099-MISC form covers rent, royalties, self-employment and independent contractor income, crop insurance proceeds and several other kinds of miscellaneous income.

Supplier - a person or company offering something for goods or services. Within Banner, a Supplier is a unique individual or company who is eligible to receive payment.

W-9 - an IRS form used to verify a person’s or company’s taxpayer identification number often referred to as TIN.

Review Process: Provide/edit example table below to document review process and all reviewing entities.

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

Distribution:

Distributed Electronically via College’s website

Original Adoption: October 16, 2019
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

Policy 5.016

Business Meals

PURPOSE

Northwest Louisiana Technical Community College is authorized to provide meals in conjunction with sponsored events directed toward:

• Faculty and staff recruits
• Program review teams
• Visiting faculty and officials
• Officials and honorees at awards banquets
• Graduation and honor student receptions
• Convocation
• College-Wide/Campus Meetings
• Other system or college hosted occasions in which the LCTCS or college serves as a center for local educational cultural and economic development activities.

SCOPE

This policy applies to all employees, students, contractors, affiliates, and processes of Northwest Louisiana Technical Community College who are involved in financial activities, including but not limited to budgeting, purchasing, accounting, procurement, financial reporting, and the use or management of college funds and resources.

POLICY

Such expenditures, as defined above, should be at a rate similar to those authorized for meals by PPM-49. The Chancellor, or his/her designee, may approve expenditure of funds for college sponsored conferences and events. The expenses for the meals should be reasonable and properly justified.

Documentation: The provision of meals for special functions, as outlined herein, at any rate must be documented in official files of the appropriate office or college. This documentation must include names and titles/affiliations of guests, meal expenditure receipts, purpose and justification for the event.

Review Process: Provide/edit example table below to document review process and all reviewing entities.

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

LCTCS Board Policy #5.026 Approval of Special Meals Related to LCTCS Sponsored Activities and Events

Distribution:

Distributed Electronically via College’s website

Original Adoption: October 16, 2019
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

Policy 5.017

Compensated Absences Liability

PURPOSE

To define Compensated Absences Liability related to Northwest Louisiana Technical Community College.

SCOPE

This policy applies to all employees, students, contractors, affiliates, and processes of Northwest Louisiana Technical Community College who are involved in financial activities, including but not limited to budgeting, purchasing, accounting, procurement, financial reporting, and the use or management of college funds and resources.

POLICY

Northwest Louisiana Technical Community College annual leave benefit, exclusive of sick leave, meets the definition of Compensated Absences as defined in GASB as any unused vacation balance is payable to the employee upon termination or retirement from the institution. Therefore, the liability is calculated only on vacation balances.

According to GASB, the Compensated Absence liability is measured using the pay or salary rates in effect at the balance sheet date. It also requires additional amounts to be accrued for certain salary-related payments associated with the payment of Compensated Absences, including employer provided benefits.

Review Process: Provide/edit example table below to document review process and all reviewing entities.

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

Distribution:

Distributed Electronically via College’s website

Original Adoption: October 16, 2019
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

Policy 5.018

Hardship Waiver of Tuition, Fees, & Miscellaneous Charge

PURPOSE

State law grants authority to the Board of Supervisors of Louisiana Community and Technical Colleges to assess an academic excellence fee, an operational fee, and increase tuition at each institution under its management and supervision. In cases of financial hardship, students adversely affected may apply to have these fees and the increased tuition waived. At Northwest Louisiana Technical Community College (NLTCC), hardship is defined as any documentable event which prohibits an otherwise eligible student from paying the approved additional tuition increase for the semester indicated.

SCOPE

This policy applies to all employees, students, contractors, affiliates, and processes of Northwest Louisiana Technical Community College who are involved in financial activities, including but not limited to budgeting, purchasing, accounting, procurement, financial reporting, and the use or management of college funds and resources.

POLICY

Eligibility Requirements:

A. A significant economic hardship includes, but is not limited to, the following extenuating circumstances:

• Temporary loss of income or employment
• Temporary loss of income or employment of a parent(s) or spouse
• Unexpected medical expenses
• Recent death of a parent, spouse or guardian
• Displacement or damage due to natural disaster
• Loss of income due to long-term disability
• Classified as a wounded warrior or a disabled veteran by the Department of Veteran Affairs

B. Tuition/fee hardship waivers are allowed only when specified by legislation.

C. Students wishing to file an appeal must have completed a Free Application for Federal Student Aid (FAFSA). Individual need will be based upon the FAFSA application as certified by the Department of Education.

D. Students who receive grants, scholarships, and/or waivers such as Federal Pell, Taylor Opportunity Program for Students (TOPS) that meet or exceed tuition and fees will not qualify for a waiver.

E. Students who are not eligible for need-based aid must document unusual circumstances to qualify for a waiver of tuition and fees.

F. Students who wish to file a hardship appeal must:

• Be a Louisiana resident
• Be a full-time student
• Have filed a FAFSA (final results must have been received by the College)
• Have no prior outstanding debt due to NLTCC
• Meet satisfactory academic progress standards (at least a 2.00 cumulative GPA)
• Not have received state approved tuition waivers/exemption such as National Guard, Senior Citizens, children of deceased/disabled police, and other legislative mandated tuition/fee exemptions that meet or exceed tuition and fees
• Not have received awards such as TOPS, Federal Pell, Strategies to Empower People (STEP), Louisiana GO Grant, as well as institution, private or state scholarship that meet or exceed tuition and fees
• Provide documentation of extenuating circumstances, as applicable
• Submit the Hardship Waiver of Tuition and Fees Waiver Application to the Financial Aid Office at least 5 days prior to the fee payment deadline each semester or summer session for which an exemption is requested

Special Notes

• A student's application for a waiver of tuition and fees will be, at a minimum, reviewed and approved or denied by the Vice Chancellor of academic and Student Affairs, the Chancellor, and the Vice Chancellor of Finance and Administration.

• The determination of need will be based on the applicant's Expected Family Contribution (EFC) as established by the United States Department of Education, state residency, and academic eligibility for financial aid.

• Documentation will be required and such documentation will become the property of NLTCC.

• If a waiver is approved, the amount is only for the official approved tuition waiver for that semester or session. The tuition waiver will be posted to the student account.

• If additional aid is received after the waiver is granted, the waiver will be canceled.

• Another application must be filed for subsequent hardship cases in subsequent semesters or sessions.

• Miscellaneous charges including, but not limited to, exam testing may be waived for applicants.

Review Process: Provide/edit example table below to document review process and all reviewing entities.

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

LCTCS Board Policy #5.021 Hardship Waivers of Tuition and Fees

Distribution:

Distributed Electronically via College’s website

Original Adoption: October 16, 2019
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

Policy 5.019

Accounts Receivable

PURPOSE

Northwest Louisiana Technical Community College shall promote the standardization in the recording, managing, and reporting of accounts receivables in an effort to:

A. Ensure NLTCC financial statements correctly reflect all amount owed to the college;
B. Minimize the cost of collecting accounts receivable; and
C. Maximize cash flow.

SCOPE

This policy applies to all employees, students, contractors, affiliates, and processes of Northwest Louisiana Technical Community College who are involved in financial activities, including but not limited to budgeting, purchasing, accounting, procurement, financial reporting, and the use or management of college funds and resources.

POLICY

I) Accounts Receivable Process Overview and Objectives

A) Billing Process Overview and Objectives

To provide accurate and timely billing for amounts owed to NLTCC

To provide a means of tracking accounts receivable

To provide billing capabilities for various types of receivables

To provide the capabilities of monitoring the aging of accounts receivable, creating customer billings and statements based on the age of the receivable

To provide internal control procedures and accountability

B) Billing Event Overview and Objective

Recording of the billing event will be performed by the College. The Bursar's Office will initiate the data entry, obtain approvals and process the billing.

Invoices and statements are generated by the College and sent to the student/customer electronically or by mail on a timely basis. The College will provide statements at least monthly.

Once a receivable has been incurred, an invoice will be prepared and made available to debtor on a timely basis.

The Bursar's office is responsible for tracking the College's receivables and keeping records of, and all correspondence pertaining to, the account.

The Bursar's Office will obtain complete and accurate information on each debtor in the event of default.

Each month a report is prepared by the Bursar's Office to review the accounts for further action. The report provides information relating to accounts that are over 30 days, over 60 days, over 90 days, and older.

The Bursar's Office will inform and notify the debtor of additional fees, charges, and costs that may be incurred for failure to pay a debt, including:

a. fee that will be charged for NSF checks;
b. interest on unpaid balance per month, as applicable;
c. attorney or collection agency fees, as applicable; and
d. late penalty fees, as applicable.

C) Billing Receipts Overview and Objective

The College's Bursar's office receives the money and credits the appropriate customer's account.

Compliance with R.S. 39:372 and the Louisiana Constitution Article VII, Section 9

(A) requires "all monies received by the State or by any state board, agency, or commission shall be deposited immediately upon receipt in the State Treasury, except for certain listed therein." ("Immediately" is defined as within 24 hours of receipt. The State Treasury cash management practices require state-depositing entities to deposit receipts in NLTCC's central depository account or designated regional depository accounts. Northwest Louisiana Technical Community College is responsible for revenue classification in the accounting system.)

D) Accounting Procedures Overview and Objective

The Bursar's Office will maintain a proper segregation of duties such as opening the mail, recording the receipt, and maintaining the accounts receivable records. When not feasible, supervisory review and controls will be implemented.

The Bursar's Office will provide a monthly Aged Trial Balance of all accounts, which will be checked and verified by the Vice Chancellor of Finance and Administration to ensure that the amount equals the balance in the General Ledger, if applicable.

The Bursar's Office will obtain all necessary information on the debtor in the event of default such as:

a. current home and work address and phone number;
b. social security and/or federal employer identification number;
c. name of address of nearest relative or guardian;
d. date of birth;
e. any other relevant information

II) Collection Process Overview, Objective, and Policy Guidelines

A) Collection Process Objectives

To identify delinquent accounts.

To pursue delinquent accounts by creating collection letters that are tailored to the College's needs.

To apply late charges and interest to delinquent accounts, as appropriate.

To interface with other software to enhance the intercepting of payments.

To provide an updated customer account balance for any collection activity, payments or NSF checks.

To provide the ability to write off uncollectible accounts with proper authority and documentation that debt is still owed to the state.

To establish and maintain internal controls.

B) Collection Process

Begins when the debt is recognized or the service is completed. The Bursar's Office will provide an invoice or statement in a timely manner to the debtor.

Different messages will appear on the statement according to the status of the account to remind the debtor of the amount owed to the state and any payments and/or adjustments made since the last statement.

The College will apply interest and/or late charges as statutorily prescribed and as deemed appropriate by the College.

With the proper documentation and approval, and in accordance with LCTCS Policy No. 5.009 - Allowance/Write Off Policy incorporated herein, the College may write off from the financial statements any account that is deemed uncollectible after following the proper procedures. The debt is still owed to the state.

C) Collection Follow-Up Procedures

Send a minimum of two follow-up billing statements to debtor. The scheduled billing cycle shall be designated by the College as follows:

a. Within 60 days after the end of a semester, Northwest Louisiana will do an analysis of all student accounts that have an outstanding balance for that semester. Northwest Louisiana will send a minimum of one follow-up billing statement to the debtor each month until three (3) letters have been sent or until the account is written off, whichever comes first.

Send second billing statement to debtor with a warning (dunning) message explaining the action that will be taken within a scheduled billing cycle from the first statement.

Third billing statement notifies the debtor that the account has been forwarded to a collection agency or the attorney general's office within a scheduled billing cycle from the second statement.

Course of action after the third billing statement:

a. Discontinue service and notify debtor by letter that service has been discontinued, if applicable to the College.

b. The College will continue to collect amounts by all available means - private collection agency, attorney general's office, debt offset, etc.

Further action may be taken at the discretion of the College and may include a decision by the Controller on whether to approve the account to be written off or continue to collect.

The College may continue its collection process or assign the account to a collection agency.

Follow-up with the Attorney General's office or collection agency on the status of the account.

If appropriate, contact past due customers by telephone at any time during the collection process to ensure collection.

Students, individuals or entities who are in default on obligations or for whom previous obligations have been written off as uncollectible shall not be admitted to the College, or be used a transcript, without payment in full of any previous unpaid obligations or upon presentation of written evidence of bona fide payment arrangements as approved by or Vice Chancellor of Finance and Administration. Such arrangements should be documented in the student's file. Payment arrangements shall not extend beyond the semester the student is admitted.

Students, individuals or entities who are in default on obligations or for whom previous obligations have been written off as uncollectible shall not be admitted to the college without payment in full of any previous unpaid obligations or upon presentation of written , or designee and documented in the students' file. Payment arrangements shall not extend beyond the semester they are admitted.

Review Process: Provide/edit example table below to document review process and all reviewing entities.

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

LCTCS Board Policy #5.008 Accounts Receivable Policy

Distribution:

Distributed Electronically via College’s website

Original Adoption: February 10, 2008
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

Policy 5.020

Petty Cash

PURPOSE

Petty cash fund controls and procedures are implemented to ensure that petty cash funds are properly established and maintained, and Northwest Louisiana Technical Community College’s assets are adequately safeguarded. When making small purchases, a campus can use funds from the petty cash account to reimburse employees who prepay for a small item or to fund the initial purchase of the small item. Purchases made from or reimbursed through the petty cash account cannot exceed $50.00.

SCOPE

This policy applies to all employees, students, contractors, affiliates, and processes of Northwest Louisiana Technical Community College who are involved in financial activities, including but not limited to budgeting, purchasing, accounting, procurement, financial reporting, and the use or management of college funds and resources.

POLICY

DEFINITION

Petty cash - a sum of money set aside for the purpose of paying small obligations for which the issuance of a formal voucher and check would be too expensive and time-consuming.

GENERAL POLICY

Each campus will keep $200 cash. $100 of these funds will be held for petty cash and $100 will be maintained for cashiers to make change. The petty cash request/receipt form should be used to establish a petty cash account and must be submitted to the Northwest Louisiana Technical Community College regional office to the attention of the Vice Chancellor of Finance and Administration. This request must be signed by the Campus Dean and the Vice Chancellor of Finance and Administration. The receipt of these funds should be recorded on the same form and amount received should be verified by a party other than the petty cash custodian.

The maximum amount of reimbursement for a single purchase is $50.00. Prior approval must be obtained from the Campus Dean before purchases are made. Payments for goods or services in excess of the maximum amount are to be handled through the regular purchasing process.

Petty cash purchases may not be made for personal expenses, SGA purchases, or for the reimbursement of any travel expenses and shall be in accordance with Louisiana State Procurement Regulations.

All original receipts should be signed, and dated with the purpose of the item written on the receipt. Tax exempt forms should be presented to vendor when making purchases. At no point, should the payment or receipt contain Louisiana State Sales tax.

The receipt is then submitted to the campus accountant for reimbursement immediately. “Immediately” is defined as “within 24 hours of receipt.” Each campus will have a petty cash custodian assigned and will maintain a written document signed by the custodian agreeing to policies and procedures.

No reimbursements will be issued without the original receipt. Original receipt must have a detailed receipt, not a generic description such as “general merchandise” or should be fully documented elsewhere, (both paper and an un-editable form).

A Petty Cash Reimbursement form should be completed and signed for each transaction.

The following transactions and purchases may not be processed with petty cash funds:

• Items required to be purchased through the regular purchasing process
• Gift cards, money orders, anything of cash value including stamps
• Fuel
• Items covered by state contract
• Travel reimbursements
• Registration fees
• Membership fees
• Cash advances to employees or students
• Check cashing
• Items charged to SGA or Technology fee funds.

The petty cash fund must not be commingled with any other funds. At all times, the total of the cash on hand plus reimbursements in transit and receipts on hand should equal the total amount authorized for each campus.

The petty cash custodian is responsible for maintaining the Petty Cash Reconciliation Log form and the log is due to the regional office at the end of each month.

A petty cash request should be submitted once funds are depleted. Form can be submitted at any time, but campus must allow sufficient time for request to be processed.

Periodic audits of the petty cash fund will be conducted by the Northwest Louisiana Technical College Fia. Violations of these policies may result in the removal of the petty cash fund from a campus.

ANNUAL REPORTING

Each campus petty cash custodian is required to submit an approved authorization log, amount and amount in custody, to the Finance Office, at the end of each month on the 30th day. If the 30th day falls on a weekend or a holiday, documents will be submitted previous business day.

Review Process: Provide/edit example table below to document review process and all reviewing entities.

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

Distribution:

Distributed Electronically via College’s website

Original Adoption: February 10, 2008
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

Policy 5.021

Notification of Potential Deficit

PURPOSE

To allow LCTCS to assist NLTCC in taking appropriate measures to avoid the potential deficit.

SCOPE

Louisiana Revised Statute 39:77 states that if an entity expends more than the amount budgeted and authorized by the Legislature, this action “... shall constitute reasonable cause for removal from office of the officer or officers, whether elected or appointed, responsible therefore in accordance with the provision of Article X of the Constitution of Louisiana.”

POLICY

To operate in accordance with State law, if the Vice Chancellor of Finance or Chancellor becomes aware of an impending deficit, they are responsible for immediately notifying the Louisiana Community and Technical College Office of Finance and Administration both verbally and in writing of the impending deficit. The written notice to the LCTCS Director of Finance and Administration must include a list of proposed and recommended actions to eliminate the deficit. For purposes of this policy, a deficit is defined as a situation in which expenses exceed anticipated revenues, or spending exceeds anticipated annual budget authority by the end of a fiscal year.

To operate in accordance with State law and LCTCS Policy, if the Chancellor becomes aware of an impending deficit, the Chancellor and/or the Vice Chancellor of Finance and Administration is responsible for immediately notifying the LCTCS President both verbally and in writing.

This practice of immediate notification will allow the LCTCS Office of Finance and Administration to assist the College in taking appropriate measures to avoid the potential deficit. In situations where this policy is not followed, appropriate disciplinary measures will be applied.

Review Process: Provide/edit example table below to document review process and all reviewing entities.

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

Louisiana Revised Statute 39:77
LCTCS Policy #5.020 Notification of Deficit

Distribution:

Distributed Electronically via College’s website

Original Adoption: February 10, 2008
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

Policy 5.022

Refund Policy

PURPOSE

Tuition and fees are assessed to all who enroll at the Northwest Louisiana Technical Community College (NLTCC).

SCOPE

This policy covers refunds of tuition, fees, and other charges in the event the College cancels a class or a student withdraws from a class or resigns from the College.

POLICY

The College will first apply refunds to outstanding obligations of the student and then any remaining funds will be returned to the student. At the time of withdrawal, students are responsible for any unpaid portion of their accounts and for any other obligations to the College. At no time, will the amount refunded exceed the amount paid by the student.

All refunds shall be made according to this policy and schedule and in accordance with any applicable federal guidelines. Unless otherwise provided by federal guidelines, governing the return to Title IV Funds (Federal Financial Aid), the refund schedule shall not provide for a refund after the official 14th class day for the fall/spring semester or equivalent for the summer semester, or alternative sessions.

Refunds may be subject to an administrative fee of $15 per refund transaction (regardless of the number of credit hours dropped or upon withdrawal from the College).

Refunds, when due, will be made within 30 days of (1) the withdrawal date as documented on the Drop/Add/Reinstatement form or (2) the date the institution determines the student has withdrawn.

Some fees are non-refundable.

If the College cancels a class, then 100% of all tuition and fees paid will be refunded and an administrative fee will not be assessed.

In accordance with the Council on Occupational Education requirements, students who have not visited the school facility prior to enrollment can withdraw within three days following either attendance at an orientation or a tour of the school facilities and receive a full refund of all tuition and fees paid.

REFUND POLICY

Refund of tuition is made on the following basis upon a reduction in credit hours or official withdrawal from the College:

Prior to the 1st day of class: 100% of tuition and fees

1st-5th day for each parts of term: 100% of tuition and fees

On or beyond the 6th business day for each parts of term, no refund will be given.

NOTE: In accordance with Title IV of the Higher Education Act Amendments, refunds of tuition and fees for Pell Grant recipients shall be made to the Pell Grant program and not to the student.

CONTINUING EDUCATION AND BUSINESS AND INDUSTRY TRAINING

Tuition, fees, and other charges relating to Continuing Education and Business and Industry Training are not refundable unless the training course is canceled by the College.

REFUNDS TO OUTSIDE AGENCIES

Tuition paid by an outside agency will not be refunded to the student. The agency must contact the Office of Student Affairs within the refund period. In accordance with Title IV of the Higher Education Amendments, refunds of tuition and fees for Pell Grant recipients shall be made to the Pell Grant program and not to the student.

SUSPENSION REFUNDS

If a student is suspended within the refund period, the student will be refunded according to the refund schedule.

PROCEDURE FOR RECEIVING REFIND OF TUITION

Students can expedite the handling of tuition refunds by completing forms in the Office of Student Services of each campus. After completion and approval of the necessary forms, a check will be requested from the Chief Finance Officer and will be mailed to the student’s residence within 45 working days.

REFUND APPEALS PROCESS

Pursuant to the Louisiana Community and Technical College System Policy # 5.007, a formal appeals process shall be in place for hearing complaints due to denial of all or part of a student’s refund. Each Director will appoint members to form a Tuition Refund Committee for their Region. The Regional committee members will be appointed for a minimum term of one academic year. Each Region is responsible for establishing written procedures for a fair and consistent evaluation of refund appeals. Each Region should keep the documentation regarding each appeal. Each Region is responsible for notifying students of Committee decisions within seven days of the decision.

Criteria for Appeals

Personal Emergencies:

Death of the student or death in the student's immediate family (parent, sibling, offspring, spouse). Next of kin may file an appeal for a deceased student

Medical incapacitation

Administrative errors

Military Duty - orders must accompany appeal. In accordance with the Higher Education Relief Opportunities for Students Act of 2003 of the United States Congress (H.R. 1412), students who are called to active duty or active service are entitled to a full refund of all tuition and fees.

Ignorance of the drop/add dates for refunds is not an acceptable justification for an appeal.

Process

If a student feels he or she has an extenuating circumstance, which justifies an exception to the refund policy, he or she may appeal to the Tuition Refund Committee in the following manner:

Complete and submit a Refund Appeal Form to the Chief Academic Officer within 60 days from the end of the semester and/or session in which the class was offered.

Attach all relevant documentation.

Tuition Refund Committee Rules

Appeals received after the 60 day deadline will not be considered.

Appeals received without the proper documentation and form will not be considered.

Appeals must be made by the student. Appeals made "on behalf of" a student will not be reviewed unless the student is deceased.

The Tuition Refund Committee does not take phone calls. All appeals must be submitted in writing.

The decision of the Tuition Refund Committee is final.

Review Process: Provide/edit example table below to document review process and all reviewing entities.

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

LCTCS Policy # 5.007

Distribution:

Distributed Electronically via College’s website

Original Adoption: February 10, 2008
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

Policy 5.023

Travel

PURPOSE

Northwest Louisiana Technical Community College(NLTCC) follows the guidelines of the Office of the State Travel Guidelines and adheres to PPM 49.

SCOPE

This travel policy applies to anyone traveling on behalf of the NLTCC, regardless of the source of funds used to reimburse the employee for his/her travel.

POLICY

DEFINITIONS

Blanket Authorizations, as used in this memorandum, are travel authorizations that are used for routine in-State travel. This authorization covers travel to meetings and functions that are part of the regular duties of the employee. These authorizations are valid for one year but in no case do they extend past June 30th of the fiscal year.

Routine Local Field Travel, as used in this memorandum, includes all routine travel in the local metropolitan area and surrounding parishes.

Non-Routine In-State Travel: includes all travel within the borders of the State of Louisiana.

Non-Routine Out-of-State Travel: includes all travel to other states within the continental United States.

International Travel: includes all travel outside the continental United States.

Professional Leave: is the time the employees are away from the College in order to conduct official business on behalf of the College. This may include professional meetings, workshops, seminars, etc.

AUTHORITY TO AUTHORIZE AND APPROVE TRAVEL

A. The Chancellor and/or his/her designee(s) are delegated authority to authorize travel for NLTCC employees under their jurisdiction.

B. For special circumstances as listed below, the Chancellor has been delegated authority by the State of Louisiana Commissioner of Administration, through the Board of Supervisors of the Louisiana Community and Technical College System (LCTCS), to authorize travel. The Chancellor has delegated authority to approve special circumstances and exceptions as described in PPM No. 49, General Travel Regulations.

Reimbursement for lodging and meals in excess of Office of State Travel established rates by no more than 25%.

Use of State-owned vehicles outside the geographic boundaries of the State of Louisiana.

Use of rental vehicles.

GENERAL TRAVEL PROVISIONS

A. All professional leave and travel MUST be approved in advance; the maximum amount of Professional Leave an employee can be granted on any one occasion is ten (10) working days.

B. It is the employee’s responsibility to follow and comply with the Louisiana Travel Guide to familiarize themselves with the official State travel regulations and what items are reimbursable prior to the beginning of travel.

C. All NLTCC employees and students traveling on behalf of NLTCC on official business must complete and submit an Request for Travel Authorization Form in advance of making travel arrangements and prior to travel. The form must be approved by his or her supervisor or appointed designee with budgetary approval from the Finance Office.

Non-employee individuals who are requesting reimbursement from NLTCC must also submit a travel authorization before their travel has begun.

The travel authorization must be filled out completely and costs should be estimated as accurately as possible to ensure there are funds to cover travel. Travel arrangements made on the CBA account WILL NOT be approved without a fully executed Request for Travel Authorization Form.

D. All lodging arrangements MUST be made by the traveler through either the State’s optional contracted portal Hotel Planner or through the conference lodging site at which the traveler is planning to attend. For lodging to be paid for through the College’s Controlled Billing Account (CBA), the traveler must comply with PM 49, submit the required signed documents prior to making hotels reservations, and book the reservation utilizing Hotel Planner.

E. All employees attending a conference or event that requires registration MUST register themselves. If payment is required at time of registration, please contract Accounts Payable Office, for assistance. Registration must be paid for through the College’s Finance Department. Reimbursement for conference/event registration fees paid for by any other means than the College’s CBA will not be reimbursed unless it is noted by Accounts Payable that the MCC was not accepted.

F. All air travel arrangements MUST be made by the traveler through the State authorized travel agency, with payment handled through the College’s Controlled Billing Account (CBA). Air travel arrangements made by any other means than the College’s CBA or authorized travel agency are not permitted and will not be reimbursed. (see State Travel Policy)

G. Ultimately, it is the traveler’s responsibility to determine, upon initial notification of an unused air fare ticket and then every 30 days thereafter, if he/she will be utilizing the unused ticket. If it is determined that the ticket will not be utilized prior to expiration and there is a possibility to transfer the ticket, the traveler must immediately advise the Accounts Payable Office that the ticket is available for use by another employee or department. The Accounts Payable Office will then act accordingly to ensure the unused ticket is utilized.

The Chancellor, upon notification by the Accounts Payable Office, at a minimum of three months prior to expiration, must review all unused airfare to recommend, based on the traveler’s justification, if the reimbursement from the traveler should be made to the College for the amount of the unused ticket. The Chancellor makes the final determination regarding unused airfare reimbursements. All files must be properly documented.

H. Employees traveling on official business are expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business. Excess cost, unnecessary routes, delays, luxury accommodations and services unnecessary or unjustified in the performance of official business are not acceptable and should be avoided.

I. Employees traveling on official business will provide themselves with sufficient funds to cover routine travel expenses.

J. Travel must be for the proper execution of official NLTCC business or implementation of college objectives. Meetings and conferences attended must be of a professional nature that relates to the attending individual’s current job duties.

K. NLTCC employees who are required to frequently travel in the performance of their official duties may obtain approval for a Certification for Employee Routine Field Travel (Blanket Authorization) Form for In-State travel ONLY. The employee’s supervisor and the Chancellor must approve all Certification for Employee Routine Field Travel (Blanket Authorization) Forms. The employee should estimate their annual travel as accurately as possible at the beginning of each fiscal year. Routine field travel (blanket authorizations) are valid for one year but in no case do they extend past June 30th of the fiscal year. Approved authorizations must be submitted to the Accounts Payable Department.

L. Out of State travel must have a separate authorization to travel approved by the supervisor and budget department head. International travel must be approved by the NLTCC Chancellor and the Division of Administration.

M. Conference travel must have a separate authorization to travel approved by the supervisor and department budget head. In-State conference travel is not covered by a Certification for Employee Routine Field Travel (blanket authorization) form.

N. Upon completion of the authorized travel, the Travel Expense Account Form must be submitted for reimbursement and approved by the traveler’s appropriate supervisor and budget department head. Those employees, who have Certification for Employee Routine Field Travel (blanket authorization) forms with weekly travel or being funded with a grant, must submit their reimbursement request by Friday of the week following their travel (one week). All other employees with non-routine travel and not being grant funded must submit their travel within 30 days from date of travel.

O. Personally-owned vehicles may be used for official College business if prior approval has been granted by the Chancellor or Vice Chancellor of Finance and Administration and the employee has been authorized to drive on behalf of the College and has taken the NLTCC Defensive Driving Class. In this case, the employee shall not be reimbursed a maximum of 99 miles per round trip per day.

P. Students not employed by the State will not be authorized to drive State-owned or rented vehicles for use on official State business. A student may be deemed as an “authorized traveler” on behalf of the State by the Chancellor. An authorized traveler can be reimbursed for their travel expenses.

Q. State-owned vehicles may be used for out-of-State travel only if permission of the Chancellor has been given prior to departure. If a State-owned vehicle is to be used to travel to a destination more than 500 miles from its usual location, documentation that this is the most cost-effective means of travel should be readily available in the department’s travel reimbursement files. When the use of a State-owned vehicle has been approved by the Chancellor for out-of-State travel for the traveler’s convenience; the traveler is personally responsible for any other expense in-route to and from their destination, which is inclusive of meals and lodging. If a traveler, at the request of the department, is asked to take his/her personally, owned vehicle out-of-State for a purpose that will benefit the College, then the Chancellor may on a case-by-case basis determine to pay a traveler for all/part of in-route travel expenses.

R. Operating a State-owned vehicle, State-rented vehicle or State-leased vehicle or operating a non-State owned vehicle for State business while intoxicated as set forth in R.S. 14:98 and 14:98.1 is strictly prohibited, unauthorized, and expressly violates the terms and conditions of use of the vehicle. In the event such operation results in the employee being convicted of, pleasing nolo contendere to, or pleading guilty to, driving while intoxicated under R.S. 14:98 or 14:98.1, such would constitute evidence of the employee: (1) violating the terms and conditions of the use of the vehicle, (2) violating the direction of his/her employer, and (3) acting beyond the course and scope of his/her employment with the State of Louisiana. Personal use of a State-owned, State-rented, or State-leased vehicle is not permitted.

S. Generally, employees are not granted a monthly vehicle allowance or a lump sum allowance except for special circumstances as approved by the Chancellor. Employees granted a monthly vehicle allowance or lump sum allowances are not to request or be reimbursed for mileage, fuel or rental vehicles without prior approval from the Commissioner of Administration.

T. Generally, unauthorized persons should not be transported during the conduction of official State business. Exceptions are allowed in accordance with NLTCC Defensive Driving Class. Appropriate forms MUST be completed, such as Hold Harmless.

U. Only air fare, rental car, hotel and registration/dues are pre-paid directly by the College if the traveler has an approved authorization to travel and the appropriate documentation. Exceptions to this policy require approval of the NLTCC Chancellor. Some exceptions to prepaid expenses for registration/dues may occur if MCC is not allowable on CBA. If this occurs, Accounts Payable should be notified to attempt payment by check before becoming the responsibility of the traveler. Travelers should provide at least two (2) weeks advance notice for processing of registration/dues.

V. Special circumstances and exceptions require written approval from the Chancellor and/or the State of Louisiana Commissioner of Administration as described in PPM No. 49, General Travel Regulations prior to travel.

W. Meals, fuel and other incidental travel-related expenses, such as taxi fares, airline baggage charges, etc. are the initial responsibility of the traveler and are reimbursed after travel has been completed. Hotel incidentals are not reimbursable. Reimbursement for meals is handled in accordance with the Office of State Travel’s reimbursement rates, which are available on the Office of State Travel's website. All reimbursements will be made in accordance to PPM No. 49, General Travel Regulations.

X. All waivers of PPM No. 49, General Travel Regulation must receive prior approval from the Commissioner of Administration, except in emergency situations.

PROFESSIONAL LEAVE AND TRAVEL AUTHORIZATION APPROVAL CRITERIA

Attendance at conferences, workshops, seminars, etc., must be relevant to the employee’s job responsibilities and should accrue benefits to the College. In addition, supervisors must ensure that arrangements have been made for handling the traveling employee’s responsibilities during his/her absence. If these criteria are not satisfactorily met, requests may be disapproved even if expenses are paid for by an agency other than the College.

STATE AUTHORIZED TRAVEL AGENCY

The State has entered into an exclusive contract with specific travel agencies to provide travel-related services to employees of all State agencies. These contracts cover all travel by State employees regardless of the source of funds. By using a State-authorized travel agency results in improved services with significant savings to the College.

Use of the State-authorized travel agency for purchasing air fare is mandatory unless exemptions have been granted in writing by the Division of Administration prior to travel. As a result, NLTCC cannot allow employees to purchase airline travel outside of the contracted travel agency, even if a fare lower than a contracted rate is found. If an employee does purchase airline travel from another agency other than the State travel agency, the college will not reimburse the employee for travel.

CASH ADVANCES

Employees needing a cash advance must have prior supervisory approval and must document that they were denied a corporate card or make less than $30,000 annually. Appropriate documentation to justify the amount of the advance must be attached to the request.

REIMBURSEMENT FOR TRAVEL EXPENSES

a. The original approved Request for Travel Authorization Form and Travel Expense Account Form must be submitted. Forms must be completed in ink or typewritten and signed by the employee and approved by their supervisor.

b. Claims for reimbursement of travel expenses should be SUBMITTED TO THE FINANCE OFFICE NO LATER THAN THIRTY (30) DAYS after completion of the travel, unless you have Certification for Employee Routine Field Travel (blanket authorization) Form with weekly travel or are being funded with a grant. If you have a blanket authorization with weekly travel or are grant funded, you must submit your travel reimbursement request by Friday of the week following your travel (one week).

c. All original approvals and signatures must be on the Travel Expense Account Form before it is submitted for payment. ONLY originals will be accepted.

d. All original receipts and documentation should be stapled to the Travel Expense Account Form. Smaller receipts should be attached to a blank sheet of 8 1/2 x 11 paper.

e. Expenses must be shown on a daily basis with full details. If you are claiming mileage, you must include actual odometer reading or Map Quest print-out.

f. If employee receives a cash advance, this amount must be subtracted from the gross amount of the claim. Employee must provide original receipts.

ANNUAL AGENCY TRAINING

All travel cardholders or CBA account holders, cardholder or CBA account purchase approvers, program administrators, travel auditor and department head must complete an agency training annually. This training will cover any updates to travel policies and procedures, agency policy and procedures, PPM 49 travel guidelines and other areas of concern.

Review Process: Provide/edit example table below to document review process and all reviewing entities.

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

LCTCS Policy #5.018 LCTCS Policy for LaCarte Purchasing Card, Travel Card and CBA Programs
PPM 49
Office of the State Travel Guidelines

Distribution:

Distributed Electronically via College’s website

Original Adoption: February 02, 2008
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

Policy 5.024

Tuition Schedule

PURPOSE

Northwest Louisiana Technical Community (NLTCC) has established a schedule outlining mandatory, general, and auxiliary operations fees along with license and certification costs.

SCOPE

This policy applies to anyone enrolled in a credit course at NLTCC.

POLICY

NLTCC tuition and mandatory fees are established by the Louisiana Community and Technical College System and are subject to the approval of the Louisiana State Legislature. Students may implement self-assessed fees via a vote of the student body and subsequent approval by the LCTCS board. NLTCC may assess programs, supply, and another fees as deemed necessary to directly support the needs/requirements of the student body.

Review Process: Provide/edit example table below to document review process and all reviewing entities.

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

Distribution: Distributed Electronically via College’s website

Original Adoption: October 10, 2014
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

Policy 5.025

Fuel Policy and Procedures

PURPOSE

Management is to implement and monitor controls over fuel (gasoline and diesel) to ensure that purchases and usage is reasonable, authorized, and that only municipality-owned vehicles and equipment are receiving the fuel.

SCOPE

This policy applies to all employees, students, contractors, affiliates, and processes of Northwest Louisiana Technical Community College who are involved in financial activities, including but not limited to budgeting, purchasing, accounting, procurement, financial reporting, and the use or management of college funds and resources.

POLICY

Managements’ failure to ensure that employees complete and maintain accurate records places the college at a significant risk of the unauthorized use or theft of the college’s fuel supplies. Personal use or theft of fuel will result in automatic termination and possible legal action.

Fuel can be purchased from vendors that use a suitable fleet manager system (e.g., Fuelman, etc.). If fuel purchases are estimated to total more than $30,000 in one year, management will publicly bid the fuel in accordance with the Public Bid Law (Louisiana Revised Statute 38:2211, et. seq.).

I. Credit Card Purchases – Fleet Manager System

Finance is to maintain an accurate listing of all fuel credit cards.

Finance is to ensure that each employee is assigned their own pin that should not be shared with other employees.

Finance is to periodically conduct an inventory of all cards and any lost or stolen cards are to be terminated immediately and reported to the Vice Chancellor of Finance and Administration.

Finance is to remove inactive employee pins from the fuel system on a quarterly basis.

It is Finance’s responsibility to keep all cards locked in a secure location when not in use. NLTCC shall maintain a sign-in and sign-out log that contains the following information:

• Date the credit card is issued
• Credit card number
• Name/signature of the employee who is receiving/using the card
• Description of vehicles/equipment receiving the fuel
• Date the credit card is returned

Note: Cards are to be in the possession of the person who signed out the card at all times and never left in the vehicle. The card is to be returned promptly and the log will be updated (signatures) to document receipt.

Employees are to enter accurate information (e.g., vehicle odometer reading) at the vendor’s pump and obtain receipts to submit to Finance. Failure to enter accurate information and submit receipts may result in disciplinary action.

PROCEDURES

Credit Cards – Fleet Manager System

Each month, Finance is to reconcile/agree the credit card receipts (turned in by employees) to the vendor’s monthly statement.

The monthly vendor statements are to be carefully reviewed for completeness (e.g., odometer readings) and any unusual activity (e.g., purchase made out-of-town, more than one purchase on the same day, purchase made on a weekend, etc.) and immediately report any exceptions or concerns to the Vice Chancellor of Finance and Administration.

Review Process: Provide/edit example table below to document review process and all reviewing entities.

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

Distribution:

Distributed Electronically via College’s website

Original Adoption: February 4, 2020
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

Policy 5.026

1098-T Reporting

PURPOSE

Northwest Louisiana Technical Community College provides the 1098-T form each year to students who have paid qualified tuition and related expenses (QTRE).

SCOPE

Forms 1098-T shall be postmarked by Jan. 31 annually.

POLICY

The following information shall be reported for each student:

• Social Security Number
• Name
• Address
• Payments received (Box1) for qualified tuition and related expenses
• Decreases to amounts reported in Box 1 of a previously issued Form 1098-T (Box 4)
• The amount of scholarships or grants received (Box 5)
• Decreases to amounts reported in Box 5 of a previously issued Form 1098-t (box 6)
• Whether a student was enrolled at least half-time (Box 8)
• Whether a student was enrolled as a graduate student (Box 9)

Definitions

Qualified Tuition & Related Expenses

• Tuition
• General fee
• Technology fee
• Program fees
• Lab fees
• Online Course fees

Unqualified expenses

• Rent
• Dining
• Bookstore purchases
• Late fees
• Student Health Insurance
• Health Care Assessment fees
• Telephone Service fees

Amounts reported as payments include personal payments, loans, and scholarships/grants received during the calendar year for QTRE less any refunds issued due to over-payments on the account. Total payments reported in Box 1 cannot exceed the amount of applicable QTRE.

Review Process: Provide/edit example table below to document review process and all reviewing entities.

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

Distribution:

Distributed Electronically via College’s website

Original Adoption: February 4, 2020
Effective Date: December 18, 2025
Last Revision Date: December 11, 2025
Cancellation:
Functional Division: Finance

Policy 5.027

Purchasing

PURPOSE

Northwest Louisiana Technical Community College (NLTCC) Procurement operates in accordance with the regulations set for by the Louisiana office of State Procurement (OSP).

SCOPE

This policy applies to all employees, students, contractors, affiliates, and processes of Northwest Louisiana Technical Community College who are involved in financial activities, including but not limited to budgeting, purchasing, accounting, procurement, financial reporting, and the use or management of college funds and resources.

POLICY

NLTCC may utilize the use of the P-Card Program to improve efficiency and effectiveness where applicable. The use of such program for purchases shall not negate any current purchasing policies, rules and regulations, mandates, Louisiana Statutes, Executive Orders, State Liability Travel Card, and CBA policies and/or PPM 49. All must be followed when using and administering the P-Card.

NLTCC shall abide by the terms of LCTCS 5.018 LCTCS Policy for LaCarte Procurement unless a “Request for Exemption” is submitted and approved by the Office of State Travel.

Review Process: Provide/edit example table below to document review process and all reviewing entities.

Reviewing Council/Entity | Review Date | Effective Date

Vice Chancellor of Finance and Administration | 12/11/25 |

Chancellor | 12/18/25 | 12/18/25

Policy Reference:

LCTCS Board Policy #5.018 LCTCS Policy for LaCarte Purchasing Card, Travel Card and CBA Programs

Distribution: Distributed Electronically via College’s website

Original Adoption: April 1, 2021
Effective Date: April 1, 2021
Last Revision: January 1, 2023

Northwest Louisiana Technical Community College is subject to the state of Louisiana’s Unclaimed Property Act when it is a holder of unclaimed property. The Act requires the College to exercise due diligence in attempting to locate apparent owners. If owners cannot be contacted, the College must annually report and remit certain unclaimed property to the State.

Federal regulations require that all unclaimed Federal Funds must be returned to the US Department of Education, appropriate federal lender, or guaranty agency after 240 days.

Unclaimed Property

NLTCC’S unclaimed property shall consist of outstanding checks and account credit balances. These properties are to be held no longer than one year (240 days for Federal Funds) after the check becomes payable.

Examples of such unclaimed property include, but are not limited to:

• Payroll checks
• Vendor payments
• Travel and expense reimbursements
• Tuition refund checks
• Student account credit balances
• Student stipend checks
• Rent deposits or overpayments
• Royalty payments
• Sponsor refunds

Finance is responsible for an annual review of customer accounts to identify credit balances or refunds due to customers. If unclaimed property is identified, the following steps should be followed by the department:

Perform due diligence on all credit balances in accounts receivable over $50 that have been inactive (no contact with the owner) for at least one year and a maximum of three years.

Once this process is complete, the information shall be submitted to the Louisiana State Treasury annually in September.

Due Diligence

Before reporting unclaimed property, the college is required to exercise due diligence in attempting to notify the owner of amounts $50 or greater with information on how to claim property. The College fulfills this obligation by sending correspondence to the last known address or email address of the owner of the property.

Unclaimed Property Report

The report of unclaimed property shall be filed and all non-federal funds transferred to the Louisiana State Treasury annually. The report must be submitted electronically through a secure portal on the Louisiana State Treasury’s website in the required NAUPA (National Association of Unclaimed Property Administrators) format. The report and funds transferred in September shall include unclaimed property for the previous fiscal year dated July 1 through June 30.