Renfrew County Joint Transportation C onsortium
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1 Renfrew County Joint Transportation C onsortium Section Finance Policy Date June 2, 2014 Policy Number Revised June 1, 2015 RCJTC P BUDGET 1.1 The Renfrew County Joint Transportation Consortium (RCJTC) shall annually establish a budget allocating funds by established cost centers. 1.2 Budget funds are for the purposes specified in the detailed budget approved by the RCJTC, and shall be disbursed in accordance with policies and procedures established by the RCJTC. 1.3 The annual budget adopted by the RCJTC may be adjusted to reflect changes in the various components as may occur subsequent to the adoption of the budget by the Board of Directors. Related RCJTC Administrative Policy s AP Budget Procedure AP Financial Reporting Procedure Related RCJTC Form Providing safe, efficient, effective transportation to our students Page P.06.1
2 2. FINANCIAL REPORTING The Renfrew County Joint Transportation Consortium (RCJTC) shall prepare and make available for review such financial reports as may be required by the Board of Directors. Related RCJTC Administrative Policy AP Financial Reporting Procedure Related RCJTC Form Page P.06.2
3 3. CORPORATE CREDIT CARDS/PURCHASING CARDS 3.1 The General Manager and the Administrative Assistant may be provided with a corporate credit card. 3.2 Corporate credit cards shall be used solely in the course of, and for purposes of, Renfrew County Joint Transportation Consortium (RCJTC) business. Inappropriate use will be considered a misappropriation of funds and the cardholder may be subject to disciplinary action, up to and including termination of employment. Liability for authorized charges on the card rests with RCJTC, not the cardholder. 3.3 Any and all benefits of credit card member rewards programs shall be deemed to be the property of the RCJTC and redeemed solely for the purpose of reducing expenses of the RCJTC. AP Corporate Credit Cards/Purchasing Cards Procedure Page P.06.3
4 4. DISPOSAL OF FURNITURE AND EQUIPMENT Surplus or obsolete furniture and equipment shall be disposed of in the most efficient manner, in accordance with procedures established by the Renfrew County Joint Transportation (RCJTC). AP Disposal of Furniture and Equipment Procedure Page P.06.4
5 5. PROPERTY DAMAGE OR THEFT 5.1 Replacement resulting from willful or malicious damage or theft of equipment, software, or property shall be the responsibility of the perpetrator. Malicious damage includes, but is not limited to, the deliberate introduction of a virus or noxious program. 5.2 Accidental damage or loss of Renfrew County Joint Transportation Consortium (RCJTC) equipment is the responsibility of the RCJTC. 5.3 Staff who possess RCJTC-owned portable electronic devices are expected to take reasonable measures to secure the devices when left unattended. AP Property Damage or Theft Procedure Page P.06.5
6 6. LEVELS OF AUTHORIZATION REQUIRED FOR THE EXPENDITURE OF OPERATING FUNDS 6.1 The expenditure of Renfrew County Joint Transportation Consortium (RCJTC) operating funds shall be for the purpose provided in the annual budget or in any subsequent RCJTC directive, and shall be disbursed in accordance with the levels of authority established by the Board of Directors. 6.2 Expenditure Authorization Limits: The maximum dollar value of any transaction that one may approve on one s own will be limited as follows: Administrative Assistant, Transportation Supervisor $1,000 General Manager $25,000 Administrative Committee $250,000 Board of Directors $500, For purposes of this policy, transaction means the total value of a contract, agreement, tender, or purchase regardless of the number of installments or payments to be made. AP Levels of Authorization Required for the Expenditure of Operating Funds Procedure Page P.06.6
7 7. REIMBURSMENT FOR EXPENDITURES INCURRED ON RCJTC BUSINESS 7.1 The Board of Directors and staff shall be reimbursed for pre-approved expenditures incurred on Renfrew County Joint Transportation Consortium (RCJTC) business. 7.2 Consultants and other contractors are prohibited from claiming meal expenses in connection to RCJTC business. 7.3 Neither the RCJTC nor its member school boards shall assume any obligation to reimburse expenses that are not in compliance with this policy. s AP Reimbursement for Expenditures Incurred on RCJTC Business Procedure Page P.06.7
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