[Minor revision–posted 5/6/14 (replaces 6/17/10 edition)]
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Operating Policy and Procedure

OP 62.09: Use of Texas Tech University Services by Agency Organizations

DATE: May 6, 2014

PURPOSE: The purpose of this Operating Policy and Procedure (OP) is to establish policies and procedures concerning the use of university services and the subsequent billing and payment for these services by agency organizations and accounts.

REVIEW: This OP will be reviewed in March of every fourth year by the Managing Director of Financial Services and Tax with substantive revisions forwarded to the Assistant Vice President for Financial and Managerial Reporting Services and the Vice President for Administration and Finance and Chief Financial Officer.

POLICY/PROCEDURE

1.  Definition

a.    Agency funds are assets not owned by the university, but held in custodianship by the university. Agency funds could be held for such organizations as student clubs, professional societies, university foundations, alumni associations, booster clubs, etc.

b.    Services covered in this OP include all services provided by university departments such as the Central Warehouse, MailTech, Communication Services, etc.

2.  Policy

The university can provide services to agency organizations associated with the university, as defined in section 1.a., as long as the agency organization maintains a fund in the university accounting system, the services provided are for a proper public purpose, and there are adequate controls to ensure that the university is provided adequate benefit and consideration.

3.  Procedure

All charges for university services provided to agency accounts will be processed on Intra- institutional Voucher (IV) documents. If funds are unavailable in the agency account receiving the services, the IV will not be processed by the accounting system.

OP Categories

01 Chancellor
02 Development
04 Audit Services
10 President
30 Academic and Student Affairs – General
32 Academic Policies – Faculty
34 Academic Policies – Students
36 Academic Programs
40 Equal Opportunity and Affirmative Action
48 Communication Services
52 Information Technology
60 Environmental Health and Safety
61 Facilities Management
62 Financial and Accounting
63 General Services
64 Graduate Programs (Faculty and Students)
65 Research Accounting
66 Libraries
67 Mail Services
68 Communications and Marketing
69 Payroll and Tax Services
70 Human Resources
72 Purchasing, Contracting, and Payables
74 Research
76 Security
77 Student Services and Registrar
78 Traffic and Parking
79 Travel
80 Vehicles