About Southeast Technical

Southeast Technical Policies and Procedures

Section 500 Procedures

501 - Financial Aid Procedures, Definitions and Requirements

Ability to Benefit:

These regulations, released by the Federal Secretary of Education, require that all students who do not possess a high school diploma or GED must attain a minimum score on approved tests in order to receive financial aid. For information on these regulations or Ability to Benefit in general, please contact the Student Services Office.

Students wishing to pursue a program major without benefit of financial aid must to show satisfactory academic progress toward completion of the program major.

Satisfactory Academic Progress Requirement:

With the passage of the Higher Education Amendments of 1968, all post-secondary institutions are required to establish standards of satisfactory progress for financial aid recipients. The following financial aid programs are covered under the policy: Pell Grant; Supplemental Education Opportunity Grant; Stafford Loan; PLUS Loan; Minnesota State Work Study; College Work Study; and Minnesota State Scholarship Grant.

In order to maintain financial aid eligibility at Southeast Technical, a student must meet the following grade point average and minimum credit completion standards:

  1. Grade Point Average (GPA): a 2.0 cumulative grade point average on a 4.0 grading scale must be maintained
  2. Minimum Credit Completion Standard: The student must complete 67% of all credits attempted.
  3. Program Courses: The student can only receive funding for up to 150% of courses in their program major.

Additionally, the following is reviewed when determining that standards are met:

  • Incomplete grades are calculated in the GPA as a “0” and as credits attempted but not completed. Once all incomplete grades are removed, a new completion rate and cumulative GPA will be calculated.
  • Students may be funded for repeat courses up to the limit determined by the financial aid maximum time frame or as determined by academic policy. Repeat courses will be counted as attempted twice and completed once. The last grade in counted in the GPA.
  • Transfer credits are not included when calculating the cumulative GPA and completion rate but are included when calculating the financial aid maximum time frame.
  • All credits are reviewed to determine satisfactory progress regardless of academic forgiveness.

Agency Authorization for Admission:

All students enrolled under such agency programs as JTPA, DRS and non-prepaid scholarships must have an official agency authorization document on file in the tuition office no later that the day tuition is due. It is the student’s responsibility to see that proper authorization has been issued to the College or to the student as there can be no admission to class without it.

Eligibility and Sources for Aid:

Several types of financial aid are available to individuals who need it in order to continue their education. Aid may be awarded in both grant aid (no repayment) and self-help (loans and employment) form. Aid applicants are required to complete the College’s Student Information form along with the FAFSA. All forms are available in the Financial Aid Office.

Scholarships:

Many scholarships are available to students. Application information is posted on the College Web site and is also available at the Financial Aid offices.

Work-Study Program:

These are part-time jobs that may be on or off Campus and may relate to the student’s field of study. There are both state and federally funded program that allow students to work up to 20 hours per week. The programs are applied for by filling out the FAFSA and the College’s Student Information form. Work-Study cannot be used for classroom time (lectures or labs)  or internships.

Application Process:

Application for federal student aid is made by completing the “Free Application for Federal Financial Aid” (FAFSA), which is available from any college or on the Web at www.fafsa.ed.gov.

Southeast Technical also requires the applicant to complete the Student Information form. The College has a supply of these forms. There is no charge to apply for federal or state aid. For the Federal Family Education Loan Program (FFELP) and Parent Loan for Undergraduate Students (PLUS) some additional steps must be taken once the FAFSA is completed.

Note: In all cases, a SOCIAL SECURITY NUMBER is required at the time of application. Applications cannot be processed without it.

Instructions should be read carefully when applying for financial aid. Most mistakes and delays are caused by failure to follow instructions. Special attention must be paid to questions on income, since that is the area where most mistakes are made. Every question should be completed in order for the applicant to be considered for aid.

APPLICATIONS SHOULD BE SUBMITTED AS SOON AS POSSIBLE AFTER January 1. The Southeast Technical Student Information form should be mailed to the appropriate campus financial aid office. It will take approximately four weeks for the FAFSA to be processed. If any information provided by the applicant needs to be confirmed or corrected, reprocessing the FAFSA will take another two to three weeks.

Also, it may be necessary to prove that certain reported information is correct. Each step in the process must be completed promptly, so that no deadlines are missed. For consideration of financial aid, filing must be completed 15 days prior to the semester the applicant wishes to start. MISSING A DEADLINE MAY MEAN DELAYS IN THE AWARD OF THE FINANCIAL AID.

If no response is received in four weeks after completing the FAFSA, inquiry may be made by calling the number for application status checks: 1-800-433-3243. Or, you can check FAFSA status on-line at www.fafsa.ed.gov.

Note: Aid from federal programs is not guaranteed from one year to the next. Re-application is necessary every year. Also, if a student changes colleges, aid does not go along. Always check with the new college to find what steps must be taken to receive aid at that college.

 

Section 502 - Financial Aid Disbursement Procedure  

All federal and state grants are disbursed to the students on approximately the 14th day of each semester. A notice is sent to all students with disbursement information. For Federal Family Education Loan Program disbursement, a student must attend an entrance loan counseling session before the loan is disbursed. First time borrowers will not receive their loan check until after the 30th calendar day of the semester.

  1. Financial aid disbursements are based on the number of eligible credits a student has for that semester.
  2. If a student withdraws from a class(es) or is no longer attending Southeast Technical, financial aid is refunded to the appropriate funding source based on the amount a student has earned when s/he ceases attendance. The amount of financial aid earned is the percentage of the period of enrollment completed – multiplied by the total amount of financial aid. As a result, the student may be responsible to repay a portion of the financial aid disbursed. 

 

Section 512 - Fundraising Procedures

The College Foundation is the vehicle the College uses to secure tax-related qualifications for donors. Students or staff seeking funds, in-kind equipment/supplies, raffles or other types of donations, should contact the Foundation Director in writing. Either an e-mail message or a memorandum should describe the nature of the request and the name of the business, person or corporation to be contacted. The message/memorandum must contain the following information:

  1. The name of the person (student/faculty/staff) with primary responsibility for the fundraising effort.
  2. The name of the business(es), person(s) or corporation(s) to be contacted.
  3. The nature of the request (funds or in-kind donations).
  4. The dates within which the requests will be made (start and end dates).

Additionally, the Foundation Director may be able to provide useful information in order to secure the donation. S/He will maintain this information for use in other fundraising efforts. 

 

Section 513 - Grant Applications / Submittal Procedure  

Routine

After identifying a potential grant proposal opportunity, the Applicant will prepare a Summary Proposal which describes:

  • The problem or need to be addressed
  • The agency or foundation that will receive the proposal
  • Whether the proposal is responding to a request for proposal (RFP) or is unsolicited
  • Budgetary considerations:
    1. The amount of funds being requested and whether an institutional match is required. If a match is required, the applicant must indicate the source of the proposed match.
    2. Determine whether there will be costs to continue work after the potential grant period ends. If so, explain the extent and nature of the costs.
    3. Any College resources (beyond match) that will be required (space, equipment, personnel time).
  • Due date for the submission of the grant application
  • Designation of the Principal Investigator

The Applicant will submit to the administrator to whom s/he reports most directly the Summary Proposal Sheet with a request for approval from the Executive Council.

The Administrator will take the proposal forward to the Executive Council and report back its approval and/or questions/concerns that might surface in its review. Depending on the nature of the response, the Applicant may have to resubmit a revised proposal for approval by Executive Council.

The Executive Council turnaround is expected to be three weeks based on its regular meeting schedule at two times per month. Delays will be communicated to the Applicant via the Administrator.

Pending approval of the Executive Council, the President or his/her designee will approve a formal grant application.

Emergency Application

An emergency application requires a faster handling of the application. To expedite the regular process, the Applicant will prepare an Emergency Proposal that describes:

  • The reason for the emergency nature of the request
  • The agency or foundation that will receive the proposal
  • The due date for the proposal
  • A statement affirming that the College will not be held accountable for any matching funds or other obligation of resources. If a match is required, the applicant must indicate the source of the proposed match. Additionally, the applicant must explain the extent and nature of costs that might be required to continue work after the potential grant period ends and, of other College resources (beyond match) that might be required (space, equipment, personnel time)
  • A statement affirming that no management prerogatives of the College will be superseded by the award of the grant

The Applicant will present the emergency proposal to the administrator to whom s/he reports most directly with a request to present it to the President or his/her designee for immediate approval. If approved, the full proposal may be submitted with appropriate authorizing signatures. If the proposal is not approved, the administrator will report back with the questions and/or concerns that the applicant must address, if s/he chooses to proceed.

Submission of Final Proposal

The applicant must obtain the signature of the President or his/her designee on the “face sheet” of the application. The full budget must have been reviewed and approved by the College’s Chief Financial Officer prior to requesting the President’s signature. 

 

Section 514 - Purchasing Procedures

Purchasing must be in compliance with Board Policy 5.14, System Procedure 5.14.5, and all other applicable statures, laws, rules, regulations and policies. Non-compliance may result in purchasing authority being modified or rescinded.

A purchase cannot be made without submitting a completed requisition form that is approved by your supervisor and forwarded electronically to the business office. This form is located either in: Outlook:\\Public Folders\All Public Folders\Forms or the college Web site: REQUISITION.XLS  

Purchases relating to computers, including equipment, software or hardware; needs additional approval from the Director of Technology.

All funds must be encumbered by the Business Office before the purchase of goods or services.

If funds are not encumbered prior to making a purchase, a 16A form must be completed and approved by the Chief Financial Officer. A 16A form is a form which must be completed stating the reason why the obligation was incurred before funds were encumbered and what corrective action will be taken to prevent the problem in the future. The 16A form is located on the college Web site: RequestforPayment.doc.

Prepayments

Prepayments can only be for registration fees, conferences, subscriptions, and memberships. Follow the procedures below for purchasing and submit applicable forms. Payment will be made once all paperwork is turned into Business Office.

Price quotes:

All quotes must include the following information:

  • Vendor name and address
  • Date of quote
  • Number of days the quote is valid (i.e. 30 days, 60 days, etc)
  • Terms, shipping and delivery time
  • Name of vendor’s authorized representative

Sealed Bids:

All bid requests must be approved by the Chief Financial Officer before advertising the bid notice.
All bids must have the exact specifications of items to be purchased to ensure fair and accurate comparison of bids.

Once approved, the Business Office will prepare and arrange for a public notice requesting sealed bids from interested vendors. The notice must appear for a minimum of 14 days in the official newspaper for the college or in the State Register.

Bids may be directly solicited, but the vendor must be given seven days before the bid is due into the college. All funds must be encumbered by the Business Office before a bid can be awarded to a vendor.

Purchase amount up to $9,999.99

  • Two verbal quotes are recommended. Quotes are highly recommended to assure competitive pricing.
  • If applicable obtain a quote from a targeted vendor, contact business office for a list of targeted vendors.
  • Submit an approved and completed requisition form and recommended quotes to the business office.
  • A purchase order will be issued.
  • Business office will mail or fax purchase order to vendor.
  • Depending on the type of purchase additional paperwork may be needed (i.e. certificate of insurance, consultant, professional or technical contracts, special expense forms, In state/out state travel request).
  • Contact Business Office for assistance.

Purchases from $10,000.00 to $24,999.99

  • Two or more written quotes are required. Quotes should be precise and have detailed specifications.
  • If applicable obtain a quote from a targeted vendor, contact business office for a list of targeted vendors.
  • Submit an approved and completed requisition form and recommended quotes to the business office.
  • A purchase order will be issued.
  • Business office will mail or fax purchase order to vendor.
  • Depending on the type of purchase additional paperwork may be needed (i.e certificate of insurance, consultant, professional or technical contracts, special expense forms, in-state/out-state travel request).
  • Contact Business Office for assistance.

Purchases from $25,000.00 to $100,000.00

  • Sealed Bids are required.
  • Submit an approved and completed requisition form with awarded bid to the business office.
  • A purchase order will be issued.
  • Business office will mail or fax purchase order to vendor.
  • Depending on the type of purchase additional paperwork may be needed (i.e certificate of insurance, consultant, professional or technical contracts, special expense forms, in-state/out-state travel request).
  • Contact Business Office for assistance.

Purchases over $100,000.00

  • All purchases require written approval of the Vice Chancellor-Chief Financial Officer. You must submit a memorandum to the Vice Chancellor-Chief Financial Officer explaining the need for the purchase, purchase amount, and which available funds are paying for the purchase. Resale is not included in this procedure.
  • A purchase order will be issued.
  • Business office will mail or fax purchase order to vendor.
  • Contact Business Office for assistance.

Certificate of Insurance

A certificate of insurance is required whenever someone is hired to come onto our property to do service for the college. Liability insurance in the amount of at least $1,000,000.00 is required. The State of Minnesota must be listed as an additional insured. If we hire a vendor who is paying his/her employees to work on our property, workers compensation insurance in the amount of at least $100,000.00 is required. Any vendors using vehicles on our property must carry automobile insurance in the amount of at least $1,000,000.00.

Consultant, Professional or Technical Services Contract

A Consultant, Professional or Technical Services Contract means any agreement entered into for consultant, professional, or technical services under $50,000.00 usually on a short term basis for a finite period of time and for a specific purpose. These contracts must be executed prior to making the obligation or beginning the work or service. Examples where a contract is required are custom training instructors, entertainers, speakers. Contracts over $50,000.00 require public notice of request for proposals to be placed in an official newspaper.

Contract forms are located at www.finance.mnscu.edu/GeneralContractForms/index.html.

Special Expenses

Special expenses are extraordinary expenses incurred in connection with work-related responsibilities or official functions not generally supported with public funds of MnSCU or assigned duties of system employees, which are not reimbursable through the regular expense regulations. See 5.20.1 Special Expenses.

The form is located in outlook:\\Public Folders\All Public Folders\Forms or the college Web site: TravelSpecialExpensApproval.doc.

In State/Out State Travel Form

Travel management applies to all employees of the college, authorized to travel conducting MnSCU business. The forms are located on the college Web site: TravelSpecialExpensApproval.doc

 

Section 515 - Travel Procedures

IN ADVANCE OF TRAVEL

Prior authorization is required for in-state travel outside of an employee’s normal job duties as well as for all out-of-state travel. An annual blanket authorization for travel routinely undertaken may be approved.

Form CW–100 is used to secure authorization by describing the purpose of the travel and outlining associated travel costs. The authorization must verify that adequate budget is available prior to travel. Travel advances may be requested with this form. See below for guidance.

The traveler is responsible for making all travel arrangements such as lodging and transportation. He/She is expected to plan ahead in order to achieve the most economical costs and practical arrangements. The following are important guidelines:

Spouse/Non-College Personnel Travel
All costs are at employee’s expense. Information regarding non-college personnel traveling with the employee should be included on Form CW-100.

College-Issued Credit Cards
Cards are intended for business use only by state employees. They may be used for: vehicle rental, air travel, lodging, rail travel, registration or conference fees, meals for overnight travel only. They may not be used for: meals without overnight travel or gas for college vehicles.

If the traveler does not have a college-issued credit card, use of a travel advance or personal credit card is advisable.

Transportation

Air Fare

Air travel requires prior administrative approval on Form CW-100. Whether paying by credit card or purchase order, a requisition to encumber funds must be completed (see Purchasing policy for additional guidance.) The traveler should compare coach rates with at least two carriers and attach written quotes to the requisition, unless using the state approved travel agency, currently Carlson Wagonlit Travel.

NOTE: Frequent flyer miles are the property of the state including those awarded for bumping.

Car Rental

Rental of a car requires prior administrative approval on Form CW-100 and is based on specific travel situations. The traveler must obtain the best rate. The additional insurance offered on rental vehicles can be declined. Instead, the traveler should request a Certificate of Insurance form from the Business Office to provide to the rental company.

College Vehicle Usage

Employees and authorized students are provided access to college vehicles for travel purposes. Vehicles must be reserved in advance. Contact Maintenance offices for further instructions.

The driver is responsible for having a valid driver’s license when operating a college vehicle. Student usage requires a copy of a valid driver’s license and a current DMV report to be filed with the Business Office.

Vehicles must be refueled at the end of travel. Payment will be made with the college gas cards that accompany the keys to the vehicle.

No smoking is allowed in the vehicles per Tobacco-free Campuses Policy.

Privately Owned Vehicle

Use of privately owned vehicles is acceptable. Exact mileage must be reported for reimbursement according to the employee’s current collective bargaining agreement. When a college vehicle is available, mileage reimbursement will be at a lower rate. Current rates are available on the network under I:\USERS\EVERYONE\SS\RATES.XLS.

Towing or repair of a personal vehicle is not reimbursable.

Lodging

A purchase order may be used for lodging, if accepted by the vendor. If the employee has a college credit card, employee lodging charges can be put on the card. If not, check with the Business Office.

Meals

Meals are reimbursed for the actual amount of the expense. Allowable maximums are determined by collective bargaining agreements. Current rates are available on the network under I:\USERS\EVERYONE\SS\RATES.XLS.

To calculate meal costs, the traveler must be traveling as follows:

  • Breakfast: must depart residence before 6:00 a.m.
  • Lunch: must be more than 35 miles from assigned campus
  • Dinner: must arrive residence after 7:00 p.m. or stay overnight

Meals within the work area and not in travel status require pre-approval by using Special Expenses Form F1-00023-07.

Expenditures for alcoholic beverages are not reimbursable.

Registration And Conference Fees

If the purpose of the travel is to attend a conference or seminar, fees should be included in the authorization request. Fees greater than $500 require Special Expenses Form F1-00023-07. Payment can be made with a college-issued credit card. If you do not have a college credit card, check with the Business Office. If acceptable by the vendor, a purchase order can be issued. If required, pre-payment can be made. Cancellation is allowed only for a sound business reason not to attend because fees may not be reimbursable.

Travel Advances

Advances are available for expenses estimated to be greater than $50. Request for advance requires Form CW-100. Requests must be submitted to the Business office two (2) weeks prior to the payday before travel begins. Only one (1) outstanding travel advance is allowed at any one time. Travel must be settled within five (5) duty days of returning from the trip or the advance will automatically be deducted 28 days after the end date of the trip.

AFTER TRAVEL COMPLETED

After returning from travel, the traveler must complete an Employee Expense Report, Form F1-00010-10. This form is for the purpose of reimbursing the employee for actual business expenses and for reconciling travel advances, if used. It is signed by the employee and his/her supervisor.

The following are important guidelines:

  • Original receipts are required for all expenses, including lodging. Receipts are not required for meals, taxi, shuttle, baggage handling, and parking meters. If a receipt is lost, a signed and notarized affidavit can be accepted in lieu of the receipt.
  • Reimbursable charges associated with travel include: room, tax, business use of the phone and parking. Expenses for airport parking or travel to and from airport are reimbursable. Please contact Business office for more guidance prior to incurring expenses.
  • Examples of non-reimbursable travel costs include: costs for non-college personnel/students, meals or lodging if covered by registration or conference fee, meals included in cost of airfare, late payment fees or interest on delinquent credit cards, costs for vacation/personal days linked to travel, and parking violation or traffic violation tickets. Please contact Business office for more guidance prior to incurring expenses.
  • Meals without lodging are taxable income to employees according to IRS regulations.
  • Lodging charges of a personal nature, such as movies, room service, fees including credit card call charges for personal calls, should be paid for separately by the traveler at check out. Some personal charges, such as phone calls, may be reimbursable according to terms of employee’s bargaining unit.

SUMMARY OF RELATED FORMS

  1. [FORM CW-100] In-state and out-of-state request to travel and request for travel advance
    1. This form gives written administrative approval for out-of-state overnight travel or overnight travel outside of normal job duties.
    2. This form is used to request a travel advance.
    3. Include information regarding non-college personnel traveling with the employee.
     
  2. [FORM F1-00010-10] Employee expense report. This form is signed by the employee and their supervisor for the purpose of reimbursing the employee for business expenses.
  3. [FORM F1-00023-07] Request for approval to incur special expenses. This form gives written administrative approval for expenses that would not be reimbursable under Department of Finance guidelines. Examples of special expenses are: conference or registration fees greater than $500, meals within a work area for employees not in travel status, or meals for non-state employees.