SBHE Policy Manual Index NDUS Procedures Index Section 800 Section 802 [Accounting and Auditing] 802.6 [Budget Management and Control] V802.06 Use of University Property (2008) 802.7 [Identify Theft Prevention] V802.07 Electronic Financial Transactions Policy and Procedures (2016) V802.07.02 Mobile Electronic Financial Transactions Policy and Procedures (2016) Section 803 [Purchasing] V803 VCSU Purchasing and Inventory Procedures (2014) 803.1 [Purchasing] 803.2 [Emergency Purchasing] 803.4 [Purchasing Cards] 803.5 [Surplus Property] Section 804 [Equipment and Personal Property Leases] 804.1 [Tax Exempt Bond Issues and Lease Purchase Financing] Section 805 [Tuition and Fees] 805.1 [Tuition] 805.1.4 [Negotiated Course or Program Fees] 805.3 [Fees] 805.3.1 [Distance Learning Courses] 805.6 [Room and Board Charges] Section 806 [Entertainment and Moving Expense Allowances] 806.1 [Payment or Reimbursement of Meals and Other Travel or Institutional Expenses] 806.2 [Staff and Faculty Recruitment Expenses] V806.02.01 Staff and Faculty Recruitment Expenses (2014) V806.02.02 Honoraria Expenses (2010) 806.3 [Moving Expenses] Section 807 Mobile Phones and Other Mobile Computing Devices 807.1 [Mobile Phones and Other Mobile Computing Devices; Restrictions on Use of State Phones] Section 809 [Gift Funds] V809.01 Grants and External Funding (2022) V809.02 VCSU Fund-Raising Guidelines (2022) V809.03 Procedure for Gaming Funds Request (2022) Section 810 [Deposit of Funds; Investments; Endowment and Gift Funds] 810.1 [Appropriated Funds Reserve] V810.21 VCSU Telephone and Telephone Billing Procedures (2010) V810.22 VCSU Mailing Policy (2018) Section 812 [Legal Representation] Section 820 [Waivers and Tuition Assistance] V820.01 Tuition Discount - Spouse and Dependents (2014) V820.02 VCSU Cultural Diversity Tuition Waiver Policy (2024) Section 830 [Credit, Refunds and Repayments] 830.1 [Student Payment Policy] 830.2 [Refunds] Section 840 [Contract Review] V840 Contract Review (2024)

Reference: SBHE policy 802.6, section 5c Download PDF The purpose of policy V802.6 is to: Establish authority for employees to use university property at an off-campus location Inform employees of state policies regarding personal use of state property Establish campus policy governing disposal of surplus property Off-campus use of University Property Use of a VCSU issued notebook computer is subject to the terms of the contract signed at time of acceptance of the notebook computer. There are legitimate circumstances when it is advantageous for employees to take University property to an off-campus worksite for a temporary period of time to facilitate the completion of specific university related job assignments. Employees may use University property at an off-campus worksite for such purposes provided the employee accepts full responsibility for any loss or damage to the property if a loss is incurred and the University's insurance does not cover the property specified because said equipment was not on campus at time of loss. The University's insurance only covers equipment that is 'temporarily' off campus. 'Temporarily' normally means no longer than three months. The supervisor responsible for the unit's property inventory shall determine the appropriateness of relocating property to an off-campus site. Before approving a request, the unit supervisor must consider whether the use of the property at an off-campus site will create a hardship or impact negatively other employees in the department. It is up to the discretion of the unit supervisor whether to approve or deny a request to take property to an off-campus worksite. The property must be returned to the University when its use at the temporary off-campus worksite is no longer necessary as authorized, or when the employee terminates employment. Failure to do so may result in appropriate sanctions or other action being brought against the employee, including withholding money due to the employee from the University until the property is returned. Personal Use of State Property: Personal use of VCSU issued notebook computers is addressed in VCSU Policy V402.3. State law prohibits a public employee from using public property for personal purposes when the employee knows such a use is unauthorized and the employee knows that there is some risk of loss or detriment to the government. Section 12.1-23-07 of the North Dakota Century Code: "A person is guilty of misapplication of entrusted property if the person disposes of, uses, or transfers any interest in property that has been entrusted to the person as a fiduciary, or in the person's capacity as a public servant or an officer, director, agent, employee of, or a person controlling a financial institution, in a manner that the person knows is not authorized and that the person knows to involve a risk of loss or detriment to the owner of the property or to the government or other person for whose benefit the property was entrusted." Various state laws and University rules apply to personal use of public property. State law specifically prohibits using a state car for private use. N.D.C.C. 39-01-03. VCSU's 'Off-Campus Use of University Property Policy' allows institutional property to be taken to an off-campus worksite under specified conditions, but only for job related use. However, taking state property off-campus for personal use or loaning out of University property for personal use/gain is unauthorized. Certain incidental use of state equipment is allowed, within reason, such as a private phone call (not at State expense) on a University phone (supervisors can prohibit this altogether, however.) Limited use for such a purpose doesn't result in any loss to the institution. VCSU, in addition to the specific requirements of North Dakota's laws and policies, strives to encourage its employees to avoid even the appearance of impropriety so as to not violate the public trust. Disposal of Surplus Property: All property that becomes "excess" or "surplus" to the needs of the department shall be reported to the Business Office. Except for surplus property where there are federal funds involved and federal regulations prohibit, this policy will be followed. Neither University employees, nor anyone else, will be allowed to obtain personal possession of scrap, even if discarded. Reporting of surplus property is done through email and/or Asset Retirement cards submitted to the Business Office Accounting Assistant. Information should include a description of the property, VCSU inventory tag number if applicable, condition of the property, and reason for the surplus status. The surplus item may be transferred to another department of the university without cost to the department. Notice of such transfer shall be made to the Business Office Accounting Assistant including the following information; description of property, VCSU inventory tag number, department making the transfer, department receiving the item, new location including building and room number. If disposal involves equipment purchased with federal grant funds, the principal investigator of the grant shall be consulted and all disposals will follow granting agency rules and regulations. It is the policy of the State of North Dakota that disposition of state surplus property is accomplished in such a manner as to prevent material benefit to any employee by virtue of their employment. Sponsored by: Vice President for Business Affairs Date: October 15, 2008 (New)

Policy Statement Valley City State University allows departments to accept credit cards for purchases of goods or services only in accordance with the procedures outlined in this document. Reason for Policy The University recognizes that accepting credit cards as payment for goods or services has become a common practice that improves customer service, brings certain efficiencies to VCSU's cash collection process, and may increase the sales volume of some types of transactions. In addition, the use of technology, such as the World Wide Web, provides easy access for many, and the use of credit cards is essential when sales are conducted electronically. Scope of Policy This policy applies to all VCSU faculty, staff, students, organizations, and individuals who on behalf of the University handle electronic financial transactions and payments such as credit/debit card transactions, and electronic fund transactions (EFT). Related Information The Gramm Leach Bliley Act of 1999 (GLBA) http://www.ftc.gov/privacy/privacyinitiatives/glbact.html Fair and Accurate Credit Transaction Act of 2003 (FACTA) Red Flag Rules – Interpretation of Sections 114 and 315 of FACTA Incidence Response Policy – to be developed Payment Card Industry Standards https://www.mastercard.us/en-us.html# http://www.visa.com/cisp https://card.americanexpress.com "What to Do If Compromised" VISA USA Fraud Investigations and Incident Management Procedures http://www.usa.visa.com/download/merchants/cisp_what_to_do_if_compromised.pdf Guidelines for Protecting Sensitive Data Definitions The Gramm Leach Bliley Act - Key rules under the Act govern the collection and disclosure of customers' personal financial information Payment Card Industry - A multifaceted security standard that includes requirements for security management, policies, procedures, network architecture, software design and other critical protective measures. This comprehensive standard is intended to help organizations proactively protect customer account data. Electronic Financial Transactions: The term is used for a number of different concepts such as cardholder-initiated transactions, where a cardholder makes use of a payment card (e.g., credit or debit card); electronic payments by businesses, including salary payments, electronic check clearing. TouchNet: Third party service provider used for online billing and payment processing which follow applicable PCI DSS standards and guidelines. Credit Card Processing Machine - A machine or device used to process credit card transactions. Examples may include: Zon, Trans 330, Trans380, Trans 460, Omni3200SE. Principles Overview Many departments on campus process credit card transactions, either infrequently or in the course of daily business. It is the University's responsibility to protect the privacy of its customers, as well as maintain compliance with the Gramm Leach Bliley (GLB) Act, Payment Card Industry (PCI) Standards and Red Flag Rules. Departments that transact business by accepting credit cards for goods or services are expected to adhere to the attached procedures to help ensure the integrity and security of all credit card transactions. Failure to follow the procedures may result in the revocation of departmental authorization to accept credit cards and departmental responsibility for paying all related penalties. Credit card payments for student accounts receivable accepted are online via Campus Connection. Acceptable Credit Cards The University is required to process credit card transactions through the Bank of North Dakota. Any exceptions must be approved, in writing, by the Bank of North Dakota. Credit card types that departments may request to be accepted within the department for goods and services include MasterCard, VISA, Discover, and American Express. Credit Cards Fees The University is charged fees on all credit card transactions. The fees vary and are based on the card type accepted and the method of acceptance (swiped versus manually entered). In addition to a percentage on the amount of the transaction, a "per transaction" fee and a monthly merchant account fee is charged. Merchant fees are charged to the designated funding sources on a monthly basis. The credit card merchant fee is considered a cost of doing business. Departments cannot assess an additional fee to the customer if the customer pays via a credit card. Security If a department suspects that credit card records may have been compromised in any way, whether through malicious intent or due to a weakness in the handling and processing of credit card transactions, they are to notify their supervisor immediately. All security incidents will follow the VCSU Incident Response Policy (to be developed). The document 'What to do if Compromised', VISA USA Fraud Investigations and Incident Management Procedures will be utilized as a reference for any security incident. The Office of Human Resources and Payroll performs criminal background checks on all potential employees prior to their date of hire. Procedures Obtaining Authorization to Accept Credit Card Payments Departments must obtain prior approval from the Controller to accept and/or process credit card transactions within the department. Requests should be made via e-mail to the Controller. If approved, the Controller will provide the department with procedures that must be followed when processing credit card deposits. If a department has not obtained approval to accept credit card payments, they should not be accepting credit card information. To minimize the risk of attacks from internal sources, all VCSU employees who work with electronic financial transactions and the personal data associated with it will: Have completed a criminal background check Have completed the data privacy training Have signed the Employee Credit Card Security Agreement Read the Identity Theft Prevention Program Plan Read the Guidelines for Protecting Sensitive Data Read the Reporting and Investigating Fraud and Theft Policy Methods of Processing Transactions There are five accepted methods for processing credit card transactions: In person. By telephone – must obtain the CVV code from the back of the card, but must be destroyed after the transaction is processed; must verify the address if sending merchandise; may choose to have return receipt to confirm delivery of goods. By mail. Via the University approved service provider (TouchNet). Via approved mobile payment devices. See VCSU Policy V802.07.02. Credit card information cannot be requested or sent via electronic messaging. If a cardholder sends credit card information via electronic messaging, departments are required to reply to the cardholder with the following verbiage without including the credit card information that was received: "It is important that VCSU protects the privacy of our customers, and therefore, does not accept credit card information via electronic messaging as it is not a secured method. Please discontinue sending credit card information via electronic messaging. Please contact the department providing the goods or services to request available payment options." Departments must attach a copy of the response to the merchant copy of the transaction being processed and retain in accordance with the records retention policy. When issuing credits to customers, the credit should be processed in the same payment method as the original charge. If a cash refund is necessary, it should be approved by the departmental head/manager on a case-by-case basis. Refunds processed thru Student Accounts Receivable (all methods) must be processed by the Accounts Receivable Specialist or a non-cashiering Business Office employee. Department must not store any credit card information, including CVV codes or PIN numbers, in a customer database or electronic spreadsheet. All CVV codes, PIN numbers, and other documents containing credit card information, must be shredded immediately after the transaction has been processed. Refunds When an item or service is purchased using a credit card, and a refund is necessary, the refund should be credited to the credit card from which the purchase was made. If a cash refund is necessary, it should be approved by the departmental head/manager on a case-by case basis. Refunds processed thru Student Accounts Receivable (all methods) must be processed by the Accounts Receivable Specialist or a non-cashiering Business Office employee. Disputed Charges / Chargebacks Occasionally, the Bank of North Dakota will send notification to the University indicating a disputed charge. The Controller will provide all requested information in response to the notification by the due date indicated. Recording and Reconciling Transactions When submitting deposits to the Business Office, include the following: Daily Totals Report - this includes only the totals for MasterCard, VISA, Discover, and American Express; no credit card numbers are included. This report should be printed twice (one copy for the Business Office, and one copy is to be retained by the department) Daily Settlement Report - this indicates the amount settled successfully. Departments should transmit and settle their batches daily. Retention Periods Documents supporting the credit card transaction must be retained by the department according to the University's Records Retention Policy. Departments are considered to be the originating department and should retain the following documents for receipts processed with a Tender Type of Credit Card: The merchant copy of the sales slip, which includes the signature, should only include the last four digits of the credit card number. Retention period is to be determined. Daily Totals Report - includes only the totals for each card type (MasterCard, VISA, Discover, and American Express); no credit card numbers are included. Retention period is to be determined. Daily Detail Report - this includes the entire credit card number for all transactions. Retention period is to be determined. The Business Office retains the following documents for receipts processed with a Tender Type of Credit Card: Daily Totals Report - includes only the totals for each card type (MasterCard, VISA, Discover, and American Express); no credit card numbers are included. Retention period is to be determined. Daily Settlement Report – this indicates the amount settled successfully. Retention period is to be determined. All transaction documents, as stated above, must be secured by the department, for example, in a locked cabinet/room with limited access. PCI Self Assessment Questionnaire The Controller is required to complete a PCI Self Assessment Survey on an annual basis and submit to the Bank of North Dakota. The Controller is required to submit a revised survey if there have been any changes since the last survey or if requested by the Bank of North Dakota. Responsibilities Director of Business & Financial Services Grant authorization to departments to accept and process credit card transactions. Provides procedures for daily reconciling of credit card transactions. Retain documents supporting credit card transactions as required. Department Accepting Credit Cards for Goods or Services Request/obtain prior approval from the Controller to accept and/or process credit card transactions. Notify their supervisor immediately if there is a suspicion that credit card records may have been compromised in any way. Should take merchant fees into consideration when determining rates for goods and services. Must follow the procedures for processing credit card deposits. Must not store any magnetic stripe information, including security codes, CVV/CVC, PIN number, CVV2/CVC2. Reconcile and transmit credit card transactions on a daily basis. Retain all required credit card documents in a secured location according to the records retention policy. Do not request credit card information via electronic messaging. When credit card information is received by the department via electronic messaging, departments are required to notify the sender to discontinue sending credit card information via electronic messaging, as it is not a secured method. This notification should be attached to the merchant copy of the transaction. When disposing of credit card information, all documents must be shredded. Forms Employee Credit Card Security Agreement Departmental Request to Process Electronic Financial Transactions Sponsored by:Vice President for Business Affairs Effective:May 1, 2009 Revised: August 2016

Policy Statement Valley City State University allows departments to accept credit cards through mobile payment devices for purchases of goods or services only in accordance with the procedures outlined in this document.  Definitions: Mobile Online Payment (MOP) Applications – Those applications which can be downloaded and activated on an electronic mobile device such as a data phone, iPad, tablet, and/or laptop, and used to electronically process credit card transactions. Device Specifications and Procedures: 1. The device and associated hardware such as the dongle and or card swipe device must be assigned to a specific, full-time, benefitted employee. 2. A list of devices used for mobile payment processing, along with who has authorized use must be maintained by the business office. 3. All data devices that are used for online payment processing must be labeled with the owner and contact information. 4. The mobile device must be a VCSU-owned mobile device with a data plan used solely for the purpose of processing payments. Only the payment application and the operating system software are allowed on the device.  5. Only devices approved by the VCSU Controller for Vice President of Business Affairs will be permitted for the use of processing mobile online payments. 6. The device used must have the ability to be remotely wiped or “killed”, in the event the device is lost or stolen.  7. The device must be password-protected.  8. The device must have encryption capabilities. 9. The device must only use the data connection through a VCSU cellular data plan. Wireless connection is not permitted.  10. Bluetooth and wireless (WiFi) capabilities must be turned off or disabled.  11. The device used for mobile electronic credit card processing must only be used by those who are authorized by the VCSU Business Office and have completed the training requirements of NDUS Procedure 1202.1 Data Classification and Information Security Standard. 12. When the phone and dongle or card swipe device, and or signature pad is not being used for online financial transactions, the phone must be powered off, and stored in the VCSU Business Office vault.  MOP Application procedures: 1. The MOP application and card-reader used must be approved by the Bank of North Dakota (VCSU) or Acquiring bank (VCSU Foundation) for processing electronic payments securely.  2. The application must require authentication and authorization (e.g., login and password). The application must have the capability to purge transaction data after the required 90 day period when a charge can be disputed by the customer.  3. If an email address is required for using the application, the email address used on the phone device must be specific for payment-processing only. There will be one “owner” of this email account. The owner must be a full-time, benefited VCSU employee. This email address and accompanying account must be requested through the Technology Services department and approved by the VCSU IT Security Officer. Lost or Stolen Phone Procedure: 1. Immediately activate the device to wipe or “Kill.” 2. Notify the following:  The VCSU Business Office The cell phone carrier to request the device and associated data plan be cancelled and explain why.  Payment vendor  Acquiring bank Valley City Police Department VCSU IT Security Officer Sponsor: Vice President for Business Affairs Effective: August 2016

These procedures are published in order to provide all faculty and staff the guidelines necessary for financial control of departmental budgets. The procedures are to be used for all expenditures of a departmental budget except for salaries and wages, as these are fixed expenditure items. A. General Guidelines When feasible purchases of supplies and equipment should be made through the purchase requisition process or with a purchasing card. Purchases from the Bookstore, Faculty Material Center and small purchases of supplies may be made without a purchase requisition. However, because of the lack of financial control on departmental budgets resulting from this type of expenditure, the University places primary responsibility for payment of any debt incurred through this process on the individual making the purchase. The University will pay for these debts only to the extent of the departmental budget. Purchase requisitions may be obtained from the Business Office. Completed and properly approved purchase requisitions may be submitted to the Business Office for processing. Purchase requisitions with missing information, such as estimated unit price, accounting codes or proper approvals will be returned to the originating department. completed and properly approved purchasing card statements must be submitted to the Business Office for processing. Statements with missing information, such as accounting codes, proper approvals, or tax and hotel rate discrepancies may be returned to the cardholder. A copy of the purchase requisition, Purchase Order and a receiving report will be returned to the department. Upon receipt of the material ordered, the receiving report should be completed and returned to the Business Office, this serves as the authorization for the Business Office to pay for the material. B. State Board of Higher Education Purchasing Procedures Refer to SBHE policy 803.1 C. Inventory All items of equipment, with a value of $5,000 or more, should be properly tagged and identified. These items will be listed on an inventory control printout and must be periodically accounted for. The Business Office must be notified if these items are moved from one location to another or of any change in status. Submit requests to Business Office for proper disposal for these items. Sponsored by: Vice President for Business Affairs  Reviewed: Winter 1996 Reviewed: Winter, 2004 Revised: December 2014

Reference: SBHE Policy 806.2 PURPOSE This policy sets guidelines for the commitment and payment of expenses associated with the recruitment of candidates for eligible faculty and staff positions. ELIGIBLE POSITIONS Allowable expenses may be committed and reimbursed in the course of recruiting for the following positions: • President • Vice President • Dean • Faculty (see V601.04 and V601.05 for detailed procedures) • Administrative Director • Head Coach • Other positions as determined by the President ALLOWABLE EXPENSES Expenses associated with travel to and from Valley City may be incurred and payment made to candidates with preapproval by the appropriate Vice President. Allowable expenses include: • Airfare • Personal car mileage at North Dakota state rate • Car rental • Lodging (state rate) • Per diem allowance at North Dakota state rate REIMBURSEMENT Expenses will be reimbursed to candidates after the following items have been submitted to the Business Office: • W-9 form with Social Security number • Nonemployee Travel reimbursement Voucher (Non-Employee Travel Voucher) signed and approved by the fund controller.  • Itemized receipts for airfare and lodging See V601.04 for reimbursable expenses incurred by the search committee members (to include guidelines for meals with the candidate and travel to pick up/deliver). Sponsor: Vice President for Business Affairs Effective: Spring 2014

PURPOSE: This policy sets guidelines for the commitment and payment of expenses associated with individuals invited to present or participate in lectures, colloquies, demonstrations or formal consultations in connection with institution functions. ALLOWABLE EXPENSES: A Division Chair or Administrative Director may negotiate a stipend or honorarium and payment of travel expenses for a guest lecturer with approval of the appropriate senior administrator. Allowable expenses MAY include: A stipend or honorarium Airfare Personal car mileage at North Dakota state rate Lodging Per diem allowance at North Dakota state rate REIMBURSEMENT: Expenses will be reimbursed to individuals after the following items have been submitted to the Business Office: W-9 form with Social Security number Nonemployee Travel reimbursement Voucher signed and approved by the fund controller Verifications of Services form Itemized receipts for airfare and lodging Sponsored by: Vice President for Business Affairs Approved and Effective: February 2010

Overview   Grant and External Funding is intended to address specific initiatives linked to Valley City State University’s mission but not to support routine operation.    Valley City State University is a non-profit organization by virtue of its status as a member of the North Dakota University System. As such, it is legally authorized to apply for, accept, and administer funds as the fiscal agent for its constituents.   Valley City State University has the institutional responsibility to verify the eligibility of all grant and external funding prior to proposal submission to the awarding agency.   This policy addresses primary roles and responsibilities and establishes guidelines for faculty and staff who are seeking grant and external funding from private, local, state, and/or federal agencies. The following policy includes:   Primary Roles and Responsibilities Pre-Proposal Proposal Preparation Proposal Submission Award Notification and Acceptance Post Award Award Closure Records Retention Audit Requirements 1.  Primary Roles and Responsibilities The Principal Investigator (PI) or Project Director (PD) is the primary faculty or staff that is responsible for the preparation, conduct, and administration of the award. The "Principal Investigator" title is typically given to a faculty for research or other sponsored projects.  The "Project Director" title is typically given to a faculty or staff that is authorized by the institution to administer other types of projects.  The Co-Principal Investigator is a faculty or staff that may share the responsibilities of the Principal Investigator.  The Department Chair is responsible for reviewing and approving the proposal prior to submission to ensure it is consistent with the department’s mission and goals. The Vice President for Academic Affairs (VPAA) is responsible for reviewing and approving the proposal prior to submission to ensure it is consistent with the University’s policies and procedures and affirms academic resource availability and commitment.  The Vice President for Business Affairs (VPBA) is responsible for reviewing and approving the proposal prior to submission to ensure it is consistent with the University’s policies and procedures and affirms any letter of intent, in-kind contributions, cost share, match funds, and/or facilities and administration commitments.  Most always, the VPBA will be the official authorized signor for award notifications.  The Director for Grant Accounting’s primary role is to ensure expenditures are allowable, allocable, reasonable, and necessary.  The Director for Grant Accounting works closely with PI or PD to assist with budget development, grant submission, award acceptance, and ensures fiscal obligations are met throughout the grant term.   The Director for Institutional Effectiveness & Planning is responsible for reviewing and approving any proposal prior to submission that involves human or animal subjects to ensure compliance with the Institutional Review Board (IRB) or Institutional Animal Care and Use Committee (IACUC).  The Chief Information Officer (CIO) is responsible for reviewing and approving any proposal prior to submission that involves any university technology commitments. 2.  Pre-Proposal  The intent of a pre-proposal is to inform and capture the interest of the awarding agency.   The PI or PD should determine if a pre-proposal is a requirement or an option.  Pre-proposal requirements set by the agency may include the following: Request for Proposal (RFP)  Pre-proposal Form  Letter of Intent   d. The PI or PD must complete the VCSU Commitment form and seek the appropriate institutional approval prior to submission for any of the following:  Academic release time  New position/s  In-Kind Cost Share Match Funds Technology Commitments  e. The PI or PD should meet with the Director for Grant Accounting for assistance with any pre-proposal budget requirements.  f.  The PI or PD is responsible for submitting the pre-proposal to the awarding agency unless arrangements are made with the Director for Grant Accounting.   3.  Proposal Preparation  The PI or PD is responsible for understanding the agency’s rules and regulations and meet the proposal application criteria. Proposal requirements set by the agency may include the following:  Request for Proposal (RFP) from the agency Proposal  Narrative Scope of Work Assessment Plan for Meeting Objectives or Goals Budget Budget Narrative or Justification c.  The PI or PD must complete the VCSU Commitment form and seek the appropriate institutional approval prior to submission for any of the following:  Academic release time  New position/s  In-Kind Cost Share Match Funds Technology Commitments d.  The PI or PD should meet with the Director for Grant Accounting for assistance with any proposal budget requirements.   4.  Proposal Submission The PI or PD must meet with the Director for Grant Accounting to review the proposal submission requirements at minimum five business days prior to the proposal submission due date.   The PI or PD must complete the VCSU Proposal Transmittal Form and include the proposal requirements prior to submission.   The Director for Grant Accounting will route the VCSU Proposal Transmittal Form, along with necessary proposal requirements to the appropriate institutional personnel to review and approve as outlined in the primary roles and responsibilities.  The Director for Grant Accounting will submit proposals that are required to go through grants.gov, Fastlane, or any other system that requires VCSU to be registered with.   5.  Award Notification and Acceptance Upon receipt of the award, the PI or PD must notify the Director for Grant Accounting and/or any other appropriate institutional personnel to review the proposed terms of the award prior to acceptance. If necessary, the PI or PD must discuss any modifications to the award with the Director for Grant Accounting and/or any other appropriate institutional personnel prior to negotiations with the agency. Once the acceptable award terms have been determined, the Director for Grant Accounting will obtain the appropriate institutional signatures and return the VCSU signed award document to the agency. Once the fully executed, signed award is received from the agency, the Director for Grant Accounting will request a new project and budget to be set up in PeopleSoft Finance. Once the project and budget are set up, the PI or PD should Inform any respective officials involved with project. Notify the VCSU Marketing and Communications Department to arrange any publicity related to the award. 6.  Post Award   The PI or PD will meet with the Director for Grant Accounting to address any post award requirements set by the agency. The PI or PD will be responsible for submitting any required progress reports. The Director for Grant Accounting will be responsible for submitting any request for reimbursements.   7.  Award Closure   The PI or PD will contact the Director for Grant Accounting to address any close-out requirements set by the agency. The PI or PD will be responsible for submitting any required final report. The Director for Grant Accounting will be responsible for submitting the final request for reimbursement. If a financial report is required, the PI or PD with work with the Director for Grant Accounting to ensure accuracy of the report.     8.  Records Retention  Records will be maintained for unfunded and funded proposals according to university policy, agency requirements, and/or government policies regarding retention of archival materials.   9.  Audit Requirements  The university will abide by any agency, state, or federal government audit requirements.     Sponsored by: Vice President for Business Affairs  Reviewed: Spring 1996 Revised: December 2012 Revised: October 2015 Revised: April 2022  

Fundraising activities are NOT covered by this agreement IF (a) they involve voluntary payment for services rendered AND (b) there is no solicitation of or at community businesses. Any group or individual that wishes to solicit funds by any other means in or under the auspices of the university must gain prior approval from the Assistant Director of University Advancement by submitting a Request to Raise Funds to the VCSU Foundation Office at least thirty days prior to the start of the fundraising activity. This includes membership drives, solicitation of donations (monetary and goods), sales of goods or services, and grants other than for academic purposes. The purpose of annual planning and approval is to coordinate initiatives from the perspective of those we solicit to assist the university. The Assistant Director of University Advancement is to maintain a calendar showing who may solicit whom for what purposes during any given month. Any unauthorized fundraisers may be required either to return the funds raised to the donors or to contribute the amount raised to the VCSU Foundation. They may also forfeit the opportunity to raise funds in the future. When raising funds by or for Valley City State University, there is an expectation of professionalism and accountability. Use of personal or off-campus financial accounts is prohibited. All funds must go through the VCSU Foundation Office or VCSU Business Office and a final financial report must be submitted to the VCSU Foundation Office at the end of the fundraiser. The Executive Director of University Advancement and the University President will work together on any solicitations of $10,000 or more from alumni and friends. No one else is authorized to solicit major gifts except authorized by the University President. Anyone else who comes to be in a position of talking with someone about a potential large gift should refer the person to the Executive Director of University Advancement or University President. Only the President of the University is authorized to accept gifts on behalf of the university. Sponsored by: VCSU Foundation Office Revised: Winter 1996 Revised: August 2006 Revised: October 2015 Revised:  December 2022

Any university or student organization wishing to seek financial support from the fraternal organizations that distribute Valley City's gaming funds needs to obtain a letter of support from the Executive Director of University Advancement before approaching them. This procedure is intended to coordinate such requests, not to discourage them. Sponsored by: VCSU Foundation Office Reviewed: Winter 1996 Reviewed: January 2005 Revised: October 2015 Revised: December 2022