Policy Statement

This policy advances standards for the awarding and administration of graduate assistantships at Ramapo College of New Jersey (“Ramapo College” or “College”). It is intended that this policy adhere to other relevant policies of the College, some of which are referenced below.

Reason for Policy

To promulgate standards for the awarding and administration of graduate assistantships at Ramapo College of New Jersey.

To Whom Does the Policy Apply

All Hiring Managers

Related Resources

Procedure 481: Graduate Assistants

Appendix 481A: Graduate Assistant Template Contract

Contacts

People Operations and Employee Resources Department

(201) 684-7500

Adopted: June 30, 2021

Revised: January 4, 2023

 I. Purpose

The purpose of this procedure is to promulgate standards for the awarding and administration of graduate assistantships at Ramapo College of New Jersey (“Ramapo College” or “College”).

Graduate assistantships are positions where Ramapo Graduate students work a set number of hours in exchange for tuition reimbursement. These positions are intended to compliment the students’ academic growth.

Positions not fitting these requirements are not considered for Graduate Assistantships.  Please contact the Cahill Center for hourly student aides (for Ramapo students) or Human Resources for part-time positions (non-Ramapo Students).

II. Categories of Employment Status

A. Graduate Assistant (Academic)

A graduate student whose primary focus is assisting in an Academic program and performing such functions as research and/or teaching. An academic graduate assistant works a maximum of 20 hours per week, is paid a stipend consistent with College guidelines, and is eligible for tuition remission.

B. Graduate Assistant (Administrative)

A graduate student whose primary focus is assisting with administrative support functions within the needs of a department, including student facing units. An administrative graduate assistant works a maximum of 20 hours per week, is paid a stipend consistent with College guidelines, and is eligible for tuition remission.

C. Graduate Assistant (Residence Life)

A graduate student who assists with the administrative support functions for the Office of Residence Life. The Graduate Residence Assistant works maximum of 20 hours per week plus On-Call Administrator rotation, is paid a stipend consistent with College guidelines, and is eligible for tuition remission.  As part of the On-Call Administrator rotation, Graduate Assistant receives campus housing and food allowance. These positions are usually awarded to students who have had previous residence life employment experience.

III. Requirements for Graduate Assistantships

The following Academic requirements apply to all graduate assistantships at the College:

• Graduate Assistant must be matriculated and enrolled in a graduate program at Ramapo College, and make satisfactory academic progress towards degree completion.
• If after advertising the position, no Ramapo College student is identified for the graduate assistantship, a student from another university/college may be selected.
• Enrollment in a minimum of six (6) credit hours per semester or two (2) courses per semester, whichever is greater, during the academic year (fall and spring semesters).
• Graduate Assistant shall maintain a minimum grade point average of 3.0 or higher and be in good academic standing as defined by the College or other college/university in which the Graduate Assistant is enrolled.

No person will be permitted to apply and keep a Graduate Assistantship at the College if these criteria are not met.

IV. Compensation:

• Academic and Administrative Graduate Assistants
  • Tuition: Tuition remission of up to $4,000 per semester or up to $8,000 per academic year (spring and fall semesters), towards their Ramapo College graduate student tuition or graduate student tuition at another university/college; and
  • Stipend: $10,000.00 for an academic year (10 months – September 1^st to June 30^th).

• Residence Life Graduate Assistants
  • Tuition: Tuition remission of up to $4,000 per semester or up to $8,000.00 per academic year (spring and fall semesters), towards their Ramapo College graduate student tuition or graduate student tuition at another university/college; and,
  • Stipend: $8,000 for an academic year (10 months – September 1^st to June 30^th); and
  • Room & Board: Paid housing and food allowance as part of the GAs On-Call Administrator duties.
• Taxable Income on Tuition Remission
  • Administrative and Residence Life Graduate Assistant tuition remission is taxable under the Internal Revenue Service (IRS) Code §127. $5,250 per calendar year in tuition remission associated with Graduate Assistants are excluded from taxable income. If the annual (January to December) amount of remission exceeds $5,250, the excess is deemed taxable income under IRS Code and is taxed accordingly.
  • Academic Graduate Assistant tuition remission is exempt under IRS Code §117.

V. Proof of Academic Progress

• Graduate Assistants must achieve active and satisfactory academic progress towards the completion of a graduate degree in an approved graduate (Master’s) program.
• Proof of class enrollment and good academic standing must be provided each semester to the Graduate Assistant’s Supervisors must then forward such proof to Human Resources for final review and recordkeeping.
• Students who do not maintain the minimum grade point average and/or provide proof of academic progress may be terminated from their Graduate Assistant position.

VI. Payment Terms

• Tuition remission is eligible only for graduate level courses as part of the Ramapo College student graduate program requirements.
• Tuition for non-Ramapo College students will be paid at the beginning of each semester once a bill has been provided to the College with proper supporting documentation. An Accounts Payable (A/P) voucher must be prepared by the Graduate Assistant’s supervisor along with a copy of the tuition invoice and be provided to Accounts Payable for direct payment to the institution. If payment was made by the Graduate Assistant directly to the institution a copy of the paid tuition invoice must be provided along with the A/P voucher for reimbursement to the Graduate Assistant.
• Stipends are paid in bi-weekly installments for the term of the contract. Applicable federal and state taxes will be withheld.
• The stipend terminates effective the date of resignation. In addition, any housing privileges will be revoked as of the date of resignation.
• While tuition benefits are paid on behalf of the Graduate Assistant up front, if the Graduate Assistant’s contract is not completed as noted, the Graduate Assistant will owe a pro-rated portion of the tuition benefit to the College.
• If a Graduate Assistant withdraws from a course and this generates a refund, such refund must be paid back to the College.
• Tuition remission is to be posted to the student account as a financial aid award and will reduce the balance due on the account. The Graduate Assistant’s supervisor must provide information to both the Financial Aid Office and Office of Student including the student name, ID number, amount of the award, semester of the award, and the FOAP requested to be charged. Supervisors must submit this information upon receiving the signed contract to ensure timely posting to the student account. Any overpayment on the account resulting from the tuition remission award will reduce the award accordingly.
• Once the financial aid award is disbursed to the student account, if the total amount awarded for the calendar year (January to December) exceeds $5,250, the Payroll Office is notified and the amount above $5,250 will be included in your taxable income. The tax withholding will begin on the next pay period.

VII. Available Benefits/Limitation on Benefits

• Graduate Assistants are not eligible to travel and/or receive travel reimbursements, except when the Graduate Assistant’s job description requires the Graduate Assistant to accompany undergraduate students as part of a College program.
• Graduate Assistants are entitled to Workers’ Compensation benefits in the event of a workplace injury.
• All students follow the medical insurance requirements as set forth by the College.
• Graduate Assistants are not eligible for pension benefits.
• There is no accrual of leave time or pay for time not worked.
• There are no entitlements to benefits or pay for hours not worked with exception of paid sick entitlements.

VIII. Employment Requirements:

• All graduate assistant appointments terminate at the end of the appointment period (September 1^st – June 30^th) and there is no commitment to reappoint the same student at a later time.
• Units requiring additional weeks of service beyond the 10 month graduate assistant contract, must contact Human Resources. Students will be paid hourly, up to 20 hours per week for any work outside of the 10 month contract.  No student will be allowed to work during the 2 additional months at hourly pay without a separate contract.
• Since the Graduate Assistant is in a part-time, temporary position, the Graduate Assistant is an at-will employee who can be terminated by the College at any time without notice or severance pay.
• Ongoing employment is contingent upon satisfactory performance as well as availability of funding and other policy considerations.
• Graduate Assistants may need to be absent for personal reasons or illness; while every effort will be made to accommodate occasional absences, such absences must not interfere with or cause neglect of duties, and must not exceed reasonable limits.
• Graduate Assistants who are not able to fulfill the requirements of their assistantship due to illness or other reason will be terminated, and a pro-rated portion of the stipend will be paid up to the date of termination. A pro-rated bill for the tuition benefit will be issued by the College and the Graduate Assistant shall pay such amount to the College.
• Graduate Assistants who must resign during or prior to their period of appointment must provide written notice to the College. Every effort shall be made for the Graduate Assistant to provide adequate notice for a replacement to be hired.  If the resignation takes place at the end of a semester, the tuition benefit for that semester remains in place; if the resignation takes effect during a semester, a pro-rated bill will be issued to the Graduate Assistant who shall pay the amount owed to the College.  The stipend terminates effective the date of resignation.  In addition, any housing privileges will be revoked as of the date of resignation.

IX. Contracts

• Graduate Assistants must be provided with contracts detailing the terms and conditions of the graduate assistantship.
• A template contract is attached hereto as Appendix A. Any changes to the template contract must be approved by the College’s Office of General Counsel.

X. Compliance with Applicable College Policies

• All Graduate Assistants are governed by College Policies as applicable, including but not limited to policies outlined within the Student Code of Conduct and Student Handbook or/and the Employee Handbook.

XI. Hiring Process

• Human Resources and Vice President/Provost approval of all Graduate Assistant positions is required.
• Open positions shall have a job description and be advertised in Hiretouch.
• Positions should be communicated to the Associate Director of Graduate Admissions.
• Signed Graduate Assistantship contracts must be received by the College prior to work commencement.

XII.  General Procedures for Processing Graduate Assistantships

• All open graduate assistantship positions for the upcoming academic year shall be posted on the College’s website (Hiretouch).
• Students shall submit a Graduate Assistantship Application for the academic year or semester in response to a posted position. Applicants must apply through the College’s online job portal.
• Graduate assistantships are normally awarded for a full academic year, but may be awarded for a semester. Individual units or departments are responsible for the selection of a Graduate Assistant.
• An offer of a graduate assistantship should be made to the candidate along with a contract and job description for the position.
• Required documentation for Graduate Assistants includes: Social Security Card; student ID or photo driver’s license; completed W-4 and I-9 forms; written evidence of health insurance coverage; and, other documents/forms as may be required by Human Resources.
• Reappointments must follow the policy of initial hiring (application, approval and contract signing). The student shall also satisfy all of the criteria for a Graduate Assistant.

Policy

The Tuition Waiver Program for Spouses, Domestic Partners, and Dependent Children provides tuition assistance to eligible spouses, domestic partners, and dependent children of full-time, permanent faculty and staff, and faculty and staff on an approved leave of absence, during the student’s full-time or part-time, matriculated enrollment at Ramapo College.

Reason for Policy

To foster the College’s ability to recruit and retain qualified employees and to outline the parameters for tuition waivers.

To Whom Does The Policy Apply

Spouses, domestic partners and dependent children of full-time faculty and staff with at least one calendar year of Ramapo College or NJ State service at the time of application.

Related Documents

Procedure 475: Tuition Waiver Program for Spouses, Domestic Partners, and Dependent Children of Full-time Faculty and Staff

Tuition Waiver Form

Contacts

People Operations & Employee Resources

Adopted: July 2005

Last Revised: August 2023

Program Description

The Tuition Waiver Program provides assistance to eligible spouses, domestic partners, and dependent children of full-time, permanent faculty and staff during the student’s full-time or part-time matriculated enrollment with Ramapo College of New Jersey. The College provides this program as a benefit to employees with at least one year of College or State service at the time of application and reserves the right to suspend the benefit at its discretion.

I. Definitions
1. Full-time faculty and staff – Those faculty and staff who are in full-time lines employed for a minimum of one year of service to the College or the State before the start of the first day of class for the course(s) or who have completed at least one (1) year of full time service at another NJ Public College or University.

2. Permanent faculty and staff – Those faculty who are tenured or tenure-track or faculty in full-time lecturer lines; those classified staff who are “provisional” for at least one year or “permanent” as defined by NJAC 4A; those unclassified staff who are in the five years of probationary service or who have a multi-year contract

3. Student – See College Policy 300YY: Definition of a Ramapo Student

4. Spouse – The legally recognized union of two eligible individuals.

5. Domestic Partner – Same-sex domestic partner with a Certificate of Domestic Partnership issued by any New Jersey local registrar or a similar official document issued legally from a political jurisdiction in another State.

6. Dependent Children – Children (biological, legally adopted, or legal wards) of faculty and staff who do not meet qualifications for independent student status.

7. Independent Student Status – have one or more of the following characteristics: 24 years or older; married; is a veteran of the U.S. armed forces.

II. Criteria and Eligibility Requirements
1. The employee must have a minimum of one year of full-time service to the College or the State and must be a permanent employee before the start of the first day of class for the course(s).

2. The employee must be a full-time employee or be on an approved leave of absence from the College (up to a one year maximum), otherwise the tuition waiver will cease at the end of the academic semester in which the status changed.

3. If an employee should die while employed in an eligible position after the dependent was admitted or enrolled, the dependent will be eligible to continue to participate in the program and complete the first baccalaureate or first graduate degree within a five-year period.

4. If employment ends, for any reason other than death, before the first day of classes, the student will be required to pay full tuition for the courses taken that semester. If employment ends during the semester, the student will be required to pay a prorated amount.

5. Students must be the legal spouse, certified domestic partner, or dependent child of an employee (as defined) and not meet qualifications for independent student status.

6. Students must meet the College’s academic criteria for admission, be matriculated, studying for their first baccalaureate or first graduate degree, and must remain in good academic standing, according to the Academic Standing Policy, during participation in the program. If the student is not in good academic standing and no longer eligible for the Program, they will be readmitted to the program upon regaining acceptable academic standing (Academic Standing Policy).

7. Students will be subject to hold flags, late fees, and deregistration when the fees associated with registration are not paid by the payment deadline published by the Office of Student Accounts.

8. Students must maintain full-time or part-time matriculated status.

9. A new Tuition Waiver form must be completed each semester

10. Any false statement, misrepresentation or factual error when applying for a tuition waiver, any violation of any provision of the rules, requirements, procedures and/or regulations of the program/College may result in disciplinary action up to and including termination of employment. Employees whose spouses, partners, or dependent children are eligible to receive a tuition waiver, agree that if they are found to have violated any provision of the program or the rules and regulations of the College they will:

a. repay any tuition waived had such event not occurred; and
b. forfeit the right to receive any future tuition waiver.

III. To Receive Benefits:
1. The student must apply, be accepted, and enroll/matriculate in the College prior to applying for tuition waiver.

2. The student must register for classes.

3. The student must complete and sign the “Dependent” section of the Tuition Waiver Form.

4. The employee must complete the Tuition Waiver form and obtain all required approvals.

5. The employee must secure signatures from the Registrar on the Tuition Waiver Form.

6. The Registrar’s Office will complete the Tuition Waiver Form and forward to the People Operations & Employee Resources Department for processing.

7. The Department of People Operations & Employee Resources will review the Tuition Waiver Form and, if approved, will forward the approval to the Office of Student Accounts and the Financial Aid Office for the tuition waiver to be processed.

8. The Department of People Operations & Employee Resources will notify the employee if the waiver has been approved or disapproved.

IV. Tuition Remission Benefit
1. Students may receive a tuition waiver of 60% of tuition costs only in a program leading to the first baccalaureate degree or first graduate degree up to a maximum of the total number of credits required for completion. In no case will the tuition waiver be granted beyond the number of credits required for completion of the program.

2. Tuition waivers cover tuition costs that are not met by other funding sources available through financial aid, including state grants, institutional scholarships, and external scholarships. Loans are excluded. Students receiving any other form of assistance specifically granted to defray tuition costs will be ineligible up to the amount of such awards. All other fees and costs are the responsibility of the student.

3. Students may receive tuition waiver benefits for courses taken during the fall, spring, and summer semesters.

4. Tuition will be at the in-state rate regardless of student’s state of residence.

*Non-substantive Amendments

Policy

The cash handling policy and procedures provide principles and guidelines for the handling of all cash activities at the College including cash funds maintained and cash accepted and deposited.

Reason for Policy

To establish and document the process for the flow of cash and cash receipts, and provide guidelines for the proper management of monies.

To Whom Does The Policy Apply

This policy applies to all College employees responsible for managing, receiving, handling, and safeguarding cash and cash equivalents.

Related Documents

Procedure 479: Cash Handling

Contacts

Office of the Controller

(201) 684-7117

Cash Handling Policy Procedure

All College employees have a fiduciary responsibility to handle cash properly.  The establishment of strong internal controls for cash collections is necessary to prevent mishandling of funds and to safeguard against loss.  Strong internal controls are also designed to protect employees from inappropriate charges of mishandling funds by defining their responsibilities in the cash handling process.

These policies and procedures establish general guidelines and provide direction for College units in the collection, custody, and reporting of monies.

Definitions

The term “monies (also referred to as cash or cash receipts)” refers to money in any form including currency (coins and bills), check, wire transfer, credit card charge, ACH (direct deposit), other electronic transfers, etc. 

Checks:  There are several different categories of checks which should all be handled as checks.

• Cashier’s Check: A check purchased at a bank for any amount; the bank completes all information on the face of the check with a bank officer signing as the maker.
• Certified Check: A personal check that is written by the account holder and then stamped and signed by a bank officer on the front of the check.
• Money Order: An item purchased at a bank, post office, or other business establishment for any amount up to $1,000.00. The bank completes only the amount information.
• Traveler’s Check: A special check supplied by banks or other companies for the use of travelers; these checks already bear the purchaser’s signature and must be countersigned and dated in the cashier’s presence.
• Personal Check: A written order payable on demand, drawn on a bank by a depositor; a personal check is written against an individual’s checking account as opposed to a cashier’s check, certified check, money order, or traveler’s check, all of which are written against bank funds.
• Starter Check: A non-personalized encoded check that a person receives from a bank when they establish a checking account. These are for the person’s use prior to receiving encoded checks from the bank. However, they should only be accepted if the bank has encoded the routing number and account number on the bottom of the check. 

Advices:  notification regarding wire transfers, ACH transfers, and bank corrections. 

Automated Clearing House (ACH): an ACH transfer is an electronic item that is processed through the Automatic Clearing House established as a clearing and settlement facility for financial institutions. ACH transfers take 2 to 4 business days to reach their destination and can be recalled or returned for a variety of reasons. 

Cash: currency; coins and bills. Also, used for all cash equivalents such as checks. Often used in the plural: cash receipts or monies.

Cash receipts:  money in any form: currency (coins and bills), check, wire transfer, credit card charge, ACH (direct deposit), other electronic funds transfers, etc.

Custodian: the person that holds assets of the College, in this case cash, for safekeeping to minimize the risk of theft or loss.  This person is responsible for the physical safekeeping of the cash.

Electronic funds transfer (EFT):  generic term for any movement of funds by non-paper means; can be an Automated Clearing House (ACH) or a wire transfer.

Employee: Any individual (full-time, part-time, student aid, work study, volunteers) working for the College.

Endorse/endorsement: the act of writing or stamping, usually upon the back, but sometimes on the face, of a check or other negotiable instrument, by which the funds or property therein are assigned and transferred.

Fiduciary: a person who holds a legal or ethical relationship of trust.  In this context a fiduciary is charged with caring for the assets of the College in the form of the cash for which they are responsible.

Log: a place to record the receipt of monies; must include date received, received from, received by, amount received, date to cashier, and a receipt number (if applicable).

Monies: money in any form: currency (coins and bills), check, wire transfer, credit card charge, ACH (direct deposit), other electronic funds transfers, etc.

Receipt: a written acknowledgment that a sum of money or specified article has been received; the paper that provides the audit trail of the monies.

Wire transfer: funds sent through the Federal Reserve Wire Network from one financial institution to another.

Receiving Cash

1. Cash is not to be accepted by any employee for any purpose unless that employee has been authorized to handle cash for the purpose specified. The custodian of every cash fund is responsible for the integrity of the cash fund.  All employees authorized to handle cash shall sign a Departmental Cash Handling Form acknowledging the College’s cash policy and procedures.

2. All College units and staff that handle cash are required to undergo annual certification and training provided by the Controller’s Office.

3. The timely deposit of monies received provides for improved control of funds which reduces the risk of loss due to errors, carelessness, or theft. All incoming monies should be acknowledged by receipt within the unit when accepted or received by mail, and brought to the Office of Student Accounts for processing using a Deposit Request Form.  The Deposit Request Form summarizes the monies to be deposited and indicates where the monies should be deposited.  This form can be obtained from the Controller’s office.

4. All units and activities that handle monies must deposit cash receipts from any source with the Office of Student Accounts at least once a week. More frequent deposits are noted as follows:
   • Units and activities which receive $200.00 or more a day in currency or checks must deposit those funds by the end of the business day.
   • Credit card deposits must be made daily regardless of the amount. A Settlement Report must accompany a completed Deposit Request Form. The Settlement Report (goes by various names depending on the credit card reader or machine used for processing), is a summary of transactions for a specific date or date range, and lists the total number of transactions and the total dollar amount.

5. Cash is to be deposited promptly into the appropriate College account. Retention of cash received from outside sources for use as petty cash or change making purposes is prohibited.

6. Under no circumstances should an individual keep College cash with their own personal funds, deposit College funds in a personal bank account or take College funds to another location for safekeeping.

7. All bank accounts for the College must be set up by the Controller’s Office. No employee, unit, or organization may establish a College bank account or deposit College funds into an unauthorized bank account.

8. The unit remains responsible for all funds to be deposited until its cash receipts are counted and verified by the Office of Student Accounts. The cash should be counted and verified by the Office of Student Accounts while the unit making the deposit is present.  Once the deposit is verified, it is signed off by the Office of Student Accounts and a copy of the signed Deposit Request Form is given to the department for their records. If a discrepancy is found when the cash receipts are counted, the Office of Student Accounts and the department must resolve the discrepancy at that time and update documents accordingly.  The deposit receipt should be reconciled to the departmental documentation after the deposit is made.  Proof of reconciliations must be maintained by the units.  The retention policy is seven years.

9. After deposits are received and verified by the Office of Student Accounts, the signed deposit request form along with all back up documentation is given to the Controller’s Office. The Controller prepares a cash receipt form to be entered into the Banner Finance system by the end of the week, where a record of the deposit can be viewed and may be printed by the originating department.

10. It is the responsibility of the fund custodian to ensure that the cash received for deposit into the cash account must balance with the pre-numbered receipts, log, pre-numbered tickets, or other documentation.

11. Individual shortages and overages of $20 or more must be reported to the Office of Student Accounts immediately. Initial notification must be followed up with a written Incident Report Form.

Receiving and Recording of Receipts

1. All checks should be made payable to “Ramapo College of New Jersey.” Checks payable to the Ramapo College Foundation cannot be deposited in a Ramapo College of New Jersey account and vice versa.

2. Checks of all types received in-person or through the mail, should be restrictively endorsed immediately. All checks made payable to Ramapo College of New Jersey should be endorsed on the back “Ramapo College of New Jersey–For Deposit Only.”

3. Documents enclosed with mail payments are to be date stamped by the employee opening the mail. The checks should be entered into a ticket ordering system if available or a listing of the checks should be prepared.  The total of the checks should be used for reconciliation purposes.

4. Every check or money order must be reviewed for completeness as follows:
   • Verify that the account holder’s name, address, and Student R Number (if applicable) is included on the check.
   • Verify that the check has a bank name listed, and that the routing number, customer’s bank account number, and check number are encoded on the bottom edge of the check.
   • Note the date. DO NOT accept a postdated check (a check with a date in the future), or agree to hold the check for future deposit.
   • Verify that the amount written in numbers matches the amount written in words. If different, make special note on the cash receipt so that the Office of Student Accounts can handle appropriately. In general, banks will honor the written amount over the numerical amount.

5. All units and activities of the College must record all cash (U.S. currency and coin, US checks and credit cards) at the time the funds are received. Auxiliary enterprises (e.g. parking, Athletics, Berrie Center) and other units which receive cash as part of their normal day-to-day operations must establish an auditable record such as a cash register tape, pre-numbered receipts, or ticket reconciliation.  Educational, administrative, and other units which do not receive cash daily may satisfy this requirement through utilization of a departmental log book.

6. All College employees have an obligation to report any suspected irregularity in the handling of cash to the Controller’s Office. Questions concerning proper internal accounting controls can be directed to the Controller’s Office.

 Safeguarding of Funds

1. No currency should be transmitted through Interdepartmental Mail.  All deposits containing currency or coin should be concealed and hand carried to the Office of Student Accounts accompanied by Public Safety, or sent by Public Safety in locked bags.

2. Monies should never be unattended. This applies to cash registers, desk tops, and cash drawers. If an employee leaves their work station for any reason, regardless of how briefly, cash must be appropriately secured in a locked place. Unauthorized persons should not be allowed in areas where cash is handled.

3. Doors should be locked at all times in areas where cash is handled.

4. Large sums of cash should be counted and handled out of sight of the general public. Individuals should keep working cash funds to a minimum at all times.

5. Excess funds should be in a locked device, either a safe or locked container, or deposited in the Office of Student Accounts.

Major Events

Any department having a special event should notify the Controller’s Office and the Public Safety Department to ensure the controls, safekeeping, and safety surrounding cash and those handling cash.  The Controller’s Office will provide deposit bags to the units hosting the events. Public Safety will provide an escort service for the individuals handling cash during the special event.  Cash/coins should remain in the locked box and never leave the drawer of the fiduciary except for the special event.

Change Funds

Various programs and services on campus need to provide customers with change during the course of operations.  Therefore, units will be permitted to establish change funds on a case-by-case basis as approved by the Controller’s Office.

• A completed Petty Cash or Change Fund Custodian Form and an Accounts Payable Voucher Form must be submitted to the Controller’s Office no later than one week prior to the start date of the fund.

• The persons who will serve as fiduciary and custodian must be designated and sign-off on the form in advance of the funds being distributed.

• The outlined physical safeguards must be in place prior to the check being released.

• Once steps 1-3 have been completed and approved, an Accounts Payable Direct Payment Voucher will be processed and a check made payable to the person signing as the fiduciary of the fund.

• The fund should be balanced each month using the Reconciliation Form provided by Business Services, the Reconciliation Form along with cash and coins should be provided to the Controller’s Office every 6 months for a verification audit.

• The funds should never be used as a petty cash fund or for making purchases.

• The fiduciary takes sole responsibility for the account and any discrepancies.

•  Every month, a confirmation of change funds will take place by the custodian giving the Controller a reconciliation form to sign off. At least every 6 months, the Controller or a designee will confirm the cash and coins with receipts, if applicable.

The total of currency and the receipts should at all times equal the full amount of the fund. If there is a shortage in the fund for any reason, the shortage must be immediately reported, in writing, by the Custodian to the Controller. In addition, the funds are subject to unannounced audits by the Office of Business Services, the Internal Audit Department, state and external auditors.

Transfer of Change Fund Responsibility 

If a transfer of responsibility is warranted, the Unit Head and Controller will determine who will be the new unit’s change fund fiduciary. The funds are to be deposited in the GL system 10001-1002 by the old fiduciary and reconciled using the reconciliation form. A new Petty Cash or Change Fund Custodian Form and Accounts Payable Voucher Form should be filled out by the new fiduciary and signed off by the Controller to establish the new change fund.

Petty Cash Fund 

The petty cash fund custodian is a person designated by the Controller. This person should follow the Change Fund procedure with regard to establishing, reconciling and replenishing the petty cash fund. This person will assist the Controller with managing the change funds throughout the College.

A petty cash fund is to be used to pay relatively small expenses that are appropriate, necessary and reasonable to conduct College business, such as:

1. Freight and delivery charges;
2. Office supplies;
3. Research and lab supplies;
4. Transportation to and from unexpected meetings and conferences;
5. Similar miscellaneous items; or
6. Incidental meeting expenses; incidental meals.

The Petty Cash fund should not be used for:

1. The purchase of postage stamps for resale;
2. Personal loans or other personal purposes (i.e., no check cashing);
3. Items of $25 or more which can be anticipated and requisitioned in accordance with the establishment of a checking account;
4. Any travel expenses related to overnight travel (other than toll charges, mileage and parking); or
5. Paying students or departmental workers.

College staff seeking reimbursement from the Petty Cash Fund should submit a Request for Petty Cash Reimbursement form with original receipts supporting the legitimacy and College purpose of the expenditure to: Office of Business Services. 

FORMS

Departmental Cash Handling Form

Deposit Request Form (Obtained from Controller’s office)

Accounts Payable Voucher Form

Petty Cash or Change Fund Custodian Form (Obtained from Controller’s office)

Employee Confidentiality Agreement (Obtained from Controller’s office)

Incident Report Form (Obtained from Controller’s office)

Request for Petty Cash Reimbursement

*Non-substantive Amendments

Policy

The disbursement of College funds is designated by the Ramapo College Board of Trustees.

Reason for Policy

The purpose of this policy is to strengthen financial practices of the College in accordance with accounting and internal control standards, and to establish standardized procedures for all users in the area of disbursement.

To Whom Does the Policy Apply

All employees of the College.

Supplemental Resources

Procedure 408: Disbursement

Contacts

Office of the Controller
(201) 684-7117

All disbursements of College funds will be directed through the Accounts Payable Department, in accordance with relevant policies, with the exception of Payroll, which will be disbursed by the Payroll Office. Reimbursement of Petty Cash Fund will be processed through the Accounts payable Department. The payment authorizations used by Accounts Payable are the Purchase Order, Accounts Payable Voucher or Travel Expense Report. Documents, forms and approval requirements are specifically identified in the Purchasing and Travel policies.

Purchase Orders

A Purchase Order form is prepared in the Purchasing Department from a purchase requisition processed by a college unit in accordance with established procedures in the Purchasing Manual.

Accounts Payable Voucher

Accounts Payable Vouchers are used to process disbursements that normally do not require a purchase order. Such items would include petty cash disbursements, student refunds, state or federal tax payments and other items at the discretion of the Vice President for Administration and Finance. All Accounts Payable Vouchers require the same approval levels and documentation as purchase orders.

Travel Expense Report

Upon completion of travel, employees are to provide a Travel Expenses Report along with necessary receipts in accordance with the Ramapo College Travel Policy Manual.

Travel Advances

Travel advance requests will be processed in accordance with the guidelines detailed in the Ramapo College Travel Policy Manual.

Payroll Disbursements

All payroll disbursements will be made through the Payroll Office in accordance with all federal, state and college guidelines and regulations.

Salary Advances

Ramapo College does not provide salary advances except in the situation where regular paychecks have been delayed. All such advances will be deducted from the employee’s next regular payroll check.

Petty Cash

Ramapo maintains a petty cash fund to reimburse staff for cash spent from their personal funds on behalf of the College. Cash reimbursements are limited to $25.00 each due to the limited amount of funds available. Purchases which exceed $25.00 are to be reimbursed through the purchasing system. Original receipts must be attached to each Petty Cash request.

Policy Statement

Ramapo College of New Jersey (the “College”) recognizes the importance of securing philanthropic gifts, pledges, private/non-governmental grants, and governmental grants. The College has designated, as a shared responsibility with the Ramapo College Foundation (the “Foundation”), the securing of philanthropic gifts, pledges, and private/non-governmental grants.

This Policy serves to certify that all philanthropic gifts, pledges, private/non-governmental grants and other resources received by the Ramapo College Foundation, a 501(c)(3) are administered according to the Ramapo College Foundation Gift Acceptance Policy and in compliance with College policies and procedures, and applicable laws and regulations.

Further, philanthropic gifts, pledges, and private/non-governmental grants must be solicited, accepted, recorded, and acknowledged by the Foundation and the College in a manner that supports the mission of the College and protects the interests of both the institution and its donors.

Reason for the Policy

The purpose of this policy is to ensure that all philanthropic gifts, pledges, private/non-governmental grants, and other resources that are received by the Ramapo College Foundation, a 501(c)(3), support the College mission and strategic plan, enhance Ramapo’s reputation and standing, and comply with all Ramapo College policies, procedures, and applicable laws and regulations.

The policy further serves to support the Ramapo College Foundation’s mission to “stimulate, solicit, receive, and promote receipt of resources from grants, bequests, and gifts offered by individuals, corporations, and foundations and to use such resources to enhance, support, and complement the total mission of Ramapo College of New Jersey.”

To Whom Does the Policy Apply

This policy applies to all students and employees of the College; the Foundation’s Board of Governors; the College’s Alumni Board of Directors; all advisory boards of the College and Foundation; and all persons soliciting or accepting philanthropic gifts, pledges, and private/non-governmental grants on behalf of the College.

Related Documents

• Procedure 407: Gifts and Private/Non-governmental Grants
  • Appendix 407A: Definition of Terms
• Policy 219: Naming of Buildings, Facilities and Assets
• Ramapo College Foundation Policies
  • Gift Acceptance Policy
  • Investment and Asset Allocation Policy
• Policy 649: Financial Conflicts of Research (Sponsored Research)

Contacts

Institutional Advancement

Procedure 407: Gifts and Private/Non-governmental Grants

Revised: April 2019, April 2025

I. Authority

Ramapo College of New Jersey (the “College) and its Board of Trustees empower the Ramapo College Foundation (the “Foundation”), a 501(c)(3), to obtain philanthropic gifts, pledges, private/non-governmental grants, and other resources to meet the needs of the College. Further, the Office of Grants and Sponsored Programs (the “OGSP”) also works on behalf of the College to obtain private/non-governmental grants.

Further, the President of the College (ex-officio) and a member of the Board of Trustees (voting member) serve on the Foundation’s Board of Governors. Together, the President and Vice President with oversight of Institutional Advancement establish fundraising priorities and budgets that are aligned to the College’s mission and strategic goals. These priorities and budgets are presented to the Foundation’s Board of Governors at the beginning of each fiscal year.

All fundraising activities including, but not limited to, the issuance of Ramapo College Foundation awards, private/non-governmental grants, corporate solicitations of funds or gifts in kind, individual solicitations, pledges, special event fundraisers, direct mail, personal contacts, telemarketing efforts, crowd fundraising or any social media solicitations, regardless of size, must first receive approval from the Foundation. This practice will ensure first priority is given to the College’s established strategic needs and allow for efficient use of resources to maximize the benefits derived from each donor and every gift, pledge, or private/non-governmental grant.

All philanthropic gifts, pledges, and private/non-governmental grants must align with the mission of Ramapo College, comply with applicable laws, regulations, and institutional policies, be legal, and not carry restrictions or conditions that could compromise the College’s core values.

This procedure is administered by the Ramapo College Foundation and the Vice President with oversight of Institutional Advancement. It must be:

• implemented in accordance with the Ramapo College Foundation Gift AcceptancePolicy,
• available on the College and Foundation Websites, and
• referenced in Donor Agreements and/or made available to potential donors.

Note: All public (local, state, and or federal) government grants are paid directly to the College through the OGSP or, in the case of financial aid grants, through the Financial Aid office. Financial Aid grants have stringent compliance requirements which are documented outside of the scope of this policy. Non-Financial Aid government grants are submitted through OGSP and include the full applicable and available Indirect Costs Recovery formula approved and in place for the College when allowable by the sponsoring agency. In circumstances in which the sponsoring government agency may only award to a 501(c)(3), the OGSP will coordinate receipt and stewardship with the Foundation.

II. Risk Management

A. Philanthropic Gifts

All philanthropic gifts should not impose undue risk upon the Foundation, College, or its related programs at any time, now, or in the future; such determination should be made by authorized personnel only and, if necessary, in consultation with legal counsel, the Budget and Fiscal Planning Office, and other functional areas within the College that may be impacted by such a gift.

All endowment gifts should have a gift agreement and contingency clause. It is important for donors to understand that the needs, policies, centers or activities of the College may change over time. The gift will be used as nearly as possible to the donor’s original intent.

Only authorized personnel of the Foundation/Institutional Advancement may accept gifts. Gifts that are not deemed to be in the donor’s or the College’s best interest will not be accepted. Employees should encourage donors to consult with their own financial or legal advisors when contemplating a gift, and not give legal or financial advice.

B. Private/non-governmental Grants

All private/non-governmental grants should not impose undue risk upon the Foundation, College, or its related programs at any time, now, or in the future; such determination should be made by authorized personnel only and, as necessary, in consultation with OGSP and other functional areas within the College that may be impacted by such a grant.

All private/non-governmental grants should have a grant agreement. It is important for grantors to understand that the needs, policies, centers or activities of the College may change over time. The grant will be used as nearly as possible to the grantor’s original intent.

Only authorized personnel of the Foundation/Institutional Advancement may accept private/non-governmental grants. Grants that are not deemed to be in the grantor’s or the College’s best interest will not be accepted. Employees should encourage grantors to consult with their own financial or legal advisors when contemplating a grant, and not give legal or financial advice.

III. Receipt & Compliance

A. Philanthropic Gifts

All philanthropic gifts from individuals, foundations, MOU’s, corporations, sponsorships, etc. for current or deferred use as well as unrestricted or restricted or special endowment purposes intended to support any aspect of the College should be made payable to the Foundation.

All philanthropic gifts shall be recorded and acknowledged by the Foundation according to the standards recommended and/or required by Ramapo College policies and procedures, the Internal Revenue (IRS) Code regulations, State and Federal law, the Council for the Advancement and Support of Education (CASE), and the National Association of College and University Business Officers (NACUBO).

This policy and procedure subscribe to the Council for Advancement and Support of Education (CASE) Statement of Ethics and the Association of Fundraising Professionals (AFP) Code of Ethics. Based on these statements, the Donor Bill of Rights, along with the Foundation Management Fee statement, is shared annually with all donors.

Further, the Ramapo College Foundation’s Audit Committee shall engage an independent auditor to perform an annual audit of the financial statements of the Foundation and will make the results of said audit public. Also, the Foundation’s Investment Committee shall make public its investment policies and procedures.

B. Private/non-governmental Grants

All private/non-governmental grants for current or deferred use as well as unrestricted or restricted or special endowment purposes intended to support any aspect of the College should be made payable to the Foundation.

All private/non-governmental grants shall be recorded and acknowledged by the Foundation according to the standards recommended and/or required by Ramapo College policies and procedures, the Ramapo College Grants & Sponsored Programs Manual, the grantor, Internal Revenue (IRS) Code regulations, State and Federal law, the Council for the Advancement and Support of Education (CASE), and the National Association of College and University Business Officers (NACUBO).

IV. Management Fee

This policy substantiates the need for a management fee that is applied to philanthropic gifts and private non-governmental grants collected by the Foundation. In keeping with industry standards, the fee helps recover costs of advancement efforts associated with philanthropic gifts and private/non-governmental grants as follows:

1. The Foundation will assess a one-time management fee of 5% on all new restricted giftsof $250 and above.

2. The Foundation will assess a one-time charge of 2.5% on all newly created endowments and new gifts of $250 and above to existing endowments.

3. Revenue generated from initial interest and appreciation may be used to pay the management fee or the donor may provide a separate fee donation.

4.This fee is assessed upon receipt of gift and applies to all cash gifts, gifts of securities, pledge payments, and private/non-governmental grants when allowable.

5. Deferred gifts, such as charitable gift annuities, trusts, and bequests will be assessed only at the time they are realized.

6. Private/non-governmental grants received from sponsors such as foundations,authorities, corporations, or other organizations, will be assessed according to this policyexcept where there are pre-existing published guidelines that prohibit it. If a management fee, gift assessment fee, or overhead cost is allowable, it must be added tothe proposal budget to the fullest extent possible.

7. If a management fee is not allowed by the sponsor, but the overhead cost is, the feemay be deducted from the overhead granted in the award.

8. Fees are not assessed on non-cash gifts such as gifts-in-kind or art donations.

V. Disclosure to Donors

The Ramapo College Foundation is required to comply with all inspection and disclosure requirements as set forth by federal IRS regulations governing charitable 501(c)(3) organizations. These disclosures include, but are not limited to:

• public access to an organization’s original application for recognition of tax-exempt status, any documents filed with the application, and any correspondence between the organization and the IRS regarding the application;
• public access to inspect a charitable organization’s Form 990-T,
• disclosures to donors to whom something has been given in return for their contributions, such disclosures must:
  • be in a written statement that is likely to come to the attention of the donor
  • be provided at the time the contribution is solicited or when the payment isreceived
  • inform the donor that the amount of the contribution deductible for federal income tax purposes is limited to the excess of the amount of money and the value of any property contributed by the donor over the value of goods or services provided by the Foundation
  • provide the donor with an estimate of the fair market value of the goods or services provided by the Foundation

All Foundation fees and overhead costs are provided to donors as follows:

1. All donors of $250 or more annually receive the Donor Bill of Rights, Ramapo College Foundation Statement of Fundraising Values including notification of the Administrationof Fees.

2. Proposals, fund agreements, and stewardship reports inform Foundation donors that aportion of the gift is used to cover the cost of advancement operations. Oral discussiontakes place at the time of solicitation and the management fee is included in budgets forphilanthropic gifts and private/non-governmental grant agreements.

3. Donors receive full credit for any management fee paid through their gift.

Policy

Ramapo College permits the employment of relatives of current employees as long as no potential conflicts of interest result.

Reason for Policy

To set forth a policy regarding employment of relatives of current employees in compliance with current Conflict of Interest law.

To Whom Does The Policy Apply

All employees

Related Documents

Procedure 429: Nepotism

Supervisory Conflicts of Interest Certification (DOC)

State Ethics Commission

Contacts

Human Resources / Employee Relations
(201) 684-7506 / 7504

Procedure 429: Nepotism

Revised: June 7, 1995, February 22, 2010

Ramapo College permits the employment of relatives of current employees so long as no potential conflict of interest results. To alleviate potential conflict, an employee who has the power to appoint, reappoint, or confirm the appointment or reappointment of, approve a change in status of, evaluate performance for salary increment, promotion, or dismissal, of subordinates or subordinates of subordinates, may not hire, supervise, or otherwise manage a relative.

I. Definitions

In accordance with the State Ethics Commission (the Commission) guidelines based on the Conflicts Law (2006) the following is adopted by Ramapo College of New Jersey: A relative is defined as an employee’s spouse or the individual’s or spouse’s parent, child, brother, sister, aunt, uncle, niece, nephew, grandparent, grandchild, son-in-law, daughter-in-law, stepparent, stepchild, stepbrother, stepsister, half brother or half sister, whether the relative is related to the individual or the employee’s spouse by blood, marriage, or adoption.

II. Family Members Working for the Same Agency

In the case of relatives who work for the same agency, direct supervisor/subordinate relationships are not permitted.

III. Hiring Family Members
With respect to hiring of family members, the Commission looks at the totality of circumstances surrounding the hire to determine whether unwarranted privilege has been afforded a family member. Note that the Conflicts Law prohibits hiring in some circumstances. See N.J.S.A. 52:13D21.2

IV. Interacting with Family Members in the Private Sector
With respect to interactions with family members or their private sector employers, the Commission generally recommends recusal from matters involving the relative and/or the relative’s employer, in order to eliminate any appearance of impropriety.

V. Dating and Other Relationships
The Commission’s policy concerning spouses who work in the same agency is also applicable to non-related individuals who share the same household with the same financial interdependence that the Commission views as creating a conflict in spousal situations. In the case of employees involved in a dating relationship, the Commission has found violations of the unwarranted privilege and appearance sections of the statutes in situations where the State employee had official involvement in a matter affecting the employee with whom he/she had a dating relationship.

VI. Notification

Employees must notify supervisors within 30 days of any current relative at Ramapo College as described in the Nepotism policy, and must communicate any future change in relatedness with another employee (such as marriage, divorce, or separation) within 30 days of occurrence. If such change occurs in the same school/unit, they must be approved for continuing employment in the same school/unit by the supervising Vice President and the President. Such approval may be granted only when no conflict exists. Hiring supervisors must determine the existence of other related Ramapo employees and receive approvals prior to extending an internal or external offer of employment.

In any case where related employees are employed in circumstances noted above which were in effect prior to the implementation of this policy, it will be the responsibility of the supervising Vice President to review the circumstances and determine the necessity for change or the granting of an exception.

VII. Other Resources

For a more complete discussion of this subject, see Official Interactions with Family Members/Cohabitants and Dating Relationships, at www.nj.gov/ethics/statutes/guide/famcode.html

The Office of Employee Relations will periodically review employee records and require “Supervisory Conflicts of Interest Certification” as potential conflicts of interest are identified.

Policy

There shall be a limit to the number of faculty holding Associate, Full and Distinguished Professor rank as stated below.

1. Full professors and associate professors will not exceed 75% of faculty.
2. The percentage of full professors and distinguished professors will not exceed 37.5% of faculty.
3. “Faculty” shall be defined as the total number of budgeted tenure eligible positions and includes budgeted faculty lines, budgeted librarians I, II, III, the president, the provost/vice president for academic affairs, the vice provost and academic deans.

Reason for Policy

To set forth policy to ensure promotional opportunities over time, and to maintain an intellectually and competitively healthy academic environment. To also set forth policy to provide an effective balance of faculty resources and institutional flexibility, and to ensure stability and continuity of faculty leadership and program development.

To Whom Does The Policy Apply

Faculty and academic administrators who are appointed with concurrent academic rank

Related Documents

Faculty Handbook

Contacts

Office of the Provost / Vice President for Academic Affairs