Administrative​ ​Procedure​ ​514

SIGNING​ ​AUTHORITY​ ​AND​ ​CONTROLS Background Carrying​ ​out​ ​the​ ​business​ ​of​ ​the​ ​District,​ ​in​ ​an​ ​accountable​ ​and​ ​fiscally​ ​responsible​ ​manner, requires​ ​clear​ ​requirements​ ​for​ ​signing​ ​authority,​ ​control​ ​and​ ​responsibility​ ​related​ ​to​ ​employees making​ ​contractual​ ​and​ ​financial​ ​commitments​ ​on​ ​behalf​ ​of​ ​the​ ​District,​ ​its​ ​schools​ ​and departments. Procedures 1. The​ ​Chief​ ​Superintendent​ ​has​ ​delegated​ ​signing​ ​authority​ ​on​ ​contractual​ ​and​ ​financial matters​ ​for​ ​the​ ​District​ ​to​ ​the​ ​Secretary-Treasurer,​ ​recognizing​ ​that​ ​the​ ​Chief​ ​Superintendent maintains​ ​authority​ ​as​ ​required. 2. A​ ​contract,​ ​agreement​ ​or​ ​letter​ ​signed​ ​by​ ​an​ ​employee​ ​approving​ ​or​ ​authorizing​ ​any​ ​action​ ​is legally​ ​binding​ ​and​ ​commits​ ​the​ ​District​ ​to​ ​the​ ​conditions​ ​contained​ ​in​ ​the​ ​document. Employees​ ​signing​ ​documents​ ​or​ ​making​ ​commitments​ ​(including​ ​verbal​ ​commitments)​ ​on behalf​ ​of​ ​the​ ​District​ ​(its​ ​schools​ ​and​ ​departments)​ ​are​ ​responsible​ ​for​ ​ensuring​ ​that​ ​all applicable​ ​District​ ​administrative​ ​procedures​ ​are​ ​followed​ ​including,​ ​but​ ​not​ ​limited​ ​to, ensuring​ ​they​ ​have​ ​the​ ​necessary​ ​authority;​ ​and,​ ​if​ ​there​ ​are​ ​financial​ ​implications,​ ​that​ ​they have​ ​sufficient​ ​financial​ ​resources,​ ​approved​ ​for​ ​the​ ​purpose​ ​of​ ​the​ ​expenditure. 3. Only​ ​the​ ​Chief​ ​Superintendent​ ​and​ ​the​ ​Secretary-Treasurer​ ​or​ ​designate​ ​shall​ ​sign contracts,​ ​agreements​ ​and​ ​other​ ​documents​ ​that​ ​contractually​ ​bind​ ​the​ ​District.​ ​No employee​ ​has​ ​authority​ ​to​ ​agree​ ​(verbally​ ​or​ ​in​ ​writing)​ ​to​ ​any​ ​commitment​ ​or​ ​financial expenditure​ ​on​ ​behalf​ ​of​ ​the​ ​District,​ ​its​ ​schools​ ​or​ ​departments,​ ​unless​ ​delegated​ ​authority through​ ​District​ ​procedures​ ​or​ ​otherwise​ ​by​ ​the​ ​Chief​ ​Superintendent​ ​or Secretary-Treasurer. 4. The​ ​Secretary-Treasurer​ ​is​ ​responsible​ ​for​ ​approving​ ​signing​ ​and​ ​spending​ ​authority​ ​within specified​ ​limits,​ ​and​ ​for​ ​establishing​ ​necessary​ ​controls. 5. All​ ​employees,​ ​where​ ​applicable,​ ​shall​ ​comply​ ​with​ ​the​ ​standards​ ​and​ ​procedures​ ​outlined​ ​in the​ ​District’s​ ​administrator’s​ ​accounting​ ​procedures​ ​manual​ ​for​ ​school-generated​ ​funds, Acquire​ ​order​ ​guide,​ ​purchase​ ​card​ ​program​ ​(user’s​ ​guide),​ ​School​ ​Council​ ​handbook​ ​and District​ ​administrative​ ​procedures​ ​when​ ​signing​ ​documents​ ​and​ ​making​ ​financial commitments​ ​on​ ​behalf​ ​of​ ​the​ ​District,​ ​its​ ​schools​ ​and​ ​departments.​ ​These​ ​requirements apply​ ​to​ ​all​ ​funds,​ ​including​ ​school-generated​ ​funds. 6. Employees​ ​(and​ ​School​ ​Council​ ​members,​ ​where​ ​applicable)​ ​shall​ ​not​ ​sign​ ​on​ ​behalf​ ​of​ ​the District​ ​(its​ ​schools​ ​and​ ​departments)​ ​a​ ​binding​ ​contract,​ ​or​ ​agreement,​ ​cheque​ ​or​ ​other related​ ​document​ ​for​ ​which​ ​they​ ​or​ ​family​ ​members​ ​(near​ ​relatives)​ ​are​ ​the​ ​beneficiaries,​ ​or Calgary​ ​Roman​ ​Catholic​ ​Separate​ ​School​ ​District​ ​No.​ ​1 Administrative​ ​Procedures​ ​Manual

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have​ ​financial​ ​gain,​ ​unless​ ​in​ ​limited​ ​situations​ ​where​ ​approved​ ​in​ ​advance,​ ​in​ ​writing,​ ​by​ ​the Secretary-Treasurer. 7. Employees​ ​are​ ​accountable​ ​to​ ​identify​ ​through​ ​the​ ​District​ ​reporting​ ​structure,​ ​through​ ​their superintendent​ ​to​ ​the​ ​Secretary-Treasurer,​ ​financial​ ​transactions​ ​for​ ​themselves​ ​or subordinates​ ​that​ ​could​ ​be​ ​perceived​ ​as​ ​not​ ​being​ ​at​ ​arm’s​ ​length,​ ​prior​ ​to​ ​entering​ ​into​ ​such transactions.​ ​This​ ​requirement​ ​is​ ​in​ ​place​ ​to​ ​prevent​ ​a​ ​real​ ​or​ ​perceived​ ​conflict​ ​of​ ​interest arising​ ​for​ ​the​ ​employee,​ ​and​ ​its​ ​implications​ ​for​ ​both​ ​the​ ​employee​ ​and​ ​the​ ​District.​ ​Such transactions,​ ​where​ ​allowed,​ ​are​ ​subject​ ​to​ ​prior​ ​written​ ​approval​ ​of​ ​the​ ​Secretary-Treasurer. 8. Subject​ ​to​ ​District​ ​administrative​ ​procedures,​ ​principals,​ ​non-school​ ​based​ ​department heads​ ​and​ ​other​ ​budget​ ​managers​ ​are​ ​only​ ​authorized​ ​to​ ​initiate​ ​the​ ​acquisition​ ​of​ ​goods​ ​or services​ ​that​ ​have​ ​been​ ​provided​ ​for​ ​in​ ​approved​ ​budgets.​ ​This​ ​includes​ ​not​ ​only​ ​the​ ​amount of​ ​funds​ ​approved,​ ​but​ ​the​ ​approved​ ​purpose​ ​of​ ​the​ ​funds. 9. Unless​ ​specifically​ ​permitted​ ​by​ ​administrative​ ​procedures​ ​or​ ​otherwise​ ​by​ ​the Secretary-Treasurer,​ ​signing​ ​authorities​ ​approved​ ​by​ ​the​ ​Secretary-Treasurer​ ​shall​ ​not​ ​be delegated​ ​to​ ​another​ ​individual. 10. Principals,​ ​and​ ​non-school​ ​based​ ​department​ ​heads​ ​(including​ ​superintendents)​ ​are required​ ​to​ ​submit​ ​annually​ ​by​ ​September​ ​30​ ​or​ ​date​ ​determined​ ​by​ ​the​ ​Secretary-Treasurer to​ ​the​ ​Comptroller​ ​or​ ​designate,​ ​a​ ​“Signing​ ​Authority​ ​Schedule”​ ​(Form​ ​514-1).​ ​The employees​ ​who​ ​may​ ​be​ ​delegated​ ​the​ ​authority​ ​to​ ​sign​ ​documents​ ​making​ ​financial commitments​ ​on​ ​behalf​ ​of​ ​the​ ​District,​ ​its​ ​schools​ ​and​ ​departments​ ​is​ ​dependent​ ​on​ ​the budget​ ​managers​ ​or​ ​employees​ ​delegated​ ​budget​ ​responsibility​ ​within​ ​the​ ​school​ ​or department. 11. Each​ ​Principal​ ​and​ ​non-school​ ​based​ ​department​ ​head​ ​is​ ​responsible​ ​to​ ​maintain​ ​control​ ​of signing​ ​authorizations​ ​within​ ​their​ ​school​ ​or​ ​department.​ ​Principals​ ​and​ ​non-school​ ​based department​ ​heads​ ​(including​ ​superintendents)​ ​are​ ​responsible​ ​for​ ​ensuring​ ​that​ ​personnel reporting​ ​to​ ​them​ ​only​ ​sign​ ​documents​ ​or​ ​make​ ​financial​ ​commitments​ ​for​ ​which​ ​they​ ​are authorized​ ​based​ ​on​ ​District​ ​administrative​ ​procedures​ ​and​ ​approved​ ​budgets. 12. School​ ​council​ ​members​ ​are​ ​delegated​ ​signing​ ​authority​ ​only​ ​as​ ​outlined​ ​in​ ​the​ ​School Council​ ​Handbook. 13. The​ ​District​ ​signing​ ​authority,​ ​unless​ ​authorized​ ​otherwise​ ​by​ ​the​ ​Secretary-Treasurer,​ ​is normally​ ​the​ ​last​ ​to​ ​sign​ ​agreements,​ ​leases​ ​and​ ​other​ ​related​ ​legal​ ​documents​ ​or​ ​contracts. All​ ​signatures​ ​and​ ​seals​ ​of​ ​the​ ​other​ ​party​ ​or​ ​parties​ ​to​ ​the​ ​agreement​ ​are​ ​to​ ​be​ ​in​ ​place before​ ​documents​ ​are​ ​forwarded​ ​to​ ​the​ ​Secretary-Treasurer​ ​for​ ​execution.​ ​Notwithstanding, no​ ​document​ ​is​ ​to​ ​be​ ​executed​ ​by​ ​the​ ​other​ ​party​ ​without​ ​the​ ​Secretary-Treasurer​ ​approving the​ ​authority​ ​to​ ​proceed​ ​and​ ​approving​ ​the​ ​recommended​ ​final​ ​draft​ ​agreement,​ ​where applicable.​ ​The​ ​accountable​ ​superintendent,​ ​prior​ ​to​ ​commencing​ ​negotiations​ ​and​ ​bringing forward​ ​a​ ​contract​ ​or​ ​agreement​ ​for​ ​execution,​ ​shall​ ​receive​ ​prior​ ​approval​ ​to​ ​proceed​ ​from the​ ​Secretary-Treasurer.

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14. Corporate​ ​Seal 14.1

Authority​ ​to​ ​use​ ​the​ ​District’s​ ​Corporate​ ​Seal​ ​is​ ​restricted​ ​to​ ​the​ ​Chief​ ​Superintendent and​ ​the​ ​Secretary-Treasurer.​ ​The​ ​Corporate​ ​Seal​ ​is​ ​kept​ ​in​ ​the​ ​possession​ ​of​ ​the Secretary-Treasurer​ ​or​ ​designate.

15. Property​ ​Tax​ ​Requisitions 15.1

Executing​ ​property​ ​tax​ ​requisitions​ ​is​ ​restricted​ ​to​ ​the​ ​Secretary-Treasurer​ ​or designate,​ ​subject​ ​to​ ​Board​ ​Policy​ ​and​ ​the​ ​School​ ​Act.

16. Grant​ ​Applications 16.1

Executing​ ​all​ ​grant​ ​applications​ ​(provincial,​ ​federal,​ ​philanthropic,​ ​etc.)​ ​by​ ​the​ ​District, its​ ​schools​ ​and​ ​departments,​ ​is​ ​restricted​ ​to​ ​the​ ​Secretary-Treasurer​ ​or​ ​designate.

16.2

Where​ ​no​ ​cost​ ​(including​ ​ongoing​ ​operational​ ​costs​ ​and​ ​disposal​ ​costs)​ ​or​ ​no​ ​legal obligation​ ​is​ ​created​ ​for​ ​the​ ​District,​ ​the​ ​school​ ​or​ ​School​ ​Council,​ ​the​ ​Principal​ ​may sign​ ​school​ ​grant​ ​applications​ ​including​ ​those​ ​made​ ​by​ ​School​ ​Councils,​ ​subject​ ​to District​ ​administrative​ ​procedures​ ​or​ ​other​ ​directives​ ​governing​ ​such​ ​aspects​ ​as​ ​the appropriateness​ ​of​ ​the​ ​grant​ ​activity.

16.3

If​ ​there​ ​is​ ​any​ ​legal​ ​or​ ​cost​ ​obligation​ ​to​ ​the​ ​District,​ ​the​ ​school​ ​or​ ​School​ ​Council,​ ​a written​ ​recommendation​ ​is​ ​required​ ​to​ ​be​ ​made​ ​in​ ​advance​ ​by​ ​the​ ​applicable superintendent​ ​to​ ​the​ ​Secretary-Treasurer,​ ​for​ ​approval​ ​consideration.

16.4

Non-school​ ​based​ ​employees​ ​shall​ ​not​ ​make​ ​grant​ ​applications,​ ​unless​ ​prior​ ​written approval​ ​is​ ​received​ ​by​ ​the​ ​Secretary-Treasurer​ ​upon​ ​written​ ​recommendation​ ​of​ ​the applicable​ ​superintendent.

17. Leases 17.1

Executing​ ​all​ ​leases​ ​on​ ​behalf​ ​of​ ​the​ ​District,​ ​its​ ​schools​ ​and​ ​departments,​ ​is restricted​ ​to​ ​the​ ​Secretary-Treasurer​ ​or​ ​designate.

18. Banking 18.1

Executing​ ​all​ ​District​ ​banking​ ​contracts​ ​is​ ​restricted​ ​to​ ​the​ ​Secretary-Treasurer​ ​or designate.​ ​For​ ​the​ ​purpose​ ​of​ ​school​ ​bank​ ​accounts​ ​(including​ ​School​ ​Council accounts),​ ​the​ ​authority​ ​is​ ​delegated​ ​by​ ​the​ ​Secretary-Treasurer​ ​to​ ​principals.

18.2

The​ ​Comptroller​ ​is​ ​delegated​ ​the​ ​authority​ ​to​ ​open​ ​District​ ​bank​ ​accounts. Departments,​ ​on​ ​an​ ​exceptional​ ​basis,​ ​may​ ​be​ ​authorized​ ​by​ ​the Secretary-Treasurer​ ​to​ ​open​ ​a​ ​bank​ ​account.​ ​Prior​ ​written​ ​approval​ ​by​ ​the Secretary-Treasurer​ ​shall​ ​be​ ​required.​ ​Any​ ​department​ ​making​ ​such​ ​a​ ​request​ ​shall only​ ​do​ ​so​ ​with​ ​the​ ​written​ ​recommendation​ ​of​ ​the​ ​respective​ ​superintendent.

19. Borrowing​ ​and​ ​Loans 19.1

Authority​ ​to​ ​negotiate​ ​and​ ​execute​ ​documents​ ​for​ ​the​ ​purpose​ ​of​ ​borrowing​ ​is restricted​ ​to​ ​the​ ​Secretary-Treasurer,​ ​subject​ ​to​ ​Board​ ​Policy​ ​and​ ​the​ ​School​ ​Act.

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19.2

No​ ​District​ ​employee​ ​shall​ ​authorize​ ​loans​ ​to​ ​any​ ​person​ ​or​ ​body,​ ​utilizing​ ​District funds,​ ​including​ ​school-generated​ ​funds.

20. Cheque​ ​Signing 20.1

All​ ​cheques​ ​issued​ ​by​ ​the​ ​District,​ ​its​ ​schools​ ​and​ ​departments,​ ​require​ ​two authorized​ ​signatures.​ ​All​ ​school​ ​(including​ ​School​ ​Council)​ ​cheques​ ​require​ ​two authorized​ ​manual​ ​signatures,​ ​one​ ​being​ ​that​ ​of​ ​the​ ​Principal.

20.2

The​ ​Secretary-Treasurer​ ​designates​ ​the​ ​Comptroller​ ​as​ ​responsible​ ​for​ ​control​ ​of computerized,​ ​electronic,​ ​mechanical​ ​and​ ​manual​ ​signatures​ ​of​ ​District​ ​cheques (including​ ​payroll​ ​cheques).

20.3

Use​ ​of​ ​computerized,​ ​electronic​ ​or​ ​mechanical​ ​means​ ​of​ ​signature​ ​is​ ​restricted​ ​to District​ ​cheque​ ​signing​ ​authority​ ​only.​ ​The​ ​use​ ​of​ ​any​ ​other​ ​computerized,​ ​electronic or​ ​mechanical​ ​means​ ​of​ ​signature,​ ​such​ ​as​ ​rubber​ ​stamps​ ​or​ ​electronic​ ​signatures, on​ ​any​ ​approval​ ​document​ ​for​ ​payment​ ​is​ ​prohibited​ ​for​ ​any​ ​cheques​ ​or​ ​other financial​ ​documents​ ​signed​ ​by​ ​any​ ​other​ ​District​ ​signing​ ​authority​ ​including​ ​approved department​ ​and​ ​school​ ​(including​ ​School​ ​Council)​ ​signing​ ​authorities.

20.4

Subject​ ​to​ ​the​ ​approval​ ​of​ ​the​ ​Secretary-Treasurer,​ ​the​ ​Comptroller​ ​is​ ​accountable​ ​to ensure​ ​District​ ​computerized,​ ​electronic​ ​or​ ​mechanical​ ​signatures​ ​are​ ​kept​ ​secured and,​ ​while​ ​in​ ​use,​ ​are​ ​under​ ​sufficient​ ​controls.​ ​Prior​ ​to​ ​the​ ​release​ ​of​ ​all​ ​District cheques​ ​(including​ ​payroll​ ​cheques),​ ​written​ ​authorization​ ​of​ ​the​ ​Comptroller​ ​or designate​ ​is​ ​required.

20.5

All​ ​District​ ​cheques​ ​for​ ​amounts​ ​equal​ ​to​ ​or​ ​exceeding​ ​$50,000​ ​require​ ​manual signatures​ ​by​ ​authorized​ ​District​ ​signatories.​ ​Computer-generated​ ​signatures​ ​on cheques​ ​for​ ​amounts​ ​equal​ ​to​ ​or​ ​exceeding​ ​$50,000​ ​may​ ​be​ ​authorized​ ​by​ ​the Secretary-Treasurer,​ ​or​ ​in​ ​the​ ​absence​ ​of​ ​the​ ​Secretary-Treasurer​ ​or​ ​Chief Superintendent,​ ​the​ ​Comptroller​ ​or​ ​acting​ ​Comptroller​ ​on​ ​an​ ​urgent,​ ​exceptional basis.​ ​Exceptions​ ​shall​ ​only​ ​be​ ​made​ ​by​ ​the​ ​Comptroller​ ​(or​ ​acting​ ​Comptroller) based​ ​on​ ​necessary​ ​signing​ ​authorities​ ​not​ ​being​ ​available,​ ​and​ ​time​ ​being​ ​of​ ​the essence.​ ​All​ ​exceptions​ ​made​ ​by​ ​the​ ​Comptroller​ ​or​ ​acting​ ​Comptroller​ ​shall​ ​be reported​ ​expeditiously,​ ​in​ ​writing,​ ​to​ ​the​ ​Secretary-Treasurer. 20.5.1 The​ ​two​ ​signatures​ ​authorized​ ​to​ ​sign​ ​District​ ​cheques​ ​equal​ ​to​ ​or​ ​exceeding $50,000​ ​are​ ​as​ ​follows: First​ ​signature: Secretary-Treasurer.​ ​ ​In​ ​the​ ​absence​ ​of​ ​the Secretary-Treasurer,​ ​the​ ​Chief​ ​Superintendent.

Second​ ​signature: Comptroller.​ ​ ​In​ ​the​ ​absence​ ​of​ ​the​ ​Comptroller, where​ ​time​ ​is​ ​of​ ​the​ ​essence,​ ​the​ ​Secretary-Treasurer​ ​and​ ​Chief Superintendent​ ​may​ ​sign​ ​as​ ​the​ ​first​ ​and​ ​second​ ​signatures. 20.5.2 The​ ​Board​ ​Chair​ ​and​ ​Vice-Chair​ ​are​ ​Board-authorized​ ​signatories​ ​of​ ​the District.​ ​On​ ​cheques​ ​equal​ ​to​ ​or​ ​exceeding​ ​$50,000,​ ​their​ ​signatures​ ​shall​ ​be used​ ​strictly​ ​on​ ​an​ ​urgent,​ ​exceptional​ ​basis​ ​as​ ​decided​ ​by​ ​the Secretary-Treasurer​ ​(or​ ​in​ ​the​ ​absence​ ​of​ ​the​ ​Secretary-Treasurer​ ​or​ ​Chief Superintendent,​ ​as​ ​decided​ ​by​ ​the​ ​Comptroller​ ​or​ ​acting​ ​Comptroller),​ ​or

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upon​ ​prior​ ​approval​ ​of​ ​the​ ​Chief​ ​Superintendent​ ​or​ ​Secretary-Treasurer.​ ​The use​ ​of​ ​Board​ ​Chair​ ​and​ ​Vice-Chair​ ​manual​ ​signatures​ ​is​ ​restricted​ ​to​ ​those urgent,​ ​exceptional​ ​situations​ ​where​ ​no​ ​administrative​ ​signing​ ​authorities​ ​are available​ ​and​ ​time​ ​is​ ​of​ ​the​ ​essence.​ ​The​ ​Comptroller​ ​(or​ ​acting​ ​Comptroller) shall​ ​expeditiously​ ​report,​ ​in​ ​writing,​ ​exceptions​ ​that​ ​occur​ ​to​ ​the Secretary-Treasurer. 20.6

On​ ​District​ ​cheques,​ ​the​ ​computer-generated​ ​signatories​ ​are​ ​the​ ​Board​ ​chair​ ​and Secretary-Treasurer.

21. Express​ ​and​ ​Off-Cycle​ ​Cheques 21.1

Where​ ​warranted​ ​under​ ​exceptional​ ​circumstances,​ ​the​ ​Secretary-Treasurer​ ​or, where​ ​delegated,​ ​the​ ​Comptroller​ ​or​ ​acting​ ​Comptroller​ ​may​ ​authorize​ ​the​ ​production of​ ​District​ ​express​ ​or​ ​off-cycle​ ​cheques​ ​(including​ ​payroll​ ​cheques​ ​and​ ​electronic fund​ ​transfers).​ ​Once​ ​authorized​ ​by​ ​the​ ​Comptroller​ ​or​ ​Comptroller’s​ ​designate (acting​ ​Comptroller),​ ​a​ ​copy​ ​of​ ​the​ ​cheque​ ​register​ ​shall​ ​be​ ​provided​ ​promptly​ ​to​ ​the Secretary-Treasurer.

21.2

In​ ​the​ ​case​ ​of​ ​off-cycle​ ​payroll​ ​cheques​ ​and​ ​electronic​ ​funds​ ​transfers,​ ​a​ ​copy​ ​of​ ​the payroll​ ​cheque​ ​register​ ​and,​ ​in​ ​the​ ​case​ ​of​ ​electronic​ ​funds​ ​transfer,​ ​the​ ​CIBC Electronic​ ​Funds​ ​Transfer​ ​report​ ​shall​ ​be​ ​provided​ ​promptly​ ​both​ ​to​ ​the Secretary-Treasurer​ ​and​ ​the​ ​Superintendent,​ ​Human​ ​Resources.​ ​The​ ​Comptroller and​ ​the​ ​Superintendent,​ ​Human​ ​Resources​ ​(the​ ​latter​ ​in​ ​the​ ​case​ ​of​ ​payroll​ ​cheques and​ ​payroll​ ​electronic​ ​funds​ ​transfers)​ ​are​ ​accountable​ ​to​ ​ensure​ ​that​ ​adequate controls​ ​are​ ​in​ ​place​ ​to​ ​minimize​ ​the​ ​necessity​ ​for​ ​express​ ​and​ ​off-cycle​ ​cheques. The​ ​Secretary-Treasurer​ ​has​ ​the​ ​authority​ ​to​ ​determine​ ​whether​ ​controls​ ​in​ ​place​ ​are adequate,​ ​and​ ​to​ ​require​ ​additional​ ​controls,​ ​if​ ​necessary​ ​in​ ​the​ ​opinion​ ​of​ ​the Secretary-Treasurer.

22. Credit​ ​or​ ​Charge​ ​Cards 22.1

Only​ ​the​ ​Secretary-Treasurer​ ​may​ ​approve​ ​District​ ​employees​ ​or​ ​other​ ​individuals​ ​to have​ ​credit​ ​or​ ​charge​ ​cards​ ​in​ ​the​ ​name​ ​of​ ​the​ ​District​ ​or​ ​any​ ​of​ ​its​ ​schools.​ ​The Chief​ ​Superintendent’s​ ​approval​ ​shall​ ​be​ ​required​ ​for​ ​the​ ​Secretary-Treasurer​ ​to have​ ​a​ ​District’s​ ​credit​ ​or​ ​charge​ ​card.

22.2

Any​ ​approvals​ ​provided​ ​shall​ ​be​ ​in​ ​writing,​ ​and​ ​may​ ​be​ ​rescinded​ ​at​ ​the​ ​discretion​ ​of the​ ​Secretary-Treasurer​ ​or​ ​Chief​ ​Superintendent.

22.3

The​ ​acquisition​ ​of​ ​District​ ​purchasing​ ​cards​ ​is​ ​approved​ ​for​ ​authorized​ ​personnel, subject​ ​to​ ​the​ ​requirements​ ​outlined​ ​in​ ​the​ ​purchasing​ ​card​ ​program,​ ​User’s​ ​Guide.

23. Investments 23.1

Authority​ ​to​ ​invest​ ​District​ ​funds​ ​(including​ ​school-generated​ ​funds​ ​and​ ​School Council​ ​funds)​ ​is​ ​governed​ ​by​ ​both​ ​the​ ​Trustee​ ​Act​ ​and​ ​the​ ​School​ ​Act​ ​and​ ​is​ ​the responsibility​ ​of​ ​the​ ​Secretary-Treasurer​ ​or​ ​designate.​ ​The​ ​District​ ​(including​ ​its schools​ ​and​ ​School​ ​Councils)​ ​shall​ ​only​ ​invest​ ​in​ ​banker’s​ ​acceptances,​ ​guaranteed investment​ ​certificates,​ ​bearer​ ​deposit​ ​notes,​ ​and​ ​term​ ​deposits​ ​issued​ ​by​ ​the​ ​five major​ ​banks:​ ​Royal​ ​Bank,​ ​Canadian​ ​Imperial​ ​Bank​ ​of​ ​Commerce,​ ​Toronto​ ​Dominion

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Canada​ ​Trust,​ ​Bank​ ​of​ ​Montreal​ ​and​ ​Bank​ ​of​ ​Nova​ ​Scotia.​ ​The​ ​Secretary-Treasurer may​ ​consider​ ​approving​ ​other​ ​investments,​ ​on​ ​an​ ​exception​ ​basis,​ ​but​ ​only​ ​if​ ​the financial​ ​institution​ ​is​ ​a​ ​member​ ​of​ ​the​ ​Canadian​ ​Insurance​ ​Deposit​ ​Corporation (CIDC),​ ​or​ ​where​ ​the​ ​deposits​ ​are​ ​guaranteed​ ​by​ ​the​ ​Credit​ ​Union​ ​Deposit Guarantee​ ​Corporation,​ ​under​ ​the​ ​Alberta​ ​Credit​ ​Union​ ​Act.​ ​Prior​ ​written​ ​approval​ ​of the​ ​Secretary-Treasurer​ ​shall​ ​be​ ​required​ ​in​ ​these​ ​circumstances.​ ​The​ ​maximum term​ ​allowed​ ​for​ ​an​ ​investment​ ​is​ ​365​ ​days. 24. Writing-Off​ ​Uncollectable​ ​Accounts 24.1

The​ ​Secretary-Treasurer​ ​is​ ​delegated​ ​by​ ​the​ ​Chief​ ​Superintendent​ ​the​ ​authority​ ​to write-off​ ​uncollectable​ ​District​ ​accounts,​ ​including​ ​uncollectable​ ​payroll over-payments.​ ​The​ ​Secretary-Treasurer​ ​delegates​ ​to​ ​the​ ​Comptroller​ ​the​ ​authority to​ ​write-off​ ​uncollectable​ ​accounts​ ​of​ ​$25​ ​or​ ​less​ ​after​ ​one​ ​year.

24.2

After​ ​two​ ​years,​ ​uncollectable​ ​accounts​ ​in​ ​the​ ​amount​ ​of​ ​more​ ​than​ ​$25​ ​may​ ​be approved​ ​for​ ​write-off​ ​by​ ​the​ ​Secretary-Treasurer,​ ​on​ ​the​ ​recommendation​ ​of​ ​the Comptroller,​ ​based​ ​on​ ​a​ ​review​ ​of​ ​the​ ​circumstances​ ​(including​ ​controls​ ​in​ ​place​ ​to prevent​ ​similar​ ​future​ ​occurrences)​ ​and​ ​collection​ ​action​ ​having​ ​been​ ​undertaken.​ ​An account​ ​over​ ​two​ ​years​ ​old,​ ​deemed​ ​by​ ​the​ ​Secretary-Treasurer​ ​to​ ​be​ ​collectable​ ​in the​ ​future,​ ​is​ ​to​ ​be​ ​reserved​ ​in​ ​full​ ​and​ ​shall​ ​be​ ​maintained​ ​in​ ​the​ ​records​ ​pending future​ ​collection.​ ​If​ ​collection​ ​efforts​ ​were​ ​unsuccessful,​ ​or​ ​the​ ​account​ ​is​ ​deemed​ ​by the​ ​Secretary-Treasurer​ ​to​ ​be​ ​uncollectable,​ ​the​ ​Secretary-Treasurer​ ​may​ ​write-off the​ ​account.​ ​The​ ​Secretary-Treasurer​ ​may​ ​also​ ​write-off​ ​accounts​ ​deemed​ ​by​ ​the Secretary-Treasurer​ ​to​ ​be​ ​uncollectable,​ ​given​ ​extraordinary​ ​circumstances,​ ​prior​ ​to two​ ​years.​ ​Amounts​ ​written-off​ ​over​ ​$1,000​ ​shall​ ​also​ ​require​ ​written​ ​approval​ ​of​ ​the Chief​ ​Superintendent.

24.3

In​ ​the​ ​case​ ​of​ ​school​ ​accounts,​ ​principals​ ​are​ ​governed​ ​by​ ​Administrative​ ​Procedure 511​ ​-​ ​School-Generated​ ​Funds​ ​(Including​ ​Fees).

25. Electronic​ ​Funds​ ​Transfers 25.1

Using​ ​electronic​ ​funds​ ​transfer​ ​as​ ​a​ ​method​ ​of​ ​payment​ ​to​ ​specific​ ​suppliers​ ​or​ ​other financial​ ​commitments,​ ​requires​ ​prior​ ​approval​ ​of​ ​the​ ​Secretary-Treasurer.

25.2

The​ ​Secretary-Treasurer​ ​approves​ ​authority​ ​to​ ​the​ ​Superintendent,​ ​Human Resources​ ​for​ ​the​ ​electronic​ ​funds​ ​transfer​ ​of​ ​authorized​ ​payroll​ ​payments.​ ​The Superintendent,​ ​Human​ ​Resources​ ​is​ ​accountable​ ​to​ ​ensure​ ​that​ ​adequate​ ​controls for​ ​electronic​ ​funds​ ​transfers​ ​are​ ​in​ ​place.​ ​The​ ​Secretary-Treasurer​ ​has​ ​authority​ ​to determine​ ​whether​ ​controls​ ​in​ ​place​ ​are​ ​adequate,​ ​and​ ​to​ ​require​ ​additional​ ​controls, if​ ​necessary​ ​in​ ​the​ ​opinion​ ​of​ ​the​ ​Secretary-Treasurer.

25.3

Electronic​ ​funds​ ​transfers​ ​for​ ​accounts​ ​payable​ ​vendors​ ​require​ ​the​ ​same​ ​release authorizations​ ​as​ ​payments​ ​made​ ​by​ ​cheque.

26. Cheque​ ​Requisitions 26.1

District​ ​cheque​ ​requisitions​ ​are​ ​required​ ​to​ ​make​ ​all​ ​District​ ​payments,​ ​except: 26.1.1 Goods​ ​or​ ​services​ ​ordered​ ​on​ ​a​ ​purchase​ ​order,

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26.1.2 Goods​ ​and​ ​services​ ​provided​ ​under​ ​a​ ​District​ ​contract,​ ​including​ ​capital construction​ ​contracts, 26.1.3 Travel​ ​expense​ ​reimbursement​ ​including​ ​airline​ ​ticket​ ​reimbursement​ ​(see Administrative​ ​Procedure​ ​513​ ​-​ ​Expense​ ​Authorization/Reimbursement​ ​and Administrative​ ​Procedure​ ​513​ ​Appendix​ ​-​ ​Travel​ ​Expense​ ​Claim​ ​Tips), 26.1.4 District​ ​purchase​ ​card​ ​payments, 26.1.5 Petty​ ​cash​ ​payments​ ​(see​ ​Administrative​ ​Procedure​ ​512​ ​-​ ​Petty​ ​Cash Accounts), 26.1.6 Employee​ ​pay,​ ​except​ ​for​ ​express​ ​cheques​ ​for​ ​rejected​ ​direct​ ​deposits​ ​which shall​ ​require​ ​cheque​ ​requisitions, 26.1.7 Payment​ ​in​ ​lieu​ ​of​ ​transportation​ ​payments, 26.1.8 Professional​ ​growth​ ​subsidy​ ​payments​ ​(Alberta​ ​Teachers’​ ​Association),​ ​and 26.1.9 Other​ ​payments​ ​if​ ​determined​ ​by​ ​the​ ​Secretary-Treasurer. 26.2

All​ ​District​ ​cheque​ ​requisitions​ ​(see​ ​Form​ ​514-2)​ ​require​ ​the​ ​signatures​ ​of​ ​the requisitioner,​ ​the​ ​budget​ ​manager​ ​(if​ ​different​ ​than​ ​the​ ​requisitioner),​ ​and​ ​the respective​ ​superintendent​ ​prior​ ​to​ ​forwarding​ ​to​ ​the​ ​Comptroller/accounting department​ ​for​ ​approval.​ ​District​ ​employees​ ​receiving​ ​payment​ ​shall​ ​sign​ ​as​ ​a requisitioner.​ ​If​ ​approved​ ​in​ ​advance​ ​and​ ​in​ ​writing​ ​by​ ​the​ ​Secretary-Treasurer,​ ​the respective​ ​superintendent​ ​may​ ​delegate​ ​signing​ ​authority​ ​to​ ​a​ ​reporting​ ​director​ ​for specific​ ​types​ ​of​ ​cheque​ ​requisitions,​ ​specific​ ​budget​ ​lines,​ ​and​ ​during superintendent​ ​absences.​ ​Secretary-treasurer​ ​approval​ ​to​ ​delegate​ ​signing​ ​authority may​ ​be​ ​rescinded,​ ​at​ ​the​ ​discretion​ ​of​ ​the​ ​Secretary-Treasurer.

26.3

The​ ​Chief​ ​Superintendent’s​ ​approval​ ​is​ ​only​ ​required​ ​when​ ​the​ ​requisitioner​ ​is​ ​the Secretary-Treasurer.

26.4

The​ ​Secretary-Treasurer’s​ ​approval​ ​is​ ​required​ ​to​ ​authorize​ ​any​ ​payments​ ​to​ ​the Chief​ ​Superintendent,​ ​superintendents​ ​and​ ​trustees.

26.5

Additionally,​ ​the​ ​Secretary-Treasurer’s​ ​approval​ ​is​ ​required​ ​to​ ​authorize​ ​payments​ ​for purchases​ ​outside​ ​the​ ​approved​ ​procurement​ ​process​ ​outlined​ ​in​ ​regulations, including: 26.5.1 Honoraria,​ ​stipends,​ ​and​ ​trustee​ ​per​ ​diems, 26.5.2 Services​ ​without​ ​an​ ​approved​ ​contract​ ​or​ ​purchase​ ​order, 26.5.3 Legal​ ​services, 26.5.4 Advances​ ​for​ ​travel​ ​expenses, 26.5.5 All​ ​“rush”​ ​payment​ ​requests​ ​requiring​ ​cheques​ ​outside​ ​the​ ​regular​ ​cheque​ ​run cycle,​ ​or 26.5.6 Any​ ​other​ ​payments​ ​not​ ​considered​ ​to​ ​be​ ​within​ ​the​ ​normal​ ​course​ ​of business​ ​or​ ​approved​ ​budget​ ​amount​ ​or​ ​purpose.

26.6

The​ ​Secretary-Treasurer​ ​delegates​ ​the​ ​Secretary-Treasurer’s​ ​signing​ ​authority​ ​for cheque​ ​requisitions​ ​to​ ​the​ ​Comptroller,​ ​in​ ​the​ ​absence​ ​of​ ​the​ ​Secretary-Treasurer,

Calgary​ ​Roman​ ​Catholic​ ​Separate​ ​School​ ​District​ ​No.​ ​1 Administrative​ ​Procedures​ ​Manual

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where​ ​time​ ​is​ ​of​ ​the​ ​essence.​ ​The​ ​Comptroller​ ​shall​ ​report​ ​expeditiously​ ​to​ ​the Secretary-Treasurer​ ​all​ ​such​ ​approvals.​ ​The​ ​Comptroller​ ​shall​ ​not,​ ​however, authorize​ ​payments​ ​to​ ​the​ ​Comptroller. 27. Invoices 27.1

Authority​ ​to​ ​sign​ ​and​ ​approve​ ​payment​ ​of​ ​invoices​ ​not​ ​requiring​ ​a​ ​cheque​ ​requisition by​ ​this​ ​Administrative​ ​Procedure​ ​shall​ ​comply​ ​with​ ​the​ ​District​ ​approved​ ​signing authority​ ​schedules​ ​(see​ ​Form​ ​514-1).

28. Fixed​ ​Asset​ ​Purchases 28.1

All​ ​fixed​ ​asset​ ​purchases​ ​($5,000​ ​or​ ​greater​ ​including​ ​un-recovered​ ​GST),​ ​regardless of​ ​the​ ​source​ ​of​ ​funds​ ​(including​ ​school-generated​ ​funds),​ ​shall​ ​require​ ​prior​ ​approval of​ ​the​ ​Secretary-Treasurer​ ​through​ ​the​ ​supply​ ​management​ ​department,​ ​unless where​ ​procedures​ ​allow​ ​otherwise,​ ​or​ ​where​ ​the​ ​Secretary-Treasurer​ ​has​ ​approved (in​ ​writing​ ​or​ ​by​ ​procedure)​ ​acquisition​ ​through​ ​the​ ​Construction​ ​and​ ​Maintenance department.

29. Budget​ ​Transfers 29.1

Only​ ​the​ ​Secretary-Treasurer,​ ​or​ ​where​ ​delegated,​ ​the​ ​Comptroller​ ​has​ ​the​ ​authority to​ ​approve​ ​budget​ ​transfers​ ​from​ ​one​ ​department​ ​budget​ ​to​ ​another,​ ​upon​ ​written request​ ​of​ ​the​ ​respective​ ​superintendent,​ ​in​ ​the​ ​required​ ​format.​ ​Principals, non-school​ ​based​ ​department​ ​heads​ ​or​ ​other​ ​budget​ ​managers​ ​may​ ​reallocate approved​ ​non-salary​ ​budget​ ​account​ ​codes​ ​to​ ​other​ ​non-salary​ ​budget​ ​account codes​ ​within​ ​their​ ​approved​ ​budgetary​ ​control.​ ​Such​ ​transfers​ ​are​ ​subject​ ​to expenditures​ ​being​ ​made​ ​only​ ​for​ ​the​ ​approved​ ​purpose​ ​of​ ​the​ ​budget​ ​provided.​ ​The use​ ​of​ ​non-salary​ ​budget​ ​codes​ ​for​ ​salary​ ​expenditures,​ ​or​ ​the​ ​use​ ​of​ ​salary​ ​budget codes​ ​for​ ​non-salary​ ​expenditures​ ​is​ ​not​ ​allowed,​ ​unless​ ​prior​ ​written​ ​approval​ ​is provided​ ​by​ ​the​ ​Secretary-Treasurer.

30. Receipt​ ​of​ ​Goods​ ​or​ ​Services 30.1

Acknowledging​ ​the​ ​receipt​ ​of​ ​goods​ ​or​ ​services​ ​on​ ​behalf​ ​of​ ​the​ ​District,​ ​its​ ​schools and​ ​departments,​ ​is​ ​an​ ​approval​ ​that​ ​initiates​ ​payment​ ​to​ ​the​ ​supplier​ ​of​ ​the​ ​good​ ​or service.​ ​Acknowledging​ ​receipt​ ​requires​ ​verifying​ ​that​ ​all​ ​goods​ ​and​ ​services contracted​ ​or​ ​invoiced​ ​have​ ​been​ ​received​ ​and​ ​meet​ ​the​ ​criteria​ ​outlined​ ​in​ ​the contract,​ ​purchase​ ​order​ ​or​ ​agreement.​ ​Principals​ ​or​ ​non-school​ ​based​ ​department heads​ ​may​ ​delegate​ ​the​ ​duty​ ​to​ ​receive​ ​goods​ ​or​ ​services​ ​on​ ​behalf​ ​of​ ​their​ ​school​ ​or department;​ ​however,​ ​accountability​ ​remains​ ​with​ ​the​ ​Principal​ ​or​ ​department​ ​head.

31. Payroll 31.1

The​ ​Superintendent,​ ​Human​ ​Resources​ ​is​ ​accountable​ ​to​ ​ensure​ ​that​ ​appropriate controls​ ​and​ ​processes​ ​are​ ​in​ ​place​ ​so​ ​that​ ​all​ ​payroll​ ​payments​ ​and​ ​statutory deductions​ ​are​ ​made​ ​on​ ​a​ ​timely​ ​and​ ​accurate​ ​basis.​ ​The​ ​Secretary-Treasurer​ ​has authority​ ​to​ ​determine​ ​whether​ ​controls​ ​in​ ​place​ ​are​ ​adequate,​ ​and​ ​to​ ​require additional​ ​controls,​ ​if​ ​necessary,​ ​in​ ​the​ ​opinion​ ​of​ ​the​ ​Secretary-Treasurer.

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32. Payroll​ ​Advances 32.1

Only​ ​the​ ​Secretary-Treasurer​ ​is​ ​authorized​ ​to​ ​approve​ ​payroll​ ​advances.

32.2

The​ ​Secretary-Treasurer​ ​approves​ ​payroll​ ​advances​ ​for​ ​teachers​ ​in​ ​year-round schools,​ ​as​ ​transition​ ​pay,​ ​if​ ​the​ ​teacher​ ​is​ ​new​ ​to​ ​the​ ​District​ ​(or​ ​returning​ ​from​ ​an unpaid​ ​leave),​ ​and​ ​if​ ​the​ ​teacher​ ​elects​ ​in​ ​writing,​ ​in​ ​advance,​ ​to​ ​receive​ ​50%​ ​of​ ​his or​ ​her​ ​September​ ​net​ ​pay​ ​on​ ​the​ ​August​ ​pay​ ​date​ ​for​ ​teachers.​ ​Approval​ ​is​ ​subject​ ​to written​ ​acceptance​ ​by​ ​the​ ​teacher​ ​to​ ​recover​ ​the​ ​50%​ ​advance​ ​from​ ​his/her September​ ​pay.​ ​The​ ​Superintendent,​ ​Human​ ​Resources​ ​is​ ​accountable​ ​to​ ​ensure that​ ​the​ ​teacher​ ​provides​ ​written​ ​acceptance​ ​of​ ​this​ ​recovery​ ​arrangement​ ​prior​ ​to releasing​ ​any​ ​payment,​ ​and​ ​for​ ​the​ ​recovery​ ​of​ ​the​ ​advance​ ​from​ ​the​ ​September​ ​pay.

32.3

Other​ ​than​ ​the​ ​preceding,​ ​payroll​ ​advances​ ​will​ ​not​ ​normally​ ​be​ ​approved​ ​by​ ​the Secretary-Treasurer.​ ​Advances​ ​shall​ ​only​ ​be​ ​considered​ ​for​ ​extenuating circumstances.​ ​In​ ​no​ ​case,​ ​however,​ ​may​ ​a​ ​salary​ ​advance​ ​exceed​ ​an​ ​employee’s accrued​ ​vacation​ ​pay​ ​credit.​ ​All​ ​requests​ ​made​ ​shall​ ​be​ ​through​ ​the​ ​respective superintendent​ ​in​ ​advance​ ​and​ ​in​ ​writing.​ ​Secretary-treasurer​ ​approval​ ​shall​ ​be​ ​in writing​ ​and​ ​prior​ ​to​ ​any​ ​advance​ ​being​ ​given.

33. Vacation​ ​Payouts 33.1

Earned​ ​vacation​ ​leave​ ​shall​ ​not​ ​be​ ​paid​ ​out​ ​to​ ​employees​ ​without​ ​the​ ​written recommendation​ ​of​ ​the​ ​employee’s​ ​superintendent​ ​and​ ​Superintendent,​ ​Human Resources,​ ​and​ ​prior​ ​written​ ​approval​ ​of​ ​the​ ​Secretary-Treasurer.​ ​Normally,​ ​approval will​ ​only​ ​be​ ​considered​ ​upon​ ​resignation,​ ​retirement,​ ​lay-off​ ​or​ ​termination.​ ​Individual employees​ ​and​ ​their​ ​supervisors​ ​shall​ ​manage​ ​vacation​ ​schedules​ ​to​ ​ensure​ ​that vacation​ ​time​ ​is​ ​taken​ ​at​ ​appropriate​ ​times,​ ​and​ ​that​ ​circumstances​ ​of​ ​vacation payout​ ​requests​ ​are​ ​limited​ ​only​ ​to​ ​extraordinary​ ​situations.​ ​Management​ ​of​ ​vacation accrual​ ​is​ ​expected​ ​to​ ​avoid​ ​payment​ ​of​ ​unnecessary​ ​vacation​ ​pay​ ​at​ ​time​ ​of retirement.​ ​The​ ​Superintendent,​ ​Human​ ​Resources​ ​is​ ​accountable​ ​to​ ​establish sufficient​ ​controls​ ​to​ ​manage​ ​vacation,​ ​and​ ​to​ ​ensure​ ​accrued​ ​vacation​ ​does​ ​not exceed​ ​acceptable​ ​limits,​ ​including​ ​no​ ​accrual​ ​of​ ​vacation​ ​carry-over​ ​exceeding​ ​five days​ ​per​ ​year​ ​to​ ​a​ ​maximum​ ​of​ ​20​ ​days​ ​(pro-rated​ ​based​ ​on​ ​employee’s​ ​full-time equivalency).​ ​In​ ​the​ ​case​ ​where​ ​employees​ ​are​ ​covered​ ​under​ ​collective agreements,​ ​the​ ​terms​ ​of​ ​the​ ​collective​ ​agreement​ ​shall​ ​apply.

34. Hiring​ ​and​ ​Staff​ ​Reclassifications 34.1

Authority​ ​to​ ​hire​ ​employees​ ​in​ ​accordance​ ​with​ ​approved​ ​budgets​ ​is​ ​delegated​ ​by​ ​the Chief​ ​Superintendent​ ​to​ ​the​ ​Superintendent,​ ​Human​ ​Resources.​ ​Any​ ​hiring​ ​outside approved​ ​and​ ​budgeted​ ​positions,​ ​employee​ ​upward​ ​reclassifications​ ​and​ ​employees appointed​ ​above​ ​the​ ​minimum​ ​step​ ​of​ ​salary​ ​range,​ ​require​ ​prior​ ​written​ ​approval​ ​by the​ ​Secretary-Treasurer​ ​based​ ​on​ ​written​ ​recommendation​ ​of​ ​the​ ​Superintendent, Human​ ​Resources.​ ​The​ ​Superintendent,​ ​Human​ ​Resources​ ​shall​ ​ensure​ ​that controls​ ​are​ ​in​ ​place​ ​to​ ​ensure​ ​no​ ​employee​ ​is​ ​hired​ ​outside​ ​of​ ​the​ ​approved​ ​budget, collective​ ​agreement​ ​requirements,​ ​or​ ​hiring​ ​requirements​ ​for​ ​exempt​ ​staff.

34.2

Except​ ​for​ ​the​ ​Chief​ ​Superintendent’s​ ​contract,​ ​that​ ​requires​ ​the​ ​Board​ ​Chair’s approval,​ ​and​ ​the​ ​superintendents’​ ​contracts​ ​that​ ​require​ ​the​ ​Chief​ ​Superintendent’s approval,​ ​all​ ​employment​ ​contracts​ ​shall​ ​require​ ​approval​ ​of​ ​the​ ​Secretary-Treasurer.

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34.3

The​ ​Superintendent,​ ​Human​ ​Resources​ ​may​ ​sign​ ​teacher​ ​employment​ ​contracts, subject​ ​to​ ​the​ ​format​ ​of​ ​the​ ​contract​ ​used​ ​being​ ​approved​ ​by​ ​the Secretary-Treasurer.

34.4

Hiring​ ​staff​ ​using​ ​non-salary​ ​budgets​ ​or​ ​school-generated​ ​funds​ ​is​ ​not​ ​allowed, unless​ ​prior​ ​written​ ​approval,​ ​is​ ​provided​ ​by​ ​the​ ​Secretary-Treasurer.

35. Partnership​ ​Agreements 35.1

The​ ​formation​ ​of​ ​“school”​ ​partnership​ ​agreements​ ​is​ ​delegated​ ​by​ ​the​ ​Chief Superintendent​ ​to​ ​the​ ​Superintendent,​ ​Instructional​ ​Services​ ​or​ ​designate. Executing/signing​ ​all​ ​partnership​ ​agreements​ ​on​ ​behalf​ ​of​ ​the​ ​District​ ​and​ ​its​ ​schools is​ ​restricted​ ​to​ ​the​ ​Chief​ ​Superintendent,​ ​Secretary-Treasurer​ ​or​ ​designate.

35.2

Forming​ ​or​ ​entering​ ​into​ ​“District”​ ​partnership​ ​agreements​ ​(at​ ​the​ ​District​ ​level) requires​ ​the​ ​prior​ ​approval​ ​of​ ​the​ ​Chief​ ​Superintendent.​ ​District​ ​partnership agreements​ ​shall​ ​only​ ​be​ ​signed​ ​by​ ​the​ ​Chief​ ​Superintendent​ ​or Secretary-Treasurer,​ ​except​ ​in​ ​those​ ​circumstances​ ​determined​ ​by​ ​the​ ​Chief Superintendent​ ​that​ ​require​ ​the​ ​signature​ ​of​ ​the​ ​Board​ ​Chair.

Approval​ ​Date:

April​ ​12,​ ​2016

Reference:

Section​ ​20,​ ​22,​ ​60,​ ​61,​ ​113,​ ​116,​ ​145,​ ​146,​ ​147,​ ​148,​ ​149,​ ​150,​ ​151,​ ​152​ ​School​ ​Act Charitable​ ​Fund-raising​ ​Act Funding​ ​Manual​ ​for​ ​School​ ​Authorities Guide​ ​to​ ​Education​ ​ECS​ ​to​ ​Grade​ ​12 Policy​ ​and​ ​Requirements​ ​for​ ​School​ ​Board​ ​Planning​ ​and​ ​Reporting School​ ​Authority​ ​Planning​ ​and​ ​Reporting​ ​Reference​ ​Guide Trustees​ ​Act Collective​ ​Agreements​ ​with​ ​ATA,​ ​CUPE​ ​Local​ ​520,​ ​CEP​ ​Local​ ​1990​ ​(definition​ ​of​ ​“near​ ​relative”) Acquire​ ​Order​ ​Guide The​ ​Principal​ ​Accountant​ ​-​ ​Administrators’​ ​Accounting​ ​Procedures​ ​Manual Purchasing​ ​User’s​ ​Guide School​ ​Council​ ​Handbook

Calgary​ ​Roman​ ​Catholic​ ​Separate​ ​School​ ​District​ ​No.​ ​1 Administrative​ ​Procedures​ ​Manual

April​ ​2016 Page​ ​10​ ​of​ ​10

signing authority and controls

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