Division of Business Affairs

The Business Affairs Division establishes and embraces best corporate and educational business services practices to promote the effective and efficient management of Bryant’s human, physical, and financial resources. In a cost-effective manner, we provide timely, accurate, and meaningful information to support the enhancement of the University’s educational programs, student quality, external relations, and Bryant’s culture and values. We focus on the needs of our students and other stakeholders, manage our processes for continuous improvement, make fact-based decisions, and use fair and ethical business policies and practices in realizing the University’s mission and vision.

 

Administration

  • Barry F. Morrison, CPA, Vice President for Business Affairs/Treasurer
  • Farokh Bhada, Associate Vice President for Business Affairs
  • Brian Britton, Assistant Vice President of Campus Management
  • Sheila Guay, Director of Conferences and Special Events
  • Edward Cook, C.P.M., CPSM, Director of Purchasing and Auxiliary Services
  • Ann Cote, Controller
  • Harry Ryan, Director, Facilities Management

Financial Services

Financial Services operates within the Division of Business Affairs. The mission of Financial Services is to provide timely and accurate integrated financial reporting and planning to campus constituents and top management, with a focus on customer-oriented service.

Financial Planning and Budgeting

The mission of the Budgets and Financial Planning area is to support the Vice President for Business Affairs and Controller in executing the budgeting and financial policies of the University.  This involves detailed review, analysis, projection, and reporting of all revenue and expenditure line items with the goal of ensuring a balanced budget that reflects the priorities of the University.The Budgets and Financial Planning area assists budget managers and divisions in the development and monitoring of annual and long-term financial plans designed to avoid over spending, improve efficiency of financial operations and processes, determine fee revisions, and review feasibility of new and continuing programs.
Department Name: Financial Services
Contacts
  • Associate Director for Financial Planning, Extension 6009
  • Budget Analyst, Extension 6202

Annual Operating Budget

Annual Operating Budget Process Overview and Scope

Each year beginning in January, the University begins to prepare the annual operating budget for the coming fiscal year. The budget, once prepared by the individual departments and reviewed by upper management, must ultimately be approved by the Board of Trustees. The University’s intent is to create a budgeting process whereby strategic resource allocations can fund mission-critical activities and new initiatives.

The preparation of the budgeting parameters document, and any subsequent revision, is the responsibility of the Controller’s Office. The budget preparation process may be modified each year to reflect improvements in the process.


Annual Operating Budget Process:

The process may be generally described as follows:

During the fall semester, the VP for Business Affairs’ office compiles information for the submission of proposed increases in tuition, and room and board rates for the next fiscal year. Based on the information compiled and planned rates budgeted for in the University’s Five-Year Strategic Planning Model, along with preliminary estimates of expenditures to be incurred for the next fiscal year, the University’s management presents its recommendations for tuition, and room and board levels for the next fiscal year to the Board of Trustees at its January meeting. Broad-based budgeting parameters are also presented to the Trustee Finance Committee during the January meeting sessions.

In late January/early February, the Controller’s Office e-mails to each budget manager the materials necessary for preparation of a new budget, including: budgeting instructions; a Departmental Budget spreadsheet file listing the previous year “actual” and the current year “budget” for each of the expense categories authorized for the department; an Incremental Operating Expenditure Requests File; and an Expenditure Line Justification File. At this same time, meetings are initiated with departments for information sharing and training.

The budget managers prepare their budgets and return them to their Vice Presidents, who review the budgets and forward them to the Controller’s Office by late February. Vice Presidents may determine that departments can send their Departmental Budget worksheet files directly to the Controller’s Office. Please note that all budget worksheets and supporting schedules must be submitted in electronic format (MS Excel). No hard-copy formats will be accepted. Additional time is allotted for the preparation of the Incremental Requests and the Budget Justification worksheets. Once budgets have been returned to the Controller’s Office, meetings will be set up with all the Vice Presidents to discuss and clarify issues regarding their submitted budgets.

By mid-March, the Controller’s Office compiles all the individual departmental budget requests and, having compared estimated expenditures with estimated revenues, begins to prepare reports for the Cabinet’s review.

The Cabinet reviews the proposed budget in April, paying particular attention to incremental expenditures with significant financial consequences. At its May meeting, the Board of Trustees is asked to review and approve summaries of the proposed operating and capital budgets. After the approval of the Board is obtained, budgets are loaded into the Banner GL module and, by mid-June, the Controller’s Office informs all departments that online reports are available for the upcoming fiscal year.

Click on the link below in order to view the timetable for the current/next fiscal year’s projection/budgeting process.

FY 08 Budget Time Table.xls.

Annual Operating Budget Proposal Preparation

The operating budget proposal process serves as the primary planning and control tool for the linkage of mission-based programs and the financial resources necessary for their success. To ensure that resources are available to meet the programmatic priorities of the University, it is important that all revenues and expenses be budgeted (planned) in a comprehensive manner.

The submission of the budget proposal worksheets and any subsequent revision is the individual departmental budget manager’s responsibility. At the beginning of each semester, the Controller’s Office provides budget training for new budget managers. Budget managers who have attended in the past, and who wish to attend as a refresher, are also welcome to do so.

In late January/early February, the Controller’s Office prepares a budgeting package, which is e-mailed to each departmental budget manager. There are three documents that must be completed as part of the annual operating budget process. They are: the Departmental Budget file, Incremental Operating Expenditure Requests File, and Expenditure Line Justification File. Below are instructions for the completion of each, as well as attached samples to assist budget managers in the process.

How to Prepare the Budget Worksheets:

  • Departmental Budget File:
    • The departmental budget worksheet is provided for budget managers to fill in the proposed budget for the upcoming fiscal year.
    • Data is subtotaled by major account types [revenues (5xxxx), salaries and fringe benefits (61xxxx & 65001), recharges (68xxx), and expenses (7xxxx)] for each organization number.
    • The worksheet includes a column that shows last fiscal year-end’s actual revenues and expenditures. This information is provided to budget managers to assist them in developing their budgets.
    • The current fiscal year budget column contains permanent budgets as of December 31. This column does not contain any temporary (one-year) budget changes made to departments. Any permanent changes made after December 31, are not reflected in this budget column, and therefore need to be factored into the proposed budget column.
    • Based on the information provided in the preceding columns of the worksheet, a proposed budget is to be developed for the upcoming fiscal year and entered into the proposed budget column.
    • For expenditure items that have any inflationary increases budgeted, the amounts are calculated and entered by the Controller’s Office and shown in the inflationary increase column. Budget managers should add such inflationary increases in the proposed budget column.
    • If additional funds have been initially allocated to your departmental expenditures by your divisional Vice President, who has funded such approved expenditures out of an expenditure increase pool of funds that they maintain, the dollar amount of such funds will be added at the bottom of each qualifying ORG’s total under the title of “VP Expenditure Increase Pool – Initial Allocation.Such dollars can be added to the proposed budgets of any line items managed by the budget manager in any manner they deem appropriate or as directed by their divisional Vice President.
    • If a divisional Vice President allocated additional funding for specific organizations out of their VP Expenditure Increase Pool (over and above the amounts initially allocated as explained above), such increases must be allocated among the account codes for the given Organization and identified with the notation “$xxxx funded from VP pool” in the comment column.
    • Budget managers are not required to fill in budgets for exempt and non-exempt permanent, full-time position salaries (Account codes 611xx through 615xx). No full-time salary lines are to be increased by budget managers. Any adjustments for such increases will be made by the Controller’s Office and automatically reflected in opening budgets (which will be loaded into the Banner Finance module in June).
    • Managers must fill in budgets for all part-time wages including student wages, stipends, overtime, and overloads (in the 616xx account categories.)
    • Fringe benefits budget for part-time or full-time positions (65001) are not required to be filled in.
    • In the case that an account code for a given expense is not listed on the spreadsheet, the appropriate code can be added, but budget managers must ensure that the formulas for the subtotal lines are updated to include any new lines that are added. Financial managers are encouraged not to use the miscellaneous expense account code (#73201) to bundle expenses. A comprehensive list of account codes can be obtained by logging into Banner and querying on the FTVACCTscreen.
    • Proposed budgets for all revenues (5xxxx) and recharges (68xxx) are entered as negative whole numbers (no decimals). Proposed budgets for expenses are entered as positive whole numbers (no decimals).
    • Budget managers can move funds between various organization and account codes under their control. However, the total proposed expense budget should not exceed the permanent budget plus any VP Expenditure Increase Pool allocations and inflationary dollar increases.
    • Budget managers can increase their proposed expenditure budgets higher than the budget amount only if such operations are solely funded by program revenues. However, such increases can only be justified if revenues and operating margins are proposed to increase proportionately.
    • Any additional/incremental requests for spending should not be added to this worksheet.

Please click on the link below to see a sample budget worksheet. Click on the headings at the top of each column for descriptions and explanations of each item.

Sample Operating Budget Worksheet

  • Incremental Operating Expenditure Requests File :
    • If additional funding is required for operational purposes that is not covered by (or partially covered by) inflationary increases and the VP Expenditure Increase Pool, please fill in the worksheet in the Incremental Operating Expenditure Requests File.
    • Provide details about your request in the box in Column A.
    • Dollars requested should be entered in Column B.
    • Enter the Organization and account code for each item for which additional funding is being requested.
    • Please copy additional blocks if needed to provide details for more than six records.
    • Please ensure that such amounts are not added in the proposed budget column of the Departmental Budget worksheet file.
    • The completed Incremental Operating Expenditure Request file must be returned to your Vice Presidents, who will review all such incremental expenditure requests and assign divisional priorities to them. Divisional Vice Presidents will directly communicate the due date for submission of such requests to their respective office. Please do not forward your incremental requests directly to the Controller’s Office.

Below is a link to an example of the Incremental Operating Expense Request.

Sample – Incremental Operating Expense Requests

  • Expenditure Line Justification File:
    • Separate written justifications are required for all part-time salary (616xxx) and expense (7xxxx) account codes with proposed budgets over $10,000. This amount must equal the dollar amount that was shown as your proposed budget for the new fiscal year in the Departmental Budget worksheet file.
    • We strongly encourage financial managers not to use the miscellaneous expense account code (#73201) to bundle expenses. If you do budget to this account, you must provide detailed justification for such items over $1,000.
    • Please enter the organization and account code for each item that you are justifying. Dollars justified should be entered in Column B.
    • Please copy additional blocks if you need to provide justification for more than six records.

Below is a link to an example for the expenditure justification.

Sample – Expenditure Justification

Budget Projection Process

Bryant University undertakes a projection of its revenues, expenditures, and capital project expenses twice a year in order to forecast its financial position for its fiscal year-end. These projections are provided to the finance committee of the University’s Board of Trustees at its January and May committee meetings. Such projections enable the University to obtain a better understanding and tracking of revenue and expenditure patterns for current operations, and forecast its financial position on a continual current and outgoing fiscal year basis.

 


Process Overview:

As part of the University’s continuing efforts to accurately forecast its finances, budget managers are requested to provide a projection of departmental revenues, expenditures and capital project expenses (if applicable) for the June 30 fiscal year-end. The first budget projection cycle occurs in November/December. During this cycle, only key departments are requested to provide an update for the year-end projections for revenues and expenses based on the format of data presented in the five-year budget planning model. Not every individual department in the University will not be required to provide their updated projections during this first cycle.

The second budget projection cycle occurs during March/April. In this cycle, Departmental Budget projections forms are e-mailed to every budget manager, who must make projections for each organization (department) number. Year-to-date activity figures are listed for the current year. Current year budgets are copied in the June 30 Projected Column. Budget managers are required to change projection amounts that will be over or under budget by $5000 (or more) only, in the June 30 Projected Column.

Based on existing revenue and expense patterns, budget managers should make estimates of their year-end revenues and expenses for part-time salaries, recharges, and discretionary expenses. While developing projections, the effect of any deferment of revenues, prepayment of expenses, and year-end accruals of revenues and expenses that would need to be made on June 30 should be taken into consideration. Also, due to the varying nature of the cycle of operations in each department, the revenues and expenses might not be always incurred on a smooth prorated monthly basis. On the projection worksheet, all revenues and recharge amounts are entered as negative numbers, and all salary and expense amounts as positive numbers. Please click on the attached link to see a sample of the projection worksheets.

Sample Projection Worksheet

For the budget manager’s reference within the projection file, the Controller’s Office also attaches a worksheet for the previous fiscal year that shows the prior year’s cumulative budgeted and actual year-end revenues and expenditures incurred by each department. This section is provided for informational purposes only, to assist budget managers with current fiscal year projections. No data should be entered on the previous fiscal year’s worksheet.

Please note that even if no changes are projected, budget managers must return the spreadsheet to the Controller’s Office as confirmation that budgets will not be overspent. In order for this process to be as streamlined as possible, all projections must be returned electronically to the Controller’s Office.

Long-range Financial Planning

The objective of the long-range financial planning process is to plan for and monitor the financial resources that will enable the University to achieve its mission. The plan links the enrollment, academic, staffing, facilities planning, and capital improvements programs with the mission, direction, and strategic priorities of the University in order to determine the financial impact of these programmatic needs for the future.


Long-range Plan Overview:

The long-range plan tracks and projects financial and operational data of key operational aspects of the University such as: student enrollments, tuition pricing, housing, dining services, fund-raising, auxiliary operations, salaries and fringe benefits, staffing needs, utility costs, depreciation expenses, other revenues and expenses by natural classification, capital expense cash flows, long-term investments, and debt service. The plan also tracks and projects data on key strategic initiatives to ensure the financial feasibility of such initiatives. This detailed information is linked to a summarized pro forma income statement and balance sheet to enable the financial management of the University to review the impact of ongoing and future changes on the institution’s operating cash, other assets, liabilities, and fund balances. The long-range financial plan also monitors the impact of changes in future financial plans on the key financial ratios that the University is required to maintain for debt covenant and current debt-rating purposes.

Long-range Financial Planning Process:

The Vice President for Business Affairs, in consultation with the President’s Cabinet, sets the broad-based planning parameters for the Long-Range Financial Planning model. The long-range financial plan (also known as the “Five-year financial model”) is maintained and updated by the Associate Controller and Budget Analyst in the Controller’s Office. However, every major function within the University contributes towards the maintenance and update of this model, with information and ideas flowing in both directions between the Controller’s Office and individual departmental/divisional budget managers, divisional VPs, and the President’s Cabinet.

Updates are continually made to the model to reflect changes in existing assumptions and future outlook. The long-range planning, annual operating and capital budgeting, and projection process are interrelated and form a single planning and budgeting system. During each fiscal year, as the University undertakes a projection of its year-end revenues and expenditures, it requests certain departments to provide updates to the model for the current and the outgoing years. The Controller’s Office budgeting staff also periodically meets with certain budget managers to obtain clarifications and updates on the outlook for future periods. The Long-range planning model is also tied to historical financial reporting. The model has a unique “look-back” feature, which tracks past financial and operational data. This enables the University to review and examine past trends to compare against current budgets and projections, and to develop future planning parameters and assumptions.

The availability of funds required to finance the capital construction, facilities renovations, and information technology acquisitions of the University is tracked through the model. The Facilities Management and the Information Services divisions both provide periodic updates to the Controller’s Office on the costs and scheduling of current and future capital projects. Since such capital plans typically span across a longer time horizon, the existence of a five-year plan enables the University to plan out the financing needs for such capital expenditures and determine the ability of the University to fund them through internal fund-balance reserves or the issuance of debt.

Budget Maintenance Process

Budget Maintenance Process

Goal of the Budget Maintenance Process:

Annually, the Controller’s Office initiates the budget process in order to prepare for the upcoming fiscal year. Budgets should be submitted at that time in a systematic and thoughtful manner to reflect anticipated revenue and expenses, as well as any anticipated changes that may occur within the given department. However, there may be times throughout the fiscal year during when adjustments may need to be made in order to reflect changes in the day-to-day operation of the institution. It is the responsibility of the budget manager to submit a Budget Change Order to reflect such changes. By doing so, the Controller’s Office can update the financial system to reflect such changes.

Types of Off-cycle Adjustments:

There are a variety of circumstances that require budget amendments. They may include:

  • Reorganization or consolidation of positions or of departments
  • An unanticipated change in specific revenues or expenses
  • Transfers between line items within or across departments to cover for overage/underage of revenues and expenditures
  • Award of a new grant or start-up of a new program/activity.

Budget Change Order Forms:

In order for any changes to be made to a budget, a Budget Change Order Form must be submitted to the Controller’s office.

Link to: Budget Change Order

Required Information:

The following information is required on the Budget Change Order Form:

  • Transaction Date: This is normally the date on which the Budget is written up. This can be past or forward dated so that it is reflected in an appropriate month’s budget report in the General Ledger. This is different from the data entry date.
  • A Permanent Budget Adjustment is one whose effect is carried forward into a future year’s budget. ATemporary Budget Adjustment is effective only for that particular fiscal year. The effect of a temporary budget adjustment is not carried forward into future fiscal years.
  • A Detailed Narrative is required to provide additional background on the reason for which the budget changes are being made.
  • A Brief Description of the change is to be used to enter the information into the Banner Finance System. This is not to exceed 34 characters (this is what is entered in the Banner system in the transaction description field, which is limited in size).
  • Include the Organization number, account number, and activity code (if applicable) for which the changes are being made.
  • Enter the title of the organization and the account description for which the changes are being made.
  • Enter a plus ”+” sign if you are increasing the budgeted amount for a revenue (5xxxx) or expense(61xxx or 7xxxx). Enter a minus “-“ sign if you are reducing the budgeted amount for a revenue or expense.

If you are increasing a recharge account (68xxx), enter aminus sign; if you are decreasing a recharge account, enter a plus sign.

  • Enter the dollar Amount of the increase or reduction for the given Organization/Account number.
  • The name of the Director responsible for the department budget and the divisional Vice Presidentshould be filled in in the Approval section. The Director and Vice President’s signature must be obtained before forwarding the budget change order form to the Controller’s Office.
  • The name of the individual who prepared the Budget Change Order Form should be filled in in the “Entry Written By” section in case the Controller’s Office needs further information regarding the changes.
  • The following fields will be filled in by the Controller’s Office:

    Document #

    Keypunched by

    Entry date

    Internal Approval signature

Click on the link below to view a sample budget change order form.

Sample Budget Change Order Form

Financial Reporting

The mission of the Financial Reporting area is to support the Vice President and Associate Vice President for Business Affairs in the preparation of the financial statements of the University.  This involves detailed review and analysis of activity within the operating ledger in order to ensure the accuracy and completeness of the information that is summarized in the financial statements.The Financial Reporting area coordinates the annual audit and annual tax return preparation. The Financial Reporting area also supports senior management in the areas of financial reporting and analysis, and provides technical accounting assistance to other areas of the University.
Department Name: Financial Services
Contacts
  • Controller, Ext. 6563
  • Assistant Controller, Ext. 6581
  • Accountants, Ext. 6351 and Ext. 6247

General Accounting Policies

EXPENSES AND REVENUE TRANSFERS AND RECHARGESPROCESS

Goal of the Transfer/Recharge Process:

It is the goal of the Controller’s Office to provide budget managers with accurate and timely information. At times, it is necessary to move previously charged expenses or revenues to other accounts as the result of an incorrect account being used in the original transaction. In addition, some departments provide services to other departments on campus, which they then recharge for. It is the responsibility of the budget manager with authority over the original budget charged, or who receives the benefit from a recharge, to request transfers/recharges to be made by the Controller’s office.

Types of Transfer/Recharges:

There are a variety of circumstances that require transfer/recharges. They may include:

  • Invoice/monthly upload charged to incorrect organization or account
  • Activity Code needs to be added to a transaction
  • A department performs services for another department

Transfer/Recharge Forms:

In order for any reclasses/recharges to be made to a budget, an Expenses and Revenue Transfers and Recharges Form must be submitted to the Controller’s office. In addition, an expense or revenue transfer must be accompanied by either a screen print or a copy of a budget report showing the original charge to a specific budget.

Required Information:

The following information is required on the Transfer/Recharge Form:

  • Name: This is the name of the person requesting the reclass/recharge.
  • Today’s Date: The date the form is being filled out.
  • Department: This is the department of the person requesting the reclass/recharge.
  • Original Transaction Date: In the case of a reclass, this would be the date the original charge was made to a budget. In the case of a recharge, this is the date the services were performed for the other department.
  • The Purpose of the reclass/recharge is used to enter the information into the Banner Finance System. This is not to exceed 34 characters (this is what is entered on the Banner system in the transaction description field, which is limited in size).
  • Include the Organization number, account number, and activity code (if applicable) for which the changes are being made.
  • Enter the title of the organization and the account description for which the changes are being made.
  • The Original Document Number would be the Banner- generated document number of the original transaction (this is only used for reclasses).
  • Enter the dollar Amount of the reclass/recharge for the given Organization/Account number.
  • Copies should be sent to any other department affected by the change. The CC field should contain the names of all parties receiving copies of reclass/recharge.
  • The following fields will be filled in by the Controller’s Office:

    Debit/Credit Indicator

    Keypunched by

    Entry date

    Internal Approval signature

    Document #

Fixed-asset Management

The purpose of this policy is to define capitalization and depreciation policies for all property, plant and equipment transactions. For financial statement and government reporting purposes, property, plant and equipment include land, land improvements, buildings and improvements, equipment, and construction in progress. Once an asset is capitalized, it is recorded at cost, and this amount will be written off periodically, or depreciated, in a systematic manner over the useful life of the asset.

Fixed-asset Capitalization and Depreciation

Capitalization

A. Requirements for Capitalization

(1) Acquisition of Equipment. To be considered for capitalization, and thus subject to depreciation, an asset must fulfill three characteristics: 1) the asset must be acquired (i.e., purchased, gift-in-kind) for use in operations, and not for investment or sale; 2) the asset (per individual unit) must have a useful life of at least three years(two years for laptops) ; and 3) the asset must have a cost value exceeding, at a minimum, $5,000.

(2) Acquisition or Construction of Buildings. These expenditures include the cost for renovations, betterments, or improvements that add to the permanent value of the asset, make the asset better than it was when purchased, or extend its life beyond the original useful life. To capitalize these costs, the improvements must fulfill at least one of the following three criteria: (1) the useful life of the asset is increased; (2) the productive capacity of the asset is improved; (3) the quality of units/services produced from the asset is enhanced. The total projectcost must also exceed $5,000.

B. Definition and Classification of Capitalized Costs

The basis for accounting for property, plant, and equipment is cost. All normal expenditures of readying an asset for its intended use are capitalized. Donated property, plant, or equipment is valued at its fair market value and is also capitalized. The capitalizable costs for each asset class are as follows:

(1) Land and Land Improvements. This category of asset classification is used for all costs connected with the acquisition or improvement of land. This includes purchase price, appraisals, professional services, and title insurance. If land is purchased as a building site, certain expenses may be added to the cost: razing and removal, land or site improvements, utilities to site, and landscaping activity associated with new construction.

(2) Buildings and Building Improvements. This category of asset classification is used for all costs related to the acquisition, or construction of a building if over $5,000, including the purchase price, professional services, appraisals, test borings, site preparation, materials, labor, and overhead as a direct result of the project during construction. Also included are all costs associated with projects involving significant alterations, renovations, or structural changes (i.e., gutting a building and completely rebuilding the interior) that exceed $5,000, and that increase or amend the usefulness of the asset, enhance its efficiency, or prolong its useful life by at least three years. Building improvements may include interior or exterior construction of a building or building systems, such as electrical or plumbing.

(3) Equipment. This category of asset classification is used for all costs associated with the purchase of tangible property that has a useful life of more than three years and cost in excess of $5,000 in total. All bulk purchases of tangible property are included in this category. Charges may also include the cost of installation, transportation, taxes, duty, or in-transit insurance. Tangible property includes furniture, fixtures, computer equipment, software, and vehicles. In addition to the net invoice price of an asset, all costs associated with modifications, attachments, accessories, or auxiliary apparatus necessary to make the property usable for its intended purpose may also be capitalized, only if incurred at the time of initial equipment purchase. All subsequent costs of this nature, to maintain the equipment, will be expensed.

This category also includes all costs per unit related to the external purchase of software applications and the associated implementation costs (including initial licensing fees) that have a useful life of three years. (Fees paid for the renewal of software licensing and maintenance will not be capitalized and will be expensed.)

(4) Construction in Progress. This category of asset classification is used for those costs incurred in connection with the construction of a building prior to the building being put into use.

(5) Feasability Studies. Costs incurred in connection with preliminary planning and testing of site adequacy or the preparation of site modeling.

C. Non-capitalizable Expenses

Costs that are below the $5,000 threshold for capitalization that neither significantly add to the permanent value of a property nor prolong its intended useful life are expensed. The following types of plant costs should be expensed:

(1) Maintenance. The recurring work required to preserve or immediately restore a facility to such condition that it can be effectively used for its designed purpose. It includes work done to prevent damage to a facility. Examples: Custodial services; repainting a room; recarpeting; fixing a leaky faucet.

(2) Preservation/Restoration Costs. Expenditures associated with maintaining special assets in, or returning them to, a level of quality as close to the original as possible. Example: Returning a stained glass window to its former level of beauty or acting to prevent any further deterioration.

(3) Interest Costs During Construction. The cost of interest related to the acquisition or construction of an asset will be expensed during the period of time that is required to complete and prepare the asset for its intended use.

D . Equipment Leases . Please notify Financial Services regarding all equipment leasing to determine proper accounting treatment.

Depreciation

A. Purpose

A provision for depreciation is recorded to attribute the cost of the asset over a useful life.

B. Depreciation Method

With the exception of land, artwork, and books, all capitalized assets will be depreciated using straight-line method over the useful life of the asset class. An asset’s useful life is the period of time over which services are expected to be rendered by the asset. The calculation of depreciation will be based on historical cost. The University implemented the Banner Fixed Asset module July 2011. It was determined new acquisitions of fixed assets would be placed into newly created categories that more accurately reflect the nature of the assets that are purchased and placed in service. In addition to the new categories, the University also reevaluated the useful life of all assets placed in service as of July 2011. The following table summarizes useful life by category of assets placed in service prior to July 2011 :

 

Asset Category Rate Life Yearly
Land N/A N/A
Land Improvement
– General Land Improvement 5 Yrs 20.0%
– Construction of Quadrangle 33 Yrs 3.33%
– New Parking Lot Construction 15 Yrs 6.66%
Building 40 Yrs 2.5%
Building Improvements 15 Yrs 6.66 %
Furniture & Equipment
– Plant F&E 5 Yrs 20.0%
– Computer Equipment & Software 4 Yrs 25.0%
– Books N/A N/A
– Admin Enterprise Sys 5 Yrs 20.0%
– Artwork N/A N/A
– Student Laptop Computers 2 Yrs 50%

The following table summarizes the useful life by category of assets placed in service after July 2011:

Asset Category Rate

Life

Yearly

Land

N/A

N/A

Land Improvement    
– Campus & Infrastructure Improvements 15 Yrs 6.67%
Buildings
– New Buildings 40 Yrs 2.50%
– Roofs & Mechanical Equipment 20 Yrs 5.00%
– Building Modernization 20 Yrs 5.00%
– Building Renovations 10 Yrs 10.00%
Furniture & Equipment
– Furniture & Equipment 7 Yrs 14.29%
– Athletic/fitness Equipment 5 Yrs 20.00%
– Automobiles 3 Yrs 33.33%
– AV Equipment 4 Yrs 25.0%
– Admin Enterprise System 5 Yrs 20.00%
– Computer Equipment 4 Yrs 25.0%
– Student Laptops 2 Yrs 50.00%
– Artwork

N/A

N/A

– Books

N/A

N/A

C. Salvage Value

Salvage value will generally not be utilized in calculating depreciation, unless the salvage value is specifically known.

D. Depreciation Timing

Depreciation of capitalized assets will commence in the year the item is placed into service or using the half-year convention. The half-year convention records a half-year of depreciation expense the first and last year of the asset’s useful life. Construction in Progress will not bedepreciated until the subsequent full year after the project’s completion.

Disposal of Assets

Prior to July 2011 t he University did not have a mechanism for tracking each individual asset capitalized in a project and its eventual disposal. The University only track ed the total amounts capitalized annually to each fixed asset account on the balance sheet on a cumulative spreadsheet, which was updated monthly. In order to compute the disposal of certain classes of fixed assets acquired prior to July 2011 , the University bases its calculation of disposal of these historical fixed assets on a conservative assumption that all fixed assets would be disposed off after 1-3 times the depreciable life of the asset (depending on the type of asset). The University normally does not sell its used assets (except for laptops and automobiles – see accompanying explanations for such sales). Fixed assets put into service as of July 2011 are identifiable by project and the University is able to dispose of these assets when they are replaced. The following descriptions provide further detail for each asset category of historical assets and how they are disposed .

Buildings

Buildings are estimated to have a useful life of 40 years. Replacement of building systems and renovations to structure are undertaken through the building improvement accounts once a structure is erected.

Building disposals are to be undertaken only when the structure of the building is razed to the ground.

Building Improvements

Denote replacement of building systems and renovations to structure which are undertaken to elongate/enhance the life or usefulness of a structure. Useful life of building improvements is estimated to be 10 years. Building improvements will be written off from the general ledger after 3 times the useful life of the asset , i.e., 30 years. No calculation has been made to date.

Land Improvements Account Range (16611-16614):

The University has multiple rates of depreciation for land improvement as identified below.

Acct # Asset Type

Depreciable Life

Disposal Multiple

Disposal After:

16611

General Land Improvements – Trees, Shrubs, Walkways, Parking Lot Improvements 5 Years

3

15 Years

16613

Construction of Quadrangle, Land Clearance and Earth Fill 33 Years Blended Rate

1

33 Years

16614

New Parking Lot Construction 15 Years Blended Rate

1

15 Years

Calculation of Disposal

The University has estimated the disposal of general land improvements to be written off after 3 times the useful life of the asset. These assets are considered to require replacement and renovation on a continual basis and, therefore are considered to have a shorter useful life.

Furniture and Equipment ( Account Range 164xx-165xx)

Calculation of Disposal

Average life of different categories of Furniture and Equipment and their disposal period is as follows:

Acct # Asset Type

Depreciable Life

Disposal Multiple

Disposal After:

16651

Historical F&E 5 Years

3

15 Years

16673

Historical Computer Equipment 4 Years

3

12 Years

16694

Books 0 Years

0

0 Years

16693

Artwork 0 Years

0

0 Years

Student Laptops are handled differently because they are on the books for two years, laptops in the possession of seniors will be gifted to them when they graduate and the laptops in the possession of sophomores will be sold at a market/reduced rate. Therefore, student laptops will not be written off. Any gain or loss on sale of laptops will be recorded in the non-operating section of the statement of activities.

Artwork is not considered depreciable and is only written off only when sold or discarded.

Automobiles

The University estimates useful life of its automobiles to be three years.

Calculation of Disposal

The University maintains a list of vehicles for insurance valuations, added to this list were any vehicles used on campus as service vehicles. This composite list is summed up and any variation from it is removed from the vehicle assets through the contra account. Older automobiles are normally traded in for newer autos. The trade-in value of such autos are netted against the purchase price of a brand new auto. The new auto is depreciated at the net purchase price.

Capitalization of Asset remediation obligation

Financial Interpretation Number (FIN) 47 which was adopted by the University, effective July 1, 2005, requires the University to record a liability on the future value of all facilities which are legally required to be remediated when being renovated or replaced. The Present Value cost of the future liability must be capitalized and depreciated from construction date through estimated settlement date of remediation. Any changes in such estimates which were originally developed in Fiscal 2006, must be updated periodically. Once such assets are remediated, the capitalized present value originally booked/subsequently updated must be taken off from gross asset and accumulated depreciation totals.

Journal Entry to remove/dispose asset

New contra accounts within a range of the actual asset account have been set up so the University can maintain a clean history on our Banner system of gross capital expenditures. The journal entry will be to credit these new contra accounts and debit accumulated depreciation.


Software and Computer Systems Capitalization Policy

Capitalization, Depreciation, and Disposal of Software and Computer Systems.

1. Policy Overview

The purpose of this policy is to communicate consistent guidance in this specialized area of accounting; promote University compliance with specific guidelines issued by the Financial Accounting Standards Board (FASB); and promote proper accounting for University assets and expenses in conformity with generally accepted accounting principles (GAAP).

2. Capitalization

a. Non-capitalizable Expenses

Costs incurred during the preliminary project stage must be expensed as incurred. Preliminary project stage includes the following activities: Conceptual formulation of alternatives, evaluation of alternatives, determination of existence of needed technology, and final selection of alternatives.

b. Definition of Capitalized Costs

Costs that have an estimable future benefit that are included on the Statement of Financial Position as assets, and amortized or depreciated over their estimated useful lives.

c. Classification of Capital Costs

Software Development: Costs incurred for the development or acquisition of software for the University computer systems (such as procurement, payroll, student services, general ledger, and others), including software upgrades and new releases, may be capitalized if they:

  • Are an integral part of the system, or
  • Identifiably enhance the functionally of the system because of their direct relationship to it.

A major computer system becomes an asset of the University upon capitalization and will be recorded in the same manner as other assets and amortized over its estimated useful life. In addition, the total costs of a computer system must be reasonable and should accurately reflect the value of the system.

Computing Infrastructure Applications and Systems: May support multiple computer modules and integrated systems. These applications may be characterized as separate systems and therefore subject to the capitalization principles set forth in Software Development.

Implementation Stage: Costs incurred to implement the chosen technological solution, including planning, may be capitalizable if they relate to a system that fulfills the criteria for capitalization in accordance with this policy. This stage generally encompasses the following activities:

  • Design of chosen path, including software configuration and software interface;
  • Technical software coding
  • Installation of hardware
  • Testing
  • Data conversion (programs and tools only);
  • Other related costs; and
  • Equipment

Specific types of costs generally incurred during the implementation stage are:

  • Purchased Software: The cost to purchase software.
  • Personnel Costs: Large-scale computer projects may entail the use of both employees and external consultants to design and implement the system. (The costs of both directly allocable internal employees and external consultants who are directly dedicated to the development and implementation of the computer project may be capitalized.)
  • Travel, Lodging, and Other Similar Expenses: To qualify for capitalization, travel, lodging and similar expenditures will be directly allocable to a specific system or application that meets the University’s criteria for capitalization.
  • Interest expense: Interest expense will be capitalized on software development projects consistent with the University’s policy for interest capitalization on long-term projects.
  • Training: Training costs incurred to develop or implement internal-use computer software/applications during the application development stage can be capitalized. Training in post-implementation/operation stages should not be capitalized, since such training programs should be conducted on a continuous basis, and the related costs should be recognized as an integral component of the University’s operating budget.
  • General and Administrative Expense: General and administrative expenses are not to be allocated and capitalized as part of the cost of a software development project.
  • Maintenance and Warranty Contract Costs: These are not considered as capitalized costs. Extended maintenance and warranty contracts entered into at time of purchase must be treated as prepaid assets and expensed over the time period for which the benefits of such maintenance and warranty contracts extend.
  • Software License Agreements: These are not capitalized unless ownership is indicated within the license agreement. Software license agreements not indicating ownership should be expensed. If the software license allows use of the software for a period exceeding 12 months (normally the estimated useful life of the asset), then such a license can be capitalized.
  • Equipment: Equipment should be purchased, managed and capitalized in accordance with the University equipment policy. A major computer system implementation may have many smaller pieces of equipment that individually may not be capitalized but as a group form an integral part of a system implementation and can be capitalized as part of that system.

Useful Life of Software

In determining the estimated useful life over which the costs incurred for internal-use computer software will be amortized, departments should consider the effects of obsolescence, technology, competition, and other economic factors on useful life. Departments should consider if rapid changes are occurring in the development of software products, software operating systems, or computer hardware, and whether the University intends to replace any technologically obsolete software or hardware.

Amortization of Software

Amortization of the computer software should start once the software is put into live mode or active status. The software should be amortized based on the estimated useful life on a straight-line basis.

Impairment

Impairment in the value of the cost basis of internal use computer software can occur when:

1) Internal-use computer software is not expected to provide substantive service potential;

2) A significant change occurs in the extent or manner in which the software is used or is expected to be used;

3) A significant change is made to the software program;

4) Costs of developing or modifying internal-use computer software significantly exceed the amount originally expected to develop or modify the software.

Endowment Management

BRYANT UNIVERSITY

INVESTMENT POLICY STATEMENT

FOR THE ENDOWMENT FUND

INTRODUCTION

The purpose of the University’s Endowment Fund is to support the educational mission of the University by providing a reliable source of funds for current and future use. The Endowment assets have an indefinite time horizon that run concurrently with the existence of the University in perpetuity. As such, the investment portfolio assumes a time horizon that will extend beyond a normal market cycle. It is expected that professional management and portfolio diversification will reduce volatility and assure a reasonably consistent level of return. The Committee is responsible for determining investment objectives and policies, asset allocation, selects investment managers and advisors, and monitors the implementation and performance of the University’s endowment investment program.

The Committee is supported by the office of the Vice President of Business Affairs and Treasurer, which, with support from independent third party investment advisors, will analyze investment policies and management strategies, make recommendations to the Committee and supervise operations and investment activities.

This Investment Policy should not change frequently. In particular, short-term changes in the financial markets should not require adjustments to this Investment Policy. Both the Committee and the Investment Advisor may propose revisions in the guidelines at any time the existing guidelines might impede meeting the Fund’s investment objectives.

A. INVESTMENT OBJECTIVES

The overall financial objective of the Fund is to provide a level of support (as determined by the Fund’s spending policy summarized in Section I) consistent with the Fund’s purchasing power being maintained or enhanced over time.

The primary investment objective of the Fund is to attain a real total return (net of fees) of at least 6% with acceptable risk to preserve and continue to enhance the purchasing power of the fund assets. Real total return is the sum of capital appreciation (or loss) and current income (dividends and interest) adjusted for inflation by the Consumer Price Index (CPI for All Urban Consumers, CPI-U).

B. ASSET ALLOCATION & REBALANCING 

The Asset Allocation Policy Table below defines the long-term policy ranges and present target asset allocation percentages of the Endowment portfolio. The Committee will periodically review and recommend asset class allocation targets and minimum / maximum ranges.

Long-Term Policy Range
Target
Public Market Equities
Domestic:
Non-US:
NOT AVAILABLE FOR
Total:
PUBLIC VIEWING
Fixed Income
Inflation Hedging
Hedge Funds
Other Alternative Assets
Total:
100%

C. INVESTMENT MANAGEMENT STRUCTURE

The Committee is responsible for the investment of the University’s Endowment Fund. To meet this responsibility the Committee will:

  • Adopt and periodically review investment objectives and policies appropriate to the University’s financial goals and policies;
  • Appoint, review and, if necessary, replace investment managers and advisors;
  • Monitor the performance of the University’s investment managers and advisors as well as the investment-related duties of the Treasurer.

The Committee will regularly report on these matters to the full Board of Trustees and/or the Executive Committee. The Committee shall consist of at least five Trustees and the Vice President for Business Affairs. Meetings will be held as required, normally three times per year.

The majority of the Fund will be managed by external investment managers. Each investment manager shall have complete discretion to manage the assets in each particular portfolio to best achieve the investment objectives and requirements, consistent with their style and within the guidelines set forth in this policy statement.

D. PORTFOLIO COMPOSITION AND ASSET ALLOCATION

1. The total Fund shall be diversified by asset class (i.e. equities, fixed income, hedge funds alternative investments such as private equity, venture capital, natural resources, real estate, and cash equivalents) and sub structure (i.e. market cap size, quality, investment style, etc.).The purpose of diversification is to provide (i) reasonable assurance that no single security or class of securities will have a disproportionate impact on the total Fund, and (ii) a well designed mix of asset classes which should result in reduced volatility for the overall Fund

2. To achieve its investment objective, the Fund shall be divided into the following key asset classes:

  • Public Market Equities, including both US and non-US investments
  • Fixed Income Assets, which include public market bonds and cash and equivalents
  • Inflation Hedging Assets, such as real estate, natural resources, commodities and TIPS
  • Hedge Funds, including hedged equity and absolute return strategies
  • Other Alternative Assets, such as private equity, venture capital and distressed debt

Over the long run, the allocation mix across these key asset classes will be the most important determinant of the overall Fund’s investment performance.

3. The purpose of the equity focused-asset classes such as (public equities, inflation hedging assets, hedge funds and private market investments – is to provide a total return that will provide for growth in principal sufficient to support spending requirements, while at the same time preserving the purchasing power of the Fund’s assets. It is recognized that the equity focused assets will exhibit greater market variability and risk than fixed income assets. The purpose of the fixed income assets defined as bonds and cash equivalents is to reduce the overall volatility of the Fund, to produce current income in support of spending needs, and to provide a deflation hedge.

E. GUIDELINES FOR THE EQUITY FOCUSED ASSETS

1. The objective for the Equity Focused Assets is to outperform the broad global equity markets as defined as the MSCI All Country World Index. Individual sub-components of the overall Equity Focused Asset class will have specific benchmarks (as outlined in Appendix A) against which performance is measured.

2. The Equity Focused Assets will be broadly diversified according to market cap, investment style, economic sector, and other investment characteristics. Decisions as to individual security selection, security size and quality, number of industries, holdings, current income levels, turnover and the other tools employed by active mangers are left to a broad manager discretion, consistent with their style, subject to the usual standards of fiduciary prudence.

4. Unless otherwise instructed, an equity manager may at their discretion invest in either cash equivalents or bonds, but with the understanding that performance will be measured against fully invested equity indexes as outlined in Appendix A. A portion of the Equity Fund, not to exceed 25% of the total market value of the endowment, may be allocated to managers specifically investing in non-U.S. common stocks.

6. Alternative Investments involve investing in non-traditional asset classes and in traditional asset classes structured in a non-traditional manner. The Committee may allocate a portion of the equity focused assets to alternative equity assets such as real estate; venture capital; private equity; oil and gas; distressed securities; and hedge funds. These investments combined shall not exceed 52% of the total aggregate market value of the Fund. Alternative managers are expected to use their specific investment skills to generate long-term equity-like returns that are not highly correlated to traditional asset classes. Alternative investment strategies shall be used to enhance investment returns and overall portfolio diversification.

Due to the slow pace of capital calls in private partnerships, the Committee may need to over-commit capital above target levels (assumed to be approximately 150%) in order to attempt to achieve an average investment in subclasses of non-marketable alternative investments at the individual target levels established for each subclass. Investments in alternative assets will be made primarily in partnerships where the University is a limited partner relying upon the expertise of experienced general partners.

F. GUIDELINES FOR THE FIXED INCOME ASSETS

1. The objective of the Fixed Income Assets is to outperform the Barclays Capital Aggregate Bond Index (net of fees) as well as the Cambridge Associates’ bond manager mean. Performance will be monitored on a regular basis and evaluated over a running three to five-year period.

2. Money market instruments as well as bonds may be used in the Fixed Income Assets, but equities and convertibles (if the latter are bought at prices above their investment value) are to be excluded. Fixed Income managers are expected to typically employ active management techniques with changes in average duration typically expected to be moderate and incremental. The core fixed income managers are expected to maintain a minimum average duration and quality consistent with the Fixed Income Assets’ deflation hedge objective.

G. GUIDELINES FOR TRANSACTIONS

Marketable asset classes that exceed policy ranges will be rebalanced to target levels periodically by the Treasurer. The Treasurer will also utilize the quarterly spending rate draw downs to rebalance asset categories within target range. Excess allocations intended for non-marketable asset categories will be carried, prior to their investment in non-marketable assets, in one or more other asset classes after consultation with the Committee. New cash flows shall be allocated to investment managers in a manner consistent with rebalancing the portfolio to target.

As a general guideline that should apply to all assets managed, transactions should be entered into on the basis of best execution, which is interpreted normally to mean best realized price. Managers shall have the discretion to execute securities transactions with brokerage firms of their choosing, based upon the quality of execution rendered, the value of research information provided, the financial health and integrity of the brokerage firm, and the overall efficiency in transacting securities trades. In the case of separate accounts, the Committee retains the right to direct brokerage commissions subject to best execution, in order to benefit from brokerage recapture programs.

 H. MONITORING OF OBJECTIVES AND RESULTS

All objectives and policies are in effect until modified by the Committee, which will review these annually for their continued pertinence. All managers are expected to observe the specific limitations, guidelines, and philosophies stated herein or in any amendments hereto, or other written instructions from the Committee or an officer of the University. If at any time a manager believes that any policy guideline inhibits their investment performance, it is the manager’s responsibility to clearly communicate this view to the Committee.

The Fund portfolios will be monitored on a continual basis for consistency in investment philosophy, return relative to objectives, investment risk as measured by asset concentrations, exposure to key economic sectors, and market volatility. Portfolio returns will be reviewed by the Committee on a quarterly basis. The Committee will regularly review each manager in order to confirm that the original investment factors underlying performance expectations remain in place.

Each investment manager will report the following information quarterly: total return net of all commissions and fees, additions and withdrawals from the account, current holdings at cost and market value, and purchases and sales for the quarter. Regular communication concerning investment strategy and investment outlook is expected. Additionally, managers are required to inform the Committee of any changes in firm ownership, organizational structure, key investment personnel, account structure / assets in strategy (e.g., number, asset size and account minimum), or fundamental investment philosophy. Managers for alternative investments shall provide in writing, the policies and procedures used in periodic portfolio valuation. At a minimum, the Manager will address the following:

  • Nature of underlying investments, including factors such as complexity, liquidity, volatility and frequency of trading
  • Methodology and assumptions used in valuation
  • Checks and balances in place to ensure a fair evaluation process

Performance results will be evaluated relative to benchmarks (net of fees) assigned to asset classes and Managers. These benchmarks are a vital element in the evaluation of individual and aggregate Manager performance within each asset class. Performance of the Endowment (net of fees) and its component asset classes and managers will be measured against benchmark returns of comparable portfolios as outlined in Appendix A.

Performance of the Endowment portfolio will also be compared to the endowment universe with similar investment allocations. It is expected that the total portfolio will perform above the median performance in the comparable fund universe provided by the Investment Advisor and the National Association for College and University Business Officers (NACUBO). Managers are expected to equal or exceed the return of the agreed benchmark and generally perform in the top 40th percentile (40%) or better of their respective peer group over a market cycle (three to five years), as measured by a broad performance database that evaluates Managers as to style, risk and return.

I. SPENDING POLICY

The Endowment’s spending policy governs the rate at which funds are released to fund operating and restricted spending. The current spending policy shall be expressed as a maximum of 5 percent of a three-year moving market value average of the assets in the endowment funds (calculated for fiscal budgeting purposes on the asset’s valuations for the trailing twelve quarters as of March 31 of each year). Such a policy will allow for a greater predictability of spendable income for budgeting purposes and for gradual steady growth for the support of operations by the investable assets. In addition, this policy will minimize the probability of invading the principal over the long term.

Since there may occasionally be situations requiring a higher percentage of spending from investable assets, in order to assure the short term economic viability of the University, the Committee is authorized to increase the spending rate, as necessary, on a temporary basis. Such an increase should not be undertaken without clearly justifiable cause, and in no case without explicit approval of the full Board of Trustees, since spending above this level result in an increasing probability of erosion of the principal value of investable assets in real terms and inter-generational spending inequities. The spending rate will be reviewed annually by the Finance Committee for recommendation to and approval by the Board of Trustees.

Revised: October, 2007

Appendix A

Endowment Fund Benchmarks

Total Endowment Aggregated weighted return equal to the actual asset class composite market value as a percentage of total portfolio market value multiplied times the selected benchmarks for the asset class composites.

&

A weighted hybrid index of S&P 500 88%/LB Aggregate Bond Index 12%

Total Equity Focused Assets MSCI All Country World Index
US Equity Composite S&P 500 Index
US Equity Large Cap Indexed S&P 500 Index
US Equity Large Cap Growth Russell 1000 Growth Index
US Equity Large Cap Value Russell 1000 Value Index
US Equity Mid/Small Cap Growth Russell 2500 Growth Index
US Equity Mid/Small Cap Value Russell 2500 Value Index
US Equity Small-Cap Value Russell 2000 Value Index
Global ex U.S. Equity MSCI EAFE Index
International Equities (developed markets) MSCI EAFE Index
International Equities (Emerging markets) MSCI Emerging Markets Index
Global Equities MSCI World Index
Marketable Alternatives HFR Fund of Funds Index
Hedge Funds (Long/Short Equity Strategies) HFR Fund of Funds Index
Hedge Funds (Absolute Return Strategy) ML T-Bill Index + 5%
Hedge Funds (Commodities & Natural Resources) DJAIGTR Commodity Index
Non-Marketable Alternatives (Private Equity, Venture Capital, Distressed Debt) S&P 500 Index + 5%
Inflation Hedging CPI-U + 5%
Real Estate (Marketable) Dow Jones Wilshire Real Estate Securities Index
Real Estate (Non-Marketable) NCREIF Property Index
Oil & Gas / Natural Resources CPI-U + 5%
Fixed Income Barclays Capital Aggregate Bond Index
Domestic High Quality Bonds Barclays Capital Aggregate Bond Index
Global Bonds Citigroup World Government Bond Index
Domestic High Yield Bonds Barclays Capital High Yield Composite Bond Index
Cash and Cash Equivalents Merrill Lynch 91-Day Treasury Bills

All asset classes and managers will also be benchmarked against median performance tracked within the manager universe maintained by the University’s Investment Advisor.

Debt Policy and Interest Rate Swap Guidelines

General Policy on the Use of DebtIntroduction

Bryant University (the “University”) provides a uniquely student-centered, business-focused education of the highest quality. In order to fulfill its mission, the University must maintain its physical plant, equipment, and infrastructure while investing in new buildings, equipment, and infrastructure. The University uses an array of sources to support these investments, including surplus generated from operations, donations, and external debt.

The utilization of debt and other financial resources to fund capital projects will be driven by the University’s strategic planning process. Capital needs will be considered in concert with the operations of the University. Debt and debt management will link capital budgeting to financial planning and operations.

Bryant University’s Debt Policy is intended to provide a framework for assuring that debt is managed and used strategically to advance the University’s mission.


Overall Principles for the Use of Debt

The General principles the University will employ for the overall management of debt include the following:

  • The University will incur debt to maintain and enhance the physical plant and infrastructure.
  • Debt will be used as a financial tool to maximize the University resources.
  • Long-term debt will not be used to finance current operations.
  • The University’s debt capacity will be governed primarily by its ability to support all incremental costs – principal, interest payments, and annual operating costs of new space – within the University’s operating budget and the trustee discretionary fund.
  • The University will seek to maintain a high-quality credit rating and will target a number of key financial ratios used by rating agencies to evaluate the University’s credit.
  • The University will seek to maintain an acceptable balance between interest rate risk and the long-term cost of capital.
  • The University’s debt portfolio will be evaluated in the context of all its assets and liabilities. Diversification within the debt portfolio may be used to balance risk and liquidity across the institution.
  • The University will consider the use of capital and operating leases, especially for the acquisition of equipment, to the extent such transactions are compatible with and help achieve its overall objectives concerning the use of debt.

Strategic Planning and Resource Allocation

The amount of external debt that the University has at any given time will be a function of its ability to service that debt through the operating budget without diminishing the resources necessary for other non-capital priorities and the desire to maintain a high-quality credit rating while sustaining overall financial health. Yet, at the same time, the University recognizes that in order to meet its mission and strategic objectives, investment in the form of capital is often necessary and such investment may necessitate the incurrence of debt.

Bryant University has engaged in a strategic planning process aimed at identifying ways to improve and enhance the educational product delivered to its students while recognizing that such endeavors generally yield more ideas than can be absorbed within the financial constraints in which the University works. This disparity forces the University to balance the appropriate allocation of financial resources between programmatic support and the University’s physical infrastructure in order to ensure the long-term health of the institution. In conjunction with the academic priority setting process, the University has developed integrated, comprehensive plans covering its academic, space, and fiscal needs. Members of the University community have provided significant input into these decisions through an integrated planning process. This process has considered all needs in the context of the entire academic enterprise, and participants have evaluated and compared competing demands for resources.

One end result of this process has been a five-year budget projection that includes all revenues, expenditures, and commitments that can reasonably be expected. In this context, the University develops its annual operating budgets, as well as the University’s capital budget and capital plan.

Donor-financed capital projects and other capital fund-raising activities will generally follow the priorities determined by the planning process rather than by donors. However, in certain instances, donor-specified projects that are consistent with the University’s mission and enhance the academic enterprise will be undertaken.

Debt Administration and Oversight

The University’s Board of Trustees is responsible for establishing an overall debt policy and approving the issuance of all external debt, including all short- and long-term obligations, guarantees, and instruments that commit the University to future payments. The Board will be advised by the Finance Committee on all debt-related topics.

The University’s Vice President for Business Affairs will manage the overall debt portfolio according to the University’s debt policy. The Vice President for Business Affairs will consult with the senior administration, Finance Committee, and the Board with respect to all financial matters associated with procuring, renovating, and managing capital assets.

The Vice President for Business Affairs will report regularly to the Finance Committee on the status of the University’s debt portfolio and its plans regarding debt. This review will include an assessment of the University’s credit rating and key financial ratios compared to targeted levels and those of peer institutions.

Debt Capacity

In general, the University’s debt capacity will be evaluated and determined by the consideration of the following three primary factors:

  1. Legal authorizations and limitations
  2. Current and pro forma financial operating performance
  3. Credit considerations including the University’s credit rating

The University’s legal debt capacity as specified in applicable debt covenants and statutory restrictions is the starting point for evaluating the appropriate level of new and total indebtedness.

The 2001 and 2002 Bond Issue covenants require the University to maintain the following financial ratios:

  • Maximum Allowed Debt Service on all outstanding and proposed debt is not to exceed 15 percent of Total Unrestricted Expenses.
  • Unrestricted Resources is greater than or equal to 90% of outstanding and proposed debt.

The University’s debt capacity is in part a function of current and pro forma operations, which, as reflected in financial ratios, is also one of the numerous factors that are reviewed in determining the University’s credit rating. The portion of the operating budget dedicated to debt service (principal repayment and interest) will vary over time as the University makes judgments about its highest priorities and needed investments. While a maximum percentage will be established, annual debt service (principal repayment and interest) as a percentage of the operating budget may vary over time as the University makes judgments about its highest priorities and needed investments.

Credit considerations encompass an array of factors that affect how the University is viewed by the financial and capital markets. Many of these factors are analyzed by the credit rating agencies in the determination of the University’s credit rating. As such, the University’s credit rating is an important reflection of the University’s operating, management, and financial strengths, and a significant determinant of both its access to and cost of capital. The University’s policy framework with respect to managing its credit rating is detailed in a following section.

Targeted Financial Ratios

Bond rating agencies use a host of metrics to assess an institution’s creditworthiness. Some of these metrics are quantitative; some are not. Financial ratios, therefore, are important criteria, but they are not the only ones used to evaluate the University’s credit and its debt capacity. The University’s credit strength is also highly dependent on maintaining its competitive advantages in higher education, the quality of its academic enterprise, and strong academic and financial management.

The University will set targets for several key ratios that assess the University’s overall financial health. These targets are set based on median ratios of similarly rated organizations published by Moody’s and Standard and Poors (S&P).

  • Unrestricted Resources to Debt of at least 1.5:1.

This is a measure of the University’s leverage on its assets. Unrestricted Resources are defined as unrestricted net assets less net investment in plant, property, and equipment, plus long-term debt used to finance net investment in plant, property, and equipment.

  • Expendable Resources to Operations of at least 1:1.

While this measure of liquidity is less directly affected by the issuance of new debt, it provides a useful indication of the institution’s financial cushion relative to operations and its ability to service debt. Expendable resources are defined as unrestricted net assets plus temporarily restricted net assets less net investment in plant, property and equipment plus long-term debt used to finance net investment in plant, property, and equipment. This ratio is also part of the covenants required by the University’s Letter of Credit arrangement.

  • Debt Service to Operations should be maintained within a range of 4.5-10 percent.

Debt Service to Operations is the typical measure used to evaluate an institution’s use of borrowed funds. The use of debt with bullet or balloon structures that defer principal payments until far in the future makes the calculation of debt service more difficult. The University will include not only required annual principal and interest payments in its definition of debt service but also an annual equivalent for sinking funds. The University will take into consideration the use of debt that has accompanying revenue when additional debt takes the University’s Debt Service to Operations to the higher end of this range.

Bond Ratings

External economic, natural, or other events may affect the creditworthiness of the University’s debt from time to time. Nevertheless, the University is committed to ensuring that actions within its control are prudent and appropriate to maintain a high-quality credit rating.

There is a direct correlation between an institution’s credit rating and its cost of borrowing. Therefore, the University seeks to maintain long-term bond ratings in the “A” category. More specifically, the pro forma issuance of debt, when supported by the full faith and credit of the University, will not result in a rating below the A3/A-level from Moody’s Investors Service and Standard & Poor’s.

Funding of Debt Service – General Criteria for Debt-financed Projects

In evaluating its capacity for external debt, the University will also consider what revenue sources might be available specifically to pay debt service. Housing, and student activity, facility, and parking fees will be considered when planning for capital projects and debt associated with these income streams. In general, the University will consider the level of self-support and external revenue support associated with capital projects in assessing debt affordability within the University’s operating budget. The University will also consider the trustee discretionary fund and its ability to leverage additional debt within the University’s overall balance sheet.

Use of Debt Versus Equity Financing

Fund-raising gifts are an important source of funds for the University to consider when determining the financing vehicle for capital projects. The University will give consideration to the benefit of investing endowment and other funds at a rate of return that would be higher than the cost of debt and applying unrestricted gifts to the endowment rather than towards financing capital projects.

Key considerations for determining an appropriate financing vehicle include the following:

  • Capital Fund-raising may involve uncertain timing of the receipt of funds.
  • Equity financing can minimize impacts on the University’s operating budget.
  • Equity financing can weaken the University’s balance sheet.
  • Fund-raising targeted toward unrestricted gifts to the University’s endowment afford the maximum financial flexibility to the University over time.
  • Unrestricted gifts to the University’s endowment can often be invested at higher yields than the interest rate paid on debt (especially tax-exempt debt available to the University).
  • Equity financed projects cannot be refinanced to take advantage of lower interest rate environments.

The University is also required to comply with covenants related to its Letter of Credit as follows:

  • Expendable Financial Resources to operations of at least 1.0 (see above explanation).
  • Debt Service Coverage of at least 1.25. Debt Service Coverage refers to the amount of cash flow available to meet annual interest and principal payments on debt, including sinking fund payments.

Procurement and Execution of Debt

The University will assess the benefit of accessing the capital markets on either a negotiated or competitive basis. The University will strive to utilize the services of capital market professionals and providers that are experienced in the type of financing under consideration.

General Principles for the Use of Debt

1. Term of Debt

The University will determine the appropriate duration and the specific amortization schedule of each bond issue by evaluating its overall debt portfolio. Considerations will include the life of the assets being financed, interest rate costs, risk assessment, general market conditions, and the University’s future financial plans. If and when bullet or balloon payments are used, the University will budget appropriately over the life of the bond issue so that the bullet or balloon maturity payments do not unduly impact any one fiscal year.

2. Refinancing and Restructuring of Debt

The administration will periodically review all outstanding debt to determine if refinancing opportunities exist. Refinancing or restructuring of current debt (within federal tax law constraints) may be used to save the University money or to change covenants to provide an advantage to the University’s financial or operating position.

In general, the University will consider refinancing when a current or advanced refunding of debt provides a net present value savings of at least three percent. Refinancing or restructuring opportunities that provide savings of less than three percent, or with negative savings, may be considered if there is a compelling objective such as: a.) realizing lower savings is appropriate given the results of call option analysis on a maturity-by-maturity basis, or analysis of current vs. historic interest rate levels, or b.) restructuring financial or legal covenants that prove disadvantageous to the University.

Where analyzing or pursuing the implementation of refinancing transactions using fixed rate swaps or other derivative products, the University should generate 2 percent greater projected savings than the savings guidelines the University would consider for traditional bonds. This threshold will serve as a guideline and will not apply should the transaction, in the University’s sole judgment, help to meet any of the other objectives outlined herein. The higher savings target reflects the greater complexity and higher risk of derivative financial instruments. Such comparative savings analyses will include, where applicable, the consideration of the probability (based on historical interest rate indices, where applicable, or other accepted analytic techniques) of the realization of savings for both the derivative and traditional structures. Such analysis should also consider structural differences in comparing traditional vs. derivative alternatives, e.g., the non-callable nature of derivative transactions.

3. Use of Tax-exempt vs. Taxable Debt

In general, the University will look to avoid the use of taxable debt where other alternatives are available, including equity financing. However, the University may have to utilize taxable debt in certain situations where Federal tax law limits the use of tax-exempt debt for particular projects, especially those where use of the project includes both private and non-profit purposes. The University may also consider taxable debt under other circumstances where market conditions and debt flexibility make it an appropriate alternative. When utilized, the University will consider structuring taxable debt to shorten its term and allow it to be redeemed at the earliest possible date.

4. Use of Call Options

The University will consider the use of call options to reduce the University’s overall cost of capital and to provide maximum flexibility in its debt portfolio. The use of non-callable debt beyond 10 years requires the approval of the Finance Committee of the Board of Trustees in that under certain circumstances the sale, disposition, or sharing of an asset financed with tax-exempt debt may require the repayment of such debt first. Moreover, in some interest-rate environments and because of potential future tax changes, long-term non-callable debt may be disadvantageous to the University.

Acceptable Approaches for Debt Structure

1. Mix of Fixed and Variable Rate Debt, Derivatives, and Other Hedging Products

The University may structure its overall debt portfolio, using a combination of fixed and variable rate debt, to provide an appropriate and prudent balance between interest rate risk and the cost of capital as well as to integrate asset-liability management.

Variable rate debt can be a valuable tool for the University to use in the management of its assets and liabilities. Variable rate debt allows the University greater diversification in its debt portfolio and reduces its overall interest costs. However, the use of variable rate debt increases interest rate risk that the University must consider as the interest rate is subject to market fluctuations and tax risk.

In considering the use of variable rate debt, the University will assess the amount of short-term investments and cash reserves since the earnings from these funds can serve as a natural hedge, offsetting the impact of higher variable rate debt costs.In order to allow assets and liabilities to move in tandem, the University should also consider other strategies such as entering into interest rate swaps under appropriate circumstances, and in accordance with these guidelines.

In general, and as guidance to the appropriate level of variable rate interest-rate exposure as specified within these guidelines, the University should maintain its flexibility and continuously review new products and opportunities to allow it to take advantage of changing interest rate environments and new products or approaches as they become available. In low interest-rate environments, the University should consider ways to lock in low fixed rates through conversions, fixed-rate debt issuance, and either traditional or synthetic refundings. In high interest-rate environments, the University should consider ways to increase variable rate debt exposure and evaluate other alternatives that will allow the University to reduce its overall cost of capital.

The University should consider maintaining a portion of its portfolio in variable rate debt. In doing so, the University will attempt to increase and manage its variable rate exposure in a manner that takes into consideration its investment portfolio and stays within a range of 20 percent to 30 percent variable rate debt as it relates to all of the University’s outstanding indebtedness. Any synthetic fixed-rate debt, achieved through a swap transaction whereby the University swaps underlying variable rate for fixed rate, should not be counted toward this variable rate ceiling.

2. Approach and Objectives to Interest Rate Swaps

Interest rate swaps and options are appropriate interest rate management tools that can help the University meet important financial objectives. Properly used, these instruments can increase the University’s financial flexibility, provide opportunities for interest rate savings or enhanced investment yields, and help the University manage its balance sheet through better matching of assets and liabilities. Swaps should be integrated into the University’s overall debt and investment management guidelines and should not be used for speculation or leverage.

The total notional amount of interest-rate swaps and options executed by the University will not exceed an amount equal to 50 percent of the total of outstanding debt of the University as a whole.The Vice President for Business Affairs/Treasurer will report to the Finance Committee as outlined in the Ongoing Reporting Requirements (page 16) of the Additional Interest Rate Swap Guidelines in Appendix A.

3. Rationales for Utilizing Interest Rate Swaps and Options

The University may use interest rate swaps and options if it is reasonably determined that the proposed transaction is expected to:

  • Optimize capital structure, including schedule of debt service payments and/or fixed vs. variable rate allocations
  • Achieve appropriate asset/liability match
  • Reduce risk, including: Interest rate risk, Tax risk, or Liquidity renewal risk
  • Provide greater financial flexibility
  • Generate interest rate savings
  • Enhance investment yields
  • Manage exposure to changing markets in advance of anticipated bond issuances (through the use of anticipatory hedging instruments)

4. Permitted Instruments

The University may utilize the following financial products on a current or forward basis, after identifying the objective(s) to be realized and assessing the attendant risks.

  • Interest rate swaps, including fixed, floating and/or basis swaps
  • Interest rate caps/floors/collars
  • Options, including swaptions, caps, floors, collars, and/or cancellation or index-based features

The instruments outlined above are only intended to relate to various interest-rate hedging products. They are not intended to encompass other derivative products that the University may consider.

Grant and Contract Administration

This manual has been prepared by the Controller’s Office for the Bryant University community to use in the course of preparing, performing, or administering sponsored projects. It is our intent to accommodate inevitable changes in the sponsored project environment, and we would appreciate any comments or suggestions in order to make the Manual as useful as possible.

Its mission is to provide excellent service to those members of the University community involved in the application for and administration of sponsored projects, in order to protect the University’s interest and to comply with the sponsored project requirements. The Controller’s Office provides financial reports to federal, state, and local governments, and privately funded grants related to any area of the University. It is also this office’s responsibility to provide accurate and timely financial reports through proper financial controls and documentation; establishing guidelines in compliance with OMB, FASB, GAAP; Bryant University policies; and any regulatory requirements.

The Controller’s Office also provides assistance to those individuals seeking external funding. Although it is not this office’s responsibility to write the grant for the applicant, this office will provide guidance through the application phase, particularly in the area of budget preparation.

 

Department Name: Financial Services
Contacts
Budget Analyst, Extension 6202

Pre-award Proposal Process

Intent to Submit Form
Those considering applying for external funding should fill out the
Intent to Submit form to inform the Controller’s Office, Vice President for University Advancement, Vice President for Academic Affairs, Vice President for Business Affairs, and AVP of Business Affairs that there is the potential grant application. By submitting this form ahead of time, all parties involved will be made aware of the following:

  • What type of proposal is being submitted: a new application, continuation of a program that is already being funded, or a reapplication of a previous submittal that may have been denied?
  • Who is applying for the grant?
  • Which agency the proposal is being sent to?
  • How much is the proposal for?
  • What is the duration of the project?
  • What are the matching requirements?
  • Will the proposal allow for Indirect Costs?

Intent to Submit Form

Intent to Submit Form
Type of Application: New Continuation Reapplication

Principal Investigator(s) / Project Director(s):

Proposed Project Title and Description:

Proposed Funding Source:

Proposed Grant Duration:

Agency Due Date:

(Please note if due date is date received or postmarked.)

Total Requested from Funding Source Per Year:

Total Requested for Grant Duration:

Total Matching Required for Grant Duration:

Are Indirect Costs Allowed? Yes No

What rate?

Outstanding Issues?

Form MUST be forwarded to the following:

Controller’s Office VP for University Advancement
VP for Business Affairs VP for Academic Affairs
AVP of Business Affairs

Getting Started – Considerations Before Developing A Grant Proposal

While external funds can enhance programs and provide resources not available in Bryant University ’s operating budget, it is important to consider several things before diving into the large task of completing an application. These areas of consideration are referred to as the 6 “Cs”.

Drafting The Proposal – Preliminary Steps

Communicating with Bryant University administration: When a faculty or staff member has plans to develop a research, curriculum development, or service project requiring external funding, she or he should discuss the project with the appropriate principal administrator and the Controller’s Office. Delays can be prevented by seeking advice on sources of support, proposal, and budget preparation, and internal procedures, in the early stages. Administration endorsements will be necessary to approve the use of any divisional space, funds, or reassigned time.

Contacting the sponsor: Preliminary contacts and discussions with a potential sponsor are usually helpful before preparing a proposal.

Reviewing proposal and project guidelines (RFPs): Many larger corporate and private foundations and all government funding sources will provide, on request, guidelines for proposals. Some private foundations offer only simple content requirements as guidance. Follow closely the instructions that are provided. State and federal programs publish Requests for Proposal (RFPs) which are often very detailed in their requirements. It is critical to follow these guidelines. The Grants and Accounting Office will assist you in obtaining and interpreting current guidelines from private, state, and federal sources and share insight on proposals that have been funded in that initiative or by that sponsoring organization.

Developing the Budget

Funding sources require varying degrees of detail in the budget portion of the proposal. Most governmental funding sources require a great degree of detail and usually provide budget forms and instructions for their completion. Contact the Controller’s Office for assistance. Foundations and corporations are less structured in their requirements, but well-planned and complete budgets are critical to funding and to the smooth operation of the project. The Controller’s Office will help with the development of all budgets.

Determine What the Project Will Cost:

You should begin by developing a budget strategy. List the elements of the project that will bear costs, such as personnel, materials, equipment, facilities costs, supplies, evaluation, and travel. The Controller’s Office will work with you to assign specific costs to your list of needs. Most proposal reviewers are skilled at recognizing when budgets and project goals are out of balance. While you should never “pad” a budget with unnecessary or unspecified items, you should always be as thorough as possible in anticipating the real costs of your project and have a contingency plan if you receive less than you requested. Both inadequate and padded budgets will hurt your chances for funding. Inadequate budgets will hurt the project’s chance of success.

Create a Detailed, Accurate and Complete Budget:

Be specific and detailed in your budget. If you plan to purchase a piece of equipment, contact the distributor of the product to determine cost. Be certain to include shipping and installation charges in your equipment budget, and consider the cost of maintenance agreements. If your project involves printing a brochure, contact University Relations for a preliminary estimate of the work. If you must hire staff, be sure you are using the correct wage and benefit scale.

If there will be a time lapse between the application and the project or if the project is multiyear, include a 4 percent salary increase for each year of the project. The quality of thought that you give to the budget preparation will not only produce a better program; it will also increase your chances of obtaining the grant.

There should be no surprises in the budget for the reviewers; all cost in the budget should be tied to specific programmatic elements in the narrative. Again, most federal and state guidelines contain specific budget categories and forms, and you should always work with the Controller’s Office in developing your budget.

Coordinating On-campus Approvals And The Timelines Involved

All proposals to external funding sources must go through an internal routing process. The proposal, budget, and the Bryant University Internal Approvals Form must be filled in by the Principal Investigator, and signed by the Department or Division Head, the Vice President for Academic Affairs, the Vice President for University Advancement, and the Vice President for Business Affairs, and filed in the Controller’s Office before the proposal is sent to the funding source. This required process applies to continuation grants as well. The purpose of the process and form is to ensure that all parties are informed about the project and approve any cost sharing and commitment of University resources. If you involve the Controller’s Office and the appropriate Vice President in the development of the proposal, this process should be perfunctory.

To facilitate the Bryant University proposal clearance process, please allow a minimum of THREE WEEKS for processing approvals.

BRYANT UNIVERSITY:
GRANT APPLCATION INTERNAL APPROVALS FORM

It is important that grant proposals submitted on behalf of Bryant University, whether federal, state or private, be carefully reviewed in advance of submission to assure that the purposes of the grant are consistent with the mission of the institution, and that all costs, budget and personnel implications have been adequately addressed internally. Please allow THREE WEEKS for the approval process to be completed. Please contact the Controller’s Office if you have any questions.

Name of Applicant:

Dept or Division:

Date Submitted:
Brief Description of the project:
Proposed Funding Source:
Grant Type:
Federal State Federal Pass Thru Private
Project Budget:

Project Period:

Proposal Due: Work would commence:
Does this project commit Bryant resources (Personnel, funds, equipment, space)? Explain:
Are there matching requirements? If so, please explain:
Please attach a budget summary, including calculation of institutional indirect costs / F&A expenses.
APPROVALS:
Dept / Division Head:
Date:
Director: Date:
VP Academic Affairs: Date:
VP University Advancement: Date:
VP Business Affairs: Date:

Accounts Receivable

Mission Statement

The Bursar’s Office acts as a clearinghouse for various charges and credits that are placed on a student’s account by several different University departments. We manage the billing and collection of student accounts and provide customer service to students and their families. The Bursar’s Office is responsible for the administration and collection of the Federal Perkins Loan Program.

In addition, the Bursar’s Office is responsible for:

  • Departmental Deposits
  • Employee Petty Cash Reimbursement
  • TouchNet UStore Setup
Department Name: Student Account Office
Contacts

  • Bursar – (401) 232-6032
  • Assistant Bursar – (401) 232-6033
  • Student Accounts Manager – (401) 232-6030
  • Accounting Clerk – (401) 232-6031
E-mail: bursar@bryant.edu
Phone: (401) 232-6030
Fax: (401) 232-6284
Payment Mailing Address: P.O. Box 835

Providence, RI 02901-0835

Location: 1150 Douglas Pike

Smithfield, RI 02917

Office Hours:

Academic Year: Monday – Friday: 8:30 a.m. – 4:30 p.m.

Summer Hours: Monday – Friday: 8:30 a.m. – 4:00 p.m.


Appendices
Important Links

General Student Billing Information

Undergraduate students admitted to a full-time study program will enroll for 12 to 20 credits per semester with 15 credits being the norm, and they are required to pay the full-time tuition fee for that semester.

Those students carrying more than 20 credits pay the full-time tuition plus a surcharge fee equal to one-twelfth of the full-time semester tuition per credit for each credit over 20.

Traditional undergraduate students who enroll for fewer than 12 credits pay a pro-rata fee equal to one-twelfth of the full-time semester tuition per credit.

The full-time tuition fee (see Tuition/Room/Board Fees for details), in addition to tuition, covers all costs associated with attending Bryant, other than room and board. Such costs include: laboratory fees, health services, participation in intramural sports, use of athletic facilities, and a subscription to The Archway (University student newspaper).

In addition to academic programs and related services, this figure covers the cost of providing each student with personal use of a laptop computer that is fully loaded with software and is network ready. Prior to the beginning of the student’s junior year, the laptop will be exchanged for an updated model. This two-year renewal cycle ensures that students always have access to the latest available technology. There are no separate fees for technology at Bryant University.

The student bill is an electronic, online bill that provides the detail activity for one particular semester. The process to run a bill in Banner is called TSRCBIL.

Prior to the generation of the E-Bill, the tuition fee assessment process (SFRFASC) is tested in audit mode to ensure accurate assessment rules are in place on the tuition billing rules form (SFARGFE). The Bursar’s Office coordinates with Office of the Registrar, Financial Aid, and Residence Life to ensure that registrations are complete, financial-aid packages are posted, and meal and housing assignments have been assigned in Banner. Without this information, a billing invoice is not accurate.

Students will receive E-Bills for payments that are due in August (for the fall semester) and January (for the spring semester) at least 30 days prior to the due date. The due date for the fall semester is August 9 and the due date for the spring semester is January 9 (or the first business day following these dates if they fall on a weekend). If there is a delay in the freshman information (registration, meal plan, housing, etc.) being entered into Banner, an extension is granted on the due date for the tuition bill to allow for a 30-day window between the initial E-Bill and the payment-due date.

The credits and anticipated credits listed on the billing statement include any cash, credit card or check payments, direct financial aid awards, private alternative loans, Federal Direct and/or Federal Perkins Loans, or the balance of the Tuition Management Systems (TMS) 10-month, interest-free budget plan.

The remainder of the bill is shown as a “balance due.” All required financial aid forms, loan applications, and budget plan contract applications must be completed prior to the generation of the E-Bill in order for any anticipated credits to appear on the billing statement. If the necessary paperwork is not submitted at the time the bill is due, the student must pay the balance and request reimbursement after the receipt of financial aid.

Students interested in applying for financial aid are required to complete a Free Application for Federal Student Aid (FAFSA) atwww.fafsa.ed.gov. The deadline for applying:

  • February 15 – freshmen
  • March 1– continuing students
  • April 1– transfer students

If an incoming student is awarded a Federal Direct Student Loan, they will be required to complete a Master Promissory Note (MPN). The Direct Student Loan MPN applications are completed electronically via the Department of Education web site prior to the beginning of the academic year.

All federal-aid awards are disbursed as actual credits 30 days after the start of the semester as prescribed by federal regulations.

The Office of the Bursar sends updated E-Bills to students whose accounts have been adjusted since the initial billing statement. This is done every two weeks. All students who owe an outstanding balance as of October 1 for the fall or February 1 for the spring semester will receive a semester bill whether or not they have had any changes/adjustments made to their account. Students also have the option to view their accounts online at the Student Account Center.

Method of Payment

Wire Payments

Bryant University has partnered with Flywire to offer an innovative and streamlined way to make international tuition payments. Flywire’s mission is to save international students and their families money that would otherwise be lost on bank fees and unfavorable foreign exchange rates. With Flywire, you are offered excellent foreign exchange rates, allowing you to pay in your home currency (in most cases) and save a significant amount of money, as compared to traditional banks. In addition, the posting of the payment into your Bryant University account will be faster, you will be able to track where your payment is in the transfer process via a student dashboard and you will be notified via email when it is deposited into our account.  Additional information can be found at:https://www.Flywire.com/school/bryant

Credit Card Payment Policy

Bryant University does not process credit/debit card payments in the Bursar’s Office for student account charges, housing deposits or SIE deposits. A third-party processor (Touchnet) accepts all credit card transactions on behalf of the University via the Student Account Center on the web. The credit cards that will be accepted through Touchnet are as follows: AMEX, MC and DISCOVER. There will be a 2.75% convenience fee associated with all credit card payments.

Students/Parents have the option to pay online with a Web Check without being charged a fee. If a student/parent chooses to pay with a credit card, they will be required to pay via the web and will be directed to Touchnet’s secure network environment in order for the credit card to be processed.

Students and their families will not be charged a convenience fee while making purchases at the Bryant University bookstore, Athletics, Support Services or the Information Desk.

Cash Payment Policy

Students are allowed to make cash payments in person at the Bursar’s Office.  

Section 6050 I of the IRS Code requires that the University must report any cash payment more than $10,000 in one or more related transactions(IRS Form 8300 Filing).  

  • If a student, parent, or third party makes a cash payment in excess of $10,000 on behalf of a student, the University is required to obtain their name and social security number in case it is necessary to file an IRS Form 8300 at a future date.
  • If a cash payment or a combination of a cash payment and a cashier’s check in excess of $10,000 is submitted to the University, the Bursar must be notified.
  • The Bursar is required to complete an IRS Form 8300 and maintain a copy of the form for five years.
  • A copy of the form and a written notification will be sent to the parent/student/third party who made the payment or cumulative cash payments in excess of $10,000.
  • The following information should be kept for at least fiveyears after the payment is made:
    • A copy of the 8300 form
    • A copy of the notification to the student/parent who made the payment
    • Account history for the term in which the payment was made
  • As a double-check, each month a cumulative cash payment report will be run to ensure that a combination of cash payments/cashier checks do not exceed the $10,000 allowable maximum.

Check Payment Policy

All checks and money orders should be made payable to Bryant University. Envelopes should be addressed to the University’s lockbox address:

Bryant University

P.O. Box 835

Providence, RI 02901-0835

The University does not accept post-dated checks. A $40 fee is assessed to the student’s account if a check is returned from the bank as noncollectable.

A $3.00 fee is assessed to the student’s account for returns via online ACH.

Room and Board Policy

Room:

To reserve on-campus housing for an upcoming fall semester, each returning student is required to make an advance room reservation non-refundable deposit of $300 in March of the prior academic year. Housing deposits are made online at the Student Account Center. Students are required to complete an online Housing and Meal Contract to be submitted to the Office of Residence Life. Students are notified by Residence Life of the sign-up schedule.

All outstanding balances must be resolved prior to a student being eligible to participate in the housing lottery. If a student has a credit balance on his/her account, that student is also allowed to use $300 of that credit to pay the housing deposit.

Board:

The University requires that all students who reside in the residence hall village and residence halls 14, 15, 16, and 17 enroll in one of the meal plans that are offered. There are no exceptions to this rule except in the case of an extreme medical problem. All requests to forego the meal plan must be made in writing and addressed to the Residence Life Director. Since on-campus townhouses and senior apartments have kitchen facilities, these resident students are not required to purchase a meal plan but may do so if they choose. For further information please refer to the Room and Board Policy.

Students who have a credit balance on their student accounts are allowed to transfer that credit to their Bryant Bulldog Account. The student can do this by logging onto Banner and choosing the bulldog bucks transfer option under the personal information tab.

A student may also purchase additional Bulldog Bucks with cash, check or credit card in the Auxiliary Services Office or at www.bryant.edu/getfunds. All Bulldog Bucks purchased will remain on student accounts until graduation, transfer or withdrawal from the University. Any remaining Bulldog Bucks balance over $25.00 will be applied to the student’s account, and refund checks will be issued by the Bursar in accordance with their normal refund policies. Bulldog Bucks balances less than $25.00 will not be refunded.

Resident students who do not select one of the optional meal programs will be enrolled in the default 14-meal board program. Breakfast, lunch, and dinner are available Monday through Friday; brunch and dinner is served Saturday and Sunday. The standard 14-meal plan gives the student the option to choose 14 of the 19 meals available.

Students enroll in a meal plan when they complete a housing application form each spring.

IMPORTANT: Any change in meal plans must be made during the first week of classes each semester. Meal plan cancellations must be made by the first week of school or students may be charged for a portion of the meal plan cost.

Room and Meal Plan Assignments/Assessments

The Bursar’s Office provides Residence Life with a fee schedule for on-campus housing and meal plans. These fees are entered on the Room/Meal/Phone Code Rules Form (SLALMFE). The fees are associated with a detail code that is associated with the charge on A/R. The Banner system allows the University to charge a daily rate (base rate) or a semester rate (maximum charge). Both the base rate and the maximum charge are set up on SLALMFE. Currently, Residence Life is charging a per semester rate.

Once room and meal plan assignments are determined by the Office of Residence Life, they are entered into the Residence Life StarRez system. An interface is run nightly to upload the assignments into Banner.

To ensure that the appropriate fees will be assessed, the room and meal plan assessment process (SLRFASM) is run in audit mode in Banner. Assignments are verified to ensure that the proper amounts correspond with the appropriate assignments. Residence Life is notified if the fees require adjusting, and the audit fee assessment process is run again until accuracy is achieved.

Any and all changes to housing and/or meal plans must be made at the Office of Residence Life. The Bursar’s Office runs fee assessment every week so that these changes can be updated on the student’s account and an updated E-Bill notification can be E-Mailed to the student.

The residence hall room and board fees can be found at:Tuition/Room/Board Fees.

Payment Plan Options

Students and their families have two payment options available to them:

OPTION I

A family may pay the semester balance in full by the following due dates:

  • August 9
  • January 9

OPTION II

Bryant University offers a 10-month, pay-as-you-go payment, plan to help families budget their tuition and fee payments for the full academic year over a 10-month period rather than paying once per semester on the specified due dates. The plan is offered through:

Tuition Management Systems (TMS)

171 Service Avenue

Second Floor

Warwick, RI 02886

(800) 356-8329

www.afford.com/bryant

The amount that is budgeted is based on the student’s total expenses minus any financial aid and loans awarded to the student. For an example of calculating a 10-month, interest-free payment plan, visit the Bursar website.

A family can make their monthly payment to Tuition Management Systems by check, money order, or credit card, by mail, telephone or the Internet. For convenience, automatic monthly payments may be made right from a family’s checking or savings account.

It is not Bryant University’s policy to grant extensions for tuition payments. If families are unable to pay under option I or option II, it is recommended that they contact the Office of Financial Aid to discuss borrowing alternatives.

Undergraduate Late Payment Policy

The Bursar’s Office assesses a late fee to any account that is outstanding after all financial aid is posted in October for the fall semester and February for the spring semester.

The late payment penalty is assessed accordingly:

Amount
Balance Outstanding
$25 $500 – $1,500
$75 $1,501 – $2,500
$100 $2,501 – $3,000
$150 $3,001 and up

This late fee penalty will also apply to any account that may have an outstanding balance due to a check being returned by the bank as uncollectible (i.e., non-sufficient funds).

The Bursar’s Office will process a one-time late fee waiver if a student or parent contacts the office offering a valid reason for the delay in payment, aid, or loan.

Withdrawal from the University/Tuition Refund Policy

Traditional Undergraduate Student:

A student withdrawing from Bryant must contact the Registrar’s Office and complete a voluntary withdrawal form in order for his/her withdrawal to be official. When leaving the University, students are required to remove all personal property. At the time of the withdrawal/dismissal, the University-leased laptop must be returned. Any damage outlined in the laptop contract will be automatically charged to a student’s account.

Tuition refunds will be calculated as follows:

If written notification is received by the Registrar’s Office by the:

1st week of classes: 80 percent

2nd week of classes: 60 percent

3rd week of classes: 40 percent

4th week of classes: 20 percent

After 4th week of classes: No Refund

Room: No Refund (charged by semester)

Board: Refund is pro-rated (based on days used)

Non-traditional students are also required to officially withdraw from any classes that they may be enrolled in through the Registrar’s Office. The refund rules above will apply when determining a tuition refund.

Students dismissed academically at the end of the first semester are entitled to a refund of all tuition and room and board fees that have been paid for subsequent semesters.

Return of Title IV Federal Financial Aid:

Regulatory guidelines associated with the return of Title IV federal funds require institutions participating in federal student aid programs to utilize very specific measures in effecting financial aid adjustments for students who withdraw from the University. The policy governing the Return of Title IV Federal Financial Aid applies to all federal grant and loan programs: PELL, SEOG, Direct Loans, Stafford Loans, Perkins Loans, and PLUS loans. It does not include the Federal Work-study Program.

In general, a student earns federal financial aid awards (which have been approved and verified) in proportion to the number of days completed in the term prior to the student’s complete withdrawal. The portion of the federal grants and loans that the student is entitled to receive is calculated on a percentage basis by comparing the total numbers of days that the student completed before he/she withdrew. For example: If a student completes 30 percent of the semester, he/she earns 30 percent of the approved federal aid that he/she was originally scheduled to receive for the term.

This policy determines the earned and unearned portions of a student’s Title IV Federal Financial Aid only. It does not affect the student’s charges. Bryant University’s withdrawal policy stated above makes that determination.

Requesting a Student Account Refund

A student’s account may have a credit balance as a result of an overpayment or a financial-aid disbursement.

Refunds due to students for overpayment will be issued upon request, after a minimum of 30 days following the date a check has been deposited to a student’s account or a financial-aid disbursement has taken place.

A student can receive a refund by requesting a check or an Electronic Refund. A student is required to provide the University with their banking information by setting up their profile in theStudent Account Center.

Graduate Students are entitled to a refund of Title IV overpayments within 14 days of those Title IV payments being credited to their accounts.

A Parent PLUS (Parent Loan for Undergraduate Students) Loan overpayment can also be refunded to the parent within 14 days that the parent PLUS loan was disbursed. The University is not allowed to refund a student for excess parent loan funds unless we have written permission from the parent to refund the student. If a parent would like to grant permission for a refund to be issued to the student, they can e-mail refunds@bryant.edu to make this request.

In order for a student to receive a refund, a refund request form must be completed. A student has the option to visit the Bursar’s Office and complete a form in person or a student can file one electronically by logging into Banner, selecting Student Services and Financial Aid and then Refund Request.

Miscellaneous Student Account Charges

In addition to the traditional tuition, room and board charges on a student’s billing statement, there may be additional miscellaneous charges that are assessed to a student’s account.

Fine: Assessed By (Department):
Alcohol Citation Charge Office of Residence Life
Fire and Safety Violation Office of Residence Life
Dorm Damage Fine Office of Residence Life
Parking Fine Department of Public Safety
Tow Fine Department of Public Safety
Library Charge Library
ID Remake Office of Campus Engagement
DPS Lockout Fee Department of Public Safety
Phone Charge Telecommunications
Non-return Laptop Charge Laptop Central
Laptop Clean-up Fee Laptop Central
Laptop Repair Fee Laptop Central
Laptop Insurance Deductible Fee Laptop Central
Non-return Laptop Component Laptop Central
Computer Printing Charge Information Technology
Audio Visual Charge Information Technology
Key Replacement Charge Facilities
FOB Replacement Charge Facilities
General Issue Fee Athletics

If a student desires to appeal any of these charges, he/she must contact the department from which the charge originated.

Residence Life Fine – Other Residence Life
Residence Life Educational Program Fee Residence Life
Fire Alarm Fee Residence Life

 

 

Insurance for Students

Optional Coverage for Students

Bryant University endorses the following optional insurance plans that are offered to students. Information brochures, and/or applications are mailed to resident students each year during the summer.

i) Personal Property Insurance

Students, resident directors, and assistants may purchase inexpensive personal property insurance for their belongings while on campus directly through National Student Services Inc (www.nssi.com).

ii) Student Health Insurance

The University requires that all students provide documentation of health insurance. Course registration cannot be completed without this information. Accident and illness insurance is available to all full time students who wish to purchase the University-sponsored plan through University Health Plans. The cost for the 2016-2017 academic year will be $2,402. The policy is in effect from August 15, 2016 through August 14, 2017.

Each year, students must log onto www.universityhealthplans.com to complete and submit online enrollment or waiver form. They may also download brochure describing student insurance coverage, look for participating doctors and hospitals, review frequently asked questions and e-mail questions to University Health Plans. Information on this insurance can be obtained at the Health Services Office.

Graduate School Financial Policy

Tuition invoices are E-Mailed to Graduate students once registration has begun for a semester. The student is E-Billed every two weeks throughout the registration period in order to capture any new registrations.

Graduate students are required to pay their tuition in full by August 9th for the fall semester and January 9th for the spring semester unless they provide the University with a third-party authorization indicating that a payment will be made directly to the University.The third-party authorization must be submitted to the Bursar’s Office each semester no later than the said due date.

If, by the said due dates, an account remains outstanding, a $75 late fee will be assessed to the account. A registration and transcript hold will also be placed on the account. The student will not be allowed to register for the following semester until his/her balance is resolved. For information regarding tuition Fees, seeTuition/Room/Board Fees.

For additional information, students should contact the Graduate School Office at (401) 232-6230.

Non-Traditional Student Financial Policy

Undergraduate Non-Traditional (Part-Time) students are notified via their Bryant University e-mail that an E-Bill is ready to be viewed once a student registers for a particular semester. E-Bill notifications are sent periodically throughout (typically every two weeks) the registration period in order to capture any new registrations and/or changes on the student account.

Undergraduate Non-Traditional (Part-Time) students are required to pay their tuition in full by the August 9 and/or January 9 semester due dates unless they provide the University with a third-party authorization indicating that a payment will be made directly to the University. The third-party authorization must be submitted to the Bursar’s Office each semester no later than the August 9 and/or January 9 due dates or the Late Payment Policy will apply.

While an account remains outstanding, a registration and transcript hold will also be placed on the account. The student will be prohibited from registration and will be unable to request an official transcript until their student account balance is resolved.

Bryant University PA Program

Bryant University PA Program – The Physician Assistant’s program is a 27-month, 126 semester hour course of study leading to a Master of Science in Physician Assistant Studies Degree.  The program consists of 9 twelve week terms.  The program must be completed within 5 years of initial entry/matriculation.

The Bursar’s Office is responsible for the billing and collection of your student tuition account.  All tuition and fee billing will be done through electronic bills through the Student Account Center.  A notification will be sent to your Bryant e-mail that your E-bill is ready for viewing approximately 30 days prior to the due date.    Term start dates are January, March, June, and September.

Bryant University’s Bursar’s Office will manage all refunds of tuition.    Fees are non-refundable.

A student withdrawing from Bryant University must contact the Office of the Registrar and the Physician Assistant’s Program Director in writing and complete a voluntary withdrawal form in order for his/her withdrawal to be official.

1st week –           80%

2nd week –          60%

3rd week –           40%

4th week –           20%

After 4th week – 0%

Due to the nature of the PA Program, single courses may not be dropped or added.   All coursework must be completed in sequence.

The Bryant University Office of Financial Aid will coordinate financial aid services for any student requiring student loans.

Students will be required to obtain health insurance through Bryant University.   The program includes the cost of these policies in the Student Fees.

Student Account Collection Policy

Registered Students

Registered students are required to pay their accounts by August 9 for the fall semester and January 9 for the spring semester or by the first business day following these dates if they fall on a weekend. If the student’s account is not paid by the said due date, a late fee (see Late-fee Policy for additional information) will be assessed to the account and financial holds may be placed on the account.

Financial Holds

Transcript Hold – University policy states that an official transcript will not be granted to a student unless he/she has completelyfulfilled his/her financial obligation to the University.

Registration Hold – University policy states that if a student owes $1,000 or more at the time of pre-registration, he/she will not be allowed to register for a future semester until he/she has fulfilled his/her financial obligation for the current semester.

Schedule Cancellation

At the discretion/option of the University, a student’s schedule may be cancelled before classes begin if satisfactory financial arrangements have not been made between the student and the Bursar’s Office.

Inactive Students

Students who leave the University owing a balance must contact the Bursar’s Office within seven (7) business days of their departure to make payment arrangements for the debt owed to the University. A transcript hold and registration hold is automatically placed on a student’s account until his/her financial obligation has been fulfilled.

The Bursar’s Office will send two monthly invoices to a student for the balance owed. The Bursar’s Office will work with any student to arrange a monthly payment plan in order to resolve an account balance. It is important for anyone owing a balance to keep the Bursar’s Office informed of any change in address, telephone number, etc.

If there is no response from the former student, the University may find it necessary to send the unpaid fees to a collection agency for collection. If an account is assigned to an outside collection agency, the student loses the opportunity to deal with the University directly. The student will be responsible to pay any reasonable collection fees and/or legal fees associated with said collection of the amount owed to Bryant University. Also, once assigned to an outside collection agency, the account will be reported to a national credit bureau as a past-due debt.

Once an account has been assigned to a collection agency, the former student must deal directly with that agency.

Below is a list of collection agencies used by Bryant University:

General Revenue Corporation (GRC) (800) 234-6258
Williams & Fudge (800) 849-9791

IRS Form 1098-T

Enrolled students have online access to their 1098 form through Banner Self Service and are able to print the form if required. The Bursar’s Office will send a paper copy to all students who have graduated or who have withdrawn from the University and no longer have access to their online Banner Self Service account.

The 1098-T form is used to assist students and families in determining if you are eligible for an Education Tax Credit or a Tuition and Fees Deduction.  Bryant University is required to produce the 1098-T by IRS regulations.  The 1098-T form is provided each year on or before January 31.  The information contained in the 1098-T will help you determine if you may claim one of the two tax credits, the American Opportunity Credit or the Lifetime Learning Credit, or a Tuition and Fees Deduction.

1098-T and Social Security Numbers:  Per state, federal and IRS guidelines, Bryant University will request that all students provide their Social Security Number (SSN) for reporting purposes.  Failure to provide Bryant University with an SSN may result in a registration hold and/or being fined by the IRS in accordance with Internal Revenue Code Section 6723.

1098-T Data:  The data reported on the 1098-T is based on the tax year (not the academic year).  Box 2 displays the total amount the student was billed for qualified tuition and related expenses in the tax year.  Box 5 displays the total amount of any scholarships and grants administered and processed during the tax year for the payment of student’s cost of attendance.   PLEASE NOTE:  Payments are not reported on this form.

Students should refer all tax-related questions to their own tax counsel. Students may get additional information from IRS Publication 970, Tax Benefits for Higher Education, or visit the Internal Revenue Service web site:

http://www.irs.gov/pub/irs-pdf/p970.pdf

Departmental Cash Receipt/Deposit Policy

Departments receive cash or checks for a variety of different transactions. Audit guidelines require proper internal control when handling cash receipts. Department managers are responsible for implementing an internal control system that ensures the following:

  • Proper segregation of duty where one individual is not responsible for both the billing and collections of cash.
  • Security procedures. The cash or check(s) must be locked in a departmental safe and in a secure environment.
  • Deposits are made in a timely fashion. Deposits should be made on a daily basis. It is not necessary to wait for the collection of several checks to make a deposit.
  • A deposit receipt will be issued by the Bursar’s Office at the time of the deposit to verify that the deposit has been received. After the deposit has been processed in Banner, a system generated receipt will be submitted to the department.
  • The Department manager is required to review the Banner Financial Reports and the deposit receipts to ensure the deposits are being recorded properly.

Departments should confirm that deposits being submitted include the following:

  • All cash should be counted and an adding machine tape should be run to verify the cash and check total.
  • A complete account number (FOAPAL) including organization and account number is required.
  • Verify credit card batch totals in the same manner.

Completed deposits, along with cash, checks and credit card batches, should be delivered to the Bursar’s Office. Important: Cash should never be sent via Campus Mail!

  • Departments should not accept or forward any foreign currency.

If a department receives checks via the US mail, it is important that the checks be addressed appropriately for faster delivery. The check makers must use proper and complete addresses. At present, many incoming checks are addressed only to “Bryant University, 1150 Douglas Pike, Smithfield, RI 02917.” Although all checks must be payable to Bryant University, the second line of the address can indicate a department or an individual where the check should be delivered.

The memo portion of the check should also indicate the department or provide a description of the transaction. Departments must supply this information to the payer in order to ensure proper routing once a check arrives on campus. On a personal check, the memo portion is the lower left corner of the check; on business checks, the memo portion is usually a separate sheet, often attached to the check. The more information provided, the faster the check is routed to the appropriate department.

When checks are received and are not payable to Bryant University, an authorized department designee must endorse the check(s) over to the University by hand. This is done by endorsing the check on the back. For example:

RISBC
Pay to the order of Bryant University

Endorsements should be done at the very top of the check in order to leave sufficient room for the Bursar’s Office to endorse the check. Never, under any circumstances, should any additions or alterations be made to the front of a check.

Tips on handling cash, checks and credit card payments within your department:

All cash should group bills together by denomination and ensure that all bills are right-side up and facing the same way.

All checks should be carefully examined when received by a department. Please check the following:

  • Current date (check is less than 90 days old)
  • Text amount on the check agrees with numeric amount
  • Check is payable to Bryant University (see above)
  • Check is payable in US dollars
  • Check is signed by maker
  • Check amount is in compliance with any restrictions on the face of the check, e.g. “amounts over $10,000 require two signatures,” or “not valid for more than $5,000.00”
  • Check is written on a US bank, or, if a foreign bank, that the face of the check shows that it is payable at a bank with a US address.

All Credit Card Transactions must be secured and accessed by employees who are required on a need-to-know basis and it is necessary for them to perform their job duties.

The following information is required by the Cashier’s Office for credit card transactions:

  • A completed deposit slip for each credit card batch.
  • An attached credit card Detail Report and Settlement Report .

Please contact the Bursar’s Office at 401-232-6030 if you have any questions or need assistance.

Petty Cash Reimbursement

Petty cash is money that is kept on hand in the Bursar’s Office for minor departmental expenditures such as supplies or reimbursement of mileage that is job related. It is distributed between the hours of 8:30-11:30, Monday through Friday. The maximum reimbursement amount for each expenditure is $75.

Petty Cash Guidelines:

  • Green Petty cash vouchers can be obtained in the Bursar’s Office.
  • All petty cash forms must be signed by the required department head or authorized department director.
  • A complete account number is required. No petty cash is to be distributed unless the number is complete.
  • The petty cash limit is $75. Customers may not submit more than one petty-cash voucher for the same expense to meet the $75 limit. Any expenses over $75 will require a check request and reimbursement through the Accounts Payable department.
  • All receipts must be present at the time petty cash is given out.
  • When being reimbursed for mileage, it is necessary to attach a copy of the driving directions in order to provide an accurate mileage reading.

 

Federal Perkins Loan Program

The Office of Financial Aid is responsible for the selection of recipients for this federal student loan. The award is based upon information contained in a student’s FAFSA and funding limitations within the program. If the student is awarded a Federal Perkins Loan he/she is notified in a financial aid award letter. The student will be required to complete a promissory note and an entrance interview to learn about the rights and responsibilities as a Federal Perkins loan borrower.

The Bursar’s Office manages the Federal Perkins Loans once a student has left Bryant University or is enrolled less than half-time. Once a Federal Perkins Loan borrower ceases to be enrolled at least half-time, the Financial Aid Office will contact the student in order to set up an online exit interview. The exit interview is a federal requirement and its purpose it to review amounts owed to the University, to review the rights and responsibilities as a student loan borrower, and to sign a repayment schedule. A Federal Perkins loan is entitled to a nine-month grace period before repayment begins. During the nine-month grace period, a student borrower will be notified when the grace period will end and when repayment will begin. Repayment of the loan may extend over a 10-year period.

The loan bears a five percent interest rate on the unpaid balance of the principal. The interest starts to accrue at the beginning of the repayment period. Special deferment and cancellation privileges are available. Students are informed of the provisions and responsibilities associated with these loans in the first and final years of their enrollment through entrance- and exit-interview counseling.

The University uses a third party for Perkins billing: University Accounting Service. However, all questions regarding the repayment, deferment, cancellation, and record keeping of the Perkins Loan can be directed to the Bursar’s office.

If you are currently a Federal Perkins Loan borrower and would like to apply for a deferment, forbearance, cancellation, make a payment online, or check the status of your account online, please visit www.uaservice.com and follow the Student/Borrower link. The web site will provide you will the regulations governing your loan and allow you to download any forms that you may need to defer or postpone your payments.

Records Retention

Description
Office Responsible
Minimum Retention Policy
A/R Aging Reports Bursar’s Office Retain for five years, and then transfer to University Storage Area
A/R Audit Files & Reports Bursar’s Office Retain for five years, and then transfer to University Storage Area
A/R Billing Files Bursar’s Office Retain for 10 years, then destroy (only if account PIF)
A/R Daily Reconciliation Reports Bursar’s Office Retain for five years, then destroy
Feeds to Finance Bursar’s Office Retain for five years, then destroy
A/R General Correspondence Bursar’s Office Retain for one year, then destroy
A/R Monthly Reports: Bursar’s Office Retain for five years, then destroy
A/R Reconciliation Bursar’s Office Retain for five years, then destroy
Tuition Revenue Bursar’s Office Retain for five years, then destroy
Collections Report Bursar’s Office Retain for five years, then destroy
Assessment Reports Bursar’s Office Retain for five years, then destroy
A/R Policy Manual Bursar’s Office Retain until updated
A/R Student Write-Off Accounts Bursar’s Office Retain permanently
Collection Agency Statements Bursar’s Office Retain for five years, then transfer to University Storage Area
Federal Perkins Loan Promissory Notes Bursar’s Office Retain for three years after paid in full, then destroy

Accounts Payable

Mission Statement

Accounts Payable strives to ensure the expedient and accurate processing of all payables for the University while adhering to appropriate accounting practices and internal controls. We are also dedicated to providing quality customer service to Bryant departments and to our vendors.

 

Department Name: Accounts Payable
Contacts
 

  • Accounts Payable Supervisor, Ext. 6019
  • Accounts Payable Assistant, Ext. 6569


Appendices

General Procedures

  • All Requests for Checks are date stamped and reviewed by the Accounts Payable Office for completeness and proper approvals.
  • The Accounts Payable Office will make every effort to correct minor errors found on the check request without returning it to the origination department. It is, however, the responsibility of the department to forward complete and accurate paperwork to the Accounts Payable Office. Check requests that do not follow the University’s guidelines will be returned with a rejection notice.
  • The Accounts Payable Office produces checks at least twice a week. Checks under $10,000 are usually mailed within three business days. Checks $10,000 and over are signed by two financial officers of the University before they are mailed.

Submit To Information and Lead Times

All check requests and employee business reimbursements should be submitted to Accounts Payable – Controller’s Office. Items submitted for payment to Accounts Payable will be returned with an exception notice if the information submitted is not complete.

Allow seven to 10 days for a completed check request or business expense reimbursement to be processed after it is received in Accounts Payable.

In the case when the check is needed more quickly, please indicate “RUSH” or “TOP PRIORITY” on the request and allow three to five days for processing.

Vendor Invoice Mailing Address

Bryant University
Attn: Accounts Payable
1150 Douglas Pike
Smithfield, RI 02917

Important: All Vendor Invoices must reference Bryant University’s Purchase Order number, if applicable. If a Bryant University Purchase Order is not used, then a reference to the departmental organization number is required.

Invoices for purchases made through the Bryant University Purchasing System will be kept and processed by Accounts Payable.

Invoices for purchases not made through the Bryant University Purchasing system will be mailed interoffice to the initiating department for check-request processing.

State Tax Exemption

Bryant University is not liable for state sales tax as it is a tax-exempt organization. For purchases, employees should give all vendors the University’s corresponding state tax-exempt number. State exemption forms are available in the Accounts Payable and Purchasing offices. The exempt states and exempt numbers are listed below:

Rhode Island: 161
Massachusetts: 050 258 810

New York: EX 217806
Florida: 85-8012611632C-1

Tax Reporting Requirements

The IRS requires the University to maintain a signed W-9 form from all payees for year-end 1099 reporting purposes. Non-incorporated companies or individuals (such as consultants, speakers or partnerships) that are compensated for goods or services must furnish their Social Security Number or Federal Employer Identification Number on the W-9 form. The Accounts Payable Office will not process a check request until this form has been received. To find out if a vendor has submitted a W-9 please see the process listed under Banner Navigation for Accounts Payable-Vendor Number and W-9 inquiry.

Wire Payments

If the situation arises and a wire payment must be made, please bring the following information to Accounts Payable. We will then forward the information to the appropriate people for approval. The department will incur a $25 extra charge for each wire processed.

Domestic Wire Information needed: Vendor Bank Name
    ABA Number
Reference Number
Vendor Bank Account Number
Foreign Wire Information needed: Bank Name
     Branch Location
Account Name
Account Number
Swift Code

Payment of Purchase Order Invoices

The University’s process relating to the payment of purchase orders is as follows:

A purchase requisition is initiated by the end user and submitted to purchasing.

A purchase order is then created and sent to the vendor by the purchasing office.

A copy of the purchase order is then sent to the originating department.

After goods are received by Bryant, an invoice is sent by the vendor to the invoice mailing address.

A check request is processed by Accounts Payable and sent to the department for approval.

The department must approve the check request based upon the receipt of goods, the condition of goods, and the price. Any discrepancies are handled between the department and the vendor.

If necessary, the department must then forward the check request to their Vice President for approval.

A check is cut within the appropriate lead times once the approved check request is received in Accounts Payable.

Check Request

Preparing a Check Request

Purpose: To request the University to pay for an item that has been approved, ordered, and delivered, or to pay an advance on a concert, lecture, or entertainment reservation, etc.

Instructions – (Top Area of Check Request)

1. Mailing Instructions: If the check needs to be picked up, please indicate “Call when ready” and add your phone or extension number in this field. You will be called to pick up the check in the Bursar’s office when it is ready.

If the check is to be mailed interoffice, indicate “Send check to” and add the name and department of whoever will be receiving the check.

If the check is to be mailed normally, no information in this field is necessary.

2. Check Payable To: Indicate the full name to whom the check will be issued. If it is a new vendor. a W-9 form is required. (Refer to the Vendor number and W-9 inquiry process for directions on searching the vendor database.)

3. Address: Indicate the address the check will be mailed to. This is the remittance address found on most invoices. If the address is more than four lines, a typewritten addressed envelope needs to be included with the paperwork. (If an envelope is used, the full address must still be on the check request.)

4. Vendor Number: This is available in the Banner system. If a vendor is not listed, a completed W-9 form must accompany the paperwork.

5. Request Date: This is the date you are completing the form.

6. Date Check Needed: In the case of a “RUSH,” this is the date by which the check must be completed.

Travel Advance, Reconciliation, Reimbursement

Preparing a Travel Advance Request

PURPOSE: To request the University to advance monies for an upcoming trip or event.

INSTRUCTIONS:

1. NAME: Enter name of person who will be receiving monies.

2. DEPARTMENT: Enter department name. (Account numbers do not go in this area.)

3. PURPOSE OF TRIP: Enter purpose of trip.

4. ADDRESS: Enter address where Accounts Payable will mail check or enter “Call when ready” with an extension. You will be notified when the check is ready.

5. PART 3: Provide details of Trip (Place, Dates, etc.) This information is required.

Enter the amount of Advance requested.

6. ACCOUNT DISTRIBUTION: Enter Fund Number 11015 and Account Number 14630. (This Fund and Account Number is used exclusively for Travel Advances and should not be used at any other time.)

Print the request.

Sign the form above the Signature of traveler line.

Have the request approved by your departmental supervisor.

Forward request to Accounts Payable for processing.

**Future travel or business expense reimbursements will not be processed until outstanding advances have been reconciled.

Banner Navigation For Accounts Payable Inquiries

INVOICE SEARCH INQUIRY

1. Type – FAIVNDH

2. “Enter”

3. Click on the flashlight at the end of the vendor field

4. Click on FTIIDEN on the Options pop-up box

5. Click on Enter Query Icon or the “F7” key

6. “Tab”

7. Type all or partial vendor name in the last name field followed by a “ %” (no quotation marks) ex: for Office Concepts type Off%

8. Click on Execute Query Icon or the “F8” key

Use the up/down arrows to highlight the correct vendor if more then one vendor shows up.

9. Double click on the ID number field (vendor to be selected should be highlighted in blue)

10. Tab to fiscal year and change it if necessary

11. Next Block Icon

12. Use the up/down arrows to highlight the invoice, or just click on the invoice.

For description:

1. Highlight the invoice.

2. Click on “Commodity Information” in left column. The description is in the Commodity description field located in the middle of the screen.

For check number:

1. Highlight the invoice.

2. Tab through or use the horizontal scroll bar to get check number if available.

*If the invoice is listed but a check number is not available, the check request is either in the approval process or check process.

For check information:

1. Highlight the invoice.

2. Tab through or use the horizontal scroll bar until the check number field is displayed. Click on the icon located next to the “Check” heading.

3. Tab to bank and type F3 – if it did not default in

  • Next Block Icon

5. Exit

*Please note: This screen does not tell you if the check has been cashed. It gives you a check total and a listing of invoices paid on the check.

13. Click View Invoice Information on Left

14. Click Invoice Header on Left

This shows:

Vendor Invoice Number
Vendor Invoice Date
Mailing address of check

For Organization and Account number:

15. Continue by clicking Accounting Amounts in left column

16. Click on Review Accounting Information in left column

17. Click the Exit Icon

To view another invoice (same vendor) follow steps 11 onward.

To view another invoice, click Rollback and start again with vendor search flashlight.

PURCHASE ORDER / INVOICE INFORMATION / CHECK INFORMATION

Type – FOIDOCH

Query by Banner invoice number, purchase order number or check number

  • Enter Document type INV – for inquiry by invoice (this is Banner generated document number)

Enter Document type PO – for inquiry by purchase order number

Enter Document type CHK – for inquiry by check number

  • “Tab”
  • Type Invoice Number, Purchase Order Number or Check Number in the Doc. Code field.
  • Next Block Icon
  • Click on the area you wish to view

To view status of document click on View Status Indicators in left column and match to the status indicators on the right of the Doc. Code numbers.

Non-resident Alien Tax Policy Guidelines

Bryant University is required by the IRS to comply with specific federal tax withholding and reporting regulations when issuing payments to non-resident alien individuals. The types of payments affected include compensation, wages, honoraria, scholarships, fellowships and, in some cases, reimbursement for travel expenses. The general IRS rule is to withhold taxes at a rate of 30 percent for all payments made to non-resident alien individuals. However, an individual’s visa status, length of stay in the United States, or tax-treaty exemptions with specific countries could possibly reduce or eliminate the 30 percent tax withholding requirement in certain situations.

In order to provide Business Affairs with enough information to make a determination of tax liability, the following steps should be adhered to:

  • Indicate on the Check Request form whether the individual to be paid is a U.S. citizen (or permanent resident).
  • If the individual is not a U.S. Citizen (or permanent resident), have the Individual complete an “Alien Information Form” available in the Accounts Payable Office.
  • Include the individual’s social security number of ITIN on the Check Request.
  • Forward both the Check Request and the Alien Information Form to Accounts Payable for processing.

Once Accounts Payable receives the above documentation, they will research any tax withholding obligations. If there is a tax treaty with the individual’s home country, they will contact the individual to complete an IRS Form 8233 or W8-BEN, which will allow the college to reduce or eliminate the tax requirements. If no tax treaty exists with the individual’s home country, Bryant will withhold federal tax at a rate of 30 percent for all compensation.

One special note regarding Canadian citizens who waive visa status at the border, and other non-U.S. citizens who travel to the University for business on a B1 or tourist visa. The laws have recently been modified for all colleges and universities to pay these persons honoraria and travel expenses if they meet the following criteria:

  • The length of stay cannot exceed nine days
  • They must not have received more than nine honorarium payments in the United States in the six months prior to arriving at Bryant.

Moving Expenses

Reimbursements for moving expenses must be approved by the president or the divisional Vice President.

When an employee is relocated from one workplace to another or relocates to begin a new job, the employer often pays for the costs of the move, either directly or by reimbursing the employee for moving expenses. Generally, if an employer reimburses an employee or pays a third party directly for moving expenses that qualify for a tax deduction, the amount reimbursed or paid is not included in the employee’s income. All other amounts paid or reimbursed must be included in income and are subject to federal income-tax withholding, social security, and Medicare taxes. The following paragraphs explain the current rules governing the tax treatment of job-related moving expenses.

Initial Tests of Deductibility Distance and Time

Before expenses of a job-related move can be considered deductible and reimbursements for these expenses excluded from income, two tests must be met:

1. The new workplace must be at least 50 miles farther from the employee’s old residence than the previous workplace was. If there was no previous workplace, the new workplace must be at least 50 miles from the employee’s old residence.

2. During the 12-month period immediately following the move, the employee must work full-time for at least 39 weeks in the general location of the new workplace.

If the employer reasonably believes the employee will meet these two tests, payments made to a third party or reimbursements made to the employee for expenses related to the move are not included in income, provided the expenses themselves meet the tests for deductibility. This results in an “Excludible Relocation,” which is a non-taxable fringe benefit.

If the two tests are not met, the reimbursements are considered a taxable fringe benefit.  

There are two types of deductible moving expenses:

  • Transportation and in-transit storage of household goods and personal effects; and
  • Traveling from old residence to new residence (includes lodging but not meals) .

Non qualified expenses include meals, house-hunting and lease breaking.

Transportation of Household Goods

All reasonable expenses incurred in packing and moving household goods and personal effects to the new residence and storing and insuring them while in transit are deductible. Storage costs constitute ‘in-transit” expenses if they are incurred within 30 days after the goods and effects are moved from the old residence and before delivery to the new residence. The employer can reimburse the employee for the expenses or pay a moving company directly.

Expenses of Traveling from Old Residence to New Residence

While traveling from the employee’s old residence to the new residence, all reasonable expenses incurred, such as transportation and lodging during the trip, are deductible. However, a deduction for meal expenses is no longer allowed while traveling to the new residence. The mileage rate for moving expenses is available from the Accounts Payable Office.

Household Members

The deduction for an employee’s moving expenses includes amounts spent on transporting and storing household goods and personal effects belonging to members of the employee’s household who live in both the old and new residences. Their reasonable expenses in traveling from the old residence to the new residence are also a deductible expense to the employee.

IMPORTANT: Moving expenses are deductible only to the extent they are reasonable in relationship to the move. This means the shortest and most direct routes must be taken when traveling and conventional modes of transportation must be use. If not, any excess expense incurred is not deductible. Also, lodging expenses incurred while traveling may not be “lavish or extravagant.”

Purchasing and Auxiliary Services

The Purchasing Department of Bryant University is responsible for overseeing the procurement practices, as well as the purchasing policies and procedures of the University that include travel and entertainment as well as the Procurement Card. In addition to purchasing, the Director of Purchasing oversees Auxiliary Services, which include all food operations, the US Post Office Contract Station, Bulldog Buck purchases, laundry, vending, soda, office supplies, food services, and the Copy Center on campus.

OUR MISSION

The Purchasing Department will provide superior Customer Service by strategically determining the needs of Internal Customers, finding qualified suppliers and selecting the supplier that will provide the best value to the University and University Community.

TRAINING
The purchasing process can be complex with its various guidelines and procedures. In an effort to assist the Bryant Community, brief training sessions and/or reviews discussing the purchasing process are available for new employees or entire departments.

Please feel free to or stop by the Purchasing Department with any questions or concerns regarding Purchasing procedures.  Job-aids on several topics are available to assist users with the process.

Strategic Sourcing — The Bryant Purchasing Department will take a strategic look at the needs of the entire University when conducting bids. This Strategic Sourcing strategy will not only provide value to multiple departments but will provide greater savings by increasing volumes utilizing common supplier purchases on behalf of the entire University.

Sustainable Purchasing – Whenever possible, items will be purchased which contain recycled content and/or are considered sustainable.  These sustainable suppliers will be required to provide Bryant with annual reports, showing the quantity and dollar value of products purchased.  Efforts will also be made to assure that suppliers of services operate on campus in a manner that is environmentally friendly.

 

OFFICE HOURS

Academic Year: Monday – Friday: 8:30 am – 4:30 pm                                                               Summer Hours: Monday – Friday: 8:30 am – 4:00 pm

Contacts
  • Director of Purchasing and Auxiliary Services, Ext. 6320
  • Purchasing Manager, Ext. 6018
  • Purchasing Asst., (Part-time) EXT. 6018
  • Manager, Auxiliary Services, Ext. 6036

Appendices
Sole Source/Proprietary Procurement Request Form

Preferred Vendor Form

Purchasing Card – Cardholder Application

Purchasing Policy

Throughout the following sections, you will find detailed information that will help guide you through your purchasing experience both efficiently and thoroughly.

For further information concerning technology purchases (hardware and software), please consult the Information Technology Help Desk website – IT Help Desk.

Any time you have questions, please do not hesitate to call Purchasing at Ext. 6018, or feel free to stop by our office for assistance.

GENERAL PURCHASING GUIDELINES

The Purchasing Department has significant experience in Supplier Management, and at any time, anyone may request assistance for the sourcing of qualified suppliers, the review of quotes, and/or the best value analysis of supplier pricing. The Purchasing Department is also available to assist with contract negotiation on behalf of the University.

Purchasing guidelines based on pricing are detailed below. In addition, please consult the commodity-specific purchase section.

Purchases $5,000 and under

Orders $5,000.00 and under do not require a purchase order.  An organization number should be given to the supplier and used as a reference number for billing purposes. Should a supplier require a purchase order, please follow the purchase requisition guidelines.

Purchases greater than $5,000 and less than or equal to $10,000

Purchases of goods or services greater than $5,000 and less than or equal to $10,000 require at least three (3) verbal-quote-form.  Please use Appendix 2 and attach the verbal-quote-form, along with the backup, to the purchase requisition.

Purchases greater than $10,000 and less than or equal to $25,000

Purchases of goods or services greater than $10,000 and less than or equal to $25,000 require at least three (3) written quotes. The requesting department provides written specifications of the required products or services to suppliers and acquires their written quote on company stationery or via business email.  (These quotes are maintained by Accounts Payable for 7 years and act as a permanent record for auditing purposes per IRS guidelines.)  A spreadsheet with an analysis of the quotes should be completed by the department and attached to the purchase requisition along with all quotes received.

The following items are excluded from the quote process:  (PO’s are still required)

  • Subscriptions to professional publications
  • Proprietary software licenses
  • Maintenance contracts for installed equipment when only provided by the manufacturer or Value Added Resellers (VAR)
  • Maintenance contracts for capitalized (Over $5,000 original cost) equipment
  • Conference fees and/or memberships for professional organizations
  • Legal services, specialized consulting services, and investment advisory services
  • Artists and performers
  • Architectural and professional engineering services

Purchases greater than $25,000

All purchases greater than $25,000 require a formal RFP.  Please refer to the RFP Process.

For any services greater than $25,000 that you wish to be excluded from the RFP/Bid Process, a Preferred Supplier Form or Sole source Justification Form may be utilized.  This form must be submitted to the Purchasing Office and approved by the Director of Purchasing prior to the commencement of services. Please refer to the Other Considerations or Preferred Supplier sections for information.

 GENERAL PURCHASING GUIDELINES – Campus Management Only

  • Purchases of goods or services greater than $5,000 and less than or equal to $10,000 require at least three (3) verbal quotes. Please use Appendix 2 and attach the verbal-quote-form along with the backup, to the purchase requisition.
  • For purchases greater than $10,000 but less than or equal to $50,000, three written quotes are required.
    • Construction related purchases only – For purchases greater than $10,000 but less than or equal to $20,000, no written quotes are required. If there are no quotes, costs must be detailed in the purchase requisition.
    • When a contractor is already on campus performing services, and similar type services of less than or equal to $25,000 become necessary within the University, Campus Management may request a supplementary written quote from the current contractor. This quote and a memo justifying continued contractor service must be sent to the VPBA for approval prior to the contractor performing the additional job(s). After approval, both the memo and quote should be submitted with a purchase requisition. (For additional jobs of over $25,000, 3 written quotes are required.)
  • For projects greater than $50,000 but less than or equal to $100,000, contractor services must be bid through an RFQ Form (Appendix 5).
  • For construction, major building repair, and upgrade projects totaling more than $100,000, an RFP must be done.
  • Furniture, fixtures and equipment associated with these projects must adhere to the standard $25,000 RFP threshold.
  • Time and Material Purchases: In cases where time or circumstance make competitive bidding of certain construction services impractical the Vice President of Business Affairs may authorize contracting for services on a time and material basis. In such a case, the project manager will submit a purchase requisition that clearly describes the project scope and the names of all contractors and subcontractors expected to be involved in the work. The purchase requisition generated by Campus Management should list the hourly rates for all significant trades including burden for general and administrative expenses as well as rental rates for equipment employed in the work. All Bryant standard terms and conditions will apply.The contractor will be required to provide a detailed invoice matching the work performed for each application. Each application will provide detail on labor hours, equipment hours, and material utilized. Backup must accompany showing actual costs for material and any markup. The project manager will be required to certify the accuracy of all claims as well as assuring that the contractor has worked diligently to complete the scope of work.

A Preferred Supplier or Sole Source Justification Form may be utilized for any specialized service.

Please refer to the Other Considerations, Preferred Supplier, RFQ Process, or RFP Process, sections for more information.

Emergency Building Repairs

Under the responsibility of Campus Management, emergency repair parts or services are exempted from the Purchase Order, RFQ and RFP process.  In this case, a check request is utilized for payment which must include an explanation of the emergency and repair.

COMMODITY-SPECIFIC PURCHASE GUIDELINES

Furniture – All furniture purchases made to supplement an existing office, regardless of cost, will be sourced by the Purchasing Department and will require a Purchase Requisition.  No furniture may be purchased with a Procurement Card (P-Card). Please contact the Purchasing Department at x 6018 for assistance.

Furniture related to office or building renovations are handled by a Project Manager in the Facilities Department.

Computer Hardware, Software and Maintenance Agreements – All hardware and software requests must be directed to the Help Desk.  All software maintenance agreements should be approved by Information Services prior to purchase.

Computer Equipment, Multifunctional Devices & Printers – All requests must be directed to the Help Desk.  Equipment will then be sourced and purchased through Information Services.

General Office Equipment – Office Equipment such as large capacity shredders, laminators, etc., will be sourced and purchased through the Purchasing Department.

Construction and Building Services – Please contact Campus Management.

OTHER CONSIDERATIONS

Suppliers falling under the following three categories do not require bids regardless of amount.

  • Sole Source Supplier – A sole source supplier is exclusively able to provide a unique product and/or service required by the University.
  • Proprietary Supplier – A proprietary supplier provides equipment that will maintain, interface directly with, or attach to equipment of the same manufacturer, and no other manufacturer’s products or services will correctly interface with the existing equipmen Common examples are supplementation of existing classroom equipment, elevators, lab equipment, security systems, etc., which can only be serviced or supplied by the manufacturer or a single supplier.
  • Brand Name Specified – A brand name may be specified by an executive officer of Bryant University, or a designer or engineer who excludes consideration of proposed “equals.”

When using a Sole Source/Proprietary Supplier, it is necessary to include the sole-source-justification-form (Appendix 3) and attach it to the requisition.  If the exception is found to be unwarranted, the Purchasing Department will research the item or service and provide the department with a list of additional qualified suppliers. Competitive quotes should then be obtained by the department. The sole source/proprietary documentation will remain on file as part of the official procurement documents and may be subject to audit or review by interested parties.

PREFERRED SUPPLIER

A preferred supplier status eliminates the need to obtain quotes for certain products and/or services but does not eliminate the need to create a purchase requisition.  Preferred Supplier status is valid for three years from date of approval; however if an approved supporting contract states the contract is longer than 3 years, then the contracted term will apply.

Please contact Purchasing for further assistance.

Establishing Preferred Suppliers

In order to establish a Preferred Supplier status, a supplier must meet the following criteria:

  • Competitive and consistent pricing
  • Timely delivery of product
  • Exceptional Service
  • Familiarity with campus needs
  • Adherence to University policies

Departments are then required to follow the steps below.

  1. Obtain three written quotes for three separate purchase requests with each request being over $5,000 or conduct an RFPs/Bid Process for purchases totaling over $25,000 annually.
  2. Complete the preferred-supplier-form, (Appendix 4).

All quotes and information should be forwarded to the Purchasing Office for review.  Supplier approval will then be determined by the Director of Purchasing in consultation with the VPBA and departments will be notified once a vendor is approved. Suppliers may be removed from the Preferred Vendor list for low volume or lack of business transacted during any given 12 month period.

Preferred Supplier Renewal Process

In order to preserve the integrity of Bryant University’s purchasing practices, the status of all Preferred Suppliers will be reviewed every 3 years using the steps shown above.

CONFIDENTIALITY

It is the duty of anyone who comes in contact with quotes, specifications, drawings or any other materials submitted by a supplier to keep that information strictly confidential, not sharing any information with any outside company, agency or any Bryant personnel that are not directly connected with the bids or project.

**Exceptions to purchasing policy are made exclusively by the Vice President for Business Affairs**

PROCUREMENT PROCESS

Purchase Requisitions

A purchase requisition is a request to order, not an order itself.  It is the responsibility of the requesting department to enter a requisition on-line into Banner. The requisition process encumbers budgeted funds at the time of creation. The requisition must contain detailed information about the goods or services ordered (delivery, price, payment terms, length of contract or services, etc.). After printing, please note Purchase Order delivery method by providing a valid supplier email address, fax number, or request as an internal order.

Please note: An internal purchase order is used to encumber budgeted funds for the procurement of goods and/or services but the Purchase Order is not transmitted to the supplier.

A purchase requisition is required even when a separate contract is signed.

The printed requisition, along with all required quotes or contract copies, is then approved by the appropriate budget manager and forwarded to the Purchasing Department for review and generation of a Purchase Order.

Purchase Orders

A Purchase Order is a contract between Bryant University and a supplier and contains not only the detailed information provided from the requisition, but Terms and Conditions required by state and federal laws and by University policy.

If repeated purchases are to be made from the same supplier for the same type of commodity or service within a fiscal year, the originating department may request a Blanket Purchase Order (BPO) by indicating this within the body of the requisition. The Purchasing Department encourages the use of BPO’s for goods or services where it is advantageous from a pricing point of view.  BPO’s are not exempt from the quote/bid process, however, they eliminate the need for multiple requisitions for items such as leases, rentals, cell phone, utilities, etc.

Upon final approval of the requisition by the Purchasing Department a Purchase Order will be issued within 24-48 hours.  The Purchase Order is transmitted to the requestor and supplier based upon the delivery method requested on the requisition.

Please note that all purchase orders immediately encumber the entire amount of the requisition. If an order is canceled, any unused funds are released from encumbrance making the funds available to the department for other purchases.

General Purchasing Requirements
Amount Method Requirement
 

$5,000 and under

 

P-Card or Check Request

 

Over $5,000 to $10,000

 

Purchase Order

3 Verbal Quotes obtained by Requestor (see exclusions) – shown on verbal quote form (Appendix 2)
Over $10,000 to $25,000 Purchase Order 3 Written Quotes – Obtained by Requestor (See exclusions)
 

Over $25,000

Purchase Order Full RFP / Bid Process (Except for Sole Source and Preferred Supplier)

 

 

General Purchasing Requirements – Campus Management Only
Amount Method Requirement
 

$5,000 and under

 

P-Card or Check Request

 

Over $5,000 to $10,000

 

Purchase Order

3 Verbal Quotes obtained by Requestor (see exclusions) – shown on verbal quote form (Appendix 2)
Over $10,000 to $50,000 Purchase Order 3 Written Quotes – Obtained by Requestor (See exclusions)
Over $50,000 to $100,000 Purchase Order Full RFQ / Bid Process (Except for Sole Source, Preferred Supplier and Emergency Work)
Over $100,000 Purchase Order Full RFP / Bid Process (Except for Sole Source, Preferred Supplier and Emergency Work)

 

W-9’s

W-9 forms are required from all suppliers. When entering a requisition, if the supplier of choice is found to be new or inactive, the requisitioner is responsible for obtaining a current W-9 from the supplier, which should then be forwarded to Purchasing along with the requisition.

Delivery Address

For all orders, please ensure suppliers use the “ship to” address below:

Bryant University
Attn: __________

1150 Douglas Pike
Smithfield, RI 02917-1284

Failure to provide complete shipping information could result in the delay or even loss of ordered merchandise.

The Purchase Order number should be clearly referenced on the packing slip or written on the outside of the package.

The Receiving Department signs for most shipments delivered to Bryant University. Upon delivery of merchandise, the user department is responsible for verifying the quantity and quality of each order.  If an order is not complete or if any goods need to be returned to the supplier, it is the department’s responsibility to notify the supplier immediately. If the order was placed using a Purchase Order, the department should also contact Purchasing so that 1.) A note may be placed on the purchase order to prevent payment for incorrect or incomplete orders and 2.) Purchasing may assist in the return and rapid replacement of any damaged goods or the quick shipment of missing goods.

Insurance & Licenses

All Suppliers performing services on campus must provide certificates of insurance prior to the commencement of work or service. This is in addition to permits and licenses applicable to their trade. It is the responsibility of departments to obtain this documentation.

Certificates of insurance should list Bryant University as an additional insured in accordance with minimum insurance requirements as determined by Risk Management.

All purchases with an aggregate amount over $250,000 require that the full Insurance Policy be obtained from the supplier.

Deposits

The University should make every effort to avoid paying deposits to suppliers unless there is a significant discount or other benefit given as a quid-pro-quo.  If deposits are requested, refer the matter to Purchasing who may be able to negotiate a waiver or reduction of the deposit amount.

Open Purchase Orders

Twice a year, the Purchasing Department will run a list of open purchase orders that may have partial or full commitments remaining.  Purchasing will then look at individual PO’s based on transaction date, remaining balance, etc., and may notify appropriate departments of the open order(s).  The department is then responsible for verifying continued PO activity or voiding the outstanding commitments.

Purchase Orders at Year End

All blanket purchase orders will be closed at year-end and must be renewed every fiscal year. Regular purchase orders remain open and any remaining commitment will be rolled and encumbered into the next fiscal year.

Change Orders

A change order may be requested to modify an existing purchase order. Change orders may incorporate an increase or decrease in the item quantity or dollar amount, a change in the account distribution, or any other substantive change. For dollar amount modifications to a purchase order totaling under $5,000, an approved email listing the changes, should be sent from the budget manager to the Purchasing Department at purchase@bryant.edu.  Dollar Amount modifications in excess of $5,000, may also be requested by email to the Purchasing Department however the budget manager and divisional VP must approve the email before any changes will be completed. All change orders must be accompanied by appropriate documentation to verify the necessity for the change.

Purchase Order Overages

When an invoice exceeds the purchase order amount by more than $2,000, a change order is required.

Purchase Order Cancellation

To request the cancellation of a purchase order, send an email to Purchasing at purchase@bryant.edu

RFQ PROCESS – Campus Management Only

For smaller scope projects of $50,000 but less than $100,000, an RFQ Form (Appendix 5) may be utilized to solicit a minimum of 3 quotes for all good & services. Prior to generation of the RFQ form, an email will be sent from the CM Project Manager to the Purchasing Department and VPBA to inform them of the project and the suppliers that they anticipate to bid on the project.  Purchasing and VPBA will reply to this email with the suggestion of any additional vendors within 4 hours.  The RFQ form will then be generated by the CM Project Manager and sent out to the Purchasing Department, the VPBA, and to a minimum of 3 potential suppliers.  The bidder responses should contain, in exacting detail, a description of relevant parameters such as:

  • Quantities/Volumes
  • Description or drawings current
  • Quality levels
  • Delivery requirements
  • Term of contract
  • Quote Valid Until
  • List of subcontractors
  • Other value added requirements or terms

The RFQ form will specify a deadline date and time for supplier response.  Bidders will respond via E-mail to Purchasing and the CM Project Manager. If bidders communicate requests for clarification during the bid period, then a written or sketch answer/clarification will be simultaneously sent to all bidders as well as the Purchasing Department. Copies of all bids will be attached to the Purchase Request.

Upon receipt of quotes, a comparison and analysis of the RFQ responses may be done by the Purchasing Department and forwarded to the Campus Management department for their review.  This analysis will include pricing of service, review of relevant parameters, and overall best value for the University.  The supplier or provider of choice will be recommended by the Campus Management and Purchasing departments to the VPBA. Any request for documented projects or those greater than $100,000 require a formal Request for Proposal (RFP) process as described in this document. (page 14)

RFP PROCESS

A Request for Proposal (RFP) is a solicitation to potential suppliers to submit business proposals for the procurement of a commodity or service.  An RFP is done through a bidding process which outlines the procedure, contract terms and provides guidance on how the bid should be formatted and presented. It is typically open to a selection of bidders which creates open competition between companies looking for work. All RFPs, with an attached list of bidders must be reviewed and approved by the Divisional Vice President prior to the release to the bidders by the Purchasing Office. Anticipated time to review and comment or approve is 72 hours from receipt.  Longer review times may be required due to the complexity of the subject matter, employee absence or other circumstances.

Soliciting Competitive Bids

All products and services (with the exception of medical and dental insurance) with an individual cost of over $25,000 or an annual aggregate cost of over $25,000 require the RFP/Bid process be completed in conjunction with the Purchasing Department.

The Campus Management and Project Management Departments RFP requirement begins at the $100,000 level, for costs associated with construction, major building repair, and upgrade projects only.  Furniture, fixtures and equipment associated with these projects must adhere to the standard $25,000 RFP threshold.

It is suggested that departments consult with Purchasing early in the RFP process. An RFP Package will be prepared by the department and forwarded to Purchasing for review. The requesting department is responsible for preparing a set of specifications and time lines that is sent to Purchasing for inclusion in an RFP Document.  The requesting department should also provide purchasing with a list of qualified suppliers. If at least three suppliers are not known, Purchasing will make best efforts to source additional suppliers.

Once the RFP package has been reviewed, Purchasing will be responsible for the distribution of the package to suppliers, whether electronically or by hard-copy.

When furniture, fixtures or equipment are needed, and expected to cost in excess of $25,000, three suppliers should be invited in to survey the area and allowed to measure if possible, and/or be given a set of floor plans. Each supplier would then present a proposal of furniture items under consideration. The most appropriate and cost competitive supplier would be given the award for the contract.

Some RFP processes typically include a period of time when suppliers are permitted to submit questions and/or requests for RFP clarification to both the Purchasing Department and originating department via email (see Table below). The department will forward a response to all questions via email to the Purchasing Office as well as to all bidders. This will be done in accordance with a time specified in the RFP documents. Answers to the questions will also be printed and attached to the bid evaluations matrix as part of the permanent bid record.

Bid results are expected to remain confidential.  The results of the bid submission are held in confidence to allow equitable treatment to all bidders and to assure that no supplier has an unfair advantage. Participants in the evaluation process should not disclose or share any information pertaining to pricing, trade secrets, contents, terms and conditions, or any other information collected during the RFP process with anyone other than University staff involved in the bid review process.

All bids and proposals must be returned to the Purchasing Office by the supplier(s) in hard copy. Email replies will not be accepted unless otherwise noted in the RFP. Bid packages will be opened and recorded by Purchasing on the date and time specified in the RFP.

Upon opening, copies will be distributed to the requesting department and evaluation will be done by Purchasing for adherence to the Terms and Conditions and Commercial Requirements.  The requesting department will evaluate based on the specifications. Departments are not required to choose the supplier based on price only. However, when the lowest bidder is not chosen, justification should be provided as to what factors contributed to the choice.

It is strongly recommended that the originating department prepare a bid comparison matrix; a copy of this matrix should then be forwarded to the divisional VP for review and approval. After a thorough review of the evaluation matrix and bid documents, and after all required signatures and approvals have been obtained, recommendations for bid awards will be made by the originating department. Purchasing and the sponsoring department will meet to discuss evaluations, and select the bidder providing the best value to the University.

If a Best and Final meeting or conference call is conducted, the Purchasing Department should be invited to clarify any issues regarding Terms and Conditions and possibly negotiate a more favorable price or terms.

Once the final award decision has been made, the originating department will prepare a purchase requisition. A copy of the bid evaluation matrix should be attached to the requisition. The requisition should be submitted to Purchasing with all pertinent documentation and approval signatures to validate the bid award.

Upon completion of the above, the bidders must be notified.  Please note that final bid award decisions are at the discretion of the Divisional Vice President.

Sample RFP Schedule
RFP and Specifications issued by the University January 15, 20XX
Deadline to submit questions on this RFP to Sponsoring Department and Purchasing by 12:00 Noon January 29, 20XX
Quotes due to the Purchasing Office at the University by 12:00 Noon February 12, 20XX
Review and Evaluation Complete February 21, 20XX
Final review and negotiation with selected final

suppliers visiting the University in Smithfield, RI

Week of Feb. 24, 20XX
Award         (no later than) March 7, 20XX

 

Pre-Bid Conferences

If it is determined that a Pre-bid conference is necessary for the overall success of the project, it is required that Purchasing and the divisional VP are informed/invited to the meeting. Pre-bid meetings, as a good business practice, should be held no later than five business days after distribution of the RFP documents. All suppliers involved will be invited to the Pre-bid and will be encouraged to attend, ensuring fairness in the bidding process. To expedite the process, typically one-on-one supplier meetings should not be scheduled during the RFP/Bid process. It will be at the discretion of the RFP sponsor to determine if supplier attendance is mandatory.  If attendance is mandatory, suppliers that do not attend the Pre-bid may be disqualified. If a supplier does not attend the mandatory meeting but is not disqualified, it becomes their responsibility to obtain any information and/or documents distributed at the Pre-bid meeting.

VEHICLE ACQUISITIONS

All vehicles will be acquired by the Purchasing Department in accordance with approved purchasing guidelines. Bidding shall be done, in bulk, when possible.

Vehicles that register at least 100,000 miles on the odometer and are at least six (6) years old from date of acquisition, are eligible to be replaced in the next fiscal year, depending on the condition of the vehicle.

Vehicles that are driven primarily on campus should be considered for replacement

  • After ten years of service
  • When they no longer can pass state inspection
  • When the cost of essential repairs is likely to exceed the book value of the vehicle.

In the case of special purpose vehicles (Campus Management Department Trucks & Heavy Equipment) the Campus Management Director and supervisor(s) will work with Purchasing and provide a list of required vehicle specifications and features needed.

VEHICLE REGISTRATIONS

The Purchasing Department is responsible for the renewal of all vehicle registrations. Purchasing will renew registrations online using the Procurement Card. Departments will see the charge appear on their monthly budget reports.

Departments losing registrations are required to send a representative to the Registry for a duplicate registration. Prior to going to the Registry, the representative needs to have the Registration Form signed by the Director of Purchasing, as well as a notary.

Insurance Cards must be carried in all University vehicles. Cards are issued on a yearly basis. If a replacement is needed, please notify the Risk Manager at Ext. 6006.

All vehicle titles are to be sent to the Director of Purchasing. When vehicles are being traded in, it will be necessary to have the title for that vehicle.

EQUIPMENT REPAIRS

Most repairs to equipment can be paid as a direct expense. When equipment is in need of major repair (over $5,000), three quotes must be obtained before the work begins and a purchase requisition must be completed.

DEPARTMENTAL CHARGES AT AUXILIARY VENDORS

For departmental purchases made at any auxiliary on-campus vendor such as Follett, Subway, Dunkin, etc., a signed and approved 3-part departmental charge slip must be presented to the vendor and any applicable discounts will be applied. The slips are consolidated monthly by the vendor and forwarded to Accounts Payable (A/P) for payment.

CONTRACTUAL PURCHASES

Contractual purchases at Bryant University should be negotiated keeping the University’s best interest in mind. Contracts should be signed in accordance with the University authorized-signature-approval-grid shown in Appendix 1. Copies of all signed and executed contracts should accompany the purchase requisition. Questions regarding this policy should be directed to the Purchasing Office at ext. 6018.

If an agreement or contract has a Renewal Option, supplier performance should be reviewed prior to renewal.  The user department or Purchasing should review the terms of the renewal and make sure the existing supplier is meeting performance measurements as defined in the agreement.

CREDIT CARDS

The Bryant University Procurement Card (P-Card) is administered through JP Morgan Chase. This P-Card allows for ordering and payment in a more efficient and cost effective manner. Potential cardholders should contact the Purchasing Department at ext. 6018 for more details.

The P-Card may be used for purchase amounts up to the individual’s single transaction limit either on the internet or at stores and other establishments.  When purchasing online, keep in mind the University’s best interests and check local supplier pricing prior to placing your order.

Purchases on the P-Card will be monitored through daily and monthly procurement card auditing. Any abuse of general purchasing policies will be addressed and could lead to the cancellation of the procurement card.

Please see the Bryant University P-Card Manual for additional information.

http://my.bryant.edu/resources/purchasing/files/P-Card%20Manual%20Revised%20Final%208-2014.pdf

DIRECT PAYMENTS – No Purchase Order Required

Most purchases under $5,000 do not require a requisition or purchase order. . For these purchases, a check request must be prepared and approved in the originating department and submitted with the invoice to Accounts Payable for final approval and payment.

SURPLUS FURNITURE

A limited amount of surplus furniture is available to the Bryant Community (at no cost to the department) for on-campus use only.  All furniture is allocated on a first come, first served basis.  Should the need arise to view the surplus furniture storage area, call Receiving at Ext. 6436 to make arrangements.

OFFICE SUPPLIES

The University is currently under a contract for office supplies with WB Mason. All departments have access to the WB Mason website. Contact Purchasing at 6018 for user name and login information. Orders are delivered daily.

If you have items to be returned, need general ordering information or have any questions, log into the WB Mason web site and click on the Support tab and Support Requests in the drop down.  Choose the appropriate heading in the Select Subject dropdown and type an explanation in the message field.  Their customer service representative will respond to you via email.

Due to Bryant’s contract with WB Mason, purchases from outside suppliers (such as Staples) are prohibited.

Personal PurchasesFor added value to the members of the Bryant Community, WB Mason has extended its contract pricing to faculty and staff which is utilized with a personal login available from the Purchasing Department. These purchases are paid using the employee’s personal credit card, subject to sales tax, and delivered to the campus Post Office. The Purchasing Department is not responsible for any personal purchases made through a Bryant supplier.

TRAVEL

All business travel arrangements may be made through the University’s approved travel agency, Donovan Travel (401) 885-3500.

When making reservations please give the agent your six-digit organization (department) number. Donovan will charge the University directly – a check request is not required. This is helpful for those that are not Bryant University p-card holders as although you may use your own personal credit cards to book travel, reimbursements will get paid to you through the Accounts Payable Department.

If you hold a P-card, you may prefer making your own travel arrangements through any major travel website.

CAR RENTALS

Car Rental discounts for business and personal travels have been negotiated and are available for Enterprise and National Car Rentals.  Please call the Purchasing Office to obtain the discount codes.

 

Appendix 1 — Signature Authorization Grid

 

Final Authority Final Authority Final Authority Final Authority
Level 1 Level 2 Level 3 Level 4
President / or VPBA ONLY VP’s and Assoc. & Assist. VP’s ONLY Deans, Exec Director, Sr. Assoc. Directors. Directors, Chairs, Business Managers & Dept. Managers Other Managers & Select Others
Revenue – Contracts $10,000+ <$10,000 None None
Revenue – Grants All None None None
Non Salary Related
Purchase Order Requisitions & Contract Commitments $100,000+ < = $100,000 < = $5,000 < = $1,500
Invoice Expenditures (w/o supporting contract) $50,000+ < = $50,000 < = $5,000 < = $1,500
Employee Expense Reimbursements $5,000+ < = $5,000 < = $2,500 < = $1,500
Purchasing Card Transactions (underlying policy limits documented) $25,000+ < = $25,000 < = $2,500 < = $1,500
Leasing Arrangements (excluding one-time rentals) VPBA Only None None None
Non P-card Travel Authorization; ( One over prior approval necessary) $25,000+ < = $10,000 < = $2,500 < = $1,500
Special Cases
Legal Expenses Student Affairs(student related), HR (employment related), and B&FA (General) Only – all litigation prior to commitment to be approved by President
Employee Benefits Payroll and Payroll Taxes HR Only
Employee Separation and Union Memos of Agreement HR Only
Sale of Assets Business Affairs Only
Check Signing and Money Transfers Business Affairs  Only (VPBA and Assoc. VPBA with President and VPAA as backups)
Stock Gift Acceptances and Sales Development and BA divisions Only
Debt Service Agreements and Payments Business Affairs Only
Donations to Non Profit Organizations above $5,000 President Only
Notes:
Advanced written approvals need to be obtained for all travel (P-Card non-P-Card)
P-Card limits do not apply for certain individuals who approve transactions on behalf of others in specific offices.
All transactions for the Academic Affairs Division require the additional approval of the Academic Affairs Division Business Manager
All transactions for Grants require the approval of the Associate Director of Financial Planning & Budgeting (Controller’s Office).

 

Appendix 2 – Verbal Quote Form

 

Bryant University Verbal Quote Form

(For purchases over $5,000 and less than or equal to $10,000)

 

Item to be Purchased (Be as specific as possible)

Click here to enter text.

 

Quantity needed:    Enter Quantity Here

Date Needed:         Click here to enter a date.

 

Supplier Name: Enter Supplier Name Here
Supplier Contact Name: Enter Supplier Contact Name Here
Supplier Contact Phone or e-mail: Enter Supplier Phone or Email Here
Price Quote: Enter Supplier Price Here

 

Supplier Name: Enter Supplier Name Here
Supplier Contact Name: Enter Supplier Contact Name Here.
Supplier Contact Phone or e-mail: Enter Supplier Phone or Email Here
Price Quote: Enter Supplier Price Here

 

Supplier Name: Enter Supplier Name Here
Supplier Contact Name: Enter Supplier Contact Name Here
Supplier Contact Phone or e-mail: Enter Supplier Phone or Email Here
Price Quote: Enter Supplier Price Here

 

Is the chosen supplier in our database with a valid W-9?  If no, please obtain a W-9.

Does the chosen supplier have an up-to-date Insurance Certificate on file at Bryant University?  If no, please obtain.

Appendix 3 — Sole Source Justification Form

Bryant University Sole Source/Proprietary Procurement Request Form  

(Forward this form to Purchasing, along with the purchase requisition, for amounts exceeding $5,000)

 

 

DATE:                        Click here to enter a date.

TO:                             Purchasing Department

FROM:                   Click here to enter text.

VENDOR NAME:    Click here to enter text.

Check One:

_____   Is this a sole source procurement?  “Sole Source” is defined as a product or service which is practicably available only from one source.  Please answer the 4 questions below and sign.

_____   Is this a proprietary procurement?  A proprietary specification restricts the acceptable product(s) or service(s) to one manufacturer or vendor.  A common example would be specification by brand name which excludes consideration of approved “equals”.  Although all sole source specifications are proprietary, all proprietary specifications are not sole source.  Proprietary items may be available from several distributors.. Please answer questions 1 and 2 below and sign.

_____   Is this a Brand Name Specified procurement?

The following is a list of questions which will substantiate a Sole Source or Proprietary Procurement.  It will help expedite processing if you will provide thorough and sufficient detail to clearly answer each of these questions.  Please use additional sheets and attach all additional information to this form if necessary.

  1. Briefly, what is the aim of the project in which this product or service will be used.

Click here to enter text.

  1. Why is this the only product or service that can meet the University’s requirements? Uniqueness?  Compatibility?  Integral component?  Please explain in detail.

Click here to enter text.

  1. Why is this Supplier practicably the only available source from which to obtain this product or service?

Click here to enter text.

  1. What efforts have been made to obtain the very best price possible? Why do you feel this price is fair and reasonable?

Click here to enter text.

 

___________________________        __________________________

Authorized Departmental Signature                        Date                       Director of Purchasing                                     Date

Appendix 4 — Preferred Supplier Form

Bryant University Request for Preferred Supplier Status

(This form is also used for the Requalification of Preferred Supplier Status)

 

 

Vendor Name:      Click here to enter text.                  Date of Request:  Click here to enter a date.

This form should be used to request or re-qualify Preferred Supplier Status for those suppliers who perform above and beyond in meeting University expectations.  Please complete the information below, then forward to the Purchasing Office for review.

  1. Competitive and consistent pricing: The department must show the supplier proved best value pricing for three separate orders by attaching three competitive quote packages for purchases between $5,000 and $25,000 and/or an RFP/Bid result(s) (as per step 1 for Establishing Preferred Suppliers in the Purchasing Policy).
  1. Delivery of Product: Please explain how this supplier’s adherence to departmental deadlines has enhanced customer relations.

Click here to enter text.

  1. Exceptional Service: Please provide examples of how this supplier’s service to your department has enhanced customer relations.

Click here to enter text.

  1. Does this supplier offer discounts or other incentives? Please explain.

Click here to enter text.

  1. Please explain other attributes that exemplify how this supplier’s relationship with your department and the University make for a successful partnership. (Some examples would be follow-up both during and after the product/service)

Click here to enter text.

 

 

__________________________________                 ________________________________________ Authorized Divisional VP                                        Date                              Director of Purchasing                                            Date


 

 

Appendix 5 — RFQ Form

 

 

 

   logo-for-newsletter

 

 

 

 

 

 

Bryant University

Request for Quotation

Due Date:   Enter Due Date Here

 

 

 

Request for Quotation:

OWNER INFORMATION
  Name Bryant University
  Address 1150 Douglas Pike
  City, State, ZIP Smithfield, RI 02917
  Phone 401-232-6000
  Project Name Insert Project Name Here
INVITED SUPPLIER INFORMATION SUPPLIER EMAIL ADDRESS
   
1. Insert Supplier Name Here Insert Email Here
2. Insert Supplier Name Here Insert Email Here
3. Insert Supplier Name Here Insert Email Here
4. Insert Supplier Name Here Insert Email Here
5. Insert Supplier Name Here Insert Email Here
SCOPE OF WORK
  INSERT PROJECT SCOPE HERE….EXAMPLE: This is going to be a mock project of building a large set of stairs.  We will use only 2×4 lumber, as well as joist brackets, to construct the frame. Stairs will be cut from the 2×4 material.  No less than 2″ screws will be used.  Any nails will be no less than 10 penny.  Design weight shall hold a minimum of 500 pounds per step.  Steps will be level with that of the house.  A running board will be fastened to the house. Contractor will take care of clean up

 

 


 

SEND TO:

Ed Cook, Director of Purchasing ecook4@bryant.edu
Paula Doyle, Purchasing Manager pdoyle@bryant.edu
Insert Project Manager Name Here Insert Project Manager Email Here
 

The undersigned hereby offers to furnish all labor, materials, equipment and other facilities required, necessary or incidental to the work required in conformity with the Contract Documents for the project entitled:

Enter Project Name Here

Proposal of Enter Supplier Name Here (hereinafter called BIDDER), organized and existing under the laws of the State of Enter State Here doing business as (a corporation, a partnership, or an individual), to Bryant University (hereinafter called OWNER), in compliance with your Request for Bids, and in accordance with Bryant University’s Terms and Conditions, Bidder hereby proposes to perform all work for the construction of:  Enter Project Name Here

Total Bid Price    $   Enter Bid Price Here

 

Signature:                                                                    Date:

_____________________________________                      ____________________

 

Printed Name:

_____________________________________

 

 

TERMS AND CONDITIONS

  1. ACCEPTANCE: This Purchase Order (“Order”) is an offer to purchase goods and/or services as set forth. Any of the following acts shall constitute acceptance of this Order: signing and returning a copy of this Order; delivery of any of the goods ordered; commencement of performance; or written or verbal acknowledgment expressly accepting the terms set forth. Any additional or different term or condition on Vendor’s acknowledgment form, or otherwise communicated by Vendor in accepting this Order, shall be deemed to be a material alteration of this Order and is hereby objected to by Bryant University. Acceptance of the goods or services covered by this Order will not constitute acceptance by Bryant University of Vendor’s terms and conditions to the extent this Order is in any way deemed to be an acceptance of a quotation or other offer by the Vendor. Any such acceptance is expressly conditional upon the consent of the Vendor to the terms and conditions of this Order.
  1. CONFIDENTIALITY: “Confidential Information” shall mean information in written or other tangible form specifically labeled as such when disclosed to the Vendor or Bryant University. Any Confidential Information transmitted orally shall be specifically identified as such at the time of its disclosure. All confidential information of the Vendor or Bryant University shall be held in strict confidence and shall not be disclosed or used without written consent, except as may be required by law. Both the Vendor and Bryant University shall safeguard any information with the other designates either orally or in writing, as proprietary or confidential, in this same manner as such receiving party may safeguard their own valuable proprietary information.
  1. DELIVERY: Time is hereby expressly declared to be of the essence. Failure to deliver within the time specified, or reasonable time when not specified, shall entitle Bryant University, in addition to other rights or remedies, to cancel this Order and purchase the goods elsewhere, in which event the Vendor shall be responsible for any increase in costs. Further, in such event, Bryant University, at its option, may be relieved of any duty to accept such items as are subsequently delivered pursuant to this contract.

UNLESS OTHERWISE SPECIFIED, ALL DELIVERIES ARE F.O.B. / DDP DESTINATION, FREIGHT PREPAID (DELIVERED)

  1. SHIP TO: To insure that delivery is made to the correct location, please address all shipments as noted on the face of this Order. All correspondence, packages, and invoices must indicate the Purchase Order number, department name, and delivery address as indicated on this Order. Direct all correspondence involved with this Order to:  PURCHASING, BRYANT UNIVERSITY, 1150 DOUGLAS PIKE, SMITHFIELD, RI 02917
  1. INSPECTION OF GOODS: Bryant University shall have a reasonable time after delivery to inspect the goods delivered or services rendered under this contract and to reject or revoke acceptance of any not conforming to the terms of this agreement. Rejected goods will be returned to Vendor at Vendor’s expense. Rejected services will be reworked and all costs associated with the rework will be charged to Vendor. Payment by Bryant University shall not waive the right of Bryant University to return goods found non-conforming and receive credit or reimbursement from Vendor. Failure by Bryant University to inspect and test the goods shall not relieve Vendor of liability or responsibility.
  1. IDENTIFICATION: Goods delivered under this contract shall be clearly labeled with the name and location of the manufacturer.
  1. SUBSTITUTION OF GOODS: Goods not conforming to this contract will not be accepted. Bryant University must approve, in writing, any substitution of non-conforming goods prior to shipment.
  1. RISK OF LOSS: Vendor assumes all risk of loss of or damage to all goods ordered and all work in progress, materials, and other items related to this Order until the same are finally accepted by Bryant University. Vendor also assumes all risk of loss of or damage to any goods, work in progress, materials, and other items rejected by Bryant University until the same are received by Vendor or accepted by Bryant University.
  1. MATERIAL SAFETY DATA SHEETS: Vendor shall submit a Material Safety Data Sheet (OSHA form 20 or equivalent) for any chemical substances that are shipped against this Order, as required by any and all applicable federal, state, or local law or ordinance, rule or regulation. MSDS shall contain all the information necessary to comply with the Federal Hazard Communication Standard (29 CFR 1910.1200) and all applicable state regulations.
  1. WARRANTY: Vendor herein warrants and covenants that the subject merchandise complies with all applicable federal, state, and local statutes, rules and regulations for the installation and use of said merchandise for the purpose for which said merchandise is being purchased or rented. Vendor further warrants that all goods shall be free and clear of all liens and encumbrances, good and merchantable title hereto being in the Vendor; and upon receipt by Vendor of payment good and merchantable title shall be vested in Bryant University. Vendor warrants that goods shall conform to all specifications and drawings on or incorporated by reference into this Order and shall be of good material and workmanship, free from any defect of material, labor, or fabrication.
  1. INSURANCE: Vendor shall maintain adequate insurance in any and all forms necessary to protect both Vendor and Bryant University against all liabilities, losses, damages, claims, settlements, expenses, and legal fees arising out of or resulting from performance of this agreement. At the minimum, Vendor will be required to supply evidence in the form of a certificate of insurance for: 1) comprehensive automobile insurance including non-owned & hired $1,000,000; 2) worker’s compensation statutory; employer’s liability $500,000; and 3) Commercial general liability including blanket contractual liability; premises-operations & completed operations $1,000,000 each occurrence, $2,000,000 aggregate. As allowed by law, insurance condition numbers 1 and 3 above will name Bryant University as an additional insured on a primary non-contributory basis. Nothing contained herein shall abridge, diminish or detract from Vendor’s responsibility for the consequence of any accidents, occurrences, damages, losses, and associated costs arising out of or resulting from performance of this agreement.
  1. LIMITATIONS: Bryant University shall not be liable to Vendor, its employees, representatives, agents, suppliers, or subcontractors for any anticipated profits or incidental or consequential damages. Bryant University’s liability on any claim for loss, damage or expense arising in connection with this agreement shall not exceed the price of the goods or services which give rise to the claim. Bryant University shall not be liable for penalties of any kind. Any action caused by any alleged breach of this agreement by Bryant University must be commenced within one year after the cause of action has accrued.
  1. ASSIGNMENT: No part of this Purchase Order may be assigned, transferred, or subcontracted by Vendor without Bryant University’s prior written approval.
  1. FORCE MAJEURE: Bryant University may delay delivery, performance or acceptance of the goods or services ordered hereunder in the event of causes beyond its control. Vendor shall hold such goods or refrain from furnishing such services at the direction of Bryant University and Vendor shall deliver the goods when the cause affecting the delay is eliminated. Bryant University shall be responsible only for Vendor’s direct and reasonable additional costs incurred by holding the goods or delaying performance of this agreement at Bryant University’s request; such costs shall be approved in writing before they are incurred. Causes beyond Bryant University’s control shall include, without limitation, government action or failure to act where required strikes or other labor trouble, dire or similar catastrophe, and severe weather or other act of God.
  1. PAYMENT: The Vendor shall only be compensated for performance delivered and accepted by Bryant University in accordance with the specific terms and conditions of this contract. All invoices against this order must be rendered to ACCOUNTS PAYABLE, BRYANT UNIVERSITY, 1150 DOUGLAS PIKE, SMITHFIELD, RI 02917, and must indicate the University’s Purchase Order number and the name of the “Ship To” department.
  1. THE RHODE ISLAND SALES TAX EXEMPTION NUMBER for Bryant University is #161. A copy of the certificate is available upon request. Bryant University is not liable for taxes, customs, or assessments in connection with the purchase and/or delivery of goods ordered, except as expressly set forth on this Order.
  1. CANCELLATION: Bryant University shall have the right to cancel this Order without cause in whole or in part or return any delivery not made or delivered within the date required. Its liability for such cancellation shall be limited to Vendor’s actual cost for work and materials applicable solely to this Order, which has been expended when Vendor receives notice of cancellation. Bryant University may, at its option, cancel this without liability to Vendor (except for conforming shipments Bryant University previously accepted), in the event Vendor ceases to exist, becomes insolvent, the subject of bankruptcy or insolvency proceedings or shall commit a material breach in the performance of any obligation hereunder.
  1. INDEMNIFICATION AGAINST CLAIMS: Vendor agrees to protect, defend, indemnify and hold Bryant University, its members, trustees, agents and employees, harmless from all claims, liabilities, losses, damages, expenses and legal fees which may be asserted against or be incurred by Bryant University whether direct or indirect, foreseeable or unforeseeable, including, but not limited to, those resulting from injuries to any person or damage to any property, caused in any manner by any act or failure to act of Vendor in connection with the furnishing of the goods covered by this Order, or because of any imperfection or defect in said goods, or based upon any claim of product liability of strict liability in tort, or because of the failure of such goods to be in accordance with the description of such goods as may appear in any catalog, analytical report or other technical bulletin as is furnished or utilized by Bryant University, or because of the failure of such goods to be produced in compliance with the requirements of this Order.
  1. INDEMNIFICATION-PATENT/COPYRIGHT: The Vendor agrees to indemnify Bryant University and to hold Bryant University harmless from and against all claims, liabilities, loss, damage, and expense including legal fees arising from or due to any actual or claimed trademark, patent, or copyright infringement and any litigation based thereon, with respect to any part of the goods and work covered by this Order. The Vendor shall promptly defend any such litigation brought against Bryant University, failing which Bryant University may do to at the Vendor’s expense. The Vendor’s obligations hereunder shall survive acceptance of the goods and payment therefore by Bryant University.
  2. INDEPENDENT CONTRACTOR: If Vendor’s obligations under the Order require the performance of work by Vendor, its employees, agents, suppliers or subcontractors on Bryant University property or elsewhere, Vendor agrees that such work or services shall be performed by Vendor, its employees, agents, suppliers or subcontractors as independent contractors, and not as employees of Bryant University, and that such persons doing such work shall not be considered or represent themselves as employees or agents of Bryant University.
  1. NON-DISCRIMINATION: The Vendor agrees to comply with all applicable Federal and State statutes, rules, and regulations prohibiting discrimination in employment.
  1. DISPUTES: Any dispute arising under this order not disposed of by agreement shall be decided by a court of competent jurisdiction in the State of Rhode Island. Pending Settlement on final decision of any dispute, Vendor shall proceed diligently with the performance of this Order in accordance with Bryant University’s direction.
  1. COMPLIANCE WITH LAWS: Vendor shall comply with all federal, state, and local laws, ordinances, rules, and regulations concerning health, safety, and environmental standards and/or requirements in the manufacture and sale of the goods and performance of the services. Vendor will defend and hold Bryant University harmless from any loss, damages, or cost arising from or caused in any way by Vendor’s actual or alleged violation of any federal, state, or local law, ordinance, rule or regulation. At the request of Bryant University, Vendor will furnish certificates to the effect that it has complied with the same.
  1. USE OF THE NAME OF BRYANT: The Vendor shall not use the name, logo or trademark of Bryant University or of any Bryant University employee in its sales promotion, advertising, or any other publication without the express written permission of the responsible officer of the University.
  1. COMPLETE AGREEMENT: This order (including any referenced proposal, quote, and/or response to an RFP) embodies the complete and entire agreement of the parties, and replaces or supersedes any previous agreements, communications, or representations, whether written or oral. In the event of a conflict between the terms and conditions of this Purchase Order, as preprinted herein on this form, and any differing terms and conditions entered by Bryant.
  1. WAIVER: Bryant University’s failure to insist on performance of the terms and conditions herein or to exercise any right or privilege, or Bryant University’s waiver of any breach hereunder, shall not or any portion thereof hereafter waive the same or other terms, conditions, rights or privileges, or affect any subsequent breach.
  1. SEVERABILITY: In the event that a court of competent jurisdiction determines, in a final judgment, that any provision of this Contract is void or unenforceable, the University and Supplier shall negotiate an equitable adjustment in the provisions of the Contract with a view toward affecting its purpose, and the validity and enforceability of the remaining provisions shall not be affected.

 

 

Travel and Entertainment Policies

BUSINESS TRAVEL EXPENSE POLICY PURPOSE

This document provides guidelines and establishes procedures for employees who incur business travel and entertainment expenses on behalf of Bryant University.

These procedures will be administered and enforced uniformly for all travelers. Each level of approving authority is responsible for making the policies readily available to subordinates and monitoring compliance when travel is authorized. Travelers should exercise sound business judgment in implementing these procedures. Exceptions will be monitored and inappropriate expenses will not be reimbursed.

Questions regarding travel arrangements may be directed to the University’s approved travel agency: Carlson Wagonlit Travel. 

Carlson Wagonlit Travel may be reached at 401-885-3500 

Questions regarding expense reporting may be directed to the Accounts Payable Office at Ext. 6019.

Objectives

  • Ensure that employees have a clear and consistent understanding of policies and procedures for business travel and entertainment
  • Ensure that compliance with IRS regulations is maintained
  • Ensure maximum insurance coverage for the traveler and the University
  • Provide business travelers with a reasonable level of service and comfort at the lowest possible cost

Scope

This travel policy applies to anyone who incurs travel or entertainment expenses paid by Bryant University regardless of the source of funds. Departments may elect to impose stricter controls over travel expenditures than those required by this policy.

Responsibility of Traveler

The traveler is responsible for spending Bryant funds prudently. Business travel expenses will be paid by the University if they are reasonable, appropriately documented, properly authorized, and in compliance with this policy.

Travelers may not authorize reimbursement for their own travel expenses. In general, employees should not be asked to approve travel or entertainment expenses for an individual to whom they report. Any exception to overall University Business Travel Expense Policy requires approval by the Associate Controller and Vice President for Business Affairs.

Responsibility of Authorized Signer

The authorized signer should verify that expenses and expense reports meet the following criteria:

  • Travel expenses were incurred while conducting University business
  • Information contained on the expense report and attached documentation is accurate and in accordance with this policy
  • Expenditure is charged to the proper expense account(s).

TRAVEL ARRANGEMENTS

Reservation Procedures

All University personnel who plan to travel at some point should contact the travel agencies listed below. In an effort to receive advance purchase discounts, travelers should make reservations as soon as travel plans are finalized. Employees who have the need to travel two or more times a year are encouraged to use the JPMorgan Chase Visa Procurement Card.

Carlson Wagonlit Travel
508 Main Street
East Greenwich, RI 02818
Phone: 401-885-3500
Fax: 401-885-5870

DOMESTIC AIR TRAVELWhen making your reservations, you are required to provide a valid Bryant University departmental organization number, a Purchasing Card number (for PCard cardholders), or another form of credit card payment (for travelers without the University-issued card).

Domestic travel includes travel in the United States and North America with the exception of Alaska and Hawaii. (Please refer to International Air Travel for Alaska and Hawaii.)

Airline Class of Service

All domestic air travel must be in economy class.

Travelers may use Business Class in the following instances:

• Employee has certain physical conditions/disabilities;
• It does not cost more than the lowest available Coach fare;
• Flight time is in excess of seven (7) hours.

When it is necessary to use Business Class, a letter of explanation along with a completed Travel Expense Report, must be forwarded to the President for authorization prior to travel.

Airline Frequent-flyer Programs

Bryant will not reimburse travelers for tickets purchased with frequent flyer miles because it is difficult to determine the dollar value of these tickets. Frequent flyer program participation should not influence travelers to select a flight that is not the lowest-priced flight available.


Airline Reservations using the Internet

Employees wishing to compare pricing for ticket reservations using the Internet are encouraged to do so. If a cheaper flight has been located, you may wish to ask the University’s travel vendor to match the price. The University encourages you to purchase flight tickets using your JPMorgan Chase Procurement Card.

Please research both the cancellation and rescheduling policy prior to making your purchase using the Internet.

Cancellations

When a trip is canceled after a ticket has been issued, the traveler should speak with the University’s travel agency about using the same ticket for future travel. Certain airline tickets can be reused if airfare eligibility requirements are met. Whenever possible, revalidation stickers should be requested from the issuing travel agency for future use.

Unused/voided Airlines Tickets

Unused airline tickets or flight coupons should never be discarded or destroyed as these documents may have a cash value. If at all possible, travelers should try to use any ticket that may still be valid for travel.

Air Travel Payment Procedures

When using the University’s travel agency to purchase tickets for travel and with prior departmental approvals, airline tickets may be purchased over the phone by giving the appropriate departmental organization number to be charged to our vendor representative. Air travel is centrally billed to the University’s JPMorgan Chase Visa account and paid by the Accounts Payable office. Air travel is recharged on a monthly basis.

INTERNATIONAL TRAVEL

Advance Planning for International Travel

Employees who anticipate travel to international destinations should notify the University’s travel agencies at least fourteen (14) working days prior to the proposed departure date. For purposes of this policy, international travel covers all destinations outside the U.S. (excluding Canada, Mexico, and the Caribbean). Bryant encourages the purchase of cancellation insurance for all international flights.

If traveling abroad on a Federal Research Grant, employees are required to fly on a U.S. Flag Carrier. If none are available, employees are able to use other carriers; however an explanation must be provided for grant accounting review.

Airlines Class of Service for International Travel

Travelers whose destination is within North America (Alaska and Hawaii excluded) should book the lowest price, non-stop, coach-class airfare available. For Alaska, Hawaii, and destinations outside of North America, business class airfare is allowed. North America is defined as Canada, Mexico, Puerto Rico, and the United States.

Employees may use Business Class in the following instances:

• Employee has certain physical conditions/disabilities;
• It does not cost more than the lowest available Coach fare;
• Total flying time is in excess of seven (7) hours;
• Coach Class is completely sold out, and no alternate flights are available.

When it is necessary to use Business Class, a letter of explanation along with a completed Travel Expense Report, must be forwarded to the President for authorization prior to travel.

Passports and Visas

The University’s travel agent can assist travelers with passport and visa applications.

International Travel Advisories

Employees should not travel to countries for which a travel advisory has been issued by the State Department.

Contact the University’s travel agent to obtain a list of current advisories.

Foreign Currency Services

International travelers can obtain foreign currency from any of the following locations:

• Foreign banks • Airport foreign-exchange counters
• Major hotels • Currency-exchange outlets
• Designated travel-agency offices

Because the conversion rate is usually better abroad, it is advisable to change local currency back to U.S. dollars before departing from the foreign country. Foreign currency conversion receipts must be attached to the Employee Travel Expense Report.

LODGING

Payment Procedures

The preferred payment of choice for travel expenses is the JPMorgan Chase Procurement Card. If employees choose to utilize their own personal credit cards for prepaid trip expenses (i.e. airline tickets, registration fees, lodging, etc.), reimbursement will only be made when all trip expenses, along with receipts, are submitted to the Accounts Payable office after the completion of travel. A copy of the hotel bill, with charges clearly identified, should be attached to the Employee Travel Expense Report. The University will not reimburse for the following personal expenses incurred:

• Room service charges (beyond normal meal expenses)
• In-room movies, video rentals
• In-room alcoholic beverages
• Babysitting
• Recreational activities

Lodging in a Private Residence

The University will not issue reimbursements for any expenses incurred when staying in a private residence.

Upgrades

Travelers are entitled to stay in a single room with a private bath. Upgrades to suites or executive-floor rooms are permissible only if there is no additional cost to the University, and this should be explained on the Travel Expense report. With prior approval, travelers may stay in a suite if required to conduct business, (e.g., meetings, interviews, etc.)

Spending Guidelines

The University will reimburse an employee for hotel expenses incurred for business purposes. Travelers are expected to use negotiated or preferred rates whenever possible. Tips for hotel staff are reimbursable when confined to reasonable limits, as determined by the services required and received. Room service is reimbursable when confined to reasonable limits as determined by the meals guidelines. (Refer to the Meals and Entertainment section.)

Cancellation Procedures

It is the traveler’s responsibility to notify the hotel to cancel a room reservation.

Travelers should request and record the cancellation number and the name of the person responsible for the cancellation in case of billing disputes.

Travelers should note that cancellation deadlines are based on the local time at the destination hotel.

Travelers will be held responsible and will not be reimbursed for “no-show” charges unless there is sufficient proof that the billing is in error. Exceptions require the approval of a Dean or a Vice President.

RENTAL CARS

Rental car reservations should be made directly through the rental car company, and employee should use their JPMorgan Chase Procurement Card.

When traveling out of the local area, it may be necessary to rent an automobile at the destination point. Car-rental reservations may be made through the University’s authorized travel agency.

When signing car-rental agreements, employees are to sign their name, along with the words Bryant University. When renting a vehicle for more than 30 days, contact the Risk Manager at Ext. 6006 for insurance information. Omission of Bryant University next to one’s name voids any University Insurance coverage on the rental.

Rental-car Agencies and Class of Service

When traveling on University business, travelers are authorized to rent cars up to and including the mid-size/intermediate-class size. Travelers are responsible for daily rental costs in excess of the approved car class.

The rental of 15-passenger vans is prohibited by the University.

Rental-car Guidelines

Travelers may rent a car to travel to their destinations when driving is:

• More convenient than airline or rail travel;
• Necessary to transport large or bulky material;
• Less expensive than other transportation modes such as taxis, airport limousines, and airport shuttles.

Rental-car Payment Procedures

Rental cars should be paid using the JPMorgan Chase Procurement Card.

Rental-car Accidents

Should a rental-car accident occur, travelers should submit a written accident report as soon as possible to:

• The rental car company
• Local authorities, as required
• The Risk Manager

The department will be charged the deductible in the event of any insurance claim.

BUSINESS TRAVEL INSURANCE

The University will not reimburse travelers for the purchase of travel, life, or accident insurance.

Rental-car Insurance – Domestic

When renting a vehicle for more than 30 days, contact the Risk Manager at Ext. 6006 for insurance information.

Employees who travel on University business should decline the collision damage insurance (sometimes referred to as CDW or LDW), personal accident insurance, and any liability insurance.

The University provides coverage in the U.S. during business trips for the following:

  • Collision damage to the rental vehicle
  • Personal-injury coverage through Workmen’s Compensation Insurance
  • Liability Insurance

Liability Insurance

For more information on any insurance question, contact the Risk Manager at Ext. 6006.

Rental-car Insurance – International

Travelers should accept all insurance coverage, including collision damage insurance and liability-damage waiver coverage when renting cars in a foreign country. (This coverage is often referred to as DCW or LDW coverage.)

Insurance Coverage for Personal Use of Rental Car

Personal use of a rental car during a business trip is not covered under the University’s insurance. Travelers who choose to extend a business trip for personal reasons, either before or after business is conducted, should purchase insurance coverage for those days. This coverage is not reimbursable by the University.

OTHER TRANSPORTATION

Personal Car Usage Guidelines

Employees may use their personal car for business purposes when:

  • It is less expensive than renting a car, taking a taxi or alternate transportation
  • It is timelier than taking public transportation
  • The employee is transporting University goods for delivery
  • The employee is entertaining clients

It is the personal responsibility of the owner of a vehicle being used for business to carry adequate insurance coverage (a minimum of $100/300K bodily injury and 100K property damage) for their own protection and for the protection of any passengers. Frequent use of personal vehicles for business travel is discouraged.

Insurance for Personal Car Usage

When using a personal car for Bryant business, an employee’s personal car insurance is the primary insurance policy. The University’s insurance covers bodily injury or liability damage that exceeds the coverage limits of the personal vehicle.

Such accidents should be reported promptly to the employee’s manager and the University’s Risk Manager.

Employees are not covered by the University’s insurance when:

  • Commuting to and from work
  • Driving on and around campus

Travelers will not be reimbursed by the University for collision losses that occur during business use of a personal car.

Reimbursement for Personal Car Usage

Travelers will be reimbursed for business usage of personal cars at the prevailing rates set by the University. Tolls and parking fees are also reimbursable expenses that require proper receipts.

Expense reports submitted for reimbursement are to include the following information:

  • Purpose of the trip
  • Date and destination
  • Number of business-miles driven
  • Receipts for tolls and parking

Travelers will not be reimbursed by the University for the following, even if these costs are incurred during business travel:

  • Personal car repairs
  • Rental-car costs during the repair of a personal car (unless on University business)
  • Tickets, fines, or traffic violations
  • Annual membership dues in automobile clubs

The University reserves the right to verify the accuracy of miles submitted for reimbursement on the Travel and Expense Report.

Commuting Expenses

Employees will not be reimbursed for commuting expenses between home and the employee’s business location. However, employees reporting to a location other than their normal business location will be reimbursed for mileage in excess of their normal commuting distance.

PERSONAL/VACATION TRAVEL

Personal/vacation travel may be combined with business travel provided that there is no additional cost to the University. University-negotiated hotel rates can be used for personal/vacation travel. Rental-car rates may be used for personal/vacation travel; however, it is your responsibility to verify that insurance coverage is included at the time of reservation. The traveler should inquire about insurance coverage through their own personal car insurance carrier through their personal credit card.

The JPMorgan Chase Visa or American Express Corporate card is not to be used to pay for personal/vacation travel.

TELEPHONE USAGE

Personal Phone Calls

Travelers will be reimbursed up to 10 minutes per day for any personal telephone calls made while on a University business trip.

Cellular Phone Reimbursement

Travelers will be reimbursed for business calls made on cellular phones when:

  • Calls are reasonable and necessary for conducting business
  • An original copy of the bill is attached to the travel expense report

Travelers will not be reimbursed for cellular phone purchases, accessories, installation, activation, or repair costs.

MEALS AND ENTERTAINMENT – Expense Reporting

Personal Meal Expenses

Travelers will be reimbursed for actual and reasonable meal expenses when accompanied by proper and original receipts.

Mini Bars (In-room)

Purchases for both soda and water beverages from a mini bar are reimbursable.

Business Meal Expenses

Business meals are defined as meals taken with students, colleagues, or donors during which specific business discussions take place.

Business Meals with Other Employees

Employees will be reimbursed for business-related meals taken with other employees only in the following circumstances when:

  • For confidentiality reasons, business is conducted off University premises;
  • Dining with other employees during an out-of-town trip such as a conference;
  • Authorized by the department head for reward, recognition, or other appropriate business purposes

Alcoholic Beverages

The use of alcohol for business entertainment purposes should be kept to a minimum. Employees should be aware that the purchase and use of alcohol places significant legal exposure on the University.

Entertainment

Entertainment expenses include events when a business discussion takes place during, immediately before, or immediately after the event.

Employees will be reimbursed for entertainment expenses:

  • With prior department approval, if required;
  • If the person(s) entertained has/had a potential or actual business relationship with the University;
  • If the business discussion will benefit the University.

The following entertainment expenses are not reimbursable:

  • Concert and theater tickets
  • Sporting-event tickets
  • Outings to nightclubs
  • Transportation to and from a non-reimbursable event
  • Meals and beverages consumed at a non-reimbursable event

Tipping for Meals

Tips included on meal receipts will be reimbursed. Generally, 15 to 18 percent is considered reasonable, with 20 percent being the maximum limit. Tips should be included with the cost of the associated expense on the travel expense report.

Payment for Meals and Entertainment

Meals and entertainment expenses should be paid for using the employee’s JPMorgan Chase Procurement card. Please check with Purchasing for information on the JPMorgan Credit Card Program.

Documentation and IRS Requirements

An original receipt should be submitted with the Travel Expense Report for individual meals and any entertainment expenses.

In addition, for business meal and entertainment expenses, the following documentation is required by the IRS, and should be recorded on the travel expense report:

  • Names of individuals present, their titles and organization name
  • Name and location of where the meal or event took place
  • Exact amount and date of the expense
  • Specific business topic discussed
  • In the case of entertainment events, the specific time when the business discussion took place (i.e., before, during, or after the event)

PAYMENT METHODS FOR TRAVEL and ENTERTAINMENT EXPENSES

Purchasing Credit Card (PCard)

The University’s purchasing procurement card program is run through JPMorgan Chase. Whenever possible, employees should utilize their procurement card in accordance with current PCard policies.

We encourage you to review the PCard manual prior to travel. Items specifically related to travel would include:

  • Using the PCard when significant savings can be achieved by purchasing your travel tickets online.
  • Your University PCard is the preferred payment method for the daily expenses incurred when traveling.

The PCard is not to be used for personal purchases at any time.

Customer service is available by calling 24 hours a day at 1-800-270-7760. A JPMorgan Chase representative will assist you with:

  • Questions on monthly statements and balance
  • Emergency services
  • Billing disputes
  • Card-member benefits and services

Business Use of Personal Charge/Credit Card

The University encourages all employees to use the JPMorgan Procurement Card for travel; however, use of a personal credit card is allowed and expenses will be reimbursed when a completed Travel & Expense Report is submitted with appropriate receipts to the Accounts Payable Office.

Travelers will not be reimbursed for annual fees on personal charge cards or credit cards.

CASH ADVANCES

Advances will be issued for trips of two or more days. The amount of cash requested should be the minimum necessary to cover anticipated out-of-pocket expenses not chargeable to the employee’s Procurement Card. Request for advances should be made a minimum of 10 business days prior to the travel date.

Cash-advance Settlement

All cash advances should be settled on a travel expense report within seven business days after completion of the trip. Any unused cash advance should be returned immediately when a trip is canceled or postponed. Advances or reimbursements will not be issued to any employee who has an advance outstanding of more than 30 days.

Outstanding Cash Advances

Failure to properly account for cash advances may result in:

• Notification sent to employee’s supervisor/manager
• Suspension or cancellation of cash-advance privileges
• Non-reimbursement for out-of-pocket expenditures
• W-2 compensation reporting of outstanding advance

EXPENSE REPORTING

Timing for Expense Report Completion and Submission

Travelers should file a Travel Expense Report no later than seven business days after completion of each trip. Travel expense reports are available on the Controller’s Web site under forms.

To access the form, go to: web.bryant.edu/~controlr

Approval/Authorization Process

All requests for reimbursement of travel and related expenditures require the signature of the individual and his/her direct supervisor.

Accounts Payable will review each employee Travel Expense Report for:

  • Proper approval signatures
  • Identified business purpose
  • Correct totals
  • Supporting documentation and receipts
  • Policy compliance

Documentation Requirements

University policy requires receipts for all expenditures.

Documentation that travelers must submit with their travel expense reports include:

  • Air/Rail: Original passenger coupon
  • Hotel: Hotel folio issued at time of checkout, along with credit-card receipts
  • Car Rental: Rental car agreement plus credit card receipt
  • Meals/Entertainment: Credit-card receipt or cash register receipt (no restaurant tear tabs)

When a receipt is not available, a full explanation of the expense and the reason for the missing receipt is required on the travel expense report.

Actual bills/receipts should be submitted whenever possible. Receipts should include the name of the vendor, location, date, and dollar amount.

Disregard for University policy or altering of receipts can result in disciplinary action or termination.

Converting Foreign Currencies

To eliminate problems associated with the conversion of foreign currency, the University strongly recommends the use of the JPMorgan PCard.

Employees who travel internationally must provide supporting documentation for exchange-rate conversion with the Travel & Expense Report. When the rate is unknown, the traveler calculate the amount using the tables found at:

http://www.oanda.com/convert/classic or http://www.xe.com/currencyconverter/

  • Unknown conversion rates may be estimated for submission on the Travel Expense Report and, if necessary, Accounts Payable will adjust the rate to the billed amount when the voucher is processed.
  • Personal charge/credit cards will be reimbursed by using theWall Street Journal exchange rates unless supported by a personal charge/credit card statement.

A separate travel expense report page should be completed for each type of currency in which expenses are incurred. U.S. dollars may be combined with one type of foreign currency.

All expenses must be recorded in U.S. dollars, with the currency conversion rate clearly noted on the travel-expense report and on all supporting receipts.

 

Procurement Card Management

Procurement Card Introduction

In partnership with JPMorgan Chase, Bryant University offers the Visa Procurement Card Program to all eligible Bryant employees. The Procurement Card (PCard) is an efficient method for employees to make low dollar purchases, pay for travel-related expenses, and help eliminate the use of petty cash for reimbursement of purchases made with personal funds. The objective of this program is to provide Bryant employees with added convenience, security, and flexibility, as well as simplify the purchasing process.

Please click here to go directly to the Bryant University P-Card Manual.

Acquiring a Procurement Card

Any employee authorized to obtain a PCard must complete the JPMorgan Chase Cardholder Account Application. Once the application is complete and has been approved, the employee will be contacted to meet with a member of Purchasing to review the details, requirements and responsibilities of a cardholder for the PCard program. The informational session ensures that the Cardholder is familiar with the policies and procedures of the program and provides answers to any questions the Cardholder may have regarding use of the card. Each Cardholder will be given a copy of the manual to use as a reference guide. Upon receipt of the card, the employee will be required to sign a Cardholder Agreement Form.

The Cardholder must adhere to Procurement Card policies and procedures and may not send a proxy to the Procurement Card meeting.

When Can I Get My Card?

The PCard is sent to the Purchasing department in approximately 7 to 10 days after the application is entered online. Cardholders will be advised when their cards are available, and they must complete a PCard Training Session prior to receipt of their card.

NOTE: PCards will not be sent through interoffice mail and will not be made available until the appropriate training has taken place.

Procurement Card Renewals

All Procurement Cards are valid for three years and are automatically renewed during the month of expiration. Renewal cards are sent directly to the cardholder.

Lost or Stolen Procurement Cards

In the event your PCard has been lost or stolen, please report it immediately to the JPMorgan Chase Bank at 1-800-VISA-911, and contact Purchasing at Ext. 6018.

Verbal reports of lost or stolen Procurement Cards must be followed-up in writing on a Lost or Stolen PCard Notification Form. This completed Form is then sent to the Purchasing Department. The lost or stolen card will be replaced with a new card within ten (10) business days.

Canceling Procurement Cards

To cancel a Procurement Card, cut up the card and send it with a memo indicating department name, Cardholder name, Cardholder account number, and the reason for canceling the account to Purchasing. The departmental supervisor is responsible for notifying the Purchasing department when an employee holding a card leaves the University, and the supervisor is responsible for keeping the cardholder’s PCard records on file for seven years.

Auxiliary Services and Copy Center

Contact Info

Manager of Auxiliary Service, ext. 6036

Auxiliary Services Assistant, ext. 6035

Auxiliary Services Coordinator, ext. 6314

Copy Center, ext. 6357

copyctr@bryant.edu

auxilserv@bryant.edu

The Copy Center opens at 7:30 am year round.

Recharges/Pricing

All Copy Center services and Central Stores purchases are recharged to the appropriate department on a monthly basis and appear on departmental budgets by the 10th of the month.

Pricing Structure: 

Black & White Copies .03/side
Color Copies .10/side
Card Stock .03/sheet
24-hour walk up copies (B&W) .04/side
Spiral Binding 1.00/book
Laminating 8.5 X 11 .50/sheet*
Laminating 11 X 17 1.00/sheet*
Folding 2.50/100 pieces

 

*Due to the time intensive nature of laminating, job larger than 50 pieces may be sent out to an outside vendor

Copying costs include the cost of standard paper.  Specialty paper is available at an additional cost.

Job Submission

Copy jobs can be submitted in person by hard copy or electronically by email at copyctr@bryant.edu.  Email submissions should be sent as a .pdf attachment with copy instructions provided in the body of the email, which should include:  due date, org. number to be charged, copy instructions, contact information, paper preference, etc. All copy requests will be printed double-sided by default unless otherwise requested.

Thumb drives cannot be accepted due to virus concerns.

Copy Center staff are unable to provide reformatting or editing services; therefore, all work submitted must be copy-ready.  Copy jobs will be prioritized by due date with exams receiving top priority.

 Exams

Copied exams are checked and wrapped in Auxiliary Services.  They are held in a secure area for pickup by professors or suite coordinators.  Student workers cannot pickup wrapped exams.

Student Organizations

Student organizations submitting a copy request must present a signed Charge slip authorizing copying charges to their organization’s budget.  These forms are available in the Center for Student Involvement.

The Copy Center is unable to accommodate personal printing requests from students.

Copyright Laws

The Copy Center does not reproduce copyrighted material without the attached written permission from the copyright holder.  Bryant University’s official copyright policy can be found at:

http://library.bryant.edu/resources/files/CopyrightPolicy.pdf

Other Services

Central Stores Supplies

Management of campus vending and laundry

Business cards and departmental stationery

Sale of Bulldog Bucks

University Fax Machine:

Faculty and staff may receive incoming faxes at 401-232-6319.  Faxes sent to this number will arrive via email in the Copy Center, where they are electronically forwarded to the named recipient.

Forms

Post Office

 

Post Office Hours                                                                                                                                  Monday – Friday  8:30 a.m. – 4:30 p.m.

Window Hours                                                                                                                                       Monday – Friday  8:30 a.m. – 4:30 p.m.

(during the academic year)                                                                                                                     * Check with the Post Office for Summer Hours

Contacts
  • Post Office Manager, Ext. 6995
  • Post Office Assistants, Ext. 6244

Incoming Mail Distribution

U.S. Postal Service Mail

All incoming U.S. mail is received and distributed daily.

Student Mail

Please have all student mail addressed as follows:

Student Name
Bryant University
Student Box Number
1150 Douglas Pike
Smithfield, RI 02917-1291

Whenever a student receives a package via the Bryant Post Office, they will be notified electronically that they have a package to be picked up. The Post Office will hold that package for 15 business days. During this period, the student will receive two separate notifications asking to come by and get their package. If the package is not picked up in that time frame, the package will be returned to sender.

Study Abroad Policy

Prior to leaving for your semester abroad, please be sure to notify all companies, vendors, ( i.e. phone bills, credit cards, bank statements, etc) and family members that you will be away for a stated period of time to ensure 1st class mail is routed to your permanent address. According to the Post Office package policy, any USPS packages will be forwarded to a domestic home address as noted in Banner from the Academic Records department. Any UPS, FedEx or DHL packages will be returned to sender. Please feel free to stop by the Post Office or contact us at 401-232-6244 if you have any questions.

Faculty/Staff Mail

Please have all faculty/staff mail addressed as follows:

Name
Bryant University
Department Name
1150 Douglas Pike
Smithfield, RI 02917-1284

Interoffice Mail

Interoffice mail is sorted and distributed on a continuous basis.  Such mail should include the recipient’s full name as well as department or Bryant box number.

PLEASE DO NOT USE NAME ONLY.

Outgoing Mail Procedures

Mailing Packages
Packages can be mailed through the Bryant Post Office from 8:30 a.m. to 4 p.m. To meet our daily pickup time, packages should be brought to the Bryant Post Office by 3:30 p.m. Packages must be properly wrapped and labeled, and weigh less than 70 pounds. Please note: According to FAA regulations, the sender of any package exceeding 13 oz., will be asked to disclose the contents as to whether it is Fragile, Perishable, Hazardous or Liquid. The Post Office will be happy to assist you in preparing your package for shipment. Feel free to call Ext. 6244 with any questions.

Proper Addressing
The delivery address is the most important information on your mail piece. Use the following format for your delivery address:

Name or Attention Line: JANE L MILLER
Company: MILLER ASSOCIATES
Delivery Address: 1960 W CHELSEA AVE STE 2006
City, State, Zip Code: ALLENTOWN PA 18104

Use the following guidelines:

  • All capital letters.
  • No punctuation.
  • At least 10-point type.
  • Always put attention line on top – never below the city and state or in the bottom corner of your mailpiece.
  • If you cannot fit the suite or apartment number on the same line as the delivery address, put it on the line ABOVE the delivery address, NOT on the line below.
  • If your address appears in a window, be sure there is at least 1/8 inch clearance around the address. Sometimes parts of the address slip out of view behind the window and mail processing machines cannot read the address.
  • If you are using address labels, make sure not to cut off any important information. Also be sure the labels are on straight. Mail processing machines have difficulty reading crooked or slanted information.

Restrictions on Interoffice Mailings
Federal regulations prohibit the filing of chain letters. Any mailings not affiliated with Bryant University will not be filed.

Mail Services

U.S. Express Mail
The daily deadline for this service is 3:30 p.m. Monday – Friday. Prices vary according to the weight and destination zip code of the article.

First-class Mail
Outgoing mail needs to be brought to the Post Office by 3:00 p.m. for mailing on that day. It is preferred that envelopes are addressed in all capital letters.

Bulk Mailings
A mailing of more than 200 identical pieces could be considered a bulk mailing. In order to receive discounted pricing on bulk mailings, departments must meet USPS regulations. Bulk mailings should be coordinated with the Bryant Post Office prior to mailing to ensure adequate funding on account.

It is preferred that envelopes are addressed in all capital letters. Departments must consult the Bryant Post Office prior to preparing a mailing to ensure lists are “cleansed.” For further guidance in meeting USPS regulations and other mailing alternatives, call the Bryant Post Office at Ext. 6244.

Mail Classification – International Mail
Before sending international mail, please check with the Bryant Post Office staff to ensure proper customs forms are completed.

Department Mail Requirements
Please separate all mail left at the window. Mail requiring postage should be mailed showing the organization number to be charged. If the Post Office window is not open, it is recommended that mail requiring postage not be left on the counter.

Methods of Payment
The Bryant Post Office accepts cash, checks and Bulldog Bucks.

Food Services

Currently, Bryant University has contracted with Sodexo Dining Services to administer the dining program for faculty, staff, and students.

Sodexo offers board plan dining in Salmanson Dining Hall for all students living in resident halls; as well as retail dining options that include: Nick’s Place, Bulldog Bytes Café, Café a la Cart and Gulski Dining.

Sodexo also provides a full service catering department, to meet the needs of students, faculty, and staff.

All catered events are billed directly to the requesting department; board bills and sales at other retail locations are handled by the Purchasing Department.

The Bryant Dining services are overseen by the Director of Purchasing and Auxiliary Services, who can be reached at Ext. 6320.

FOOD SERVICE LOCATIONS and HOURS OF OPERATION

Salmanson Dining Hall – Unistructure

Monday – Thursday: 7:15 a.m. – 8:00 p.m.
Friday: 7:15 a.m. – 7:00 p.m.

Brunch:
Saturday – Sunday: 10:00 a.m. – 2:00 p.m.

Dinner:
Saturday – Sunday: 5:00 p.m. – 7:00 p.m.

Gulski Dining Room – Unistructure

Monday–Friday, 7:30 a.m. – 2 p.m.

Nick’s Place – Fisher Center 

Monday – Friday, 11:00 am – 11:30 p.m.

Saturday – Sunday, 2:00 pm – 11:30 p.m.

Scoops

Monday–Sunday, 11:00 a.m. – 11:00 p.m.

Bulldog Bytes Café* – Bello

Monday – Friday, 7:30 a.m. – 2 p.m.
Monday – Friday,  5 p.m. – 10 p.m.

Café a la Carte – Unistructure

Monday–Thursday, 7:30 a.m. – 8:30 p.m.
Friday, 7:30 a.m. – 2 p.m.

 
Contacts
Call the following extensions with any dinning-related questions you may have:

  • General Manager, Ext. 6865
  • Office Manager, Ext. 6584
  • Catering Office, Ext. 6493

CONTRACT MANAGEMENT

Director of Purchasing and Auxiliary Services, Ext. 6320

BOARD PLAN INFORMATION 

Residents Life, Ext. 6140

CUSTOMER SERVICE MANAGEMENT

Director of Purchasing and Auxiliary Services, Ext. 6320

 

IT Security Vendor Management

1.0 VENDOR MANAGEMENT RECOMMENDATIONS & GUIDELINES –DATA SECURITY

1.1 PURPOSE

The purpose of this document is to describe the information security requirements to be followed in the selection and ongoing risk management of third party service providers for Bryant University and the privacy of confidential information of students/employees/alumni.  This document also defines the information security requirements for contracts with third parties that have access to confidential information about students/employees/alumni.

1.2 SCOPE

All engagements with service providers, having to do with security of financial data and University data systems, shall be in accordance with this document.  Arrangements involving third party access to university information, processing facilities or assets shall be based on a formal contract.  The contract will contain, or reference, all security requirements and assigned responsibilities to ensure that there is no misunderstanding between the university and the third party.  This document covers the following requirements for vendor management:

  • Vendor Management Recommendations & Guidelines
  • Outsourcing
  • Risk Management Process

1.3 RECOMMENDATIONS & GUIDELINES

Sponsors and owners of the business function to be outsourced shall exercise appropriate due diligence in the selection of the service provider, including the following consideration:

  • Service provider references and experience
  • Security expertise of service provider personnel
  • Background checks on service provider personnel

The university shall require by contract that the service provider implements appropriate security controls in accordance with university guidelines.  Services provided by the service provider shall be monitored (through the completion of annual self-assessment questionnaires/reviews) to confirm that they are according to these guidelines.

If the service provider provides confidential information, it is the responsibility of the sponsor to ensure that any obligations of confidentiality are satisfied.

The following terms shall be included in all third party contracts:

  • Non-disclosure agreements covering the university’s systems and data
  • That the services provide conforms to all federal and state laws and regulations.
  • The right to audit or review any recent SSAE 16 (formally SAS 70 ll) or equivalent independent audit report
  • Service Level Agreement (SLA) that includes, description of services, availability (including in the event of a disaster), and recourse if service levels are not met
  • Provisions that Service provider use adequate physical and logical controls used to restrict and limit the access to the university’s sensitive information
  • That the service provider has adequate incident response documentation and assurance that the provider shall communicate incidents promptly
  • The general guidelines on information security; i.e. “shall maintain compliance with all applicable federal and state guidelines…” and “ shall maintain security controls to protect the confidential information of the university …”
  • Asset protection, including:
    • Procedures to protect university assets, including information and software
    • Procedures to determine whether there has been any compromise of assets, e.g., whether loss or modification of data, has occurred
    • Controls to ensure the return or destruction of information and assets at the end of, or at an agreed point in time during, the contract
    • Provisions regarding integrity and availability
    • Restrictions on copying and disclosing information
  • A description of each service to be made available
  • The target level of service and unacceptable level of service
  • The respective liabilities of the parties to the Agreement
  • Intellectual Property Rights (IPRs) and copyright assignment and protection of any collaborative work
  • The right to audit contractual responsibilities or to have those audits carried out by a mutually agreed upon third party
  • A statement of outlining the existence and maintenance of third the party’s contingency plans to ensure that services are maintained in the event of a disaster
  • A statement ensuring the existence of logical and physical protection controls and mechanisms to ensure that the controls are followed
  • Any proprietary software and documents be kept in escrow to provide the university access to these resources in the event the third party is no longer a viable entity
  • An acknowledgement that the service provider is responsible for the ongoing security of the university’s confidential information
  • Any contract for these types of services must be reviewed for completeness by the University Data Security Officer and the Purchasing Department, prior to execution by either party.

1.4 Risk Management

Departmental managers will complete an annual contract review to assure that SLA and other deliverables and measurable are being attained and received.

1.5 RESPONSIBILITIES

            Role Responsibility
Departmental Managers Follows this document for contracts with third parties.  Appoints a point of contact for managing the relationship with the third party.  Will complete annual self assessments to ensure third party providers are compliant
IT Staff Assists departmental managers of the business function to be outsourced with the due diligence required as needed
ISPC Ensures the compliance with this document
Purchasing Contact Suppliers on behalf of User-Departments when requested

Obtain quotes or conduct RFP on behalf of user-departments when requested.

Review contract for conformance to Bryant Terms & Conditions prior to execution.

 

Campus Management

The Campus Management Department is dedicated to the creation and preservation of functional, safe, comfortable, and beautiful campus buildings and grounds, and support of the Bryant University Community in the pursuit of its educational and civic mission.

 

Contacts

  • Brian Britton, Associate Vice President for Campus Management, Ext. 6015, bbritton@bryant.edu
  • John Metcalf, Executive Director of Capital Projects, Ext. 6977, jmetcalf@bryant.edu
  • Harry Ryan, Executive Director of Facilities Management, Ext. 6082, hryan@bryant.edu
  • Peter Tympanick, Manager of Financial Operations, Ext. 6302, ptympani@bryant.edu
 

Bryant University
Office of Campus Management

Facilities Building is located behind the Elizabeth and Malcolm Chace Athletic and Wellness Center

1150 Douglas Pike
Smithfield, RI 02917

The service center is staffed from 8:30 a.m. to 4:30 p.m. Monday through Friday.
Telephone calls can be made on a 24-hour basis by dialing 401-232-6052

Facilities Management

Mission Statement

The Mission of Facilities Management at Bryant University is to effectively and efficiently provide services that support the faculty, staff, and students in pursuit of excellence in their individual and institutional, academic, and community objectives. This service is directed toward maintenance and operation of all facilities on campus.

 

Contacts

  • Harry Ryan, Executive Director of Facilities Management, Ext. 6082, hryan@bryant.edu
  • Greg Gurney, Assistant Facilities Director, Ext. 6912, ggurney@bryant.edu
  • Dave Leduc, Assistant Facilities Engineer, Ext. 6401, dleduc@bryant.edu
  • Scott Gauthier, Manager of Custodial Operations, Ext. 6562, sgauthier@bryant.edu
  • Michael Curran, Superintendent of Housekeeping, Ext. 6054, mcurran@bryant.edu
  • Mel Mann, Shift Supervisor of Custodial Operations, Ext. 6575, melmann@bryant.edu
  • Jim Lucia, Superintendent of Grounds, Ext. 6189, jlucia@bryant.edu

Facilities Management Administration and Planning

 

Master Planning

The master plan for the Bryant University campus has evolved along a simple consistent model for the three decades of its presence in Smithfield. The original campus architect, Robert Hillier, envisioned the campus with a simple compelling diagram that strategically placed the glass-walled classroom/administrative building (Unistructure) on a north-south axis along the crest of Memory Ridge. This afforded students and staff with a sleek contemporary learning environment replete with dramatic sweeping views of Smithfield’s Wionkhiege Valley. The original diagram for land usage placed support elements like the Dining Room and administrative offices within the southern half of the Unistructure and the academic elements of classrooms and library on the north side. By extension, the original thirteen residence halls were grouped to the south of the Unistructure and the Gymnasium and playing fields were placed to the north of the Unistructure. Large parking lots bordered each side of the entrance drive from Douglas Pike to the east.

Subsequent development has reinforced the original planning vectors. Additional residence halls were consistently grouped to the south while additional developments to athletic facilities have been placed to the north. The Academic and support core has continued to evolve in the center of the campus. Some of the original parking area originally required for a large commuter enrollment has given way to the growth in the academic and support core of buildings that better serve the predominant residential population. In recent years, this growing core of academic buildings has been arranged in such a way as to enclose a large attractive landscaped campus green and separate it from the vehicular access and parking. A long, patterned, brick walkway forms a pedestrian path that traverses the academic core from the residence halls in the south to the athletic fields in the north. Future development of the academic core is likely to have a strong spatial relationship to this walkway.

During the evolution of this plan, standards emerged for certain planning elements such as the width of roads and walkways, preference for a contemporary style in architecture, and a conservative evolution in the palate of building materials. This general trend was reinforced by formal master plan documents written by the Providence Partnership in 1988 and reiterated by the Stubbins Associates in 1998, and more recently by the team of Gwathmey Siegel and Sasaki Associates in the design of the George E. Bello Center for Information Technology and and the Hassenfeld Commons landscape completed in 2002. The Academic Innovation Center was added in 2016. The associated landscaping extended the campus green north along the Alumni Walkway.

A great deal of thought is given to the placement of each new campus element. Consideration is given to circulation patterns, the relation between building and landscape, utility infrastructure capacity location and distribution, the potential effect on future development, and a host of other relevant and important considerations. Traditionally at Bryant, the President and Vice Presidents are intimately involved in the formulation and execution of these plans. The best architectural talent is brought in to augment and support this team and the resulting attractive campus is testimony their consistent, careful, and imaginative efforts.

As important as the vision and planning is to the aesthetic and functional development of the campus, equal attention is required to ensure that the buildings and grounds are well maintained and even occasionally repurposed in response to the changing needs of the University. The Campus Management Department is charged with the task of performing an ongoing conditions assessment and maintenance plan for all the elements of the campus infrastructure. The inventory includes buildings, furnishings, mechanical/electrical and utility distribution systems, roads, walks, athletic fields, and landscaping. The resulting Bryant Integrated Facility Plan is an ever-evolving document used to prioritize and plan for addressing these issues. The fruits of the IFP is a long-term capital plan that presents a cogent assessment of the bricks and mortar resources required for the institution to fulfill this mission. The plan is presented annually to the Bryant Board of Trustees.

Financial Management

I. Purchasing Procedures – Facilities Management (FM) adheres to the polices written by the Bryant University Purchasing Department. Please click on the link to view those procedures.

  • Processing Purchasing Requisitions – FM adheres to the procedures listed in the subject line link.
  • Processing Check Requests – FM adheres to the procedures listed in the subject line link.
  • Development of RFP’s – FM will develop all RFPs in accordance with the threshold requirements specified in the Purchasing policies and procedures. In addition, any work that is done on a regularly scheduled basis (i.e, monthly/quarterly service, trash removal/recycling, preventive maintenance procedures), will be awarded to a vendor through the RFP process.

II. Tracking Operations and Maintenance Accounts

At the beginning of each fiscal year, budgets are loaded into the University’s accounting database (Banner). Operating budgets and expenditures are subsequently tracked trhoughout the year using Banner general ledger reports.

III. Tracking Capital Accounts

All capital projects are monitored by their respective Project Managers. The Manager of Financial Operations will review each project with the assigned Project Manager on a monthly basis to confirm/create a cash-flow report that is published quarterly. When a project is completed, any remaining funds will revert to the Facilities Contingency Account for proper disbursement.

Fixed-asset Management

Introduction
The purpose of this section is to set forth the policies, responsibilities, and procedures for establishing and maintaining control over equipment and fixed assets owned by Bryant University. Certain property records and values are required for insurance purposes, budgeting, and for equipment control and utilization purposes. This section prescribes the procedures and forms to accomplish these requirements.

The Bryant University Policy section titled Capitalization of Equipment defines equipment as “tangible personal property that is not a permanent part of a building and does not lose its identity through incorporation into a more complex unit.” The Business Affairs Division is responsible for ensuring that all equipment acquired by the University is properly accounted for when acquired, inventoried on an annual basis, safeguarded throughout its useful life, and properly accounted for at the time of disposal.

Equipment purchased by the University will be either capitalized or expended in the fiscal year in which it is acquired. Equipment purchased having a useful life of more than one year and costing $1,000 or more will be recorded as an annual operating outlay expense. Items costing $5,000 or more will be capitalized in the capital fund.

This entry is intended to assist departments in tracking the equipment they are responsible for, and to accurately report to Business Affairs changes due to transfers, sale to other departments, declaration of surplus, theft, or other movement of equipment that meets the above criteria.

Property Acquisition

Capital equipment may be acquired through purchase, donation, trade-in, or construction. Regardless of the way the equipment is acquired, if it meets the definition of capital equipment, it must be added to the property records and tagged with a Bryant University property tag. These tags are silver in color, with the wording Property of Bryant University at the top, a barcode in the center, and the equipment number below. These tags are to be placed on the equipment in a conspicuous place, so that they can be easily scanned during the annual inventory process.

Title to the property rests with the University, not the department, regardless of whether the equipment may have been donated or purchased from department budget allocations or from special appropriations or allocations. Departments are assigned property for custody using the department attribute, and are responsible for such property. Departments are responsible for completing transfer forms when equipment is moved or otherwise disposed of, in order to transfer that responsibility.

A department is designated as the “Responsible Department” when property is acquired by the department through purchase, gift, or transfer. The Responsible Department is carried on the property and inventory records of the University, and it will be relieved of responsibility only if the property is transferred to another department, declared surplus, traded in on a new acquisition, or reported as lost or stolen to the Department of Public Safety. In these cases, the responsible department must fill out the appropriate form and forward it to Campus Management so that the adjustments can be made.

All items will be carried on the accounting records at cost or purchase price. This will include shipping, installation, and training costs. Where the actual purchase price cannot be established, as in the case of a gift, fair-market value may be used. Purchase of items with trade-ins will be recorded on the property records at the actual cash paid plus the allowance for the old piece of equipment that was traded in. Lease/Purchase equipment will be recorded at the total applicable rental paid plus any remaining purchase price or residual.

Reconditioned items will be recorded at the total purchase price plus all reconditioning costs. Reconditioning of already owned items normally will be charged to expense, and the initial property records will remain unchanged, unless the amount is in excess of $1,000 and will prolong the life of the asset more than another year. These will be considered improvements, and a separate property record should be kept on these betterments.

Property Movement

The movement of equipment on campus is sometimes necessary. Whenever equipment is to be moved from one location to another, it is necessary to notify Campus Management and Purchasing and Auxiliary Services so that property records may be updated.

Condition Assessment

Introduction
The purpose of this section is to set forth the policies, responsibilities, and procedures for conducting facilities condition assessments at Bryant University.

Residence Halls

The Facilities Group will conduct condition assessments in conjunction with a designee from Residence Life in selected residences during winter break. The assessment will determine whether additional repair/rehabilitation will be required to bring a unit up to the health/sanitary codes and livability for students. During the assessment, charges for repairs, if any, are determined and the billing is handled through the Residence Life group. Any necessary repairs will initiate the work-order process, and a work ticket is generated for each needed trade.

Administrative Areas

The Facilities Group conducts periodic checks of areas populated by administrative offices and classrooms. These assessments are conducted during the spring break and summer break timeframes. Any emergency repairs are conducted immediately. Any work requiring a major expenditure is forwarded to the Capital Projects Group to be entered as a candidate for a capital improvement.

Building Envelope

During the winter months, as a means of preventive maintenance, the Facilities Group conducts periodic inspections of the building envelopes to assess energy efficiency with regard to infiltration/exfiltration. The buildings are assessed via infrared scanner to determine if they are weather tight.

Campus Communication

The purpose of this section is to set forth the policies, responsibilities and procedures for providing campus communication at Bryant University between the Facilities Group and requesters.

The Facilities Management Group will respond to all Electronic work requests via e-mail directly to the requester. One e-mail will notify the requestor of receipt of the work order, and another will notify the requester of the status of the work order. For any requests made by telephone, the only confirmation communicated by the Facilities Management Group will be from the worker making the repairs.

Campus Management often conducts projects that adversely affect the flow of community activities. When this situation occurs, it is necessary to notify the community via e-mail of the affected areas and the period that the area will be affected. A global email is sent through the Vice President for Business Affairs, by the Director of Facilities, notifying the community of the start and finish of the work as well as the affected activities/areas.

Exterminating Services

The Facilities Management Department is solely responsible for administering exterminating services at a periodic rate to all buildings. These services may be performed by inhouse Facilities personnel who possess the proper licenses and training, or by outside contractors.

All costs of general exterminating services throughout the facilities will be annually provided for in the Facilities Management budgets. Exterminating services for food service areas and culinary instructional areas will be administered by Facilities Management, but charged to the respective department.

Any areas witnessing problems with rodents or insects should contact the Facilities Management Office immediately. Treatment services will be scheduled as soon as possible. Except in extreme situations, treatment will always occur at times when the buildings are least occupied.

Occupants’ Responsibilities

Although Facilities Management is responsible for the overall Facilities operations, it is the responsibility of each individual to see that fellow employees, students, materials, and equipment are in compliance with University, state, and federal policies and procedures. Department heads are responsible for the overall safety and security of their respective areas.

Campus Refuse Disposal

The Facilities Management Department is solely responsible for the collection and disposal of campus refuse. The Department will make every effort to ensure that disposal and collection of refuse is timely and in full accordance with all state and federal regulations governing this function.

Due to the excessive costs associated with disposal, the Department will make every effort to diminish the trash stream through recycling procedures and conservation.

All costs associated with refuse removal will be annually provided for, annually, in the Facilities Management budgets.

Roof Access

It is the policy of Facilities Management that University building roofs are strictly off-limits for experiments or any other activity other than Facilities Management construction or maintenance. Only authorized personnel are permitted on the roofs. Authorization to access any roof must be obtained from the Director of Facilities Management.

Sign and Poster Placement

Temporary signs, banners, posters or other types of signs advertising University events are permitted with the following restrictions:

  1. All student-related signs must be stamped for approval by Student Affairs and indicate “remove by” date. Material not stamped will be removed.
  2. Signs may not be attached to the interior or exterior of any building except at designated locations.
  3. Exterior signs will not be displayed on campus signage, traffic signals, trees, sign posts or lamp posts. Free standing signs may be placed around the grounds with the prior approval of the Center for Student Involvement of the Director of Facilities Management or his/her designee.
  4. Interior signs will be confined to bulletin boards or similar areas identified for said purpose. Adhering signs and other displays to walls, doors, railings, windows, or similar interior structures causes damage and therefore, is prohibited.
  5. All displays must be promptly and completely removed by the removal date or completion of the event.

Vehicles on Grounds and Paths

It is the policy of the Facilities Management Department that University and private vehicles are not permitted to be driven on the grounds or pathways without explicit permission from the Director of Facilities Management and/or the Director of the Department of Public Safety.

Uniforms and Equipment

The professionalism exuded by staff on campus may be strengthened not only by working smart, sensibly, and consistently, but also by the conspicuous presence of a uniformed, mobile work force. The University will provide all facilities personnel with uniforms and equipment necessary to project a professional presence on campus.

Emergency Closings

I. Purpose:

If hampering snow conditions, physical plant problems, or a national/state/local emergency develops, it may be necessary to close Bryant University.

In emergencies, employees are designated as:

  1. Faculty
  2. 12-month employees
  3. Essential staff

a. Security staff

b. All grounds maintenance and custodial staff

II. Procedure:

Essential staff employees, as defined, must report to work under all circumstances. There has been no attempt to equate the relative danger in travel conditions for students versus employees. It must be assumed that an employee, whose road/traffic situation prohibits his/her getting to the University, is within reason and right in determining not to endanger life and limb.

Recharge Policy

Residential Recharges

A work request is entered into TMA work order management system (either manually if from a custodian or online if from faculty, staff, or students). Once done, it is designated as a Service Call. The service call is given to the lead trades person.

Should the request involve residence hall, townhouse, or senior apartment repair/damage, the lead trades person returns the Service Call to the Facilities Work Control Coordinator and writes the recharge amount (from his/her copy of the Recharge Rates Chart), along with what was done to remedy the repair/damage. Technician labor costs are included in all recharges, along with the material cost to repair/replace the damaged item.

The Vandalism Report containing date of repair, location of repair, damage description, and recharge amount is saved (in the TMA Database), and a hardcopy is sent via interoffice mail to Residence Life. A sample of this TMA Vandalism Report can be printed two different ways depending on how much information you need to “see” on it.

  • Vandalism Detail Report
  • Vandalism Report

Overtime

Every effort is made to perform routine predictable services required by the community during normal work hours. Organizations are recharged when it is necessary to have facilities staff or custodial, maintenance, or grounds personnel perform duties outside of their regularly scheduled work hours. As it relates to campus wide events, personnel requests are made through Central Scheduling with details of event time, location, setup, and staffing requirements. Account numbers for recharges are requested at this time.

  • On the weekly time sheets, department supervisors flag the employees, hours, and the name of the event that was worked.
  • A list is made each week of all overtime hours.
  • A worksheet is completed for each organization’s rechargeable hours.
  • A recharge form from the Controller’s Office Web site is completed and copies are sent to the organization being charged along with a copy to the Controller’s Office.

Departmental  

Gasoline:

Once the weekly gasoline consumption is calculated and accounted for, we recharge the Director of Athletics, the Bryant Center Manager and the Director of the Department of Public Safety for the gasoline used by their vehicles on a monthly basis. A recharge form from the Controller’s Office Web site is completed, and copies are sent to the department being charged, with a copy to the Controller’s Office.

Material for Work Performed:

The Facilities Department is tasked with maintaining all equipment and buildings on the Bryant Campus. Existing equipment is repaired on an as-needed basis. Maintenance and repair are the primary functions of the department. Requests for new installations will be charged to the department requesting a new installation. Examples of requests that fall within this category would be include additional electrical receptacles, or additional office shelving. Individuals who request items outside of those determined to be regular maintenance will have their requests reviewed on a case-by-case basis by the Facilities Department; a cost estimate for labor, material, and delivery time will be provided by the facilities engineer. The specific request should be addressed to the facilities engineer by the department manager, who must also provide a valid Bryant account number for the work. Upon completion of the estimate, the facilities engineer will provide a written estimate for the request. If the estimate is approved by the department manager, a work request will be generated, and the work will be scheduled.

The recharge dollar amount and account number to be billed is supplied on the work request, and then a recharge form from the Controller’s Office Web site is completed and copies are sent to the department being charged, with a copy to the Controller’s Office.

Facilities Management Maintenance Operations and Services

The Facilities Maintenance trades division consists of electricians, carpenters, plumbers, painters, HVAC mechanics, and locksmiths. These groups are responsible for all routine, emergency, and preventive maintenance on the University campus. They are also responsible for all summer resident-hall rehab work that is necessary for the quality of student life on campus.
Work Order Management

The purpose of this section is to set forth the policies, responsibilities and procedures for opening, closing, and initiating work orders at Bryant University. This section prescribes the procedures to accomplish these requirements.

 

I. User-initiated Online Work Orders

    • Users will visit the Facilities Management Web site atand select “Work Order Management.”
    • The browser will load the Facilities Management Web site.
    • The user will be prompted to click another link to get to the service window.
    • In the left-hand window of the iService Desk screen, the user will select “submit a work request.”
    • The user will follow the prompts and arrows to submit an online work request.
    • When completed, the system will generate an email to the user on the status of his/her work order at key periods during the process, should the user submit an e-mail address.
    • Online work orders are to be completed in non-emergency situations only.

Emergency Requests

The following items are considered emergencies and should be immediately called in to the Facilities Management Call Center at Ext. 6052:

      • Water Faucets, showers, or toilets that are overflowing and will not shut off
      • Electrical outlets that are sparking or have tripped the circuit breaker
      • No heat in a room or office
      • Vandalism relating to locks
      • Lock-outs
      • Lost access cards and/or Fobs
      • Food-service repair emergencies

II. Facilities Management-initiated Work Orders

Facilities management staff will follow the same guidelines set forth in Section I above.

Should a request come from an end user during the start of non-related repairs, the Facilities Staff member will encourage the user to submit a work request utilizing the aforementioned procedures.

Should a request come from an end user during the commencement of a related repair, the Facilities staff member will note the additional work on his/her work ticket and notify his/her supervisor of the action. Under no circumstances will a Facilities Staff member conduct work without proper authorization and recording of that work on a work ticket.

III. Opening and Closing Work Orders

The work request dispatcher will log onto a computer that has the appropriate maintenance management software installed and will follow the directions prescribed in the manual that is located with the Facilities Coordinator.

III. Reporting Work Orders

All reports that are communicated outside of the Facilities Management Department require the approval of the Director of Facilities or his/her designee.

Maintenance and Operations

 

PROCEDURES:

  • HVAC – Responsible for all heating, ventilation, air-conditioning, and refrigeration needs throughout the campus. Maintains all control systems in order to ensure smooth and efficient operations.
  • PLUMBING – Responsible for all related plumbing needs of the University. This includes but is not limited to all bathroom facilities, showers, sinks, toilets, urinals, etc.
  • CARPENTRY – In addition to performing general infrastructure maintenance work to all buildings on campus on a regular basis, the carpentry shop, through the work request system (see Facilities Web site), makes timely repairs to all Resident Halls assuring Bryant University students the opportunity to have a safe and operationally conducive environment for learning.
  • ELECTRICIANS – Responsibilities include but are not limited to maintaining the indoor and outdoor lighting and power requirements throughout the campus including the fire alarms systems. Through the work request system (see Facilities Web site), all electrical problems concerning students, faculty, and staff are attended too in a timely manner.
  • PAINTERS – All interior and refurbishing painting functions are performed on an ongoing basis through the school year. As with all the other trade departments, resident-hall painting rehab is completed during the summer months. In addition, infrastructure painting needs are conducted during the winter break to minimize disruption to Bryant University students, faculty, and staff.
  • LOCKSMITH – The responsibilities of the locksmiths are to provide access through mechanical and electronic means to facilitate optimum use of the University facilities. They are also responsible to address access concerns, while maintaining an appropriate level of security on campus.
    • Key control policy for faculty and staff:
    • All keys must be issued by and returned to the Facilities Management Lock and Key Shop.
    • No deposits will be required.
    • No key will be issued by or turned in to any person or office other than the Facilities Management Lock and Key Shop.
    • No more than one key will be issued for the same area per person.
    • Lost and/or stolen keys must be reported immediately to the Department of Public Safety, Ext. 6001.
    • All keys must be returned to the Facilities Management Lock and Key Shop before a person leaves the University’semployment.
    • No key will be issued without a properly completed Key Authorization Card.
    • Line of Authority for key authorization:
      • Grand Masters – By authority of the Vice President responsible for the area and the Director of Facilities Management.
      • Masters – By authority of the Director responsible for the area and the Director of Facilities Management.
      • All others – By authority of the Administrator responsible for the area and the Director of Facilities Management.
    • To control continuity and security over the campus key system, the only lock cylinders and keys to be used on any area of Bryant University are those authorized and installed by the Lock and Key Shop.

Custodial Services Policy and Procedures

Contacts

  • Manager of Custodial Operations, Ext. 6562
  • Superintendent of Housekeeping, Ext. 6054
  • Shift Supervisor of Custodial Operations, Ext. 6436

Policy:

The Custodial Services Department of Facilities Management provides routine services to all University facilities and infrastructure. Since most classrooms and administrative/faculty and staff offices remain open throughout day and evening hours, much of the routine cleaning of these areas must be undertaken during the overnight hours by the third (night) shift during the hours of (10 p.m. to 6:30 a.m.). In addition, custodians on first (day) shift during the hours of (6 a.m. to 2:30 p.m.) clean and maintain all residence halls, service restrooms and clean other areas that can be done without undue interference to staff. Additional services are also provided to the community through the Receiving Department from 6 a.m. to 4:00 p.m. daily.

PROCEDURES:

Housekeeping

  • All internal and external offices are vacuumed and trash/recycling removed daily.
  • Restroom, classrooms, and public areas (lobbies, entryways, etc.) are cleaned daily.
  • Residence Hall restrooms, hallways, stairwells, study rooms, and all common areas are cleaned daily.
  • Floor care, such as auto scrubbing, burnishing and/or refinishing, is performed nightly.
  • Window and wall cleaning are performed daily as needed.
  • Carpets are extracted (shampooed) by request (scheduling should be done through online work request at facilities Web site.)
  • Purchase and distribute all sanitary paper products, trash liners, and cleaning supplies to proper locations as needed.
  • Custodial services are provided for University events on an overtime basis as requested. (i.e. Commencement, Parents and Family Weekend, Spring and Fall Open Houses, etc.)
  • Overtime custodial services are provided for weekend trash/recycling removal and emergency situations that may occur on weekends during the overnight hours.

Trash and Recycling Removal

  • Trash and recycling are picked up daily outside the residence halls. (See facilities Web site for instructions as to how and where to bring the trash/recycling.)
  • Recycled materials in all other buildings are picked up on a daily basis.

Receiving/Delivery of University-related Materials

  • Receive and distribute UPS and Federal Express packages to administrative and faculty offices on a daily basis.
  • Receive the U.S. Mail and deliver to the University Post Office six days a week.
  • Deliver bulk U.S. Mail to the Providence, RI Post Office approximately twice a week.
  • Receive and distribute office paper products and all University brochures as needed.

Meeting Rooms and Event Setups

  • Perform athletic, conference, and special event setups on a daily basis as requested.

Furniture Relocation

  • Perform office and/or furniture moves as requested.

Weather related delays or cancellation information due to a snow emergency may be obtained by calling the Bryant University Information Line at 401-232-6002.

Grounds Department

The Grounds Department is responsible for the overall appearance and maintenance of the campus roads and grounds encompassing the entire campus. The University comprises 420 acres of land with several miles of roads, and over eight miles of walks. It is the goal of our office to enhance the University experience for students, faculty, and staff by maintaining a clean and safe environment. Specific duties provided in support of the University are as follows:

  • Maintain all horticultural materials such as turf, trees, evergreens, shrubs, vines, ground cover and flowering plants
  • Watering trees, shrubs and flower beds
  • Shrub pruning and tree trimming
  • Collecting and disposal of leaves
  • Maintenance of storm drains
  • Maintenance of fountain and irrigation systems
  • Maintenance of fire hydrants
  • Installation of special event signage
  • Litter and debris control
  • Snow and ice removal

The majority of Grounds department services are performed Monday – Friday between the hours of 7 a.m. and 3:30 p.m.

 

Snow Emergency Plan

The Bryant University Emergency Snow Plan has been implemented to provide successful and responsive removal of snow from all campus roads, sidewalks, walkways, buildings, dorms, townhouse entrances, and parking lots. Snow removal is considered emergency work and therefore considerable overtime cost may be required. Careful planning and preparation prior to the snow warning is vital to minimize this cost. Variable conditions encountered, such as rate and accumulation, moisture content, temperature, and time of day, will activate the Emergency Snow Plan.

Emergency Snow Plan may be activated by the:

  • Department of Public Safety
  • Assistant Vice President for Campus Management
  • Director of Facilities
  • Manager of Grounds Division
  • Facilities Engineer
  • Assistant Facilities Engineer

Guidelines for activating Emergency Snow Plan:

  • Winter Storm Warning forecasting 3” or more
  • Winter Storm Warning for Severe Icing, forecasting freezing rain
  • Winter Storm Warning for Heavy Sleet, forecasting ½” or more

Guidelines for Response Activation:

  • Upon Emergency Snow Plan activation approval, the Manager of Grounds will begin to contact all Grounds and Custodial/Trades Snow Removal Teams at least two hours prior to forecast starting time.

Parking Ban:

  • Student parking is prohibited in the Faculty, Staff and Commuter parking lots. Fire Lanes need to remain open and accessible at all times. Grounds Workers will keep stockpiled snow away from sightlines at all intersections of the University. Students remaining on campus during winter break are encouraged to park their vehicles in front of the tennis courts during a snow emergency.

Emergency External Snow Removal Vendors:

  • External emergency snow vendors will be utilized when snow forecast exceeds 8.” Vendor notification will be handled by the Manager of Grounds.

Essential Personnel: All employees holding the Custodial and Tradesmen classifications are considered essential personnel and will be required to report to work during snow emergencies within their normal assigned working hours unless otherwise advised.


Athletic Field Complex Fall Maintenance and Winterization

Procedures

 Baseball and Softball Fields

  • Final cut and clean
  • Add infield mix and conditioner for stabilization and preparation for early spring practice
  • Grade infield utilizing Laser Alignment
  • Sod Cut infield lip to level
  • Deep tine and aerify turf
  • Address pitcher mound and install new rubber
  • Address home plate and batters boxes
  • Apply dormant fertilizer to all turf
  • Install tarp on infield and secure for winter

Sutton Fields

  • Final cut and clean
  • Apply dormant feed to all turf areas
  • Spray application for snow mold

Varsity Practice Field

  • Final cut and clean
  • Deep tine and aerify
  • Apply top dress and over seed
  • Apply dormant fertilizer

 Intramural Fields

  • Final cut and clean
  • Solid tine fields
  • Apply top dressing and over seed
  • Apply dormant fertilizer

Track Field

  • Final cut and clean
  • Apply herbicide and dormant fertilizer

Field Hockey Field

  • Final cut and clean
  • Deep tine turf
  • Top dress
  • Address goal mounts
  • Apply herbicide and dormant fertilizer
  • Spray application for snow mold prevention

Stadium Field

  • Final cut and clean
  • Apply gypsum to fracture soil
  • Apply herbicide and dormant fertilizer
  • Spray application for snow mold prevention

Irrigation System

  • Blow down all lines and secure to prevent freezing

Spring

  • Remove all tarps
  • Inspect condition of all fields to access winter damage
  • Evaluate assessments, and report and program with Denis Brolin, Sports Turf Specialties
  • Initiate rolling of all areas
  • Initiate de-thatching of all areas
  • Initiate cleaning all areas
  • Spring fertilization program

Athletic and Outdoor Event Setups

General

Requests for Bryant University-sponsored events must be submitted by the sponsoring group. All requests must include a valid account number. Although there is generally no fee associated with an outdoor event unless labor is requested, the account number will be used should the space be damaged or improperly cleaned after an event. The request must be submitted a minimum of five business days prior to the date of the event. The business day ends at 5 p.m. so requests submitted after 5 p.m. will be received the following business day. Applicants are required to provide as complete a description as possible. If an event is planned that includes amplified sound, a tent, or catering, additional time for processing will be needed.

Athletic Fields

Recreational Fields and Practice Fields are designed to support Intramural and Club Sport activities, who hold first priority for the space. Therefore, fields that appear “available,” may actually be in use for sports programs. Any inquiries for athletic fields must be directed to the Athletic Director’s office to check for availability prior to submitting a request for athletic field usage. Tents are not allowed on any Athletic Fields.

Certificates of Insurance

When an outside vendor comes onto campus, the vendor must provide the University with a certificate of insurance that must be approved by the University’s Director of Risk Management. This certificate must show that the vendor has commercial general liability in the amount of $3 million per occurrence and must name Bryant University as an additional insured. Companies often add language that includes that the addition of Bryant University is for a specific date or the duration of an event.

Food and Alcohol

Alcoholic beverages must be supplied and served by a licensed caterer. The name of the caterer must be entered on the Request for Field Use. The organization may purchase and prepare (grill) food for an event provided that approval is given by the Facilities Management office.

Security

Each event will be reviewed by DPS to determine if security is required. If it is determined that security is necessary, DPS will indicate the number of officers that are required to work the event and what specific duties the officers will perform. The event sponsor must arrange for security at least two weeks in advance of the event.

Tents

Events with tents require a Town of Smithfield tent permit. All fees and arrangements for inspections by the Fire Department must be made in advance of the Request for Field Use. A copy of the tent permit must be sent to the Facilities Management office in order to receive final approval for the event.

Electricity

Facilities Management must have all electrical requirements a minimum of two weeks prior to an event in order to determine the staffing necessary for the event.

Car Washes

Requesters will need to request hoses and valve-control tools for use during a car wash. Use of the equipment is free; however, the account number on the request will be used for replacement of any damaged equipment or items not returned. Specific arrangements for the equipment can be made in advance by contacting Facilities Management at Ext. 6052.

Vehicle Accessibility

All Facilities-owned cars, trucks, vans, buses, and other motor vehicles will be controlled and kept in service by the Facilities Management Department. When available, they may be used by other departments/divisions for University-related purposes on a cost basis and on other terms as may reasonably be established by the Director of Facilities Management.

Grounds Equipment

These vehicles are solely for the use of the Grounds department at Bryant University. Under no circumstances are these vehicles to be rented, loaned, or taken off site without the express permission of the Director of Facilities Management.

Maintenance Vehicles

These vehicles are solely for the use of the Maintenance department at Bryant University. Under no circumstances are these vehicles to be rented, loaned, or taken off site without the express permission of the Director of Facilities Management, Facilities Engineer or Assistant Facilities Engineer.

Forms

Equipment Relocation Request FormVehicle Request Form

Campus and Environmental Planning

Campus and Environmental Planning consists of campus infrastructure assessment, building commissioning activities, Environmental, health and safety compliance, energy and utilities management and records management.

Commitment to Environmental, Health, and Safety

Bryant University is committed to protecting the health and safety of all members of the University community and our environment. The Bryant Policy is:

  • Provide facilities and operations that are safe and healthful;
  • Strive to prevent all occupational injuries and illnesses by emphasizing safety management, education and training, and safe work practices;
  • Comply with all applicable health, safety, and environmental laws and regulations;
  • Minimize waste, and reuse/recycle material when it is economically and environmentally appropriate;
  • Ensure that health, safety, and environmental protection is a principle consideration in the design, construction, and renovation of all buildings and facilities;
  • Communicate broadly our health, safety, and environmental activities and performance

All members of the University community, including students, faculty, staff, and contractors, are expected to be cognizant of, and conform with, University policies and procedures and share the responsibility for minimizing risks to health, safety, and the environment.

Faculty and supervisory staff must ensure that their employees and students work in a safe, healthful, and environmentally responsible manner and comply with all applicable laws, regulations, University policies, and procedures.

Construction and Capital Project Management

Construction and Project Management consists of construction management and execution, project development and management, design review management, estimating and forecasting, value engineering, and municipal code management.
Contacts

  • John Metcalf, Executive Director of Capital Projects, Ext. 6977, jmetcalf@bryant.edu

Capital Project Planning (major projects)

Fulfillment of the academic plan is accomplished by creating a physical environment conducive to the goals of the University. The academic goals of the University are the primary impetus to all campus planning. As the academic and enrollment plans evolve, it is possible to define the individual physical development projects that address the academic and support requirements of the institution. At Bryant University the President, supported by the Vice Presidents and their staffs, plan and envision the course of campus development. All proposed initiatives are prioritized in support of the strategic plan. These initiatives can address maintenance and repair needs, renovation to upgrade facilities to a higher standard, alteration to convert existing space to serve a change in function and new construction that supports the ongoing University Mission.

The first step in the planning process is the development of a program statement that is the written description of the proposed physical development plan. The development of the program should be led by a professionally qualified leader, often a Project Manager (PM) with the Campus Management Staff. The PM brings together members of the community selected by divisional Vice Presidents architects, engineers and qualified consultants to define the project objectives.

In large capital projects, the architect is often the first professional engaged in the process. The architect develops a conceptual plan to satisfy the intent of the program. Often, at this stage, an estimator or Construction Manager (CM) is engaged to develop cost ranges and preliminary construction schedule. These are presented to the President and his cabinet for assessment. Projects that fit the financial and program requirements of the institution are allowed to proceed to the various planning, documentation, and bid stages.

Budget Development

A project budget includes all of the costs pertaining to the completion of a project; it contains so-called hard construction costs and the soft costs for planning and miscellaneous fees and expenses. In the early stages of planning, estimates of these costs are provided by professional estimators or construction managers. Early pricing is often based upon comparison with recent projects on a cost-per-square-foot of area or a cost-per-occupant. As the plan becomes more detailed, such as at the end of the design development and subsequent construction documentation process, then more precise estimates can be developed. Accurate cost control through the design process helps to ensure that the project will emerge from the bidding process consistent with program and financial objectives.

Normally the planning process culminates in the completion of a thorough set of construction documents that are distributed to a pre-approved list of bidders. The bidders are invited to submit competitive bids on or before a specified time to the Director of Purchasing. However, when a CM is engaged by the University to manage the project, the CM receives all subcontractor bids and provides the University with an analysis and recommendation of which subcontractors should be engaged on behalf of the University.

For smaller projects of limited scope, budgeting can occasionally be done by a University PM who may use historical cost records, published cost data, or advice from trusted subcontractors to establish a reliable estimate.

(Minor Projects) An annual capital request process provides department budget managers with an opportunity to propose specific capital projects for the consideration by the President’s Cabinet. A notice is issued by the Director of Capital Projects to Budget Managers who are asked to submit requests to their respective Vice Presidents. The Campus Management Staff often provides assistance in the preparing the cost estimates for these proposals. The Vice President selects projects to pass on to the entire Cabinet for review. Projects approved by the President and his Cabinet are passed on to the Board of Trustees for final approval.

Capitalization Policy

Not all projects qualify as a Capital Project. The following policy establishes the criteria for what can and cannot be capitalized.

Bryant University Fixed-asset Capitalization Policy

Contract Management

Capital projects involving the campus infrastructure are usually managed by the Director of Capital Projects and the Project Management Staff. Early in the planning process, the Director assigns a PM to the project. The PM follows established procedures for acquiring the services of the design professionals and arranging for meetings with the University Review Committee. When the design is complete, the PM procures the project in accordance with established University Procurement Procedures. For major Capital Projects, a construction manager is often selected during the early stages of the design process. The selection of the CM is normally made by the Vice President for Business Affairs and the President through a comparison of three or more competitive proposals. For exigent projects when the overall project schedule does not allow for a competitive bid process, the CM can be selected by a negotiated bid providing fixed percentages of Fee and General Conditions.

The nature of the project determines the type of contract document used to define the scope and obligations of each party. As a rule, the University provides a modified version of a standard American Institute of Architects Document.

The University PM provides leadership to the project team and manages the overall project schedule and budget. She/he reviews the quality of the work and ensures that the project is constructed in accordance with the construction documents. She/he reviews payment requests; acts as University liaison to architects, engineers and consultants, and the Campus Community, and guides the project through the regulatory approval process. The PM ensures that accurate records are kept of project costs, shop drawings, operation and maintenance manuals, written guarantees, inspections and closeout documentation. Finally the PM procures furnishings and equipment and oversees the final punch list, certificate of occupancy, and training for the building maintenance staff.

Bidding Process

Normally projects are bid competitively. Once plans and specifications are complete, the project is put out to bid. Contractors and subcontractors from Rhode Island and neighboring states are invited to fill a select list of bidders. The University has employed a variety of construction procurement methods, such as Lump Sum Bid, Fast Track, and Design Build but currently the most common method is Construction Management. In Construction Management projects, the construction manager divides the project into logical subcontract bid packages and invites multiple qualified subcontractors to submit bids for each package. Comparisons are made of the most attractive bids, and a scope review is conducted to ensure that the bidders have considered all elements of the required work. Once the CM has subcontracted a substantial amount of the project work on a particular project, he/she is normally asked to provide the University with a Guaranteed Maximum Price. This establishment of a GMP places the contractor in an “at risk” status, in that under the terms of the Contract the CM holds all the subcontracts and the only allowed changes to the contract cost will be through a properly executed Change Order.

In some cases, for example smaller projects, University PMs will perform the duties of CM and hire the subcontractors directly.

Contractor Safety Procedure

1. Purpose

The purpose of these procedures is to ensure the safety of the Bryant community.

Contractor work on the Bryant University campus is no different than other University activities in that they require planning, training, and supervision and care to minimize risks and achieve safety standards. University managers must show due diligence in selecting and awarding contracts to competent contractors who are trained to protect themselves from all potential and existing hazards and provide a safe working environment.

These procedures highlight the issues involved for all staff engaging contractors to undertake work in the University.

2. Definitions

Contractor: A person or persons contracted to provide materials and labor for a specific purpose within the confines of the campus.

Contract: A formal agreement to complete a service or carry out a specified activity. The type of contracts will depend on the level of financial risk, the duration of the contract and the value of the contract.

License: Official permission issued by the governing regulatory authorities. These include forklift licenses, rigger certification, etc. All licenses must be current and furnished on demand.

Permits: Official permission issued by the relevant authority in respect of prescribed activities. The relevant regulatory authority may issue permits or internal permits may be issued by the University for prescribed activities conducted on University premises.

Hazard: Situation with the potential to cause injury and / or property damage

Risk: The likelihood that a hazard will cause an injury and / or property damage and / or financial loss.

Risk Assessment: The process of identifying hazards and assessing and recommending methods of controlling those risks associated with a particular project.

Project Manager: This University employee is responsible for the management and coordination of the contract.

Construction Manager: This person or entity is responsible for the coordination of the various contractors and the successful completion of a designated construction project.

Safety Plan

The contractor must have a plan in place to train all workers on all safety and health hazards and provisions applicable to the type of work being done. This plan must be in place for all major and long term contracts. It is the contractor plan that outlines how environmental health and safety will be managed for the project.

3. Procedure

3.1 Authority to engage contractors

The authority to engage contractors is specified in the University’s Business Affairs website under policies and procedures. All University employees that engage and manage contractors must monitor the contractor’s compliance with the contract throughout the duration of the work.

3.2 Responsibilities

The project manager is responsible for conveying to contractors the importance of environmental health and safety through:

  • Specification requirements
  • Contractor selection, assessment and engagement
  • Obtaining and keeping on file MSDS sheets on chemicals that contractors are using

3.3 Pre Contract Stage

Designate a representative to coordinate all safety and health issues and communicate with the University’s designated representative.

3.3.1 Type of contract

The contract represents an agreement between the University and the contractor. It is essential that the contract clearly expresses the intent and scope of the work and covers the legal issues involved.

Minor contracts (to a value of $50,000)

The contractor must have a thorough understanding of hazards and risks associated with the contract. The contractor must have established environmental health and safety systems.

All operators must be appropriately licensed and authorized to use equipment registered as required.

A risk assessment must be undertaken for the work by the contractor and reviewed with the University’s project manager.

Major contracts (in excess of $50,000)

In addition to the above requirements, contractors must have a formal environmental health and safety management system. The health and safety systems will include a formal risk assessment for the contract, and require that the contractors report on environmental health and safety performance during the contract.

3.3.2 Selection of contractors

Selected contractors must be able to demonstrate that they are experienced and competent to carry out the required work with regulations and accepted safety standards.

3.3.3 Evaluation

One of the criteria on which bidders must be evaluated is the bidders environmental health and safety management systems.

This evaluation will establish the level of competency of the bidder with regard to health and safety in general and in particular to bidder requirements and all relevant information must be requested and provided before work commences on site.

The Safety Management Plan should include:

  • Responsibilities
  • Documented training that the contractor has undertaken
  • Safe Work Procedures
  • Risk Assessment
  • Safety Inspections
  • Safety Consultation, between Contractor Employees and the University
  • Personal Protective Equipment
  • Emergency Procedures Including First Aid
  • Incident Recording
  • EH&S Performance Monitoring

The contractors’ environmental health and safety management system must be evaluated by University management prior to the contract being awarded.

3.3.4 Indemnity

The contractor must indemnify the University, its board of trustees, agents and employees for any liability, loss damage, claim or proceedings resulting from any act, omission or negligence on the part of the contractor or the contractor’s agents, employees or sub-contractors.

3.3.5 Insurance

The contractor must submit proof of insurance and comply with the insurance clauses of the University’s contract documents. An independent contractor must complete a Notice of Designation as Independent Contractor Pursuant to RIGL 28-29-17.1 registering with the State of Rhode Island athttp://www.dlt.ri.gov/wc/pdfs/Forms/Employer/DWC_11_IC_Mar06.pdf

3.4 Contract Stage

At times, the contractor will perform its work while the University is operating, if necessary, and establish necessary safe practices to permit work under operating conditions without endangering the University’s employees, students or property. This includes but is not limited to barricading, sign-posting, and flagging and fire watches.

Make sure that any equipment, chemicals, or procedures used by the contractor to perform contracted work meet all OSHA requirements.

Be held responsible and accountable for any losses or damages suffered by the University and / or its employees or students as a result of contractor negligence.

3.4.1 Hazard Identification and Risk Assessment

The object of risk assessment is to identify hazards associated with contract tasks /activities. The level of risk will be determined and appropriate risk controls will need to be established by the contractor. The risk assessment must review all hazards that can be associated with the project. Hazards can be physical, chemical, ergonomic, psychological or biological.

The successful bidder in relation to the contract shall complete a risk assessment form and submit it to the contract manager for approval prior to commencement of work. The risk assessment shall take into consideration scheduling of work to avoid disruption of activities, areas not to be entered or services to be isolated as part of the work.

 3.4.2 Monitoring Contractors

The individual contractor is responsible to monitor their own performance with respect to adherence to all applicable ordinances and regulations.

3.5 Records

The University must retain contract records during the period of the contract and for four years after completion of contract.

Municipal Relations

Bryant University values the good will of the state and local communities The importance of successful public relations is critical in pursuing certain facilities projects. The institution depends on the soundness of these relationships for needs ranging from simple permits for building demolition to positioning public opinion in favor of major growth plans.

A healthy relationship is dependent on maintaining an open line of communications between local officials and a generally good public opinion of the role that the University plays within the community.

Bryant University, with its excellent educational programs and attractive campus is well positioned to be considered an important asset of the Town of Smithfield and the State of Rhode Island. However, maintenance of this impression cannot be taken for granted. A concerted, ongoing effort must continue to be made to achieve and maintain this image.

The overall responsibility for community relations is a multi-divisional team effort. The President and his office are often the first contact on matters of community concern. University Relations normally spearheads any public communication effort. Student Affairs is often involved in matters of Public Safety and student/community relations. Business Affairs is normally involved in matters of interest to specific town departments such as Building/Zoning, Fire Officials, and the Public Works Department. It is critical that the timing and content all important University communications with town and state officials be coordinated, open, and consistent. This critical role is managed by the University President, Vice Presidents, and University Relations.

Bryant hosts periodic meetings with town officials where University and community interests and initiatives are discussed. During these sessions, the University President briefs local officials on plans for upcoming projects that may be of mutual interest. The meetings allow for a strengthening of personal alliances and keep municipal officials current on nascent plans and objectives. These meetings also provide an opportunity for the University to present ideas about new initiatives that can further cooperation and community goodwill.

Bryant must continue to demonstrate an interest in the concerns and welfare of the local community. Occasionally the University is able offer the town the use of its facilities or the expertise of its faculty and staff. The community is invited to participate in cultural and sports events on campus. Each year scholarships are offered to Smithfield High School graduates. Bryant University students volunteer for local and state community charitable initiatives.

Periodic economic impact studies are conducted to demonstrate the substantial effect that the University has on the local and state economy. While the University maintains a tax-exempt status, it nevertheless provides significant contributions to the health of the local economy and through its support enables area businesses to offer a greater range of services to the larger community. Over the years, Bryant has also made substantial contributions to the development of the utility infrastructure.

The University strives to cooperate and maintain the respect of municipal officials who have responsibility for interpreting and enforcing local and state regulations. For larger projects, an effort is made to brief key decision makers early and often. Preliminary visits to the Smithfield building and engineering staff, as well as the Fire Department, help to surface technical and procedural preferences and gaining insight into the time that must be allowed to progress through the review process. It is critically important that the University continue to keep its commitments made verbally or in writing.

In addition to placing value on the relations with municipal authorities, Bryant takes particular care to maintain the trust and goodwill of its immediate neighbors who are most impacted by University activities. An effort is made to balance the interests of the University with the importance of having the community see Bryant as a friendly and caring neighbor. Neighbors should be invited to appropriate events and to enjoy the grounds. University officials invite residents to call should they perceive an issue that threatens that relationship. Every effort is made to address these concerns or at least explain when they cannot be addressed.

Records Management and Archive Policy

Project Records

Before a building is physically built, it is first constructed on paper. In order to insure the success of the building process, all of the materials, methods, spatial relationships, and functional outcomes must be described in great detail. The documentation takes the form of contracts, plans, written specifications, schedules, regulatory permits, product submittals, operation and maintenance manuals, test reports, photos. etc. For a particular building or project, the accumulated body of documentation is referred to as the project record. Much of this documentation that makes up a project record has value beyond the initial construction process. Maintenance operations for the life of the structure are dependent on accurate records of all elements of the completed project. These documents play an important part in the building commissioning process that sets the stage for the ongoing maintenance process. Accurate and accessible project documentation is particularly important to the cost-effective upkeep of the active mechanical and electrical systems and the modification and adaptation of these systems over the course of time.

At Bryant, the Project Manager (PM) assigned to a particular project is responsible for the assembly and care of the project record. At the outset of a project, the PM establishes a standardized filing format for all correspondence and documentation related to the project. The PM is responsible for the maintenance and distribution of documentation to all members of the project team within the University, from the inception of the project until project closeout. Following the project completion and closeout period, the original project record is transferred to a common archive for use by all members of the maintenance staff.

Major projects constructed after 2000 have included, as a standard requirement, that the architects and engineers must provide to the University an AutoCAD version of the project plans. These plans are to be included in the limited body of existing building plans that have been converted to the more durable and accessible digital format.

Environmental Records

Regulatory compliance requires extensive record keeping. EPA, OSHA, Fire Department, and other regulators have statutory requirements for documentation to verify the quality of ongoing compliance activities. Records are kept on such issues as; Asbestos Remediation, Air Duct Cleaning, Boiler Inspections, CFC Refrigerant Control, Department of Transportation Manifests, Elevator Inspections, Underground Tank Testing, Oil Spill Prevention and Cleanup, Right to Know Communications, Fire Alarm Inspections, and OSHA Training Records, to name a few. Much of this information is stored in the Facilities archives, and individual files are maintained by various staff members of the operations staff.

Technical Library

The Campus Management Department maintains a technical library consisting of engineering and architectural reference books, product literature, cost-estimating information, and code and regulatory reference books. Much of the library is located in the archives room, and some of the reference materials circulate throughout the administrative offices.

Furniture and Carpet Section Policy

Furniture

Selection and purchase of University furnishings are done either by direct purchase by individual departments (small non-capital orders), or by the Campus Management Department (larger capitalized orders) on behalf of the end user.

Direct purchase by individual departments is limited to small orders confined to individual offices or to fill specialized needs. In this case, the Purchasing Department provides the purchaser with a range of choices that help set standards of quality and choice of pre-qualified vendors. Purchases are made directly by the end user and are usually funded by the department’s operating budget and with the approval of the respective divisional Vice President.

Capital purchases of furniture are often associated with new construction or renovations and require the assistance of the Office of Campus Management. Normally a Project Manager (PM) is assigned to assist a client department in the selection process. The PM may procure the assistance of architects or interior designers, who will offer the client department a range of options that address programmatic, functional, budgetary, and aesthetic needs. Once the programmatic needs are well defined, the PM or the consultant will author a Request for Proposals (RFP) to be sent to three or more of qualified vendors. The RFP will require itemized pricing on all acceptable choices of furnishings and may also allow vendor-suggested alternatives. The RFP will also list all other relevant terms such as prepayment limits, delivery/placement, insurance, warranty, schedule, etc. Vendors will be directed how and when to submit their proposals to the Purchasing Department, who will record the bids and forward them to the PM in Campus Management. The PM in Campus Management will analyze and compare the bids and initiate the normal approval and purchase procedures. The PM will work with the successful vendor(s) during the execution of the work to ensure that all bid requirements are met and that the client departments needs are met.

Carpet

Carpet and floor covering is normally procured through or with the assistance of the Campus Management Department. For capital projects, the specification and recommended selection is made by architects or designers in consultation with the client department. Campus Management is responsible to see that selections are code acceptable and meet reasonable durability standards. Procurement is normally done by capital projects staff for new installations or renovations or by the Custodial Department for normal cyclical replacement. The PM is responsible for the observance of approved University purchasing procedures. Small-dollar projects that require immediate action are usually purchased from a preferred bidder. Larger projects that can benefit from competitive bidding are competitively bid. A PM will issue an RFP listing product specifications for the required carpet. The RFP will also list all other relevant terms such as prepayment limits, delivery/placement, disposal of old carpeting, insurance, warranty, schedule, etc. Vendors will be directed how and when to submit their proposals to the Purchasing Department, who will record the bids and forward them to the PM in Campus Management. The PM will analyze and compare the bids and initiate the normal approval and purchase procedures. The PM will work with the successful vendor(s) during the execution of the work to ensure that all bid requirements are met and that the client department’s needs are met.

Risk Management

The following presents a brief description of the insurance purchased through Risk Management and required conditions of coverage. Insurance policies can be quite complex, and these descriptions are necessarily brief. It is important that you notify the Risk Manager at Ext. 6006 (or e-mail Susan Colantonio atscolanto@bryant.edu) to determine whether a particular incident of injury or damage is covered under these or other insurance policies. Also included under each coverage description are specific claims handling guidelines and procedures. Please contact Risk Management for additional information on these insurance programs and procedures. For instructions regarding requests for Certificates of Insurance, please click on the link provided.
Department Name: Risk Management
Contacts
 

Susan Colantonio, Risk Manager

Ext. 6006

scolanto@bryant.edu

University Commercial Insurance Policies

The University carries a full portfolio of insurance coverage to protect itself from loss.

In addition, the University endorses optional insurance coverage programs for students. The following list represents the major policies maintained.

Policy Type Coverage
Property Loss and damage to Bryant University assets
Boiler & Machinery Damage and loss to facilities boiler & machinery
Crime Employee theft
Automobile University-owned vehicles and domestic rentals
General Liability Commercial general liability (primarily accidents)
Educator’s Legal Wrongful acts liability
Umbrella Liability Excess over primary liability coverage
Medical Malpractice Health Services Physicians and Nurses
Workers’ Compensation Injury or illness arising out of employment
Optional Coverage for Students Personal Property, Tuition Refund, Health Insurance

Bryant University neither accepts nor purchases insurance for activities unless they are directly related to the University’s educational or research mission. The University may purchase separate insurance to limit its exposure whenever the University’s funds can be exposed to loss resulting from ancillary activities related to its mission. When these types of special insurance policies are purchased, the Risk Management Department may charge the cost of the policy to the appropriate department.

 


Insurance for University-owned Property

Property insurance policy covers loss including theft and damage of all real and personal property owned by the University or for which it is legally liable, including improvements and betterments to leased or rented property, any newly acquired locations, or additions to existing locations.

Deductibles:

$25,000 applies only once in any occurrence, regardless of number of buildings or locations involved.

Claims procedures:

When an incident occurs, first call the appropriate maintenance or security department to correct the condition causing the loss. Notify the Risk Manager within 24 hours of property/equipment loss either by e-mail at scolanto@bryant.edu or by phone 401-232-6006. It is important that the Risk Manager be notified within 24 hours so that a claims representative can tour the site if necessary. To arrange reimbursement of covered costs upon completion of the repairs, copies of all paid invoices should be forwarded to the Risk Manager for reimbursement. The Risk Management Department will credit your department’s account for the amount of the verified loss, less any deductible, when the reimbursement is received from the insurance company. The account number to be credited should thus accompany invoices.

Notify the Risk Manager within 24 hours of property/equipment loss either by email: scolanto@bryant.edu or by phone 401-232-6006.

Boiler & Machinery/Equipment Breakdown

Boiler & Machinery/Equipment Breakdown policy covers all boilers, metal piping, pressure vessels, unfired pressure vessels, and refrigeration or air-conditioning systems required of state inspections. Deductible is $25,000.

Contact the Risk Manager regarding all claims pertaining to Bryant boiler/machinery property or equipment.

Crime

Crime policy covers employee dishonesty, forgery or alteration, theft, disappearance, and destruction. It includes Employee Retirement Income Security Act endorsement for pension plans.

Automobile

Automobile policy covers the use of any motor vehicle, including all owned, leased, non-owner, and hired vehicles for faculty, staff, volunteers, and students driving vehicles on authorized University business. Drivers of Bryant owned vehicles must be approved through the office of Risk Management.

Rental Vehicles

Travelers are advised to use their Bryant University procurement card because it automatically covers loss or damage to the rental vehicle. Whether or not you use the procurement card, always sign your name and write the words “ Bryant University” under your signature on the rental agreement for the University insurance to be applicable.

DO NOT PURCHASE LIABILITY OR COLLISION INSURANCE (unless renting vehicles outside of the United States) from the car rental company. The University’s insurance will cover liability and collision claims. Exceptions: When traveling abroad, collision damage and liability insurance should be purchased. Purchase of insurance coverage in some countries is required by law and will be reimbursed.

Any rental involving a University driver under age 25 must have full insurance coverage (collision and liability) through the rental company. Any department anticipating using a student driver should contact the Risk Manager at Ext. 6006 for more information.

Personal use of a rental car during a business trip is not covered under University insurance.

Should a rental car accident occur, travelers should submit a written accident report as soon as possible to the rental car company, local authorities (as required), and the Risk Manager, Box 12 or e-mail toscolanto@bryant.edu.

Insurance for Personal Car Use

It is the responsibility of the owner of the vehicle being used for business purposes to carry adequate insurance coverage (state mandatory insurance requirement at minimum) for his/her protection and for the protection of any passengers. When using a personal car for University business, an employee’s personal car insurance carrier is the primary insurance carrier. Bryant’s insurance will only cover liability claims in excess of the owner’s policy limit. It does not cover collision damage, theft, or insurance deductibles.

Accident Reporting

In the event of an accident, the following guidelines will expedite proper notification of all parties, including insurance carriers. These guidelines will help assure compliance with the law.

i) Appropriate first aid should be rendered to all injured persons and public safety department or police and/or fire personnel should be immediately notified.

ii) When making statements, answer all questions from police officers truthfully and directly, but otherwise refrain from casual comments or admissions of any kind.

iii) If no police officer is present (as many law-enforcement agencies do not investigate non-injury accidents), exchange driver, vehicle, and insurance information. Failure to identify yourself or leave identifying information (for any attended or unattended vehicle) violates University policy and Rhode Island law.

iv) Most states and Rhode Island state law require that drivers file accident reports in the city/town the accident occurred within two weeks of the accident date.

v) For insurance purposes, all accidents should be reported within 24 hours to Public Safety and the Controller’s Office. A Public Safety incident report will be completed with all the pertinent information regarding the accident in the absence of a police report. When contacting the Risk Manager, please give the Police report number or send a copy of the report, if available, to the person taking the information.

vi) Advise the other party to contact the Risk Manager at 401-232-6006 for any further questions.

General Liability  

This protects the University for claims of bodily injury or property damage of others caused the negligence of the University.

Claims procedures:

All claims, i.e., any demands for money or services received from outsiders as a result of any alleged incident, should be reported immediately to the Risk Manager by the responsible party within the University. All lawsuits (summons and complaint) should be sent immediately to the Vice President for Business Affairs. (Suit papers require response within 20 days and should be dealt with promptly.) All accidents should be reported to the Department of Public Safety as soon as possible.

If you witness or become aware of an accident that may result in a claim against the University, we recommend that you report the circumstances of the accident to the Department of Public Safety and the Risk Manager. Any accident report filed should include the following details about the incident:

  • Injured party’s name/address/phone number and University affiliation, if any
  • Location of incident and date of loss
  • Date of notification and name of University official notified
  • Narrative description of incident and subsequent loss
  • Name and phone number of all witnesses and signed witness statements
  • Information regarding involvement in any way of a contractor or subcontractor
  • Current location of damaged property (instruct claimant not to discard anything)
  • Photos of the damaged property or injury, if possible

In compiling the required information for a claim submission, it is not advisable for you to speak to the claimant. If you do speak to a claimant or potential claimant, do not make any admissions of fault or any promises of payment.

Doctors’ and Nurses’ Medical Malpractice

Doctors’ and Nurses’ Medical Malpractice policy covers Medical Professional liability for all University physicians, nurses, and nurse practitioners in Health Services.

Educator’s Legal

Educator’s Legal policy covers trustees, officers, employees, and volunteers for their legal liability for actions within the scope of their duties. The policy covers suits arising out of so-called wrongful acts. Wrongful acts are defined as errors, misstatements, acts, omissions, neglect, or breach of duty by the insured in the discharge of their duties. Educator’s Legal policy also includes coverage for Employment Practices Liability.

Claims procedures:

All claims, i.e., any demands for money or services received from outsiders as a result of any alleged incident, should be reported immediately to the Risk Manager by the responsible party within the University. All lawsuits (summons and complaints) should be sent immediately to the Vice President for Business Affairs. (Suit papers require response within 20 days and should be dealt with promptly.)

Umbrella Liability

Umbrella Liability policy is an extension of automobile liability, employers liability, professional liability, security forces liability policies, and sudden and accidental above-ground pollution.

Claims procedures for the umbrella policy are outlined in the appropriate sections above.

Workers’ Compensation

The Workers’ Compensation Law of the State of Rhode Island prescribes benefits payable to workers suffering injury or illness arising out of employment. These benefits are payable regardless of fault or contributory negligence.

Claims handling: All injuries must be reported to Human Resources Department immediately.

All accidents are to be reported to Human Resources by the employee’s supervisor as soon as possible after the injury becomes known to the supervisor. A first report of injury form is completed by the injured employee (if possible) and submitted to Human Resources by the Department Supervisor. The upper part of the form should be completed by the employee, and the lower part by the supervisor. It is important that each supervisor promptly investigate the accident. State Law requires notice to the Worker’s Compensation Board within 10 days of the accident. The Risk Management Department will make such notice.

Claims are paid by a third-party administrator. Injured employees who are disabled will be contacted to check on the extent of their disability and to review the progress of their medical care. Supervisors should cooperate with investigators, as necessary, to assist in obtaining information about the employee or the injury.

Student Laptop Computer Insurance

Students are advised to purchase personal property insurance policies from Bryant sponsored broker National Student Services, Inc (www.nssi.com) to protect their personal property including Bryant issued laptops from damage or theft.

Personal Property of Others

The University’s insurance policies do not cover the damage or losses of personal property of students, faculty or staff. Click onOptional Coverage for description of personal property programs available for students, Resident Directors, and Resident Assistants.

Loss and Claim Reporting

It is essential that all accidents and incidents on campus be reported immediately to the Office of Public Safety. Public Safety notifies the Risk Manager if they believe there is a possibility of litigation or claim against the University.

University administrators are asked to immediately notify the Vice President for Business Affairs if they receive a subpoena or a complaint so that the University may appropriately handle the matter. Our insurance companies require timely notification of claims against the University and can disallow coverage if a claim is not reported in a timely manner.

If you are involved in an accident with a University-owned vehicle on or off campus, contact Public Safety at Ext. 6001 or the Risk Manager at Ext. 6006. For campus safety concerns, click here for Safety Committee.

Sponsored Programs for Students

Bryant University endorses the following optional insurance plans that are offered to students. Information brochures, and/or applications are mailed to resident students each year during the summer.

i) Personal Property Insurance

Students, resident directors, and assistants may purchase inexpensive personal property insurance for their belongings while on campus directly through National Student Services Inc. (www.nssinc.com).

ii) Student Health Insurance

The University requires that all students provide documentation of health insurance. Course registration cannot be completed without this information. Accident and illness insurance is available to all full-time students who wish to purchase the University-sponsored plan through University Health Plans.

Visit the Bursar website for cost information.

All students must log on to the myBryant portalhttps://my.bryant.edu, click on Banner and choose Student Services and Financial Aid, Health Services Forms to provide proof of health insurance and/or to update and health information. The University requires students to complete these forms whether or not they purchase the Companion Life Insurance Company Plan.

Certificates of Insurance

The University requires a Certificate of Insurance from any vendor providing a service under contract with the University. It is the responsibility of departments to obtain certificates of insurance from all vendors/contractors who perform services on campus. Bryant University should be named additional insured on the certificate. A certificate is not a binding document. This certificate is proof that a person or company has insurance. It requires that notice be given to the certificate holder 30 days prior to the policy being cancelled or amended. The certificate is an indication that a policy is in effect.

All contractors/vendors should have the following minimum insurance limits, unless approved in advance by the Controller’s Office.

Commercial General Liability – $1,000,000

Products Liability – $1,000,000

Commercial Automobile Liability $1,000,000

Professional Liability $1,000,000

Workers Compensation – Statutory

Employers’ Liability – $100,000

Umbrella Liability – $1,000,000

These are the most common requested by the University, however, other lines of insurance coverage may be required for certain types of exposure and limits of liability may vary depending on the type of contract.

It is also recommended that insurance carriers have a minimum A.M. Best rating of A or better. Ratings indicate the size and financial stability of the insurance company. The agent shown on the certificate can provide you with information regarding these ratings.

Bryant University Safety Committee

Charge:

The function of this committee is to attempt to reduce the possibility of accidents by means of facilities, housing, and grounds inspection, investigating safety complaints, and reviewing accident reports. After a complete investigation of the above-mentioned hazards or accidents, the Committee will make recommendations to the Vice President for Business Affairs to correct the hazard or prevent reoccurrence of the accident.

Membership:

Administrators (4), including (1) from Human Resources

Faculty (3)

Students (2)

Service Employee (1)

Public Safety (1)

Support Staff (1)

Health Services (1)

Risk Manager (1)

Residence Life (1)

Meetings: As necessary at the call of the Chairperson

Report: An annual report will be submitted to the Vice President for Business Affairs at the end of each academic year.

The Committee responsibilities include:

1. Meeting on a regular basis to discuss a range of topics regarding employee safety and health.

2. Identifying problems and suggesting corrective actions for management to implement.

3. Helping to communicate safe work practices to coworkers.

4. Reviewing accidents to determine how they occurred and provide recommendations to prevent reoccurrence.

5. Analyzing accident trends to evaluate the overall performance of the safety program and identify areas for improvement.

6. Conducting self-inspections to identify potential hazards that could lead to accidents and injuries. Discussing methods and ways to eliminate the hazards.

7. Reviewing employee safety suggestions.

8. Planning an active role in prioritizing safety-related issues, according to frequency and severity of incidents, and determining costs of implementing corrective actions.

9. Helping to plan and schedule safety training/education to increase employee safety awareness

10 Communicating safe work practices to other workers so they can reduce accidents and injuries.

Contact the Assistant Director of Public Safety at Ext. 6001 or the Risk Manager at Ext. 6006 to report safety committee issues and concerns.

Bryant University Insurance Information

In summary, the University has the following insurance policies that would cover employees in the event of a claim. Please see below for frequently asked questions.

  • Commercial General Liability
  • Umbrella Liability
  • Educator’s Legal Liability
  • Worker’s Compensation: Statutory Limit
  • Automobile: University-owned vehicles and rental vehicles
  • Host Liquor Liability

Who is Insured Under the University’s Insurance Policies?

The University, its employees, trustees and officers, and volunteers while acting within the scope of their duties for Bryant University.

Types of Insurance:

GENERAL LIABILITY

Commercial general liability insurance is the principal means by which the University protects itself from unforeseen liabilities such as claims arising from negligence on the part of the University, its employees, and volunteers while acting within the scope of their duties for Bryant. These include:

Athletic Event Liability, including injury to participants

Broadcasters and Publishers Liability

Social Workers, psychologists and nurses are included as insureds

Host Liquor Liability

Corporal Punishment

Personal Injury and Advertising Injury

Defense Costs outside the limit of liability

UMBRELLA LIABILITY

Umbrella Coverage is extra liability coverage beyond that provided in the University’s policies listed above.

Covers Loss in Excess of underlying insurance.

Drops Down into primary layer if coverage in not provided in underlying, subject to the self-insured retention.

Limit of Liability is an annual aggregate limit.

EXCESS UMBRELLA LIABILITY

General Aggregate Limit Excess of first umbrella Excludes: Broadcasting, Publishers, Professional Services, Directors and Officers, Gymnastic Equipment, Athletic Participants, Sexual Misconduct and Disease.

EDUCATORS LEGAL LIABILITY

Educator’s Legal policy covers suits arising out of so-called wrongful acts. Wrongful acts are defined as errors, misstatements, acts, omissions, neglect or breach of duty by the insured in the discharge of their duties. Educator’s Legal policy also includes coverage for Employment Practices Liability.

WORKERS’ COMPENSATION

Beacon Mutual Insurance Company covers employees’ medical and indemnity for those who are injured on the job both on and off the campus while acting within the scope of their duties for the University. Coverage includes repatriation (transportation back to U.S. in the event of injury or death) while working abroad.

Foreign Reimbursement Coverage is provided.

AUTOMOBILE INSURANCE

When renting an automobile while on University business, it is not necessary to purchase liability or collision coverage. The words “Bryant University” must be written along with your signature on the rental agreement in order for coverage to apply. When renting a vehicle for more than 30 days, contact the Risk Manager at Ext. 6006 for insurance information.

FAQs

Will the University insure me when mentoring a student group on or off campus?

Yes, as long as you are acting within the scope of your duties for the University.

Am I covered if I am named in a lawsuit while performing my duties for Bryant University?

The University’s policies will defend you and pay for general liability claims that you are found legally liable to pay.

If I am working abroad do I need to purchase additional insurance?

The University’s insurance policies do not cover spouses of employees so you may want to purchase travel accident insurance that includes repatriation for your spouse.

Repatriation would evacuate you back to the U.S. for a medical emergency if that country does not have the ability to provide immediate emergency healthcare. It also pays for the transportation of remains upon death. Bryant employees are covered under the University’s worker’s compensation policy.

Check with your own insurance agent to confirm that your homeowners policy covers worldwide liability for you and your spouse for any non-business related activity.

If you rent an automobile abroad for Bryant business purposes, you will need to purchase collision insurance for the vehicle. Be sure to write the words “ Bryant University,” and sign your name to the rental agreement.

Do I need to purchase automobile insurance from the rental agent if I am traveling within the U.S.?

You do not need to purchase collision or liability insurance from the rental agency. Be sure to write the words “ Bryant University,” and sign your name to the rental agreement.

Can liquor be served at a Bryant Function that I am hosting?

Selling Alcohol

The only entity permitted to sell alcohol on the Bryant Campus is the Campus Dining Services. License holders on the Bryant Campus are responsible for ensuring that alcohol is not available to persons under the age of 21 or to those who appear intoxicated. Identification is required.

If you have a campus function where liquor is being sold by a caterer other than Campus Dining Services, the liquor must be sold by a third-party vendor who has liquor liability insurance, a license to sell liquor on campus and the servers must have TIPS training. You are required to ask the vendor for a certificate of insurance proving he/she has this insurance. The vendor orders this certificate from their insurance broker. Send the certificate of insurance to the Risk Manager prior to the event or fax it to 401-319-3006.

Food and non-alcoholic beverages are required at any event where alcohol will be present. (These items are to be as attractive and promoted as any alcohol that is available.) Limiting the amount of alcoholic beverage per person is also recommended.

Serving Alcohol free of charge

If you have a campus function and Bryant University employees or their designees are serving liquor for no fee to guests, then both the University and you are covered under the University’s host liquor liability policy. As long as you are not selling alcohol, you are covered.

Safety is the highest priority when guests are imbibing. Trained servers know how to tactfully cut a guest off if the guest is obviously intoxicated. Organizers of the event need to have a plan to make sure every guest gets home safely. This may include having a cell phone ready with a list of local cab phone numbers.

If you have potential claims to report or further questions, call the Risk Manager at Ext. 6006.

Definitions

Authorized Drivers: No person, other than a “designated driver,” may operate any University-owned or rented vehicle, either on or off campus. The designated driver must be a member of the faculty, staff, administration, or student body. There are two categories of designated drivers:

Job Related: Those persons required to operate a vehicle or piece of equipment in performing their day-to-day jobs, as designated by the job description. (Note: Loss of designated-driver status may affect employment.)

Program/Function Support: Those persons who operate a vehicle in support of a department, organization, or club’s function, program, or event. (Note: Loss of designated-driver status may affect support to the organization.)

Vehicle: Vehicle is defined as any University or privately-owned car, truck, bus, van, or other licensed mode of transportation that is allowed by law to be operated upon any public highway, street, road, or freeway.

Employee: An employee for the purposes of these procedures and policy is any person who is on one of the University payrolls (faculty, staff or student).

Volunteer: Any person who is providing services to the University without compensation and is acting at the specific request and direction of an authorized University employee. A volunteer also includes students participating in an approved program of service to the University or the community on behalf of the University.

University Business: Travel that is conducted with the knowledge and approval of the University for the benefit of the University.

General Rules

A) Compliance with the Law: Drivers will at all times operate vehicles in full compliance with the law and will exercise good driving practices (e.g. defensive driving). Drivers will also be familiar with the University’s rules regarding driving and parking on campus. Every driver should ensure that the vehicle’s registration and proof of insurance are in the glove compartment and should look over the vehicle periodically to ensure that it is safe to drive (e.g., inspect the tires and headlights) and has no obvious damage (e.g., dents).

B) Compliance with University and Departmental Policy and Procedure: Use of any vehicle for University business or activities will be in full compliance with these policy guidelines and with any individual departmental policies.

C) Safety: It is the responsibility of all vehicle operators to drive in a safe manner and to conform to all applicable laws and regulations. In addition, vehicle operators are responsible for the safe conduct and actions of all passengers riding in their vehicle. Vehicle operators will:

1) Obey all state and local laws applicable to the operation of motor vehicles.

2) Drive defensively, maintaining alertness, foresight, good judgment, good driving skills, and courtesy at all times. Be cautious of parked vehicles and pedestrians. Take extra precautions to adapt driving to changing weather, road, and traffic conditions.

3) Be knowledgeable and skilled in the operation and maintenance of the particular vehicle being used.

4) When backing up passenger vans whose view might be obstructed, walk around to visually inspect the area into which the vehicle will be traveling, and back out slowly. It is preferable to back into the parking space, instead of pulling forward into the parking space.

5) Ensure that the driver and passengers are secured with a seat belt installed by the manufacturer.

6) Know what to do in the event of an accident.

D) Driving Record: The University reserves the right to obtain copies of employees’ driving records through the appropriate state DMV. University departments planning to authorize staff, student, or volunteer drivers must submit a copy of a valid driver’s license to the Risk Manager for a routine driving-record check. The following guidelines will be used when designating authorized drivers. Any violation of these guidelines will be cause for review of a driving record and/or revocation of University driving privileges:

1) All designated drivers must possess a valid driver’s license and must be familiar with the Rhode Island Motor Vehicle Code. Students and employees must be 21 years of age to drive University-owned vehicles. fifteen-passenger van drivers must have a R.I. chauffeurs license or out-of-state equivalent license. In exceptional circumstances where the driver is under the age of 21, please inform the Risk Manager.

2) The Rhode Island laws governing activation and suspension of driving privileges will be enforced. A driver with a suspended license will not be allowed to drive a University vehicle.

3) The University’s insurance carrier annually audits the driving records of designated faculty, staff, student employees, and volunteers who drive frequently in the course of their employment or on behalf of the University by requesting information on their driving records from the Department of Motor Vehicles (DMV). Drivers with multiple moving violations and more serious convictions, such as Driving Under the Influence (DUI) of alcohol or drugs, will not be allowed to drive a University vehicle.

The Risk Manager will be notified of all actions taken as a result of supervisory discussions. The purpose of the supervisory discussion is to make the driver aware of the risks into which they place themselves, the University, and the public when driving in an unsafe manner. Suspension of University driving privileges may result from continued violations or unsafe driving practices and may affect the employee’s job position.

4) If an employee is warned regarding unsafe driving practices and then maintains a clean driving record for 12 months from the last violation, the University will consider any new violation as the first violation.

5) Generally, drivers must not have any conviction for DUI or under the influence of drugs within the last three years. Two DUI convictions within this time period are grounds for permanent denial of University-related driving privileges.

E) Accident Reporting: In the event of an accident, the following guidelines will expedite proper notification of all parties, including insurance carriers. These guidelines will help ensure compliance with the law.

1) Appropriate first aid should be rendered to all injured persons, and police and/or fire personnel should be immediately notified.

2) When making statements, answer all questions from police officers truthfully and directly, but otherwise refrain from casual comments or admissions of any kind.

3) If no police officer is present (as many law enforcement agencies do not investigate non-injury accidents), exchange driver, vehicle, and insurance information. Failure to identify yourself or leave identifying information (for any attended or unattended vehicle) violates University policy and Rhode Island law.

4) Most states and Rhode Island state law requires that drivers complete accident reports in the city/town the accident occurred within two weeks of the accident date.

5) For insurance purposes, all accidents should be reported within 24 hours to Public Safety and the Risk Manager. A Public Safety incident report will be completed with all the pertinent information regarding the accident in the absence of a police report. When contacting the Risk Manager, please give the Police report number or send a copy of the report, if any, to the person taking the information.

6) Advise the other party to contact the Risk Manager at 401-232-6006 for any further questions.

F) Driver Training: Drivers of University owned vehicles must undertake a defensive driving training course on a periodic basis. This is required by the University’s insurance carrier. Defensive driver training will be scheduled by the Risk Management Department.

G) Hazardous Substances: will not be transported on public highways without the written authorization of the EHS Director and the Risk Management Department.

H) Violations: The authorized employee or volunteer driving a vehicle on University business is personally responsible for ALL MOVING VIOLATIONS and is personally responsible to the University for all PARKING TICKETS.

University-owned/Leased Vehicles

A) Authorized Use: University vehicles will be used only in the conduct of University business and activities (with the exception of individually assigned vehicles to certain approved personnel who should then comply with the below noted personal-use policies) and only when such use is the most economic and efficient transportation option available. The driver is also responsible to the University for any PARKING TICKETS incurred while using the vehicle. The Purchasing Department will ensure collection of any fines that would impede the registration of the vehicle.

B) Authorized Drivers: Only University employees, volunteers and agents will be authorized to drive University vehicles with the consent of the appropriate University official. A list of vehicles and assigned drivers is maintained in the Controller’s Office. Notice of changes of assigned drivers or vehicles must be forwarded to the Controller’s Office Department immediately.

C) Purchasing: The purchasing policies related to vehicles are contained in the University’s Purchasing Procedures. Please see those policies for related information.

D) Passengers: Passengers will be limited to employees engaged in University business, registered students engaged in University sponsored activities, or employees of other agencies who are traveling to meetings in association with University staff. This requirement does not apply to drivers who are authorized to use University-owned vehicles for both personal and business use.

E) Maintenance: A driver to whom a vehicle is assigned shall ensure the proper maintenance and upkeep of the department’s vehicle. Such maintenance will be performed in accordance with the vehicle’s maintenance schedule in the vehicle’s owner’s manual. Additional maintenance checks may be authorized as deemed necessary by the authorizing supervisor.

Routine maintenance to University vehicles will adhere to specifications in the Owner’s manual and are limited to oil and tire maintenance. Only qualified mechanics or repair shops will perform any other type of repairs or maintenance. Also, disposal of any hazardous material or fluids will be done in accordance with the law.

Authorized drivers will inspect and report any vehicle deficiency or unsafe condition to an authorized automobile mechanic before driving the vehicle. The mechanic will inspect the vehicle to determine whether it will be driven under existing conditions. A cracked windshield, inoperable brake lights, faulty seat belts, and worn tire tread are examples of reasons for placing a vehicle out of service.

F) Animals: Animals may not be transported in University vehicles without the permission of the department supervisor having responsibility for the vehicle. Animals will be transported in accordance with all applicable federal, state, and local laws. No personal pets will be transported in University vehicles. This requirement does not apply to drivers who are authorized to use University-owned vehicles for both personal and business use.

 G) Insurance: The University carries blanket liability insurance to protect the University and the authorized driver for any accident involving either bodily injury or damage to the property of others.

The University does not carry collision insurance on University vehicles over five years old. The University budget funds the cost of physical repairs or replacement. The department assigned the vehicle is subject to a deductible expense for collision damage.

The University reserves the right to seek reimbursement from the employee or volunteer if an investigation shows that there was negligence or misuse of the vehicle.

H) Parking Off-campus Overnight: University vehicles may be parked overnight at an authorized driver’s home when the driver is departing on, or returning from, an official trip away from the driver’s workplace under circumstances that make it impractical to use other means of transportation. When such situation occurs, if possible, the vehicle will be parked in the employee or volunteer’s driveway, garage, or other location that removes it from the public street.

I) Registration: The Purchasing Department will be responsible for all registration and related DMV paperwork regarding all University-owned vehicles. (Refer to the University Purchasing Manual.)

J) Misuse: University-owned or leased vehicles are to be used only for University-related business, sponsored events, and other authorized purposes. Any driver who is not in compliance with this policy may be held personally responsible for any damage incurred during such use.

Personal Use Of University-Owned Vehicles

Based on contractual agreements, certain employees are authorized to use University-owned vehicles for both business and personal use. Such personal usage of vehicles is considered as taxable income. The University uses the annual lease valuation method for calculating personal use of University-owned vehicles.

All employees who are authorized to use a University-owned vehicle for personal purposes are required to maintain a business mileage use log that must be totaled and attached to a quarterly summary report of business use of University-owned vehicles. Downloadable versions of the mileage log and summary forms are also available at the Controller’s Office’s web site http://web.bryant.edu/~controlr/ (under the forms section.) The completed form must be submitted every quarter to the Controller’s Office no later than March 10, June 10, September 10, and December 10. This form must also be completed upon employees’ separation from the University. Please note that travel between the University campus and the employee’s residence cannot be reported as business mileage on this form. Such travel is considered as personal mileage by the IRS. Information provided on this form will be utilized to compute the supplemental income which is reported on an employee’s paycheck quarterly/annually (depending on reporting option selected by employees,) as well as on their W2s. Quarterly reporting is undertaken so that withholdings on such income are smoothed out through out the year.

A sample copy of the attached spreadsheet below shows how the Controller’s Office computes the income that is to be added to the paycheck.

(A)

(B)

(C)

D = B – C

E = D ÷ B

F = 1 – E

(G)

(H)

I = A ÷ 12

J =E x G x H

Auto Model

Employee name

# of months vehicle used

Total Miles Driven

Business miles

Personal miles

Personal Use Percent

Business Use Percent

NADA Value

ALV

% of Year

Inc. reported Qtrly/ Ann.

         

 

 

 

 

 

 

2004 Ford

John Doe

3

9,000

6,000

3,000

33.33%

66.67%

$ 20,500

$ 5,600

25%

$ 467

The value for used cars is obtained from the NADA web site: http://www.nada.com. Values for brand-new cars are obtained from the check request, which is filled in when the car is purchased. Annual Lease Value (ALV), which is based on NADA values, is obtained from tables in Treasury regulation § 161-21.

The annual lease-value method does not incorporate the value of gasoline purchased on the University’s credit card for personal use of a University vehicle. The University recognizes that a single tank of gasoline is probably utilized for both business and personal usage of the vehicle. When the employee utilizes the University P-Card for purchasing gasoline that is used for both business and private use, employees are required to reimburse the University for the value of gasoline purchases pertaining to personal use.

If the University P-Card is used exclusively for all gasoline purchases (business or personal), the reimbursable value of gasoline paid by the University for personal use of a University-owned vehicle is computed by the Controller’s office as follows:

(Personal miles driven) x (Avg. Market rate of cost per gallon) ÷ (Average miles per gallon).

Market rate of cost per gallon is obtained from the Department of Energy’s web site:

http://www.eia.doe.gov/oil_gas/petroleum/data_publications/wrgp/mogas_history.html

The quarter’s average cost for the New England area is computed by taking the average of the weekly gas prices for regular grade gasoline from the downloadable spreadsheet available at the DOE web site.

The average miles per gallon is obtained from CarsDirect’s web site: http://www.carsdirect.com/research/

Average miles per gallon is computed by taking the average of the highway and city fuel economy for a particular car brand, model and year.

Utilizing as example for the above, a 2004 Ford Taurus driven for 3,000 personal miles in the quarter with average mileage of 22.5 mpg, and and with the average cost of gasoline in New England at $2.01, the reimbursable value of gasoline used for personal use of a University-owned vehicle would be as follows:

3,000 miles x $2.01 per gallon ÷ 22.5 miles = $268.

Employees must reimburse the University for the value of the gasoline within 30 days of notification from the Controller’s Office of the amount due.

If an employee uses a combination of his/her own credit card as well as the University P-Card for gasoline purchases that are for business and personal use, the reimbursable value of gasoline paid by the University (or owed by the University to its employees) for personal use of a University-owned vehicle is computed by the Controller’s office in a manner different than outlined above. Utilizing the amounts in the example for the 2004 Ford Taurus, the information is computed as follows:

(K)

L = D ÷ K

(M)

N = C ÷ K

O = M – N

(P)

Q = O x P

Avg miles per gallon

GL. of gas used for personal use

GL. of gas purch. on P-Card

GL. of gas used for business use

GL. of Personal Gas purch on P-Card

Cost per gallon

Amt owed by/owed to employee

 

 

 

 

 

 

 

22.5

133.33 290.00 266.67 23.33 $ 2.00 $ 46.67

The average miles-per-gallon is obtained from CarsDirect’s web site:

http://www.carsdirect.com/research/

Cost per gallon is computed from actual cost incurred for gasoline purchased on P-Card. These cost are tracked on the quarterly gasoline purchase tracking form. In the absence of actual cost information, the cost-per-gallon rate is obtained from the Department of Energy’s web site:

http://www.eia.doe.gov/oil_gas/petroleum/data_publications/wrgp/mogas_history.html

The quarter’s average cost for the New England area is computed by taking the average of the weekly gas prices for regular-grade gasoline from the downloadable spreadsheet available at the DOE web site.

If the dollar amount in column Q is positive, it denotes that the employee purchased gasoline that was used for personal purposes with the University’s P-Card, and therefore, the employee owes money to the University. Employees must reimburse the University within 30 days of notification of amount due. If the dollar amount is negative, it denotes that the employee purchased gasoline for business use on his/her personal credit card, and the University owes funds to the employee. Employees can file a business reimbursement form to request funds owed to them.

Campus Zipcar

If it is necessary for an employee, student, or student organization to utilize a campus Zipcar for University business purposes, they will be reimbursed for mileage at the prevailing rate set by the University. Employees, students, or student organizations will not be reimbursed for any other fees or costs related to the Zipcar, including membership in the program, or daily/hourly rental fees. The JPMorgan Chase Procurement Card should not be used by an employee, student, or student organization for membership or rental of a ZipCar.

Non-University owned Vehicles

A) Private Vehicles

1) Authorized Use: Private vehicles will be used in the conduct of University business and activities only when such use is the most economical and efficient transportation option available. The appropriate University official will authorize all such use of private vehicles.

2) Authorized Drivers: Only employees and volunteers will be authorized to drive private vehicles on University business or activities.

3) Insurance: Private vehicles used on University business must be covered under the owner’s insurance as required by law. The vehicle insurance policy need not be classified for commercial use, but if the extent of University business goes beyond incidental use, it will be the responsibility of the employee or volunteer to check and resolve these issues with his/her insurance company.

The individual’s insurance covering the private vehicle used on University business pays first and, if that insurance is exhausted, the University insurance pays second to the extent of the policy. Claims made against the private insurance for personal injury and physical damage, including any deductible costs, for accidents occurring from the operation of privately owned vehicles when used on University business are not reimbursable from University funds or University insurance.

4) Mileage Reimbursement: Mileage reimbursement is available to cover the cost of operation of private vehicles used for University business. Mileage reimbursement rates are generally similar to the allowable mileage rate set by the Internal Revenue Service. For questions regarding the University’s current reimbursement rate, please contact the Controller’s Office.

B) Rented Vehicles

1) Authorized Use: Vehicles may be rented by employees and volunteers only with the prior approval of an appropriate University official. The words “ Bryant University” must be written under the signature of the person renting the vehicle.

2) Insurance: Authorized drivers of commercially rented vehicles will NOT purchase any insurance from the rental agency on domestic rentals. All domestic insurance requirements are met by the University’s auto insurance policy. Rental agency insurance should be purchased on rentals in foreign countries.

3) Employees needing to rent a vehicle are asked to use our preferred vendor whose information appears below. If the rental period will be longer than one month, please contact the Purchasing Department at Ext. 6018.

Enterprise Rent-A-Car

1871 Mineral Spring Avenue

North Providence, RI 02911

(401) 354-5533

Campus Zipcar

If it is necessary for an employee, student, or student organization to utilize a campus Zipcar for University business purposes, they will be reimbursed for mileage at the prevailing rate set by the University. Employees, students, or student organizations will not be reimbursed for any other fees or costs related to the Zipcar, including membership in the program, or daily/hourly rental fees. The JPMorgan Chase Procurement Card should not be used by an employee, student, or student organization for membership or rental of a ZipCar.

Vehicle Business Mileage Use Log

 

Quarterly Purchase of Gasoline on University P-CARD

Controller’s Office

Vehicle Use Policy

This policy and procedure document addresses the proper use of vehicles in the conduct of University business and activities. The University expects vehicles to be used safely and in accordance with appropriate laws, codes, and ordinances at all times. The Controller’s Office maintains the records on all University vehicles and authorized drivers, and it is responsible for the creation and monitoring of these policies. Questions regarding the procedures can be directed to the Controller’s Office at Ext. 6005.

 

Business Use of University-owned Vehicle Form

Vehicle Business Mileage Use Log

Form for Tracking Quarterly Purchase of Gasoline on University P-Card

Business Use of University-owned Vehicle

Report for the Period from

through

 

Driver Name:

Department:

As a driver of a Bryant University-owned vehicle, you are required by the University and IRS to provide the following information to the Controller’s Office. This information will be used to calculate and include additional income amounts reflected in paychecks you receive in the month this report is submitted. This information must also be provided to this office upon employees’ separation from Bryant.

Please provide the Controller’s Office with the following information by March 10, June 10, September 10, and December 10:

1. Year & Make of Auto:

2. License Plate #:

3. Beginning Mileage:

4. Ending Mileage:

5. Total Miles Driven:

6. Business Miles Driven:

7. Number of Months Employee drove this Vehicle during quarter: (Normally equal to 3 months unless a new vehicle was obtained sometime during the quarter. If so, please fill in another form for the new vehicle)

Please attach a copy of the business mileage logs along with this report.

Thank you for your cooperation. Feel free to call accounts payable at Ext. 6019 if you have any questions.

 

 For Controller’s Use Only

8. Personal Miles Driven:_________________

Conferences and Special Events

Mission Statement

The Office of Conferences and Special Events coordinates the use of Bryant’s facilities by external organizations. The office serves as a central point of contact for catering, housing, audiovisual equipment, and meeting space. Facilities rental results in non-tuition revenue and opportunities to showcase the University to prospective students. The Conference Office also coordinates University events including Commencement, Team Day, and the Annual Employee Holiday Party.

 

Department Name: Conferences & Special Events
Contacts
The department is staffed by the Director of Conferences and Special Events (Ext. 6324) and the Assistant Director of Conferences and Special Events (Ext. 6160).

Appendices

Grand Hall Reservation Form

 

Conference Management

Requests for use of facility privileges by all alumni-related and external organizations should be directed to the Director of Conferences/Special Events, the designated University liaison to the external community with regard to requests for use of facilities.

Non-residential Meetings, Conferences and Other Events

The University’s Office of Conferences and Special Events, or University Scheduling, should be contacted prior to planning Conferences, Workshops, Institutes, Sports Camps, or other non-academic credit programs that will attract guests from off campus. Written or verbal commitment of University facilities should NOT be made prior to clearing the date with University Scheduling. Parking, dining, and meeting resources are limited and must be taken into consideration. Presently, events that will attract more than 50 vehicles to campus Monday through Friday during normal business hours during Fall and Spring Academic Terms are not allowed. (See University Scheduling Policies.)

Note: During the Academic Year, external usage of Athletic Facilities is contracted and managed by the Athletics Department.

University employees who are members of a professional organization (Example: NEACAC, ACUHO) may sponsor a group’s use of facilities on a space-available basis. Reservations may be made up to one semester in advance. Facilities fees will not apply if the employee handles all aspects of meeting coordination. Conferences requiring coordination services from the Office of Conferences and Special Events will be subject to facilities fees. A certificate of insurance in the amount of $1,000,000 naming Bryant as an additional insured for the duration of facilities usage must be provided prior to the start of the program.

External groups wishing to use Bryant’s facilities must contact the Office of Conferences and Special Events, who will coordinate usage, prepare a contract, and administer billing.

Employee Personal Events

Employees wishing to use University facilities for a personal event for immediate family such as a bridal or baby shower, graduation, or birthday party may do so on a space-available basis. Locations of such events are restricted to the Fisher Center and subject to approval. Please contact Fisher Center Operations to inquire about availability.

Catering must be provided by Sodexo, and no outside food or beverages may be brought in. Any alcoholic beverages MUST be served by Sodexo.

All trash must be removed from the facility and the furniture returned to its normal arrangement.

Town of Smithfield Events

The Town of Smithfield is allowed official use of campus facilities at no charge under the PILOT agreement. Fees for food and beverage apply. Requests from the Town of Smithfield for facilities use should be directed to the Office of Conferences and Special Events.

Summer Residential Conferences

The Office of Conferences and Special Events functions as the central clearinghouse for summer programs on campus. The office maintains the summer calendar and coordinates facilities usage based on projected facilities and resource availability.

Use of University Facilities for Summer Conferences, Workshops, Institutes, Sports Camps, or other non-academic credit programs, with the exception of New Student Orientation, must be coordinated with the University’s Office of Conferences and Special Events.

Both internal (University employees) and external clients must clear dates with the Office of Conferences and Special Events before publishing event dates or contracting with presenters.

The Office of Conferences and Special Events prepares the Summer Conference Calendar in November. Any requests for new programs must be made by October 30 to be considered for the next Summer’s calendar. Requests made after that date will be filled on a space-available basis. Requests for Sports Camps from University Athletic Staff must first be authorized by the Deputy Director of Athletics.

Request for Dates  

Dates should be requested in writing to the Director of Conferences and Special Events. The request should include the requestor’s name and University affiliation (if any) and purpose of the event, expected attendance, number of meeting rooms, sleeping rooms and athletic facilities needed. A second choice of dates should also be specified.

Pricing Proposal  

Based upon the number of attendees and facilities required, a proposal will be prepared for the requestor. Food and beverage, lodging, and facility fees apply to internal and external groups. The proposal is valid for 30 days unless otherwise specified.

Contract

Once the dates and pricing proposal are accepted by both parties, a contract will be prepared by the Director of Conferences and Special Events.

Financial

A non-refundable space-holding deposit (amount varies based on projected revenue) is required upon contract signing.

New clients must pay in full prior to the first day of the program.

Returning clients must pay a 50 percent deposit of projected revenue one week prior to the program start date; the remainder is billed. Unpaid invoices in excess of 30 days will be charged interest at the rate of 18 percent per annum.

The client is responsible for any and all state, federal, and local taxes, fees, and dues that may fall due as a result of payments under this contract.  

Cancellation  

Bryant reserves the right to terminate a contract without penalty for breach by the Client of any of the terms contained within the contract, or if it should become impractical to perform due to causes beyond control of Bryant. Such causes include acts of God, storm, fire, flood, earthquake, damage, or destruction to its facility, or discovery of any health hazard therein, labor disturbance, war, civil commotion, shortage or unavailability of labor, governmental law, ordinance, order or regulation, or other causes beyond the control of Bryant.

Damages

The client is responsible for damage caused by its participants to Bryant property.

Insurance

A certificate of insurance naming Bryant University as an additional insured in the amount of $1,000,000 ($3,000,000 for full-contact football camps), including general liability auto and worker’s comp, is due to Bryant 30 days prior to the program start date. This requirement may be waived for internal events.

Promotion/Publicity  

External Groups: The exact wording THIS IS NOT A FUNCTION OF BRYANT UNIVERSITY must be included as a disclaimer on the same page in which the name or photograph of Bryant is used in all advertisements, news releases, brochures and promotional materials publicizing the event or conference. All advertising and promotional materials should prominently list phone numbers and names for sponsoring organizations and should discourage interested participants from contacting the University for information.

Internal Groups: Follow the guidelines as set forth by University Relations. 

On-site Management

The Office of Conferences and Special Events will manage the food service, lodging, audiovisual, and facilities coordination. Live-in student conference coordinators are available 24-hours per day while a residential conference is in session.

Food and Beverage  

All food and beverage is to be arranged through the Office of Conferences and Special Events. A final guaranteed number of guests is due three (3) working days prior to the event. Food service is prepared to serve 5 percent above the guaranteed number. In the event that fewer guests actually attend, the guaranteed number will be billed. If more guests attend than guaranteed, the actual number will be billed for. Food/beverages may not be brought in from an outside source without prior permission.

Mealtimes will be determined with food service and based on total number of guests served during a meal period. Food and beverages may not be brought out of Salmanson Dining Room. Boxed meals are available for off-campus excursions.

Alcohol

Events where alcohol will be served require a Bryant DPS Alcohol detail to be present.  All alcohol must be provided and served by Bryant’s food service provider. Current staffing fees for DPS and bartenders will apply.

Food and Beverage Cancellation

Any food and beverage function cancelled less than 24 hours prior to the event will be billed at 100 percent. Cancellations 25 to 72 hours prior to the event will be billed at 50 percent.

Ice Machine

Client is not allowed unsupervised access to the ice machine. Ice for camps/conference use is limited based on needs for food service operations, and machines used will be designated by food service. Conference coordinators will assist clients with obtaining ice at pre-determined times.

Concessions/Stores

Client must obtain permission from the Office of Conferences and Special Events to operate a store or concession in conjunction with a camp or conference and must obtain necessary permits to sell goods at retail in the State of Rhode Island. Beverages sold are restricted to Coca Cola products.

Facilities Usage Guidelines by Facility Type:

Classrooms: Seating to be used as is unless previously arranged through the Office of Conferences and Special Events. Furniture should not be moved by client. Tape/nails are not permitted on the walls. Usage restricted to reservation times only.

Meeting Rooms: Seating arrangements should be arranged through the Office of Conferences and Special Events. Furniture should not be moved by client. Tape/nails are not permitted on the walls.

Auditorium: Audiovisual equipment will be setup and operated by University staff. Unauthorized use of Auditorium audiovisual equipment is not allowed by clients.

Computer Labs: No software may be installed in any computer lab except by Bryant University Information Technology Staff. Any specialized software to be installed for clients must be approved by Information Technology and meet specified installation deadlines.

Fields: Bryant staff must designate field usage, monitor field condition, and advise clients of needed rotation to minimize repetitive wear. Failure to rotate fields or unauthorized usage of fields by client may result in damage charges. Bryant may assign an alternate field in the event of rain or halt play in progress due to rain. Vehicles may not be driven to or onto fields.

Fitness Center : The fitness center is available for camp/conference participants age 18 and older with prior arrangement with the Office of Conferences and Special Events.

Pool: The pool is available for camp/conference participants through prior arrangement with the Office of Conferences and Special Events. One certified lifeguard must be on duty for every 25 swimmers. Entrance is via the locker rooms and a pre-swim shower is required. Rowdy behavior will result in eviction and loss of pool privileges. Diving is not allowed.

Golf Carts

Use of golf carts on campus must be cleared with the Office of Conferences and Special Events. Speeding or driving in unauthorized areas may result in loss of permission to drive golf carts. Bryant does not provide golf carts to clients.

Residence Halls  

Names of participants and room assignments will be provided electronically in a sortable Microsoft Excel format to Bryant five business days before the start of the conference. Bryant will provide a blank Excel lodging worksheet file for use by client. Check-in/out times will be determined by Bryant based on building usage.

Each guest/participant must rent a bed space. Sleeping bags and/or bedding will not be allowed on the floors. Participants may bring portable cribs for infants, but only one crib per room is allowed.

Fire Alarms  

Buildings must be vacated during a fire alarm. Charges for any false fire alarm caused by either a prank-pulled alarm or conduct resulting in an alarm sounding and attributed to Client’s participant(s) will be the responsibility of the client.

Wireless Access  

Conference guests residing in University housing may register for up to eight hours of wireless access at a time at no charge.

Keys/Fobs  

Guests will be issued a key to their accommodations at check in. Keys remain the property of Bryant University and must be returned at check out. Missing or lost keys/fobs will be billed at $30 per key and $7 per fob. Keys not returned at check-out will be considered lost and will be billed for. Master keys are not available to the client. Lockouts are handled by University Staff.

Supervision  

A staff ratio of one adult chaperone per 12 minors is required for residential programs. Bryant University reserves the right to expel any guest without refund for violation of University policies. Client is financially responsible for repair/replacement of Bryant property damaged by the Client or Client’s guests.

Medical Release Forms

Client is required to have with them on campus an authorized medical release form from a parent (or guardian) for each participant who is a minor.

Property/Shipping/Storage

Bryant, its agents, or employees are not liable for any loss, damage, injury, or destruction of client property of any kind delivered to Bryant premises or placed in its custody either prior, during, or subsequent to the conference. All client property and/or property rented by client must be removed at the conclusion of the program. Advance materials should be shipped no more than seven days in advance to:

Bryant University

Attn: Conference Office

1150 Douglas Pike

Smithfield, RI 02917

Materials stored in excess of seven days in advance or one day following the program will be charged a $25 per day storage fee.

Summer Conference Season

The Summer Conference Season begins within two weeks after Commencement and concludes approximately three weeks prior to the first day of the fall semester.

Approved External Organizations Facilities Usage

Approval of requests will be based on the following guidelines.

Provided there are no conflicts with campus events, University facilities will ordinarily be available for use by the following types of off-campus organizations (no order of preference is indicated):

  1. Recognized public service organizations, e.g., Rotary International and Red Cross;
  2. Nonprofit education- and business-related organizations, e.g., American Library Association and Chamber of Commerce;
  3. Recognized religious organizations, provided their programs do not seek to proselytize the campus community, e.g., Methodist Ministers’ Convention and Rhode Island Diocese Meetings;
  4. Nonpartisan political organizations, e.g., League of Women Voters;
  5. Private corporations for seminars or training sessions, e.g.,Fidelity;
  6. Local, nonprofit, youth-oriented organizations or events that will increase the visibility of the University among potential applicants, e.g., state or regional athletic contests.

Acceptance of an approved group or event is conditional on the organization’s adherence to the law, to all Bryant University campus regulations, and to the specific Policy Manual rules governing fees, security, and liability. It must be noted that even though an applicant for a facility is in a generally approved category and satisfies all other requirements of the University, Bryant cannot honor requests for long-term continuing commitments, e.g., weekly or monthly business meetings, except, of course, in those cases when facilities are committed through the terms of contractual agreements entered into by the appropriate University officials.

Within the constraints of these guidelines, requests by residents of Smithfield will be given special consideration.

Administration
For internal groups and external University sponsored events, regulations and guidelines will be administered by University Scheduling/President’s Office/Provost. The regulations applying to external non-University events will be administered by the Director of Conferences and Special Events. Applications for the use of facilities should be made through the appropriate office.

Caveat
Approval of a request for the use of a facility in no way constitutes either an official or an implicit University endorsement of that organization’s program or purpose.

Restricted Organizations

In general, University facilities are not available to the following organizations or for the following purposes:

  1. Strictly social events sponsored by persons not associated with the University, i.e., those persons not a student, faculty member, administrator, trustee, or alumni;
  2. All uncontracted, profit-making ventures;
  3. Any solicitation program not approved by the Director of Conferences/Special Events or other appropriate University official;
  4. Partisan political groups;
  5. Except for those types of organizations or events previously noted, any group or event that is unrecognized, profit-making, or not education, business, or public service-related;
  6. Any individual organization, including those types generally approved, which gives evidence suggesting its event might impede the educational function of the University.

Special Events Management

In addition to planning events and activities for external clients, the Office of Conferences and Special Events coordinates several special events for the campus community.

The staff provides the overall coordination and implementation of the University’s graduation activities, including Undergraduate Commencement, Graduate School Commencement, Baccalaureate Service, the Graduation Fair, and the various receptions throughout the week.

In conjunction with Human Resources, the staff works to develop both Team Day and the Holiday Party for University employees.

The office’s staff also provides assistance with major campus events such as the annual Women’s Summit. In addition to traditional campus events, the staff works to support non-traditional events, such as special speakers, large-scale banquets, and general campus celebrations.

Please contact the Office of Conferences and Special Events at Ext. 6921 or via e-mail at: graduate@bryant.edu  for information regarding the Commencement Ceremony or visit Commencement.bryant.edu.

 

Campus Scheduling

Space is one of Bryant’s most valuable assets and must be managed by policies that promote involvement from all constituencies in pursuit of effective and efficient use of space. Bryant’s facilities are owned by the University and may be assigned and reassigned in the interest of the institution’s overall priorities and needs. These spaces include,but are not limited to, all academic, administrative, athletic, residential, and student facilities.

Section 1: General Overview

Who Can Reserve Space

  • Faculty/Staff: for University-related meetings and events.
  • Students: through a recognized campus organization. Note: Students may reserve classrooms on a space-available basis for rehearsals of class presentations without campus organization membership.
  • External Organizations: Approved External Organizations. Through the Office of Conferences & Special Events. See Approved External Organizations Facilities Usage Policy

The responsibility and accountability for the management of campus events and activities rests with the sponsor of said activities. The event sponsor is responsible for enforcing compliance with state and local laws and University policies at events. Failure to enforce the aforementioned laws and policies may result in the sponsoring department or organization being restricted from use of University facilities in the future. A representative of the reserving organization must be present at all events.

How to Reserve Space

The first step in planning an event is confirming availability and reserving a facility that can adequately accommodate the expected audience. 25Live is a useful tool to determine if a space is available on a certain date and time. It can also be used to identify other events planned for the same date and time. To access the event calendar, type 25live.bryant.edu in the address line. Log in using your network credentials.  Click the calendar tab and modify the ‘Showing’ and ‘Dates’ fields. To check availability of a particular space, click on the Locations tab. Use the Search for Locations tab to search for a particular room. Modify the date as needed. Please note that although a facility appears available, you must still request it and it may not be available at the time the request is processed.

To request a space:

Faculty/Staff:

Use  25Live (all requests are processed in the order they are received), e-mail: schedule@bryant.edu or phone Ext. 6499 8:30 am – 4:30 pm Mon. – Fri. (4 pm during summer hours).

See 25live-v26-quick-start-guide for instructions on how to use 25Live to check space availability and to request a space.

Students:

Recognized Student organizations can request space using 25Live. (See 25live-v26-student-org-user-guide)

Each recognized student organization must have an @bryant.edu email address (for example, senate@bryant.edu). Email addresses can be requested from the Help Desk. The email address name becomes the 25Live contact name (minus the @bryant.edu). Student Organizations must follow the procedures for requesting space as outlined in the annually updated Student Organization Resource Guide. This guide is available at the Center for Student Involvement.

For individual/group class presentation practice space in the Unistructure: contact your professor’s faculty suite coordinator, who will create a 25Live request for the classroom or space in the Rotunda for information tables . During the summer, email schedule@bryant.edu with your request.

Reservations are not official until the requestor receives a Confirmed Event Summary.

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Major Events

  • Semi-annually in October and May, the Major Event Calendar Committee will solicit dates from campus event planners via a major event date request form. October’s solicitation will be for the following Spring and Fall Semesters and the May solicitation will be for the following Fall Semester whose dates cannot be determined more than a semester in advance. Board of Trustee Meeting dates are exempt from the process. Dates are known one year in advance and will be automatically entered into the Major Event Calendar.
  • Semi-annually, in November and June, the Committee will meet to prepare the first draft of the Major Event Calendar based on dates submitted. The Committee will then call a meeting that includes the major event planners to resolve conflicts, if any, suggest possible efficiencies available (sharing a tent or other rentals for back to back events). After conflicts in the calendar are resolved, Grand Hall Approval Forms should be processed by the requesting organization.
  • After the calendar has been approved by cabinet – campus schedulers will book requested/approved space and send an electronic confirmation to the Event Planner. The event will be flagged within the campus scheduling software as an approved major event or “Hot Event” and reservation information will electronically pass to the “Hot Event” section of R25.BRYANT.EDU. After the calendar has been approved, contracts and purchase orders can be executed.
  • Once an event is approved and on the Official Major Event Calendar, subsequent requests by higher priorities for the same dates may not bump the committed event from that date.

Building Hours

All requests for space must be within established building hours. (Building hours may vary during Winter, Spring and Summer Break.) Exceptions are granted by the Vice President for Student Affairs for Student Events, Building Managers for University Events, or the Director of Conferences and Special Events for External Events. Events must conclude at the agreed specified time.

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Reservation Times/Tentative Holds

Facilities may be reserved for the actual event time plus set-up/tear down time as determined by Facilities Management. Reservation times may not be extended to avoid overtime set-up fees. See setup-time policy. Reservations are non-transferrable, a group cannot release a room to another group. Any scheduling changes must be made through University Scheduling. Violations of this policy may result in loss of reservation privileges.

Organizations may tentatively hold rooms for events other than those approved on the major events calendar no more than six months in advance, and must confirm said dates no less than three months before the actual event. Failure to release unconfirmed rooms might result in future reservations being denied. University Scheduling is to be notified of specific hours of use three months in advance.

Set Up Instructions

Set up instructions for rooms requiring such, must be provided two weeks in advance of the event, even if final head count is not known. (Actual anticipated head count can be given to University Scheduling once it is determined.)

Fees

University internal events will not incur a facility rental fee; however, the requestor may incur costs related to the program for services beyond those normally provided by the University, for example:

  • If setups are required after the Facilities Management staff’s normal working hours, the requester will be responsible for overtime costs.
  • Any fees related to setup or overtime associated with failure to notify University Scheduling three (3) business days in advance of a canceled event.
  • Custodial wages for restroom coverage outside of Facilities Management staff’s normal working hours.
  • Building Managers.
  • Sound/lighting technician.
  • Expenses may also be incurred for failure to adhere to specific regulations.
  • Public Safety Detail Officers or Town Fire Marshal See DPS Detail Policy on Detail Coverage for Events.
  • The sponsoring department or organization will be responsible for any damages that may occur during an event.

External Organizations are charged facility rental fees based on facility requested.

Parking/Walkways

Departments or organizations planning a meeting or special event within the academic year during usual business hours should keep in mind that parking is extremely limited. Business hours are Monday through Thursday from 7am – 10:30 pm, Friday 7 am – 4:30 pm. Events requiring parking for more than 50 vehicles are strongly discouraged during these times. Special event parking arrangements should be made with the Department of Public Safety at least three weeks prior to the date of the event. Requests for number of parking spots needed must be included in your 25Live request.

Driving or parking on walkways is prohibited. Vendor delivery access is available through the loading docks of the Unistructure, Bello Center and Bryant Center. The MRC wing back circle is an option for short term unloading to the Unistructure.

Emergency Closing

If the University experiences an emergency closing due to weather, utility failure, or other unforeseen disaster, the event is considered cancelled.

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Signage

The use of outdoor directional signage is prohibited, except by special permission of the President’s Office. (Event planners are encouraged to direct visitors to the online navigation site.)  If permission is secured, University approved sign holders may be signed out from the Office of Conferences and Special Events on an available basis. 72 hours notice is requested. Event sponsors are responsible for creating the signs and placing and returning the sign holders.  Unreturned sign holders will be charged to the sponsoring organization at replacement cost.

Annual Review

This document is subject to annual review and updating by the Scheduling Committee. Proposed changes to be approved by President’s Cabinet.

Section 2. Space Classifications

Priorities and scheduling procedures have been established for spaces according the space classification assigned to it. In cases where an individual space may have more than one use, the classification was assigned according to the space’s primary use.

Classification Definitions:

Classroom: A room used for classes and that is not tied to a specific subject or discipline by equipment in the room or the configuration of the room. These rooms may contain multimedia equipment. A classroom may be furnished with special equipment (e.g. maps, software) appropriate to a specific area of study, if this equipment does not render the room unsuitable for use by classes in other areas of study.

Special Use Room: a space that is sufficiently specialized in its primary activity or function to merit a unique space category. Typically not scheduled through 25Live.

Meeting Room: A space characterized by a broader availability to faculty, staff and the general public. Not scheduled for classes

Conference Room: A space primarily used for Corporate and Community outreach programs such as Executive Development Training Programs and Corporate Meetings or Summer Residential Programs.

Student Meeting Room: All Bryant Center Meeting Rooms. Not scheduled for classes

Study Room: A room or area used by individuals to study at their convenience. Reservations not necessary.

Large Venue: Spaces with seating capacity greater than 150.

Athletic Facility: Spaces both indoors and out built for Athletic Competitions and Recreation.

Outdoor (Grounds): A place of assembly on the campus grounds that is not an athletic field.

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Classrooms:

Classrooms are either general use or computer lab. Classrooms are located in the Unistructure, Koffler, and Bello Center. Classrooms are provided on an “as-is” basis and should be returned to their original seating set-up after use.

Scheduling:

Specific classroom allocation is determined by Academic Affairs for use by the three academic departments. Each department schedules their classes in Banner in their allocated rooms as follows:

  • Undergraduate Classes are scheduled by the Registrar/Director of Records and Registration.
  • Graduate Classes are scheduled by the Director of the Graduate School.
  • Executive Development Center Classes are scheduled by the Executive Development Center.

Schedules are submitted to University Scheduling by the three academic departments, to be entered into R25.

Priorities:

First priority is for Academic classes including Undergraduate classes, Graduate School classes and the Executive Development Center. When the semester’s undergraduate classroom assignments have been completed, faculty will be notified by the Director of Records and Registration. Faculty will be given a two-week window to review their room assignment via their Banner account and request a room change before the semester begins. After that window, available classrooms may be scheduled for non-academic class usage on a first-come, first served, space available basis and faculty change requests will be handled through University Scheduling.

Note: Summer Conferences have priority use of Classrooms not used by Undergraduate, Graduate, or Evening EDC Classes scheduled in EDC designated rooms from June – August except during Orientation.

Computer Labs:

First priority is for Academic classes including Undergraduate classes, Graduate School classes and the Executive Development Center. Computer labs may be scheduled by faculty/staff for meetings requiring computer/software usage.

Use is subject to Lab Security Policies set forth in Information Technology’s Classroom Lab Policies and Procedures Food and beverage are not allowed in Computer Labs.

Special-use Rooms:

The following rooms have been designated as special use due to unique features of the rooms and may be used only with permission of the designated authority.

Room # Room Name Contact
PA Lounge Director, PA Program
376, 381 Science Labs Chair, Science Dept.
Bello 212 Financial Markets Center Finance Dept., Ext. 6343
Salmanson and Gulski Dining Rooms (see policy-for-use-of-gulski) Ext. 6865
Faculty Suite Meeting Rooms  Faculty Suite Coordinator
Atrium Conference Room President’s Office, Ext. 6026
Campus Quad President’s Office, Ext. 6026
 M32 Banner Training Room Univ.Scheduling, Ext. 6499
Career Services Presentation Room Ext. 6353
Television Studio, Control Room, Editing Room, Koffler Ext. 6840

Meeting Rooms:

The following rooms have been classified as meeting rooms: Bello 214*, Bello 101*, Unistructure Room 355 and 279, Gulski Conference Room.

Meeting rooms may be scheduled one semester in advance.

* Both Bello 214 and 101 can be used as classrooms, but their main function is as meeting rooms.

Priorities:

  1. Faculty and Staff University-related meetings. 7 am – 6 pm, Mon. – Fri.
  2. Recognized student organizations for meetings after 6 pm, Mon – Fri.
  3. External Organizations that meet University requirements for facilities use. Note: Summer Conferences have priority use of Meeting and Dining Rooms from June – August except during Orientation.

Conference Rooms:

The following rooms have been classified as Conference Rooms: MRC 3, MRC 4.  Conference Rooms may only be booked two weeks in advance and are not available for Summer Orientation use.

Priorities:

  1. External Organizations that meet University requirements for facilities use. Note: Summer Conferences have priority use of Meeting and Dining Rooms from June – August except during Orientation.
  2. Faculty and Staff University-related meetings. 7 am – 6 pm, Mon. – Fri.
  3. Recognized student organizations for meetings after 6 pm, Mon- Fri.

Student Meeting Rooms:

The following rooms have been classified as student meeting rooms: Fisher Center Room 1, Fisher Center Room 2A, Fisher Center Room 2B, Fisher Center Room 2C, Fisher Center Room 3, the Heritage Room, and Papitto Dining Room.

Scheduling:

  1. Students: All reservations must be made by or through recognized campus organizations. Recognized Student Organizations that hold weekly meetings may apply for meeting space one semester in advance. Students trying to organize a new group may meet twice to establish themselves and gain recognition from the Student Senate. Reserving space for classes or class-related presentations, study groups, etc. is prohibited.
  2. Faculty and staff: Student Meeting Rooms may be reserved by faculty/staff on a space-available basis for University-related meetings. Reserving space for classes or class-related presentations, study groups, etc. is prohibited.
  3. External Organizations that meet University requirements for facilities use may request use on a space-available basis through the Office of Conferences and Special Events.

Priorities:

  1. Recognized student organizations have priority for 3 – 11 pm, Mon. – Fri. during the Academic Year except during Spring Break. Events scheduled via the Major Event Calendar may take precedence in the larger meeting rooms.
  2. Faculty and staff University-related meetings on a space available basis, from 7 am – 3:00 pm Mon. – Thurs., 7 am – 5 pm on Fri.
  3. External Organizations that meet University requirements for facilities use.

Note: Summer Conferences have priority use of Bryant Center Meeting and Dining Rooms from June – August, except during Orientation.

Large Venues:

The following facilities are classified as Large Venues: Bello Center: Grand Hall, Unistructure: Janikies Auditorium, Chace: Multi-purpose Activities Center (MAC), Bryant Center: South Dining Room.

Stepan Grand Hall

The Grand Hall is a limited use facility. Permission from the President is required for use. Make sure the space is available and reserved BEFORE announcing the event to the public.

 Scheduling:

  • Students: Recognized Student Organizations must request the space via R25 Webviewer at least one month in advance of event date. Bryant staff member approving the event will generate a Grand Hall Request Form and submit it to the President’s Office.
  • Faculty and Staff: Determine space availability and request the space via R25 Webviewer at least one month in advance of event date. Complete a Grand Hall Approval Request Form and Grand Hall Setup Diagram. Both of these completed forms must be returned to University Scheduling at least one month before the event. Please note that reservation times are determined by the type of event. Approved events are scheduled for event time plus set-up (minimum 2 hours) and tear-down (minimum 1 hour) time determined by Facilities Management.
  • External Organizations: Contact the Office of Conferences & Special Events at 401-232-6921.

Priorities:

  • Events approved via the Major Event Calendar process have first priority.
  • Events approved by the President.

Policies:

  • For major events, it is the responsibility of the requesting individual, group, or department to provide set up instructions (including diagrams) to University Scheduling, Facilities, and AV.
  • For Grand Hall events, the requestor should physically view the space in order to be able to provide appropriate set up instructions (for example, which way chairs are to be placed)

Academic Innovation Center

The Academic Innovation Center is a limited use facility. Permission from the Provost is required for use. Make sure the space is available and reserved BEFORE announcing the event to the public.

AIC Use Policy

The Bryant University Academic Innovation Center is a canvas for innovative teaching. Designed to support activities that relate directly to the academic mission of Bryant University, it is a place to explore how processes, tools and methods can impact the learning process, and to develop new teaching strategies and methods and bring them into the classroom.
AIC spaces are designed to be responsive and flexible to the needs of students and teachers, and users of these spaces are expected to contribute to our exploration of innovative teaching and learning.

AIC spaces are used for:

  • Regularly scheduled Bryant University classes and associated activities such as office hours, tutorials, and study sessions
  • Individual and group study in classrooms, breakout rooms, and the AIC forum
  • Showcasing of student projects that are associated with undergraduate and graduate courses
  • Workshops and other group sessions that are sponsored by the Office of Faculty Development or other Academic units
  • Meetings and activities sponsored by an officially recognized Student Academic Club.

Events and activities that support the athletic, co-curricular, cultural and community initiatives of the Bryant University mission should continue to use the many other appropriate spaces in the Bello Center, The Fisher Student Center, the Ronald K. and Kati C. Machtley Interfaith Center, and the Unistructure.

For more information or to inquire about use of AIC space please email aicsupport@bryant.edu.
To request the use of an AIC space, please complete the AIC Request Form.

Janikies Auditorium

How to Schedule:

  • Students: Recognized Student Organizations must request the space via 25Live
  • Faculty/Staff: through 25Live
  • External Organizations: contact the Office of Conferences and Special Events at 401-232-6921

The Auditorium may be reserved one semester in advance. Exception: Events approved via the Major Events Calendar and external events that take place during Winter or Spring Break may be scheduled one year in advance.

Student Organization Theatrical/Musical Productions may request dates one year in advance; however, dates may not be confirmed until the University’s Major Event Calendar is approved. Dress rehearsals, also known as tech week, may be scheduled for five days prior to production dates. Sets may be installed no more than 5 days prior to the production dates and must be removed and properly disposed of no more than 36 hours after the final production.

Rehearsals:

Non-dress rehearsals may be scheduled from 7 pm – 12 midnight on Mondays and Tuesdays. Non-dress rehearsals may be “bumped” by the scheduling office for University events requiring Janikies that have no alternative dates/times. Every effort for a one week notice shall be given if dates will be “bumped.” Wednesday – Friday evenings from 7-12 pm may be used for rehearsal on a space available basis; however, it may not be reserved in R25.

Dress Rehearsals:

Dress rehearsals, also known as “tech week” may be scheduled 5 days prior to the first performance date. Sets may be built and erected on stage during this time. Janikies can be reserved 4 pm – 12 midnight, Mon. – Fri. during tech week.

Academic Block-out dates: During final exams and from 4 – 6 pm (Mon. – Thurs.) one week prior to mid-terms or finals.

Priorities:

  1. Events approved via the Major Event Calendar process have first priority except during Academic Block Out Dates.
  2. Institutionally funded events which enhance the mission of the University and development of the whole student.
  3. Meetings and institutionally funded events which support the community life of the institution.
  4. External events that meet University requirements for facilities use.

Note: Summer Conferences have priority use of Janikies Auditorium from June – August except during Orientation

Room 279 may be used as a dressing room. Please request usage with the request for Janikies. Dressing room must be cleaned out within 24 hours of the final performance. The backstage hallway must be kept clear at all times. Room 279 should not be booked as a “musician’s warm-up room” prior to 5 pm on Monday – Thursday as classes are in session in adjoining rooms.

Audiovisual technician: Events requiring use of the sound, light or projection systems must have an audiovisual technician present. Operation of built-in equipment by anyone other than an audiovisual technician is not allowed without express permission of the Director of Instructional Media. Please contact instructional media to arrange for an audiovisual technician. Lighting and sound board adjustments must be returned to their default settings.

Chace Athletic Center & Outdoor Athletic Facilities

Athletic Facilities:

The following facilities have been classified as athletic facilities: Chace Center Gym, Beirne Stadium Complex, Strength and Conditioning Center, Conaty Indoor Athletic Center, Turf/Track Complex, Sutton Fields, Intramural Field, Varsity Practice Fields, Softball Field, Baseball Field, Lower Rugby Field, Chase Athletic Center Pool, Chace Center Multipurpose Activities Center.

Scheduling:

  • Games and practices are scheduled by the Deputy Director of Athletics
  • Students: Recognized Student Organizations must request the space via 25Live
  • Faculty and Staff: through 25Live. Check the “specific facility” box and choose the desired facility from the drop-down menu box.
  • External Organizations: contact the Office of Conferences and Special Events at 401-232-6921. Requests for events occurring during the Academic Year will be referred to the Deputy Director of Athletics.

Priorities:

  • Events approved via the Major Event Calendar process have first priority
  • Athletic teams and club sports for games and practices
  • Student Recreation/Events
  • External Organizations that meet University requirements for facilities use.

Note: Summer Conferences have priority use of The Gym and MAC from Graduation Through June mid-August except during Orientation.

Outdoor Areas:

The following locations have been classified as outdoor areas: Fisher Center Patio, Picnic Area Outside Salmanson, Hall 15 patio, Parking Lot.

If a tent is to be erected, contact the Bryant Grounds Department regarding underground sprinklers and gas lines and the Smithfield Fire Department (949-1330) for a tent inspection. Tent inspections are mandatory. The tent rental company must provide certificates of flame retardence for all tents in advance.

How to Schedule:

  • Students: Recognized Student Organizations must request the space via R25 Webviewer
  • Faculty/Staff: through R25 Webviewer

Priorities:

  1. Events approved via the Major Event Calendar process have first priority
  2. Other events on a space-available basis