At Will Employment Statement

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					                Mississippi State Institutions of Higher Learning




Welcome to the Institutions of Higher Learning Executive Office:

To those of you who are presently members of the staff at IHL, I appreciate your past
loyalty and devoted services. To those of you who are just joining the staff-Welcome!

I am pleased that you are a member of the IHL, and I am confident that you will
contribute much to our continued growth. A professional organization requires
cooperation from everyone associated with it. Your position with the IHL is important to
the total effort, and your personal success will be determined by how well you understand
and accept this challenge.

We are involved in one of the noblest causes-the betterment of individuals and our
society. We must keep in mind two of our most important goals: first, to provide access
and affordability to the highest possible quality of education; second, to provide
programs and services beyond our academic programs that will benefit the social,
political, cultural, economic, physical and general well-being of the citizens of
Mississippi.

This manual of policies and procedures is to provide assistance to you in fulfilling your
duties and to inform you of privileges and responsibilities that are yours as an employee.

A variety of information has been assembled. If you have specific questions that are not
covered in the following pages, please contact your department director or the Office of
Human Resources.

                                                                 Sincerely,


                                                                 Dr. Hank M. Bounds
                                                                 Commissioner




                          IHL Executive Office Policies and Procedures
                Mississippi State Institutions of Higher Learning




   IHL EXECUTIVE OFFICE POLICIES AND PROCEDURES HANDBOOK
                      TABLE OF CONTENTS

Retrieval No.       Administrative Organization

00101               Office of the Commissioner

00102               Assistant Commissioner for Academic and Student Affairs

00103               Deputy Commissioner for Finance and Administration

00104               Assistant Commissioner for Policy, Research, and Planning

00105               Assistant Commissioner for Real Estate and Facilities

00106               Assistant Commissioner for Governmental Relations and Legal
                    Affairs

                    Chapter 1 - Employment Policies

10101               Equal Employment Opportunity Policy

10102               Complaint Procedures for Equal Opportunity and Regulatory
                    Compliance Issues

10103               Pre-employment Policies and Procedures
                          Recruitment

10104               Interview and Selection

10105               Employment Eligibility
                          Employment Eligibility Verification

10106               Terms of Employment
                          Terms of Employment
                          State of Mississippi Employment Conditions
                          Hiring Process
                          Briefing a New Employee
                                  Human Resources
                                  Hiring Department




                       IHL Executive Office Policies and Procedures
        Mississippi State Institutions of Higher Learning




10107       Employment Status
                  Full-time employee
                  Part-time employee

10107       Employment Status (con’t.)
                  Part time employee
                          with benefits
                          without benefits
                  Temporary Employment
                  Contracts and Grants Employment
                  Exempt and Non-Exempt

10108       Employee Responsibility
                  Professional Conduct
                  Professional Dress
                  Children in the Workplace
                  Animals in the Workplace

10109       Work Schedules and Rest Periods
                  Standard Workweek
                  Rest Periods

10110       Outside Employment, Internal Employment and Consulting

10111       Political Issues

10112       Changes in Employment Status
                  Promotions
                  Transfers from State Agencies

10113       Personnel Files
                   Open Records Law / re: MS Code

10114       Termination Policy and Requirements
                  Termination
                  Arrests
                  Notice Requirements
                  Clearance Requirements
                  Final Checks
                  Maximum Leave Allowances




               IHL Executive Office Policies and Procedures
        Mississippi State Institutions of Higher Learning




10115       Reduction in Force Policy

10116       Re-employment

10117       Employment of Minors and Foreign Nationals
                  Employment of Minors

10117       Employment of Minors and Foreign Nationals (con’t.)
                  Employment of Foreign Nationals (Aliens)

10118       Nepotism Policy

10119       Performance Review and Evaluation Policy

10120       Selective Services Policy


            Chapter 2 - Payroll Policies

20101       Salaried Employees

20201       Deductions
                  Mandatory Deductions
                  Non-Mandatory Deductions
                  Premiums
                  Questions and Complaints about Payroll Deductions
                  Inadvertent or Erroneous Payroll Deductions
                  Changes to Deductions

20301       Fair Labor Standards Act Policy
                   Exemptions
                   Minimum Wage
                   RecordKeeping Requirements
                   Violations

20302       Standard Workweek and Pay Periods
                   Paycheck Distribution




               IHL Executive Office Policies and Procedures
        Mississippi State Institutions of Higher Learning




20303       Exempt and Nonexempt Employees Policy
                  Employee Classification
                        Determination of FLSA Status (CHART)
                        Nonexempt Employees
                        Exempt Employees

20401       Equal Pay and Child Labor
                   Equal Pay Policy
                   Child Labor Policy

20402       Overtime Policy
                   Advance Notice
                   Compensatory Time
                   Record Keeping
                   Workweek
                   Paid Absences

20403       Compensatory Time
                 Use of Compensatory Time

20404       Recordkeeping Policy of Hours Worked
                  Retention of Records
                  Accessibility of Records
                  Recordkeeping for Nonexempt Employees
                  Recordkeeping for Exempt Employees
                  Records for Compensatory Time

20405       Compensatory Time Policy
                 Nonexempt Employees
                 Use of Compensatory Time
                 Holiday Pay
                 Recordkeeping Requirements

20406       Emergency Call Back Policy

20407       On-Call/Call Back Status and Pay-Policy




               IHL Executive Office Policies and Procedures
         Mississippi State Institutions of Higher Learning




        Chapter 3 – Fringe Benefits

30101         Personal Leave
                     Regular Employees
                     Accrual Rates for Full-Time Employees (TABLE)
                     Leave Abuse
                     Terminal Leave Policies
                     Vacations
                     Illnesses
                     Death of Employee
                     Re-employment of Former Employee
                     Payment of Leave
                     Terminal Leave Pay

30102         Major Medical Leave Policy
                    Accrual Rates for Full-Time Employees (TABLE)
                    Death in the Family
                    Administrative Leave
                    Disability Leave
                    Retirement Credit
                    State Retirement Credits (CHART)
                    Terminal Leave Pay
                    Leave Policy for Grant Employees
                           Terminal Leave Payments

30103         Family and Medical Leave Act Policy

30104         Holiday Leave Policy
                     Eligibility for Holiday Pay
                     Religious Holiday

30105         Military Leave Policy

30106         Compulsory Leave Policy

30107         Declared Leave Policy




                 IHL Executive Office Policies and Procedures
        Mississippi State Institutions of Higher Learning




30108       Academic Policy for Staff
                  Eligibility
                  Course(s)
                  Fees
                  Procedures

30109       Compensation for Advanced Degrees or Certificates
                 Schedule of Payments (CHART)

30110       Undergraduate Tuition Remission for Dependents

30111       Jury Duty

30112       State of Mississippi Health Insurance Program
                    Dependent Coverage
                    Administrator

30113       Open Enrollment for Health Insurance

30114       Consolidated Omnibus Budget Reconciliation Act
            (COBRA Policy)

30115       Tax Exempt Benefit Program (Cafeteria Plan)
                  Open Enrollment for Cafeteria Plan

30116       Additional Group Policies
                   Group Life Insurance
                   Supplemental Hospital Insurance
                   Hospital Intensive Care Protection
                   Cancer Insurance
                   Medical Reimbursement Plan
                   Group Dental Insurance
                   Dependent Child Care Reimbursement Plan
                   Tax Sheltered Annuities

30117       Workers’ Compensation Policy
                  On-the-Job Injuries

30118       Social Security




               IHL Executive Office Policies and Procedures
        Mississippi State Institutions of Higher Learning




30119       Public Employees’ Retirement System Policy
                   Exemptions
                   Temporary Employees
                   Contributions and Withdrawals
                   Retirement Eligibility

30120       White Hat Policy


            Chapter 4 - Contracts and Grants Policies

40101       Externally Sponsored Projects
                   Grants
                          Application Process
                          Authority to Execute
                          In-Kind Contributions
                          External Requirements for Propriety
                          Duties & Responsibilities of the Grant Manager
                          Subcontracts
                          Expenditure Approval Process
                          Financial Reporting
                   Contracts
                          Contracting with an Individual
                          Review and Approval Process
                          Purpose of Approval Signatures
                          Authority to Execute
                          Expenditure Approval Process

            Chapter 5 – Administrative Policies

50101       Cellular Telephone Guidelines
                   Purpose
                   Policy
                   Steps to Purchase Cellular Telephones & Related Service
                   Use of Cellular Telephones
                   Possession of a Cellular Telephone
                   Safety Issues Concerning Cellular Telephones
                   Cellular Telephone Payment Procedures




               IHL Executive Office Policies and Procedures
        Mississippi State Institutions of Higher Learning




50102       Classification of Worker/ Independent Contractor versus Employee
                    Purpose
                    Policy
                    Conflict of Interest / re: MS CODE
                    Independent Contractor verses Employee
                           Employee
                           Independent Contractor
                           Determining the Proper Category / (TABLE)
                           Procedures (Checklist)
                                    Determination of Need
                                    Accurate Classification of Worker
                                    Initiate Appropriate IHL Exec. Office Form
                                    Payment to Worker

50103       Expenditure Guidelines
                  Purpose
                  Policy
                  Guidelines for Determining Proper Expenditures
                  Documentation Standards
                  Approval of Expenditure Transactions
                  What the Budgetary Authority’s Signature Represents
                  Maintenance of Approved Signature Authorities

50104       Information Transfer Protocol Policy
                   Purpose
                   Guidelines

50105       Small Business, Women & Minority Owned Businesses
                   Purpose
                   Overview
                   Small Business
                   Women-owned Business
                   Minority-owned Business
                   Procedures for Providing Business Opportunities
                   Goal Setting, Monitoring, and Reporting




               IHL Executive Office Policies and Procedures
        Mississippi State Institutions of Higher Learning




50106       Purchasing Guidelines
                   IHL Executive Office Official Obligations
                   Ethics Policy
                   Requisition and Purchase Order
                   Departmental Credit Card (VISA)
                          Use of Procurement Card
                   State Law Requirements
                   Equipment Purchases
                   Computer and Related Equipment Purchases
                   State Contract Items
                   Communication with Vendors
                   Requisition and Purchasing Process
                          Steps in preparing a Purchase Requisition
                   Emergency Orders
                          Steps for Emergency Orders
                   VISA Cards
                   Sales Tax Exemption
                   Sole Source Justification Documentation
                   Invoicing Instructions
                   Delivery Instructions
                   VISA Card Reconciliation Process
                   Competitive Sealed Bid Process

50107       Travel Policies
                   General Policy
                   Penalty for Fraudulent Claims
                   Personal Expenses
                   Prior Approval for Travel
                   Travel Authorization
                           Approval Process
                           Cancellations of Travel Authorization
                           Changes to Travel Authorization
                   Travel Advances
                   Travel Reimbursements
                   Guidelines for Allowable Amounts
                           Meals
                           Lodging
                           Automobile Travel
                           Rental Cars
                           Airline Fares
                           Miscellaneous Charges
                   International Travel

               IHL Executive Office Policies and Procedures
        Mississippi State Institutions of Higher Learning




50107       Travel Policies-Continued
                   Motor Pool
                           General Policy
                           Procedure
                           Cost and Maintenance
                           Fuel Card
                           Insurance
                           Accidents

50108       Mailroom Policies
                   FED-EX and UPS
                   Inter-Office and Inter-Agency Mail
                   In-Coming Mail
                   Out-Going Mail
                   Non-United States Postage

50109       IHL Bank Deposits Policies

50110       Printshop Policies and Procedures

50111       Policy Formation
                   Policy
                   Procedure

50112       Technology Policy
                  Purpose
                  Scope
                  Rights
                  Appropriate Use
                  User Information
                  Compliance
                  Ensuring Compliance

50113       Property Guidelines
                   Purpose
                   Policy
                   Responsibility
                   Items that Require Inventory
                   Identification and Tagging
                   Reports
                   Control of IHL Executive Office Equipment and Materials

               IHL Executive Office Policies and Procedures
        Mississippi State Institutions of Higher Learning




50113       Property Guidelines-Continued
                   Maintenance of Property
                   Repairs of Property
                   Audit of Department’s Inventory
                   Liability for Failure to Make Inventory
                   Change of Department Head
                   IHL Executive Office Employees Leaving Employment
                   Transfer of Property from Another Agency
                   Transfer of Property to Another Agency
                   Disposition of Government-Owned Property
                   Worn-Out, Broken or Junk Property
                   Stolen or Missing Property
                   Permanent Interdepartmental Transfers
                   Marking of Motor Pool Vehicles
                   Deletions
                   Cannibalization
                   Loan of IHL Executive Office Equipment
                   Personal, Lease, Rental or Borrowed Property

            Chapter 6 – General Policies

60101       Drug Free Workplace Policy

60102       Drug and Alcohol Testing

60103       Smoking Policy
                  Guidelines
                  Enforcement
                  Review

60104       Americans with Disabilities Act Policy
                  Essential Functions
                  Reasonable Accommodations
                  Undue Hardship

60105       Loss Prevention Policy
                   Scope
                   Responsibility


60106       Risk Management
                  Safety and Loss Control

               IHL Executive Office Policies and Procedures
        Mississippi State Institutions of Higher Learning




60106       Risk Management-Continued
                  Claim Reports
                  Workers’ Compensation
                  Third Party Liability
                  Automobile Claims
                  Professional Liability
                  Insurance and Contracts

60107       Sexual Harassment Policy
                   Sexual Harassment Defined
                          Quid Pro Quo Sexual Harassment
                          Hostile Environment Sexual Harassment
                   Consensual Relationships
                   Reporting of Sexual Harassment Allegations
                   Confidentiality
                   Assurance Against Retaliation
                   False or Vexatious Complaints
                   Reporting Channels and Time Lines
                   Responsibilities of Supervisory Personnel
                   Employee Complaints
                   Procedures for Handling Complaints of Sexual Harassment

60108       Solicitation on Campus (TO BE WRITTEN)

60109       Parking
                   Guidelines for Reserved Parking




               IHL Executive Office Policies and Procedures
                 Mississippi State Institutions of Higher Learning




                                                                          Retrieval No.             00101
Section:       Administrative Organization                                Page No.                   1 of 2
                                                                          Date                 March, 2010
                                                                          Supersedes            July, 2005
Subject:       Office of the Commissioner

Functions
The Commissioner for the Institutions of Higher Learning serves as an executive officer of the
Board of Trustees and is answerable to the Board on all matters. The Commissioner can delegate
his or her responsibilities but cannot abdicate them. These responsibilities include:

   •   To serve as system executive officer of the university system and to perform such
       services assigned by the Board as may be necessary to accomplish the purposes for which
       the Board was established, namely the management and control of the several state
       institutions of higher learning and other like bodies presently existing and any which may
       be hereafter created by the Legislature of the State of Mississippi.
   •   To maintain an office for the Board and be responsible for efficient functioning of the
       Board’s staff.
   •   To conduct constant inquiry and studies into the problems of higher education.
   •   To survey and study carefully the organization, management, and all other affairs of each
       institution under the control of the Trustees, and report all findings to the Board.
   •   To recommend such changes as will increase efficiency and economy in the operation of
       each institution.
   •   To compile and distribute to responsible officials copies of the laws, rules, and
       regulations for the governance of the state institutions of higher learning.
   •   To employ such other personnel as may be required from time to time to carry out the
       functions of the Board. The Commissioner may assign to the personnel so employed
       such functions and duties and may delegate to other personnel such powers as may be
       necessary to accomplish the purposes for which the Board was established.
   •   To make those financial decisions that are commensurate with the efficient management
       of the Board office and in support of the activities of the various institutions.
   •   The Commissioner is authorized to apply for and receive grants and contracts on behalf
       of the Board. The Commissioner is further authorized to execute any and all documents
       relating thereto on behalf of the Board. Applications for and receipt of grants and
       contracts shall be reported to the Board.
   •   The Commissioner is authorized to conduct the day to day administrative affairs of the
       Board and staff of the Board.




                           IHL Executive Office Policies and Procedures
                 Mississippi State Institutions of Higher Learning




                                                                          Retrieval No.        00101
Section:       Administrative Organization                                Page No.              2 of 2
                                                                          Date            March, 2010
                                                                          Supersedes       July, 2005
Subject:       Office of the Commissioner

Structure
The following offices report directly to the Commissioner of Higher Education

   •   Assistant Commissioner for Academic and Student Affairs
   •   Deputy Commissioner for Finance and Administration
   •   Assistant Commissioner for Planning, Research and Policy
   •   Assistant Commissioner for Real Estate and Facilities
   •   Assistant Commissioner for Governmental Relations and Legal Affairs




                           IHL Executive Office Policies and Procedures
            Mississippi State Institutions of Higher Learning




                                                                    Retrieval No.          00102
Section:   Administrative Organization                              Page No.                1 of 1
                                                                    Date            October, 2004
                                                                    Supersedes                N/A
Subject:   Assistant Commissioner for Academic and Student
           Affairs




               THIS PAGE UNDER CONSTRUCTION




                     IHL Executive Office Policies and Procedures
                 Mississippi State Institutions of Higher Learning




                                                                         Retrieval No.             00103
Section:       Administrative Organization                               Page No.                   1 of 1
                                                                         Date                March, 2010
                                                                         Supersedes         October, 2004
Subject:       Deputy Commissioner for Finance and
               Administration

Function
The Deputy Commissioner for Finance and Administration is responsible for the financial
operations and business activities of the Executive Office. As the chief administrative and
financial officer, the Deputy Commissioner leads the development and management of the annual
operating budget and multi-year projection models, including monitoring and reporting to the
Board of Trustees and the Commissioner.

Responsibilities include oversight of the following:
   • Preparing and controlling the Executive Office Budget;
   • Establishing and operating an adequate system of accounting and financial reporting;
   • Operating a human resource program for employees;
   • Procuring service, supplies, and equipment;
   • Controlling property inventories;
   • Managing the receipt, custody, and disbursement of funds belonging to the Executive
       Office;
   • Managing the auxiliary services;
   • Risk management of the system;
   • Financial integrity of the system; and
   • Administration of the state student financial aid.

Structure
The following areas report to the Deputy Commissioner for Finance and Administration:
        • Accounting
        • Budget
        • Procurement
        • Grants and Contracts
        • Human Resources
        • Collections
        • Financial Aid
        • Risk Management
        • Post Office
        • Printing Center




                          IHL Executive Office Policies and Procedures
                 Mississippi State Institutions of Higher Learning




                                                                          Retrieval No.               00104
Section:        Administrative Organization                               Page No.                     1 of 1
                                                                          Date                 October, 2004
                                                                          Supersedes                     N/A
Subject:        Assistant Commissioner for Policy, Research, and
                Planning

Function
The Assistant Commissioner for Policy, Research, and Planning is responsible for serving as the
chief economist for the State of Mississippi. The Assistant Commissioner directs through staff
the development of econometric forecasts for the state, works directly with the Revenue
Forecasting Committee, the Legislative Budget Office, the State Legislature and other agencies
on matters concerning the State’s economy. The incumbent formulates plans and assists in the
direction of the Forecast and Analysis Bureau, the Bureau of Planning, the Office of Research
and Planning, MARIS and the Office of Technology.

Structure
The following areas report to the Assistant Commissioner for Policy, Research, and Planning:
        • Office of Technology
        • Economic Planning
        • MARIS
        • Institutional Research and Analysis
        • Educational Planning and Research




                           IHL Executive Office Policies and Procedures
                  Mississippi State Institutions of Higher Learning




                                                                             Retrieval No.                00105
Section:        Administrative Organization                                  Page No.                      1 of 1
                                                                             Date                   March, 2010
                                                                             Supersedes            October, 2004
Subject:        Assistant Commissioner for Real Estate and
                  Facilities

Function
The Assistant Commissioner for Real Estate and Facilities, reporting to the Deputy
Commissioner for Finance and Administration, represents the Board in all matters related to
planning, construction, or repair of facilities. The planning process includes maintaining a list of
priorities for new construction and repair and renovation projects for each campus, tracking the
projects from pre-planning and design through the completed construction.

The Assistant Commissioner for Real Estate and Facilities is also responsible for the electrical
and mechanical servicing and efficient maintenance of production machinery and equipment,
physical plant, utilities, building and grounds.

Structure
The following areas report to the Assistant Commissioner for Real Estate and Facilities:
        • Facilities Coordinators
        • Facilities of the Executive Office
        • Public Safety and Security
        • Landscaping




                            IHL Executive Office Policies and Procedures
                  Mississippi State Institutions of Higher Learning



                                                                            Retrieval No.              00106
                                                                            Page No.                    1 of 1
                                                                            Date                  March, 2006
                                                                            Supersedes                    N/A
Section:         Administrative Organization

Subject:         Assistant Commissioner for Governmental Relations and
                 Legal Affairs

Function
The Assistant Commissioner for Governmental Relations and Legal Affairs serves as the Board’s
liaison with governmental agencies and serves as the designated contact person for Board related
legal matters.

Specific responsibilities include:

             •   Provide liaison with governmental agencies;
             •   Legislative relations such as liaison between the IHL Executive Office and the
                 university legislative liaisons and serves as lobbyist for the IHL Executive
                 Office; and
             •   Board relations including serving as parliamentarian for the Board.




                             IHL Executive Office Policies and Procedures
                                        Mississippi Institutions of Higher Learning
                                                   IHL Executive Office




                                                                                    Retrieval No.               10101
Section:         Employment Policies                                                Page No.                     1 of 1
                                                                                    Date                 October, 2004
                                                                                    Supercedes                     N/A
Subject:         Equal Employment Opportunity Policy

The Institutions of Higher Learning Executive Office does not discriminate in regards to race, age, color,
religion, sex, national origin, veteran status, physical and/or mental disability, and/or political affiliation.
The IHL Executive Office is committed to develop and support an environment of affirmative action
toward this policy. The IHL Executive Office understands its obligation to provide a reasonable
environment to individuals with disabilities, and any requests should be made to the Office of Human
Resources. The policy applies to all employees, as well as applicants for employment, regardless of
position.

It is the responsibility of all persons making employment decisions to support this policy as established in
the IHL Executive Office’s Affirmative Action Compliance Program. Any question regarding
Affirmative Action or Equal Employment Opportunity can be directed to the Office of Human Resources.




                                   IHL Executive Office Policies and Procedures
                                        Mississippi Institutions of Higher Learning
                                                   IHL Executive Office




                                                                                   Retrieval No.                10102
Section:         Employment Policies                                               Page No.                      1 of 2
                                                                                   Date                  October, 2004
                                                                                   Supercedes                      N/A
Subject:         Complaint Procedures for Equal Opportunity and
                 Regulatory Compliance Issues


Employees, applicants for employment, or other participants in IHL Executive Office programs or
activities, who believe that they have been discriminated against on the basis of race, color, gender,
religion, national origin, age, disability or veteran status are entitled to seek relief through the following
procedure.

Any individual who believes he or she has been the object of discrimination or harassment and is unable
to resolve the issue on an informal basis may bring a complaint through the procedure outlined below.
The complaint should be submitted in writing to the Personnel Administrator. Complaints must be
submitted within 180 days of the alleged discriminatory action (including sexual harassment). In certain
circumstances, at the discretion of the Personnel Administrator, complaints that are not reduced to writing
or that fall outside of the specified time limit may be investigated. The Personnel Administrator will
investigate, or cause to be investigated, complaints pursuant to the following guidelines:

    A. Whenever possible, the Personnel Administrator, or designee, will seek to resolve the matter
       informally. The complainant will be notified of the resolution.

    B. The Personnel Administrator, or designee, will conduct an investigation, the nature and scope of
       which will be determined on a case-by-case basis. This investigation may include any or all of
       the following, as well as other action as is deemed appropriate: interviewing the complainant, the
       respondent and witnesses; submitting questions to or taking statements from parties or witnesses;
       reviewing documents and appointing an investigative committee.

    C. If a formal hearing panel is formed, it will consist of at least three persons other than the
       Personnel Administrator or designee. No member of the hearing panel should be from the same
       department as the complainant or respondent. The Personnel Administrator or designee will be
       the non-voting chair of the panel. A court reporter may be retained to record the proceedings at
       the discretion of the Personnel Administrator or designee. The panel members will make a
       decision in a timely manner.

        The hearing will be conducted as an administrative hearing without restrictions as to the technical
        rules concerning evidence and burden of proof. It will, however, avail the parties the right to
        present witnesses and other evidence.

    D. Upon the conclusion of the investigation and/or hearing, the Personnel Administrator, or
       designee, will present findings and recommendations to the appropriate Assistant Commissioner
       for a decision concerning disciplinary action. The employee's supervisor




                                   IHL Executive Office Policies and Procedures
                                    Mississippi Institutions of Higher Learning
                                               IHL Executive Office




                                                                              Retrieval No.            10102
Section:       Employment Policies                                            Page No.                  2 of 2
                                                                              Date              October, 2004
                                                                              Supercedes                  N/A
Subject:       Complaint Procedures for Equal Opportunity and
               Regulatory Compliance Issues


       or other appropriate person(s) may be consulted and may be a part of the decision-making process
       if desired by the Assistant Commissioner. The complainant will be informed of the decision by
       the Assistant Commissioner or designee.

   E. The complainant may appeal the decision by submitting an appeal, in writing, to the
      Commissioner. Such an appeal must be made within 5 days of the receipt of the decision of the
      respective Assistant Commissioner.




                               IHL Executive Office Policies and Procedures
                                      Mississippi Institutions of Higher Learning
                                                 IHL Executive Office



                                                                                Retrieval No.              10103
Section:        Employment Policies                                             Page No.                    1 of 1
                                                                                Date                  April, 2006
                                                                                Supercedes                    N/A
Subject:        Pre-employment Policies and Procedures

Recruitment
The IHL Executive Office has pledged to recruit and retain excellent employees. Recruiting the best
candidate for the vacant position is accomplished by:

            1. On-Site Posting: The position vacancy must be posted on site for a period of five (5)
               working days for non-exempt positions and ten (10) working days for exempt positions.
               A non-exempt employee is an employee covered by the provisions of the Fair Labor
               Standards Act. Such employees must be paid the minimum wage and compensated for all
               hours worked above 40 in a workweek by either compensatory time off or pay at one and
               one-half times the regular rate. An exempt employee is an executive, administrative or
               professional employee that qualifies for exemption from the minimum wage and
               overtime provisions of the Fair Labor Standards Act and the overtime provisions of this
               manual. The exemption is based on the duties and responsibilities of the employee and
               the salary paid. All positions will also be posted on the IHL website at
               www.ihl.state.ms.us. If a holiday falls within the posting period, it will not be considered
               in calculating the minimum required period. A department head may extend an on-site
               posting past the minimum period by simply requesting the extension from the Office of
               Human Resources.

            2. Off-Site Advertisements (e.g., newspaper and professional publications): If the on-site
               posting has not yielded a candidate suitable for the vacancy or the department wants to do
               a broader search, an off-site advertisement will be approved by the Office of Human
               Resources. The recruiting department should follow these steps:
                   a. Complete the Employee Requisition and attach to it the proposed job posting or
                       the written advertisement, depending on circumstances (see number 1. and 2.
                       above).

                    b. Forward the Employee Requisition and any attachments to the Office of Human
                       Resources.
                       1. The Office of Human Resources will review the information, and if an off-
                          site advertisement is requested, the Office of Human Resources will forward
                          the advertisement to the Attorney General’s staff assigned to represent the
                          Board of Trustees (i.e. Affirmative Action Officer) so that EEOC language
                          can be approved.
                       2. If the position is to be advertised off-site, the advertisement will also be
                          forwarded to the official proofreader for IHL to be edited for grammar and
                          structure.

                    c. The Office of Human Resources will notify the requesting department upon
                       approval of the posting or advertisement. The department may then proceed
                       with initiating payment for the off-site advertisement (if applicable) by
                       completing a Disbursement Request Voucher and attaching an original invoice
                       from the newspaper or publication.


                                 IHL Executive Office Policies and Procedures
                                     Mississippi Institutions of Higher Learning
                                                IHL Executive Office



                                                                               Retrieval No.             10104
Section:        Employment Policies                                            Page No.                   1 of 1
                                                                               Date                 April, 2006
                                                                               Supercedes                   N/A
Subject:        Interview and Selection

The steps below are to be followed when interviewing and selecting a candidate.

    a. The hiring authority in the requesting department is responsible for scheduling interviews with
       the candidates.

    b. The Interview Selection Form shall be completed for all applicants interviewed. These forms will
       be on file in the Office of Human Resources.

    c. After the interview process is completed, the Interview Selection Reports shall be forwarded to
       the Office of Human Resources.

    d. The budgetary authority shall notify the Office of Human Resources of the selected candidate and
       the suggested salary.

    e. The offer must be made by the Office of Human Resources.

Final responsibility for an employee selection is the budget authority for the unit having the vacancy.
Offers of employment are official only if made by the Office of Human Resources, unless the privilege is
delegated to the budget authority by the Personnel Administrator.




                                IHL Executive Office Policies and Procedures
                                      Mississippi Institutions of Higher Learning
                                                 IHL Executive Office



                                                                                Retrieval No.             10105
Section:        Employment Policies                                             Page No.                   1 of 1
                                                                                Date               October, 2004
                                                                                Supercedes                   N/A
Subject:        Employment Eligibility

Employment Eligibility Verification
All applicants must have appropriate authorization to work in the United States. Once an applicant is
selected for employment, he/she must provide evidence that he/she is qualified to work in the United
States.

An Immigration and Naturalization Service form, INS Form I-9, entitled "Employment Eligibility
Verification," must be completed on each employee before he or she is placed on the payroll to provide
assurance the employee is qualified to work in the United States. Documents that are used in the
verification process are listed below.

        United States Passport
        Certificate of Citizenship
        Alien Registration Card
        Certificate of Naturalization
        State-issued Drivers' License or Student ID card
        U.S. Military Card
        Original Social Security Card
        Certified Birth Certificate

Two forms of identification will be required before employment is official. In order to meet the INS I-9
requirements, all new employees must bring with them original or certified copies of documentation.

The INS I-9 must be completed within three (3) days of the date of hire. It is the manager having the
vacancy who has the responsibility to ensure that the new employee completes this form timely by
contacting the Office of Human Resources.




                                 IHL Executive Office Policies and Procedures
                                       Mississippi Institutions of Higher Learning
                                                  IHL Executive Office



                                                                                 Retrieval No.               10106
Section:        Employment Policies                                              Page No.                     1 of 4
                                                                                 Date                 October, 2004
                                                                                 Supercedes                     N/A
Subject:        Terms of Employment

Terms of Employment
The IHL Executive Office is an equal opportunity employer and makes a diligent effort to select the best
matched individual for the position based upon job-related qualifications, regardless of race, age, color,
religion, sex, national origin, veteran status, physical and/or mental disability, or political affiliation.

Employees will understand and agree that:

           1.   The IHL Executive Office may make a thorough investigation of the entire work history
                and may verify all data given in the application for employment, related papers, or oral
                interviews. Employees will authorize such investigation and the giving and receiving of
                any information requested by the IHL Executive Office and shall release from liability
                any person giving or receiving any such information. Falsification of data so given or
                other derogatory information discovered as a result of this investigation may prevent
                employment, or if employed, may subject the employee to immediate dismissal.

           2.   Employment may be terminated by the IHL Executive Office for any reason or no reason
                at any time, without liability for wages or salary, except such as may have been earned as
                of the date of such termination.

           3.   Although management makes every effort to accommodate individual preferences,
                business needs may, at times, make the following conditions mandatory: overtime, shift
                work, a rotating work schedule, or a work schedule other than Monday through Friday.
                Employees must understand and accept these as conditions of their employment.

           4.   It is the employee's responsibility to read the Policies and Procedures Handbook to
                familiarize himself/herself with all policies and procedures of the IHL Executive Office.




                                  IHL Executive Office Policies and Procedures
                                       Mississippi Institutions of Higher Learning
                                                  IHL Executive Office



                                                                                 Retrieval No.              10106
Section:        Employment Policies                                              Page No.                    2 of 4
                                                                                 Date                October, 2004
                                                                                 Supercedes                    N/A
Subject:        Terms of Employment

State of Mississippi Employment Conditions
The following conditions of employment apply to all employees:

           1. All employees are required to participate in the Public Employees' Retirement System
              (PERS) of Mississippi, unless classified as a "temporary" employee or is employed less
              than 80 hours per month. An exception to this policy is when an individual who works
              part time for IHL (regardless of the number of hours or length of service) and are
              members of PERS at his/her regular place of employment must participate in PERS as a
              condition of employment with IHL Executive Office.

            2. Group health insurance (employee only) is provided to all benefit-eligible employees free
               of cost. A waiver must be signed by all employees who do not desire to receive this
               benefit. The Mississippi Department of Finance and Administration must approve the
               waiver before coverage can be revoked.

Hiring Process
A position should not be advertised or interviews conducted until the IHL Executive Office’s Office of
Human Resources has authorized the requesting department to proceed. The following procedures are
applicable to all circumstances that warrant hiring an individual, including filling new positions, replacing
a terminating employee, or filling a vacant position. These procedures are to be followed by all
department heads.

    1. If a current employee is terminating, the department head must initiate completion of the
       Personnel Action Form to officially terminate the employee. The completed form (check
       termination as type of action) should be forwarded to Office of Human Resources.

    2. The department having the vacancy should initiate completion of the Employee Requisition.
       Based on the appropriate circumstances, the department head should select the reason: select
       replacement, new position, or vacant position as the type of action on the form. After the noted
       approvals have been obtained, the form should be forwarded to Human Resources.

    3. All positions will be posted on the Human Resources’ home page and designated bulletin boards
       for the minimum posting period in accordance with recruiting policies so that IHL Executive
       Office employees will have an opportunity to apply for the vacancy for which they qualify. The
       Personnel Administrator is authorized to waive or shorten the posting period requirement in
       extenuating circumstances when the operation of the institution would be adversely affected.

    4. All candidates must formally apply for employment through the IHL Executive Office of Human
       Resources. ONLY applicants referred by Human Resources may be selected.




                                  IHL Executive Office Policies and Procedures
                                       Mississippi Institutions of Higher Learning
                                                  IHL Executive Office

                                                                                Retrieval No.               10106
Section:        Employment Policies                                             Page No.                     3 of 4
                                                                                Date                 October, 2004
                                                                                Supercedes                     N/A
Subject:        Terms of Employment

        5. The hiring department must complete an Interview Selection Report on all candidates
           interviewed. Upon completion of the interview process, the Interview
           Selection Reports shall be forwarded to the Office of Human Resources.

        6. Once the hiring authority has made a selection, the official offer of employment to all
            employees will be made by the Office of Human Resources unless delegated to the hiring
            authority. The applicants not selected for interview, and candidates interviewed but not
            selected, will be notified by the Office of Human Resources that the position has been
            filled.

        7. The Personnel Action Form on the selected applicant will be forwarded to the Office of
           Human Resources. Certain selections may require the Commissioner’s approval.

        8. Salary commitment will depend upon the position, the experience of the applicant, and the
           amount of money budgeted for the position. New employees with little or no experience will
           begin employment at an entry level of pay, regardless of the amount of money in the budget.

        9. If the individual hired to fill a vacancy decides not to accept the job or works in the position
           for a period not to exceed one month, the department does not have to re-advertise the job
           and may select another qualified applicant from the previous applicant pool.

These employment procedures will be followed for all employee positions funded by the State of
Mississippi, federal agencies, or any other source of funding.

Briefing a New Employee

Human Resources: All new employees are required to attend an in-processing/orientation session
conducted by Human Resources. The Office of Human Resources will contact the employee to schedule
the session. At this time, employees will be assisted in completing the necessary payroll and benefit
forms. The employee will be given access to a copy of IHL Executive Office’s policies and procedures
available on the IHL website, in the employee’s home department, or checked out from the Office of
Human Resources.

Fringe benefits will also be explained to the employee at this time.




                                 IHL Executive Office Policies and Procedures
                                       Mississippi Institutions of Higher Learning
                                                  IHL Executive Office



                                                                                 Retrieval No.               10106
Section:        Employment Policies                                              Page No.                     4 of 4
                                                                                 Date                 October, 2004
                                                                                 Supercedes                     N/A
Subject:        Terms of Employment


Hiring Department: The supervisor is responsible for introducing a new employee to his/her co-workers.
This orientation is important. A good introduction requires an extended period of gradual orientation and
should answer questions on matters such as the following:

    •   specific duties and responsibilities of the job
    •   work standards and progress expected in the job
    •   hours of work
    •   operation of equipment required to do the job
    •   reporting requirements for absences
    •   permission to the leave the work area
    •   immediate safety precautions
    •   security measures
    •   attendance rules
    •   supplies and requisition procedures
    •   policy for overtime and/or compensatory time
    •   leave time policy and instructions for completing the Attendance and Leave Record
    •   leave request forms
    •   coffee breaks, or any time considered “break” time

The above listing is not meant to be a comprehensive “orientation” check list. Each area supervisor
should use this listing to create a more comprehensive listing, tailored to the area’s specific needs and
circumstances.

The supervisor should make every effort to explain clearly the job responsibilities and their relationship to
the department and the IHL Executive Office.




                                  IHL Executive Office Policies and Procedures
                                      Mississippi Institutions of Higher Learning
                                                 IHL Executive Office



                                                                                Retrieval No.                10107
Section:        Employment Policies                                             Page No.                      1 of 2
                                                                                Date                  October, 2004
                                                                                Supercedes                      N/A
Subject:        Employment Status

The following are definitions of employee status:

        1.      Full-time employee: Employed in a regular, full-time (40 hours per week) position. This
                full-time status entitles the employee to all IHL Executive Office benefits programs (40
                hours = maximum benefit).

        2.      Part-time employee:

                With Benefits - An employee in a part-time (at least 20 hours, but less than 40 hours per
                week) position is entitled to applicable IHL Executive Office benefit programs on a pro-
                rated basis. This part-time status entitles the employee to holiday, sick, and annual leave
                pro-rated proportionately according to the number of hours worked. Free course benefits
                do not extend to part-time employees.

                Without Benefits – A part-time employee working less than 20 hours per week are not
                entitled to benefits.

        Temporary Employment
        1.    Temporary Employee: Defined as one whose employment agreement is:

                    For an established basic work schedule for a period not to exceed four and one-half
                    (4 ½ ) months of a given calendar year or for services on an hourly basis with no
                    established basic work schedule as to hours each day, or days each week, for a period
                    not to exceed four and one-half (4 ½ ) months.

                    Is not eligible to participate in any IHL Executive Office benefit programs and
                    employment cannot be extended beyond the 4 ½ months.




                                 IHL Executive Office Policies and Procedures
                                         Mississippi Institutions of Higher Learning
                                                    IHL Executive Office



                                                                                             Retrieval No.                    10107
Section: Employment Policies                                                                 Page No.                          2 of 2
                                                                                             Date                      October, 2004
                                                                                             Supercedes                          N/A
Subject: Employment Status


Contracts and Grant Employment
      1.      An employee hired for a position where funds are provided through external funding in
              the form of a contract or grant.

        2.      A Contracts and Grant employee is entitled to IHL Executive Office benefits according to
                their employment status; i.e., full-time, part-time, or temporary status.

        3.      IHL will adhere to the provision of Office of Management and Budget (OMB) Circular
                A-87 11.a. (1), when hiring a Contracts and Grant employee.
                        Compensation for personnel services includes all remuneration, paid currently or accrued, for
                        services rendered during the period of performance under Federal awards, including but not
                        necessarily limited to wages, salaries, and fringe benefits. The costs of such compensation are
                        allowable to the extent that they satisfy the specific requirements of this Circular, and that the total
                        compensation for individual employees is reasonable for the services rendered and conforms to the
                        established policy of the governmental unit consistently applied to both Federal and non-Federal
                        activities.

        4.     All Contracts and Grant employees will accrue personal and major medical leave in
               accordance with the established IHL Executive Office leave accrual rate.

        5.     All Contracts and Grant employees will be paid for up to 240 hours of the employee’s
               accrued personal leave upon termination from state service. At termination from state
               service, any unused personal leave in excess of 240 hours, and major medical leave, will
               be forwarded to the State Public Employees' Retirement System to be applied toward
               creditable state retirement service.

Exempt and Non-Exempt
IHL Executive Office employees subject to the provisions of the Fair Labor Standards Act are referred to
as "non-exempt," and employees not subject to provisions of the Act are referred to as "exempt"
employees.

The Fair Labor Standards Act requires that non-exempt employees be paid time and one-half (150%) of
their "regular rate" for "hours worked" in excess of 40 hours per work week. For more information about
exempt and non-exempt classification, refer to Policy Section # 20303.




                                   IHL Executive Office Policies and Procedures
                                      Mississippi Institutions of Higher Learning
                                                 IHL Executive Office

                                                                                Retrieval No.             10108
Section:        Employment Policies                                             Page No.                   1 of 1
                                                                                Date               October, 2004
                                                                                Supercedes                   N/A
Subject:        Employee Responsibility

Professional Conduct
IHL Executive Office employees are expected to conduct themselves in a professional manner.
Employees are strongly discouraged from using office hours on matters not pertaining directly to their
employment. Being prompt for work and notifying the supervisor in instances of tardiness or absences is
also expected. Vacation and personal leave should always be arranged in advance with the supervisor.

An employee who communicates with a student, colleague, or guest is representative of the IHL
Executive Office’s image. It is expected of employees to present themselves in a courteous, tactful, and
cooperative manner.

Professional Dress
The IHL Executive Office does not maintain a formal policy on dress code. However, each employee is
expected to set a professional image regarding dress in the workplace.

Each budget authority is responsible to ensure that all employees observe acceptable dress standards.

Physical plant and security employees of IHL are required to wear uniforms during the performance of
their duties. Uniforms will be provided by the IHL Executive Office for these employees.

Children in the Workplace
It is the responsibility of the employee to make arrangements for the care of his/her children during
working hours. Under no circumstances will the employee be allowed to care for his/her children in the
workplace.

Animals in the Workplace
Animals are not allowed in the workplace unless the animal is for the visually impaired or the animal’s
presence is work related.




                                 IHL Executive Office Policies and Procedures
                                      Mississippi Institutions of Higher Learning
                                                 IHL Executive Office



                                                                                Retrieval No.             10109
Section:     Employment Policies                                                Page No.                   1 of 1
                                                                                Date               October, 2004
                                                                                Supercedes                   N/A
Subject:     Work Schedules and Rest Periods

Standard Workweek
The Fair Labor Standards Act requires that a standard workweek be defined. The standard workweek for
the IHL is 12:01 a.m. Saturday through midnight on the following Friday. The established regular hours
of work comprising full-time employment for employees of IHL shall be forty (40) hours per week. All
offices shall be open during the hours 8 a.m. to 5 p.m., Monday through Friday, except on official IHL
holidays or administrative closings.

Rest Periods
Rest periods or coffee breaks may be offered at mid-morning and mid-afternoon and will not exceed
fifteen (15) minutes per break. Such periods are a privilege and not a requirement and may be withdrawn
by the supervisor or the budget authority and should be withdrawn if abused. Smoke breaks are not
provided in addition to the rest period.

Time not used for rest periods cannot be substituted for time off at the end of the work period, extension
of the lunch period, or at the beginning or end of a vacation or sick leave period. It cannot be
accumulated to provide for a prolonged time-off period. Scheduling of rest periods for individuals should
not interfere with the department’s normal operations.




                                 IHL Executive Office Policies and Procedures
                                      Mississippi Institutions of Higher Learning
                                                 IHL Executive Office



                                                                                Retrieval No.             10110
Section:     Employment Policies                                                Page No.                   1 of 1
                                                                                Date               October, 2004
                                                                                Supercedes                   N/A
Subject:    Outside Employment, Internal Employment
              and Consulting

Outside Employment
IHL Executive Office employees who are interested in seeking outside employment should notify the
Office of Human Resources and request an "Application for Permission to Engage in Outside
Employment or Practice of Profession." This form requires approval by the employee’s supervisor and
the Commissioner. A copy of the completed form will be kept on file in the Office of Human Resources.

Employees are prohibited from being employed by a company or engaging in a profession that would
compete with a similar business or profession over which he or she would have direct supervision,
inspection, or purchasing authority at the IHL Executive Office, such being a conflict of interest. Under
no circumstances can IHL Executive Office property be used for any outside employment.

At the end of each fiscal year or each time outside employment changes, an employee must complete or
update the "Application for Permission to Engage in Outside Employment or Practice of Profession"
form.

Internal Employment
A non-exempt employee who perform duties outside of his/her home department beyond normal working
hours will be compensated at the rate of one and one-half (1½) times the base hourly rate in his/her home
department.

Outside Consulting
Employees who engage in consulting activities and who are paid a fee from an outside agency will be
required to file an "Application for Permission to Engage in Outside Employment or Practice of
Profession," prior to participating in this activity. All absences from work, during normal working hours,
as a result of consulting, will be charged to the employee's personal (vacation) leave. If the employee
does not have sufficient accrued personal leave to cover the absence, the employee will be required to
report the period of consulting as leave-of-absence without pay.




                                 IHL Executive Office Policies and Procedures
                                       Mississippi Institutions of Higher Learning
                                                  IHL Executive Office

                                                                                 Retrieval No.           10111
Section:       Employment Policies                                               Page No.                 1 of 1
                                                                                 Date             October, 2004
                                                                                 Supercedes                 N/A
Subject:       Political Issues

IHL Executive Office employees may do the following:

       Vote on candidates and political issues without interference of any kind
       Make campaign contributions to candidates or parties, provided they are made voluntarily; but
       they may not advise fellow employees to make such contributions
       Express their personal opinions privately, openly, or in public meeting on political issues and
       candidates

IHL Executive Office employees may not do the following:

       Influence others using their position
       Pressure someone to make a contribution to a campaign
       Advise anyone where to trade or not to trade as a political maneuver




                                  IHL Executive Office Policies and Procedures
                                        Mississippi Institutions of Higher Learning
                                                   IHL Executive Office



                                                                                   Retrieval No.               10112
Section:     Employment Policies                                                   Page No.                     1 of 2
                                                                                   Date                 October, 2004
                                                                                   Supercedes                     N/A
Subject:     Changes in Employment Status

Promotions
Opportunities for promotion at the IHL Executive Office occur when a higher level position becomes
vacant. Employees are encouraged to prepare for possible promotion by taking advantage of growth and
educational opportunities by performing current duties with excellence. When a vacancy occurs and is
posted, employees are encouraged to investigate it, and if they are qualified, to apply for it, if interested.

Promotions are not automatic. When a vacancy occurs, it must be posted for the minimum required time.
The hiring authority is mandated to select the best candidate available. If the best candidate has applied
from an on-site position at a lower level, then a promotion can occur. If, however, a better candidate
applies, the manager must, in good conscience, select that person. No job or promotion is "guaranteed" at
the IHL Executive Office. Each vacancy is considered an opening and is available to applicants who are
interested and who qualify. The IHL Executive Office does encourage supervisors and hiring authorities
to consider IHL Executive Office employees first for promotional opportunities.

Applications for a promotional opportunity are managed the same way as any opening or vacancy is
handled. Interested employees must complete an application and submit it to the Office of Human
Resources. This serves as "official" notification of interest in the vacancy. No candidate will be
considered for any employee position unless an application has been filed in the Office of Human
Resources.

Normally an employee can be considered for a transfer or a promotion only after he or she has been
employed for at least six (6) continuous months. However, the Personnel Administrator may authorize a
transfer for an employee before the six (6) month waiting period when the needs of the IHL Executive
Office warrant such action.

Employees who apply will be considered for promotional consideration without regard to race, age, color,
religion, sex, national origin, veteran status, physical and/or mental disability, and/or political affiliation.

Transfers from State Agencies
Prospective IHL Executive Office employees who are currently employed by another state agency may
transfer leave balances (both personal and major medical leave) if hired by IHL. A letter from the agency
will be requested by the employee indicating the balances at the time of termination. This letter shall be
signed by a Human Resource Authority at the state agency of prior employment and mailed directly to
IHL’s Executive Office of Human Resources. The employee's leave records will be adjusted to
incorporate the balances transferred, and the employee will accrue leave based on uninterrupted years of
service with the state.




                                   IHL Executive Office Policies and Procedures
                                      Mississippi Institutions of Higher Learning
                                                 IHL Executive Office



                                                                                Retrieval No.             10112
Section:        Employment Policies                                             Page No.                   2 of 2
                                                                                Date               October, 2004
                                                                                Supercedes                   N/A
Subject:        Changes in Employment Status


The employee cannot receive payment for personal leave when transferring to another state agency except
for the following situation. If the employee is transferring from a state agency where he/she earned
personal and major medical leave but is eligible only for major medical leave at the IHL Executive
Office, the transferring agency should transfer to the IHL Executive Office only the major medical leave
balance. The employee should be paid up to 240 hours of personal leave by the transferring agency, and
the balance should be sent to the retirement system for credit by that agency.

Retirement records will transfer from state agency to state agency and will require only that the employee
complete a new application when employed so that the current employer is noted on the employee's
record.

Breaks in service exceeding thirty (30) days and/or withdrawal of retirement funds from the retirement
system would constitute a "termination" from state employment, and transfer procedures would not be
available.

The state community colleges are considered state agencies according to the Mississippi Code § 25-9-107
for transfer of leave balances, and they are members of the Public Employees' Retirement System.




                                 IHL Executive Office Policies and Procedures
                                          Mississippi Institutions of Higher Learning
                                                     IHL Executive Office

                                                                                           Retrieval No.          10113
Section:        Employment Policies                                                        Page No.                1 of 1
                                                                                           Date            October, 2004
                                                                                           Supercedes                N/A
Subject:        Personnel Files

Personnel and payroll information on each employee is maintained in the Office of Human Resources.
The Office of Human Resources should be notified of any personal or payroll changes by the employee
and/or his/her supervisor. Changes such as births or deaths in an employee's family or a change in marital
status may affect such things as income tax withholding, medical reimbursement, retirement, or the type
of hospital insurance coverage. In emergency situations it is important that current information relating to
the name, address, or telephone number of the employee be available. All changes should be reported
immediately to the Office of Human Resources. It is the employee’s responsibilities to report any such
changes to the Office of Human Resources.

The Office of Human Resources will not disclose an employee's personal information to any unauthorized
person or agency. Authorized agencies, such as the State Tax Commission, a court of law, etc., are
supplied required information upon presentation of a proper request. Supervisors are obligated to abide
strictly to this policy, and it is generally advisable to refer such requests to the Office of Human
Resources. An employee may have access to his or her Human Resources file by sending a written
request, in advance, to the Office of Human Resources and receiving approval from the Personnel
Administrator.

Personnel records as well as all applications for employment are not subject to the open records law.

                Miss Code Ann 25-61-1 et seq. Exempt. Personnel matters; employment
                applications; individual tax records; academic examination questions; appraisal
                information concerning the sale or purchase of property for public purposes; and
                attorney work product concerning litigation.

These records will be maintained in strictest confidence in the Office of Human Resources.




                                    IHL Executive Office Policies and Procedures
                                      Mississippi Institutions of Higher Learning
                                                 IHL Executive Office



                                                                                Retrieval No.              10114
Section:        Employment Policies                                             Page No.                    1 of 2
                                                                                Date                October, 2004
                                                                                Supercedes                    N/A
Subject:        Termination Policy and Requirements

Termination
The Office of Human Resources will conduct a terminal interview for all employees. All discharges of
employees must have prior clearance through the Office of Human Resources by completing the
Personnel Action Form.

Arrests
IHL Executive Office employees charged with a felony or misdemeanor offense may be placed on a
leave-of-absence. Other steps may be taken to prevent the employee from returning to the workplace if
the employee's actions or nature of the crime is determined to affect the image or operation of the IHL
Executive Office.

Notice Requirements
All non-exempt employees who wish to terminate are asked to give a notice of ten (10) working days
prior to termination. The resignation notice should be addressed to the employee's supervisor.

All exempt employees are asked to give a notice of twenty (20) working days prior to termination.


Clearance Requirements
When an employee leaves the employment, he or she must complete and file with the Office of Human
Resources an Exit Interview Clearance Form. This form is available in the Office of Human Resources or
on the website, and must accompany, or be preceded by, the Personnel Action Form to officially
terminate the employee. The final month's Time and Attendance Form must be attached to this form.
The employee’s department is responsible for overseeing that the terminating employee reports to the
Office of Human Resources for a terminal interview on, or prior to, his or her last day of work. The
paperwork should be submitted to the Office of Human Resources prior to the payroll cut-off for that
month so outstanding debts to the IHL Executive Office may be recovered. The Office of Human
Resources will be available to discuss any questions the employee has concerning his/her termination,
including retirement refunds, continuation of insurance coverage, forwarding address, etc. The
termination process will not be considered complete until the individual has completed the out-processing
form including payment or payment arrangements of any and all outstanding debts to the IHL Executive
Office.

Final Checks
Final paychecks will be processed on the next scheduled payroll date for the employee following the last
date of employment. Payroll schedules prevent the payment of the employee's final paycheck on the day
of departure unless that day coincides with the scheduled payroll date.




                                 IHL Executive Office Policies and Procedures
                                      Mississippi Institutions of Higher Learning
                                                 IHL Executive Office



                                                                                Retrieval No.             10114
Section:        Employment Policies                                             Page No.                   2 of 2
                                                                                Date               October, 2004
                                                                                Supercedes                   N/A
Subject:        Termination Policy and Requirements


Maximum Leave Allowances
In order to avoid major disruptions in the work environment, employees may be granted a maximum of
thirty (30) days/240 hours personal leave within the six (6) month period immediately preceding
termination. This leave can be taken only with approval by the employee's supervisor and may be denied
if such leave causes a major problem in the workload distribution within the unit. Any exceptions to this
policy must have approval by the Commissioner.

Upon termination of employment, each employee shall be paid for unused personal leave not to exceed
thirty (30) days/240 hours. Upon termination of employment, unused personal leave in excess of thirty
(30) days/240 hours shall be counted as creditable service for purposes of the retirement system. Major
medical leave is not available for payment upon termination unless termination is due to the employee's
medical inability to proceed in employment at the IHL Executive Office per Board policy 801.09.
However, major medical leave shall be counted as creditable service for purposes of the retirement
system.




                                 IHL Executive Office Policies and Procedures
                                       Mississippi Institutions of Higher Learning
                                                  IHL Executive Office



                                                                                 Retrieval No.              10115
Section:        Employment Policies                                              Page No.                    1 of 2
                                                                                 Date                October, 2004
                                                                                 Supercedes                    N/A
Subject:        Reduction in Force Policy

A reduction in force may be required in the event of reorganization of a department or unit, changes in
departmental organization or services, or elimination or reduction in funding. When a reduction in force is
necessary the following policy is to be used; however, this policy is not applicable to employees on grants
and contracts when termination is a result of loss of external funding.

Step One: The Commissioner, in conjunction with the Assistant Commissioner of Finance and
Administration, shall determine those units of the IHL Executive Office whose budgets must be reduced.
This determination shall be based upon a systematic allocation of budget reductions and shall be
rationally related to the missions of the IHL Executive Office.

Step Two: If a reduction in personnel is necessary to meet the budget reductions for the unit, each
budgetary authority will analyze and evaluate the necessity of each position within the unit in
consideration of the mission of the unit, the mandated budget reduction of the unit, and the other positions
within the unit. Each budgetary authority will determine which positions will be recommended for
elimination.

Step Three: The budgetary authority will consider the employees holding those positions within the unit
and shall determine which employees will be recommended for layoff. The following criteria will be
considered by the budgetary authority when making recommendations to layoff:

                the overall personnel needs of the unit;
                possible combination of job responsibilities;
                employees’ skills;
                previous performance;
                protected employment status due to active military service by National Guard and armed
                services reservists; and
                IHL Executive Office affirmative action policies

If, after considering all of the above-listed criteria, two or more employees are rated the same or nearly
so, the unit director will consider retaining the employee with the longest continuing period of service at
the IHL Executive Office.

Each budget director shall make recommendations for layoff accompanied by a written justification
through the appropriate supervisory levels to the responsible Assistant Commissioner who shall review
the recommendations.

Step Four: The Assistant Commissioners shall forward their recommendations to the Affirmative Action
Officer for review as to compliance with IHL Executive Office affirmative action policies.




                                  IHL Executive Office Policies and Procedures
                                      Mississippi Institutions of Higher Learning
                                                 IHL Executive Office



                                                                                Retrieval No.             10115
Section:        Employment Policies                                             Page No.                   2 of 2
                                                                                Date               October, 2004
                                                                                Supercedes                   N/A
Subject:        Reduction in Force Policy

Step Five: Written notification of layoff, including the reason for such layoff, shall be given to the
employee. Such notification shall include a copy of this policy and shall be delivered by the budgetary
authority making the original recommendation for layoff.




                                 IHL Executive Office Policies and Procedures
                                     Mississippi Institutions of Higher Learning
                                                IHL Executive Office



                                                                               Retrieval No.             10116
Section:        Employment Policies                                            Page No.                   1 of 1
                                                                               Date               October, 2004
                                                                               Supercedes                   N/A
Subject:        Re-employment

Former employees with a good work history are eligible for rehire. Every consideration will be given the
application of a former employee who may wish to return to the IHL Executive Office. A rehired former
employee is rehired as a new employee with no vested seniority or benefit status.




                                IHL Executive Office Policies and Procedures
                                      Mississippi Institutions of Higher Learning
                                                 IHL Executive Office



                                                                                Retrieval No.              10117
Section:        Employment Policies                                             Page No.                    1 of 1
                                                                                Date                October, 2004
                                                                                Supercedes                    N/A
Subject:        Employment of Minors and Foreign Nationals

Employment of Minors
Minors who have reached their sixteenth (16) birthday may be employed during the summer by the IHL
Executive Office upon recommendation of the Office of Human Resources and approval of the Assistant
Commissioner of Finance and Administration.

Employment of minors in the following occupations is prohibited by law: occupations involving
explosive components; occupations requiring the operation of a motor vehicle as driver; occupations
involved in the operation of power driven circular saws, band saws, wooding machines, metal forming,
punching, or shearing machines; occupations involving exposure to radioactive substances; occupations
involved in wrecking and demolition; occupations involved in the operation of bakery machines, or any
occupation found to be particularly hazardous or detrimental to the health or well-being of a minor.

Employment of Foreign Nationals (Aliens)
The Immigration Reform and Control Act of 1986 (IRCA) imposes a dual obligation on employers: to
hire only those non-American (Aliens) authorized to work and to keep records evidencing the right to
work of all new hires, both American and non-American, after November 6, 1986.

Verification of employment authorization is often difficult and confusing, as some Aliens are
automatically entitled to work according to the terms of their visa status, while others
must request permission to work. All potential non-American hires, including faculty, must first receive
clearance from the Office of Human Resources before an offer of employment may be executed.

All applicants for employment are required to state whether or not they are U.S. citizens.

All non-citizens are required to submit copies of their permanent residence record card or authorization to
work granted by the Immigration and Naturalization Service.

New employees or those who may be employed beyond the period of practical training may request
sponsorship for an H visa. H visas are issued for temporary employees of extraordinary qualifications.
Applications for H visas will be prepared by the Personnel Administrator with the assistance of the
Attorney General’s office. The application process should be initiated by the employee's department five
to six months prior to the expiration of practical training or the intended start date of employment. The
H-1 status may be granted for a three-year period and renewed for an additional three years. The
Personnel Administrator will apply for appropriate renewals.




                                 IHL Executive Office Policies and Procedures
                                      Mississippi Institutions of Higher Learning
                                                 IHL Executive Office



                                                                                Retrieval No.               10118
Section:        Employment Policies                                             Page No.                     1 of 1
                                                                                Date                 October, 2004
                                                                                Supercedes                     N/A
Subject:        Nepotism Policy

Section 25-l-53 of the Mississippi Code, 1972, specifically prohibits nepotism in state agencies.

        A. No individual shall be employed in a department or unit under the supervision of a relative
        who has or may have a direct effect on the individual's progress, performance or welfare.

        B. For the purpose of this policy, relatives are defined as husbands, wives, parents and children,
        brothers, sisters, and any in-laws of any of the foregoing within the third degree.

        C. This section does not apply to any employee who shall have been in said department or
        institution prior to the time his or her kinsman, within the third degree, became the head of said
        department or institution or member of the board of trustees.

        D. An employee who falls within (C) shall have all matters dealing with the individual's progress,
        performance, welfare, assignment, salary, tenure or promotion decided by the next highest
        administrative officer upon approval of the Board.




                                 IHL Executive Office Policies and Procedures
                                      Mississippi Institutions of Higher Learning
                                                 IHL Executive Office



                                                                                Retrieval No.              10119
Section:        Employment Policies                                             Page No.                    1 of 1
                                                                                Date                October, 2004
                                                                                Supercedes                    N/A
Subject:        Performance Review and Evaluation Policy

The formal written evaluation program of the IHL Executive Office is established to provide annually, a
planned, scheduled, opportunity for the employee and supervisor to meet and mutually identify, discuss,
and document the demonstrated job performance and accomplishments of the employee during a
specified rating period.

For the employee, the evaluation:

        indicates where he/she stands in relation to the expectations of the IHL Executive Office, the
        department, and the immediate supervisor;
        assures mutual understanding of responsibilities and work assignments; and
        serves as a source of assistance and guidance in improving and preparing for advancement.

For the supervisor, the evaluation:

        helps identify an employee's performance level, growth potential, and developmental needs as
        measured by the standards of performance for the job;
        assures that the employee is fully aware of assigned duties and responsibilities;
        provides an opportunity to recognize effective performance and to let employees know that their
        contributions have a direct impact on the overall goals of the IHL Executive Office;
        serves as a foundation to formulate with the employee a specific plan of action for achieving
        goals and improving job performance;
        establishes the basis for better two-way communications; and
        serves as a major consideration in matters concerning employee development, promotion,
        transfer, retention, salary, and job performance improvement.

All employees should be evaluated annually. It is not mandatory that temporary employees be evaluated,
but is advisable, especially in instances of unsatisfactory work performance of individual employees.
Unscheduled performance evaluations may be conducted as often as necessary and are advisable when an
employee's performance is less than satisfactory. The IHL Executive Office may initiate unscheduled
evaluations.

The employee's supervisor or manager is responsible for conducting the review and evaluation with the
employee. Standard evaluation forms and additional instructions related to conducting a performance
evaluation may be obtained from the Office of Human Resources. The failure of the IHL to conduct
annual employee evaluations does not affect the at will status of IHL employees.




                                 IHL Executive Office Policies and Procedures
                                     Mississippi Institutions of Higher Learning
                                                IHL Executive Office



                                                                               Retrieval No.            10120
Section:        Employment Policies                                            Page No.                  1 of 1
                                                                               Date              October, 2004
                                                                               Supercedes                  N/A
Subject:        Selective Services Policy

Beginning July 1, 1999, every male between the ages of eighteen (18) and twenty six (26), who is
required to register under the federal Military Selective Service Act, 50, USCS App.453, and is seeking
employment, or is seeking a promotion to a higher position with the IHL Executive Office, shall submit to
the IHL Executive Office satisfactory documentation of his compliance with the draft registration
requirements of the Military Selective Service Act.




                                IHL Executive Office Policies and Procedures
                                      Mississippi Institutions of Higher Learning
                                                 IHL Executive Office



                                                                                Retrieval No.              20101
                                                                                Page No.                    1 of 1
                                                                                Date                October, 2004
Section:        Payroll Policies                                                Supercedes                    N/A

Subject:        Salaried Employees

The Office of Human Resources must receive all pertinent payroll information (additions,
deletions, or other changes) on or before the 20th of each month unless otherwise requested for
each pay period. Information completed, approved, and in the Office of Human Resources prior
to cut-off will be processed in the up-coming payroll period. Information received after the 20th
of the month or requested payroll date will be processed in the next payroll period.

Salaried employees are paid by check or direct deposit on the last working day of each pay
period. The checks or direct deposit slips are signed for and picked up in the Finance and
Administration Department by a department representative.

All salaried employees must complete and submit the IHL Monthly Time Record. These forms
require both the employee's signature and the signed approval of the employee's supervisor.
Completed forms will be submitted to Human Resources by the 20th of each month or requested
deadline and will contain a correct record of the employee's work hours and hours of leave taken.
It is the supervisor’s responsibility to ensure these forms are filed by the 20th of each month or
requested deadline.

The Office of Contracts and Grants Compliance must approve changes to positions paid from external
funds prior to processing by the Office of Human Resources. A new Personnel Action Form must be
issued each anniversary date (the date the grant was funded) so that personnel will continue to be paid.
The anniversary date marks the end date of the grant period and the beginning of a newly funded year.




                                 IHL Executive Office Policies and Procedures
                                       Mississippi Institutions of Higher Learning
                                                  IHL Executive Office



                                                                                 Retrieval No.          20201
Section:       Payroll Policies                                                  Page No.                1 of 2
                                                                                 Date            October, 2004
                                                                                 Supercedes                N/A
Subject:       Deductions

New employees of IHL are required to report to the Office of Human Resources for in-
processing. The employee and a representative of the Office of Human Resources will set up a
mutually agreeable time and location for in-processing. The employee will complete and sign all
applicable forms necessary to begin the pay schedule and will be advised regarding fringe
benefits and insurance programs available through the IHL Executive Office.

Mandatory Deductions
Federal and State laws require the following payroll deductions by the employer:

   •   Federal Withholding Tax
   •   State Withholding Tax
   •   Social Security Tax
   •   Retirement Contributions (Public Employees' Retirement System of Mississippi)

Non-Mandatory Deductions
Other deductions that may be made by election of the employee include:
   •   Group Medical Insurance for Dependent Coverage
   •   Life Insurance
   •   State Public Employees Credit Union
   •   United Way Contributions
   •   Dental Insurance
   •   Cafeteria Plan for Medical and Dependent Care
   •   Tax-sheltered Annuities
   •   Cancer Insurance

Premiums
Premiums will be deducted from the payroll check. Insurance premiums for the state’s group
health, life insurance coverage, and dental insurance coverage are deducted in advance, so that
premiums paid in the current month pay for coverage in the next month.

Questions and Complaints about Payroll Deductions
All deductions are shown on the payroll check stub. Employees who have questions or
complaints or who need assistance in understanding the deductions that are reflected on the
check stub should bring the check stub to the Office of Human Resources and request assistance.




                                  IHL Executive Office Policies and Procedures
                                       Mississippi Institutions of Higher Learning
                                                  IHL Executive Office



                                                                                 Retrieval No.          20201
Section:       Payroll Policies                                                  Page No.                2 of 2
                                                                                 Date            October, 2004
                                                                                 Supercedes                N/A
Subject:       Deductions


Inadvertent or Erroneous Payroll Deductions
Erroneous deductions may be corrected by the employee completing the Payroll Adjustment
Form. After the form has been completed and approved by the supervisor, the form should be
submitted to the Office of Human Resources for processing. Any necessary refund due to an
inadvertent payroll deduction will be issued in the next payroll check run.

Changes to Deductions
Employees desiring to change deductions or premium payments should contact the Office of
Human Resources. All tax changes and insurance benefit changes require completion of new
forms and the employee's signature. The benefits or deductions that are part of the Cafeteria
Plan (IRS Code Section 125) can only be made during open enrollment each year except for
changes in status as defined by the IRS Code Section 125. See policy on Cafeteria Plan for a list
of changes in status.




                                  IHL Executive Office Policies and Procedures
                                           Mississippi Institutions of Higher Learning
                                                      IHL Executive Office



                                                                                             Retrieval No.                   20301
Section:        Payroll Policies                                                             Page No.                         1 of 1
                                                                                             Date                     October, 2004
                                                                                             Supercedes                         N/A
Subject:        Fair Labor Standards Act Policy

The Fair Labor Standards Act (FLSA) is a federal law created in 1938 that sets a limit on the
number of hours in a standard work week. The FLSA also addresses issues such as minimum
wage, overtime pay, equal pay, and child labor standards for employment. Recordkeeping
requirements are established within the law. The Institutions of Higher Learning is subject to the
law and complies with the provisions of the FLSA.

Exemptions
Exempt and nonexempt employees are defined in The Fair Labor Standards Act. Nonexempt
employees are subject to overtime pay, exempt employees are not. Both exempt and nonexempt
employees are subject to recordkeeping requirements. The Office of Human Resources will
assist the supervisor in making the legal determination whether an employee is exempt or
nonexempt by interpreting and applying the provisions of the Act.

Minimum Wage
In compliance with the Fair Labor Standards Act, IHL will pay all employees at least the
minimum wage. The FLSA does not require extra pay for working on Saturdays, Sundays, or
holidays. Extra pay is only required for nonexempt employees (those employees subject to
overtime pay) if they work more than 40 hours in a standard workweek. Mississippi State
Legislation requires that the employees who are required to work on IHL holidays will earn
compensatory time rather than be paid for the holiday. This code section is as follows:
Mississippi Code Ann. § 25-1-98.
       Employees required to work on legal holidays shall earn compensatory leave under the provisions of Section
       25-3-92. No employee shall receive additional vacation or sick leave benefits for working on a legal holiday,
       nor shall this section be construed to authorize any additional compensation as an alternative to the accrual of
       compensatory leave except as specifically provided for in a legislative appropriation.


Recordkeeping Requirements
The Fair Labor Standards Act has very specific recordkeeping requirements. It is the
supervisor’s responsibility to ensure that these records are maintained and are accurate and
quickly accessible in the event of an audit. The requirements are listed in the Recordkeeping
Policy.

Violations
A supervisor who signs a time record must have personal knowledge of the hours worked by the
employee. An employee may not be asked to alter the record to record more or fewer hours than
were actually worked. To do so will subject the supervisor to disciplinary and/or legal action up
to and including discharge.




                                     IHL Executive Office Policies and Procedures
                                    Mississippi Institutions of Higher Learning
                                               IHL Executive Office



                                                                              Retrieval No.          20302
Section:    Payroll Policies                                                  Page No.                1 of 1
                                                                              Date            October, 2004
                                                                              Supercedes                N/A
Subject:   Standard Workweek and Pay Periods

IHL Executive Office employees are paid on monthly basis. The pay date is the last working day
of the month. If the pay date falls on an IHL Executive Office holiday or over a weekend, the
pay date will be the last working day of that month. Employees may choose direct deposit or a
paper check. On the last working day of the month, direct deposits are posted to the employee’s
account, and paper checks are handed out to the employee.

Paycheck Distribution
Finance and Administration is responsible for releasing the checks to a departmental
representative. The departmental representative is then responsible for distributing the checks to
the employees. A department may ask for identification to release a paycheck if necessary.




                               IHL Executive Office Policies and Procedures
                                   Mississippi Institutions of Higher Learning
                                              IHL Executive Office



                                                                             Retrieval No.          20303
Section:   Payroll Policies                                                  Page No.                1 of 1
                                                                             Date            October, 2004
                                                                             Supercedes                N/A
Subject:    Exempt and Nonexempt Employees Policy

The provisions of the Fair Labor Standards Act (FLSA) cover all employees of the IHL
Executive Office. The Act establishes rules for minimum wage, overtime pay, equal pay, child
labor, and record keeping, and it defines exemptions from overtime pay regulations.

Employee Classification
Exempt employees generally fall into one of three major categories - executives, administrative,
and professional. The FLSA regulations on exemption address the actual job duties of the
employee and are not concerned with job titles. For clarification on whether an employee’s job
is exempt or nonexempt, the supervisor should contact the Office of Human Resources.

The chart below shows the various classifications of the FLSA status.

                       Employee Type                          FLSA Status
                   Executive/Administrative                     Exempt
                            Faculty                             Exempt
                         Professional                       Exempt/Nonexempt
                            Clerical                        Exempt/Nonexempt
                   Technical/Paraprofessional               Exempt/Nonexempt
                         Skilled Craft                         Nonexempt
                     Service/Maintenance                       Nonexempt

Nonexempt Employees
Nonexempt employees must be paid one and one-half (1½) times the hourly rate for all hours
worked more than forty (40) hours in a workweek. The workweek is defined as Saturday 12:01
a.m. through midnight on the following Friday. Leave time and holidays do not count as time
worked. In compliance with state law, compensatory leave will be accrued if the employee is
required to work on a holiday.

The nonexempt employee must seek a supervisor’s advance approval to work overtime. Under
all circumstances, any verifiable hours worked beyond forty (40) hours must be paid at one and
one-half (1½) times the hourly rate.

Supervisors may adjust an employee’s schedule within a workweek to avoid or minimize
overtime payments. Each workweek stands alone in calculating regular and overtime hours
worked.

Exempt Employees
Exempt employees are not paid overtime, nor do they receive compensatory leave. Recording
leave for partial days does not prohibit employees from being considered exempt.


                              IHL Executive Office Policies and Procedures
                                     Mississippi Institutions of Higher Learning
                                                IHL Executive Office



                                                                               Retrieval No.          20401
Section:     Payroll Policies                                                  Page No.                1 of 1
                                                                               Date            October, 2004
                                                                               Supercedes                N/A
Subject:     Equal Pay and Child Labor

Equal Pay Policy
The Equal Pay Act of 1963 was enacted as an amendment to the Fair Labor Standards Act
(FLSA). The Equal Pay Act prohibits discrimination on the basis of gender for work requiring
equal skills, effort, and responsibility when it is performed under similar working conditions.
The act applies equally and regardless of gender whether the employee is classified as an exempt
or a nonexempt employee.

The act prohibits an employer from complying with the provision by reducing the wage rate of
any employee.

Child Labor Policy
The Fair Labor Standards Act (FLSA) regulates the minimum age and the maximum hours of
employment of minors. The FLSA cites different standards for employment of minors who are
between the ages of 14 and 16 and between the ages of 16 and 18.

Minors between the ages of 14 and 16 are permitted to work in any nonagricultural occupation
not deemed hazardous by the Secretary of Labor as long as the employment does not interfere
with their school, health, or wellbeing.




                                IHL Executive Office Policies and Procedures
                                     Mississippi Institutions of Higher Learning
                                                IHL Executive Office



                                                                               Retrieval No.          20402
Section:     Payroll Policies                                                  Page No.                1 of 2
                                                                               Date            October, 2004
                                                                               Supercedes                N/A
Subject:   Overtime Policy

The U. S. Supreme Court, in a 1985 ruling, required state and local governmental agencies to
comply with the Fair Labor Standards Act (FLSA). This Act establishes minimum wages and
standards for covered employment relating to maximum hours, overtime hours, overtime pay,
equal pay, and child labor.

In order to comply with this Act, a determination must first be made as to any given employee’s
category (exempt or nonexempt). If an employee is categorized as “nonexempt,” then overtime
consideration is due for any hours worked in excess of forty (40) hours within a given
workweek.

All work performed by a nonexempt employee for a unit or department outside of his or her
home department will be compensated at the rate of one and one-half (1½) times the base hourly
rate in his or her home department. It does not matter if the outside appointment is a regular or
temporary basis. The secondary appointment should not conflict with the primary job duties.
There will be NO EXCEPTIONS IN OVERTIME PAYMENT TO THIS GUIDELINE.
Positions that fall under this category include all clerical, support, custodial, and skilled trade
positions, as well as numerous others.

The Act does not limit the number of hours that an employee may work; however, it requires
overtime payments for any hours worked over forty (40) hours in a standard workweek.
Overtime pay must be paid at a rate of not less than one and one-half (1½) times the nonexempt
employee’s regular rate of pay for each hour worked in a workweek in excess of the maximum
hours (40 hours). Supervisors must give prior approval for all overtime work. Employees
doing work for another department that might result in overtime hours for the employee during a
workweek must have the work approved by the supervisor prior to doing the work.

Supervisors should be aware that under the Fair Labor Standards Act (FLSA), work not
requested by the supervisor, but that an employer permits to occur, even if performed on a
voluntary basis, must be included in hours worked. If an employee works overtime without
permission, the department is still obligated to pay that employee at an overtime rate. In this
case, the employee may be subject to disciplinary action including termination for failing to
follow policy.

Holidays, sick days, vacation days, or other days off do not count as FLSA hours worked.

Advance Notice
Although sometimes not practical, generally supervisors should provide the employee with as
much advance notice as possible and should assign and distribute overtime among all eligible
employees when overtime is required. Employees must understand that advance notice is not
always practical.

                                IHL Executive Office Policies and Procedures
                                   Mississippi Institutions of Higher Learning
                                              IHL Executive Office



                                                                             Retrieval No.          20402
Section:   Payroll Policies                                                  Page No.                2 of 2
                                                                             Date            October, 2004
                                                                             Supercedes                N/A
Subject:   Overtime Policy

Compensatory Time
In some cases, compensatory time may be authorized rather than overtime pay. See
Compensatory Time Policy for details.

Record Keeping
Overtime rates are paid at one and one-half (1½) times the employee’s regular hourly rate of pay.
It is the responsibility of the supervisor or director to keep accurate records of time worked
including hours in excess of forty (40) hours. See Recordkeeping Policy for requirements.

Workweek
The FLSA requires that both the regular wage and overtime pay due an employee be computed
on the basis of the hours worked by an employee in each workweek, and that the compensation
earned by an employee in a particular workweek be paid on the regular payday for the pay period
in which the workweek ends. The workweek begins at 12:01 a.m. on Saturday and ends the
following Friday at midnight.

The IHL Executive Office Personnel Administrator does not automatically calculate overtime
pay for nonexempt employees; therefore, all hours worked over forty (40) hours must be
submitted on a time sheet for nonexempt employees with standard hours. Nonexempt
employees with nonstandard hours and temporary employees will also report hours on a positive
reporting basis. Positive reporting means the employee is paid for the number of hours reported.

The supervisor needs to observe these additional regulations regarding computation and payment
of overtime rates:

       Employees who work during lunch periods and before or after established work
       schedules must show the time as time worked. Such work time should not be allowed
       without prior authorization by the employee’s supervisor.

       All time records must be accurately kept. Falsification of time records constitutes an
       “immediate dismissal” action.

Paid Absences
Paid absences in the form of vacation or sick leave or any form of leave with pay are not
considered hours worked for the purpose of calculating overtime. Work in excess of eight (8)
hours per day is not considered overtime.




                              IHL Executive Office Policies and Procedures
                                      Mississippi Institutions of Higher Learning
                                                 IHL Executive Office



                                                                                Retrieval No.          20403
Section:      Payroll Policies                                                  Page No.                1 of 1
                                                                                Date            October, 2004
                                                                                Supercedes                N/A
Subject:      Compensatory Time

Compensatory Time
The FLSA allows flexibility for public employees regarding compensation for statutory overtime
hours. The law authorizes a public agency to provide compensatory time off for non-exempt
employees in lieu of monetary overtime compensation at a rate of not less than one and one-half
(1½) hours of compensatory time for each hour of overtime worked. An employee may accrue
up to 240 hours of 1½ compensatory time hours, which is 160 hours of actual overtime worked.

Use of Compensatory Time
A non-exempt employee who has accrued compensatory time and requests use of the time must
be permitted to use the time off within a reasonable period. The only legitimate reason for
denying compensatory time leave is to prevent an undue disruption of operations. This is usually
not interpreted as an employee shortage. The employer cannot force employees to schedule and
use compensatory time that has been accrued, but the employer can choose to substitute a cash
payment for the time.




                                 IHL Executive Office Policies and Procedures
                                     Mississippi Institutions of Higher Learning
                                                IHL Executive Office



                                                                               Retrieval No.          20404
Section:       Payroll Policies                                                Page No.                1 of 2
                                                                               Date            October, 2004
                                                                               Supercedes                N/A
Subject:       Recordkeeping Policy of Hours Worked

The Fair Labor Standards Act (FLSA) requires that employers keep certain records for all covered
employees including those who are exempt from minimum wage and overtime provisions. The records
must be detailed enough to permit recalculation for each pay period. It is the responsibility of the
employee’s supervisor to maintain these records in accordance with federal law as described below.

Retention of Records
The records must be maintained in the department for a period of at least three (3) years.

Accessibility of Records
The FLSA regulations require that each department keep the required records in a safe place.
The records must be made available within 72 hours of a request by the immediate supervisor or
the Department of Labor.

Recordkeeping for Nonexempt Employees
The following records are required to be kept on nonexempt employees:
   • Name in full as it appears on the social security card
   • Home address including zip code
   • Date of birth
   • Gender
   • Job title
   • Time of day and day of week on which the employee’s workweek begins (Saturday at
       12:01 a.m.)
   • Regular hourly rate of pay
   • Hours worked each workday
   • Total of hours worked per week
   • Straight-time earnings during the workweek
   • Amount of overtime pay
   • Total additions to or deductions from wages paid each pay period
   • Total wages paid each pay period
   • Date of payment
   • Pay period covered by payment

Recordkeeping for Exempt Employees
The regulations also require supervisors to maintain similar records on exempt employees with
the exception of payment and hours worked.




                                IHL Executive Office Policies and Procedures
                                    Mississippi Institutions of Higher Learning
                                               IHL Executive Office



                                                                              Retrieval No.          20404
Section:      Payroll Policies                                                Page No.                2 of 2
                                                                              Date            October, 2004
                                                                              Supercedes                N/A
Subject:      Recordkeeping Policy of Hours Worked

Records for Compensatory Time
In addition to general record keeping, special recordkeeping requirements are necessary for
compensatory time. The following records must be kept on compensatory time:
   •   the number of compensatory hours earned each workweek (at overtime rate if over forty (40)
       hours per workweek and a nonexempt employee),
   •   the number of compensatory hours used each workweek, and
   •   the number of compensatory hours paid in cash.

According to IHL Executive Office policy, exempt employees are not eligible for compensatory
time.

NOTE: The willful falsification of records may subject the supervisor and/or the employee
to criminal action.




                               IHL Executive Office Policies and Procedures
                                           Mississippi Institutions of Higher Learning
                                                      IHL Executive Office



                                                                                             Retrieval No.               20405
Section:         Payroll Policies                                                            Page No.                     1 of 1
                                                                                             Date                 October, 2004
                                                                                             Supercedes                     N/A
Subject:         Compensatory Time Policy

The FLSA permits flexibility for public employees regarding compensation for statutory
overtime hours. Public agencies are authorized by law to provide compensatory time off in lieu
of monetary overtime compensation at a rate of not less than one and one-half (1½) hours of
compensatory time for each hour of overtime worked. An employee may accrue a maximum of
240 hours of 1½ compensatory hours, which is 160 hours of actual overtime worked. IHL
Executive Office Public Safety Employees may accrue up to 480 hours of compensatory time,
which is 320 hours of actual overtime worked. Overtime hours accrued beyond these limits must
be paid in cash.

Nonexempt Employees
A nonexempt employee may receive compensatory time at a rate of not less than one and one-
half (1 ½) hours for each hour of overtime worked. IHL Executive Office employees who are
exempt are not entitled do to overtime pay or compensatory time.

Use of Compensatory Time
The FLSA provides that all employees of public agencies who have accrued compensatory time
off and have requested use of this time shall be permitted to use such time off within a
“reasonable period” after making the request. The time off must not “unduly disrupt” the
operations of the agency; however, unduly disruptive is usually not interpreted as an employee
shortage.

The use of compensatory time must be in accordance with an agreement reached between the
IHL Executive Office and the employee prior to the performance of the work. Compensatory
time received by an employee, in lieu of cash, must be at the rate of not less than one and one-
half hours of compensatory time for each hour of overtime work just as the monetary rate for
overtime is calculated at the rate of not less than one and one-half times the regular rate of pay.

Holiday Pay
Mississippi State Legislation requires that the employees required to work on IHL Executive
Office holidays will earn compensatory time rather than be paid for the holiday. This code
section is as follows: Mississippi Code Ann. § 25-1-98:

       Employees required to work on legal holidays shall earn compensatory leave under the provisions
       of Section 25-3-92. No employee shall receive additional vacation or sick leave benefits for
       working on a legal holiday, nor shall this section be construed to authorize any additional compensation
       as an alternative to the accrual of compensatory leave except as specifically provided for in a
       legislative appropriation.


Recordkeeping Requirements
Records must be maintained and preserved for compensatory time. See the Record Keeping
Policy for details.

                                     IHL Executive Office Policies and Procedures
                                      Mississippi Institutions of Higher Learning
                                                 IHL Executive Office



                                                                                Retrieval No.          20406
Section:      Payroll Policies                                                  Page No.                1 of 1
                                                                                Date            October, 2004
                                                                                Supercedes                N/A
Subject:      Emergency Call Back Policy

An emergency callback occurs when a nonexempt employee is asked by management to return to
work after leaving IHL Executive Office premises following his or her work shift to take care of
some work-related emergency that cannot wait until regularly scheduled working hours. The
nonexempt employee must be paid for a minimum of three (3) hours for each callback.

Only hours actually worked will be accounted for in the calculation of overtime pay.




                                 IHL Executive Office Policies and Procedures
                                   Mississippi Institutions of Higher Learning
                                              IHL Executive Office



                                                                             Retrieval No.          20407
Section:       Payroll Policies                                              Page No.                1 of 1
                                                                             Date            October, 2004
                                                                             Supercedes                N/A
Subject:       On-Call/Call Back Status and Pay-Policy

Certain non-exempt employees are required to be available for work after normal working hours.
These employees may be placed on on-call status and be eligible for on-call pay under the terms
of this policy.

A employee on on-call status must inform his or her supervisor where he or she can be reached
and must report to his or her work assignment within 30 minutes of being notified. On-call
status will end once the employee reports to his or her workstation or when the on-call status
schedule ends, whichever occurs first.

When an employee is actually called back to work, call-back status is implemented and on-call
status is canceled. Call-back status will begin after the employee arrives on the campus for work
and ends at the conclusion of the work. The employee will be paid for actual hours worked with
a minimum of (3) hours to be paid.

The employee must be paid over-time for any hours worked which exceeds 40 hours per
workweek.




                              IHL Executive Office Policies and Procedures
                                      Mississippi Institutions of Higher Learning
                                                 IHL Executive Office



                                                                                 Retrieval No.          30101
Section:       Fringe Benefits                                                   Page No.                1 of 3
                                                                                 Date            October, 2004
                                                                                 Supercedes                N/A
Subject:       Personal Leave

Regular Employees
Regular full-time employees earn personal leave benefits beginning on their first effective date
of employment with the IHL Executive Office. Part-time employees accrue personal leave on a
pro-rata basis depending on the number of hours worked.

Accrual Rates for Full-Time Employees are shown in the Table below:

                                Personal Leave Accrual Table
           Service Time                    Hours per Month                      Days per Year
                1 month to 3 years                12                                  18
               37 months to 8 years               14                                  21
              97 months to 15 years               16                                  24
                  over 15 years                   18                                  27

Personal leave can be taken only with approval of the employee's supervisor and may be denied
if such leave causes a major problem in the workload distribution within the unit. Personal
leave taken is recorded on the Monthly Time Record. The employee must sign the Monthly
Time Record in blue ink.

Employees who begin work on or before the 15th of the month will receive credit for a full
month. Employees beginning work after the 15th of the month will earn credit beginning on the
first of the next month. Personal leave will be credited to the employee’s leave record after
completion of each month’s service and is then available for use in the following month.

An employee’s personal leave balance is printed on his or her pay stub each month. The
employee has 30-days from the date of the most recent paycheck to report any errors in account
balances. The Office of Human Resources will not correct errors after the 30-day reporting
period.

Leave Abuse
Employees who falsify leave records or misrepresent absences due to leave are subject to
disciplinary action including termination.




                                 IHL Executive Office Policies and Procedures
                                      Mississippi Institutions of Higher Learning
                                                 IHL Executive Office



                                                                                Retrieval No.          30101
Section:       Fringe Benefits                                                  Page No.                2 of 3
                                                                                Date            October, 2004
                                                                                Supercedes                N/A
Subject:       Personal Leave

Terminal Leave Policies
In order to avoid major disruptions in the work environment, employees may be granted a
maximum of thirty (30) days/240 hours personal leave within the six-month period immediately
preceding termination. This leave can be taken only with approval by the employee's supervisor,
and it may be denied if such leave causes a major problem in the workload distribution within
the unit. Exceptions to this policy must have the Commissioner’s approval.

In accordance with Section 25-3-93 (4) of the Mississippi Code, upon termination or retirement
from employment with the IHL Executive Office, each employee shall be paid for accrued
personal leave not to exceed 240 hours (30 days). Unused personal leave in excess of 240 hours
(30 days) shall be counted as creditable service for retirement purposes.

Should an employee die having accumulated personal leave credit, the wages or salary for the
total unused personal leave shall be paid to the person designated by the employee for this
purpose or, in the absence of such designation, to the beneficiary of such employee as recorded
with the Public Employees Retirement System.

Vacations
Vacations shall be scheduled by department heads with attention to the needs of the IHL
Executive Office but also with consideration of an employee's continuous service credit and
amount of personal leave accrued and unused. Within the requirement to maintain work
schedules, each department of the IHL Executive Office will do everything possible to
accommodate the employee's personal schedule preferences.

Illnesses
The first eight (8) hours of absence due to illness will be charged to personal leave. Absence due
to the same illness in excess of 8 hours will be charged to major medical leave. This does not
have to be consecutive days. Provided, however, major medical leave may be used, without
prior use of personal leave, to cover regularly scheduled visits to a doctor’s office or a hospital
for the continuing treatment of a chronic disease, as certified in advance by a medical doctor.
For each absence due to illness of thirty-two (32) or more consecutive working hours (combined
personal leave and major medical leave) major medical leave shall be authorized only when
certified by the attending physician. Medical certification may be requested by the Department
Head at any time.

Employees with questions or problems related to leave time records should first contact their
supervisor. If the problem remains unresolved, the supervisor should contact the Office of
Human Resources. Supervisors are responsible for the accuracy and timeliness of leave records
for employees under their supervision. Deficit leave balances should not be approved neither
condoned by supervisors.

                                 IHL Executive Office Policies and Procedures
                                   Mississippi Institutions of Higher Learning
                                              IHL Executive Office



                                                                             Retrieval No.          30101
Section:       Fringe Benefits                                               Page No.                3 of 3
                                                                             Date            October, 2004
                                                                             Supercedes                N/A
Subject:       Personal Leave

Death of Employee
The wages or salary for the total unused personal leave time shall be paid to the person
designated by the employee, or to the beneficiary of such employee as recorded with the Public
Employees' Retirement System, should the employee die having accumulated personal leave
credit.

Re-employment of Former Employee
When the IHL Executive Office rehires a former employee who has a break in service of thirty
(30) days, personal and major medical leave time will be earned as a new employee. An
employee rehired within 30 days of termination is not entitled to 240 hours of terminal leave
pay. If the individual has received this payment and returns to work within the 30-day period,
the payment should be refunded to IHL Executive Office in order to continue earning leave at the
prior accrual rates.

Payment of Leave
An employee terminating from service, and requesting lump sum payment for unused personal
leave, will receive payment for up to 240 hours for unused personal leave at the next scheduled
pay period following his or her date of termination. (Please note that terminations submitted and
approved prior to cut-off dates will be processed with the next scheduled pay period. Those
terminations not received by cut-off will be processed and paid in the next subsequent payroll
period.)

Terminal Leave Pay
Payment of accrued personal leave up to 30 days or 240 hours is permissible by State Statute
only upon termination from state service. Transferring to another state agency is not termination
of state service. Employees transferring to another state agency should notify the Office of
Human Resources to have their leave balances transferred. An employee that leaves the IHL
Executive Office to work for another state agency cannot be paid for accumulated leave when
there is no lapse in employment.




                              IHL Executive Office Policies and Procedures
                                    Mississippi Institutions of Higher Learning
                                               IHL Executive Office



                                                                              Retrieval No.          30102
Section:       Fringe Benefits                                                Page No.                1 of 4
                                                                              Date            October, 2004
                                                                              Supercedes                N/A
Subject:       Major Medical Leave Policy

Major medical leave is earned by all regular full-time employees beginning on their first
effective date of employment with the IHL Executive Office. Part-time employees accrue major
medical leave on a pro-rata basis depending on the number of hours worked.

   Accrual Rates for Full-Time Employees are shown in the Table below.
                               Major Medical Accrual Table
               Service Time              Hours per Month         Days per year
             1 month to 3 years                  8                     12
            37 months to 8 years                 7                   10.5
           97 months to 15 years                 6                      9
               over 15 years                     5                     7.5

The first eight (8) hours of absence due to illness will be charged to personal leave. Absence due
to the same illness in excess of 8 hours will be charged to major medical leave. This does not
have to be consecutive days. Major medical leave taken is recorded on the Monthly Time
Record. Employees and Supervisors must sign the Monthly Time Record in blue ink.

When medical leave credits are inadequate to cover absences caused by the employee's illness,
the time lost may be charged to personal leave. When the employee has exhausted all accrued
leave time available, he or she must be placed on "leave-without-pay" status. When an employee
returns to work after being placed on leave-without-pay status, a Personnel Action Form must be
issued indicating the employee is again on "active" employment status.

Major medical leave may be used for absences due to illness of the employee's immediate family
after the first eight (8) hours is charged as personal leave. The immediate family is defined as
spouse, parent, stepparent, sibling, child, stepchild, grandchild, grandparent, son- or daughter-in-
law, mother- or father-in-law, or brother- or sister-in-law. For each absence due to an illness
lasting thirty-two (32) consecutive working hours or more (combined personal leave and major
medical leave), major medical leave shall be authorized only when certified by the employee’s
attending physician. A department head may require medical certification at any time if deemed
necessary.

Death in the Family
An employee may use up to three (3) days of major medical leave in any calendar year because
of a death in the immediate family. Absences beyond three (3) days for emergency reasons will
be charged to personal leave. No use of personal leave will be required prior to use of major
medical leave for this purpose. The immediate family is defined as spouse, parent, stepparent,
sibling, child, stepchild, grandparent, son- or daughter-in-law, mother- or father-in-law, or
brother- or sister- in-law.

                               IHL Executive Office Policies and Procedures
                                   Mississippi Institutions of Higher Learning
                                              IHL Executive Office



                                                                             Retrieval No.          30102
Section:       Fringe Benefits                                               Page No.                2 of 4
                                                                             Date            October, 2004
                                                                             Supercedes                N/A
Subject:       Major Medical Leave Policy

Administrative Leave
Administrative leave with pay may be granted to an employee serving as a witness, juror, or
party litigant, as verified by the clerk of the court.

Administrative leave with pay may be granted in the event of extreme weather conditions or in
the event of a man-made, technical, or natural disaster or emergency.

Administrative leave is not counted against the earned leave credit of employees.

Disability Leave
Any regular full-time employee who suffers temporary sickness or disabilities, thus making him
or her unable to perform assigned duties, may be granted a leave of absence without pay for a
reasonable time but not to extend normally beyond a twelve-month period, to accompany the
combined accrued personal and major medical leave.

This policy provides for any temporary disability occurrence that normally has a reasonably
predictable time frame, encompassing an onset and an end of the condition. Leave necessary for
the purpose of childbearing is included in this policy. This policy does not guarantee an
entitlement for any employee who is absent from work on a frequent and/or regular basis and
whose attendance habits are such that the employee fails to accomplish assigned job
responsibilities.

IHL Executive Office reserves the right to require medical statements in support of uses of
benefits under this policy. Failure to provide requested necessary documentation may result in a
“non-pay” status for the period of time in question and/or dismissal (although accrued personal
and major medical leave exist).

The beginning date of a disability as determined by the employee’s physician must be submitted
with the physician’s statement. The ending date of a disability will be determined by the
employee’s physician. When the employee returns to his or her duties, the employee shall
submit a statement from his or her physician stating the ability to resume work.

Any employee not returning to work at the expiration of the leave under this section is eligible
for terminal leave pay, provided the days have not been taken.




                              IHL Executive Office Policies and Procedures
                                   Mississippi Institutions of Higher Learning
                                              IHL Executive Office



                                                                             Retrieval No.          30102
Section:      Fringe Benefits                                                Page No.                3 of 4
                                                                             Date            October, 2004
                                                                             Supercedes                N/A
Subject:      Major Medical Leave Policy


Retirement Credit
Upon termination or retirement, an employee will be given retirement service credit for unused
personal and major medical leave based on the following schedule:

                                State Retirement Credits
                   Days of Accrued Leave            Retirement Credit
                        15 - 77 days                     1 quarter
                       78 - 140 days                      ½ year
                       141 - 203 days                    3/4 year
                       204 - 266 days                     1 year
                       267 - 329 days                   1 1/4 years
                       330 - 392 days                   1 1/2 years
                       393 - 455 days                   1 3/4 years
                       456 - 518 days                     2 years
                       519 - 581 days                   2 1/4 years
                       582 - 644 days                   2 1/2 years
                       645 - 707 days                   2 3/4 years
                       708 - 770 days                     3 years

Please contact the Office of Human Resources for additional years to the above conversion table.

Terminal Leave Pay
No terminal leave pay will be considered for accrued major medical leave. However, in
accordance with 25-3-97 of the Mississippi Code, an employee who presents medical evidence
that his physical condition is such that he/she can no longer work in a capacity of state
government may be paid for not more than 120 days of earned major medical leave upon
termination.

Leave Policy for Grant Employees
In accordance with Office and Management Budget Circular A-87 11.a. (1), all full-time
employees at the IHL Executive Office employed through Contracts and Grants are afforded all
of the fringe benefits provided by the IHL Executive Office. Benefits must be consistently
applied to individuals who are employed by the IHL Executive Office, regardless of the funding
source. All policies relative to leave time for which payment is received or leave taken by the
employee must be consistent throughout the IHL Executive Office.




                              IHL Executive Office Policies and Procedures
                                    Mississippi Institutions of Higher Learning
                                               IHL Executive Office



                                                                              Retrieval No.          30102
Section:       Fringe Benefits                                                Page No.                4 of 4
                                                                              Date            October, 2004
                                                                              Supercedes                N/A
Subject:       Major Medical Leave Policy

All Contract and Grant employees will be afforded the following leave benefits:

   •   All Contract and Grant employees will accrue Personal and Major Medical leave in
       accordance with the established IHL Executive Office leave accrual rate.
   •   All Contract and Grant employees will be paid for up to 240-hours of accrued Personal
       leave upon termination from state service.
   •   All unused Personal and Major Medical leave for Contract and Grant employees, in
       excess of 240 hours, at termination from state service, will be forwarded to the State
       Public Employees' Retirement system to be applied toward creditable state retirement
       service.

Terminal Leave Payments
Terminal leave payments to Contract and Grant Employees will be paid from the grant fund
sources when at all possible. These funds should be built into the fringe benefit costs at the
inception of the Grant.

Staff employed by the IHL Executive Office in a Contract and Grant position will be allowed to
transfer accrued Personal and Major Medical leave balances in accordance with IHL Executive
Office policy regarding leave transfers from state agencies.

Any questions regarding this policy should be addressed to the Office of Human Resources.




                               IHL Executive Office Policies and Procedures
                                    Mississippi Institutions of Higher Learning
                                               IHL Executive Office



                                                                              Retrieval No.          30103
Section:       Fringe Benefits                                                Page No.                1 of 3
                                                                              Date            October, 2004
                                                                              Supercedes                N/A
Subject:       Family and Medical Leave Act Policy

IHL Executive Office employees employed one-half time or more, for at least twelve (12) non-
consecutive months and who worked at least 1,250 hours during the twelve (12) months
immediately preceding the leave may be granted Family and Medical Leave for up to twelve
weeks in any 12-month period for one or more of the following reasons:
   a. the birth of a child
   b. the placement of a child with the employee for adoption or foster care,
   c. to care for a spouse, child, or parent who has a serious health condition, or
   d. a serious health condition that makes the employee unable to perform one or more of the
       essential functions of his or her job.

A serious health condition is defined as:
       a.    inpatient care in a hospital, hospice, or residential medical facility, including any
             period of incapacity or subsequent treatment,
       b.    a period of incapacity of more than three consecutive days that also includes
             treatment two or more times by a health care provider or such treatment on at least
             one occasion resulting in a regimen of continuing treatment,
       c.    incapacity due to pregnancy or for prenatal care,
       d.    chronic conditions requiring treatments,
       e.    permanent/long-term conditions requiring treatment, or
       f.    multiple treatment for non-chronic conditions.

Ordinarily, unless complications arise, the common cold, the flu, earaches, upset stomachs,
minor ulcers, headaches other than migraines, routine dental or orthodontia problems,
periodontal disease, etc., are examples of conditions that do not meet the definition of a serious
health condition and do not qualify for Family and Medical Leave. A regimen of continuing
treatment that includes the taking of over-the-counter medications such as aspirin, antihistamines
or salves; or bed rest, drinking fluids, exercise, and other similar activities that can be initiated
without a visit to a health care provider, is not, by itself, sufficient to constitute a regimen of
continuing treatment for the purposes of Family and Medical Leave.

Family and Medical Leave may be taken intermittently or on a reduced leave schedule under
certain circumstances; e.g., by working fewer days in a week or fewer hours in a day.
Intermittent Leave may be taken when medically necessary, for planned, unanticipated or
periodic medical treatment. Such intermitted leave for birth, adoption, or foster care is possible
only if the IHL Executive Office agrees.




                               IHL Executive Office Policies and Procedures
                                    Mississippi Institutions of Higher Learning
                                               IHL Executive Office



                                                                              Retrieval No.          30103
Section:       Fringe Benefits                                                Page No.                2 of 3
                                                                              Date            October, 2004
                                                                              Supercedes                N/A
Subject:       Family and Medical Leave Act Policy

Certification from a health care provider may be required by the IHL Executive Office to
approve Family and Medical Leave. A certificate of birth or legal adoption or documentation of
foster parent status may be required for Family and Medical Leave when deemed appropriate.

Family and Medical Leave will be granted once the IHL Executive Office learns an employee
has a qualifying event. Family and Medical Leave will be issued during a paid or unpaid leave
status and the appropriate form must be processed.

The employee is to request Family and Medical Leave under this policy in writing stating the
purpose of the leave and the period of leave requested. If the leave is requested to be taken as an
intermittent or on a reduced-time basis, a description of the schedule is to be provided. A
certificate from a physician or practitioner may be required for any leave but is required beyond
four days.

When possible, employees are to make a reasonable effort to schedule medical treatment for
minimum disruption to the IHL Executive Office. The employee must provide the IHL
Executive Office at least 30 days advanced notice before the use of Family and Medical Leave if
the need for the leave is foreseeable based upon expected birth, adoption or foster care placement
or planned medical treatment of the employee or family member. If 30 days is not practicable,
notice must be given as soon as practicable. The IHL Executive Office may delay leave for 30
days if prior approval request is not submitted timely.

The employee is responsible for providing the IHL Executive Office with sufficient information
for determining if the requested leave is covered by Family and Medical Leave. Designation of
leave as being Family and Medical Leave is to take place "up front" whenever possible.

Once the IHL Executive Office has acquired knowledge that the leave is being taken for a reason
covered by Family and Medical Leave, the IHL Executive Office must promptly (within two
business days, absent extenuating circumstances) notify the employee that leave is designated as
Family and Medical Leave. The notice may be oral or in writing; if oral, it shall be confirmed in
writing no later than the following payroll date (unless that date is less than one week after the
oral notice, in which case, the notice must be no later than the subsequent payroll date).

The IHL Executive Office may not designate leave as Family and Medical leave retroactively; it
may designate Family and Medical Leave only prospectively, as of the date of notification to the
employee of the designation.




                               IHL Executive Office Policies and Procedures
                                     Mississippi Institutions of Higher Learning
                                                IHL Executive Office



                                                                               Retrieval No.           30103
Section:       Fringe Benefits                                                 Page No.                 3 of 3
                                                                               Date             October, 2004
                                                                               Supercedes                 N/A
Subject:       Family and Medical Leave Act Policy

The IHL Executive Office may not designate leave that has already been taken as Family and
Medical Leave after the employee returns to work, with two exceptions: (1) if an employee is
out for an FMLA-qualifying reason and the IHL Executive Office does not learn of the reason
for the leave until the employee returns, the IHL Executive Office may designate the leave as
Family and Medical Leave promptly within two business days, or (2) if the IHL Executive Office
has provisionally designated the leave as Family and Medical Leave and is awaiting receipt from
the employee of medical certification or obtaining a second opinion.

Similarly, the employee is not entitled to the protection of Family and Medical Leave if the
employee gives notice of the reason for the leave later than two days after returning to work. The
IHL Executive Office reserves the right to request information updating the employee's condition
and at least a tentative "return to work" date.

The IHL Executive Office will continue to pay the employee's portion (employee only; not
dependents) of the IHL Executive Office's health insurance during the Leave. If the employee
does not return to work after the Leave for reasons other than health or some other reason
beyond the employee's control, the IHL Executive Office reserves the right to charge the
employee for the full premium cost of the health care coverage provided.

If both spouses are employed by the IHL Executive Office, both are eligible for this Leave.
However, for the birth or placement of a child or the care of a sick parent, the husband/wife
together are limited to only one 12-week period during the 12-month period. However, if Leave
is for a seriously ill spouse or child or for the employee's own serious illness, both are entitled to
a 12-week period.

A son or daughter is defined to be a biological, adopted, or foster child, a stepchild; a legal ward;
or a child of a person standing in loco parentis (in place of a parent). The child must be less than
18 years of age, or 18 or older and incapable of self-care because of a mental illness or physical
disability. Parent means a biological parent or an individual who stands or stood in loco parentis
to an employee.

Upon return from the Leave, the employee will be restored to his/her original or equivalent
position with equivalent pay, benefits, and other terms of employment.

The 12-month period for this policy is defined as the Forward Method. The period is measured
forward from the day the employee’s first FMLA leave begins. For example, if an employee
takes Family and Medical Leave for 12 weeks for the period June 5 to August 25, 2003, that
employee would not be eligible for another 12-week Family and Medical Leave until June 5,
2004.


                                IHL Executive Office Policies and Procedures
                                    Mississippi Institutions of Higher Learning
                                               IHL Executive Office



                                                                              Retrieval No.          30104
Section:    Fringe Benefits                                                   Page No.                1 of 2
                                                                              Date            October, 2004
                                                                              Supercedes                N/A
Subject:    Holiday Leave Policy

The objective of this policy is to establish a uniform number of holidays and to define payment
of holidays for all IHL Executive Office employees. The IHL Executive Office will recognize
the following days as holidays:

       New Year's Day
       Martin Luther King, Jr. Day (Third Monday in January)
       Memorial Day
       Independence Day (Fourth of July)
       Labor Day
       Thanksgiving Day
       Friday after Thanksgiving Day
       Christmas Day and a Christmas leave period, to include the last seven working days of
       December as designated by the Commissioner.
       Floating Holiday

Additional holidays may be designated by the Commissioner, not to exceed a total of 15 days per
year.

Eligibility for Holiday Pay
All regular full-time or part-time employees on the active payroll will be eligible for holiday pay
listed above in accordance with the following provisions:

       Holiday pay will be at the employee's current rate of pay.

       Part-time employees will be paid holiday pay on a pro-rata basis according to the number
       of regularly scheduled work hours in a normal work day.

       Temporary employees are not eligible for holiday pay.

       Any official IHL Executive Office holiday(s) or declared closing of the IHL Executive
       Office by the Commissioner which falls within a period of an employee's approved
       personal and/or major medical leave shall be considered holiday leave and shall not be
       deducted from the employee's accrued personal leave.




                               IHL Executive Office Policies and Procedures
                                      Mississippi Institutions of Higher Learning
                                                 IHL Executive Office



                                                                                Retrieval No.          30104
Section:       Fringe Benefits                                                  Page No.                2 of 2
                                                                                Date            October, 2004
                                                                                Supercedes                N/A
Subject:       Holiday Leave Policy


       Budget authority of areas requiring employees to work on holidays shall schedule such
       duty as fairly and equitably as possible among the available employees.


Religious Holiday
Full-time or part-time employees who desire to observe an "official" religious holiday, in
accordance with their religious preference, may do so with their director's approval. The
Monthly Leave Record should reflect time taken as personal (vacation) leave.




                                 IHL Executive Office Policies and Procedures
                                   Mississippi Institutions of Higher Learning
                                              IHL Executive Office



                                                                             Retrieval No.          30105
Section:       Fringe Benefits                                               Page No.                1 of 1
                                                                             Date            October, 2004
                                                                             Supercedes                N/A
Subject:       Military Leave Policy

Regular full-time employees who are called to active duty on short notice as the result of national
emergencies may be granted a military leave of absence (without pay) beginning on the date of
the call to military service. A leave of absence with pay may be granted for no more than fifteen
(15) working days per calendar year to a regular full time employee who, as a member of the
National Guard or official militia of Mississippi or a member of any of the reserve components
of the armed forces, is ordered to active duty.

When an IHL Executive Office employee, who is a member of the National Guard or Reserve, is
ordered to active duty for a period in excess of fifteen days the employee is entitled to a
leave-of-absence, continuation of insurance benefits, and use of accrued personal leave. The
employee may not use accrued major medical leave during this absence.

Approval for any military leave must be secured in advance from the Office of Human
Resources. A copy of the military orders shall be filed with the Office of Human Resources.
The position must be held indefinitely.




                              IHL Executive Office Policies and Procedures
                                      Mississippi Institutions of Higher Learning
                                                 IHL Executive Office



                                                                                Retrieval No.          30106
Section:       Fringe Benefits                                                  Page No.                1 of 1
                                                                                Date            October, 2004
                                                                                Supercedes                N/A
Subject:       Compulsory Leave Policy

If, in the opinion of the IHL Executive Office, an employee is incapacitated for work due to
illness or injury, such an employee may be required to submit to a physical examination by a
physician named by the IHL Executive Office. If the medical examination indicates the
employee is unable to fulfill his/her job duties effectively, the IHL Executive Office may require
the employee to take such leave without pay as is sufficient, by medical determination, to restore
him or her to normal health. This leave without pay will begin after accumulated personal and
major medical leave have been exhausted.




                                 IHL Executive Office Policies and Procedures
                                   Mississippi Institutions of Higher Learning
                                              IHL Executive Office



                                                                             Retrieval No.          30107
Section:      Fringe Benefits                                                Page No.                1 of 1
                                                                             Date            October, 2004
                                                                             Supercedes                N/A
Subject:      Declared Leave Policy

In the event that the IHL Executive Office must close due to inclement weather or a declared
holiday by the Commissioner, employees will be given time off with pay for those hours.
Individuals who are on personal or major medical leave during the closing will not be charged
for the official absence.

Areas that are required to work, such as physical plant employees will be paid over-time or the
employees may be compensated with time off at a later date. If compensatory time is chosen by
the employee the exact number of hours the IHL Executive Office is closed will be given within
a reasonable time period.




                              IHL Executive Office Policies and Procedures
                                    Mississippi Institutions of Higher Learning
                                               IHL Executive Office



                                                                              Retrieval No.          30108
Section:       Fringe Benefits                                                Page No.                1 of 3
                                                                              Date            October, 2004
                                                                              Supercedes                N/A
Subject:       Academic Policy for Staff

Full-time employees in the IHL Executive Office may, with the approval of the Assistant
Commissioner of the employee’s departmental unit, register without payment of tuition for two
academic credit courses per term at any institution of higher learning under the governance of the
Board of Trustees.

In order to participate in the free course benefit, the IHL Executive Office employee must first
complete admissions requirements (be admitted or re-admitted to the applicable university) prior
to registering for the free course(s).

Eligibility
• All full-time IHL Executive Office personnel are eligible for the free course benefit of 6
    hours per semester.

•   Part-time IHL Executive Office employees are not eligible for free courses.

•   Retired staff are eligible for the free course benefit up to six semester hours per term. The
    Office of Human Resources will be responsible for approving retired participants.

•   If an IHL Executive Office employee is seeking a degree, he or she must maintain an overall
    2.0 GPA to continue the free course benefit. An employee who fails to maintain the required
    overall GPA will not receive the free course until such time as his or her overall GPA meets
    the 2.0 minimum.

•   In accordance with Internal Revenue Service Code, Section 132, all graduate level course
    work must be job-related or taken on a space-available basis.

•   For newly hired employees to receive this benefit they must be employed prior to the last
    official day of late registration of the semester. There are no exceptions to this policy.

Course(s)
• Employees are expected to enroll in evening classes. A full-time employee may take up to
  six (6) semester hours per term. A maximum of three work hours per week will be granted
  for classes or traveling to class. An employee must use annual leave for all other time away
  from work. Employees taking week-long intensive courses must take annual leave while
  they are away from the office taking these courses. Normal working hours are defined as 8
  AM - 5 PM. The Assistant Commissioner of the employee’s unit must approve all courses
  taken during normal working hours. The nature of the employee's job and the workload of
  the area will be the determining factors in approving class attendance during working hours.


                               IHL Executive Office Policies and Procedures
                                    Mississippi Institutions of Higher Learning
                                               IHL Executive Office



                                                                              Retrieval No.          30108
Section:       Fringe Benefits                                                Page No.                2 of 3
                                                                              Date            October, 2004
                                                                              Supercedes                N/A
Subject:       Academic Policy for Staff

There may be a point in time during the final year of study, before attaining a degree, whereby
more than one required course is taught during a semester. When an employee is required to
take both courses during working hours, a letter of request will be submitted to the Office of
Human Resources. Attached to this letter of request will be a copy of the employee's
Application for Degree. The employee will be given three (3) hours toward the free course
scholarship. The employee will also be charged personal leave for all absences during normal
working hours to attend the second course.

Fees
• Employees maintaining out-of-state residence must pay out-of-state tuition fees.

•   Employees are responsible for paying late fees attached to registration or drop-add.

•   Employees who are enrolled in a free course and terminate employment with the IHL
    Executive Office prior to mid-term, but continue the class, will be required to pay tuition.
    Reimbursement of tuition fees, paid by the department, will be in accordance with
    established refund percentage policies.

•   Employees are responsible for paying laboratory fees and for buying textbooks.

•   If an employee drops a course, but continues employment at the IHL Executive Office, the
    employing department's budget will be reimbursed at the established refund percentage.

•   All employee scholarships are audited each semester. Employees who take more than three
    (3) semester hours during normal working hours will be identified, and proper disciplinary
    action will be taken. Individuals who violate these policies will also be denied the free course
    benefit.

Procedures
• The employee must first complete admission requirements of the applicable University. The
   employee may then pick up a permit form to register for a free course from the Office of
   Human Resources. Human Resources will verify employment status.

•   The employee must have the permit approved by his or her area budget authority. The budget
    director must ensure that the absence from the work place does not cause an undue burden on
    the department. Once signed by the area budget authority, the permit form is returned to the
    Office of Human Resources for processing before registration can begin.



                               IHL Executive Office Policies and Procedures
                                   Mississippi Institutions of Higher Learning
                                              IHL Executive Office



                                                                             Retrieval No.          30108
Section:       Fringe Benefits                                               Page No.                3 of 3
                                                                             Date            October, 2004
                                                                             Supercedes                N/A
Subject:       Academic Policy for Staff


•   The employee then takes his or her Registration Appointment Form to registration or uses the
    applicable university’s online registration system to complete the registration process.

•   In order to ensure that tuition remission is timely posted to the employee’s account, the
    permit form must be returned to the Office of Human Resources five (5) working days prior
    to the beginning of the semester.




                              IHL Executive Office Policies and Procedures
                                    Mississippi Institutions of Higher Learning
                                               IHL Executive Office



                                                                                 Retrieval No.          30109
Section:       Fringe Benefits                                                   Page No.                1 of 1
                                                                                 Date            October, 2004
                                                                                 Supercedes                N/A
Subject:       Compensation for Advanced Degrees or
Certificates

The following schedule of payments will be made to all IHL Executive Office employees who
attain an advanced degree or successfully complete the Professional Standards Program (PSP)
Certification.


                         Certificate or Diploma                               Award

               (PSP) First Certificate                           $    600.00
               (PSP) Each succeeding Certificate
                (excluding Bachelor's or Master's                $    500.00
               Certified Public Accountant (CPA)                 $ 1,000.00
               Professional Engineer or Architect                $ 1,000.00
               Bachelor's Degree                                 $    800.00
               Master's Degree                                   $ 1,000.00
               Doctoral Degree                                   $ 1,200.00

Diplomas and certificates earned by IHL Executive Office employees prior to the effective date
of this policy will not receive retroactive payments.

A Personnel Action Form with copies of the certificates, transcripts, and/or diplomas will be
forwarded to the Office of Human Resources for processing. Monetary adjustments to the
employee's salary will be made effective the date the certificate or diploma is conferred or in the
case of doctoral degrees when the dissertation is successfully defended. The increase in salary
will become a part of the staff employee's annual base salary.




                               IHL Executive Office Policies and Procedures
                                    Mississippi Institutions of Higher Learning
                                               IHL Executive Office



                                                                              Retrieval No.            30110
Section:       Fringe Benefits                                                Page No.                  1 of 1
                                                                              Date              October, 2004
                                                                              Supercedes                  N/A
Subject:       Undergraduate Tuition Remission for Dependents

Single dependent children of full-time employees in the IHL Executive Office are eligible for
undergraduate tuition remission at any state institution of higher learning under the jurisdiction
of the Board of Trustees.

Single dependent children of continuing employees hired prior to July 1, 1977, are eligible for
full remission of undergraduate tuition at the appropriate institutions because of the grandfather
clause included in the April 28, 1977, minutes of the Board of Trustees.

In order to receive a 50 percent tuition remission or, if eligible, full tuition remission, a
dependent child must gain admission to one of the universities under the jurisdiction of the
Board of Trustees, and make a formal written request to the Office of Financial Aid of the
respective institution.

A dependent may receive undergraduate tuition remission (consistent with the continued
employment of the parent or guardian) which may be continued until the degree requirements for
one baccalaureate degree are met or until the child’s attainment of his/her 25th birthday. The
scholarship is automatically renewable on a semester to semester basis provided a 2.5 overall
grade-point average is maintained. In the event the student fails to maintain the required 2.5
grade-point average, he or she will be ineligible for the scholarship until he or she can
demonstrate a 2.5 overall grade-point average.




                               IHL Executive Office Policies and Procedures
                                    Mississippi Institutions of Higher Learning
                                               IHL Executive Office



                                                                              Retrieval No.          30111
Section:       Fringe Benefits                                                Page No.                1 of 1
                                                                              Date            October, 2004
                                                                              Supercedes                N/A
Subject:       Jury Duty

A regular full-time or part-time employee serving as a juror, subpoenaed as a witness or party
litigant on behalf of the IHL Executive Office, as verified by the clerk of court, may be granted
Administrative Leave with pay.




                               IHL Executive Office Policies and Procedures
                                    Mississippi Institutions of Higher Learning
                                               IHL Executive Office


                                                                              Retrieval No.          30112
Section:       Fringe Benefits                                                Page No.                1 of 2
                                                                              Date            October, 2004
                                                                              Supercedes                N/A
Subject:       State of Mississippi Health Insurance Program

The State of Mississippi offers all full-time employees coverage in the statewide Comprehensive
Health Plan. The plan is self-funded by the State of Mississippi. Claims are administered by
Blue Cross/Blue Shield. (NOTE: Coverage is NOT with Blue Cross/Blue Shield.) Rules are
decided via the Department of Finance and Administration, Office of Insurance, in Jackson,
Mississippi, and the ultimate authority lies with the Department of Finance and Administration.
Retired employees who retire under the Public Employees' Retirement system of Mississippi
may continue coverage by making appropriate contributions.

The State of Mississippi pays the employee-only portion of premiums for health insurance
coverage. Dependent coverage is available; premiums will be at the employee's expense.
Dependent coverage is offered only to those employees who are covered by the plan.
Application must be made within thirty (30) days of acquiring an eligible dependent. Pre-
existing conditions require a waiting period for that particular condition unless the employee can
show evidence of prior coverage. For specifics about this section, please contact the personnel
administrator.

Employees will be covered on the first day of employment when they enroll during the
"in-processing" procedures at the Office of Human Resources. A group insurance booklet will be
provided to the employee upon enrollment. This booklet will answer questions regarding claim
procedures and payments, eligibility, and special features of the Plan. Should an employee have
questions that the booklet does not answer, the Claims Administrator (Blue Cross/Blue Shield)
may be contacted at 1-800-709-7881 or the Office of Human Resources.

Employees should contact the Office of Human Resources if their booklets have been lost, if
assistance is needed in filing a claim, or if a change occurs in dependent coverage, beneficiary,
or covered employee's address.

Dependent Coverage
If an employee chooses not to enroll dependents at the initial employment enrollment, then
dependents can only be added during open enrollment in October with an effective date of
January 1 or with the exception of a change in the employee’s family status.

Administrator
The State of Mississippi Comprehensive Self-Insured Group Health Plan is administered by Blue
Cross/Blue Shield. The Plan is also monitored by INTRACORP. In order to obtain maximum
benefits under the state medical plan, employees are required to call INTRACORP (1) at least 5
days prior to a non-emergency hospitalization, (2) within 48 hours following emergency
admission to a hospital, and (3) within the first trimester of pregnancy. Some outpatient




                               IHL Executive Office Policies and Procedures
                                 Mississippi Institutions of Higher Learning
                                            IHL Executive Office


                                                                           Retrieval No.          30112
                                                                           Page No.                2 of 2
                                                                           Date            October, 2004
Section:      Fringe Benefits                                              Supercedes                N/A

Subject:      State of Mississippi Health Insurance Program

pre-certifications are also required. The INTRACORP toll-free number is 1-800-523-8739. For
more information concerning this requirement for pre-certification of admission contact the
Office of Human Resources at 601-432-6616.




                            IHL Executive Office Policies and Procedures
                                   Mississippi Institutions of Higher Learning
                                              IHL Executive Office


                                                                             Retrieval No.          30113
Section:      Fringe Benefits                                                Page No.                1 of 1
                                                                             Date            October, 2004
                                                                             Supercedes                N/A
Subject:      Open Enrollment for Health Insurance

The State Comprehensive Group Health Plan allows for an "open enrollment" to occur one time
during the calendar year. An open enrollment period is announced each year prior to the plan
anniversary date (January 1).

Elections become effective January 1 of each year. Cancellation of participation may only be
done during the open enrollment period. Generally, October is designated as the time in which
changes can be made to benefit plans. Employees may:

•   add or drop dependent coverage
•   add or drop any insurance benefit offered by the IHL Executive Office
•   elect to keep insurance benefits as they presently exist
•   elect to participate in Dependent Care Reimbursement or Medical Reimbursement Plans

Employees are cautioned that "open enrollment" occurs once a year and this is the only time that
changes can be made to insurance programs, unless a "Change in Family Status" occurs. A
"Change in Family Status" is defined as: marriage, divorce, death of a spouse or dependent child,
birth or adoption of a child, and termination or employment of a spouse.




                              IHL Executive Office Policies and Procedures
                                  Mississippi Institutions of Higher Learning
                                             IHL Executive Office


                                                                            Retrieval No.          30114
Section:      Fringe Benefits                                               Page No.                1 of 1
                                                                            Date            October, 2004
                                                                            Supercedes                N/A
Subject:      Consolidated Omnibus Budget Reconciliation Act
              (COBRA Policy)

The federal law known as Consolidated Omnibus Budget Reconciliation Act (COBRA) became
effective for the State of Mississippi Group Health Plan January 1, 1987. All employees and
employee family members who are covered under the group health plan are entitled to
"continuation coverage" required by federal law. Continuation coverage under our group health
plan will be made available to covered persons in the event of employment termination, divorce,
separation, death, and certain other instances.




                             IHL Executive Office Policies and Procedures
                                       Mississippi Institutions of Higher Learning
                                                  IHL Executive Office

                                                                                 Retrieval No.             30115
Section:        Fringe Benefits                                                  Page No.                   1 of 1
                                                                                 Date               October, 2004
                                                                                 Supercedes                   N/A
Subject:        Tax Exempt Benefit Program (Cafeteria Plan)

The IHL Executive Office offers a pre-tax program called a cafeteria plan that is permitted under
Section 125 of the Internal Revenue Code. It is referred to as a cafeteria plan because the
employee may select from a variety of benefits available. This program allows certain benefits to
be paid with before-tax dollars rather than with after tax dollars, increasing the amount of take
home pay and lowering tax liability.

This program does not affect the state retirement contributions nor in any way change benefits
available to employees when they retire. However, because social security is deducted after the
tax exemptions it does affect social security contributions. Research shows that the resulting
difference in social security benefits at retirement are insignificant especially when compared
with the savings available during employment careers.

An employee can only drop or add a benefit during the year for the following changes in family
status:

        marriage
        divorce
        death of spouse or child
        birth or adoption of a child
        termination or employment of spouse
        leave of absence without pay

Open Enrollment for Cafeteria Plan
An open enrollment period is held annually. Notification of the time and place is provided by the
personnel administrator.


NOTE: All participants in the Dependent Care Reimbursement or Medical Reimbursement Plan
"must" sign a new Election Form each year during "open enrollment."




                                  IHL Executive Office Policies and Procedures
                                   Mississippi Institutions of Higher Learning
                                              IHL Executive Office


                                                                             Retrieval No.          30116
Section:       Fringe Benefits                                               Page No.                1 of 3
                                                                             Date            October, 2004
                                                                             Supercedes                N/A
Subject:       Additional Group Policies

If an employee chooses not to enroll himself/herself or his/her dependents in the optional group
policies at the initial employment enrollment, then they can only be added during open
enrollment in October with an effective date of January l. Benefits may be selected as “after tax”
deductions at any time. The effective dates of coverage will be the first day of the month
following the deduction of the first premium except for Aetna Life, which is effective on the first
day of employment.

1.     Group Life Insurance
       Aetna Life - Eligibility is determined by the same criteria as the State Comprehensive
       Health Plan. The amount of insurance will be an amount equal to the lesser of $100,000
       or twice the insured employee's annual earnings rounded to the next highest $1,000
       provided, however, that in no case will the amount of insurance on the life of any one
       insured employee be less than $30,000.

       Retired employees may be insured for life insurance in increments of $5,000, $10,000,
       and $20,000.

       Employees interested in obtaining coverage will be enrolled on their first day of
       employment and provided with a booklet outlining policy coverage and provisions. The
       IHL Executive Office will provide 50 percent of the premium with the employee
       responsible for the remaining 50 percent.

       UNUM Life - Employees are also eligible to purchase term life insurance through
       UNUM Provident Life Insurance Company. This Optional Term Life insurance plan
       allows employees to purchase amounts of term life insurance in increments of their salary
       up to a maximum of $600,000 or 6 X the employee’s salary, whichever is less. It also
       offers dependent life coverage on the employee's spouse and/or children.

       The premiums are age-rated based on 5-year intervals. When an employee enters a
       higher age bracket the premium goes up accordingly. The ages will be checked annually
       by the personnel administrator in July. This program also offers various options for
       terminating and retiring employees to convert coverage to a permanent insurance policy.
       The employee pays the total cost. Rates are available from the Office of Human
       Resources.




                              IHL Executive Office Policies and Procedures
                                  Mississippi Institutions of Higher Learning
                                             IHL Executive Office


                                                                            Retrieval No.          30116
Section:     Fringe Benefits                                                Page No.                2 of 3
                                                                            Date            October, 2004
                                                                            Supercedes                N/A
Subject:     Additional Group Policies

2.    Supplemental Hospital Insurance

      Eligibility is determined by coverage under the Comprehensive Health Program. This
      plan pays for in-hospital stays. The program also provides an outpatient surgery benefit.
      The benefits are predetermined at $100 per day of hospital confinement, for the first five
      (5) days and $30 per day for each day thereafter up to 365 days.

      Employees who do not enroll in this program on their initial employment date will be
      required to wait until open enrollment in October with an effective date of January 1.
      The employee is responsible for total premium payments on this program.

3.    Hospital Intensive Care Protection
      The Hospital Intensive Care Protection provides first day coverage for accidents and
      second day coverage for sickness. It pays benefits for up to a total of 31 days per
      confinement in an intensive care unit or subsequent confinement in a sub-acute intensive
      care unit (progressive care, intermediate care, or step-down unit). The employee may
      select coverage for a variety of plans.

4.    Cancer Insurance
      The cancer plan offers coverage for employees and their dependents. Some of the
      benefits offered are diagnosis of skin cancer, anesthesia, reconstructive surgery, and
      experimental treatment, and more. The employee may select coverage for individual, one
      parent family, or family with dependent children.

5.    Medical Reimbursement Plan
      This plan is designed to allow an employee to set aside pre-taxed dollars to cover out-of-
      pocket medical expenses, not paid by group health insurance benefits, which occur during
      the plan year.

      The Internal Revenue Service has established strict guidelines for monies not used by the
      end of the plan year. If one contributes dollars to a medical reimbursement account and
      does not use all of the monies contributed, he/she will lose any remaining balance in the
      account at the end of the plan year. For more information regarding the Medical
      Reimbursement Plan, contact the Office of Human Resources.

6.    Group Dental Insurance
      United Concordia Dental - Group rates are available for employee and dependent dental
      care. Coverage is available for preventive and diagnostic treatment, basic benefits for
      fillings and extractions, major benefits to include oral surgery, and orthodontic benefits
      for children under age 19. The employee is responsible for total premium payments to
      this program.

                             IHL Executive Office Policies and Procedures
                                  Mississippi Institutions of Higher Learning
                                             IHL Executive Office


                                                                            Retrieval No.          30116
Section:     Fringe Benefits                                                Page No.                3 of 3
                                                                            Date            October, 2004
                                                                            Supercedes                N/A
Subject:     Additional Group Policies

7.    Dependent Child Care Reimbursement Plan
      This plan is designed to allow an employee to set aside pre-taxed dollars to cover
      dependent child care expenses that occur during the plan year. The Internal Revenue
      Service has established strict guidelines for monies not used by the end of the plan year.
      If one contributes dollars to a dependent child care reimbursement account and does not
      use all of the monies contributed, he/she will lose any remaining balance in the account at
      the end of the plan year. For more information regarding the Dependent Child Care
      Reimbursement Plan, contact the Office of Human Resources.

8.    Tax Sheltered Annuities
      Under provisions of Section 403(b) of the Internal Revenue Service Code of 1954, as
      amended, employees are offered certain tax advantages when they exclude part of their
      gross income for purchase of an annuity for retirement benefits. Annuity investments are
      taxed at the time the annuity matures and payment is made to the individual.

      Employees interested in the purchase of tax-sheltered annuities should secure competent
      advice of an approved underwriter licensed to do business in Mississippi or from a
      representative of a company approved by the IHL Executive Office to market annuities
      with the IHL Executive Office.

      Salary deductions may be authorized for the purchase of annuities but the IHL Executive
      Office does not contribute to the purchase. For information on approved companies
      contact the Office of Human Resources.




                             IHL Executive Office Policies and Procedures
                                   Mississippi Institutions of Higher Learning
                                              IHL Executive Office



                                                                             Retrieval No.          30117
Section:       Fringe Benefits                                               Page No.                1 of 1
                                                                             Date            October, 2004
                                                                             Supercedes                N/A
Subject:       Workers’ Compensation Policy

The IHL Executive Office provides standard workers' compensation coverage under a self-
insurance program in accordance with Mississippi State laws that, in general, prescribe the
amounts of indemnity payable for the degrees of disability, temporary or regular, and for death if
the injury or disability occurs on the job. These laws also provide for medical care,
hospitalization, and weekly compensation for the period of disability. All on-the-job injuries
should be reported immediately to the employee's supervisor. A form (First Report of Injury or
Illness) will be completed for claim purposes, and the Office of Human Resources should be
notified of the injury.

The IHL Executive Office pays the entire cost of the program on behalf of its employees.

Employees who have accrued sick or personal leave benefits are entitled to these benefits should
they request them, along with payment from Workers' Compensation.

On-the-Job Injuries
All on-the-job injuries should be reported to the department supervisor immediately on
occurrence. The attending physician will determine the extent of the injury and provide the
Office of Human Resources with a written prognosis of recovery. Follow-up treatment will be
prescribed as necessary, and a return-to-work date will be issued. Workers' Compensation will
pay for all charges associated with the workers' compensation treatment program.

All work related injuries should also be reported to the Office of Risk Management at 601-432-
6220 or 432-6688 during the hours of 8:00 a.m. to 5:00 p.m., Monday through Friday. Work
related injuries occurring on weekends, weekdays after 5:00 p.m., and all holidays should be
reported to Security at 601-540-8579. More detailed information on the Workers' Compensation
Program may be obtained from the Office of Risk Management.

NOTE: Workers' Compensation fraud is a felony with a minimum fine of $5,000.




                              IHL Executive Office Policies and Procedures
                                     Mississippi Institutions of Higher Learning
                                                IHL Executive Office


                                                                               Retrieval No.          30118
Section:      Fringe Benefits                                                  Page No.                1 of 1
                                                                               Date            October, 2004
                                                                               Supercedes                N/A
Subject:      Social Security

The Federal Government requires contributions from both the employee and the employer under
the Social Security Act. All IHL Executive Office employees are required to pay social security
premiums. For information regarding social security benefits, employees should contact the
local Social Security Administration Office or visit their website at http://www.ssa.gov/.




                                IHL Executive Office Policies and Procedures
                                   Mississippi Institutions of Higher Learning
                                              IHL Executive Office


                                                                             Retrieval No.          30119
Section:       Fringe Benefits                                               Page No.                1 of 2
                                                                             Date            October, 2004
                                                                             Supercedes                N/A
Subject:       Public Employees’ Retirement System Policy

The Public Employees' Retirement System of Mississippi enacted by the 1952 Legislature,
requires participation of all state employees who work eighty (80) hours per month or more for a
state employer. The State of Mississippi mandates participation in the retirement system as a
condition of employment.

Exemptions
Employees who are classified part-time, who work less than 15-days a month or who work less
than the equivalent of ½ of a normal work load for their position and receive less than 1/2 of the
normal wages for the position are exempt from participation. An exception to this policy is if a
part-time employee is a member of the Public Employee’s Retirement System at another agency,
then the employee must be a member at the IHL Executive Office. Also, students of any state
educational institution employed by an agency of the state for temporary, part-time, or
intermittent work may not enter membership into the system.

Temporary Employees
Persons whose employment is temporary in nature or intermittent and who are not employed for
at least four and one-half months in a fiscal year shall not be covered by the State Retirement
System.

Contributions and Withdrawals
Contributions are taken in payroll deductions under a pre-tax arrangement so that funds
contributed are taxable only at retirement or termination. Employees who terminate from state
service may choose to withdraw contributions they have made to the system in a lump sum
amount (at which point the contributions become taxable and may have a penalty), or they may
leave the contributions in the retirement system until retirement or transfer to another state
agency. Employees with less than four (4) years of service with the state must withdraw his/her
funds or roll the funds over into another retirement instrument.

Retirement Eligibility
Members may retire and receive full retirement allowance: (1) if they are age 60 with credit of at
least 4 years of membership service, or (2) if they have accumulated at least 25 years of
creditable service, regardless of age.

More detailed information on the retirement System is available in the Office of Human
Resources or by contacting the Public Employees' Retirement System of Mississippi, 429
Mississippi Street, Jackson, Mississippi 39201-1005, telephone (601) 359-3589 or
1-800-444-7377, or their website at http://www.pers.state.ms.us/.




                              IHL Executive Office Policies and Procedures
                                   Mississippi Institutions of Higher Learning
                                              IHL Executive Office


                                                                             Retrieval No.           30119
                                                                             Page No.                 2 of 2
                                                                             Date             October, 2004
Section:       Fringe Benefits                                               Supercedes                 N/A

Subject:       Public Employees’ Retirement System Policy

Because laws prohibit releasing private information without the employee's consent, the
Retirement System will not release (a) current balances, (b) individual specific retirement
options, or (c) current status of an employee's account without a written request from the
employee.




                              IHL Executive Office Policies and Procedures
                                          Mississippi Institutions of Higher Learning
                                                     IHL Executive Office




                                                                             Retrieval No.             30120
Section:       Fringe Benefits                                               Page No.                  1 of 1
                                                                             Date            January 31, 2007
                                                                             Supersedes                   N/A
Subject:       White Hat Policy


Purpose: This document formally conveys an IHL Executive Office philosophy by pledging a
service commitment to our employees who are in a time of need.


The IHL Executive Office (IHL) wishes to foster a work place environment that promotes a sense
of community and connection with our employees. The IHL requests loyalty and devoted service
by its employees; and in return, the IHL commits to do the same when an IHL Executive Office
employee encounters a personal tragedy.

The Office of Human Resources will serve as the official IHL conduit in providing assistance to
our employee family in their time of need. The supervisor of the affected employee should notify
the Office of Human Resources when an employee has encountered a tragedy such as a death in
the immediate family or a serious accident or injury. An employee representing the Office of
Human Resources will contact the employee to determine the assistance needed to ensure
important matters are attended to during the convalescing period. The goal of the policy is to
support our employees in times of need. The Office of Human Resources’ assistance will include
contacting the employee, offering personal help in completing forms and/or answering questions
regarding insurance matters, and just being available to facilitate in any reasonable way in which
they can.




                              IHL Executive Office Policies and Procedures
                                       Mississippi Institutions of Higher Learning
                                                  IHL Executive Office




                                                                             Retrieval No.            40101
Section:        Contracts and Grants Policies                                Page No.                  1 of 5
                                                                             Date                December,
                                                                                                       2009
Subject:       Externally Sponsored Projects                                 Supersedes      February, 2009


Sponsored project funds (grants and contracts) awarded to and
administered by the Mississippi Institutions of Higher Learning (IHL) Executive Office are to
conform to IHL Executive Office policies and procedures and those of the sponsor. Projects
where the IHL Executive Office is a subawardee are subject to applicable policies of the
sponsor providing the funding, as well as whatever other terms and conditions are specified by
the prime awardee.

Grants
A grant agreement is a legal instrument used when the principle purpose is the transfer of
money, property, services, or anything of value to the recipient in order to accomplish a public
purpose of support or stimulation. A grant will normally contain the following elements:

       •   The statement of work allows the project director significant freedom to change the
           emphasis within the general area of work as the project progresses
       •   Deliverables are minimal, usually consisting of reports only
       •   Separate accounting procedures are required

Application Process
All proposals for sponsored projects must be submitted for review through the Office of
Contracts and Grants Compliance prior to being submitted to the funding agency.

Authority to Execute
An authorized IHL Executive Office official must sign the award or contractual document.
Pursuant to Board Policy, the Commissioner is the IHL Executive Office’s authorizing official.

Refer to the section labeled Contracts for guidance related to obtaining IHL Executive Office
approvals. This section is applicable to ALL agreements including sponsored projects.

In-Kind Contributions
In-kind contributions are defined as contributions that do not require an outlay of cash, such
as donated effort or facilities use. To qualify as in-kind, the following conditions apply:

   •   Must be necessary and reasonable for accomplishment of project objectives.
   •   Cannot be from a Federal Source.
   •   Cannot be Program Income.
   •   Cannot be used to match another Federal grant.




                              IHL Executive Office Policies and Procedures
                                        Mississippi Institutions of Higher Learning
                                                   IHL Executive Office




                                                                              Retrieval No.       40101
Section:        Contracts and Grants Policies                                 Page No.            2 of 5
                                                                              Date            December,
                                                                                                   2009
Subject:       Externally Sponsored Projects                                  Supersedes      February ,
                                                                                                   2009


        •   Must be an allowable cost, i.e., the costs would be allowable if the grantee were to
            pay for them.
        •   Must be applicable to the grant period to which the cost sharing requirement
            applies.

In-kind contributions must be documented and verifiable in the grantee’s records. Records
must be maintained to support the valuation placed on the in-kind contribution.

External Requirements for Propriety
Refer to the Expenditure Guidelines Policy, section labeled Guidelines for Determining Proper
Expenditures for a list containing seven tests of propriety that form an expenditure evaluation
framework. Additionally, expenditures charged to sponsored projects (grants and contracts)
funded by external agencies generally have additional criteria that define the types of
expenditures allowed for those projects. The federal government in particular has a number of
general criteria that must be met, as defined in OMB Circulars A-21 and A-110, in order to
charge expenditures to federally sponsored projects. In addition, each federally sponsored
contract and grant may have specific criteria for expenses charged to their projects. In general,
sponsored projects may be charged for expenditures that are:

   1.   Allowable under the terms and conditions of the sponsored project agreement,
   2.   Consistently treated as direct costs under like circumstances,
   3.   Reasonable and necessary for the performance of the sponsored project, and,
   4.   Assignable to a sponsored project relatively easily with a high degree of accuracy.

Duties and Responsibilities of Grant Manager, a.k.a. Principal Investigator (PI):
The principal investigator is designated by the IHL Executive Office to direct the project or
program being supported by the sponsored project (grant or contract).

The PI is responsible on behalf of the IHL Executive Office for the sound programmatic,
administrative and fiscal management of the project or program in accordance with both IHL
Executive Office and sponsor requirements, such as:

   •    Ensuring expenditures are made for the intended purpose of the grant/contract and in
        accordance with sponsor requirements and IHL Executive Office policies and
        procedures.
   •    Monitoring the monthly expenditure reports and communicating any questions or
        concerns of a fiscal nature to the Director of Contracts and Grants Compliance.




                               IHL Executive Office Policies and Procedures
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Section:        Contracts and Grants Policies                                Retrieval No.            40101
                                                                             Page No.                  3 of 5
                                                                             Date                December,
Subject:       Externally Sponsored Projects                                                           2009
                                                                             Supersedes      February, 2009
   •   Ensuring technical reports and other non-fiscal reports are
       properly submitted to the sponsor on a timely basis and forwarding a copy of the
       reports to Office of Contracts and Grants Compliance.

Subcontracts
In accordance with Office of Management and Budget Circulars A-102 and A-133, it is the IHL
Executive Office’s responsibility to manage and monitor subawards (a.k.a. subcontracts)
issued from sponsored projects awarded to the IHL Executive Office. A subrecipient is defined
as an entity that has been awarded funding from a pass-through-entity to perform services or
activities described in the subcontract agreement.

Specifically, IHL Executive Office’s responsibilities relative to the management of subcontracts
encompass the following:
   • inform subrecipients about compliance requirements
   • monitor subrecipients activities as necessary to ensure that federal awards are used for
        authorized purposes in compliance with laws, regulations, and the provisions of
        contracts or grant agreements and that performance goals are achieved
   • ensure subrecipients have single audits (OMB Circular A-133), if required
   • provide technical advice and training, if necessary and feasible
   • issue management decisions within six months on subrecipient single audit findings
        and ensure subrecipients take corrective action
   • require subrecipients to permit the IHL Executive Office’s staff and/or State of
        Mississippi auditors access to their records for monitoring and audit purposes

The IHL Executive Office’s PI is responsible for monitoring the subcontractor's technical
performance, ensuring subcontractor adherence to the scope of work and reviewing
subcontractor invoices to verify expenses are reasonable and assignable to the scope of work
and progress of subcontractor effort.

After review of the prime award terms and conditions subsequently passed down in the
subcontract terms and conditions, the Office of Contracts and Grants Compliance and the
Principal Investigator will make the determination if a programmatic and/or fiscal site review
is warranted. A summary of the site review as well as any findings will be documented and
maintained by the Office of Contracts and Grants Compliance.




                              IHL Executive Office Policies and Procedures
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                                                   IHL Executive Office




                                                                              Retrieval No.            40101
Section:        Contracts and Grants Policies                                 Page No.                  4 of 5
                                                                              Date                December,
                                                                                                        2009
Subject:       Externally Sponsored Projects                                  Supersedes      February, 2009

Expenditure Approval Process
Expense transactions that will be charged to a sponsored project must be reviewed by the
Office of Contracts and Grants Compliance prior to being processed through the IHL Executive
Office’s accounting system. This purpose of the review is to assist the PI in ensuring that the
cost is in compliance with pertinent funding agency guidelines and Office of Management and
Budget (OMB) Circulars.

Financial Reporting
All financial reports and billings/invoices must be prepared by the Office of Contracts and
Grants Compliance. This review will ensure that costs reported are reconciled to the IHL
Executive Office general ledger.

Contracts
A contract is defined as a legally binding agreement between an individual, entity, or a
sponsoring agency and the IHL Executive Office. The terms of the agreement outline specific
goals and requirements for goods and/or services that may be provided by the individual,
entity or the IHL Executive Office. It is routine for these goods or services to be provided on a
specific schedule. The relationship between the individual, entity, or sponsoring agency and
the IHL Executive Office is one of procurement.

Contracting with an Individual
An individual may only be retained for personal or professional services as an independent
contractor (or consultant) if a determination is made that an employer-employee relationship
does not exist. The determination of an individual’s status as an employee or independent
contractor must be made prior to an engagement to perform personal or professional
services. Please refer to the Classification of Worker Policy and Procedures for guidance on
determination of the worker’s status or contact the Personnel Office for assistance.

Review and Approval Process
No work may be initiated by the individual, entity or the IHL Executive Office until a fully
executed contract is in place. The IHL Executive Office is exercising its fiduciary responsibility
whenever the authorizing official is requested to approve, sign or execute contracts (including
amendments, extensions and renewals) that in anyway obligate the IHL Executive Office to the
performance of any act. When the IHL Executive Office is initiating a request for services, the
Professional Personal Services Contract should be completed.

The following approval process is designed to provide reasonable assurance that all contracts
and agreements have been reviewed for: availability of funds, risk, compliance, form and legal
sufficiency. Documentation of such a review requires hierarchical signatory procedure. As
such, this review and approval process has been incorporated into the IHL Executive Office’s
Contract




                               IHL Executive Office Policies and Procedures
                                        Mississippi Institutions of Higher Learning
                                                   IHL Executive Office




                                                                              Retrieval No.            40101
Section:        Contracts and Grants Policies                                 Page No.                  5 of 5
                                                                              Date                December ,
                                                                                                        2009
Subject:       Externally Sponsored Projects                                  Supersedes      February, 2009

Approval/Routing Form. This form must be attached to all contracts or agreements. All
signatures must be obtained (no initials or signature stamps may be used) before the Board’s
authorizing official, the Commissioner, signs the contract or agreement. Until the contract or
agreement has been signed by an IHL Executive Office authorizing official, the document shall
not be considered legally binding. Refer to the section labeled Authority to Execute for more
information.

Purpose of Approval Signatures

Originator of Contract: Identifies the IHL Executive Office point of contact relative to specifics
of the contract/agreement. This individual is responsible for referencing the funding source
and ensuring that there are no budget overruns as a result of the specific contractual
obligation. Additionally, the originator’s signature indicates he/she has discussed the contract
with the Assistant Commissioner of the unit originating the contract and the contract meets
with the Assistant Commissioner’s approval pending the internal review noted below.

Director Contracts and Grants Compliance: Approval indicates that the contract is in
compliance with IHL Executive Office requirements and/or funding agency guidelines and
regulations.

Attorney General’s Office: Approval indicates agreement with contractual form and legal
sufficiency of terms therein.

Execution/Approval of Agreement: The Commissioner of Higher Education must sign all
agreements for the IHL Executive Office including those funded via externally funded grants.
The signature denotes that the contract content meets the Executive Office goals and
objectives; that contract terms are acceptable and will be enforced; and that such execution of
the agreement is on behalf of the IHL Executive Office and legally binds the IHL Executive
Office to the terms and conditions as set forth therein.

Authority to Execute
In accordance with IHL Board Policy Sections 301.07021, the Commissioner is designated as
the authorizing official for the Board to apply for and receive grants and contracts, and to
execute any documents relating to or on behalf of the Board. Anyone who signs a contract
without authorization is subject to disciplinary action, up to and including termination.

Expenditure Approval Process
In order for the IHL Executive Office to remit payment, the contractor is responsible for
initiating invoices as per the terms of the contract. The IHL Executive Office requires original
invoices signed by the contractor. Invoices should be submitted to the IHL Executive Office’s
Accounts Payable Department, Room 416 whereby the Disbursement Request Form will be



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                                       Mississippi Institutions of Higher Learning
                                                  IHL Executive Office




initiated. An approved budget authority must approve the Disbursement Request Form before
payment will be issued. This approval indicates that any services or deliverables required for
the invoice period have been rendered.




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                                                                                 Retrieval No.             50101
Section:       Administrative Policies                                           Page No.                   1 of 2
                                                                                 Date               October, 2004
                                                                                 Supercedes                   N/A
Subject:        Cellular Telephone Guidelines

Purpose
The policy establishes guidelines for purchase, possession, and appropriate use of IHL Executive Office
owned cellular telephones. The policy is designed to reduce unnecessary cellular telephone costs to the
IHL Executive Office and to avoid violation of state mandates regarding cellular telephone use. Failure
to comply with IHL Executive Office policy regarding cellular telephones may result in disciplinary
action to include termination of cellular telephone privileges and collection of any fees associated with
abuse of this policy.

Policy
Generally, only the cabinet members are required to have cellular telephones. However, it is recognized
that there are instances when other IHL Executive Office employees may require a telephone. In those
cases, written documentation justifying need must accompany the request to purchase a cellular
telephone. Only one cellular telephone per employee will be approved.

Steps to Purchase Cellular Telephones and Related Service
    1. Requestor must initiate completion of a Purchase Requisition and obtain department head
        approval. Separate Purchase Requisitions should be completed for the cellular telephone and the
        service component.
    2. Written documentation justifying need for the phone must be attached to the Purchase
        Requisition.
    3. If an externally funded grant or contract is to be charged, obtain the approval of the Office of
        Contracts and Grants Compliance. Requisition will then be forwarded to the Office of
        Purchasing.
    4. Purchasing will review the list of vendors compiled by the State of Mississippi Information
        Technology Services (ITS) and will contact the vendors for current pricing and promotions.
    5. The Office of Purchasing will then go over the available plans with the employee to determine
        which plan would best suit the needs of the department.
    6. Upon issuance of the telephone, the employee must sign an agreement wherein they certify that
        the phone will only be used for official IHL Executive Office business and should it be lost or
        stolen, acknowledge that they may have to pay for it.

Use of Cellular Telephones
   • Cellular telephones shall be used by IHL Executive Office employees for necessary business
        related to employment duties.




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                                          Mississippi Institutions of Higher Learning
                                                     IHL Executive Office




                                                                                  Retrieval No.               50101
Section:        Administrative Policies                                           Page No.                     2 of 2
                                                                                  Date                 October, 2004
                                                                                  Supercedes                     N/A
Subject:        Cellular Telephone Guidelines

    •   Every effort shall be made to limit the use of cellular telephones to necessary calls when the use
        of a land line is not reasonably available and the urgency of the matter requires the use of a
        cellular telephone.
    •   The use of cellular telephones for commercial or consulting purposes is not allowed under any
        circumstances.
    •   Any and all personal calls must be reimbursed.
    •   If a cellular phone is lost or stolen, it is the responsibility of the employee to notify the Office of
        Purchasing immediately so service can be suspended.
    •   Harassing telephone calls are not tolerated. An employee who receives a harassing telephone call
        must immediately report the incident to the Office of Human Resources.

Possession of a Cellular Telephone
Each employee shall be responsible for the safe keeping, care, and custody of the cell phone assigned to
him or her.

Safety Issues Concerning Cellular Telephones
IHL Executive Office employees are discouraged from using an IHL Executive Office provided cell
phone while operating a motor vehicle. Cell phone use while driving should only occur in an emergency
situation.

Cellular Telephone Payment Procedures
    • The IHL Executive Office requires detailed billing from the cellular telephone company. Each
       month, copies are made of the detailed billing and forwarded to a designated department official
       to review for accuracy. The department official will distribute the detailed billing to the person
       assigned the phone service for review of the bill for accuracy and for signature indicating
       approval.
    • The employee assigned the telephone must sign a statement on each copy certifying that the calls
       were official IHL Executive Office business. The certified billing statement should be returned to
       the designated department official. For any calls that are personal, a check should be attached to
       the billing and returned to the designated department official. The designated department official
       will return the statements to the Senior Accounting Specialist (Room 413) and payments to the
       Accounts Receivable Coordinator (Room 414).
    • The invoices will by reviewed by the Business Office and the Office of Purchasing to ensure that
       all charges are correct and that any additional charges resulting from personal calls using up
       minutes are reimbursed.

All cell phone records are subject to internal audit as well as audit/review by other state control agencies.

                                   IHL Executive Office Policies and Procedures
                                              Mississippi Institutions of Higher Learning
                                                         IHL Executive Office




                                                                                              Retrieval No.                   50102
Section:       Administrative Policies                                                        Page No.                         1 of 5
                                                                                              Date                     October, 2004
                                                                                              Supercedes                         N/A
Subject:        Classification of Worker
                Independent Contractor versus Employee

Purpose
The IHL Executive Office must comply with Internal Revenue Service (IRS) regulations in our role as an
employer. The purpose of this policy is to ensure accurate categorization of a worker as either an
employee or an independent contractor. The IRS and other government agencies assess significant
penalties for misclassification of workers. Misclassification can also create other potential liabilities. In
addition, common standards are necessary to reduce overall risk and ensure equitable business practices
that are cost effective.

Policy
The IHL Executive Office requires the performance of services by various individuals to carry out its
activities. An individual may be retained for personal or professional services as an independent
contractor (or consultant) only if a determination is made, in accordance with the guidelines provided,
that an employer-employee relationship does not exist.

Conflict of Interest
According to Miss. Code Annotated 25-4-101 and 25-4-105 (1), payment to an independent contractor
cannot be made when a conflict of interest exists. Specifically, the Board of Trustees of State Institutions
of Higher Learning recognizes that the Mississippi Legislature has declared its intent that public officers
comport themselves in a manner that is above question, through adoption of Miss. Code Ann. 25-4-101,
et seq., which stipulates:

                The legislature declares that elective and public office and employment is a public trust and any effort to
                realize personal gain through official conduct, other than as provided by law, or as a natural consequence of
                the employment or position, is a violation of that trust. Therefore, public servants shall endeavor to pursue a
                course of conduct which will not raise suspicion among the public that they are likely to be engaged in acts
                that are in violation of this trust and which will reflect unfavorably upon the state and local government.

And pursuant to Miss. Code Ann., 25-4-105 (1), which stipulates:

                No public servant shall use his official position to obtain pecuniary benefit for himself other
                than that compensation provided for by law, or to obtain pecuniary benefit for any relative or any business
                which he is associated.




                                      IHL Executive Office Policies and Procedures
                                         Mississippi Institutions of Higher Learning
                                                    IHL Executive Office




                                                                                 Retrieval No.            50102
Section:       Administrative Policies                                           Page No.                  2 of 5
                                                                                 Date              October, 2004
                                                                                 Supercedes                  N/A
Subject:        Classification of Worker
                Independent Contractor versus Employee


The determination of an individual’s status as an employee or independent contractor must be made prior
to an engagement to perform personal or professional services. Before an individual is hired to perform a
service, a determination should be made on whether the individual is an:
    • employee of the IHL Executive Office (hired through a personnel action form) OR
    • independent contractor (retained through a contract for services or a purchase order).

Independent Contractor versus Employee
If a worker is determined by the IRS to be an employee instead of an independent contractor, the resulting
consequences could include assessment of taxes, penalties, and interest. The IRS assumes that all
workers are employees unless it can be documented otherwise.

Employee: An employee is an individual who performs services that are subject to the will and control of
an employer-both what must be done and how it must be done. The employer can allow the employee
considerable discretion and freedom of action, so long as the employer has the legal right to control both
the method and the result of the services.

Independent Contractor: An independent contractor is an individual over whom the employer has the
right to control or direct only the result of the work and not the means and methods of accomplishing the
result.




                                  IHL Executive Office Policies and Procedures
                                                      Mississippi Institutions of Higher Learning
                                                                 IHL Executive Office




                                                                                                         Retrieval No.          50102
Section:            Administrative Policies                                                              Page No.                3 of 5
                                                                                                         Date            October, 2004
                                                                                                         Supercedes                N/A
Subject:            Classification of Worker
                    Independent Contractor versus Employee

The following table may be used as a guide in determining the proper category (employee or independent
contractor) of a worker you intend to hire consistent with IRS regulations and common law rules. This
table has been translated to a form (Appendix A) that must be completed prior to any engagement. The
form can be accessed at the following website: www.ihl.state.ms.us.

           Justification Category
           Each category (I or II) below stands on its own. Satisfaction of any one category in its
           entirety will serve as justification to compensate worker as an independent contractor
           rather than an employee.
           I. Incorporated Status (If the condition in this section is met and documented, the worker may be paid
           as an independent contractor.)

           A. The worker provides this service as an incorporated entity (e.g., incorporated, inc.,
           corporation, corp., limited, ltd.)


           II. Essential Relationships with Worker Justifying Contractor Status

           These factors are based on the common law rules. (If all of these conditions are met and documented, the
           worker may be paid as an independent contractor. Failure to satisfy one or more of the following factors
           will generally invalidate contractor status, which means that the worker must be paid as an IHL employee.
           A. IHL does not control, nor does it have the right to control, the details of how or when the
           work is done. IHL only stipulates the end result for which the contract was issued to the worker.
           B. The worker offers similar services to the public. If yes, request that the worker provide a
           copy of a business card and/or yellow/business pages listing.
           C. The worker is not an IHL employee, nor has the worker been an IHL employee within the
           current calendar year. If the worker is doing business under a business name, none of the
           principals of the company are IHL employees.
           D. Neither IHL nor the worker has the right to terminate the relationship without violating
           contractual obligations and incurring the risk of consequential penalty.
           E. By fulfilling this contract, the worker has the opportunity for either a profit or a loss.
           F. The work performed by the worker is not integral to the functioning of IHL.
           G. The relationship between IHL and the worker is limited in duration (back- to- back, recurring
           contracts could be considered to be a continuing relationship rather than separate, finite
           relationships).

           If neither of the above categories (I or II) is satisfied in their entirety, the worker must be
           hired through the Personnel Office and paid as an employee through IHL’s payroll system.




                                            IHL Executive Office Policies and Procedures
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                                                                                Retrieval No.            50102
Section:      Administrative Policies                                           Page No.                  4 of 5
                                                                                Date              October, 2004
                                                                                Supercedes                  N/A
Subject:       Classification of Worker
               Independent Contractor versus Employee

Procedures (Checklist)

   1.      Determination of Need
           a. Determine the nature and scope of services required and the approximate cost.
           b. Confirm that the services are so urgent, special, temporary, or highly technical that they
              cannot be performed economically or satisfactorily by existing IHL Executive Office
              staff during the course of their normal responsibilities or duties.
           c. Restrictions on selection of Independent Contractor
                    i. IHL Executive Office conflict of interest policies prohibit an employee from
                       making or participating in the making of any decision if a financial conflict of
                       interest exists.
                   ii. IHL Executive Office policy prohibits (1) acquisition of services from an IHL
                       employee (or a business in which an employee has an interest) and (2)
                       acquisition of services from any near relative of an IHL Executive Office
                       employee if that employee is responsible for, or in any position to influence, the
                       decision to acquire the services.
                  iii. The independent contractor shall not be in a reporting relationship to an IHL
                       Executive Office employee who is related by blood or marriage within the third
                       degree. A relation within the third degree is defined as a person related by blood
                       or marriage which would include parents, children, brothers, sisters, aunts,
                       uncles, nieces, nephews, grandchildren, grandparents, great-grandparents and
                       step relatives.
                  iv. The independent contractor shall not hire any employee of the IHL Executive
                       Office to perform any service covered by the agreement.
                   v. If the work is to be performed in connection with a federal contract or grant, the
                       independent contractor shall not hire any employee of the U.S. government to
                       perform any services covered by the agreement.

  2.       Accurate Classification of Worker
            d. Complete the Independent Contractor Determination and Documentation Form and
               contact the Office of Human Resources. The Office of Human Resources will review the
               form and assist in ensuring that the worker has been accurately classified.




                                 IHL Executive Office Policies and Procedures
                                          Mississippi Institutions of Higher Learning
                                                     IHL Executive Office




                                                                                 Retrieval No.            50102
Section:        Administrative Policies                                          Page No.                  5 of 5
                                                                                 Date              October, 2004
                                                                                 Supercedes                  N/A
Subject:         Classification of Worker
                 Independent Contractor versus Employee



 3.        Initiate Appropriate IHL Executive Office Form
                  a. If the worker’s classification is determined to be that of an independent contractor,
                     complete the Professional Personal Services Contract and attach the Contract
                     Approval/Routing Form to it. Note that the approvals required on the Contract
                     Approval/Routing Form must be obtained prior to the contract being approved by the
                     IHL Executive Office’s authorizing official and the contractor. These forms can be
                     obtained at the following website: http://www.ihl.state.ms.us.

                 b. If the worker’s classification is determined to be that of an employee, complete the
                    Personnel Action Form.

  4.   Payment to Worker
         a. If the worker is classified as an independent contractor, the independent contractor is
            responsible for initiating original signed invoices referencing services completed in
            accordance with the conditions of the Professional Personal Services Contract. The IHL
            Executive Office’s receipt of the invoice will result in a prompt for payment to be made
            via the Disbursement Request Form. IRS Form 1099 will be issued to the independent
            contractor if payments made within a given calendar year total $600 or more. The 1099
            will report all money earned by the individual paid on an untaxed basis. It is then the
            responsibility of the individual to file and pay the appropriate taxes.

           b. If the worker is classified as an employee, the employee will be paid on a monthly basis.
              IRS Form W-2 will be issued to the employee. The W-2 reports income paid and taxes
              withheld by an employer for a particular employee during a calendar year.




                                  IHL Executive Office Policies and Procedures
                                         Mississippi Institutions of Higher Learning
                                                    IHL Executive Office




                                                                                 Retrieval No.              50103
Section:       Administrative Policies                                           Page No.                    1 of 3
                                                                                 Date                  April, 2006
                                                                                 Supercedes                    N/A
Subject:        Expenditure Guidelines

Purpose
The expenditure guidelines establish policy and procedures to ensure proper stewardship of all funds
entrusted to the IHL Executive Office for carrying out its programs and activities. Tests of propriety that
govern IHL Executive Office expenditures are provided to assist employees in meeting their obligation of
public accountability to the State of Mississippi, governmental agencies, and other constituencies that
have provided funds for IHL Executive Office use.

Policy
IHL Executive Office funds are defined as all funds available to the IHL Executive Office received from
internal and external sources. All IHL Executive Office expenditures shall be consistent with applicable
state and federal laws and regulations; restrictions, rules or regulations by granting or contracting
agencies; and with prudent management practices.

Guidelines for Determining Proper Expenditures
The following list contains seven tests of propriety forming an expenditure evaluation framework that will
assist IHL Executive Office employees in determining proper IHL expenditures.

    1. The expenditures are in the best interest of the IHL Executive Office and for official IHL
       Executive Office business only.
    2. The expenditures comply with all existing federal, state, and IHL Executive Office rules and
       policies.
    3. The expenditures do not appear to, nor do they actually, provide any personal benefit to any
       employee without there being a valid business benefit to the IHL Executive Office.
    4. The expenditures are within approved budgets as determined by the appointed Fund/Unit
       Manager.
    5. The expenditures are necessary to the accomplishment of IHL Executive Office business,
       meaning that, without the expenditures, programmatic objectives would be difficult or otherwise
       more costly to achieve, or that the impact, level or quality of the achievement of those objectives
       would be reduced.
    6. The expenditures are reasonable, meaning the quality and quantity of the goods or services were
       sufficient to meet, but not exceed, the identified need.
    7. The appropriate level of management has approved the expenditures.

If expenditures do not meet all seven tests of propriety, it may not be a proper expenditure. Overall, a
good rule of thumb to apply is to think about whether an outsider, such as the general public or an



                                  IHL Executive Office Policies and Procedures
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                                                                                 Retrieval No.            50103
Section:       Administrative Policies                                           Page No.                  2 of 3
                                                                                 Date                April, 2006
                                                                                 Supercedes                  N/A
Subject:        Expenditure Guidelines


auditor, would consider the expenditure a reasonable and necessary expense for IHL Executive Office’s
business.

For additional guidance on propriety of cost, contact the Director of Accounting at 432-6561 or the
Director of Contracts and Grants Compliance (if the charge will be posted to an externally funded project)
at 432-6112.

Documentation Standards
   • Before expenditures are incurred or reimbursement is sought against any IHL Executive Office
     funds, there must be evidence that procurement guidelines have been followed that ensure a valid
     commitment of IHL Executive Office funds. Any obligation incurred by an IHL Executive
     Office employee contrary to IHL Executive Office guidelines becomes the personal
     obligation of the employee and not of the IHL Executive Office. For additional guidance
     related to Purchasing Policies and Procedures, refer to the Purchasing Guidelines within the
     Administrative Policies section, retrieval number 50106.
   • Requests for expenditures against all IHL Executive Office funds shall be fully documented prior
     to certification for payment in accordance with these guidelines and with all other state and
     governmental agency guidelines.
   • Every expenditure request must be approved by the signature of the properly authorized signatory
     for the type of commitment and the unit from which that expenditure is initiated. Expenditure
     commitments made through purchase requisitions are authorized at that level.
   • Payment or reimbursement for purchases of materials and services requires at the minimum an
     original invoice or receipt. An invoice must include a description of items or services provided,
     dates, and amounts and should be on official letterhead of the individual or vendor. If the invoice
     is for consulting or independent contractor type services, the invoice must be signed by the payee.
     Additionally, purchases made by purchase requisition also require confirmation that the item(s)
     have been received before payment can be released.
   • Requests for expenditures not meeting documentation standards and other pertinent IHL
     Executive Office policies or procedures will be returned to the originating unit with the reason for
     rejection noted. Unless the problem is resolved in accordance with appropriate guidelines, the
     payment will not be approved.

To ensure standards of good fiscal management and accountability, the IHL Executive Office has
developed a signatory approval procedure. When initiating expense transactions, please note the
following:


                                  IHL Executive Office Policies and Procedures
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                                                                                 Retrieval No.              50103
Section:        Administrative Policies                                          Page No.                    3 of 3
                                                                                 Date                  April, 2006
                                                                                 Supercedes                    N/A
Subject:        Expenditures Guidelines

Approval of Expenditure Transactions
   • All expense transactions must be approved by an official budget authority.
   • No employee can approve his/her payment or reimbursement. As such, if the
      payment/reimbursement is to an approved budget authority, an additional higher expenditure
      authority must approve the transaction.
   • If the expense transaction is $25,000 or greater, the unit head (an Assistant Commissioner) must
      approve the transaction.
   • Regarding approval or execution of contracts, agreements, and grants, please refer to the contract
      approval process. The IHL Executive Office’s authorizing official, the Commissioner or a
      designee the Commissioner has approved in writing, must sign all legally binding agreements.

What the Budgetary Authority’s Signature Represents
The budgetary authority’s signature indicates that the proposed expenditure is necessary, meets the unit or
grant goals and objectives, and that sufficient funds are available to incur the expense. Budgetary
approval is primarily the unit head or their designee’s responsibility.

Maintenance of Approved Signature Authorities
Finance and Administration will maintain a list of authorized signatures that are cross-referenced to the
unit name and account number (Banner fund and organization number). The list will be reviewed and
updated by Finance and Administration on an annual basis (July); however, it is the unit head’s
responsibility to communicate any changes related to authorized signatories as soon as they occur.
Changes or additions to signature authorities are to be communicated via completion of the Signature
Authority Form.

Regarding externally funded grants or contracts, the employee noted as Project Director or Principal
Investigator on the award agreement will be named signature authority. The Project Director or Principal
Investigator can then request additional signature authorities via completion of the Signature
Authorization Form. An employee who is designated as an approved signature authority must have
sufficient expertise to certify specific need.

The transaction processing unit (Purchasing, Personnel Office, Accounts Payable, etc.) will compare IHL
Executive Office forms to the authorized signature list to verify that the request has an appropriate
authorizing signature and any additional approvals required prior to processing the expense transaction.
Note that an original signature of the approved signature authority must be obtained. A stamp
with the signature authority’s name is not acceptable to constitute approval.



                                  IHL Executive Office Policies and Procedures
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                                                                                 Retrieval No.               50104
Section:       Administrative Policies                                           Page No.                     1 of 1
                                                                                 Date                   April, 2006
                                                                                 Supercedes                     N/A
Subject:        Information Transfer Protocol Policy

Purpose
In order to maintain accuracy and consistency in the release of information from the IHL Executive
Office, an Information Transfer Protocol Guideline has been developed. All Staff are expected to follow
this protocol. Failure to do so will be noted on performance evaluations.

Guidelines
    1. All IHL surveys and responses to surveys will have the input and written approval of the
       appropriate Assistant Commissioner(s) to assure accuracy and consistency of the data.

    2. Requests for analysis, interpretations and/or unpublished IHL information are to be put in writing
       by the original requestor. These requests will first be copied to the Attorney General’s staff
       assigned to represent the Board of Trustees to check for legal implications. The appropriate
       Assistant Commissioner(s) will review and provide written approval of the information prior to
       release. All responses to the media will be copied to the Public Relations.

    3. For information relating to the Ayers case or other IHL legal or contractual matters, the protocols
       of paragraph 2 above must be followed, and in addition, the Attorney General’s staff assigned to
       represent the Board of Trustees shall, in consultation with the lead counsel, review the responses
       and provide written approval prior to release of the information.

    4. No written request is required for Board member and legislative requests. These requests shall be
       routed to the Attorney General’s staff assigned to represent the Board of Trustees before any
       responses are made. The requests will then be handled as described in paragraphs 1-3. All
       responses are to be reviewed by the Attorney General’s staff assigned to represent the Board of
       Trustees prior to release. The Commissioner of Higher Education is to be informed of these
       requests by the Attorney General’s staff assigned to represent the Board.

    5. All IHL Executive Office materials, prior to release to the press, public, legislators, etc., must be
       edited by the appropriate Commissioner(s) or an editor designated by the chair of the protocol
       committee.




                                  IHL Executive Office Policies and Procedures
                                         Mississippi Institutions of Higher Learning
                                                    IHL Executive Office




                                                                                 Retrieval No.             50105
Section:       Administrative Policies                                           Page No.                   1 of 3
                                                                                 Date               January, 2008
                                                                                 Supersedes         October, 2004
Subject:         Small Business, Women & Minority Owned
                 Businesses

Purpose
To establish guidelines for the utilization of minority-owned, women-owned and small businesses in the
procurement activities of IHL Executive Office.

Overview
IHL Executive Office is committed to the establishment, preservation and strengthening of small, women-
and minority-owned businesses. These businesses will be solicited and encouraged to participate in the
procurement activities of the IHL Executive Office, and records will be maintained documenting such
solicitation efforts and participation. Further, the IHL Executive Office will encourage its contractors to
provide for the participation of small businesses and businesses owned by women and minorities through
partnerships, joint ventures, subcontractors, and other contractual opportunities.

Small Business

For the purposes of classification and reporting, a small business is defined as a concern, including
affiliates, which is independently owned and operated, is not dominant in the field of operation in which it
is contracting, and it can further qualify under the criteria concerning number of employees, average
annual receipts, or other criteria, as is or may be prescribed by the United States Small Business
Administration.

Women-owned Business

For the purpose of classification and reporting, a woman-owned business is defined as a concern that is at
least 51 percent owned by a woman or women who also control and operate it. In this context, “control”
means exercising the power to make policy decisions, and “operate” means being actively involved in the
day-to-day management.

Minority-owned Business

For the purpose of classification and reporting, a minority-owned business is defined as a concern that is
at least 51 percent owned, and also controlled and operated by a person or people in designated socially
and economically disadvantaged groups. These groups are African Americans, Hispanic




                                  IHL Executive Office Policies and Procedures
                                         Mississippi Institutions of Higher Learning
                                                    IHL Executive Office




                                                                                Retrieval No.          50105
Section:       Administrative Policies                                          Page No.                2 of 3
                                                                                Date            January, 2008
                                                                                Supersedes      October, 2004
Subject:        Small Business, Women & Minority Owned Businesses


Americans, Asian Americans, Native Americans, Eskimos, Aleuts, and other individuals found to be
socially disadvantaged by the United States Small Business Administration under Section 8(a) of the
Small Business Act (15USC637(a)). In this context, “control” means exercising power to make policy
decisions and “operate” means being actively involved in the day-to-day management.

Procedures for Providing Business Opportunities
The Office of Purchasing and Property identifies and registers small, women- and minority-owned
businesses on the IHL Executive Office vendor database. The database is maintained and available to all
buying staff and user departments with delegated purchasing authority for the purpose of soliciting
quotes, bids and proposals from these firms. In order to expand its minority business database, the IHL
Executive Office uses lists provided by:

    •   Mississippi Development Authority;
    •   U. S. Small Business Administration;
    •   Mississippi Contract Procurement Center.

Procurement procedure for increasing bidding opportunities for minority - and women-owned businesses
requires the buying staff to solicit these firms as defined below:

    •   quotations obtained under $5,000 should include minority- and women-owned businesses to the
        extent practicable;
    •   departments have delegated authority to make purchases up to $5,000 (noncompetitive threshold)
        and are encouraged to involve minority- and women-owned businesses in their procurement
        activities;
    •   solicitations between $5,000 and $25,000 should include a minimum of two minority- and/or
        women-owned businesses where practicable, provided there is adequate registration by
        commodity.

Any solicitation wherein the aforementioned number of minority- and/or women-owned businesses will
not be solicited requires advance written approval from the Director of Purchasing.

A copy of all Requests for Proposals and/or Sealed Bids must be mailed to the Mississippi Contract
Procurement Center. This center maintains a minority and small business data base from all over the
U. S. and sends bid copies to those on their data base.



                                 IHL Executive Office Policies and Procedures
                                          Mississippi Institutions of Higher Learning
                                                     IHL Executive Office




                                                                             Retrieval No.               50105
Section:       Administrative Policies                                       Page No.                     3 of 3
                                                                             Date                 January, 2008
                                                                             Supersedes           October, 2004
Subject:        Small Business, Women & Minority Owned
                Businesses

The Office of Purchasing and Property staff will participate in events that focus on developing
business relationships between governmental agencies/institutions and small, women- and
minority-owned businesses. The staff are members of the Mississippi Association of
Governmental Purchasing Agents. This association promotes utilization of minority-owned,
women-owned, and small businesses. These staff members will meet representatives of small,
women- and minority-owned businesses to encourage them to register with the Procurement
Center and to educate these firms on the IHL Executive Office procurement policies and
procedures.

The buying staff will encourage all vendors, through negotiations and/or though explicit
procurement diversity goals stated in the solicitation, to establish partnerships and/or
subcontractors with small, women- and minority-owned businesses.

User departments at the IHL Executive Office are encouraged to support procurement diversity
using their $5,000 delegated purchasing authority. This encouragement/ education is provided to
departments through formal fiscal training classes and regularly scheduled departmental visits
conducted by the buying staff. Small, women- and minority-owned businesses are encouraged to
establish business relationships with user departments that may require products and or services
from their firm.

Goal Setting, Monitoring, and Reporting
The IHL Executive Office’s goal is to increase its annual expenditures with minority- and
women-owned businesses each fiscal year. The Procurement Center monitors progress towards
achieving these expenditure goals through a collection and analysis of current fiscal year-to-date
minority- and women-owned business expenditures. Current fiscal year-to-date expenditures are
compared with the prior fiscal year-to-date period, historical spending trends and the current
fiscal year expenditure goals. Expenditures to these firms will be through direct payments from
the IHL Executive Office, and payments made using the Corporate Purchasing Card.

The IHL Executive Office is committed to increasing its expenditures with minority- and women-
owned businesses and to meeting its annual expenditure goals with these businesses. To achieve
this goal, the Procurement Center performs the following: 1) ensures its procurement officers are
active participants in minority business outreach organizations and events in order to develop
business relationships and to identify additional minority sources; 2) demonstrates a commitment
to providing business opportunities to minority- and women-owned businesses; 3) explicitly
encourages prime contractors to subcontract to minority- and women-owned businesses on Board
contracts; 4) evaluates buyers’ performance on involving minority- and women-owned businesses
in procurement opportunities.




                              IHL Executive Office Policies and Procedures
                                               Mississippi Institutions of Higher Learning
                                                          IHL Executive Office



                                                                                         Retrieval No.                  50106
Section:       Administrative Policies                                                   Page No.                        1 of 8
                                                                                         Date                       May, 2009
                                                                                         Supercedes             November, 2006
Subject:        Purchasing Guidelines


IHL Executive Office Official Obligations
The Purchasing Office personnel are charged with the responsibility to consummate all purchases
on behalf of the IHL Executive Office. The Purchasing Office has the sole authority to order
supplies, materials, and equipment and to obligate IHL Executive Office for contractual services.
Without definite and specific permission of the Purchasing Office, no department (including
externally funded grant programs) under the IHL Executive Office’s purview may order directly
by letter, telephone, e-mail, facsimile, or in any manner. The IHL Executive Office will assume
no obligations except on a previously issued and duly authorized purchase order.

Ethics Policy
The Board of Trustees of Institutions of Higher Learning recognizes that the integrity of Board
members, staff, Institutional Executive Officers and employees in the conduct of the public’s
business should be unquestioned and of the highest order.

Therefore, in accordance with Mississippi Code Annotated, §25-4-105 (1) and §25-4-105 (3) (a),
it is IHL Executive Office’s policy that:

                No public servant shall use his official position to obtain pecuniary benefit for himself other than
                that compensation provided by law, or to obtain pecuniary benefit for any relative or any business
                with which he is associated.

                No public servant shall be a contractor, subcontractor or vendor with the governmental entity of
                which he is a member, officer, employee or agent, other than in his contract of employment, or
                have a material financial interest in any business which is a contractor, subcontractor or vendor
                with the governmental entity of which he is a member, officer, employee or agent.

Requisition and Purchase Order
The general rule is that the purchase of all items from a vendor that would be coded commodities
or equipment requires a requisition and a purchase order. Printing done by commercial printers,
food catered in for a meeting and computer software is considered to be a commodity purchase.

If a purchase is an emergency, an emergency purchase order number may be issued by the
Purchasing Office upon the department’s submission of a completed requisition. Refer to
Purchasing Procedures for specific instructions.
                                                Mississippi Institutions of Higher Learning
                                                           IHL Executive Office



                                                                                  Retrieval No.             50106
       Section:       Administrative Policies                                     Page No.                   2 of 8
                                                                                  Date                  May, 2009
                                                                                  Supercedes        November, 2006
       Subject:        Purchasing Guidelines

       Departmental Credit Card (VISA)
       Departments using a departmental VISA card must follow the IHL Executive Office policies
       related to use of the card. These policies have been incorporated into a cardholder agreement that
       must be read and signed by the IHL Executive Office employee prior to receiving the VISA card.
       The cardholder will be personally liable for any purchase that is not in compliance with the
       following policies; and in addition to being responsible for the charges, the cardholder may lose
       the privilege of using the procurement card and may face disciplinary action.

       Departments may have only one card per unit. It is the budgetary authority’s responsibility to
       designate who may or may not use the card within the unit. Even though this is a corporate card,
       it is the policy of the VISA Company for the card to be issued in a specific individual’s name.

       Use of Procurement Card
       The cardholder shall assure the following:
          • items purchased are required for bona fide government purposes;
          • prices paid are fair and reasonable;
          • purchase is being made in the name of a government entity which is exempt from state
               and local taxes;
          • an itemized listing of items purchased is received and that it is reviewed and confirmed;
          • purchaser certifies all items are received, (no back orders are allowed);
          • state contract items are purchased only from the state contract vendor at or below state
               contract price;
          • individual purchase does not exceed $3,500;
          • purchases do not exceed your department budget authority;
          • purchases are not made from hotel, motel, restaurants or health care providers;
          • no services are purchased with the card.;
          • no cash advances are made with the card; and
               equipment purchases are not made with the card.

Under no circumstances can the card be used for the following purchases regardless of the cost amount
except where otherwise noted:
               a) weapons;
               b) camera and camera equipment includes digital cameras (greater than $250);
               c) two-way radio equipment;
               d) televisions (greater than $250);
               e) lawn maintenance equipment;
               f) cellular/blackberry telephones;
                                          Mississippi Institutions of Higher Learning
                                                     IHL Executive Office



                                                                           Retrieval No.             50106
Section:        Administrative Policies                                    Page No.                   3 of 8
                                                                           Date                  May, 2009
                                                                           Supercedes        November, 2006
Subject:         Purchasing Guidelines

        g) computers and computer equipment(greater than $250);
        h) chain saws;
        i) air compressors;
        j) welding machines;
        k) generators; and
        l) motorized vehicles.


State Law Requirements
As per 31-7-13 of the Mississippi Code of 1972, annotated:

  Total Cost of Purchase Order
 (exclusive of freight & shipping)          State Law Requirement for Quotes and Bids
           Under $5,000                None.
                                       Two competitive written quotes signed by authorized
           $5,000 to $50,000           personnel representing the vendor must be attached to the
                                       Purchase Requisition.
                                       May be made from the lowest and best bidder after
             Over $50,000              advertising for competitive sealed bids for two (2)
                                       consecutive weeks in a local newspaper.

Equipment Purchases
The purchase of equipment items requires completion of a requisition so that a purchase order
may be issued. State Law requires that equipment costing over $1,000 dollars must be classified
equipment in the accounting records of the IHL. If equipment costs less than $1,000, it typically
is not classified as equipment. However, the following are always classified as equipment
regardless of the cost amount except where otherwise noted:
a)       weapons;
b)       camera and camera equipment includes digital cameras (greater than $250);
c)       two-way radio equipment;
d)       televisions (greater than $250);
e)       lawn maintenance equipment;
f)       cellular/blackberry telephones;
g)       computers and computer equipment (greater than $250);
h)       chain saws;
                                         Mississippi Institutions of Higher Learning
                                                    IHL Executive Office



                                                                           Retrieval No.              50106
Section:       Administrative Policies                                     Page No.                    4 of 8
                                                                           Date                   May, 2009
                                                                           Supercedes         November, 2006
Subject:        Purchasing Guidelines

i)    air compressors;
j)    welding machine;
k)    generators; and
l)    motorized vehicles.

Computer and Related Equipment Purchases
State law has designated MS Department of Information Technology Services (ITS) as the state
agency responsible for the purchases of computer equipment. ITS has delegated the
responsibility for making routine purchases of hardware, equipment, systems, software, related
services and maintenance contracts to the IHL Executive Office without prior approval of ITS as
long as they fall within the guidelines established by ITS.

ITS currently has developed an Express Products List (EPL) for the purchase of personal
computers, printers, etc. Purchases may be made from this list up to $100,000 per project. It is
the policy of the IHL Executive Office to purchase all computer equipment from this list unless
the item is not available on the EPL. Then the item will be purchased by following purchasing
law as well as ITS procedures. Before any computer, related computer items, or software is
purchased, it will require the approval of the IHL Executive Office Computer Services Division.
The Office of Purchasing will obtain the additional signature approvals other than the appropriate
assistant commissioner’s or budgetary authority’s. If it is necessary to have ITS approval for the
computer or related services approval, all paper work sent to ITS will be facilitated by the Office
of Purchasing.

ITS Express Products List may be found on their web site: http://www.its.state.ms.us, then click
on Express Products List (EPL) and select the appropriate EPL such as Microcomputers, LAN,
etc.

When computers and related computer items are received, the items are tested by the Computer
Services Division to ensure that they are working properly. The Computer Services Division will
then install the equipment/software for the department requestor.

State Contract Items
State Contract items may be viewed at the following website:
www.mmrs.state.ms.us/Purchasing/epl_query.html or the department may contact the Purchasing
Office at 601-432-6485.
                                          Mississippi Institutions of Higher Learning
                                                     IHL Executive Office



                                                                            Retrieval No.              50106
Section:       Administrative Policies                                      Page No.                    5 of 8
                                                                            Date                   May, 2009
                                                                            Supercedes         November, 2006
Subject:        Purchasing Guidelines


Communication with Vendors
All communications pertaining to negotiations of a purchase or a prospective purchase involving
prices, terms, conditions and delivery shall be conducted by the Office of Purchasing. All
contacts pertaining to a purchase order that has been issued and that involves delivery, prices,
terms, conditions, quantity, substitutions, complaints or any other issues involving the
commitment shall be conducted by the Offices of Purchasing or Accounts Payable.

Direct contact by IHL Executive Office staff is accepted practice on all other pertinent issues,
such as availability of specified requirements, technical information, instructional information, or
request for literature.

Requisition and Purchasing Process

Steps in preparing a Purchase Requisition:
1.      Prepare a Purchase Requisition and obtain signature of the approved budget authority of
        the account that will be charged. (If the item is considered a sole source, attach a memo
        attesting to such to purchase requisition.)

2.      If an externally sponsored project (grant or contract) is being charged, forward the
        Purchase Requisition to the Office of Contract and Grants Compliance for review and
        approval. (The Office of Contract and Grants Compliance will automatically route the
        form to Purchasing, if approved.)

        In all other cases, the Purchase Requisition should be forwarded directly to the Office of
        Purchasing. The Office of Purchasing will review the request to ensure that the items to
        be purchased are in compliance with state law. Purchasing will place the order with the
        vendor and will notify the requesting department that the item has been purchased by
        forwarding a copy of the purchase order to the ordering department. The items will be
        delivered to the department when received.

Emergency Orders

Steps:
    1. For emergency orders, follow steps 1-2 above and then take the requisition to the
       Purchasing Office where an emergency purchase order number will be issued.

     2. The item may then be purchased by the department requestor by providing the vendor
        with the purchase order number. When the item is received, the packing slip/invoice
        provided by the vendor should be forwarded to the Purchasing Office upon receipt.
        These procedures are applicable ONLY for those items that are deemed an emergency.
                                          Mississippi Institutions of Higher Learning
                                                     IHL Executive Office




                                                                            Retrieval No.              50106
Section:       Administrative Policies and Procedures                       Page No.                    6 of 8
                                                                            Date                   May, 2009
                                                                            Supercedes         November, 2006
Subject:        Purchasing Guidelines


VISA Cards

Departments having a VISA card may purchase using the card as long as IHL Executive Office
guidelines for using a VISA card are followed.

Sales tax Exemption
The IHL Executive Office is exempt by law (Section 27-65-105 Mississippi Code of 1972) from
the payment of Mississippi sales tax. A sales tax exemption certificate can be found on the
intranet website or by contacting the Purchasing Office. Any invoice that is to be paid by the IHL
Executive Office must not include assessment of Mississippi sales tax.

Sole Source Justification Documentation
Sole Source is defined as a single vendor uniquely qualified to meet the IHL Executive Office’s
procurement objective.

In order to allow, under certain conditions, the purchase of goods or services from a single or sole
source without soliciting quotes or bids from multiple sources, written justification must be
provided for documentation purposes. The justification should be submitted in sufficient detail so
that a person not familiar with the circumstances could be expected to understand the need to
forego the normal purchasing procedure. The justification should be typed on department
letterhead and signed by the budgetary authority. Consider the following questions when
preparing the justification:

        1. Do other companies make similar commodities that will accomplish the same
           purpose or meet the same goals?
        2. How is this item unique from all others?
        3. What can this item do that the others cannot?
        4. Is there a copyright or patent on the commodity?
        5. Is this item available from other distributors?
                                           Mississippi Institutions of Higher Learning
                                                      IHL Executive Office



                                                                              Retrieval No.              50106
Section:         Administrative Policies                                      Page No.                    7 of 8
                                                                              Date                   May, 2009
                                                                              Supercedes         November, 2006
Subject:         Purchasing Guidelines


Invoicing Instructions
When placing an order, provide the following name and address to the vendor for invoicing
purposes:

                 Institutions of Higher Learning Executive Office
                 Attn: Accounts Payable-Room Number 416
                 3825 Ridgewood Rd.
                 Jackson, MS 39211

Any items that are purchased and/or charged to the IHL Executive Office without following
proper purchasing procedures WILL NOT be paid. This includes items that may have been
purchased out of personal funds with the intention of seeking reimbursement via submission of
the Disbursement Request Form after-the-fact.

Delivery Instructions
In order to ensure proper inventory control oversight, all items ordered via an IHL Executive
Office purchase order must be delivered to the following address:

                 Institutions of Higher Learning Executive Office
                 Attn: Office of Purchasing-Room Number 222
                 3825 Ridgewood Rd.
                 Jackson, MS 39211

VISA Card Reconciliation Process
The VISA card reconciliation is to be completed within two days of receiving the statement from
the bank. The cardholder shall review all charges to ensure accuracy. ORIGINAL receipts must
be attached to the reconciliation sheet. It is very important to designate a place to collect receipts
throughout the month. Routine abuse of lost receipts will result in the loss of privilege of using
the VISA card.

Only catered food purchases may be purchased using the VISA card. Food purchases must have
a memo attached stipulating the purpose of the meeting, specific date and place of the meeting
and a list of those in attendance. Food may not be purchased if the meeting is attended solely by
IHL Executive Office employees. Flowers may not be purchased for any reason. A copy of the
VISA card reconciliation form may be found on the intranet.

After completing the reconciliation form, attaching original receipts, and indicating the amounts
to be charged to specific funds and organizational units, the cardholder is to obtain necessary
departmental approvals and then forward the documents to the Office of Purchasing.
                                          Mississippi Institutions of Higher Learning
                                                     IHL Executive Office



                                                                            Retrieval No.              50106
Section:       Administrative Policies                                      Page No.                    8 of 8
                                                                            Date                   May, 2009
                                                                            Supercedes         November, 2006
Subject:        Purchasing Guidelines


Competitive Sealed Bid Process
Purchases costing $50,000 or more require advertising for sealed bids which will be coordinated
by the Purchasing Office. Sealed bids require at least 3 weeks for completion of the process. The
process should begin by completing a Purchase Requisition Form, obtaining necessary
departmental approval signatures, and forwarding the requisition to the Purchasing Office. The
Purchasing Office will be responsible for obtaining any additional approval signatures, such as
Business Office, Computer Services, and/or Technology.

No contract or purchase will be authorized for the purpose of circumventing the purchasing laws
requiring competitive bids. It is unlawful for any person or unit to submit individual invoices for
amounts that exceed the authorized amount where the invoices are split in order to avoid the
competitive bid requirements. Submission of such invoices shall constitute a misdemeanor
punishable by a fine of not less than five hundred dollars ($500.00) nor more than one thousand
dollars ($1,000.00), or by imprisonment for thirty (30) days in the county jail, or both fine and
imprisonment. The individual violating this policy will not be reimbursed for the claim or claims
submitted.
                                           Mississippi Institutions of Higher Learning
                                                      IHL Executive Office




                                                                               Retrieval No.               50107
Section:        Administrative Policies                                        Page No.                   1 of 10
                                                                               Date                 October, 2007
                                                                               Supersedes           October, 2004
Subject:         Travel Policies


General Policy
It is the policy of the IHL Executive Office that all reasonable and necessary expenses for official
travel incurred by its employees are reimbursed according to the laws of the State of Mississippi.

All official travel should be prudently planned so that the best interests of the IHL Executive
Office are served at the most reasonable cost. Anyone traveling on IHL Executive Office business
is expected to exercise the same economy that a practical person would exercise when traveling
on personal business. Excessive costs or unjustifiable costs are not acceptable and will not be
reimbursed.

Section 25-3-41, Mississippi Code of 1972, established guidelines for travel reimbursement of
officers and employees of the State of Mississippi, or any department, agency, institution, board
or commission thereof.

Penalty for Fraudulent Claims
In accordance with Mississippi Code of 1972, Section 25-3-45, anyone who knowingly and
willfully violates any provisions of the law, is guilty of a misdemeanor. The penalty for
conviction is loss of job or position held, a fine of not more than $250, and civil liability for the
full amount of the expenses illegally received, allowed, or approved. The person receiving the
reimbursement is also liable whether the violation was willful or not.

Personal Expenses
The IHL Executive Office will NOT pay expenses resulting from unofficial stopovers, side trips,
personal telephone charges, or any other items of a personal nature.

Prior Approval for Travel
Section 25-1-83 of the Mississippi Code requires written approval from the department head for
employee attendance at any convention, association or meeting in order for expenses to be
reimbursed. The Travel Authorization Form is designed to incorporate the necessary approvals.

Travel Authorization
A Travel Authorization form MUST be completed for the following categories of travel:

        1. All in-state to conferences/workshops that requires an overnight stay.
        2. All out-of-state travel that requires an overnight stay.
        3. Travel beyond the continental United States.




                               IHL Executive Office Policies and Procedures
                                          Mississippi Institutions of Higher Learning
                                                     IHL Executive Office




                                                                             Retrieval No.             50107
Section:       Administrative Policies                                       Page No.                 2 of 10
                                                                             Date               October, 2007
                                                                             Supersedes         October, 2004
Subject:        Travel Policies


Approval Process
After the Travel Authorization Form has been completed, it should be routed for signatures in the
following order:

        1. Department Head or Director
        2. Office of Contract and Grant Compliance (only if externally sponsored grants or
           contracts will be charged for travel costs)
        3. Travel Coordinator (Finance and Administration’s Business Office)

Assistant Commissioners should route Travel Authorization to the Commissioner for approval.
No employee can approve his/her own travel costs.

The Travel Coordinator will monitor the department budget for availability of funds. If funds are
not available, the Travel Coordinator will return the authorization to the department. If funds are
available, the Travel Coordinator will sign the authorization. A copy of the approved Travel
Authorization will be made and returned to the appropriate department.

The Travel Authorization should be submitted to the Travel Coordinator’s office at least
one week prior to departure date. Each employee should have an approved authorization
in hand before making the trip.

Cancellations of Travel Authorization
If it becomes necessary to cancel a Travel Authorization, a memo should be submitted to the
Travel Coordinator (an e-mail will suffice) as soon as possible. The memo should explain the
reason for the cancellation.

Changes to Travel Authorization
To change a previously approved Travel Authorization, a memo should be sent to the Travel
Coordinator (an e-mail will suffice). Identify the changes that need to be made. If the projected
cost of the trip increases, the appropriate Department Head approval must be secured.

Travel Advances
Travel advances are loans to employees to defray out-of-pocket expenses while traveling on
official business. The advances are repaid by submitting a travel reimbursement voucher. Travel
advances should be kept to a minimum. The IHL Executive Office has entered into an agreement
with American Express to provide charge cards (to those who qualify) at no cost to the employee.
Applications are available in the Travel Coordinator’s office. Money will not be advanced earlier
than three days prior to the meeting or conference. Travel advances may be issued for any trips
outside Mississippi that require an overnight stay. State law prohibits




                              IHL Executive Office Policies and Procedures
                                         Mississippi Institutions of Higher Learning
                                                    IHL Executive Office




                                                                            Retrieval No.          50107
Section:       Administrative Policies                                      Page No.              3 of 10
                                                                            Date            October, 2007
                                                                            Supersedes      October, 2004
Subject:        Travel Policies


cash advances for travel within the state. Employees must note on their Travel Authorizations
that they wish to receive an advance. If a travel advance was received, the Travel Coordinator
will first apply any reimbursement against the advance. If reimbursement exceeds the amount
advanced, the employee will receive a check for the difference. If the reimbursement does not
exceed the amount advanced, the employee must immediately pay the difference. It is the
employee’s responsibility to clear the outstanding advance. If an advance is not settled within
10 working days after the end of the month in which the travel was completed, the employee’s
paycheck will be held until the debt is resolved.

The Travel Authorization Form is also used to request a travel advance.

Travel Reimbursements
The travel reimbursement should be completed immediately upon return from the trip by
completing the Travel Reimbursement Voucher (standard form 13.20.10) and submitting to the
Travel Coordinator. The filing of this form should be made no later than seven working days
after the travel period. Travel Reimbursement Vouchers should be typed or completed in
ink. Required elements to be filled out on this form include:
              • Name
              • Social Security number
              • Official duty dates of the travel
              • Fund and Organization Codes to be charged
              • Allowable Amounts claimed
              • Required approval signatures:
                                 Payee (employee traveler)
                                 Budgetary Authority/Assistant Commissioner of Unit
                                 Director of Contracts and Grants Compliance (only if externally
                                 funded grants/contracts are to be charged)
                                 Travel Coordinator
                                 Director of Accounting




                             IHL Executive Office Policies and Procedures
                                           Mississippi Institutions of Higher Learning
                                                      IHL Executive Office




                                                                              Retrieval No.                50107
Section:        Administrative Policies                                       Page No.                    4 of 10
                                                                              Date                  October, 2007
                                                                              Supersedes            October, 2004
Subject:         Travel Policies


Guidelines for Allowable Amounts

Meals
The State Department of Finance and Administration has established a maximum daily
expenditure limit for meals for in-state and out-of-state travel. Although meal receipts are not
required, each employee traveler should report actual meal costs in the appropriate columns on
the Travel Reimbursement Voucher. If the actual meal costs exceed the maximum daily
expenditure limit, the Travel Coordinator will only approve meals up to the maximum daily limit.
The maximum daily limit is dependent on the city as recorded in the Federal Register. See
http://www.mmrs.state.ms.us/Purchasing/Travel.htm in order to link to the Federal Register and
to view State of Mississippi travel regulations.

Meal reimbursements can only be made for travel that involves an overnight stay.

Alcoholic beverages are NOT reimbursable.

Meal tips may be recorded as “Other Expenses” on the Travel Reimbursement Voucher. Total
Meal Tips should not exceed 15% of the maximum daily meal limitation.

If conference registration fees include certain meals, do not claim the covered meals as a
separate item of expense on the Travel Reimbursement Voucher.

Taxable Meals are meal expenses that occur during official travel where overnight stay is not
required. Taxable Meals will NOT be reimbursed. Overnight stays that do not result in a charge
must be documented.

Lodging
All lodging expenses must be necessary and reasonable. Government rates must always be used
if it is the lowest rate available. Rates must be confirmed at the time of the reservation and again
at check-in.

Lodging expenses must be documented with a paid itemized original receipt. Express checkout
receipts that do not provide an itemization of lodging charges are not acceptable documentation
for reimbursement.

If the employee traveler stays with a relative or friend, an explanation to that effect should be
noted on the Travel Reimbursement Voucher to address the absence of lodging costs.




                               IHL Executive Office Policies and Procedures
                                            Mississippi Institutions of Higher Learning
                                                       IHL Executive Office




                                                                               Retrieval No.                50107
Section:        Administrative Policies                                        Page No.                    5 of 10
                                                                               Date                  October, 2007
                                                                               Supersedes            October, 2004
Subject:         Travel Policies


If an IHL Executive Office employee on official travel status is accompanied by someone who is
not an employee of the IHL Executive Office (spouse, children, friend, etc.), the Employee
Traveler is only entitled to reimbursement at the single room rate.

Private Automobile Travel
Employees are required to check for availability of a motor pool vehicle before renting a vehicle
from an outside vendor or electing to use their own personal vehicle. Vehicle availability will be
confirmed by the IHL Executive Office of Purchasing and Property.

If prior approval is granted for an employee to use a personal or private motor vehicle,
reimbursement for official IHL Executive Office business will be at the same rate that federal
employees are reimbursed for using private vehicles for official federal business travel. Effective
February 2007, the rate became 48.5 cents per mile for automobiles. Refer to Yahoo Maps
Search at http://maps.yahoo.com/dd to obtain the mileage distance. A copy of the Yahoo
Maps Request must be attached to the employee’s travel reimbursement form in order to be
reimbursed for mileage costs.

When travel is by private automobile, the total travel expenses reimbursed, including meals and
lodging, shall not exceed the cost of the lowest unrestricted air fare; unless a written justification
approved by the employee traveler’s budgetary authority or Assistant Commissioner of the unit
determines that it is in the best interest of the IHL Executive Office that the traveler drive, or that,
on comparison of “total driving” and “total flying” expenses, it is less expensive to drive than to
fly. If the employee chooses to drive and expenses exceed the cost of the lowest unrestricted
airfare, reimbursement will be limited to the cost of flying
 Documentation of the “driving” versus “flying” comparison must be attached to the Travel
Reimbursement Voucher.

Rental Cars
Should prior authorization be granted for use of a rental car in lieu of a motor pool vehicle or a
personal vehicle for official IHL Executive Office business, only the actual cost of the rental car
can be claimed for reimbursement when such rental is less expensive than the 48.5 cents per mile
calculation. An original rental receipt is required for reimbursement.

See below for vendors that the State of Mississippi has contracted with for rental vehicles:
     Travel Originating           State Approved Vendor            *Corporate ID Number
  In-State and Out-of-State         Enterprise Rent-A-Car                 NA55W04
*The corporate identification numbers must be used to obtain free Collision Damage
Waiver/Loss Damage Waiver insurance coverage offered under the state contracts.




                                IHL Executive Office Policies and Procedures
                                              Mississippi Institutions of Higher Learning
                                                         IHL Executive Office




                                                                                Retrieval No.            50107
Section:            Administrative Policies                                     Page No.                6 of 10
                                                                                Date              October, 2007
                                                                                Supersedes        October, 2004
Subject:            Travel Policies

The IHL Executive Office will allow use of rental cars when there is demonstrated cost savings
over other modes of transportation and use of the rental car is not strictly for your convenience.
The following conditions justify use of rental cars:

                •     When destination is reached by commercial carrier, and the employee traveler
                      has several places to visit within the area.
                •     When transportation between commercial carrier terminal and the place of
                      lodging/meeting is needed and a taxi, limousine or shuttle is not available.
                •     When employee traveler’s schedule cannot be met by a commercial carrier.

The IHL Executive Office will NOT reimburse for rental cars, taxi’s, limousines/shuttles obtained
for personal use, such as sightseeing or optional travel to/from restaurants, while on official IHL
Executive Office travel.

Airline Fares
The State of Mississippi has a contractual agreement with various airlines for contract air fares
between Jackson and frequently used destination cities. These fares are generally not lower than
the lowest penalty fare, but are lower than any published unrestricted fare where Saturday night
stay is not involved. Air fares may be secured through different methods:

            •       State Contract Agency – The IHL Executive Office generally contracts with
                    Avanti Travel, Inc. (601) 981-9111 for reservations. The traveler should request
                    both the contract fare and the lowest penalty fare. Avanti generally charges the
                    purchase to the IHL Executive Office’s “American Express BTA” account. If a
                    traveler’s personal credit card is charged, proof of purchase must be provided
                    with the Travel Reimbursement Voucher.

            •       Internet – Internet fares must be lower than the state contract fare. A cost
                    comparison must be submitted with the Travel Reimbursement Voucher to the
                    Travel Coordinator. The cost comparison should clearly indicate that the Internet
                    fare was less expensive than the state contract fare. If the Internet fare
                    exceeds the state contract fare, the reimbursement will be limited to the state
                    contract fare. A screen print of the Internet purchase must accompany the
                    Travel Reimbursement Voucher.

When an involuntary airline reservation change results in additional reimbursable expense
(delayed flight requiring overnight lodging/meals) a note of explanation must
be attached to the Travel Reimbursement Voucher. If the change is for personal reasons, the
IHL Executive Office will NOT reimburse any fees imposed by the airline or travel agency.

Passenger airline receipts and the itinerary must be attached to the Travel Reimbursement
Voucher.



                                 IHL Executive Office Policies and Procedures
                                          Mississippi Institutions of Higher Learning
                                                     IHL Executive Office




                                                                             Retrieval No.             50107
Section:       Administrative Policies                                       Page No.                 7 of 10
                                                                             Date               October, 2007
                                                                             Supersedes         October, 2004
Subject:        Travel Policies

Miscellaneous Charges
Telephone calls, postage, and other expenses included in the “other authorized expenses” column
of the Travel Reimbursement Voucher must be for valid, business purposes. Personal telephone
calls (such as telephone calls made to home) are NOT reimbursable.

Reimbursement for taxis or limo fares (airport shuttle services) in excess of $10.00 requires a
receipt, which must be attached to the Travel Reimbursement Voucher.

Reimbursement for hotel/airport parking charges in excess of $10.00 requires a receipt, which
must be attached to the Travel Reimbursement Voucher

Registration Fees for conferences or seminars are reimbursable, but require a receipt attached to
the Travel Reimbursement Voucher.

International Travel
ALL travel outside of the Continental limits of the United States (Canada, Hawaii and Mexico)
MUST be approved by the Department of Finance and Administration prior to departure.
International Travel must receive IHL Board approval before the actual travel begins. Approval
for emergency International Travel may be granted by the IHL Commissioner prior to formal
Board approval.




                              IHL Executive Office Policies and Procedures
                                          Mississippi Institutions of Higher Learning
                                                     IHL Executive Office




                                                                             Retrieval No.             50107
Section:       Administrative Policies                                       Page No.                 8 of 10
                                                                             Date               October, 2007
                                                                             Supersedes                   NA
Subject:        Travel

Motor Pool
To serve the transportation needs of our employees, the IHL Executive Office has a small fleet of
vehicles available for conducting official business. The following policies and procedures exist to
promote the safe, legal, and responsible use of vehicles owned or operated for the benefit of IHL.

General Policy
1) Employees are required to check for availability of a motor pool vehicle before renting a
vehicle from an outside vendor or electing to use their own personal vehicle. Vehicle availability
will be confirmed by the IHL Executive Office of Purchasing and Property.
2) Only IHL Executive Office employees and Board Trustees with a valid Mississippi driver’s
license or a valid driver’s license from a contiguous state (MS Code § 25-9-153) may drive an
IHL vehicle. This license must have the appropriate classification and any required endorsements
needed for operating the vehicle(s) assigned to the operator.
3) Employees are responsible for reporting changes in their driver’s license status to the IHL
Office of Purchasing and Property Management.
4) All drivers are responsible for operating IHL vehicles within the bounds of the applicable state
and federal laws.
5) ALL passengers must wear seat belts. The driver is responsible for ensuring that all occupants
have fastened their seatbelts (where supplied) prior to the operation of any vehicle. The number
of seatbelts in a vehicle establishes the maximum number of passengers a vehicle can hold.
Supplemental restraint systems (airbags) should not be disabled. Loose material inside passenger
compartments should be kept to a minimum.
6) Operators must not drive while under the influence of alcohol, illegal drugs, or any other
substance that impairs their ability to drive. The operation of a motor vehicle while mentally or
physically impaired is prohibited.
7) Smoking as well as the use of other tobacco products is prohibited in IHL Executive Office
vehicles.
8) Transportation of alcohol in state vehicles is prohibited.
9) The operation of each vehicle is limited to the use and capacity intended by the manufacturer.
10) The attachment of a temporary hitch to tow any personal equipment (boats, campers, etc.) is
prohibited.
11) The driver is responsible for payment of all moving/parking violation fines and fees.
12) Hitchhikers and/or children are never permitted to ride in or operate IHL Executive Office
vehicles.
13) The operator is responsible for reporting any damages or problems with the vehicle to the
Office of Purchasing and Property.
14) Maintain the informational binder by the Office of Purchasing and Property containing proof
of liability coverage in the motor pool vehicle at all times.
15) In an event of an accident involving an IHL vehicle, regardless of the seriousness of the
accident, contact the local police or highway patrol.




                              IHL Executive Office Policies and Procedures
                                          Mississippi Institutions of Higher Learning
                                                     IHL Executive Office



                                                                             Retrieval No.             50107
                                                                             Page No.                 9 of 10
                                                                             Date               October, 2007
                                                                             Supersedes                   NA
16) Operating privileges shall be revoked if: an IHL driver does not
adhere to the policy; the driver’s license is revoked, suspended, withdrawn or denied; the driver
refuses to undergo drug or alcohol testing in accordance with IHL policies or as required by the
applicable state or jurisdiction laws; and/or the driver is operating the vehicle outside the
limitations of a restricted license.

Procedure
To reserve a vehicle, contact the Office of Purchasing and Property as far in advance as possible
at 601.432.6412 or via email, and provide following information:
        Date(s) the vehicle is needed;
        Destination;
        Agreed upon pick-up time for vehicle keys and logbook;
        Name of employee who will drive the vehicle and any passengers; and
        Department to which the use of the vehicle will be charged.

Assignment and reservation of vehicles will be tracked using Microsoft Outlook. Employee travel
vouchers or disbursement vouchers submitted that include a request for payment or
reimbursement for a rental vehicle or mileage for a personal vehicle will be checked against
Microsoft Outlook to confirm that a vehicle was not available on the specified date. If a motor
pool vehicle was available on the specified date, the payment or reimbursement will not be
processed, and the paperwork will be returned to the department.

Vehicle keys and a binder containing important information, including the fuel card, are to be
picked up from the Office of Purchasing and Property, Room 223 between the hours of 8:00 am
and 5:00 pm. The keys and fuel card should be left in the locked drop-box outside of Room 223
if the car is returned after-hours or if an Office of Purchasing and Property employee is
unavailable.

Typically, motor pool vehicles should be picked up on the day the official travel begins and
returned the day the travel ends. Employees may keep vehicles overnight at their home before or
after a trip under the following conditions:

        The employee’s home is located some distance from the IHL Executive Office campus
        and such retention would result in substantial savings in time and distance traveled.
        The departure time for the trip is before the normal operating hours of the IHL Executive
        Office.
        The return time from a trip is after the normal operating hours of the IHL Executive
        Office.

While it is understood unforeseen circumstances will arise, typically special arrangements
regarding the pick-up and return of motor pool vehicles should be communicated in
advance.




                              IHL Executive Office Policies and Procedures
                                          Mississippi Institutions of Higher Learning
                                                     IHL Executive Office



                                                                             Retrieval No.              50107
                                                                             Page No.                 10 of 10
                                                                             Date                October, 2007
                                                                             Supersedes                    NA
Motor Pool Cost and Maintenance
IHL Executive Office vehicles are rented on a rate per mile of .362 cents. The rate includes
maintenance. The Office of Purchasing and Property will monitor and schedule the vehicles for
routine maintenance needs such as rotation of tires, changing of oil, etc. The Office of Purchasing
and Property is also responsible for acquiring titles and proper registrations, annual state
inspections, and proper marking in accordance with MS Code 25-1-87.

Charges for motor pool vehicles will be processed monthly via an internal transfer originated by
the Office of Purchasing and Property.

Fuel Card
A Fuelman credit card and a list of merchants accepting the card, by Mississippi City in
alphabetical order is located in the front pouch of the informational binder, which is provided
along with the keys to the user of the motor pool vehicle. A listing of merchants accepting the
card by out-of-state city can be provided if requested in advance. Instructions related to use of
the Fuelman card is also included in the information binder. The vehicle’s gas tank must be full
before the user returns the keys and binder. All fuel receipts should be kept in the front pouch of
the binder.

Insurance
Liability Coverage: The Office of Risk Management administers IHL’s vehicle liability coverage.
Accurate and current proof of coverage cards placed in vehicles by the Office of Purchasing and
Property are to be kept in every vehicle at all times. The MS Tort Claims Act provides protection
and is the exclusive remedy only while the automobile is used within the scope and course of
one’s duties for the IHL. Within Mississippi, the limit is $500,000 per occurrence. Out of state,
other state laws regarding limits may apply.

Injured Employee: Workers’ Compensation will apply as exclusive remedy to employees injured
in a vehicle collision while engaged in the course and scope of one’s duties for the IHL.

Accidents

        If a breakdown or accident occurs during IHL business hours, the vehicle operator should
        also call 601.432.6412, after first reporting any accident to the local police or
        highway patrol. The vehicle operator should request copies of police reports, witness
        statements, or other pertinent documents and forward to the Office of Purchasing and
        property.
        During business hours, the Office of Purchasing and Property will provide assistance in
        obtaining alternative transportation and/or vehicle towing. Additional information
        related to obtaining a rental vehicle and emergency contact numbers are provided
        in the information binder.

If unsuccessful in obtaining alternative transportation with the rental car agency noted in the
information binder, coordinate the safest travel alternative. The vehicle operator should pay for
costs and maintain all receipts in order to be reimbursed.



                              IHL Executive Office Policies and Procedures
                                          Mississippi Institutions of Higher Learning
                                                     IHL Executive Office




                                                                             Retrieval No.               50108
Section:       Administrative Policies                                       Page No.                     1 of 1
                                                                             Date                 October, 2004
                                                                             Supercedes                     N/A
Subject:        Mailroom Policies

FED-EX and UPS

Label for these courier services can be obtained through the Office of Finance and
Administration. The employee requesting the labels must sign for and register the labels. The
registry is used for reconciliation purposes at the end of the month. Envelopes, containers, or
boxes are available in the mailroom and should be placed in the appropriately marked pick-up
box (FED-EX or UPS). These items are picked up each evening.

Inter-Office and Inter-Agency Mail

Inter-Agency mail will be delivered to other state agencies at no charge. Inter-Office mail may
also be dropped off at the mail room. The daily schedule for drop-off and pick-up is from 1:00 to
1:15 p.m. daily. The mail room is located in the basement.

In-Coming Mail

Incoming mail is sorted Monday through Friday for the various agencies in this complex. Mail is
generally delivered by the post office between 10:00 a.m. to 11:00 a.m. daily. Mail delivered
when the IHL Executive Office is closed will be sorted on the first day that the regular work
schedule resumes.

Out-Going Mail

Out-going mail should be delivered to the mail room no later than 2:30 p.m. daily for pick up by
the post office. It must be accompanied by a form showing which department is to be charged for
the mail or the mail will not be processed. Any mail received after 2:30 p.m. is subject to being
processed with mail for the following day. Each department using the postal service provided by
this facility will be billed monthly for the costs they have incurred for postage.

Non-United States Postage

Any mail using non-US postage must be approved by the Director of Accounting in the Office of
Finance and Administration.




                              IHL Executive Office Policies and Procedures
                                         Mississippi Institutions of Higher Learning
                                                    IHL Executive Office




                                                                            Retrieval No.          50109
Section:      Administrative Policies                                       Page No.                1 of 1
                                                                            Date            October, 2004
                                                                            Supercedes                N/A

Subject:       IHL Bank Deposits Policies



Bank deposits are transported to the bank by a member of the mailroom personnel. The
department needing a deposit made should have the deposit completed and delivered to the
mailroom supervisor by 3:30 p.m. Monday through Friday.




                             IHL Executive Office Policies and Procedures
                                          Mississippi Institutions of Higher Learning
                                                     IHL Executive Office




Section:       Administrative Policies                                       Retrieval No.               50110
                                                                             Page No.                     1 of 1
                                                                             Date                 October, 2004
                                                                             Supercedes                     N/A
Subject:        Printshop Policies and Procedures



The printshop provides services of duplication and binding to the IHL Executive Office and other
agencies housed on the campus. A timely request should be made to prevent crisis situations. It
also allows planning so that any special supplies required may be ordered to complete the job.

A work order should be attached for each print job. This form provides the personnel in this
department with vital information regarding the request such as the number of copies, single or
double sided copying, and finishing or binding instructions, etc.

The printshop supervisor is responsible for the submission of monthly printing reports. From
these reports, each department using the services provided by the printshop will be billed.

Projects will be done in the order received.




                              IHL Executive Office Policies and Procedures
                                          Mississippi Institutions of Higher Learning
                                                     IHL Executive Office




                                                                             Retrieval No.             50111
Section:       Administrative Policies                                       Page No.                   1 of 1
                                                                             Date               October, 2004
                                                                             Supercedes                   N/A
Subject:        Policy Formation


Policy
The IHL Executive Office would like to ensure that all policies are formally approved, printed in
a consistent format, and maintained centrally. Proposed new policies or revisions of current
policies should be submitted to the Office of Human Resources. The Office of Human Resources
is responsible for obtaining the appropriate approvals on all proposed new policies or the revision
of existing policies. The handbook that is maintained in the Office of Human Resources is the
official handbook of the Executive Office, and policies and procedures in this book take
precedence over any and all other policies that might exist throughout the Institution and will be
the policies consulted in any dispute. It is understood that the IHL Board of Trustees’ Policies
and Bylaws manual, State law, or Federal law take precedence over the policies in the IHL
Executive Office Policies and Procedures Manual.

Procedure
Upon completion of policies and procedures affecting the employees of the Executive Office that
have been approved by the appropriate unit, the unit should send the completed copy to the Office
of Human Resources. The following information should be included:
• the name of the unit writing and approving the original policy,
• the name of the unit responsible for review of the policy,
• the source of the policy,
• the section of the handbook affected, and
• the written policy approved by the Executive Office proofreader.

Upon receipt of the policy and documentation, the Office of Human Resources will submit the
policy to the Commissioner’s cabinet via the Assistant Commissioner for Finance and
Administration. Once approved, the policy will be included in the handbook of the IHL
Executive Office and updated on the Intranet and the IHL Executive Office’s website
http://www.ihl.state.ms.us.




                              IHL Executive Office Policies and Procedures
                                           Mississippi Institutions of Higher Learning
                                                      IHL Executive Office




                                                                              Retrieval No.              50112
Section:       Administrative Policies                                        Page No.                    1 of 5
                                                                              Date              November, 2007
                                                                              Supersedes             July, 2005
Subject:        Technology Policy

Purpose
This policy establishes guidelines for the proper use of information technology resources and for
the effective protection of individual users.

Scope
This policy governs the use of all computers, communications networks, and related equipment
owned and/or operated by the IHL Executive Office, including technology related equipment
purchased using external grant funds. These resources are provided to any user defined as an IHL
Executive Office employee including full-time, part-time, temporary, contract or any other
authorized. The policies are intended to establish rules and prohibitions that define acceptable use
of these systems, and to educate users about their responsibilities.

Rights

IHL Executive Office Rights
IHL Executive Office reserves all rights to the technology resources which it owns and/or
operates, as well as the information associated with these resources. The use of systems, facilities,
user accounts, and other resources are extended as a privilege. To protect these resources from
unauthorized or improper use, and to protect authorized users from the effects of unauthorized or
improper use, the rights of the IHL Executive Office shall include, but not be limited to:
restricting or terminating any user account without notice, modifying and/or removing any file or
other resources that may impede system performance, restricting the use of the radio and other
streaming devices, and implementing Internet content filters at any time. The IHL Executive
Office also reserves the right to access all information stored on its systems. This access may be
for the purpose of monitoring system traffic, evaluating network use and performance or
monitoring for appropriate use. These procedures shall not be construed as a waiver of any rights
by the IHL Executive Office, nor shall they conflict with applicable Federal, State and local laws.

User Rights
The use of IHL Executive Office technology resources is a privilege, not a right. Although efforts
have been taken to protect the integrity of individual user accounts from unauthorized access, the
IHL Executive Office does not guarantee the confidentiality of user files, including mail. Users
should be aware that they have no reasonable expectation of privacy in using IHL technological
resources and should always be mindful of the open environment in which they use network
resources and e-mail communication. Users may also have additional rights protected by Federal,
State and local laws. For information on these laws, users may contact the Office of the Attorney
General at the IHL Executive Office.

Appropriate Use

Electronic Communication
Fair and courteous use of electronic mail facilities is expected by all users of IHL. The
transmission of messages or images should not contain intimidating, hostile, or offensive
material. Electronic communication should not be used for the transmission of commercial or

                               IHL Executive Office Policies and Procedures
                                            Mississippi Institutions of Higher Learning
                                                       IHL Executive Office




                                                                                Retrieval No.               50112
                                                                                Page No.                    2 of 5
                                                                                Date               November, 2007
                                                                                Supersedes              July, 2005

personal advertisements, solicitations, promotions, destructive programs, chain mail, or any other
unauthorized use.

In the event that someone does transmit, or causes the transmission of, an offensive message or
image, the person who caused the transmission will be solely accountable for the message, not
IHL, which is acting solely as the information carrier.

Personal Use
Commercial use of the technological resources owned and/or operated by the IHL Executive
Office is strictly prohibited. Other prohibited activities include, but are not limited to, political
campaigns, personal and commercial advertisements, solicitations, promotions, pornography,
gambling, or any other for-profit use.

Personal use of technology resources (email to family, games, Internet purchases, etc.) should be
incidental and should not have a negative impact on job performance or have adverse affects on
IHL resources.

Internet Downloads
Users should use caution when downloading anything from the Internet. Under no circumstances
should a download be made without the safety of virus protection software.

Users who are unfamiliar or unsure of downloading files from the Internet are encouraged to
notify the Computer Technology Services (CTS) Department prior to performing any Internet
download. Users choosing not to inform the CTS Department of their download do so at their
own risk and assume all responsibility. Users are also responsible for compliance with the
copyright laws and license agreements accompanying any Internet downloads.

Outside Networks
By using IHL Executive Office technical resources, users may access outside networks, both
public and private, which furnish electronic mail, bulletin boards, information services, chat
rooms, etc. Users are advised that they may encounter material which may be considered
offensive or objectionable in nature or content. Users are further advised that IHL does not
assume any responsibility for the contents of any outside network.

Copyrights & License Agreements
Hardware and/or software purchased by the IHL Executive Office, and any material downloaded
from the Internet, shall be operated for its intended purposes according to its licensing agreement
and copyright laws. All hardware and/or software subject to licensing must be properly licensed,
and all license provisions must be strictly adhered to. Users are responsible for operating
hardware and/or software in a manner consistent with the licensing agreements and copyright
laws of the manufacturer.

Violators of copyrights and license agreements may be liable to the manufacturer for damages,
lost profits, and other associated costs. In cases dealing with criminal prosecution, offenders may
be subject to fines and/or imprisonment.

                                IHL Executive Office Policies and Procedures
                                          Mississippi Institutions of Higher Learning
                                                     IHL Executive Office




                                                                             Retrieval No.              50112
                                                                             Page No.                   3 of 5
                                                                             Date              November, 2007
                                                                             Supersedes             July, 2005
Personal Products
Hardware and/or software will be considered personal when it has not been purchased by the IHL
Executive Office. The use of personal products on IHL Executive Office technology resources
must be approved by the CTS Department prior to the connection or installation of products.

Users wanting personal hardware and/or software installed on the technical resources owned
and/or operated by the IHL Executive Office, must specify the hardware configuration
requirements, evidence of a valid software license agreement, network information, and the
appropriate employee contact information.

Users are responsible for the licensing agreements, copyrights, and any other applicable laws that
may be associated with the use of their personal hardware and/or software. Neither IHL, nor the
CTS Department, assume any responsibility for personal hardware and/or software.

User Information

Unauthorized Access
Unauthorized access of the technological resources owned and/or operated by the IHL Executive
Office is prohibited. This may include, but not be limited to, using an unauthorized identification
code or password. Users should not attempt to gain access to information or facilities to which
they are not specifically authorized, nor should they attempt to use the technological resources
owned and/or operated by the IHL Executive Office to gain unauthorized access to the
information or facilities of outside agencies.

Unauthorized access may result in loss of privileges, disciplinary action (including termination),
and possible legal sanctions under Federal, State and/or local laws.

All computer systems must be shut down at the end of each business day to ensure that only
authorized users have access to desktop and network resources.

User Responsibilities
Users of the technological resources owned and/or operated by the IHL Executive Office are
responsible for seeing that these resources are used in an effective, efficient, ethical and lawful
manner. This includes all usage on their system accounts as well as the technical resources in
their direct possession. Users are also expected to obey any applicable Federal, State and/or local
laws.

User Passwords
User Passwords are required to access the system resources owned and/or operated by the IHL
Executive Office. These accounts contain identification codes, or passwords, that grant access to
these resources. Users are responsible for making every effort to protect these access codes from
abuse and/or use by other individuals. These passwords should not be shared with other
individuals or left in plain sight.




                              IHL Executive Office Policies and Procedures
                                          Mississippi Institutions of Higher Learning
                                                     IHL Executive Office



                                                                             Retrieval No.             50112
                                                                             Page No.                   4 of 5
                                                                             Date             November, 2007
                                                                             Supersedes            July, 2005

Account Suspension/Reinstatement
Failure to change a password after the grace period will result in the suspension of the user
account. Suspended accounts may be reinstated with a written statement to the CTS Department.
This written statement is required by the Office of the State Auditor and it must include the
reasons for the suspension and a request for reinstatement. Repeated offenses may result in the
CTS Department requiring a written statement signed by the offender’s supervisor requesting
reinstatement.

User File Storage
Users are strongly urged to store their work on the network resources. File storage on the network
is recommended because the network is backed up on a regular basis and information will be
available from any location on the IHL Executive Office network.

Compliance

User Compliance
By using any of the computers, communications networks, and related equipment owned and/or
operated by the IHL Executive Office, the user agrees to fully comply with these policies.
Unacceptable use as defined in these policies is prohibited. Violation of these policies may result
in the immediate loss of privileges, disciplinary action (including termination), and possible legal
sanctions under Federal, State and/or local laws.

Outside Agency Compliance
The technological resources owned and/or operated by the IHL Executive Office may be shared
with agencies that are not associated with the IHL Executive Office but are on the IHL Executive
Office premises. The above agencies using these technological resources are subject to the same
rules and regulations that are followed by the IHL Executive Office.

Ensuring Compliance

Discipline Matters
In the event of an alleged misconduct, the CTS Department shall refer all discipline matters to the
Assistant Commissioner of the offending employee. If a user is accused of an alleged misconduct,
their user account may be suspended until an investigation of the incident is complete. This action
may be taken, not to indicate guilt, but to protect system resources. In the event of apparent
misconduct, the violation becomes a personnel matter and the offender will be subject to
disciplinary action by IHL and/or legal sanctions by outside parties.

Employees may contact the Manager of Information Systems at 601-432-6323 for guidance or
questions regarding items discussed in this policy.




                              IHL Executive Office Policies and Procedures
                                         Mississippi Institutions of Higher Learning
                                                    IHL Executive Office



                                                                            Retrieval No.            50112
                                                                            Page No.                  5 of 5
                                                                            Date            November, 2007
                                                                            Supersedes           July, 2005

Mass Email Communications
All mass electronic communications must be relevant to the IHL Executive Office’s core mission,
or is important in protecting physical, financial or human assets. As such, user capability of
sending mass emails is limited to those IHL Executive Office departments and appointed contacts
who routinely communicate information within this framework. All other requests to send a mass
emailing must be approved by the Office of Human Resources in conjunction with the
Commissioner’s Office and Media Relations, Communications, and Marketing.




                             IHL Executive Office Policies and Procedures
                                          Mississippi Institutions of Higher Learning
                                                     IHL Executive Office




Section:       Administrative Policies                                      Retrieval No.              50113
                                                                            Page No.                   1 of 7
Subject:        Property Guidelines                                         Date                   May, 2009
                                                                            Supersedes          January, 2008



Purpose
The purpose of maintaining a furniture and equipment inventory is to comply with the State-
owned property inventory rules of the Mississippi Administrative Procedures Act and the Code
of 1972 and in accordance with the Federal Acquisition Regulation (FAR) Part 45 and the
Office of Management and Budget (OMB) Circular A-110.

Policy
The IHL Executive Office of Purchasing and Property will account for all furniture and
equipment purchased, donated to IHL, transferred to or from other State agencies, government -
owned loaned to IHL, sold, junked or transferred.

Responsibility
Department heads are responsible and accountable for all furniture and equipment in their
departments and are to maintain internal control over furniture and equipment inventory. The
Office of Purchasing and Property will assist in the development and evaluation of a
department's furniture and equipment inventory control procedures.

Items that Require Inventory
Furniture and equipment purchased through the IHL Executive Office of Purchasing and
Property from budgeted departmental appropriations, restricted funds (externally funded grants
or contracts), or special appropriations will be assigned an inventory number, the number
attached, and the item accounted for on the Executive Office’s inventory. Items that cost less
than $1,000 or with a fair market value of less than $1,000 will not be reported on the furniture
and equipment inventory records. The exceptions to the $1,000 rule are: WEAPONS,
CAMERAS AND CAMERA EQUIPMENT (GREATER THAN $250), TWO WAY
RADIO EQUIPMENT, TELEVISIONS (GREATER THAN $250), LAWN
MAINTENANCE EQUIPMENT, CELLULAR/BLACKBERRY TELEPHONES,
COMPUTER AND COMPUTER EQUIPMENT (GREATER THAN $250) CHAIN
SAWS, AIR COMPRESSORS, WELDING MACHINES, GENERATEORS, AND
MOTORIZED VEHICLES. These items will be included as inventory regardless of the price
paid to acquire the item or the fair market value.

Identification and Tagging
Every item of an inventorying nature is given a seven (7) digit number, usually numbered in
sequential order of acquisition. Whenever possible, all tags will be affixed to the property on the
left, adjacent to the manufacturer's nameplate or in a position for easy sighting. When the size or
nature of the property makes it impractical to apply any tags, the information may be etched or
painted on the property. Some items, because of their nature, cannot be tagged and
                                          Mississippi Institutions of Higher Learning
                                                     IHL Executive Office




Section:       Administrative Policies                                       Retrieval No.              50113
                                                                             Page No.                   2 of 7
Subject:        Property Guidelines                                          Date                   May, 2009
                                                                             Supersedes          January, 2008



will be carried on the inventory file as a “not-tagged” item. All tags must remain affixed as long
as the property is in the possession or control of the IHL Executive Office. Any tag which
becomes lost, damaged, or obscured should be reported promptly to the Office of Purchasing
and Property. This number will be used to identify all property acquired by means of purchase,
title transfer, donation, abandonment, or government-owned.

Reports
The Purchasing and Property Office will furnish each department a report showing acquisition,
disposal and transfer of property. This report should be filed in the department's office for
reference and later use. All furniture and equipment transactions are reported monthly to the
State Department of Audit.

Control of IHL Executive Office Equipment and Materials
       I. No equipment or materials which are part of the inventory of the IHL Executive
            Office are to be used for personal use or taken from the campus for personal use
            even though equipment is returned.
       II. Equipment and materials which are to be used by a staff member may be taken from
            the campus if the following criteria are met:
                     a) The equipment or materials must be used within the scope of staff
                     member’s duties.
                     b) The staff member’s department head must approve the change in
                     location. A loan receipt giving a description of the equipment or materials,
                     serial number, tag number, location of equipment or materials and the dates
                     it will be used off campus.
                     c) Equipment must be returned to campus for repairs and/or maintenance.
       III. Inventories are the responsibility of the department head. When it is determined that
            an item listed on the equipment inventory is lost or stolen, the department head shall
            report it to the Office of Purchasing and Property.

Maintenance of Property
It is the responsibility of the department using the property to protect the property against loss,
damage, and use other than that authorized. The responsible department is also required to
provide the care necessary to maintain all property properly, excepting normal wear, in order
that the greatest useful life may be secured. If repairs to property are required, they should be
completed expeditiously in order to maintain the property in good working condition. However,
sound judgment should be used to determine whether the property warrants the cost of repairs.
Records for property requiring routine maintenance should be kept on file within the
department in order that the required maintenance, calibration, etc. are conducted.
                                         Mississippi Institutions of Higher Learning
                                                    IHL Executive Office




Section:       Administrative Policies                                     Retrieval No.              50113
                                                                           Page No.                   3 of 7
Subject:        Property Guidelines                                        Date                   May, 2009
                                                                           Supersedes          January, 2008



When property is temporarily idle but required for authorized future use, it must be stored in
accordance with good housekeeping practice and with adequate protection from corrosion,
contamination and damage to sensitive parts. Sludge, chips, and cutting oils are to be removed
from equipment prior to storing. The responsible department records should contain pertinent
data accounting for storage location, adequate justification for storage, the date placed in
storage and the anticipated date for removal from storage. Equipment stored for more than one
year should be reviewed annually to confirm the justification for storage.

Repairs of Property
Records must be kept on any item sent to be repaired. This record should state where the
equipment will be sent, the vendor, the IHL number, date, serial number, description, and the
shipping/repair number or receipt. The Office of Purchasing and Property shall be notified prior
to shipping for tag removal and documentation. Departments shall check on the property status
and notify the Office of Purchasing and Property if the item is returned, replaced, or lost in
shipment. Sometimes the costs of repairs exceed the value of the item. Departments shall
determine whether the property warrants the cost of repairs. The Office of Purchasing and
Property is to be notified of this decision. All purchase orders issued for repair of IHL Executive
Office or government-owned property shall include the inventory number and/or serial number.

Audit of Department’s Inventory
Each department's inventory will be audited by the Office of Purchasing and Property or the
Internal Auditor whenever necessary. The State Property Auditor audits each agency’s inventory
whenever necessary. A report of this audit is sent to the Commissioner of Higher Education and
the IHL Board President.

Liability for Failure to Make Inventory (MS Code Section 29-9-17)
If any officer or employee of any state agency shall refuse or fail to make any inventory or
supplemental inventory thereto as required herein, or to do so in the manner prescribed by the
State Auditor, the State Auditor shall proceed to make, or cause to be made, the inventory or
supplemental inventory; and the expense thereof shall be personally borne by said officer or
employee, and he shall be responsible on his official bond for the payment of the expense.

In the event that an examination conducted pursuant to MS Code § 29-9-13 finds items that are
included on an agency's inventory which are missing and otherwise unaccounted for, the State
Auditor has the authority to proceed under the provisions of MS Code §7-7-211 to recover the
value of the missing items. The demand shall be made against the head of the agency, the
agency's property officer and/or the appropriate officer or employee, if identified.
                                         Mississippi Institutions of Higher Learning
                                                    IHL Executive Office




Section:       Administrative Policies                                    Retrieval No.              50113
                                                                          Page No.                  4 of 7
Subject:        Property Guidelines                                       Date                   May, 2009
                                                                          Supersedes          January, 2008

Change of Department Head
Whenever a change in department head occurs, all items shall be accounted for by the outgoing
department head. The incoming department head will accept the responsibility and accountability
of the department inventory when he/she assumes duties as department head. The department
head is designated as custodian of property assigned to the department unless the department head
delegates this responsibility to another individual within the department. Before a department
head leaves the employment of the IHL Executive Office or steps down as department head,
he/she shall contact the Office of Purchasing and Property and request a complete physical
inventory prior to the change in department head status so that any discrepancies can be resolved.
The Office of Purchasing and Property shall be notified of the change in property responsibility
and will assist with the audit and changeover.

IHL Executive Office Employees Leaving Employment
Staff leaving the IHL Executive Office’s employment must be cleared by the responsible
department head via completion of the Exit Clearance Checklist provided by the Office of Human
Resources. All IHL Executive Office property must be returned and verified before termination
is completed.

Transfer of Property from Another Agency
Furniture or equipment received by a department through transfer from another State or external
agency, including federal agencies, will be handled by the IHL Executive Office of Purchasing
and Property. A complete description of the property, serial number, name of the manufacturer,
number of items, original cost, original date of purchase, name of transferring agency and any
other documentation or information concerning the property will be included. The Office of
Purchasing and Property will number the item if its meets the criteria set forth by the state and
record it in the fixed asset file. The department will receive an acquisition receipt and report.

Transfer of Property to Another Agency
Furniture or equipment may be transferred to another state or government agency after written
approval has been received from the State Office of Purchasing and Travel and/or any other
governing agency. The IHL Executive Office of Purchasing and Property will coordinate the
property transfer. The Office of Purchasing and Property will delete the property from inventory
and send a report to the State Office of Audit upon notification from the State Office of
Purchasing and Travel or other appropriate governing agency that the property has been
satisfactorily transferred to the other agency.




Section:       Administrative Policies
                                          Mississippi Institutions of Higher Learning
                                                     IHL Executive Office



                                                                            Retrieval No.              50113
                                                                            Page No.                  5 of 7
Subject:        Property Guidelines                                         Date                   May, 2009
                                                                            Supersedes          January, 2008



Disposition of Government-Owned Property
When an externally funded contract or grant expires, a written request for disposal instructions is
submitted to the government agency that furnished the equipment. This request is submitted by
the Office of Contracts and Grants Compliance. Upon receipt of requested instructions, the
equipment will be disposed of in accordance thereof. Should the agency require that the
equipment be returned, the item will be removed from the inventory listing and returned to the
agency. The agency will in turn furnish written acknowledgment of its receipt of the property.
Property forms confirming the disposal are then submitted to the agency by the Office of
Contracts and Grants Compliance in conjunction with the Office of Purchasing and Property.

Worn-Out, Broken or Junk Property
Worn-out, broken or junk property with no cash value shall be reported to the IHL Executive
Office of Purchasing and Property with description, serial number, inventory number and
condition. An e-mail including this information shall be sent to cguillotte@mississippi.edu The
Office of Purchasing and Property must inspect all worn-out or obsolete property before it is
removed from the department and will secure the necessary approval for disposition from the
IHL Executive Office Salvage Committee. The department will be notified of the Salvage
Committee's decision and the property will be deleted from the inventory record, if appropriate.
NOTE: STATE AND FEDERAL LAW LIMITS THE MEANS BY WHICH WORN-OUT,
SURPLUS OR OBSOLETE ITEMS CAN BE DISPOSED OF, REGARDLESS OF THE
DOLLAR VALUE. Furniture and equipment cannot be destroyed, cannibalized or discarded
without coordinating with the IHL Executive Office of Purchasing and Property and the IHL
Executive Office’s Salvage Committee.

Stolen or Missing Property
Furniture or equipment that is missing, stolen or has disappeared shall be reported to the IHL
Executive Office of Purchasing and Property as soon as determined. The description, serial
number, inventory number, and other information about the lost or stolen item should be
included in the report. To delete the property from the inventory, a notarized affidavit must
accompany the deletion report. A detailed explanation of the loss showing the law enforcement
agency to which this loss was reported, as well as the report/case number filed on this loss is
required. A copy of the law enforcement agency's report shall also be attached. The affidavit
must be signed by the executive head of the agency, the person in charge of property records and
the employee directly responsible for the property which was stolen, lost or mysteriously
disappeared. The Affidavit form is available from the Office of Purchasing and Property. The
Office of Purchasing and Property will secure the necessary approval for disposition from the
Executive Office’s Salvage Committee. The department will be notified of the IHL Executive
Office’s Salvage Committee's decision. The Office of Purchasing and Property will delete the
property from the inventory record, if approved and send a report to the State department of
Audit.
                                          Mississippi Institutions of Higher Learning
                                                     IHL Executive Office




Section:       Administrative Policies                                      Retrieval No.               50113
                                                                            Page No.                   6 of 7
Subject:        Property Guidelines                                         Date                    May, 2009
                                                                            Supersedes           January, 2008

Permanent Interdepartmental Transfers
Interdepartmental transfers must be reported to the Office of Purchasing and Property in writing
including the description, condition, serial number, inventory number of the property being
transferred, the name and signature of the department to receive the property and proof
indicating the department has received the property. Written approval from the proper agency has
to be obtained before transferring government-owned equipment. The Office of Purchasing and
Property will assist in transferring furniture or equipment from one department to another. The
department head to which the item was assigned originally will be held accountable until the
Office of Purchasing and Property is notified of the transfer. After being notified, the department
head acquiring the property assumes accountability. Both departments will receive a transfer
report. The transfer/obsolescence forms are available from the IHL Executive Office of
Purchasing and Property.

Marking of Motor Pool Vehicles
All state owned vehicles shall have a permanent decal or paint on both sides of the vehicle in
letters at least three (3) inches in height and on the rear in letters not less than one and one-half
(1-1/2) inches in height stating the name of the state agency. The marking must be in a color
which is in contrast with the color of the vehicle. Vehicles with faded and barely visible
markings, as well as those which have no markings at all will be reported. The IHL Executive
Office of Purchasing and Property is in charge of vehicle marking.

Deletions
No deletions for junked, salvaged, lost or missing items will be made on the inventory property
listing until the IHL Executive Office’s Salvage Committee has approved such a deletion and
authorized the Office of Purchasing and Property Department to take appropriate action. The IHL
Salvage Committee will verify all paperwork, view items and approve all deletions to assure
proper disposal procedures were followed. All paperwork must include the signatures of the
appropriate parties and verification the proper government agency has been informed
should government-owned property be involved. The Internal Auditor will spot-check inventory
listings on a random basis to verify accuracy in procedure.

Cannibalization
Property should not be cannibalized unless it has no reasonable prospect for sale or use as
serviceable property without major repair or alterations, but it has some value in excess of its
scrap value. Cannibalized property must be deleted from the IHL Executive Office’s master
listing when it loses its identity. If the remainder of the property has no recovery value, it may
then be discarded. (Property to be deleted must be cleared through the IHL Executive Office
Salvage Committee and the Office of Purchasing and Property before action will be taken to
remove it from the master inventory file.)
                                          Mississippi Institutions of Higher Learning
                                                     IHL Executive Office




Section:       Administrative Policies                                       Retrieval No.               50113
                                                                             Page No.                   7 of 7
Subject:        Property Guidelines                                          Date                 January, 2008
                                                                             Supersedes                     NA



Loan of IHL Executive Office Owned Equipment
Restrictions to the loaning of IHL-owned or government -owned equipment are that: (a) the
equipment is used in furtherance of the IHL Executive Office’s work in direct benefit to IHL
with the results being reported to the IHL Executive Office; (b) the equipment is not
commercially available; and the recipient is liable for any loss or damage to the equipment
while it is in his or her possession. The recipient is also responsible for the cost of any packing,
crating, and transportation from origin to destination and return. Prior to lending IHL-owned or
government-owned equipment, it is necessary to obtain the approval of the IHL Executive
Office of Purchasing and Property. Prior agency approval is also required for government-
owned equipment. Any loans must be coordinated through the Office of Purchasing and
Property to ensure proper updating of the records. Property retrieval from loan recipient will be
the responsibility of the department administrator.

Personal, Lease, Rental, or Borrowed Property
This type of property should be identified and labeled to clarify ownership. Any documentation
concerning this property should be available whenever a department is audited.
                                      Mississippi Institutions of Higher Learning
                                                 IHL Executive Office



                                                                                  Retrieval No.              60101
Section:       General Policies                                                   Page No.                    1 of 2
                                                                                  Date                October, 2004
                                                                                  Supercedes                    N/A
Subject:       Drug Free Workplace Policy


The Drug-Free Schools and Communities Act Amendment of 1989, Public Law 101-226,
requires that, as a condition of receiving funds or any other form of financial assistance under
any Federal program, the Executive Office for the institutions of higher education must certify
that it has adopted and implemented a program to prevent the unlawful possession, use, or
distribution of illicit drugs and alcohol by IHL Executive Office employees. The following is the
official substance abuse policy for all IHL Executive Office employees:

       "The IHL Executive Office prohibits the unlawful possession, use, or distribution of illicit
       drugs and alcohol by employees on IHL property or a part of any of its activities."

The IHL Executive Office will maintain a drug free workplace. The unlawful manufacture,
distribution, dispensation, possession, or use of a controlled substance, as defined in the
Mississippi Code, Title 41, Chapter 29, Article 3, "Uniform Control Substances Law," or under
Title 21, Section 812, United States Code (and further defined at 21 CFR 1300. 11-15) is
prohibited on IHL property. Individuals who violate these laws are subject to appropriate Human
Resources sanctions, including possible termination of employment, as well as any penalties
imposed by a court of law.

IHL Executive Office employees may use at no cost the University Of Mississippi Medical
Center’s (UMMC) Physician Referral Employee Assistance Program. A physician meets with
the employee and then makes a referral to whomever appropriate, i.e., clinical psychologist, drug
counselor, etc., who is located either at UMMC or in the Jackson area. At this point, the
employee then becomes responsible for treatment and the subsequent payment. The services are
provided in a confidential manner.

Employees having substance abuse problems:

           Are encouraged to seek assistance voluntarily on a confidential basis by contacting
           the person's immediate supervisor or the Assistant Commissioner of the unit in which
           the individual is employed.

           Have a right to accept or refuse help as they choose; however, individual work
           performance must always meet acceptable standards or be subject to existing Human
           Resources procedures for below standard performance.

Implementation of this policy will not interfere with, or negate, any other IHL Executive Office
practices, policies, or procedures. Employees whose performance on the job is unsatisfactory
remain fully subject to discipline or termination on the same basis as all employees.


                                 IHL Executive Office Policies and Procedures
                                  Mississippi Institutions of Higher Learning
                                             IHL Executive Office


                                                                            Retrieval No.          60101
Section:      General Policies                                              Page No.                2 of 2
                                                                            Date            October, 2004
                                                                            Supercedes                N/A
Subject:      Drug Free Workplace Policy


The IHL Executive Office’s group health insurance may cover part of the cost of certain drug
related treatment programs. Employees are advised to contact the Office of Human Resources for
more information concerning benefits. Treatment costs not covered by the IHL Executive Office
group health plan or other agencies must be paid for by the individual.




                             IHL Executive Office Policies and Procedures
                                    Mississippi Institutions of Higher Learning
                                               IHL Executive Office


                                                                              Retrieval No.          60102
Section:       General Policies                                               Page No.                1 of 1
                                                                              Date            October, 2004
                                                                              Supercedes                N/A
Subject:       Drug and Alcohol Testing

In furtherance of the IHL Executive Office’s interest to maintain a drug-free workplace, the IHL
Executive Office reserves the right to test any university employee for alcohol and/or controlled
substances when (1) there is a reasonable suspicion that the employee may be under the
influence of alcohol or controlled substances while at work or (2) the employee is involved in a
vehicle accident while operating an IHL Executive Office owned, assigned, or leased vehicle.
This policy applies regardless of whether or not the IHL Executive Office employee was at fault
in the accident.

As time is of the essence, supervisors should notify Human Resources immediately when an
employee in their department has been involved in a vehicle accident. Post-accident alcohol
tests should be conducted within two hours following the vehicle accident. Drug tests should be
conducted within 32 hours following the vehicle accident.

Prior to any drug or alcohol testing for reasonable suspicion, the department must coordinate
with the Office of Human Resources. Supervisors should notify Human Resources of the need
for the testing. When reasonable suspicion exists, the individual who made the observations
should submit a written record to the Personnel Administrator documenting the basis for the
suspicion. The Personnel Administrator, or a designated representative, will review the
individual circumstances with the employee’s unit head and recommend appropriate action.

Supervisors are responsible for arranging for the employee to be escorted to the location where
the testing is to be conducted. Individuals who test positive, or who refuse to submit to testing
when required, will be prohibited from driving an IHL Executive Office vehicle and will be
subject to other disciplinary action, up to and including, termination of employment.

Employees who test positive, or refuse to submit to testing, will not be permitted to return to
driving IHL Executive Office vehicles until negative test results have occurred and may
permanently lose the privilege of driving an IHL Executive Office vehicle. In addition, those
employees may be subject to follow-up tests a minimum of six times over the first 12 months
following their return to work. Supervisors should consult with Human Resources regarding
options for disciplinary action.




                               IHL Executive Office Policies and Procedures
                                   Mississippi Institutions of Higher Learning
                                              IHL Executive Office


                                                                             Retrieval No.          60103
Section:      General Policies                                               Page No.                1 of 1
                                                                             Date            October, 2004
                                                                             Supercedes                N/A
Subject:      Smoking Policy

In response to the original Surgeon General's report and the recent U. S. Environmental
Protection Agency (EPA) report designating environmental tobacco smoke (ETS) as a "Group A
carcinogen" -- "a human lung carcinogen, responsible for approximately 3,000 lung cancer
deaths annually in U. S. nonsmokers," The IHL Executive Office perceives that it would be in
the best interest of the health of all employees to provide a smoke-free environment.

Guidelines
Smoking is prohibited in all indoor areas. Also smoking is prohibited in outdoor areas that are
shared in close proximity by the public. These outdoor areas include building entrances and IHL
Executive owned vehicles. Smokers must maintain a distance of 20 feet from building entrances.

Enforcement
This policy primarily relies on the thoughtfulness, consideration, and cooperation of smokers and
non-smokers for its success. Observance of this policy is the responsibility of all members of
The IHL Executive Office community.

Complaints regarding violations of the policy should be referred to the immediate supervisor.

Review
Review of this policy will be conducted no less frequently than annually each July. Specific
problems that members of the community want reviewed should be sent to the Assistant
Commissioner of Finance and Administration. In response to the Surgeon General's Report and
Safety Requirements, The IHL Executive Office perceives that it has special obligations to
provide a safe environment for its employees. It is the goal of the IHL Executive Office to
achieve an environment as close to smoke-free as practically possible.




                              IHL Executive Office Policies and Procedures
                                    Mississippi Institutions of Higher Learning
                                               IHL Executive Office



                                                                              Retrieval No.          60104
Section:       General Policies                                               Page No.                1 of 2
                                                                              Date            October, 2004
                                                                              Supercedes                N/A
Subject:       Americans with Disabilities Act Policy

After July 26, 1992, job discrimination against people with disabilities is illegal. The Act also
makes it unlawful to discriminate against an applicant or employee, whether disabled or not,
because of the individual's family, business, social or other relationship or association with an
individual with a disability.

Under the ADA, a person has a disability if he has a physical or mental impairment that
substantially limits a major life activity.

To be protected under the ADA, an individual must have, have a record of, or be regarded as
having a substantial, as opposed to a minor or temporary, impairment. A substantial
impairment is one that significantly limits or restricts a major life activity such as hearing,
seeing, speaking, breathing, performing manual tasks, walking, caring for oneself, learning or
working.

An individual with a disability must also be qualified to perform the essential functions of the
job with or without reasonable accommodations, in order to be protected by the ADA. This
means that the applicant or employee must:

           satisfy job requirements for educational background, employment experience, skills,
           licenses, and any other qualification standards that are job related; and

           be able to perform those tasks that are essential to the job, with or without reasonable
           accommodation.

The ADA does not interfere with the right to hire the best qualified applicant.

Essential Functions:
Factors to consider in determining if a function is essential include:

               whether the reason the position exists is to perform that function,

               the number of other employees available to perform the function or among whom
               the performance of the function can be distributed, and

               the degree of expertise or skill required to perform the function.

Reasonable Accommodations
Reasonable accommodation is any change or adjustment to a job or work environment that does
not promote an undue hardship on the employer that permits a qualified


                               IHL Executive Office Policies and Procedures
                                    Mississippi Institutions of Higher Learning
                                               IHL Executive Office


                                                                              Retrieval No.          60104
Section:       General Policies                                               Page No.                2 of 2
                                                                              Date            October, 2004
                                                                              Supercedes                N/A
Subject:       Americans with Disabilities Act Policy

applicant or employee with a disability to participate in the job application process, to perform
the essential functions of a job, or to enjoy benefits and privileges of employment equal to those
enjoyed by employees without disabilities. For example, reason accommodation may include:

               acquiring or modifying equipment or devices,
               job restructuring,
               part-time or modified work schedules,
               reassignment to a vacant position,
               adjusting or modifying examinations, training materials or policies,
               providing readers and interpreters, and
               making the workplace readily accessible to and usable by people with disabilities.

It is a violation of the ADA to fail to provide reasonable accommodation to the known physical
or mental limitations of a qualified individual with a disability, unless to do so would impose an
undue hardship on the operation of your business. Undue hardship means that the
accommodation would require significant difficulty or expense.

Undue Hardship
Undue hardship means that an accommodation would be unduly costly, extensive, substantial or
disruptive, or would fundamentally alter the nature or operation of the business. For more details
regarding ADA, contact the Office of Human Resources.




                               IHL Executive Office Policies and Procedures
                                     Mississippi Institutions of Higher Learning
                                                IHL Executive Office


                                                                               Retrieval No.            60105
Section:         General Policies                                              Page No.                  1 of 2
                                                                               Date              October, 2004
                                                                               Supercedes                  N/A
Subject:         Loss Prevention Policy

The IHL Executive Office will maintain an internal control environment which will minimize
loss and help identify losses and fraudulent acts. All employees are responsible for reporting
possible losses and/or fraudulent activity. Any employee found to have caused the IHL
Executive Office loss in relation to the IHL Executive Office's financial affairs is subject to
disciplinary action including termination and investigation by law enforcement agencies when
warranted.

Scope
Loss and fraudulent activities may include but are not limited to the following:

                 Forgery or alteration of documents (checks, promissory notes, time sheets,
                 independent contractor agreements, purchase orders, budgets, etc.)

                 Misrepresentation of information on documents

                 Misappropriation of funds, securities, supplies or any other asset (including
                 furniture, fixtures, or equipment)

                 Improprieties in the handling or reporting of money transactions

                 Authorizing or receiving payments for goods not received or services not
                 performed

                 Authorizing or receiving payments for hours not worked, except for properly
                 recorded personal leave use

                 Any apparent violation of Federal, State, or local laws

                 Any similar or related activity causing undue loss to the IHL Executive Office

Responsibility
Although fraud detection is not solely the responsibilities of management, management is
responsible for detecting loss and fraudulent activities in their areas of responsibility. Each
manager should be familiar with the types of improprieties that might occur in his or her area.
Managers should also be alert for any indication that loss or fraudulent activity is or was in
existence in his or her area.

When an improper activity is detected or suspected, the employee should contact his/her
supervisor. If the supervisor is suspected, the next level supervisor should be notified. The
Assistant Commissioner for the area along with the supervisor will discuss the situation with the
Assistant Commissioner for Finance and Administration, if appropriate. If an employee does not

                                IHL Executive Office Policies and Procedures
                                  Mississippi Institutions of Higher Learning
                                             IHL Executive Office


                                                                            Retrieval No.          60105
Section:      General Policies                                              Page No.                2 of 2
                                                                            Date            October, 2004
                                                                            Supercedes                N/A
Subject:      Loss Prevention Policy

feel comfortable discussing the situation with his/her supervisor, he/she may contact the
Assistant Commissioner of Finance and Administration. All information will be held in strict
confidence by the Assistant Commissioner of Finance and Administration. The issue should not
be discussed with any other individuals. The Assistant Commissioner of Finance and
Administration along with the Police (when applicable) will conduct an investigation of any
suspected loss or fraudulent activity. Management is responsible for taking appropriate
corrective actions to ensure adequate controls exist to prevent continued occurrences. Care
should be taken in dealing with suspected dishonest or fraudulent activities to avoid the
following:

              alerting suspected individuals that an investigation is under way
              incorrect accusations
              making statements that could lead to claims of false accusation or other offenses

Employees may contact the Office of Human Resources to determine the appropriate action to be
taken.




                             IHL Executive Office Policies and Procedures
                                     Mississippi Institutions of Higher Learning
                                                IHL Executive Office


                                                                               Retrieval No.            60106
Section:        General Policies                                               Page No.                  1 of 2
                                                                               Date              October, 2004
                                                                               Supercedes                  N/A
Subject:        Risk Management

Safety and Loss Control
The Office of Risk Management endeavors to provide cost-effective loss control and safety programs
and procedures that will reduce workers’ compensation and tort related claims and losses as it
applies to the administration of the IHL Executive Office. The program is designed to work with
other IHL Executive Office Departments to create a safer and more healthful atmosphere for
work and service and to promote good health and safety practices by the employee.

The Safety Department has the following responsibilities:

        Commitment of the IHL Executive Office to accident and injury prevention
        Establishment of standards of safety practices for equipment and facilities
        Coordination of accident investigation involving serious injuries
        Preventive investigation: an on-going program of surveillance of the entire campus
        environment to disclose safety hazards and to promote improvements
        Safety promotion: a continuous safety education program, conducted to orient and train
        IHL Executive Office employees in safety policies and practices.

Claim Reports

Workers’ Compensation
An employee injured on the job should notify his/her supervisor and the IHL Executive Office of
Human Resources immediately to complete the Employer’s First Report of Injury or Illness. All
work related injuries should also be reported to the Office of Risk Management at 601-432-6220
or 601-432-6688 during the hours of 8:00 a.m. to 5:00 p.m., Monday through Friday. Work
related injuries occurring on weekends, weekdays after 5:00 p.m. and all holidays should notify
Security at 601-540-8579. More detailed information on the Workers' Compensation Program
may be obtained from the Office of Risk Management.

Third Party Liability (other than Automobile and Professional Liability Claims)
Injuries to a third party should be reported immediately to Security at 601-540-8579. Security
should notify the Office of Risk Management at 601-432-6220 or 601-432-6688 and complete an
accident report to be provided to the Office of Risk Management for processing.

NOTE: In the event of an accident that results in death, serious injury, or injury that requires surgery
within 48 hours, immediately telephone AmFed Companies, IHL’s claim administrator, at
1-800-264-8085 in addition to following the procedures noted above.




                                IHL Executive Office Policies and Procedures
                                    Mississippi Institutions of Higher Learning
                                               IHL Executive Office


                                                                              Retrieval No.          60106
Section:       General Policies                                               Page No.                2 of 2
                                                                              Date            October, 2004
                                                                              Supercedes                N/A
Subject:       Risk Management

Automobile Claims
A report of an employee traveling on IHL Executive Office business and/or IHL vehicle
involved in an automobile accident must be reported within 48 hours to Susan Caldwell,
Galloway-Chandler-McKinney Insurance at 662-328-0492 or by email at susan.caldwell@gcm-
insurance.com and the Office of Risk Management.

Professional Liability
The Office of Risk Management shall be informed (601-432-6220 or 601-432-6688) within 48
hours of a notice of claim involving wrongful employment acts and claims arising out of
discrimination, sexual harassment, violation of Americans with Disabilities Act (ADA), violation
of Age Discrimination in Employment Act (ADEA), violation of right to privacy act, violation of
Title VII of the Civil Rights Act, violation of Title IX, false arrest or imprisonment, educational
malpractice or failure to educate, disparagement of product or service, violation of copyright,
patent infringement, violation of civil antitrust laws, defamation, publishing, broadcasting, or
telecasting, malicious prosecution, idea misappropriation, unfair compensation, and professional
liability of employed attorneys functioning as in-house general counsel.

Insurance and Contracts
To aid the Board in assuring coordination of insurance coverages and compliance with Board
policy with the applicable state statues and the rules and policies of the Mississippi Tort Claims
Act and its board, the Mississippi Workers’ Compensation statues and the Mississippi Workers’
Compensation Commission, the Office of Risk Management will review all contracts that
contain insurance and indemnification language prior to execution and all insurance coverage
purchases prior to procurement.




                               IHL Executive Office Policies and Procedures
                                   Mississippi Institutions of Higher Learning
                                              IHL Executive Office


                                                                             Retrieval No.          60107
Section:       General Policies                                              Page No.                1 of 4
                                                                             Date            October, 2004
                                                                             Supercedes                N/A
Subject:       Sexual Harassment Policy

The IHL Executive Office is committed to fostering an environment that prevents sexual
harassment of employees. The IHL Executive Office also has a commitment to professionalism,
fostered by an atmosphere of mutual trust and respect. These commitments are threatened when
persons in positions of authority abuse the trust placed in them.

The IHL Executive Office follows the Equal Employment Opportunity Commission’s guideline
definition of sexual harassment as its guideline for defining sexual harassment.

This guideline defines sexual harassment as unwelcome sexual advances, requests for sexual
favors, and other verbal and physical conduct of a sexual nature when (1) submission to such
conduct is made either explicitly or implicitly a term or condition of an individual’s employment,
(2) submission to or rejection of such conduct by an individual is used as a basis for employment
decisions affecting such individual, or (3) such conduct has the purpose or effect of unreasonably
interfering with an individual’s work environment. These definitions apply to all employees who
may have a complaint of sexual harassment.

In order for behavior to be considered sexual harassment it must be unwelcome and of a sexual
nature. Examples include:
    • Verbal harassment or abuse of a sexual nature
    • Subtle pressure for sexual activity
    • Sexist remarks about a person’s clothing, body or sexual activities
    • Unwanted touching, patting or pinching
    • Demanding sexual favors accompanied by implied or overt threats concerning one’s job,
       letters of promotion, pay, recommendation, etc.
    • Inappropriate display of sexually suggestive or pornographic materials

If an employee believes that he or she has been subjected to sexual harassment, he or she should
immediately report this to the Office of Human Resources. Incidents may be reported to the
immediate supervisor; however, it is mandatory that allegations of sexual harassment be reported
to the Office of Human Resources.

The Personnel Administrator will handle the matter with as much confidentiality as possible. An
immediate investigation will be conducted in an attempt to determine all of the facts concerning
the alleged harassment. Retaliation against any employee who reports a claim of sexual
harassment or against any employee who participates in the investigation of a complaint will not
be tolerated by the IHL Executive Office.

If it is determined that sexual harassment has occurred, corrective action will be taken.
Depending upon the circumstances, this corrective action may include a reprimand, demotion,
discharge or other

                              IHL Executive Office Policies and Procedures
                                    Mississippi Institutions of Higher Learning
                                               IHL Executive Office


                                                                              Retrieval No.          60107
Section:       General Policies                                               Page No.                2 of 4
                                                                              Date            October, 2004
                                                                              Supercedes                N/A
Subject:       Sexual Harassment Policy

appropriate action. A person bringing a frivolous allegation of sexual harassment may be subject
to disciplinary action, which could include termination.

Sexual Harassment Defined
These guidelines prohibit “quid pro quo: and “hostile environment” sexual harassment as defined
below.
    1. Quid Pro Quo Sexual Harassment – Unwelcome sexual advances, requests for sexual
       favors, and other verbal and physical conduct of a sexual nature by one in a position of
       power or influence constitutes “quid pro quo sexual harassment” when (1) the individual
       is subjected to sex-related conduct that was unwelcome, (2) submission by an individual
       to the sex-related conduct is made either an explicit or implicit term or condition of
       employment or of academic standing, or (3) submission to or rejection of such conduct is
       used as the basis for academic or employment decisions affecting that employee. As
       defined here, “quid pro quo sexual harassment” normally arises in the context of an
       authority relationship. This relationship may be direct as in the case of a supervisor and
       subordinate or it may be indirect when the harasser has the power to influence others who
       have authority over the victim.

   2. Hostile Environment Sexual Harassment – Unwelcome sexual advances, requests for
      sexual favors, and other verbal and physical conduct of a sexual nature constitute “hostile
      environment sexual harassment” when such conduct is directed toward an individual
      because of his or her gender and has the purpose or effect of (1) the individual subjecting
      to sex-related conduct that was unwelcome, (2) creating an intimidating, hostile, or
      offensive work or academic environment, or (3) unreasonably interfering with another’s
      work. Generally, a single sexual joke, offensive epithet, or request for a date does not
      constitute hostile environment sexual harassment; however, being subjected to such
      jokes, epithets or requests repeatedly may constitute hostile environment sexual
      harassment.

The Supreme Court has ruled that a claim of either quid pro quo or hostile environment can be
made under Title VII even when the alleged harasser and alleged victim are of the same sex. In
same sex sexual harassment claims the complaining party must demonstrate that he or she was
exposed to disadvantageous working conditions to which members of the other sex were not
exposed. Title VII does not afford a complaining party protection because of sexual orientation.
Consequently, a same sex sexual harassment complaint, an alleged violation of Title VII, cannot
be initiated because someone was harassed on the basis of their sexual orientation or effeminacy.

In determining whether alleged sexual harassment conduct warrants corrective action, all
relevant circumstances, including the nature of the sexual advances and the context in which the
conduct occurred, will be considered. Facts will be judged on the basis of what is reasonable to
persons of ordinary sensitivity and not on the particular sensitivity or reaction of an individual.

                               IHL Executive Office Policies and Procedures
                                    Mississippi Institutions of Higher Learning
                                               IHL Executive Office


                                                                              Retrieval No.          60107
Section:       General Policies                                               Page No.                3 of 4
                                                                              Date            October, 2004
                                                                              Supercedes                N/A
Subject:       Sexual Harassment Policy

Consensual Relationships
Consensual sexual relationships between supervisors and their subordinates are considered
unwise and are strongly discouraged. The respect and trust accorded a person by a subordinate,
as well as the real or perceived power exercised by the supervisor, may greatly diminish the
subordinate’s actual freedom of choice. In the event that a sexual harassment complaint in such
a situation, it may be exceedingly difficult to prove immunity on the grounds of mutual consent.

Reporting of Sexual Harassment Allegations
Persons who believe they have been victims of sexual harassment should report the incident(s)
immediately to the Personnel Administrator. Additionally, supervisory personnel who are
contacted by an individual seeking to file a complaint about sexual harassment in their unit or
area of responsibility shall assist the complaining party in contacting the Personnel
Administrator. Delay in reporting makes it more difficult to establish the facts of a case and may
contribute to the repetition of offensive behavior.

Confidentiality
Procedures for prompt, appropriate corrective action are an essential part of the IHL Executive
Office’s effort to deal with sexual harassment. The IHL Executive Office has established a
procedure to address complaints of sexual harassment. All reasonable steps will be taken to
assure that the complaining party and the alleged harasser are protected by the highest degree of
confidentiality possible. Both parties are advised however, that once an inquiry or an
investigation has begun, anonymity may be impossible. Again, information about individual
complaints and their disposition is considered confidential and will be shared only on a “need to
know” basis. The IHL Executive Office will do everything consistent with enforcement of this
policy and with the law to protect the privacy of the individuals involved and to ensure that the
complainant and the accused are treated fairly.

Assurance Against Retaliation
This policy seeks to encourage employees to express freely, responsibly and in an orderly way
opinions and feelings about any problem or complaint of sexual harassment. Retaliation against
persons who report or provide information about sexual harassment or behavior that might
constitute sexual harassment is also strictly prohibited. Any act of reprisal, including
interference, coercion, and restraint, by an IHL Executive Office employee or by one acting on
behalf of the IHL Executive Office, violates this policy and will result in appropriate disciplinary
action. Witnesses and others participating in an investigation are also protected against
retaliation.

False or Vexatious Complaints
The sexual harassment policy shall not be used to bring frivolous or malicious complaints against
employees. If a complaint has been made in bad faith, disciplinary action may be taken against


                               IHL Executive Office Policies and Procedures
                                   Mississippi Institutions of Higher Learning
                                              IHL Executive Office


                                                                             Retrieval No.          60107
Section:       General Policies                                              Page No.                4 of 4
                                                                             Date            October, 2004
                                                                             Supercedes                N/A
Subject:       Sexual Harassment Policy

the person bringing the complaint. A conclusion that a knowingly false sexual harassment
charge has occurred shall subject the offender to appropriate disciplinary action and may result in
suspension, discharge, or dismissal.

Reporting Channels and Time Lines
All allegations of sexual harassment should be reported to the Personnel Administrator. To
assure timeliness in eliminating the sexual harassment, all complaints should be filed as quickly
as possible after the occurrence of the harassment. Normally, a complaint will not be considered
to have been made in a timely manner if it is reported more than 180 days after the date of the
alleged harassment.

The following sections identify appropriate sexual harassment resource persons and complaint-
receiving officials that employees should contact regarding sexual harassment.

Responsibilities of Supervisory Personnel
All employees of the IHL Executive Office have a general responsibility to contribute in a
positive way to an environment that is free of sexual harassment. Supervisory personnel,
however, have additional responsibilities. Supervisory personnel are not only responsible for
educating and sensitizing employees in their units about sexual harassment issues, they are also
directed to take all appropriate steps to prevent and stop sexual harassment in their areas of
responsibility. Supervisory personnel who are approached by an individual with a sexual
harassment allegation in their unit or area of responsibility must notify the Personnel
Administrator. Also, supervisory personnel should assist the complaining party in contacting the
Personnel Administrator.

Employee Complaints
Employees with complaints of sexual harassment should contact the Personnel Administrator.
An immediate supervisor to whom an employee has come with a complaint of sexual harassment
should recommend that the employee contact the Personnel Administrator. The supervisor must
report such complaints to the Personnel Administrator.

Employee complaints will be investigated in accordance with the IHL Executive Office’s
Complaint Procedures for Equal Opportunity and Regulatory Compliance issues.

Procedures for Handling Complaints of Sexual Harassment
Complaints of sexual harassment will receive immediate attention by the Personnel
Administrator. Complaints may be resolved on an informal basis with the Personnel
Administrator. If the matter cannot be resolved on an informal basis, it will be resolved under
the complaint procedure set forth in the IHL Executive Office Handbook.



                              IHL Executive Office Policies and Procedures
                              Mississippi Institutions of Higher Learning
                                         IHL Executive Office


                                                                        Retrieval No.          60108
Section:   General Policies                                             Page No.                1 of 1
                                                                        Date            October, 2004
                                                                        Supercedes                N/A
Subject:   Solicitation on Campus

TO BE DRAFTED




                         IHL Executive Office Policies and Procedures
                                          Mississippi Institutions of Higher Learning
                                                     IHL Executive Office




                                                                                Retrieval No.               60109
Section:        General Policies                                                Page No.                     1 of 2
                                                                                Date                 July 26, 2006
                                                                                Supersedes                     N/A
Subject:        Parking

Purpose
The purpose of the Parking policy is to establish rules and guidelines for the Mississippi Institutions of
Higher Learning (IHL) complex. Guidelines are established to address parking privileges in the parking
garage and the ring road encircling the campus.

Any motorized vehicle operated on the campus must follow all state traffic rules and regulations. This
policy is applicable to all vehicles including two-wheeled vehicles.

Guidelines for Reserved Parking
   • Reserved parking assignments will be made for the parking garage only. All other legal parking
       locations will be on a first come basis except when reserved parking for special guests is
       authorized.
   • Parking locations will be assigned by the Department of Human Resources in the following
       priority order:
           o Board of Trustees of Institutions of Higher Learning,
           o Commissioner and Assistant Commissioners of the IHL Executive Office,
           o IHL Motor Pool Vehicles,
           o Directors of departments at IHL and Commissioners of other agencies housed on the
                IHL campus, and
           o All other employees based on length of employment at IHL.
   • Parking is prohibited in any spaces marked as no-parking space.
   • Handicapped parking spaces may only be occupied by vehicles with appropriate handicap
       stickers.

    Twelve parking spaces have been reserved in the parking garage for the Board of Trustees. These
    spaces will be provisionally assigned to employees working on campus. Employees who are
    provisionally authorized to park in these spaces will be required to move their vehicles on any and
    all Board meeting days and when Board members notify the Commissioner’s office they will be
    visiting the campus.

    During Board meeting days, parking spaces in the front of Paul B. Johnson Jr. Building will be
    reserved for the Institutional Executive Officers.

    Any employee who currently has parking privileges in the parking garage will maintain that
    privilege. The priority order will apply as vacant positions become available. Any employee who
    receives a provisional assignment in a Board of Trustees’ parking location will not lose his/her right
    to a reserved space when one becomes available.

    The IHL Executive Office will not be responsible for any damage to vehicles parked on the campus.
    The campus has gates at both entrances which will be locked from 10:00 p.m. to 6:00 a.m. each day.




                                 IHL Executive Office Policies and Procedures
                                      Mississippi Institutions of Higher Learning
                                                 IHL Executive Office


                                                                            Retrieval No.           60109
                                                                            Page No.                 2 of 2
                                                                            Date             July 26, 2006
                                                                            Supersedes                 N/A



Employee identification cards are provided which may also be used to open the gates during those
hours.

The parking policy will take effect immediately.




                             IHL Executive Office Policies and Procedures