Material and Transportation Fees
Material and Transportation (M&T) fees are charged to students
for courses under circumstances in which the student will own the end
product of his or her work when using such materials. The
transportation charge is usually imposed for courses requiring field
trips. Material fees are not intended to supplement a department’s OTPS
budget. A student charged a material fee should benefit from additional
material that is not part of a regular course offering. Material fees
are also charged in situations where a college purchase will save
students time and money if they were required to purchase the same
items on their own.
M&T fees must be approved every two years by the University’s
Board of Trustees, or if the fee changes, whichever occurs first. These
fees must be collected by the Bursar.
Procedures for Requesting M&T Fees
Please contact the Office of
the Vice President for Finance and Administration for review as to
need, justification and support of the requested fee charge prior to
submission to Central Office for approval and inclusion in the
University/Chancellor’s Report. Decisions on requests for M&T fees
may require an extended period of time and academic departments should
submit the completed forms well in advance of the due dates for
submission to Central Office for Board approval.
Fees may only be used for courses and purposes approved by the Board.
Fiscal Management and Accountability
The policies and procedures governing the fiscal management of the
funds generated by the fees are based upon Generally Accepted
Accounting Principles (GAAP) and sound business practices. Once M&T
fees are approved by the Board, an M&T account by academic
department is established to record deposits and expenditures, and
ensure accountability for these funds. A signature card must be signed
by the responsible departmental personnel, and any changes in the
status of authorized signatories must be reported immediately to the
Purchase requisitions, purchase orders and payment requests
(including supporting documentation) are required to purchase material
and pay for M&T costs. Receipts must accompany the payment
requests. The course number must always be indicated on the forms.
Departments are responsible for keeping departmental records of receipt
and disposition of funds used for M&T purposes. On a monthly basis,
the Accounting Office will provide departments with financial reports
of receipt and expenditure information for review and reconciliation
with each department’s own records. Any discrepancies must be
immediately reported to and resolved with the Accounting Office.
Departments are permitted to carry over a small or minimal balance from
year to year, but are prohibited from accumulating a substantial amount
of unspent funds.
M&T funds will be subject to periodic audits by the University Office of Internal Audit and Management Services.