POLICY No. BAA-L01

 

INTERNAL POLICY AND PROCEDURE

 

TITLE:

Procedures for Ensuring Civil Service Certification &

Internal

Control

 

EFFECTIVE DATE

:

 

November 23, 2004 (Title Updates 1/20/10)

 

CANCELLATION:

None

 

DIVISION:

BUSINESS AND ADMINISTRATIVE AFFAIRS (BAA)

  

 

CATEGORY:

Human Resources (Civil Service Employment)

 

 

RESPONSIBLE

DEPARTMENT:

Human Resources (L)

 

 

 

PROCEDURES & SPECIFIC INFORMATION

 

1. Purpose

 

To establish procedures for ensuring civil service certification and internal control, in accordance

with Policy and Procedures Memorandum HR-2130.1, Civil Service Appointing Authority,

Certification and Internal Control.

 

 

2. Scope and Authority

 

This procedure applies to all Human Resources staff involved in matters pertaining to

Civil Service employees.

 

 

3. Appointing Authority Responsibility

 

In accordance with Policy and Procedures Memorandum HR-2130.1, Civil Service Appointing

Authority, Certification and Internal Control, the Assistant Vice Chancellor for Human Resources

serves as the Civil Service Appointing Authority for Delgado Community College. This gives the

Assistant Vice Chancellor for Human Resources authority to take and to certify actions and or to

delegate to other members of the Office of Human Resources staff approval to take actions

and/or to certify compliance.

 

 

4. Certification Authority Procedures

 

1. The Assistant Vice Chancellor for Human Resources will delegate to his/her staff by

official memorandum designating who has authority to certify actions. This will inform

Human Resources staff as to who has the authority to approve and who has authority to

certify actions at the College.

 

 

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2. Documentation of delegations of appointing authority to approve taking actions shall

be maintained in the Human Resources Office, as well as any written documentation of

who is the appointing authority’s designee to certify compliance.

 

 

5. Internal Control Procedures

 

1. Internal Controls have been established by a Human Resources internal audit function of

all actions taken during a bi-weekly pay period.

 

2. The Office of Human Resources will follow standard operating procedures as

established for hiring, authorizing pay above the minimum, promotions, reallocations,

merit increases, etc., in accordance with Civil Service guidelines.

 

3. Human Resources will follow established security procedures to protect confidential

information.

 

4. Human Resources will follow an established system of checks and balances. This

system will ensure that a complete HR function cannot be performed without the

involvement or review of more than one employee.

 

5. Human Resources employees will be held accountable for the functions of their jobs by

means of timely, thorough, job-specific PPR performance expectations and timely and

thorough PPR reviews.

 

 

 

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Reference

:

Delgado Policy and Procedures Memorandum HR-2130.1, “Civil Service

Appointing Authority, Certification and Internal Control”

 

 

Review Process:

Director, Human Resources 11/16/04

Business & Administrative Affairs Council 11/23/04

 

 

Approval:

Vice Chancellor for Business and Administrative Affairs 11/23/04

Civil Service Acceptance 1/5/05