Fees for Off-Campus Short Courses Conducted Jointly by Campus and County Staff
REG 06.15.2
Authority: Issued by the Chancellor. Changes or exceptions to administrative regulations issued by the Chancellor may only be made by the Chancellor.
History: First Issued: March 1995.
Contact Info: CALS Personnel Director (919)515-2708
1. Short courses, conferences, and seminars are frequently conducted jointly by
Extension Specialists and County Extension staff at the County Extension Center
or other convenient local setting. Registration fees are usually charged participants
to recover allowable costs of the short course. This policy statement describes
allowable costs to be charged via the registration fee, procedures for budgeting
short-course expenses and proper accounting procedures for these jointly conducted
courses. (It is expected that counties operating alone or with clientele will
utilize county accounts and specialists conducting state or regional workshops
will use the services of the Continuing Education Unit at North Carolina State
University.)
2. Allowable Uses of Registration Fees
2.1. State and federal regulations prohibit the use of appropriated funds for
the generation of revenue. These regulations do permit the use of registration
fees to recover individual specialist and county staff costs for materials,
materials preparation costs, postage, the rental and purchase of visual aid
equipment, and allowable specialist per diem costs. Transportation costs are
not allowable since state cars are provided for specialist travel. Registration
fees may also include costs for meals, breaks, and outside speaker fees associated
with the short course.
2.2. Registration fees may not include cost recovery for professional meetings,
SPA and EPA labor, major equipment purchases such as microcomputers and vehicles,
alcoholic beverages, and entertainment expenses. Registration fees shall be
waived for those participants who are unable to pay. Such individuals will
not receive handout materials made possible by the registration fees.
3. Accounting Requirements
3.1. Each specialist who wishes to charge a registration fee for a county-based
short course will prepare and submit a line item budget for each short course
to the Specialist In Charge and/or Department Head for approval. This budget
will also include allowable expenditures to be made by a cooperating county
staff in support of the short course.
3.2. The department will maintain a file of the approved short-course budgets,
receive and deposit registration fees, and pay allowable short-course expenses.
Registration fee checks will be made out to the North Carolina Cooperative
Extension Service. All allowable expenses for an approved short course will
be paid in full within six months of the completion of the approved short
course.
3.3. Each department will establish a separate sub-ledger 3 account (sales and
services) for the receipt of short-course registration fees and the payment
of allowable expenses. University approved accounting procedures will be followed
to assure proper accountability.
