do I contact if I have a question about an administrative
policy or procedure?
a telephone number or email address cannot be found
within the References section or in the text of the
document, contact the Responsible Administrator or Office
listed beneath the heading. For general questions or
comments, contact the Administrative Policies Officer
at (949) 824-8713 or email@example.com.
would an administrative policy refer to both the University
and the Campus as separate sources for policy information?
UC Office of the President (UCOP) develops policies for the
entire UC system. Authorized campus offices implement
those policies for the UCI campus. Campus policies,
procedures and guidelines may be more detailed and restrictive
than the systemwide policy.
are administrative policies issued and what is the source
of the authority?
Administrative policy and procedure sections are issued
as described in Sec. 103-11: Guidelines
for Writing and Publishing Policies and Procedures.
Owners are responsible for keeping their sections up-to-date
and aligned with systemwide policy. There may be several
owners across coordinating points for an individual
section. The authority for policies originates at Office
of the President and is communicated through
various UCI campus and UC systemwide sources.
should accept a subpoena?
and service of a subpoena are outlined in Section 700-11:
on Subpoena, Subpoena Duces Tecum, and Deposition Subpoena.
are the official University holidays?
Annual holidays are listed in Personnel Policies for
UC Staff Members, Policy
40: Holidays. See also Personnel Procedures
for UCI Staff Members, Procedure
40: Holidays for guidelines on holiday pay.
Current and archived UCI Academic & Administrative Calendars
can be found on the Registrar's
are the current travel per diem rates?
Rates are listed in Appendix B: Lodging
and M&IE Reimbursement Ceilings of the Business
and Finance Bulletin, G-28, Policy
and Regulations Governing Travel.
- If I pay the monthly fees, can I
place personal items in the long-term storage facility
on North Campus?
and Finance Bulletin, BUS-29, Management and
Control of University Equipment, it
states that University materiel or property cannot be
used for personal purposes except with the approval
of the Chancellor. In the Policy
on Reporting and Investigating Allegations of Suspected
Improper Governmental Activities (Whistleblower Policy),
definitions are provided for the kinds of resources that should be used
only for University business. The list includes facilities,
and the rights to use of University facilities.
Do personnel regulations for University employees vary depending
on their classification and bargaining unit designation?
Yes, regulations for University employees are determined
by their salary program or bargaining unit. Human Resources
provides a Contract
Matrix by bargaining unit designation. Job
Title and Pay Information can be used to determine
which salary program or bargaining unit contract applies
to a position. For employees not represented by a bargaining
unit, the Personnel
Procedures for UCI Staff Members apply.
my department buy a gift for an employee? For example,
a retirement gift and reception? What about recognition
awards or expressions of sympathy?
UC Business and Finance Bulletin G-41 covers this topic, as does the campus' Section 700-13:
Guidelines for Reimbursement of Gift Purchases.
Gifts for employees are covered and include discussions of
recognition awards and sympathy gifts (up to $75 without
exceptional approval; or a cash contribution of $200 or less to a charitable organization). Retirement gifts are allowed
up to $400. Employee recognition events, such as retirement
receptions, are covered in Section 701-20 Business Meetings and Entertainment Guidelines. Other forms of gift giving to employees
and non-employees are discussed under the Quick View: Gifts.
we use University funds to have a holiday party?
& Finance Bulletin BUS-79, Entertainment,
Section V. B.4. states: "The University may pay for or reimburse costs for meals or light refreshments associated with official employee morale-building and appreciation activities that serve a University business purpose. Examples of such occasions include a gathering to honor a departing employee who is retiring or who is separating from employment after at least 5 years of University service, employee recognition receptions, annual faculty/staff picnics, new employee receptions, and holiday gatherings. Under no circumstances may University funds be used for occasions such as employee birthdays, weddings, anniversaries, or other occasions of a personal nature." (See related Delegations
of Authority referenced in Section 701-20 Business Meetings and Entertainment Guidelines).
an employee terminates from the University, can the employee
take the records or notebooks they worked on during their
Records kept by administrative and research staff are
the property of the University of California. Laboratory
notebooks and other original research records are addressed
in University Regulation No. 4 (II, 5. Publicity of Results) and the UC Copyright Policy.
Administrative records are covered in Business &
Finance Bulletin RMP-1,
University Records Management Program (IV, 4. Ownership
should I contact if I want to use the unofficial University
seal or UC Irvine seal on a publication? (The official seal is used only
by Office of the President)
receive approval to use the unofficial UC seal or UC Irvine seal for any official purpose or in connection
with alumni, student, or public projects, see University Communications'
Graphic Standards and Section
on Use of University Name and Seals, Campus Name and Seals and Trademarks.
is the rate of reimbursement when I take a guest to lunch
to discuss University business?
Authorized entertainment rates are listed in the campus
Administrative Policies & Procedures, Section 701-20 Business Meetings and Entertainment Guidelines. University policy on extending hospitality
for business purposes is discussed in UC Business and
Finance Bulletin BUS-79, Expenditures for Business Meetings, Entertainment, and Other Occasions.
a department name be changed? Academic? Administrative?
Academic unit name changes are discussed in the Universitywide
Review Processes for Academic Programs, Academic
Units, and Research Units. It is issued by the Office
of the President's Department of Academic Initiatives.
For administrative units, the Chancellor and appropriate
Coordinating Point Vice Chancellors are responsible
for the organization and internal administrative operations
of the units under their authority. (Standing Order
of the Regents 100.6 Duties
of the Chancellors).
a department design its own letterhead or business cards?
Official University of California stationery must be
used by all campus units. University policy governing design specifications for
stationery and collateral materials are
discussed in Section 705-16: Guidelines
for Stationery, Business Cards, and Collateral.
Questions about exceptions
to the official stationery policy should be directed
to the University Communications.
long do contract and grant records have to be kept? What about personnel
Section 721-10: Records
Management Guidelines, the retention and disposal
of University records is discussed and reference is
made to the University
of California Records Disposition Schedules Manual,
which contain retention periods for specific kinds of
documents. For contracts,
the retention period extends beyond the termination
of the grant and varies depending on length of the grant
and terms of the funding agency. Personnel
Records Management is handled by UCI's Human Resources.
- Can we send a ZotMail message to share information about an important product available to the University community?
Section 800-20: ZotMail Guidelines, explains that UCI's messaging system, ZotMail, is used to transmit authorized official business messages that may not imply University or campus endorsement, support, or opposition to a political, religious, or civic issue, or any non-University products, service, organization, or activity that has not been appropriately authorized by the Chancellor or designee.
my salary confidential? What about my performance evaluation?
In Business and Finance Bulletin RMP-8, Legal
Requirements on Privacy of and Access to Information
Education Rights and Code, Public Records Act,
it states that disclosures under this section do not
require consent of the individual to whom the information
pertains. This includes current rate of pay. Staff performance
evaluations, however, are considered personal and are
protected by the Information
Practices Act. Related information can be found
under Quick View: Privacy.
UCI have a dress code?
There is no stated dress code for the University, however
attire should be appropriate for the work environment.
Departments may have their own dress codes, developed
in consultation with Human Resources, that take into
account appropriateness for public contact, safety,
etc. Section 903-10: EH&S
Policy confirms departmental responsibility
for ensuring a safe environment; EH&S can provide
guidance for protective clothing and footwear.
University property automatically insured? If stolen,
is there a deductible and how is the replacement value
Coverage for direct loss under the University's Self-Insurance
Program is extended to property owned or in the care,
custody, and control of The Regents. UC Business and
Finance Bulletin BUS-81, Property
Self-Insurance Program includes detailed discussion
of deductibles; definitions of non-theft, forced-entry
and non-forced entry theft; and the optional program
to reduce deductibles (Buy-Down Program). Section 711:
on University Property, General Liability contains
the current rate used for the Buy-Down Program and includes
links to other UC Bulletins covering the various insurances
of University property.
do I set up a new account/fund?
and fund numerical codes are assigned and maintained
by the Accounting Office, via a request to the Budget
Office, as described in Section 701-11: Procedure
for Establishing or Changing Accounts and Funds.
is signature authority established?
Authority to conduct a non-electronic financial
transaction for a department or program is designated
by means of the Signature Authorization
or Cancellation Form (Form U242).
Authorization or Cancellation Form (Form U242) can be used by deans, department chairs, principal investigators,
and administrative department heads to authorize responsible
individuals to expend allocated University funds when
there is no overruling written redelegation of authority.
Form U242 is completed and issued by a department or
program to notify administrative and service departments
(accounting, purchasing, personnel, etc.) of a given
person's authority to conduct specified business transactions.
As explained in Section 701-13: Signature
Authorization Procedures, Form U242 also serves
to provide a specimen signature for those to whom authority
is given to expend funds. The Accounting Office is responsible
for maintaining and distributing to service departments
an annual list of persons authorized to conduct financial
electronic transactions, various online systems (Payroll/Personnel,
Financial Systems, and others) maintain their own security
and require that specific authorization and access information
be registered prior to conducting any business transactions.
See Section 714-16, Procedures
for Accessing University Administrative Information
Delegations of Presidential Authority
of Authority and Signature Authorization, discusses
how a delegation or redelegation of authority constitutes
a major assignment of authority and responsibility,
in writing, to a campus official. Generally, such authority
is a redelegation of Presidential authority to the Chancellors.
Authority delegation documents are usually broad in
scope and don't specify the details of how campus business
will be conducted. Delegations and redelegations of
authority are usually prepared in consultation with
the Administrative Policies Officer. See
Delegations of Authority Index.
approved recharge rates published anywhere?
Section 703-13: Recharge
Accounts and Rate Review Procedures, the Table
of Current Recharge Rates is listed in the references.
department has an old file cabinet they want to dispose
of (or a non-functioning piece of equipment bought with
my grant funds). Can they give it to me or can I buy it
Business and Finance Bulletin BUS-38, no one
employed in a department originating excess material,
or a near relative of such employee, may buy any excess
material originating in that department directly from
the University. Excess property should be reported to
the Equipment Management as explained in Section 706-20:
or Transfer of University Equipment - Procedure.
Purchase of excess property (note the above restriction)
is made through Materiel & Risk Management. See Excess
Property for Sale.
I use my break to handle my personal business?
Rest periods are discussed in Personnel Policies for
Staff Members, Policy
31: Hours of Work and in Personnel Procedures
for UCI Staff Members, Procedure
31: Hours of Work. Rest periods are considered
time worked (paid time). Meal periods are considered
neither time worked nor time on pay status, provided
the employee is substantially duty free.
I use my computer to do personal business if I don't use
it during work hours?
Section 800-15: UCI Guidelines for the UC Electronic Communications Policy discusses incidental personal
use of electronic communications services (such as telephones,
internet, and e-mail) which may be permitted, provided
that the user does not interfere with others' use of
those services, interfere with the work of University
employees (including the person using the service),
and incur noticeable, incremental costs to the University.
departments have their own computing and networking
resources and policies related to computer use for personal
business during non-University paid time. When accessing
computing resources, all users must abide by Section
and Network Use Policy and the policies of other
departments. Student responsibilities are also described
in the UC
Policies Applying to Campus Activities, Organizations,
and Students. In addition, all users are responsible
for complying with policies of off-campus network services
accessed using UCI resources.
I reserve a room on campus for a meeting of my church
Section 900-10: Policy
on Use and Scheduling of UCI Properties, it
is stated that "University properties may be used by
non-University organizations and individuals only with
prior approval of the director of the appropriate scheduling
office, and with endorsement by an appropriate UCI department
or registered campus organization. Any such use must
be for University-related purposes, public service benefit,
or campus benefit." And, requests for use of properties
by religious organizations must be endorsed by the Interfaith
Foundation prior to campus approval. See the Examples
of Approved Uses of University Facilities.
I get a copy of my personnel file?
for requesting access to an employee's own personnel
records, and examples of records exempted from disclosure,
are discussed in Personnel Policies for Staff Members
80: Staff Personnel Records and in Personnel
Procedures for UCI Staff Members, Procedure
80: Staff Personnel Records.
vendor we frequently do business with wants to provide
a lunch for our staff. Is this a problem?
personnel should not, in general, solicit or accept
anything of value from any vendor, contractor, or other
individual. This is specifically outlined the Policy on Health Care Vendor Relations. University employees must comply with the
provisions of State and Federal law governing the acceptance
of gifts and gratuities in circumstances where the receipt
of a gift may be considered. These are discussed in
UC Business and Finance Bulletin G-39, Conflict
of Interest Policy and Compendium of Specialized University
Policies, Guidelines, and Regulations Related to Conflict
of Interest. In addition to compliance with
the requirements of law, employees must avoid the appearance
of favoritism in all of their dealings on behalf of
the University. The acceptance of personal gifts from
those doing business or seeking to do business with
the University, even when lawful, may give rise to legitimate
concerns about favoritism depending on the circumstances.
See Section 700-09: Policies
on Gifts, Gratuities and Conflict of Interest and Quick Views: Gifts & Conflict of Interest.
do I have to pay for a parking permit?
Parking and Transportation is established as a self-supporting
auxiliary enterprise receiving no state appropriations.
See the policy statement regarding parking fees in Section
Policy. Fees are used to provide sufficient
annual revenue to support the cost of operating, maintaining,
and developing University parking and alternative transportation
programs, traffic control, and related services.
I bring my child to my office for a few hours?
Children are not permitted in offices, except for brief
visits where they are under close supervision. Other
restrictions and explanations can be found under C.
Children in UCI Facilities, in Section 900-10: Policy
on Use and Scheduling of UCI Properties.
department is purchasing some specially designed lab benches.
Can I ask them to include an additional one for my personal
use as long as I reimburse the department?
Business and Finance Bulletin BUS-43, Materiel
Management (Part 3, Purchase Transactions) states
"University credit, purchasing power, and facilities
shall not be used to purchase goods or services for
individuals or for non-University activities."
I put my personal already-stamped mail in the outgoing
UCI mail bag?
Services - Policy, states University of California
policy that campus mail services are provided exclusively
for official University business. Personal mail should
not be entered into the incoming, outgoing, or interdepartmental
I have an emergency, can I get a loan for a short period?
Details on the University Employee Emergency Loan Fund
for the Irvine Campus are presented in Section 700-05:
Employee Emergency Loan Program - Procedure.
a staff member is admitted to UCI as a student, is there
a fee waiver? Is there any discount for UNEX courses or
support for non-UCI courses?
51: Reduced Fee Enrollment of the Personnel
Policies for Staff Members explains that a regular status employee who meets the admission requirements of the University is eligible for two-thirds reduction of both the University Registration Fee and the Educational Fee when enrolled in regular session courses of up to nine units or three courses per quarter or semester, whichever provides the greater benefit to the employee. See also Personnel Procedures for UCI Staff Members,
51: Reduced Fee Enrollment.
The reduced cost for UNEX courses is explained on the Employee Application for Reduced
Fees. Information on departmental
support for non-UCI programs are covered in Policy
50: Professional Development and in Personnel
Procedures for UCI Staff Members, Procedure
50: Professional Development .
my daughter have her wedding on campus?
to University of California Policies Applying to Campus
Activities, Organizations and Students, 40.00 Policy
on Use of University Properties, "Registered
campus organizations, student governments, and University
personnel, as well as students, faculty, and staff may
use University properties."
Section 900-10: Policy
on Use and Scheduling of UCI Properties, a list
of Approved Uses of University Facilities includes
"Faculty, staff, student, and alumni weddings and receptions." For information, contact Student Center & Event Services.