July 2008 UPDATES
Office of the
President
Two-Year Renewal – Policy on the Supplement to Military Pay
The Policy on the Supplement to Military Pay, which was set to expire on June 30, 2008, has been extended through June 30, 2010.
University of California Nondiscrimination and Affirmative Action Policy Regarding Academic and Staff Employment
Affirmative Action Policy Statement for University of California Publications Regarding Employment Practices
Personnel Policies for Staff Members
- PPSM 12, Nondiscrimination in Employment
- PPSM 14, Affirmative Action
The nondiscrimination in employment policies have been revised to provide consistency between University policy and the Uniformed Services
Employment and Reemployment Rights Act of 1994 (USERRA). The affirmative action policies have been revised to provide consistency with recently published regulations that implement the Jobs for Veterans Act of 2002 (JVA). For more information: Issuance Letter
Academic Personnel (Issuance letter)
- APM 710, Leaves of Absence/Sick Leave/Medical Leave
- APM 711, Reasonable Accommodation for Academic Apointees with Disabilities
- APM 080, Medical Separation
June 2008 UPDATES
Section 483-40, UCI Implementation Guidelines for Tobacco Industry Funding of Research provides review, approval and reporting procedures related to University submission of research proposals seeking funding from tobacco industry sponsors, as required by Regental Resolution 89. For more information: Issuance Letter
Office of the
President
UC Business and Finance Bulletin G-28, Policy and Regulations Governing Travel , reflects the new mileage reimbursement rate, effective July 1, 2008, of 58.5 cents per mile for expenses incurred in connection with the business use of a private automobile. For more information: Announcement Letter
UC Business and Finance Bulletin G-13, Policy and Regulations Governing Moving & Relocation, has been updated to reflect the new mileage reimbursement rate of 27 cents per mile for driving or shipping an automobile in connection with a move. For more information: Announcement Letter
May 2008 UPDATES
Office of the
President
UC Business and Finance Bulletin G-45, Implementing Requirements on Expenses Incurred in Support of Official Responsibilities of the President and Chancellors now includes Appendix C, Tax Guidelines Governing Expenses of an Associate of the President/Chancellor.
April 2008 UPDATES
Section 715-01, Policy on Travel Authorization and Approval has been simplified and updated to include links to the delegations related to travel and to procedural information located in SNAP.
Office of the
President
UC Whistleblower Policy has been updated to reflect responsibilities of the Senior Vice President, Chief Compliance and Audit Officer. For more information: Issuance Letter
UC Business and Finance Bulletin G-28, Policy and Regulations Governing Travel, has been revised to:
• State that travelers are strongly encouraged to purchase travel services from the University's Preferred Suppliers.
• Include a description of the responsibilities of the University’s Travel Management Services office.
• Provide that no exceptions shall be made to the daily meals and incidental reimbursement (M&IE) cap for travel of less than 30 days within the continental United States.
• State that M&IE cap should not be claimed as a per diem and that departments should require travelers to submit meal receipts if travelers routinely claim the maximum amount reimbursable.
• Clarify that prospective employees may be reimbursed for one round-trip coach airfare for each round of interviews.
For more information: Announcement Letter
UC Business and Finance Bulletin BUS-23, Insurance Coverage for Students Engaged in Off-Campus Activities, and BUS-74, Business Travel Accident Insurance, have been revised to direct members of the University community to UC Travel Insurance Coverage.
UC Business and Finance Bulletin G-41, Employee Non-Cash Awards and Other Gifts, has been further revised to remove the $75 threshold for providing receipts. All non-cash award and gift expenses must be supported by receipts in order to be reimbursed. Memo from VP-Finance
March 2008 UPDATES
Section 680-12, Policy on Memorial and Honorary Funds has been updated to include the size and location of plaques for memorial benches and the minimum contribution for purchase ($3,500). It also now states that the planting of memorial trees with adjacent plaques is not allowed.
Section 903-31, Guidelines for the Public Access Automatic External Defibrillation Program has been substantially revised to outline the responsibilities of the EH&S Program Coordinator and the departmental designates in units with automatic external debibrillators. New recordkeeping forms are provided as appendices.
Section 904-11, Parking Permits and Fees has been updated to clarify the reasons for impounding vehicles and to describe the owner's liability for towing and storage fees.
Office of the
President
UC Policy on Health Care Vendor Relations supplements the provisions of the Political Reform Act and Business and Finance Bulletin G-39 (Conflict of Interest Policy). It adds restrictions to vendor relationships in those circumstances where the potential drawbacks of the relationship outweigh the anticipated benefit. This policy represents a significant change in UC practice and a list of FAQs is included. For more information: Issuance Letter
UC Business and Finance Bulletin G-41, Employee Non-Cash Awards and Other Gifts, has been revised to include:
- Limitations on employee recognition awards
- Restrictions and requirements for gift certificates
- Guidance on purchases of on-the-spot awards
- Allowance of a charitable contribution in lieu of a sympathy gift
- Guidance on raffles and other incentive gifts
- A summary of tax treatments for amounts approved as exceptions
For more information: Issuance Letter
Revisions to the Accounting Manual issued March 31, 2008
Chapter A-115-2, Accounting Codes: General Ledger, has been revised to include changes to the account codes in Exhibits D through E.
Chapter A-115-3, Accounting Codes: Transaction Codes for Fund Balances Accounts, has been revised to include changes to the account codes in Exhibits A and B.
Chapter C-557-23, Federal Contract and Grant Administration Funds-Allocations for Administrative Costs, has been revised to reflect a new delegation of authority to write-off disallowed sponsored project changes.
Chapter D-371-16, Disbursements: Approvals, has been revised to address reimbursements to University employees for the purchase of goods and services.
Chapter P-196-38, Payroll: Interlocation Transfers and Appointments, has been updated to include changes to the accounting codes associated with benefits processing.
Chapter P-196-76, Payroll: Settlement Payments, has been updated to include the settlement authority for Chancellors and guidelines on the use of the term “emotional distress” in making employee settlement payments.
Chapter P-415-3.2, Plant Accounting: Investment in Plant-Disposals, Write-Offs, and Gains and Losses, is a substantial revision that expands the discussion of the policies and procedures related to Investment in Plant Funds.
Chapter T-182-77, Taxes: Taxation of Scholarship and Fellowship Grants and Educational Assistance, has been updated to reflect changes to Exhibit B, Form UC W-4NR and instructions.
January 2008 UPDATES
Section 703-13, Recharge Accounts and Rate Review Procedures now includes a link to a policy regarding recharge units in deficit which states that deficits not reduced to acceptable limits within a specific time frame must be covered by the coordinating point.
Section 707-10, Purchasing Procedures has been revised to include links to listings of permitted low-value commodities and to state that appliances for general use by departmental staff may be purchased with unrestriced University funds. Energy Star appliances should be purchased when available.
Office of the
President
UC Business and Finance Bulletin G-24, Appointment of University Notaries Public, reflects a new law that requires each applicant for a California Notary commission to submit fingerprints and a photograph with the application. The new law also eliminates using the sole criterion of "personally known" to verify identity when notarizing a document; adds a power of attorney document to the list of documents that require a thumbprint; creates civil penalties for certain acts of the Notary; and specifies grounds for revocation or suspension of the Notary commission.
UC Business and Finance Bulletin G-28, Policy and Regulations Governing Travel , reflects the new mileage reimbursement rate, effective January 1, 2008, of 50.5 cents per mile for expenses incurred in connection with the business use of a private automobile. For more information: Announcement Letter
UC Business and Finance Bulletin G-13, Policy and Regulations Governing Moving & Relocation, has been updated to reflect the new mileage reimbursement rate of 19 cents per mile for driving or shipping an automobile in connection with a move. For more information: Announcement Letter
December 2007 UPDATES
Section 700-06, Guidelines for Reporting Improper Activities and for Filing Complaints of Retaliation for Reporting Improper Activities has been revised to state that reports made to the UCOP Whistleblower Hotline may be anonymous and stipulates that systemwide policy supersedes any contradictory provision found in campus policy.
Section 714-18, Computer and Network Use Policy clarifies that users are responsible for refraining from acts that obstruct the access of others to electronic resources, waste limited resources, harm resources or information, or violate the rights of others.
Section 800-10, Telecommunications System Guidelines has been updated with new terms and details of the campus telephone system's enhanced conference call feature.
Section 800-11, Campus Radio Systems Guidelines has been revised to state that requisitioned equipment will be shipped directly to the department and the purchaser will then contact NACS for programming assistance.
Section 800-15, UCI Guidelines for the UC Electronic Communications Policy has been revised to define terms, better identify allowed users, clarify incidental personal use, and explain privacy and access to email issues as they relate to system maintenance.
Office of the
President
UC Business and Finance Bulletin IS-2 and IS-3, Information Systems, have been revised to include the new notification requirement when there is a reasonable belief of unauthorized acquisition resulting from a security breach. For more information: Announcement Letter
November 2007 UPDATES
Office of the
President
UC Business and Finance Bulletin BUS-23, Insurance Coverage for Students Engaged in Off-Campus Activities, and BUS-74, Business Travel Accident Insurance, have been revised to reflect the change in insurance provider to ACE USA and to include a new registration requirement for out-of-state or foreign country travel.
UC Business and Finance Bulletin G-24, Appointment of University Notaries Public, has been revised to align with the State's guidelines concerning termination of employment.
October 2007 UPDATES
Section 701-20, Business Meetings and Entertainment Guidelines (previously 715-18) has been updated to conform with the provisions of the recently issued Business and Finance Bulletin, BUS-79. Delegated authority for additional and exceptional approvals has changed (IDA 444). See also Quick View: Payment Approvals.
Office of the
President
UC Statement in Support of Work-Life Integration states the University's committment to the ongoing deveopment of principles, institutional resources, and a workplace culture supportive of personal and family responsibilities.
September 2007 UPDATE
Section 701-13, Signature Authorization Procedures has been updated with an online version of the U242 form. This form provides Accounting with a specimen signature for individuals on the Irvine campus who have been given the authority to expend allocated funds.
Section 707-10, Purchasing Procedures has been updated to state that for any procurement where an "Energy Star" choice exists, whenever practicable, the required purchase will be the Energy Star product.
Section 900-10, Policy on Use and Scheduling of UCI Properties has been revised to state that the Amplified Sound Request Form and Guidelines on Use of Amplified Sound are provided by UCI Scheduling & Conference Services.
Section 900-13, Policy on Consumption of Alcoholic Beverages has been updated with an online version of the Permit to Serve Alcoholic Beverages on Campus form previously available from Storehouse.
Section 903-14, Smoking
Policy has been revised to state that smoking is now prohibited throughout the Student Center complex, including all patio, courtyard, seating and terrace areas. Smoking
is also prohibited in outdoor areas within 25 feet of UCI
facility entrances/exits and within 25 feet of residential
buildings. The previous standard was 20 feet.
Office of the
President
UC
Policy on Education Loan Practices reflects the principle that the University’s practices related to education loans should be focused on maximizing benefits to borrowers. This new policy establishes a common, systemwide approach for ensuring that University practices focus on helping students and their families identify the loan that best meets their needs, and for ensuring that those practices are transparent and fully disclosed.
UC
Business and Finance Bulletin BUS-1, Fine Arts Insurance , has been updated to clarify coverage for UC Fine Arts and Library Collections. Although the University of California is self-insured for the majority of its exposures, Office of the President, Risk Services purchases specialzed insurance to cover the vast array of Fine Arts and Library Colletions that are held at the campuses and medical centers. This Bulletin is designed to provide an overview of the policies that are in place and the procedures for securing coverage. For
more information: Issuance
Letter
UC
Business and Finance Bulletin BUS-29, Management and Control of University Equipment (effective July 1, 2007), clarifies the population of property covered by the policy, modifies the duties and responsibilities of equipment custody departments and the campus Equipment Management Office in conducting the physical verification of property, and documents the requirement by the campuses to submit equipment information annually to the Office ofthe President. For
more information: Issuance
Letter
UC
Business and Finance Bulletin BUS-79, Expenditures for Business Meetings, Entertainment, and Other Occasions, has been revised to address meals for specific groups and events. Department heads (or equivalent authority) are now authorized to approve refreshments at events they are hosting. They are responsible for obtaining higher level approvals when required and for not exceeding frequency limits set forth in this Bulletin. Other changes include the requirement that expenses for employee-morale building and similar activities receive additional approval. For
more information: Issuance
Letter
Revisions to the Accounting Manual issued September 30, 2007
Chapter A-115-2, Accounting Codes: General Ledger, has been revised to include changes to the account codes in Exhibits D through F, including a new List of Valid Object Codes: OPEB Trust, in Exhibit C.
Chapter A-115-3, Accounting Codes: Transaction Codes for Fund Balances Accounts, has been updated to include three new funds in Exhibit A.
Chapter C-173-15, Cash: Check Controls, has been updated to include a new section on testing of check stock.
Chapter P-196-76, Payroll: Settlement Payments, has been revised to include guidance on the use of annuities in making employee settlement payments.
Chapter P-196-777, Payroll: U.S. Savings Bonds, is obsolete and has been deleted.
Chapter T-182-27, Taxes: Federal Taxation of Aliens, has been updated to include changes to Appendix F.
August 2007 UPDATES
Office of the
President
UC
Business and Finance Bulletin BUS-43, Part 8,
Procurement Card Program. This revision assigns the
oversight responsibilities to the Purchasing Managers
and Controllers while retaining the controls and integrity
of UC's Best in Class procurement card program. For
more information: Announcement
Letter
UC
Business and Finance Bulletin G-45, Implementing Requirements on Expenses Incurred in Support of Official Responsibilities of the President and Chancellors, has been revised to include additional clarification on the type of expenses to be reported. For
more information: IssuanceLetter
UC
Business and Finance Bulletin BUS-49, Policy for Cash and Cash Equivalents Received, clarifies the requirements for cash handling and provides helpful "how to" and explanatory statements. Policies regarding the processing of electronic payments, particularly credit/debit cards and automated clearinghouse entries were updated to reflect new regulatory requirements covering privacy and security. For
more information: Issuance
Letter
UC
Business and Finance Bulletin BUS-63 Insurance Requirements/Certificates of Insurance. Appendix D, Insurance Requirements for Construction-Related Contracts/Service Agreements has been updated.
UC
Business and Finance Bulletins - Information Systems.
New and revised bulletins in the IS series reflect
best practices and approaches recommended by higher
education professional organizations and federal and
state regulatory agencies to ensure effective protection
of University information assets. Accompanying the
release of these Bulletins is a Management
Guide for Information Security. For
more information: Announcement
Letter
IS-2,
Inventory, Classification, and Release of University
Electronic Information
- risk assessment: classification and security objectives
- release and disclosure requirements
- roles: proprietors and custodians
IS-3,
Electronic Information Security
- IT security program elements
- minimum requirements for connectivity
- encryption, log management, and other supporting
guidelines
IS-11,
Identity and Access Management
- concepts and core functions
- roles/responsibilities for credential providers
and resource providers
- federated identity and access
IS-12,
Continuity Planning and Disaster Recovery
- inventory and classification of resources
- planning components
- specific requirements
July 2007 UPDATES
Section 680-10, Policy
on Gifts and Endowments and Section 680-11, Procedures
for Processing Acceptance of a Gift/Private Grant
have been revised to include the new UCI
Recommended Minima for Named Funds and to clarify
procedures for sending all gift documentation, including
checks, directly to University Advancement.
Section 707-14, Guidelines
on Conditions of Use of Tax-Free Alcohol has been
revised to state that orders for tax-free alcohol
and the required signature
authorization form must now be submitted to UCI
Distribution Services.
Office of the
President
UC
Business and Finance Bulletin BUS-74, Business
Travel Accident Insurance, has been updated to include
the category �domestic partner� with benefits eligibility
extending to the spouse or domestic partner and child
or children accompanying the eligible individual on
a business trip. Coverage for emergency medical evacuation
and repatriation has been added, as have benefits
in connection with seat belts and air bags. A
new requirement has been specified to effect coverage
for eligible individuals operating a general aviation
aircraft.
Establishment
of a Campus-Optional Master's Thesis Submission Fee
has been approved to facilitate eletronic preparation
and submission of master's theses. If a campus determines
that master's theses should be available to the scholarly
community, this fee may be assessed and the revenue
used to cover related costs.
UC
Reduced Fee Enrollment Policy had received an
exception in 1999 that allowed regular status nurses
to complete their graduate-level programs in a more
timely fashion. The sunset date for this exception
has been extended to July 31, 2009.
JUNE 2007 UPDATES
Office of the
President
UC
Policy for Independent Seismic Review of Capital Projects
concerns seismic safety in capital
project design and is intended to supplement
the existing University
Seismic Safety Policy. For more information: Issuance
Letter
UC
Seismic Safety Policy for Leased and Purchased Buildings
will be appended to the University
Seismic Safety Policy and
formalizes the longstanding policy and practice of
evaluating all newly-leased buildings (including lease
renewals) and all newly-acquired buildings (purchased
or acquired by virtue of title transfer, e.g., exchange
or gift). This Policy includes a
Decision
Tree for use in determining the types of
structures that require an Independent Review and
for which a Certificate
of Applicable Code is acceptable. For more
information: Issuance
Letter
UC
Policy for Addressing Religious Holiday Conflicts
with Residence Hall "Move-In" Days has
been adopted by the University as a result of conflicts
that have arisen over the years between fall residence
hall move-in days and the observance of a major religious
holiday. For more information: Issuance
Letter
UC
Business and Finance Bulletins BUS-23, Insurance
Coverage for Students Engaged in Off-Campus Activities,
has been revised to reflect the addition of (1) Domestic
Partner as beneficiary, (2) paralysis to the coverage
for Accidental Death and Dismemberment (now Accidental
Death, Dismemberment and Paralysis), and (3) Emergency
Medical Evacuation and Repatriation as two new coverage
categories.
APRIL 2007 UPDATES
Section 300-15, Work-Related
Accidents and Injuries Procedures has been updated
with current medical facilities and links to maps
for non-emergency, work-related injuries.
Section 705-16, Guidelines
for Stationery, Business Cards, and Collateral
now states that business cards may be provided to
graduate students determined by their academic unit
to need them in the execution of their official duties.
Reference to University Communications' Graphic
Identity Standards is included for other printed
material.
Personnel Procedure 81, Reasonable
Accommodation has been revised to include a description
of the interactive process that is an ongoing dialogue
between the employee, supervisor, and Disability and
Rehabilitation Consultant about possible options for
reasonably accommodating an employee's disability.
MARCH 2007 UPDATES
Office of the
President
UC
Accounting Manual Revisions issued March 31, 2007
Chapter
A-115-2, Accounting Codes: General Ledger, has
been revised to include changes to the accounting
codes in Exhibits A through E, including a new column
for the UCRP/LANL account group codes in Exhibit B.
Chapter
A-115-3 , Accounting Codes: Transaction Codes
for Fund Balances Accounts, has been revised to include
changes to the transaction codes in both Appendix
A and Exhibit A.
Chapter E-821, Senior Management
Automobile Policy and Procedures, has been revised
to extend eligibility for an auto allowance to an
Acting President, Acting Chancellor, or Acting Lab
Director, and includes a definition of an American-made
automobile (see Appendix A).
Chapter G-327-66, Gifts: Recording
of Pledges, has been revised to include changes to
the minimum threshold required to record pledges.
Chapter P-196-76, Payroll: Settlement
Payments, has been updated to include the Interim
Policy on Separation Agreements and Settlement of
Employee Claims that was approved by The Regents.
Chapter P-415-10, Capitalization
of Property, Plant, and Equipment, is a new chapter
that provides a general framework for determining
which costs should be capitalized as property, plant,
and equipment.
Chapter R-212-2, Receivables Management,
has been substantially revised and includes new sections
on the tax reporting requirements associated with
debt discharges, claims submitted by a Holder-In-Due
Course, and the State tax refund offset mechanism.
Chapter R-251-1, Sales and Pledges
of Receivables and Future Revenues, is a new chapter
implementing the requirements published in GASB Statement
No. 47.
Chapter T-182-27, Taxes: Federal
Taxation of Aliens, has been updated to include the
revised Form UC W-4NR for nonresident alien scholarship
and fellowship recipients.
UC
Policy on Sustainable Practices is the former
Policy on Green Building Design, Clean Energy Standards,
and Sustainable Transportation Practices. It has been
renamed and revised to provide more guidelines in
the areas of:
- Building
Renovations
- Climate Protection Practices
- Sustainable Operations
- Recycling and Waste Managment
- Environmentally Preferable
Procurement
Guidelines
for
implementation of this policy and the embedded Implementation
Procedures (italicized) are intended to provide specific
courses of action, standardized methods, and/or a
consistent series of steps. For
more information: Issuance
Letter
UC
Policy on Compulsory Campus-Based Student Fees
(Section 80.00 of the University of California Policies
Applying to Campus Activities, Organizations, and
Students) incorporates a change to Section 84.12 of
that Policy. It gives the Chancellor authority to
set the minimum voting pool locally (based on historical
turnouts for the campus) for graduate/professional
student populations. For more information: Issuance
Letter
UC
Business and Finance Bulletins G-46, Guidelines
for the Purchase and Use of Cellular Phones and Other
Portable Electronic Resources, has been revised to
clarify the employee's responsibilities when using
the furnished electronic equipment, and to allow reimbursement
of certain services when it is most cost-effective
for the University. For more information: Issuance
Letter
FEBRUARY 2007 UPDATES
Section 905-20 Driver
Safety and Driving Records: DMV Employer Pull Notice
(EPN) Program Procedures now applies to more employees
than in the past. It is administered by UCI Police
and has been updated to require participation in the
DMV Employer Pull Notice (EPN) System by all employees
required to drive as an essential part of their duties
or who routinely drive a University vehicle or University-owned
rideshare vehicle. Employees participating in the
DMV EPN System will be required to complete EH&S's
Defensive Driver Training Program within the first
30 days of employment. Employees who have been observed
driving unsafely, involved in an accident while driving
a University vehicle, or convicted of motor vehicle
violations in University or private vehicles may be
required to complete the Defensive Driver Training
Program. Any employee whose driver license record
indicates that the individual is considered "negligent,"
as defined in the California Motor Vehicle Code, Section
12810.5, will be prohibited from driving University
vehicles.
Office of the
President
UC
Business and Finance Bulletins BUS-28, Property
Self-Insurance Program References, Funding, Coverage
All-Risk Property, Buy-Down Deductible for Theft,
has been revised to reflect the current coverage that
is provided to the University under its Master Property
and Excess Insurance Policies.
UC
Business and Finance Bulletins BUS-69, Automobile
Self-Insurance Program, now includes Auto Physical
Damage, Auto Liability and Vehicle Accident Reporting
and Claims Procedures. Auto Liability was previously
included in BUS-75 and the Vehicle Accident Reporting
and Claims Procedures was included in BUS-35 which
has been removed.
JANUARY 2007 UPDATES
Section 706-10 Property
Inventory Control System Policy has been revised
to align with Federal restrictions regarding the use
of equipment for stem cell research. Included is the
Request
to Use University Equipment in Stem Cell Research
form and statement of the four conditions that must
be met for approval.
Office of the
President
University
Policy Concerning Senior Management Automobiles
has been revised to extend eligibility for a monthly
cash allowance to those individuals who are appointed
as Acting President, Acting Chancellor, or Acting
Laboratory Director. The revised policy also provides
a definition of American-made vehicles. The Policy,
published as Appendix
A of Accounting Manual Chapter E-821, supersedes
the February 18, 1998 version.
Personnel Policies for Staff Members
PPSM
2 (Definition of Terms), PPSM
21 (Appointment-Near Relatives), and PPSM
83 (Death Payments) have been revised to include
the category "domestic partner." A definition
of domestic partner has been added to PPSM 2. In PPSM
21, domestic partners are included in the group of
"near relatives" prohibited from being employed
in the same department and, in PPSM 83, domestic partners
have been added to the beneficiary order of succession
for death payment. A new form, Declaration
of Domestic Partnership, has been developed for
use by employees to establish their domestic partnership
with the University. For more information: Issuance
Letter
UC
Business and Finance Bulletins G-13, Policy &
Regulations Governing Moving & Relocation, has
been updated to reflect the new mileage reimbursement
rate of 20 cents per mile for driving or shipping
an automobile in connection with a move. For more
information:
Memo to Controllers
DECEMBER 2006 UPDATES
Section 904-13 Vehicles
Other Than Automobiles has been revised to align
statements with the California Vehicle Code in order
to more effectively enforce campus regulations. The
riding of pedestrian conveyance devices, including
skateboards and skating devices, roller skates, in-line
skates, foot-powered scooters, and similar devices,
is prohibited everywhere on the UCI campus.
Office of the
President
UC
Business and Finance Bulletins IS-5, Licensing
and Operation of University Radio, Television and
Microwave Facilities, and IS-7,
Guidelines for Maintenance of the University Payroll
System, have been issued to accurately reflect current
requirements and processes for these functions. For
more information:
Memo to Chancellors
OCTOBER 2006 UPDATES
Section 715-18 Entertainment
Guidelines has been updated with new maximum meal
rates and information on using the PayQuest system
to request reimbursement.
Section 801 Policy
on Mail Services, Shipping and Receiving has been
renamed and updated to indicate that 1) outgoing mail
bearing no indication of the desired class of service
is processed as First-Class/Priority mail, and 2)
to qualify for the substanitally reduced Nonprofit
Standard Mail (A) extensive requirements must be met.
Rules are strictly enforced by Distribution Services
and the U.S. Postal Service. Procedural information
on all mail services is available on the Distribution
Services Web site.
Office of the
President
UC
Business and Finance Bulletin G-28, Appendix A
and Travel Summary states the reimbursement rate for
actual M&IE for travel of more than 12 hours but less
than 24 hours shall be a maximum of $42. For travel
of 24 hours or more, the maximum M&IE reimbursement
shall be $64 per day. These M&IE rates are effective
October 1, 2006. Section IV, Approval of Travel Expense
Vouchers, and Appendix B, Lodging and M&IE Reimbursement
Caps Section IV has been revised to include new approval
requirements for travel expenses incurred by the Campus
Chancellor. Appendix B has been updated for the new
M&IE rates for CONUS travel. For more information:
Memo
to Chancellors and to Vice
Chancellors--Administration.
(Note: The new mileage reimbursement
rate, effective January 1, 2007, is 48.5 cents per
mile for expenses incurred in connection with the
business use of a private automobile. For more information:
Memo
to Controllers)
SEPTEMBER 2006 UPDATES
Section 700-11 Guidelines
on Subpoena, Subpoena Duces Tecum, and Deposition
Subpoena has been updated with the correct names
and titles of those authorized to accept subpoenas
on campus and at UCI Medical Center.
Section 800-10 Telecommunication
System Guidelines has been updated and now includes
the NACS-Services
Request Form that can be submitted online. The
printed directory will now be distributed to students
and subscribed employees in January.
Section 800-17 UCI
Implementation Guidelines for Notification in Instances
of Security Breaches Involving Personal Information
Data has been revised to define the responsibilities
of the IS-3 Area Coordinators and to state that Data
Proprietors are responsible for carrying out the actual
notification in the case of a breach and for covering
the costs of any expenses incurred.
Section 904 Parking
Policy and related Procedures
have been updated with Alternative Transportation's
new name: Commuter Services. Information on AR permits,
the carpool and vanpool incentives, and Guaranteed
Ride Home program has been revised. The penalty for
a lost or stolen permit is now a minimum $250; for
an altered or counterfeit permit, the minimum is $300.
Office of the
President
UC
Administrative Guidelines for Allocation and Reallocation
of Gifts and Bequests to The Regents and the Campus
Foundations have been issued,
along with a Summary.
One of the new provisions requires the review of Campus
Counsel of the proposed allocations for which a donor
did not specify complete terms, including location,
purpose, and type of fund. The President has approved
an increase in delegated
authority to Chancellors for allocation and reallocations
of gifts up to $5 million. For more information:
Issuance Letter
UC
Business and Finance Bulletin BUS-79, Section
VII Approval of Expenditures, and Appendix B, Maximum
Rates for Meals and Light Refreshments has been revised
to include new requirements for the approval of entertainment
expenditures incurred by the Chancellor. Paragraph
B has been updated for new rules on exceptional expenditures.
Appendix B has been updated for new maximum rates
for meals and light refreshments. For more information:
Memos to Chancellors
and to Vice
Chancellors--Administration.
UC
Business and Finance Bulletin IA-101, Internal
Control Standards: Departmental Payrolls, was revised
to include control standards for online functions,
review practices for PANs and edit messages, and requirements
for departmental reconciliation records. For more
information:
Issuance Letter
Section
40.40 of the Policies Applying to Campus Activities,
Organizations, and Students now includes the new Section
42.50, Student Voter Registration Activities.
For more information:
Issuance Letter
Accounting
Manual revisions:
Chapter
A-115-2, Accounting Codes: General Ledger, has
been revised to include changes to Exhibits A through
E.
Chapter
A-115-3, Accounting Codes: Transaction Codes for
Fund Balances Accounts, has been revised to include
changes to Exhibit A.
Chapter
C-173-78, Cash: Unclaimed and Uncashed Checks,
has been updated to clarify the definition of escheat
property and the University’s exemption from
the escheat statute.
Chapter
G-327, Gifts: Financial Reporting of Gifts of
Tangible and Intangible Property, has been updated
to include the requirements for depositing gifts payable
to or intended for The Regents.
Chapter
H-576-60, Medical Centers: Patient Accounts Receivables,
has been updated to include the procedures on credit
balance refunds.
Chapter
P-196-13, Payroll: Attendance, Time Reporting,
and Leave Accrual Records, has been revised to include
the effort reporting requirements for academic and
staff personnel.
Chapter
P-196-16.5, Payroll: Official Pay Dates, has been
updated to include the official pay dates through
2017.
Chapter
P-196-30, Payroll: OASDI and Medicare Contributions,
has been updated to include the revised student FICA
withholding procedures.
Chapter
P-196-80, Payroll: Termination Benefits, is a
new chapter implementing the requirements published
in GASB Statement No. 47.
Chapter
P-415-6, Plant Accounting: Stop Notices, Assignments,
and Tax Liens, has been updated to include changes
to the Stop Notice Procedures, and the addition of
Exhibits G-3 and G-4, concerning Release of Stop Notices.
Chapter
R-265, Reports, has been updated to reflect the
current reporting timetables, report contents, and
distribution.
Chapter
T-182-27, Taxes: Federal Taxation of Aliens, has
been updated to include recent tax changes applicable
to nonresident aliens from South Korea.
Chapter
T-182-73, Taxes: Sales and Use Taxes, has been
revised to include controls concerning the proper
issuance of sales and use tax exemption certificates.
Chapter
T-182-78, Taxes: Tax Withholding for States Outside
of California, has been updated to include new registrations
with out-of-state taxing authorities.
Chapter
U-167-1, University of California Retirement Savings
Programs, is a new chapter detailing the accounting
entries for the UCRSP Defined Contribution Plans.
AUGUST 2006 UPDATES
Section 714-15 Policy
on Access to University Administrative Information
Systems and related Procedures
have been revised to clarify that access requests
must originate from an employee's supervisor and/or
department head using the Access Approval Request
Form in SAMS.
Section 718 Foreign
Students and Foreign Scholars: Visa Guidelines
has been revised to reflect the International Center's
current procedures for J-1, H-1B, and O-1 visa holders.
The Non-Immigrant
Visa Classifications Chart has also been updated.
Office of the
President
UC
Business and Finance Bulletin, IA-101, Internal
Control Standards: Departmental Payrolls, has been
revised following a review by campus Controllers and
Payroll Managers. It includes control standards related
to personnel actions and payroll time reporting. For
more information:
Issuance Letter
UC
Business and Finance Bulletin, G-45, Implementing
Requirements on Expenses Incurred in Support of Official
Responsibilities, which was issued in December 2005,
has been further revised to clarify requirements.
For more information:
Issuance Letter
JULY 2006 UPDATES
Office of the
President
Academic
Personnel Policy 66 and PPSM 81 have been revised
to align them with the federal Americans with Disabilities
Act and the California Fair Employement and Housing
Act. Also included are new procedures to provide additional
implementation guidance. For more information:
Issuance Letter
UC
Business and Finance Bulletin G-28, Section XII,
Reporting Travel Expenses has been revised to include
information regarding the purchase of travel packages
from Internet vendors. For more information:
Issuance Letter
