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UPDATES

July 2014

Section 704-12, Petty Cash Procedures, has been updated with information and new forms related to the financial system conversion to Kuali.


June 2014

Section 900-13, Policy on the Sale, Service and Consumption of Alcoholic Beverages, has been significantly revised to state the requirements and the approving authorities for all UCI events where alcohol will be consumed. Supplementing this policy is a new Request to Serve or Sell Alcoholic Beverages form, which must be submitted to Hospitality & Dining Services prior to an event, and 3 Steps for a Successful Event with Alcoholic Beverage Service and How to Obtain Required Licenses to Sell Alcoholic Beverages at UCI Events.

Section 903-10, Environmental Health & Safety (EH&S) Policy, has been revised to include the responsibility of EH&S to inform senior management of serious non-compliance issues and hazards (see Escalating Serious Non-Compliance and Hazardous Issues).

Section 480-20, Guidelines for Compliance with Export Control Regulations, has been revised to update resource information, clarify roles and responsibilities, and simplify regulations regarding countries subject to a U.S. sanctions program.

Office of the President

(Interim) UC Policy - BFB-BUS-43, Materiel Management has been updated to reflect the new UCNet and policy office links. Changes to the definition of "Sole Source," "Student Employee," and "Unique Products and Services." Clarifying language was added for "Restrictions on Purchases/Leases/Contracts." For more information: Issuance letter

(Interim) UC Policy - AM-P196-21, Damage Payments for Services Performed Before the Loyalty Oath is Signed has been revised to correct for the proper tax treatment of the damage payment in time for the UCPath process development. For more information: Issuance letter


May 2014

Section 700-17, Guidelines for Reporting and Responding to Reports of Sex Offenses, provides a comprehensive description of sex offenses, including definitions. Procedures for reporting and for the University’s response are detailed along with the rights, responsibilities and resources for individuals involved in sex offense situations.

Section 700-18, Guidelines for Reporting and Responding to Reports of Discrimination and Harassment, describes the various forms of discrimination and harassment and provides details for reporting incidences as well as options for resolution.

Section 715-22, Guidelines on Use of University Vehicles, has been updated and clarifies the authorities and responsibilities of campus departments and organizations, drivers of University vehicles, Materiel & Risk Management, and Fleet Services.


March 2014

Personnel Procedures for UC Irvine Staff Members

PPSM 80, Staff Personnel Records, describes the ERO system image repository and clarifies access rights to payroll and personnel records by employees, managers and the public.

Office of the President

UC Records Retention Schedule - Retention periods have been updated to reflect new legal requirements, evolving business practices, and current data privacy standards for the following subject areas: capital resources, public safety, and information technology. For more information: Issuance letter


February 2014

Section 700-30, Policy on International MOUs and Agreements, has been issued by the Office of Global Engagement to foster exchanges and partnerships with foreign entities while protecting the University from inappropriate risk and the unauthorized commitment of University resources. It mandates a review and approval process and requires that agreements with any foreign entity comply with federal, State and University regulations and be vetted by appropriate campus entities.

Section 700-31, Guidelines for International MOUs and Agreements, details the responsibilities and authority for initiating, reviewing and approving agreements. The terms of an agreement are explained, and an International Agreement Planning Form (IAPF) is provided for use in developing collaborations.

Office of the President

UC Policy - Sexual Harassment and Sexual Violence was issued to comply with new federal regulations, the Violence Against Women Reauthorization Act (VAWA), about responding to domestic violence, dating violence, sexual assault, and stalking. This policy prohibits sexual harassment and sexual violence, provides support for victims, and outlines training for faculty, staff and students.


January 2014

Section 903-14, Smoke and Tobacco Free Environment Guidelines is the campus-specific implementation of the systemwide policy. It applies to all students, staff, faculty, volunteers, and visitors, and sets forth the responsibilities of the members of the UC Irvine community for establishing and maintaining a smoke and tobacco free environment.

Office of the President

UC Policy - Smoke and Tobacco Free Environment prohibits smoking and use of tobacco products on University controlled properties. Campus implementation requirements are included; the goal is to provide a healthier, safe and productive work and learning environment for the entire UC community.


December 2013

Section 700-09, Policies on Gifts, Gratuities and Conflict of Interest, has been revised to include the responsibility of departments for establishing practices that will ensure employees are aware of disqualification requirements and conflict of interest policies.


November 2013

Section 904-20, Guidelines on Conditions of Use of Tax-Free Alcohol, are now maintained by and the responsibility of Transportation & Distribution Services.

Section 905-30, Emergency Management Policy, has been revised to clarify that departments are responsible for properly assessing their unit in order to complete UC Ready or the UC Resilient Business Continuity Plans and Emergency Action Plans.

Office of the President

UC Policy - PPSM 35, Uniforms and Safety Apparel was revised to ensure that the University covers the cost of employee uniforms and safety apparel and provides replacement allowances.


September 2013

Section 900-14, Access Regulations for Employee Organizations, informs representatives of employee organizations that they must notify Labor & Employee Relations of their presence on campus.

Office of the President

UC Policy - Policy Management of Systemwide Mandatory Training Courses establishes a framework for the management of systemwide mandatory training for University employees, including approval, development, revision, delivery, and maintenance of courses.


August 2013

Office of the President

UC Policy - Anatomical Donations/Materials Program has been issued to ensure that anatomical materials are effectively managed and that the anatomical donation programs maintain public confidence in meeting the needs of donors and their families and in advancing the health sciences education and research enterprise.

UC Policy - Information Technology Accessibility has been issued to ensure the deployment of information technology that has been designed, developed, or procured to be accessible to people with disabilities, including those who use assistive technologies.

UC Policy - Sustainable Practices has been revised to add a new sustainable water systems section and two definitions related to waste management. Minor updates were made to the building design and operations sections.

The UC Records Retention Schedule has been updated to reflect new legal requirements, evolving business practices, and current data privacy standards, and to also acknowledge the increasing use of technology for records management. Questions should be directed to UCI’s Records Management Coordinator.


July 2013

Office of the President

UC Policy - Reporting Child Abuse and Neglect details the requirements of the University to promote identification and reporting of child abuse or neglect as described in the California Child Abuse and Neglect Reporting Act (CANRA) which is codified at California Penal Code §§ 11164-11174.3. It encourages all members of the University community who observe, have actual knowledge of, or reasonably suspect child abuse or neglect at a University facility or perpetrated by University personnel to promptly report the concern to appropriate external and University officials.

UC Policy - Nondiscrimination and Affirmative Action Policy Regarding Academic and Staff Employment has been updated to comply with legal requirements and to align with changes already made to PPSM 12 which states that discrimination on the basis of gender and gender identity is prohibited.

Personnel Policies for Staff Members
NEW - PPSM 84, Accommodations for Nursing Mothers makes private space available for lactation purposes and provides time to accommodate the needs of nursing mothers. UCI's Guidelines provide the location of campus lactation stations.


June 2013

Office of the President

UC Policy - The Health Science Compliance Program has been updated and provides guidance for the development, implementation and evaluation of all Health Science Compliance Program activities at University of California Academic Medical Centers and related Health Science functions.

UC Policy - Laboratory Safety Equipment will be effective October 31, 2013. This policy is designed to prevent workplace injuries and illnesses for all faculty, staff, students, volunteers, and visitors. It identifies minimum training requirements applicable to all workers who actively performs work functions with hazardous materials or equipment in a laboratory/technical area.

UC Policy - Minors in Laboratories and Shops will be effective October 31, 2013. This policy is meant to protect both the safety of minors and of other laboratory personnel. It does not apply to students enrolled in courses listed in a campus course catalog having a laboratory component or in any of the University’s educational outreach programs.

UC Policy - Personal Protective Equipment will be effective March 31, 2014. This revision of existing policy delineates when employees and students would be exempt from the personal protective equipment requirements. A Laboratory Hazard assessment Tool is included to help evaluate requirements.

The Regents' Standing Order 103.6, regarding retirement for senior executive management and reappointment following retirement, has been repealed. Senior executives remain “at will” employees whose employment may terminate at any time without cause. Based on the repeal, Policy PPSM 11-65 has been rescinded.


April 2013

Section 700-20, Policy on Use of University Name and Seals, Campus Names and Seal and Trademarks, has been significantly revised to clarify the appropriate uses of University and campus identifiers and to state the approvals required for such use. It also transfers responsibility for licensing functions to personnel in Planning & Budget.

Personnel Procedures for UC Irvine Staff Members
PPSM 70, Complaint Resolution - Professional and Support Staff (PSS) and Managers and Senior Professionals (MSP) I-VII, combines complaint resolution information for PPS and MSP staff in a single, streamlined document.

Office of the President

NEW - UC Policy - Relocation Assistance Act Policy for Real Estate Acquisitions and Leases is designed to ensure that uniform, fair and equitable treatment is applied in situations where persons or businesses are required to vacate occupancy of property as a result of lease or acquisition by The Regents.

Personnel Policies for Staff Members
PPSM 2.210, Absence from Work has been updated to align with legal requirements enacted since the policy was first issued in 2010. Other changes were made to provide clarity and consistency in the policy's administration.


February 2013

Office of the President

BFB-BUS-43, Materiel Management, has been updated to align with changes to California Public Contract Code, 10507.8, which ensures that bid evaluation and selection of contracts is determined by the best value for the University.


January 2013

Office of the President

BFB-G-28, Travel Regulations, has been updated to comply with IRS requirements which include clarification in the definition of business purpose and new mileage reimbursement rates for private automobiles: 56.5 cents/mile for business-related travel and 24 cents/mile for travel in connection with a move or relocation. Some of the other revisions include changing the reporting period to 60 days and adding recommendations for good stewardship of the University's resources.

BFB-BUS-76, Engagements with The Regents’ Audit Firm, states that the University will not retain any independent certified public accounting firm to perform the annual external audit of the University’s financial statements that creates a conflict of interest.


October 2012

Section 700-09, Policy on Gifts, Gratuities and Conflict of Interest, has been revised to clarify that all employees must disqualify themselves from participating in decisions in which they have a personal financial interest. For designated officials, information on gift reporting has been added. Other Fair Political Practices Commission reporting requirements are noted.

Personnel Procedures for UC Irvine Staff Members
- PPSM 21, Appointment, has been updated to include information on the performance and use of credit background checks.

Office of the President

University of California Guidelines, Recruitment Through the Use of Social Networks, apply to the use of University social network accounts (such as LinkedIn Recruiter) to identify and recruit candidates for University employment in staff positions. Local campus procedures for the recruitment of internal and external candidates through social networks such as LinkedIn, Facebook, Twitter, MySpace, and others should be implemented in accordance with these guidelines.

UC Policy - PPSM 21, Appointment, has been reformatted and brought into compliance with California Assembly Bill 22, on the use of consumer credit reports for employment purposes.


September 2012

Section 902-10, Guidelines for UCI Campus Services Provided by Facilities Management, was significantly revised to provide guidance on the maintenance and construction services provided by Facilities Management, and the authorities for State-supported and recharged services; building security and access; and responsibilities of building occupants.

Section 902-13, Guidelines for Electronic Security Systems, has been updated to clarify definitions and to require consultation with Facilities Management and UCI Police Department prior to purchase or installation of any type of electronic security system.


August 2012

Office of the President

Disclosure of Financial Interests and Management of Conflict of Interest, Public Health Service Awards replaces the existing Policy on Disclosure of Financial Interests and Management of Conflicts of Interest Related to Sponsored Projects (which will only apply to NSF funded research and other University-funded research programs after 8/24/12).


July 2012

Section 701-14, Procedure for Accounts Receivable - University Invoice, includes updated information on the preparation and cancellation of University Invoices, the recharge rate for direct data feed, and the late payment penalties for students.

Section 701-16, Departmental Billing - Procedure, has been revised to include the Campus Online Deposit system (COD) and to state the retention requirements for unpaid departmental bills.

Section 902-14, Policy for Key Control and Access to Campus Facilities, has been significantly revised to describe the controls implemented by Facilities Management and the UCI Police Department that regulate the possession and use of keys to campus facilities.

Office of the President

Policy on the Supplement to Military Pay provides reasonable assistance to those University academic and staff personnel serving on active military duty in the War on Terror campaign.

Personnel Policies for Staff Members
PPSM 34, Incentives and Recognition Award Plans - Managers & Senior Professionals and Professionals & Support Staff, provides updated direction and authority for the development and approval of incentive award plans and recognition award plans under which Manager & Senior Professional (MSP) and Professional & Support Staff (PSS) employees may receive awards.

PPSM 70, Complaint Resolution, clarifies the process for resolving complaints made by staff employees in the Professional & Support Staff and Managers & Senior Professionals salary grades I-VII personnel groups.


June 2012

Office of the President

UC Business and Finance Bulletin BUS-2 Tax-Free Alcohol Permits, Records and Operations, has been updated to align with changes in federal law.


May 2012

Section 103-12, Delegation of Authority and Signature Authorization Guidelines, has been revised to clarify the process for appointing an acting authority during a temporary absence.

Section 800-20, ZotMail Guidelines, has been revised to add a description of the ZotMail Advisory Committee and to allow Student Affairs to send ZotMail messages to students.

Section 905-40, Policy on Non-Research Animals on Campus, and Section 905-41, Guidelines for Reporting Animal-Related Issues, have been revised to give responsibility to the UCI Police Department for managing all responses to reports of non-research animals on campus.

Personnel Procedures for UC Irvine Staff Members
- Absence From Work, Procedures 40-46, have been updated by Human Resources to align with systemwide Personnel Policies for Staff Members: Policy 2.210 Absence From Work.

Office of the President

Policies Applying to Campus Activities, Organizations, and Students, Section 102.09 is now the permanent policy on standards for student sexual harassment and other forms of discriminatory harassment. Section 102.25 is a new policy that addresses prohibited conduct in settings where a person has a reasonable expectation of privacy.


April 2012

Section 300-15, Work-Related Accidents and Injuries Procedures, and Proc 44 have been revised to simplify information on supplemental benefits options.

Section 900-20, Withdrawal of Consent to Remain on Campus - Policy and Section 900-21, Procedure, have been updated to clarify when non-compliance with a withdrawal of consent to remain on campus becomes a misdemeanor.

Section 902-12, Guidelines for the Conservation and Management of Energy and Water Resources, conveys UCI's commitment to sustainable practices and provides guidance on the uses and costs of utilities, equipment selection, equipment cooling systems, and prohibited uses of electricity.

Section 904, Policy on Parking, Transportation and Traffic Regulation, clarifies the shared rights and responsibilities of users of transportation on campus property.

Section 904-10, Parking Definitions, Laws and Enforcement, contains streamlined information on selected parking regulations and traffic controls.

Section 904-11, Parking Permits and Adjudication Guidelines, aligns with Transportation and Distribution Services' website to provide comprehensive information on permits and permit violations.

Section 904-12, Sustainable Transportation Guidelines, combines guidelines on carpool, vanpool and other alternative means of transportation that support the sustainability goals of the campus.

Section 904-13, Guidelines for Vehicles Other Than Automobiles, provides current definitions of vehicles, bicycles and pedestrian conveyance devices and the rules and regulations applying to their use on campus.

Section 904-14, VIP Service Program Guidelines, states eligibility requirements and extent of the motorist assistance services available to the campus community.

Office of the President

UC Business and Finance Bulletin G-13, Policy and Regulations Governing Moving and Relocation, has been republished in Office of the President's new policy format.


March 2012

Section 701-20, Business Meetings and Entertainment Guidelines, has been revised to reflect the increased meal rates stated in BUS-79, Expenditures for Entertainment, Business Meetings and Other Occasions.

Office of the President

UC Business and Finance Bulletins
G-28, Policy and Regulations Governing Travel, has been revised with an increased meal and incidental expense rate of $71. For more information: Memo

BUS-79, Expenditures for Entertainment, Business Meetings and Other Occasions, has also been revised with increased rates for entertainment and business meeting meals. For more information: Memo


February 2012

Section 700-05, UCI Employee Emergency Loan Program - Procedures, has been revised to clarify that the designated representative for processing loan applications is currently the Assistant Vice Chancellor-Accounting and Fiscal Services.

Personnel Procedures for UC Irvine Staff Members
- PPSM 60, Layoff and Reduction in Time from Professional and Support Staff Career Positions, has been updated to align with Policy 60, which was revised in November, 2011.


January 2012

Section 103-11, Guidelines for Writing and Publishing Administrative Policies and Procedures, has been updated with information on the use of Plain English.

Section 103-12, Delegation of Authority and Signature Authorization Guidelines, has been revised to clarify the formal processes used to delegate authority.

Section 701-19, Payroll Certification System Guidelines for Federally Sponsored Projects, has been updated to clarify requirements and the responsibilities of users of the new certification system when substantiating salaries charged directly to federally funded projects.

Office of the President

Whistleblower Policy has been updated to conform to revisions of the California Whistleblower Protection Act (California Government Code Section 8547). Changes have been summarized by the Office of Ethics, Compliance and Audit Services: Summary 


December 2011

Section 800-20, ZotMail Guidelines, has been updated with the former Distribution & Document Management's new name: Administrative Policies & Records. The description of an employee's ability to delete subscription lists has been streamlined and the presence of other mail list services on campus has been included.

Section 801, Policy on Mail Services, Shipping and Receiving, has been updated with the former Parking & Transportation Services' new name: Transportation & Distribution Services, as this unit now oversees mail activities. It also now states that items meeting criteria for suspicious mail will be inspected.

Section 905-30, Emergency Management Policy, is now the responsibility of UCI Police Department. It has been streamlined and updated with links to current campus emergency procedures and other resources located on the Police website.

Policies Applying to Campus Activities, Organizations, and Students, Sections 10.00-90.00 and 100.00-105.00, have been revised to reflect current UCI practices and to align with changes made by Office of the President. For more information, contact Office of the Dean of Students.


November 2011

Section 712-10, Guidelines for Securing the Services of Independent Consultants, has been updated to align with Business and Finance Bulletin, BUS-34. It also now links to the relevant Irvine Delegation of Authority, IDA 528, which designates certain positions authorized to approve independent consultant agreements.


October 2011

Office of the President

Personnel Policies for Staff Members PPSM 60, Layoff and Reduction in Time from Professional and Support Staff Career Positions, clarifies that in addition to seniority, employee performance and ability are to be considered as factors in determining staff employee layoffs and/or reductions in time.

UC Business and Finance Bulletin G-41, Employee Non-Cash Awards and Other Gifts, has been revised to clarify appropriate gift-giving events. For more information: Issuance letter

UC Business and Finance Bulletin G-42, Gifts Presented to Non-Employees on Behalf of the University, has been revised to increase the dollar limit on certain gifts. For more information: Issuance letter

UC Business and Finance Bulletin G-43, Policy on University Memberships in Organizations, has been revised to specify limits on memberships and contributions. For more information: Issuance letter


September 2011

Section 714-16, Procedures for Accessing University Administrative Information Systems, has been updated to include a training requirement for Departmental Security Administrators.

Section 714-18, Computer and Network Use Policy, has been updated to clarify user responsibility for following campus security procedures. Personal equipment accessing the network must have current security patches applied and properly functioning security software.

Section 800-12, Data Communications Systems Guidelines, has been updated and streamlined to better communicate the information needed by users planning to install or change their data communication systems.

Section 800-15, UCI Guidelines for the UC Electronic Communications Policy, has been revised to clarify that UCI email addresses are the property of the University and should not be used as the point of contact for activities that are not UCI approved activities.

Office of the President

Policy on Self-Supporting Graduate Degree Programs and related Implementation Guidelines replace the 1996 policy and provide guidance UC programs that allow the University to serve additional students above and beyond the resources provided by the State while fulfilling demonstrated higher education and workforce needs.


August 2011

Section 800-10, Telecommunications Systems Guidelines, has been updated and revised to better describe current services and access to online telecommunications resources.

Section 800-13, UCInet Guidelines, has been reviewed to ensure the responsibilities of Local Network Administrators are up-to-date and revised to recommend that OIT be notified well in advance of building projects.

Office of the President

Seismic Safety Policy incorporates and consolidates three policies (University Policy on Seismic Safety, Independent Seismic Review of Capital Projects, Seismic Safety for Leased and Purchased Buildings) to provide consistency with newer ratings systems for seismic safety adopted by DGS, Division of the State Architect and the California State University, and to reflect current practices with regard to engineering and process. This Policy supersedes all previous versions.

Sustainable Practices Policy has been revised to update the following sections: green building design, climate protection practices, sustainable operations, environmentally preferable purchasing, and sustainable foodservice practices.

UC Business and Finance Bulletin RMP-8, Legal Requirements on Privacy of and Access to Information has been revised to remove the California Public Records Act section because it conflicted with existing practices across the University. For more information, contact UCI's Public Records Office.


July 2011

Office of the President

UC Business and Finance Bulletin G-28, Policy and Regulations Governing Travel, Appendix A, has been revised to reflect the new mileage reimbursement rate, effective July 1, 2011, of 55.5 cents per mile for expenses incurred in connection with the business use of a private automobile. In addition, the new mileage reimbursement rate for driving or shipping an automobile in connection with a move is 23.5 cents per mile. For more information: Memo