Download - Agenda
![Page 1: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/1.jpg)
Financial Policies Training:The First Eight
Effective: February 1, 2008 Revised: May 1, 2009, March 1 and May 17, 2010
![Page 2: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/2.jpg)
Context and BackgroundGeneral Policy InformationThe First Eight Policies
Travel Expenses Meal ExpensesPurchasing Card ViolationsAlcohol PurchasesEmployee Recruiting ExpensesEntertainment Expenses Professional Memberships, Certification, Dues and Subscriptions Employee Reward, Recognition and Acknowledgement
Questions and Follow-up
Agenda
![Page 3: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/3.jpg)
Context and BackgroundAudits
Policy Task Force Financial Policy Development Committee
Charge: Address audits, review existing policies and procedures, establish standard business practicesGoals: Cost containment, efficiency and accountability, compliance with government regulations
Internal Audit FindingsAmbiguous policiesInappropriate and excessive expendituresLack of receipts and documentation
![Page 4: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/4.jpg)
ObjectivesConsistent format and languageAccessibility to
Policies, hot links, forms
University-wideOrganizational units may institute policies more, but not less, restrictive
Training and Resources
General Policy Information
![Page 5: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/5.jpg)
Policy Format
General Policy Information
![Page 6: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/6.jpg)
Policies Resources
Web site: www.uc.edu/af/policies Policy questions e-mail: [email protected]
Frequently Asked Questions: www.uc.edu/af/policies/FAQ.html
![Page 7: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/7.jpg)
General Policy Information
These PowerPoint slides are intended for training purposes.
In the event of any discrepancy or interpretation difference between the policy and the slides, the policy dictates.
![Page 8: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/8.jpg)
Policy 2.1.6Travel Expenses
![Page 9: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/9.jpg)
Policy 2.1.6Travel Expenses
GeneralTraveler’s and supervisor’s responsibility to understand policy University may pay for/reimburse reasonable, authorized, and appropriately documented travel expendituresLimits – strictly enforcedTravel Expense Report – completed, approved and submitted w/in 30 calendar days of trip’s conclusion
Late submission may result in delay/denial of reimbursement, P-Card violation, disciplinary actionLate submission requires justification statement and approval by senior vice president, vice president or dean (Policy Exceptions Form)
![Page 10: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/10.jpg)
Policy 2.1.6Travel Expenses
AuthorizationOvernight travel
Pre-approval using Travel Authorization Form If employee or group travel – supervisor’s approvalIf non-employee (e.g., job candidate) – head of org unit approval
Same day travel (or within Cincinnati) No pre-approval butSubject to same reimbursement and documentation requirements
Travel Expense Report – completed and submitted within 30 calendar days of trip’s conclusion
Must be submitted and approved before payment/reimbursement
![Page 11: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/11.jpg)
Policy 2.1.6Travel Expenses
Types of travelIncidentalSame dayOvernight travel (i.e., requires lodging for overnight stay)
DomesticIn-stateOut-of-stateInternationalGroup (e.g., team travel, study abroad, field trips) Recruiting/speakers/visitors (i.e., non-university individuals)
Spouse/family (related to employment recruitment)
![Page 12: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/12.jpg)
Policy 2.1.6Travel Expenses
International travelGeneral
Umbrella policy under development; meanwhile use this oneWhere there is a U. S. State Department Travel Warning, university recommends against but doesn’t prohibitSEEK GUIDANCE from UC International (556-4402)Pre-approval using Travel Authorization FormTravel Expense Report – completed, approved and submitted within 30 calendar days of trip’s conclusion
![Page 13: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/13.jpg)
Policy 2.1.6Travel Expenses
International travel (cont.)
Carriers Lowest available coach/economy consistent with schedulingFirst or business class only if the following three conditions are met
Medical condition (indicated by physician)Documented & approved by University Health ServicesPre-approved by traveler’s supervisor (Policy Pre-Approval Form)
(new) Frequent flier miles can be used to upgrade overseas flightsContact grants administrator for guidelines and restrictions for travel on sponsored projects
For certain grants – must use U.S. Flag air carrier; check with the grant administrator
Lodging – reasonable and documented
![Page 14: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/14.jpg)
Policy 2.1.6Travel Expenses
International travel (cont.)
Meals Current federal per diem rate for the foreign cityNeed not be pro-rated
Car rentalPurchase all local, statutory, and optional insurance coveragesDocumentation required for reimbursement
Ground TransportationExamples: shuttle (airport/hotel), bus, taxi, tram, train, parkingUse care to obtain lowest costObtain original receipts if possible
Currency UC employees
Use rate of exchange at the time of departure from foreign country for non-credit card expenditures Indicate exchange rate on Travel Expense Report
International residents may be paid in the currency of their origin country
![Page 15: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/15.jpg)
Policy 2.1.6Travel Expenses
Domestic travelGeneral
Transportation mode – safe, cost-effective, efficientMake arrangements early (ideally 30 days in advance)
Modes of transportation Common carrierPrivately-owned aircraftCharter flightPersonally-owned vehicleUniversity vehicleRental vehicleGround transportation
![Page 16: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/16.jpg)
Policy 2.1.6Travel Expenses
Domestic travel - modes of transportation
Common carrierLowest available coach/economy consistent with schedulingFirst or business class only if the following three conditions are met
Medical condition (indicated by physician)Documented & approved by University Health ServicesPre-approved by traveler’s supervisor (Policy Pre-Approval Form)
Frequent flier miles can be used to upgrade overseas flightsContact grants administrator for guidelines and restrictions for travel on sponsored projectsVouchers/credits for unused tickets
Must be used for university business
![Page 17: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/17.jpg)
Policy 2.1.6Travel Expenses
Domestic travel - modes of transportation
Privately-owned aircraftPre-approved by supervisor (Policy Pre-Approval Form) Air travel is justified and commercial service not available
Between departure/destination points orCan’t accommodate necessary time schedules
Must meet policy’s insurance requirements (see Travel Expenses policy for specifics)Reimbursed at commercial coach fare rate from an authorized source (e.g., University Authorized Travel Agency)
![Page 18: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/18.jpg)
Policy 2.1.6Travel Expenses
Domestic travel - modes of transportation (cont.)
Charter flightsPre-approved by president or appropriate senior vice president (Policy Pre-Approval Form) Provide a list of all travelersAir travel is justified and commercial service not available
Between departure/destination points orCan’t accommodate necessary time schedules
Transportation of non-essential individualsAt no charge is prohibitedAt a fair fee if extra seats
![Page 19: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/19.jpg)
Policy 2.1.6Travel Expenses
Domestic travel - modes of transportation (cont.) Personally-owned vehicle
Mileage is reimbursed (Variant Expense Rate Table) Should not exceed cost of least expensive airfare or rental car
Consider additional costs when comparingSignature on Travel Authorization Form certifies:
Valid US or Canadian driver’s licenseProper insurance coverage (see Travel Expenses policy for specifics)
University vehiclesNo mileage reimbursementReimbursed for
Incurred service expenses necessary for safe/efficient operationWith original, itemized receipts
![Page 20: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/20.jpg)
Policy 2.1.6Travel Expenses
Domestic travel - modes of transportation (cont.) Rental vehicle
For individual: intermediate size or lowest rateFor groups: full size or van; all authorized drivers must be listedReimbursed
Rental charge and actual fuel expensesSubmit original itemized receipt with Travel Expense Report
Not reimbursedMileageInsurance or additional coverage; print letter certifying university insurance policy and submit to rental agency
Use of rental vehicle to make (not rental while at a destination) the trip: may be used when the overall cost is less than the cost of other means of transportation
![Page 21: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/21.jpg)
Policy 2.1.6Travel Expenses
Domestic travel - modes of transportation (cont.)
Ground TransportationExamples: shuttle (airport/hotel), bus, taxi, tram, train, parkingUse care to obtain lowest costObtain original receipts are required if possible
![Page 22: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/22.jpg)
Policy 2.1.6Travel Expenses
LodgingReimbursed if pre-authorized overnight travel
HotelsReasonable, standard business room rateIf conference/convention – limited to that rateAsk for discountsNeed itemized original receiptsHotel gratuity may be reimbursed if reasonable and approved by supervisorIf paid by Purchasing Card
Itemize in Travel Expense Report (but indicate P-Card paid)Not reimbursedKeep original itemized receipt with P-Card log
![Page 23: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/23.jpg)
Policy 2.1.6Travel Expenses
Lodging (cont.)
Private residenceStandard university per person per day rate (Variant Expense Rate Table)
Include a statement acknowledging stay in Travel Expense Report
Extended stays (i.e., weekend travel to get lower fares)
Reimbursed for living expenses on extra days only if end result reduces total travel costs of trip
![Page 24: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/24.jpg)
Policy 2.1.6Travel Expenses
MealsReimbursed if pre-authorized overnight travel
AmountCurrent federal per diem for that city Gratuities are part of per diem; not > 20%No need to pro-rateIf paid by Purchasing Card
Itemize in Travel Expense Report (but indicate P-Card paid)Not reimbursedKeep original itemized receipt with P-Card log
For alcohol or entertainment expenses – see those policies
![Page 25: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/25.jpg)
Policy 2.1.6Travel Expenses
Pre-Payments on Travel
What and how?Common carrier transportation AND/OR registration fees
Preferred method is of pre-payment is a P-cardAlternative method: when using personal funds, traveler can optionally be reimbursed prior to the trip on a Travel Expense Report (A113) if desired
Include Travel Authorization Form if overnightInclude original receiptsThe reimbursement prior to the trip must be reflected as a prepayment on the Travel Expense Report submitted following the trip
Registration fees (only)
Direct payment to the vendor: submit completed registration materials and an A114 to Accounts Payables. Include Travel Authorization Form if overnight travel.
![Page 26: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/26.jpg)
Policy 2.1.6Travel Expenses
Purchasing Card Payments (for travel)Need travel P-Card authorizationMust adhere to
Limits of this policyP-Card limits (For amounts over P-Card limits, use personal card and seek reimbursement on Travel Expense Report)
Indicate P-Card amounts on Travel Expense Report; note that P-Card paid (prepaid)Keep original itemized P-Card receipts with P-Card log
![Page 27: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/27.jpg)
Policy 2.1.6Travel Expenses
Cash AdvancesOnly for group/team travel; not for individual travelExceptions: case-by-case basis by Treasurer’s OfficeNot to exceed 80% of projected costHow?
Responsible UC employee completes and sends Funds Reservation A114 and signed Travel Authorization Form to Accounts PayableResponsible person receives checkAny remaining cash advance balance – to be deposited with A-151 immediately upon trip conclusionWithin 30 calendar days, submit detailed and approved Travel Expense Report to Accounts Payable
![Page 28: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/28.jpg)
Policy 2.1.6Travel Expenses
Other travel related points:OveragesPersonal funds
Know what’s allowable
Reimbursed after* trip and approved Travel Expense Report submittedDo not use to pay for travel expenses of “prospective” employees, students, guests
* airfare or registration fees may be reimbursed prior to trip with approved TER and Travel Authorization (if needed)
![Page 29: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/29.jpg)
Policy 2.1.6Travel Expenses
Other travel related points:Personal convenience expenses
Not reimbursed (e.g., haircuts, in-flight movies, hotel pay-per-view, spa services)
Laundry/dry cleaning may be reimbursed if reasonable and during a stay of 7 days or more
Not reimbursed: passports, immunizations, visas when not required as condition of travel
![Page 30: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/30.jpg)
Policy 2.1.6Travel Expenses
Other travel related points: (cont.) Airline club memberships – not paid/reimbursed
Cancellations – costs incurred by failure to cancel travel reservations in a timely manner will not be reimbursed
Extended stays (i.e., vacation time added to trip)Cost variance must be clearly definedPersonal expenses will not be reimbursedCost cannot exceed what trip would otherwise have cost universityUniversity will not prepay personal expenses with intention of being repaid
![Page 31: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/31.jpg)
Policy 2.1.6Travel Expenses
Reporting and DocumentationExpenses must be fully documentedIf per diem (or up to per diem) for overnight travel meals is claimed, no receipts requiredMeals charged to a P-Card require original itemized receipts; (anything charged to a P-Card requires an original itemized receipt)Supervisor must review Travel Expense Reports before approving
![Page 32: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/32.jpg)
Policy 2.1.6Travel Expenses
Rules and StepsOne (Final)Travel Expense Report (TER) per trip
(may be additional TER if reimbursed for common carrier transportation or registration fees prior to trip) If overnight, include Travel Authorization Form Filed within 30 calendar days of trip’s conclusion
After 30 calendar days requires approval from dean, vice president or senior vice president (Policy Exceptions Form)
Personal vehicle mileage - same day/incidental travel
Submit approved Travel Expense Report with a Mileage Log; within 30 days of travel; can bundle Calculate miles from point of departure to destination (new)
Mileage from home to primary work is not reimbursed
![Page 33: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/33.jpg)
Q. How is mileage calculated for travel when using one's personal vehicle?
A. As part of policy revision effective 05/01/09, mileage for travel will be calculated from the point of departure to the destination point. The policy remains unchanged in the mileage between one's home and one's primary work site will not be reimbursed by the university. Notes: organizational units may have more restrictive policies.
An example of how the revision works:Mileage from home to primary work site:12 milesMileage from home to the airport: 38 milesMileage from primary work site to airport:16 milesWhen traveling for university business to the airport from my home, my reimbursable mileage, for this portion of the travel, is 38 miles (not 38 miles minus12 miles).When traveling for university business to the airport from my primary work site, my reimbursable mileage, for this portion of the travel, is 16 miles.
![Page 34: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/34.jpg)
Another example of how the revision works:Mileage from home to primary work site: 9 milesMileage from home to Columbus: 100 milesMileage from primary work site to Columbus:112 milesWhen traveling for university business to Columbus from my home, the reimbursable mileage, for this portion of the travel, is 100 miles (not 100 miles minus 9 miles).When traveling for university business to Columbus from my primary work site, the reimbursable mileage, for this portion of the travel, is 112 miles.
![Page 35: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/35.jpg)
A third example of how the revision works:Mileage from home to primary work site (main campus): 4 milesMileage from main campus to RWC: 13 milesMileage from RWC to home: 8 milesDuring the work day, I drive from my primary work site on main campus to RWC and back. Reimbursable mileage: 26 miles (13 miles each way).During the work day, I drive from my primary work site on main campus to RWC, and then drive home for the day. Reimbursable mileage: 21 miles (13 miles + 8 miles).I drive to RWC (not my primary work site) from home and remain there all day. I drive home from RWC. Reimbursable mileage: 16 miles (8 miles each way).I drive to RWC (not my primary work site) from home, and then drive to my primary work site on main campus. Reimbursable mileage: 21 miles (8 miles + 13 miles).
![Page 36: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/36.jpg)
Policy 2.1.6Travel Expenses
Rules and Steps (cont.)
Original Itemized ReceiptsIf not P-Card, must show proof of payment If lost, traveler’s responsibility to obtain duplicate from vendor and if not available by vendor, traveler to contact their card-issuing bank to provide oneNon P-Card receipts substantiate amount due to traveler
Purchasing CardKeep original itemized P-Card receipts with P-Card logItemize on Travel Expense Report but indicate that P-Card paidIf no amount is due traveler because ALL expenses are P-Card or prepaid
Completed Travel Expense Report should remain with traveler’s P-Card log, should contain Travel Authorization Form and be approved by the traveler’s supervisor
![Page 37: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/37.jpg)
Policy 2.1.6Travel Expenses
Reward ProgramsUniversity travelers may accrue frequent flyer miles for university-related travelPer Ohio Ethics Commission
Accrued miles must be used for university-related business travelMust be tracked separately
![Page 38: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/38.jpg)
Policy 2.1.6Travel Expenses
Suggested GL Accounts530500 Employee Travel & Training530501 Employee Training Registration & Fees530503 Employee In-State Travel530504 Employee Out-of-State Travel530505 Employee Foreign Travel530701 Non-Employee Travel530702 Team Travel
![Page 39: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/39.jpg)
Policy 2.1.6Travel Expenses
Tools to help:The Traveler’s Checklist provides a one-page summary of things to remember when traveling overnight.
![Page 40: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/40.jpg)
Policy 2.1.4Meal Expenses
![Page 41: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/41.jpg)
Policy 2.1.4Meal Expenses
Four categoriesOvernight Travel MealsBusiness MealsUniversity FunctionsNon-university Functions
Overnight Travel MealsMeal expenses during a trip that involves lodging for an overnight staySee Travel Expenses Policy
![Page 42: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/42.jpg)
Policy 2.1.4Meal Expenses
Business MealsPrimary purpose: business discussionMust include at least one non-university person whose presence is necessaryProperly documented (IRS Rules)
Time, date, place (whether on or off campus), attendees, business purposeMust include clear business purpose
Covers only those individuals necessary
![Page 43: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/43.jpg)
Policy 2.1.4Meal Expenses
Business Meals (cont.)
AmountsCurrent federal per diem rate for that city Gratuities are part of per diem; not > 20%No need to pro-rate
If fundraising, see Entertainment Expenses PolicySponsored Projects – Contact your grant administrator for guidelines and restrictions
![Page 44: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/44.jpg)
Policy 2.1.4Meal Expenses
University FunctionsFood at seminars, retreats, workshops, orientations, other university functionsProperly documented
Include description of business purposeIf feasible, include list of attendees
Other functions where food/beverages may be provided
Board meetingsMeetings with external stakeholders or speakersActivities with volunteers or where a majority of participants are students
![Page 45: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/45.jpg)
Policy 2.1.4Meal Expenses
University Functions (cont.)
Are NOT food at gatherings of university employees on a daily or similar ongoing basisMay cover food for gatherings of university employees
On an occasional basis (i.e., no more than 4 times during a fiscal year per organizational unit) Where the primary purpose of the gathering is a formal business discussion (e.g. a “working” breakfast/lunch/dinner particularly if personal time is used to conduct university business)
![Page 46: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/46.jpg)
Policy 2.1.4Meal Expenses
Non-University FunctionsCovers lunch/refreshments included in the registration fee for a conference, seminar or other meetingDoes not cover NON-overnight program where “lunch is on your own”
Policy exceptionsApproval by senior vice president, vice president, dean or their designee (Policy Exceptions Form)
![Page 47: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/47.jpg)
Policy 2.1.4Meal Expenses
ProcedureInclude any required documentation for overnight travel meals with approved Travel Expense Report or P-Card log; no receipts needed if claiming the per diem (or up to it); original itemized receipts required for meals charged to the P-cardInclude any required documentation and original itemized receipts for non-travel meals with an A-114 or P-Card logSuggested GL accounts:
5305xx range for overnight travel meals5304xx range for other meals
![Page 48: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/48.jpg)
Policy 2.8.1Purchasing Card Violations
![Page 49: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/49.jpg)
Policy 2.8.1Purchasing Card Violations
Cardholder ResponsibilityUse card responsiblyUse in manner consistent with university’s mission, ethical practices, laws, and policiesKeep current with Purchasing Card Policies and Procedures Manual
![Page 50: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/50.jpg)
Policy 2.8.1 Purchasing Card Violations
Four Roles Cardholder
University employee whose name is on the cardReviews and signs own statementAccountable for all charges with that cardMay be an Account Allocator for own account but can’t be a Card Verifier or Independent Reviewer for own account
Account AllocatorPerson who can allocate charges to a non-default account in UC FlexMay be used in conjunction with the other roles
![Page 51: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/51.jpg)
Policy 2.8.1 Purchasing Card Violations
Four Roles (cont.)Card Verifier
Person who verifies validity of cardholder’s purchases and signs cardholder’s bank statement attesting to such
Independent ReviewerPerson within department to sample/test transactions for adequate documentation and appropriatenessCardholder cannot be own Independent ReviewerIndependent Reviewer should NOT be a subordinate to cardholder whenever possible
![Page 52: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/52.jpg)
Policy 2.8.1 Purchasing Card Violations
Types of Violations
Abuse, misuse, negligenceNo personal gain
Fraudulent useDeliberate deception for unfair or unlawful gain
![Page 53: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/53.jpg)
Policy 2.8.1 Purchasing Card Violations
Abuse, Misuse, Negligent ViolationsExamples
Buying from a non-university contracted supplierPyramiding - intentionally splitting a purchase to circumvent delegated authority or transaction limitsFailing to maintain original receipts/documentation or obtain approvalsOther breaches of P-Card policies and procedures (see page 33 of Manual)
![Page 54: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/54.jpg)
Policy 2.8.1 Purchasing Card Violations
Abuse, Misuse, Negligent Violations: Administrative Actions
First violation: Warning letter sent
By Independent Reviewer (cc: P-Card Administrator) or P-Card AdministratorTo cardholder and their org unit head
Second violation:Warning letter sent
By Independent Reviewer (cc: P-Card Administrator) or P-Card Administrator To cardholder and org unit head; copy to Internal AuditAccount suspended for 30 days
![Page 55: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/55.jpg)
Policy 2.8.1 Purchasing Card Violations
Abuse, Misuse, Negligent Violations: Administrative Actions
Third violation:Letter sent
From Independent Reviewer or P-Card AdministratorTo cardholder and their organization unit headCopies to Internal Audit, Purchasing, and the appropriate senior administrator (i.e., vice president, dean or higher)Indicating cardholder can no longer participate in P-Card program
Card is terminated
Reinstatement of a level-three violator may be authorized following a review and approval of appropriate senior vice president or vice president
![Page 56: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/56.jpg)
Policy 2.8.1 Purchasing Card Violations
Fraudulent Violations
Using the card for personal or non-university purchases
Administrative and/or Disciplinary ActionsCard terminationPotential disciplinary action up to and including
Employment terminationCriminal prosecution
Referred to Internal Audit to determine circumstances that warrant discussion with HR, Public Safety, General Counsel
![Page 57: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/57.jpg)
Policy 2.1.1Alcohol Purchases
![Page 58: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/58.jpg)
Policy 2.1.1Alcohol Purchases
(Note: this policy applies to alcohol purchases; Board Rule 10-17-07 addresses possession, sale and consumption of alcohol on campuses.)
GuidelinesMay be justified for university-related purposes (e.g., business meals or university events)Managed with common sense, due careOrg units or college policies may be more restrictive
ApprovalPrior documented approval (signature or direct email) by senior vice president, vice president, dean or their designee (Policy Pre-Approval Form)
Amount - reasonable
![Page 59: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/59.jpg)
Policy 2.1.1Alcohol Purchases
FundingCharge to discretionary gift funds or expendable endowment funds (that have a broad restriction to be used for the benefit of that area)Do not charge to general, designated or auxiliary fundsSee Academic Health Center Policy
Payment - not allowed on a P-CardSponsored Projects
Not allowed unless specifically part of grant/contract
![Page 60: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/60.jpg)
Policy 2.1.1Alcohol Purchases
ExemptionsClinical or research useCulinary (or similar) academic programsResale by auxiliaries
ProcedureSubmit pre-approval document and original itemized receipts with approved reimbursement/payment paperworkSuggested GL accounts: 530407 (Alcohol (Approved Purchases)) or
531901 (Lab Supplies)Fund must be discretionary fund
![Page 61: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/61.jpg)
Policy 2.1.2Employee Recruiting Expenses
![Page 62: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/62.jpg)
Policy 2.1.2 Employee Recruiting Expenses
Allowable expensesMeals and entertainmentReasonable, prudent, commensurate with positionOriginal itemized receipts required
Meal expensesDocumentation: time, date, place, business purpose and attendees (IRS Rules)Amount:
Current federal per diem rate for that city Gratuities are part of per diem; not > 20%No need to pro-rate
![Page 63: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/63.jpg)
Policy 2.1.2 Employee Recruiting Expenses
Other related expensesEntertainment (Entertainment Policy)
Travel related to recruiting (Travel Expenses Policy)
Alcohol (Alcohol Purchases Policy)
Recruit accepts offer and moves (Relocation Expenses Policy – coming soon)
Payment methodsReimburse university employeeReimburse recruitDirect payment to vendor (including P-Card payments)
![Page 64: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/64.jpg)
Policy 2.1.2 Employee Recruiting Expenses
High Level Position RecruitingExamples: department chairs, eminent scholars, deans, vice presidents
Amount for meals and entertainmentGreater than federal per diem IF documented pre-approval by president, senior vice president, vice president, dean (Policy Pre-Approval Form)
Not in excess of $200 per person per day
![Page 65: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/65.jpg)
Policy 2.1.2 Employee Recruiting Expenses
Exceptions to policy: senior vice president, vice president or dean approval (Policy Exceptions Form)
ProcedureInclude any required documentation and original itemized receipts with approved reimbursement/payment paperwork or P-Card logSuggested GL accounts: 530401 (Refreshments & Meals), 530405 (Entertainment), 535603 (Meal Allowance)
![Page 66: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/66.jpg)
Policy 2.1.3Entertainment Expenses
![Page 67: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/67.jpg)
Policy 2.1.3 Entertainment Expenses
What is “entertainment”?Purpose of activity, event or meal is
FundraisingPromotion of the universityEntertainment of university guests by “designated university officials” (i.e., deans, vice presidents, development officers, senior administrators, other employees asked to serve in a host capacity)
Entertainment expensesReasonable, fiscally prudent, appropriate to the occasionConsistent with the university’s missionExamples: performances, shows, hospitality, food and beverages, flowers, mementosApproval by senior vice president, vice president, dean or their designee
![Page 68: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/68.jpg)
Policy 2.1.3 Entertainment Expenses
Amounts requiring pre-approvalMeal and entertainment expenses in excess of $75 per person per event or with an estimated overall cost exceeding $5,000; pre-approval by senior vice president, vice president, dean or their designee (Policy Pre-Approval Form)
(Note: Meal and entertainment expenses in excess of $200 per person per day for
employee recruiting are not reimbursed. [Employee Recruiting Policy])
Sponsored ProjectsNot allowed unless specifically part of grant/contract
![Page 69: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/69.jpg)
Policy 2.1.3 Entertainment Expenses
ProcedureInclude any required documentation and original receipts with approved reimbursement/payment paperwork or P-Card logSuggested GL accounts: 530401 (Refreshments & Meals), 530405 (Entertainment), 530407 (Alcohol (Approved Purchases))Note: Entertainment expenses while on “travel status” are not reimbursed through the Travel Expense Report.
![Page 70: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/70.jpg)
Policy 2.1.5 Professional Memberships,
Certification, Dues, and Subscriptions
![Page 71: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/71.jpg)
Policy 2.1.5 Professional Memberships, Certification, Dues, and Subscriptions
Allowable expendituresSubscriptions to professional journals/newspapers; (org units are encouraged to share)Certification and licensing feesMembership dues to external professional organizations
Not union duesNot university organizations (e.g. UCAAMP, AAPW, UCATS, WIN, CRC)
Do NOT include Airline ClubsMust
Be appropriate for individual’s position/dutiesBenefit the universityBe approved by organizational unit head
![Page 72: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/72.jpg)
Policy 2.1.5 Professional Memberships, Certification, Dues, and Subscriptions
Private Club Memberships/DuesMay be appropriate for key university personnel to advance the institutionRequire pre-approval by senior vice president, vice president or dean (Policy Pre-Approval Form)
Considered taxable income (IRS Rules)Paid directly by individual; reimbursed through payroll
Sponsored ProjectsGenerally not allowable (however may be under certain unusual circumstances)Contact your sponsored program officer
![Page 73: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/73.jpg)
Policy 2.1.5 Professional Memberships, Certification, Dues, and Subscriptions
ProcedureInclude original itemized receipts with approved reimbursement/payment paperwork or P-Card log
Suggested GL accounts: 531100 (Memberships & Dues) or 531101 (Professional Memberships & Dues)532603 (Licensing/Certification Fees)531201(Journals/Print Subscriptions) or 531202 (Database Subscriptions)
![Page 74: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/74.jpg)
Policy 3.3.1Employee Reward, Recognition
and Acknowledgement
![Page 75: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/75.jpg)
Policy 3.3.1 Employee Reward, Recognition and Acknowledgement
Policy addressesReward or bonus programsService recognition programsAcknowledgement for special life events
IncludesRelated allowable expendituresIRS implications
Recognition of excellent performance/achievement
Rewards/bonuses are an important part of total compensation program; they are NOT
Supplemental compensationAdjustments to base salaryVariable pay (such as commission)
![Page 76: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/76.jpg)
Policy 3.3.1 Employee Reward, Recognition and Acknowledgement
DefinitionsReward/Bonus – cash or non-cash award for significant outstanding performance“Defined Reward/Bonus Program” – documented program developed, communicated, and implemented in consultation with HR and the president, senior vice president or vice president
Units mayDevelop a “Defined Reward/Bonus Program” ORGive rewards/bonuses in immediate response to a specific accomplishmentAcknowledge employee contributions through service appreciation programsAcknowledge certain employee life events
![Page 77: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/77.jpg)
Policy 3.3.1 Employee Reward, Recognition and Acknowledgement
Guiding PrinciplesGiven for significant outstanding performance that advances unit goals; tied to a specific accomplishmentMeaningful to the individualCareful communication and distribution so not viewed as an entitlementNot a substitute for a competitive salary
![Page 78: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/78.jpg)
Policy 3.3.1 Employee Reward, Recognition and Acknowledgement
![Page 79: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/79.jpg)
Policy 3.3.1 Employee Reward, Recognition and Acknowledgement
Taxable incomeAll cash or cash-equivalents in any amountNon-cash over $100
Applies to all non-cash during a calendar yearExamples: spirit wear, fruit basket, flowers
Must be reported to Payroll for income reporting and withholding
![Page 80: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/80.jpg)
Policy 3.3.1 Employee Reward, Recognition and Acknowledgement
ProcedureCash (any amount)
Process a one-time UC Flex HR PCR (use BONUS for reason code)
Cash equivalentQuarterly report to Payroll
Non-cash (up to $100) Non-cash over $100
Quarterly report to Payroll
![Page 81: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/81.jpg)
Policy 3.3.1 Employee Reward, Recognition and Acknowledgement
Appreciation of ServiceMay occasionally be appropriate
Individual or group for extraordinary performance related to current position“Thank you” when departing the university (e.g., retirement)
Work related; not personal eventsAt discretion of senior vice president, vice president or deanReasonableSame IRS rules on taxable income apply
![Page 82: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/82.jpg)
Policy 3.3.1 Employee Reward, Recognition and Acknowledgement
Employee AcknowledgementsMay be appropriate to acknowledge certain life events
Examples: birth/adoption of child, death of immediate family member as defined by HR Family and Medical Leave Policy, get-well wishes to an employee
Encouraged to collect among colleagues first but org unit may offer supportInitiate at the org unit level to avoid duplicationTypes of acknowledgement
Flowers, fruit basket, similar itemsContribution to a charitable organization if
Requested by familyMade to the named, not-for-profit 501 (c) (3) charity with a public service mission
Must not exceed $100; not taxable
![Page 83: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/83.jpg)
Policy 3.3.1 Employee Reward, Recognition and Acknowledgement
Suggested GL Accounts for Other Costs Associated with Employee Recognition and Appreciation
530205 (Plaques/Trophies/Awards)530207 (Flowers & Cards)530400 (Meetings/Seminars/Events)
![Page 84: Agenda](https://reader035.vdocument.in/reader035/viewer/2022070502/56814bbf550346895db8940d/html5/thumbnails/84.jpg)
Questions?