500.2, authorizes the direct contracting and direct payment of meals and lodging, but at a rate not to exceed the total daily rate provided in the State Travel Reimbursement Act (STRA). School policies and procedures are essentially the governing documents by which your school district and school buildings are operated. These contracts can involve goods and services that the University provides to other parties for compensation (revenue) and goods and services that the University acquires from other parties in exchange for payment. Consequently, each claim must be cross referenced. All money (checks, currency and coin) collected by University departments and student organizations should be deposited on a daily basis with theBursar. Oklahoma If a traveler opts to use other lodging besides the designated facility at which the object of travel is conducted or held, reimbursement for any incurred local transportation expenses (such as, taxi, bus, rental car, private automobile mileage, etc.) The distribution of 20% F&A assessment is 10% to Provosts Office, 5% to the VP of Reseach for the support of research, and 5% to the central F&A assessment pool.Twenty percent (20%) of all revenue received from clinical trial studies is recovered by the Provosts Office/Grant Administration if the clinical study meets all of the following requirements: Any required college, department or section F&A charges are in addition to the 20% F&A costs recovered centrally. policies and procedures Department heads shall take measures to ensure the integrity of their respective fiscal operations, including requiring that cash reconciliation are routinely performed and independently reviewed. It is recommended the visa type be reviewed to determine allowability of travel expense reimbursement prior to the engagement. Non-employee travelers would not have an official duty station. Reduce risk The use of e-cigarettes is permitted outside only. The performance of services or contract for services, for either of which the payment is sought, must not have occurred within one year of the performing or contracting non-employee's termination date from the University. Class of information, including definition where appropriate. Although there are a multitude of business- and quasi-business-type activities (such as recharge centers and activities designed primarily to meet the needs of educational activities) operating at the University, this policy is intended to apply only to "major" revenue producing activities.As major business-type activities, each Auxiliary Enterprise and/or Service Unit is to develop, maintain and implement prudent business practices including, but not limited to: Overhead rates for auxiliaries and service units are regularly calculated by the CFO/Controllers Office and are automatically assessed to each auxiliary and service unit based upon the gross revenues posted each month to the general ledger. If the receipt for lodging does not indicate such location, but the facility where lodging was acquired is located within a listed "high rate area," the traveler must provide a certification statement on the travel claim or paid lodging receipt similar to: I certify the public lodging place named on the lodging receipt is located in the corporate limits or county of the CONUS city of travel. Signature. (74 O.S. Purchases up to $50,000 of legal, medical, accounting, consulting, architectural, engineering, interior design, appraisal, landscape design, real estate agency, or similar professional services, only when such services are ordered by executive-level officers of the University pursuant to University-wide matters of importance, and only when such services represent discrete short-term engagements with specific terminal objectives. 500.15). Title IX Office: (918) 660-3107. Expenses may be paid directly to the vendor. WebGuidelines for Updating Current/Creating New Policies & Procedures. Policies procedures are subject to federal and/or Washington state law and rules. The additional cost of such activities may qualify for reimbursement as a miscellaneous expense provided they are business related. An appeals process will be used similar to that used for appeals of parking fines. EO Statements, Policies, Procedures and Postings - The Departments are expected to allow employees appointed to grants and contracts accounts to use all earned PTO during the specified period of their appointment unless the grant or contract contains sufficient funds or the department plans to use non-sponsored funds to pay for accumulated leave time upon termination of the employee. Users should be aware, however, that the University cannot guarantee such security. WebPolicies and Procedures. Resident Aliens must use the Participant Payment Request Form as the vendor form. What areas do Community Guidelines cover? In addition, the current travel claim must be annotated to show that the travel period is continuous, and a copy of the previously submitted claim, if applicable should be included for verification of the payment history of expenses claimed. Use of Multiple Facilities or University Services. With regard to payments made to study participants, that information is typically legal name and Social Security number, as well as the project number. All RFIs shall be publicized on University Procurements website and other appropriate University media. If paying with a departmental Procard, this documentation must be maintained in departmental files for subsequent reviews. It is further implied from the traveler's signature that any expenses claimed have not been reimbursed or otherwise provided for by other sources. (Adopted 2-9-04; Amended 3-1-06 ( If the employee is transferring and the department to which the employee is transferring is willing to accept all or any portion of the accrued leave, then the leave balance can be maintained. Fees associated with the issuance of passports, visa fees, costs of photographs for passports and visas, costs of certificates of birth, health, and identity, and of affidavits and charges for required inoculations. Justification for the need for consulting services must be included. WebPolicies and Procedures. WebFind out about the content principles, standards and editorial processes for the NHS website. Policies and procedures guide the functions and decision-making processes for many organizations. Please also notify the ORO if the responsive records will be voluminous, difficult to gather or time-consuming to retrieve or whether a delay of more than 3 business days is expected in responding to the request. In use of either a privately-owned or individually leased automobile for in-state travel, reimbursement shall be limited to the actual cost not to exceed the per mile rate. 1. WebWelcome to Oakland University's Administrative Policy and Procedures website. Additional days before/after the business days, car seats, additional drivers (non-business travelers), satellite radio, unnecessary upgrades, etc. Employees will comply with all laws, rules, and regulations, which apply to any aspect of their job duties, responsibilities, or state employment. A supplemental payment is discretionary and may be modified or canceled at any time. ; The sponsor imposes no fiscal audit requirements on the University. Splitting of orders to circumvent the dollar limits is specifically prohibited. Any purchase that does not qualify as a sole source purchase and that is above $5,000 in value must be subjected to a competitive process. Only two calculator models are authorized for use during CFA Program exams. Our policies and procedures. As documentation for lodging expense reimbursement, the department must submit to Financial Services for approval the Agency Sponsored Designated Lodging Notice, prior to travel, stating the: After approval, the Agency Sponsored Designated Lodging Notice should be submitted along with the travel claim or direct pay lodging invoice as documentation for reimbursement of expenses. In this manner, OUHSC is assured that proper control is in place and that no service providers will be left unpaid following the event. To verify dates of official business, documentation of the Nature of Official Business must be included with the travel claim. Nothing in this policy shall be construed to restrict or prohibit the lawful operation of manned aircraft or UAS operating in the national airspace as authorized by the FAA. Outdated and ignored policies create the ideal breeding ground for liability. Policies 1. Lodging expense reimbursement includes the actual cost for overnight sleeping accommodations based on paid receipts (provided by the lodging facility) and subject to limitations of the STRA. All users of parking will pay or will have parking fees paid for them by the entity with which they are associated. You can find our policy and procedures below: Managing Disciplinary Issues Policy; Managing Disciplinary Issues Procedure; About us. Notify the ORO about the request and forward the request to the ORO. Ensuring the device is used for university business (see B.1 of this policy); Ensuring usage of the device is in compliance with all relevant university technology policies for the secure use of communication devices addressed in this policy; and. Site WebThe Staff Handbook summarizes University of Oklahoma policies and procedures for current and prospective staff employees. Following approval, an employee may be paid a supplemental payment. Applicable taxes will be withheld and the payment will be reported as W-2 income. By standard policy, travelers should book all air transportation through one of the University contracted airline travel agency(s) available at OU Purchasing website (See Commercial Airline Tickets under Direct Purchase of Travel Expenses and Registration section for direct purchase instructions), unless circumstances satisfy one of the following exceptions. Each Area Agency on Aging (AAA) and Title III project, or grantee, maintains a system of personnel administration approved by the grantor agency, and complies with all state and federal statutes. Identify the six most important reasons for creating comprehensive policies and procedures. The work must be of the type that the University stipulates for the desired objectives or product. Only the Associate Vice President and Chief Human Resources Officer, is authorized to sign, employment-related documents and forms required by an authorized governmental entity involved in the process of employment of non-U.S. citizens on behalf of the University. Necessity includes situations in which time is of the essence in optimally accomplishing University purposes requiring work from the employees residence or other approved remote location outside of business hours. Policy The budget head may recommend that terminal pay be denied to an employee discharged for serious cause. If an employee rents or leases a vehicle to use on State business while traveling in a foreign country, the Risk Management Division strongly recommends the employee purchase from the car rental company vehicle physical damage insurance, commonly known as Loss Damage Waiver (LDW) or Collision Damage Waiver (CDW) offered by the car rental company. The licensed caterer shall furnish proof of liability insurance ($1,000,000 combined single limit (csl) Comprehensive General Liability Insurance Policy with the Board of Regents of the University of Oklahoma as a Certificate Holder) for its operations to the Facility Coordinator at least five (5) University business days prior to the event. This is to include the revenue from operations of the Professional Practice Plans approved for each college by the OU Board of Regents. See Foreign National Taxation, Section 556. Information is retained in the department with no tax information reporting supplied to Accounts Payable. Given the significant daily operations on the OUHSC campus, OUHSC has implemented the following Interim UAS Policy to govern UAS flights on the OUHSC campus. Selecting an inventory cost method that under the circumstances most clearly reflects periodic income. Parking and Transportation staff will be involved throughout the planning process for any new parking to be constructed within the statutory boundaries of the Oklahoma Health Center and Research Park District, regardless of the funding entity. The traveler understands and accepts that the protections, features, and services that would otherwise accompany an agency-issued ticket may not be available. Fire Prevention and Safety Whistleblower Policy Make sure to have a no-retaliation policy to protect your employees and the company. OU Announces Changes to Tailgating Policies Ahead of 2023 Policies and Procedures. University faculty, staff, students and non-university employees traveling on University funds to out-of-state destinations must receive prior written approval from a person of higher institutional authority. Rates are updated annually and can be obtained at OUHSC Financial Services. Reimbursement may include such actual charges as parking fees, fees for connection, use and disconnection of utilities (i.e., gas, electric, water, sewage, etc.). The others sharing the room would document no lodging claimed and cross-reference the claims. Non-Resident Aliens must complete the Foreign Vendor Form (W-8 Substitute) in addition to the Participant Payment Request Form due to immigration requirements. Make sense to the employee. Some policies have been added or substantively revised as recommended by advisory committees or as needed to reflect current practice. This section asks potential suppliers to provide general information about themselves and offer potential solutions to help the University meet objectives, including, but not limited to, potential costs (but not quotes), the availability of goods and services, other risks the University has not considered, and other questions directed at informing or educating the University about its underlying need or objective. This does not preclude departments from having more stringent internal AED policies. The Library's Responsible Procurement Policy (PDF format). All travel shall be by a direct travel route appropriate to the mode of transportation used. The Records Manager can provide you with these forms (through campus mail or e-mail). The Board of Regents has established a Tobacco Free Policy consistent with Governor Fallins Executive Orders 2012-01 and 2013-43. Ensure that policy guidelines are simple and able to be genuinely implemented in daily practice. Different departments contain different personalities, schedules, and daily experiences. Documentation of the approval should be maintained in the departmental files of the traveler and/or the funding account sponsor and subject to compliance review by Internal Auditing. The statutory duties, responsibilities and authority of the CIO and Information Services are set forth as follows: In a portion of the Oklahoma State Finance Act, located at 62 O.S. . Officers must be on site during the serving and consumption of alcohol, at the Users expense. For example, indication of "Meeting" for "Nature of Official Business" is too vague to convey the clear purpose of travel. Processes & Policies. represents a true and correct account of travel and related expenses. However, departments may pay the required registration fee directly for travelers to attend the conference, workshop, seminar, etc. Noise Promotional items provided for recruitment purposes are permitted. 2.3 Federal regulations (OMB Circular A-21 and the Federal Cost Accounting Standards) require that the same type of costs be treated consistently as direct or facilities and administrative costs on sponsored programs. DEFINITIONS The combined honorarium and expense reimbursement payment(s) will be reported to the IRS on Form 1099. 10. The consultant must have signed a letter of commitment to perform the specified services at a stated rate under the grant or contract. Regents' Policy Manual for The University of Oklahoma, Section 4.8, as of 6-24-04.For purposes of this policy, Auxiliary Enterprises and/or Service Units are business-type activities in that they charge fees to recover the cost of the goods and/or services provided. 500.1, et seq. 17. Unless additional coverage or higher amounts are set forth in a Solicitation, Description of Services, or other Contract to which the University and Supplier explicitly agree in writing, all Suppliers shall maintain the minimum insurance requirements as set forth herein: Insurance Limits for Contracts Less than $150,000, Insurance Limits for Contracts Over $150,000. It also explains the review and approval process for campus wide administrative policies. Superseded Section 320); 3-23-09, Amended 5-31-15). Procurement is the process of buying, purchasing, renting, leasing, or otherwise acquiring goods and services using University funds and overseeing all functions within the procurement lifecycle, including performing market analysis; identifying or selecting methods of solicitation and sourcing; preparing, evaluating, and awarding contracts; developing and negotiating contracts; contract management, monitoring, and administration; and managing supplier relationships. Administrative Policies and Procedures > Home Departmental or College Administrative cost rates may be included in addition to the Institutional 20%.