Administrative Policy News for April 2019

The University is committed to an inclusive policy-making process. This quarterly communication highlights new or significantly revised administrative policies currently posted for the campus community to offer feedback. Your comments and suggestions are invited through the dates specified by each policy. Following the review period, all feedback will be forwarded to the policy owner who will then consider any revisions to the final policy.

A new University travel card has been added to the suite of services and tools available to the more than 15,000 annual travelers at the University. The charges that are paid for with the travel card will sync up with the traveler’s record in Chrome River, the University’s Travel & Expense system, thus making it easier to record and reconcile business trip expenses.

This University travel card (corporate liability) will replace the existing corporate travel cards (personal liability), and has the following use parameters.

  • The card may be used for lodging, conference registration, airfare, ground transportation, and miscellaneous travel-related expenses.
  • Business and hospitality meals are allowable.
  • Receipts are required for purchases exceeding $25.
  • Travelers have 60 days to reconcile and submit expenses for approval.

As with all University- provided cards (travel or procurement), cardholders are responsible for reimbursing the University for expenses on the travel card that are deemed unallowable. At a minimum, below is a list of unallowable expenses:

  • Personal expenses
  • Split purchases to avoid the transaction limit
  • Travel meals (travelers pay for meals out of pocket and claim as per diem)
  • Expenses for other employees

The Administrative Policy: Using the University Travel Card is available for review and comments.

The new administrative policy under review, Hiring Faculty and Staff, supports the hiring of nearly 2,800 employees each year. It is designed to enable recruiting and hiring of the most talented and diverse employees in compliance with University policy, state and federal laws and regulations. This policy draft:

  • provides a framework that supports the University being an equal opportunity employer;
  • promotes hiring practices that are flexible and consistent with labor market trends;
  • encourages units to utilize recruitment and sourcing strategies that attract talented faculty and staff;
  • includes stronger language around the University’s commitment to conducting a search process for all vacancies that are 50% time and 9 months in length; and
  • provides efficient search processes.

All employee groups are covered, subject to unique terms and conditions covered in applicable Civil Service rules and labor represented agreements. Once implemented, the policy (Hiring Faculty and Professional Academic and Administrative Employees) will be retired.

Last year, University travelers visited 122 different countries around the world. University faculty, staff, and students combined for more than 12,000 individual international trips in the 2017-18 fiscal year. With the ever changing political climate and various types of conflict throughout the world, the University's international duty of care program is an important component of supporting the teaching, research, and outreach work of each of the University's system campuses.

Registering, supporting, and tracking this high volume of international travelers requires skilled resources at education abroad offices throughout the University system and clear guidance to other units that are involved in internationalization efforts. This latest version of the Administrative Policy: Student Travel and Education Abroad: Health and Safety delineates four levels of facilitation for units engaging in international education or travel.

Other significant changes include:

  • the requirement for units organizing education abroad opportunities to implement a system for gathering and accessing independent student travel information during program dates;
  • an update regarding the previous requirement that all undergraduate education abroad programs must be run through a campus education abroad office to now indicate the requirement only applies to for-credit programs;
  • a clarification that students not working through an education abroad office will fulfill their travel requirements through the use of the Student Travel Registry;
  • specification that program leaders must receive health and safety training within 12 months prior to the program departure date; and
  • language updates dictated by the U.S. State Department’s change from labeling high-risk travel locations as Travel Warnings to their new Travel Advisory system.

What is the Policy News?

This is where you will find the latest information on updates to policies, procedures, and more. We also have a couple of new features: spotlight on policy and a summary of recent Board of Regents policy changes.

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