UCD POLICY & PROCEDURE MANUAL Transmittal Notice 12/12/00

The attached UCD Policy & Procedure Manual sections have been approved by the appropriate vice chancellor and by the Provost and Executive Vice Chancellor. After inserting these sections in your manual, please annotate the Table of Contents to reflect the changes, then post or circulate this transmittal notice so employees will be aware of these policies. If any pages are missing, contact Irene Fecht, Chancellor's Office (530-752-9745 or ilfecht@ucdavis.edu). Manual sections are published on the World Wide Web as they are approved. UC Davis policies and procedures and Universitywide policies are available electronically on the World Wide Web via http://manuals.ucdavis.edu. You may also register at this site to be notified by email when UC Davis policies and procedures change. 1. TRANSMITTED: Section 200-10, UCD Administrative Organizational Chart 2000-01, 10/1/00. SUPERSEDES: Section 200-10, 9/1/99. (DISCARD/RECYCLE.) 2. TRANSMITTED: Section 200-40, UCDMC Hospital & Clinics Operating Policies and Procedures, 12/3/00. SUPERSEDES: Section 200-40, 1/5/99. (DISCARD/RECYCLE.) PURPOSE: Annual review; indicates that the Executive Vice Chancellor has online access to the UCDHS Hospital Policies and Procedures Manual and provides the World Wide Web address. 3. TRANSMITTED: Section 290-06, Safety Standards and Interactions with Regulatory Agencies, 9/12/00. SUPERSEDES: Section 290-06, 6/24/94. (DISCARD/RECYCLE.) PURPOSE: Specifies, for the health and welfare of visitors, that access to areas not generally open to the public is provided only under supervision and with the approval of the department head; clarifies EH&S responsibilities to provide technical assistance to interpret regulatory requirements dealing with environmental health and safety issues and to serve as liaison with regulatory agencies; editorial revisions for streamlining and clarity. 4. TRANSMITTED: Section 290-75, Radiological Safety--Health Physics, 9/12/00. SUPERSEDES: Section 290-75, 6/24/94. (DISCARD/RECYCLE.) PURPOSE: Deletes detail regarding responsibilities of EH&S staff in their roles as Director of Health Physics Programs and Campus and UCDHS Radiation Use Officers; includes the UCD High Intensity Light and Laser Use Committee as radiation use committee; provides for assignment of an alternate principal investigator (PI) for use and storage of radioactive materials during extended leave or absence of the PI; clarifies campus and UCDMC purchasing procedures, and that non-supply agreement purchases do not require EH&S approval; provides web address for UCD Radiation Safety Manual; editorial revisions for clarity. 5. TRANSMITTED: Section 290-85, Electrical Safety, 10/17/00. SUPERSEDES: Section 290-85, 6/25/93. (DISCARD/RECYCLE.) PURPOSE: Clarifies that this section applies to all electrical work at UC Davis and that Cowell Student Health Center and UC Davis Medical Center are also covered by the Joint Commission of Accreditation of Healthcare Organizations (JCAHO) regulations; adds definitions; expands the policy section and the procedures section and includes headings for ease of finding specific topics; defines responsibilities of department chairs, supervisors, principal investigators, employees, and EH&S; updates unit names. 6. TRANSMITTED: Section 300-10, Travel Policies and Regulations, pages 5-6, 11/17/00. SUPERSEDES: Section 300-10, pages 5-6, 5/21/99. (DISCARD/RECYCLE pages 5-6 ONLY.) PURPOSE: Revises paragraph V to allow vice chancellors and deans to redelegate the authority to approve reimbursement of travel by non-University personnel. 7. TRANSMITTED: Section 330-45, Petty Cash Funds, and Exhibits A, B, C, and D, 8/16/00. SUPERSEDES: Section 330-45 and Exhibits A and B, 8/1/97. (DISCARD/RECYCLE.) PURPOSE: Clarifies that petty cash may be used for purchase of low-value supplies that are not practical to purchase under the low-value purchase authorization process; reflects change from $50 to $100 maximum per transaction with any one vendor in a day; permits purchase of stamps from petty cash; specifies that travel-related expenses, such as gasoline, should be purchased with a University credit card, and that petty cash purchases of services or materials at a lower total cost available through Planned Purchasing Agreements are not permitted; confirms that reimbursement checks must be made payable to the custodian of the fund; includes an alternative procedure for transferring custody of cash and receipts to a new custodian by the department head; provides additional information about surprise cash counts; updates references; adds Exhibits C (change of custodian) and D (petty cash verification). 8. TRANSMITTED: Section 330-46, Cashiering Change Funds, and Exhibits A, B, and C, 9/21/00. SUPERSEDES: Section 330-46 and Exhibit A, 8/1/97. (DISCARD/RECYCLE.) PURPOSE: Specifies that expenditures may not be made from change funds, change funds and petty cash funds are maintained separately, and change funds over $10,000 must be kept in dual custody; clarifies that the change fund custodian is responsible for the fund if it is distributed to individual cashiers; allows department head to approve a change of custodian rather than returning the change fund and requesting a new fund; includes requirement to report loss to a change fund; updates Main Cashier's address and telephone number; updates references; provides forms for temporary change fund (Exhibit A) and change of custodian (Exhibit B) and updates request form (Exhibit C). 9. TRANSMITTED: Section 330-62, Basic Costing Policy, 10/27/00. SUPERSEDES: Section 330-62, 8/1/97. (DISCARD/RECYCLE.) PURPOSE: Clarifies that direct charges for salary and wage expenses are effected through the Payroll/Personnel System or the On-Line Payroll Time Reporting System; minor editorial revisions for clarity. 10. TRANSMITTED: Section 330-63, Expenditure Adjustments (Cost Transfers), 10/27/00. SUPERSEDES: Section 330-63, 4/30/98. (DISCARD/RECYCLE.) PURPOSE: Updates references to payroll/personnel forms and adds those in the On-Line Payroll Time Reporting System (OPTRS); clarifies that written approval of the PI and department head or other official is required if transfers of Federal or Federal flow-through accounts are involved; updates references; minor editorial revisions. 11. TRANSMITTED: Exhibit D, Declaration of Lost Evidence, 10/4/00, of Section 330-80, Entertainment with University-Controlled Funds. SUPERSEDES: Exhibit D, 4/21/99. (DISCARD/RECYCLE Exhibit D ONLY.) PURPOSE: Removes "Davis, California" from the city/state field on the form to better accommodate departments located outside Davis. 12. TRANSMITTED: Section 330-81, Department Administrative Retreats, 10/25/00. SUPERSEDES: Section 330-81, 3/30/94. (DISCARD/RECYCLE.) PURPOSE: Reviewed for manual updating; updates references and cross- references; minor editorial revisions. Dott Burton Coordinator of Administrative Policy 00-159