UCD POLICY & PROCEDURE MANUAL
Transmittal Notice
9/16/02


TRANSMITTAL NOTICE--UCD POLICY & PROCEDURE MANUAL

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, notify 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 policies and procedures change.

1. TRANSMITTED: Section 200-05, Academic and Administrative Calendar, for the fiscal years 2002-03, 2003-04, and 2004-05, 6/27/02.

SUPERSEDES: Section 200-05 calendars for 2002-03 (6/1/00), 2003-04 (7/12/00), and 2004-05 (8/10/01).

PURPOSE: Adds Fall Commencement on December 15, 2002, as announced in UCD directive 02-103; renames the Spring administrative holiday in honor of Cesar Chavez and changes the dates in 2004 and 2005 to the previous Friday, as announced in UCD directive 02-048.

2. TRANSMITTED: Section 200-06, 2002-03 Academic and Administrative Deadlines, 7/1/02.

SUPERSEDES: New. (Delete previous years' lists as they become outdated.)

PURPOSE: Provides UCD personnel with list of deadlines for various academic, administrative, and fiscal reports required during 2002-03 so they may better plan for possible workload fluctuations.

3. TRANSMITTED: Section 210-65, Postdoctoral Study, 7/9/02.

SUPERSEDES: Section 210-65, 6/20/01.

PURPOSE: Clarifies that the Office of Graduate Studies is the office of record for postdoctoral scholars; includes mentoring as part of the postdoctoral experience; adds information regarding the standard offer letter; requires 100 percent appointments and a minimum salary, effective July 2003; requires annual written evaluations by the PI or mentor; recognizes the need to provide comprehensive health benefits.

4. TRANSMITTED: Section 290-45, Pest Management, 6/24/02.

SUPERSEDES: Section 290-45, 6/2/98.

PURPOSE: Clarifies areas of responsibility; makes the process more customer friendly by having departments call the O&M Service Call Center for all types of pest control services; editorial changes for clarity.

5. TRANSMITTED: Section 290-90, Animal Control on Campus, 6/18/02.

SUPERSEDES: Section 290-90, 12/18/98.

PURPOSE: Adds policy and procedure for loose animals or wild animals; provides for all animal control issues to be referred to O&M Service Call Center during regular work hours (M-F, 8am to 5pm) and to the Police Department at all other times; revises for clarity and general streamlining.

6. TRANSMITTED: Section 290-95, Pesticide Applications, 6/24/02.

SUPERSEDES: Section 290-95, 10/31/96.

PURPOSE: Clarifies that this section does not apply to nonagricultural use of pesticides; defines "pesticides" according to the California Food and Agricultural Code; updates information on application by aircraft; lists qualified persons who can provide training; requires notice application at the site being treated, as well as approved signs that describe the chemical, the permissible reentry date, and the responsible applicator; includes location requirements for the signs; requires State Research Authorization form for chemicals that may contaminate groundwater or for research or experimental use on land not owned or controlled by the University; editorial changes for clarity.

7. TRANSMITTED: Section 300-10, Travel Policies and Regulations, page 23 ONLY, revised 6/11/02.

REPLACES: Page 23 ONLY, 10/12/90 (rev.1/4/91).

PURPOSE: Deletes the text in paragraph XI.B and replaces it to read "A traveler must be on travel status for more than 12 hours in order to be reimbursed for meals in connection with a trip of less than 24 hours." This change is consistent with the UC travel policy and was announced in UCD directive 02-070.

8. TRANSMITTED: Section 330-12, Departmental Check Distribution, and Exhibit A, 5/31/02.

SUPERSEDES: Section 330-12 and Exhibit A, 8/1/97.

PURPOSE: Clarifies that an employee who distributes payroll checks shall not be authorized to review the monthly Distribution of Payroll Expense or PPS Decision Support Expense Distribution Report; updates references; minor editorial revisions; requires verification of agent's identification, such as CDL #, for receipt of someone else's check (Exhibit A).

9. TRANSMITTED: Section 330-40, Disbursements Procedures, 5/31/02.

SUPERSEDES: Section 330-40 and Exhibit A, 8/1/97.

PURPOSE: Clarifies that the vendor's original invoice is required for payment; explains that the original invoice must be price-checked against the relevant purchase order (PO/DPO/DRO); updates process for honorarium payment or additional compensation using DaFIS Direct Charge check request; minor editorial revisions.

10. TRANSMITTED: Section 340-20, Billing Procedures of Service Activities, 7/1/02.

SUPERSEDES: Section 340-20, 6/29/87.

PURPOSE: Removes information on billing non-University customers and refers to Section 330-89; includes DaFIS requirements and procedures; requires the service activity's system to provide user departments billing information accessible in the General Ledger (Decision Support); adds billing detail standards; updates unit names; updates references and related policy.

11. TRANSMITTED: Section 360-50, Key/Access Card Control, page 3 ONLY, revised 8/19/02.

REPLACES: Page 3 ONLY, 4/17/02.

PURPOSE: Corrects information about fee deposits in paragraph II.C.3, which has not been in effect for several years.

12. TRANSMITTED: Section 380-18, Substance Abuse, 6/24/02.

SUPERSEDES: Section 380-18, 1/4/91.

PURPOSE: Extensive revisions; adds provisions of Drug-Free Schools and Communities Act regarding students; clarifies which provisions apply to all employees and students, and which apply only to contract and grant-funded employees; adds description of student and employee health insurance; clarifies provisions on reasonable accommodation and employee or student discipline; adds information about biennial report; adds references; updates names, titles, phone numbers, and web addresses.

13. TRANSMITTED: Section 380-40, Death of an Employee, 6/17/02.

SUPERSEDES: Section 380-40, 6/1/98.

PURPOSE: Requires department to notify campus or UCDHS Benefits Office; adds available services from Academic & Staff Assistance Program (ASAP); updates to reflect the use of Payroll/Personnel System; refers to Section 310-16 to gain access to a deceased employee's electronic communications; updates the procedures in the event of the death of a compensated employee; updates unit names, telephone numbers, and references.

14. TRANSMITTED: Section 380-50, Employee Non-Cash Awards, page 3 ONLY, revised 6/17/02.

REPLACES: Page 3 ONLY, 4/15/02.

PURPOSE: Changes paragraph IV.D to clarify that purchasing cards may now be used to purchase employee non-cash awards or sympathy cards, consistent with Section 350-22.

Dott Turner
Coordinator of Administrative Policy

Attachments
02-119