UCD POLICY & PROCEDURE MANUAL Transmittal Notice 4/26/99

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 (752-9745 or ilfecht@ucdavis.edu). UC Davis policies and procedures and Universitywide policies are also available electronically on the World Wide Web via: http://www.mrak.ucdavis.edu/web-mans/manuals.htm 1. TRANSMITTED: Section 310-40, Public Information and Media Relations, dated 2/20/99. SUPERSEDES: Section 310-40, dated 6/19/91. (DISCARD/RECYCLE.) PURPOSE: Includes Internet and broadcast programs as communication methods; updates lists of information publications for campus and University communications; editorial revisions. 2. TRANSMITTED: Section 330-80, Entertainment with University- Controlled Funds, and Exhibits A-D, dated 4/21/99. SUPERSEDES: Section 330-80 and Exhibits A-D, dated 3/20/98. (DISCARD/RECYCLE.) PURPOSE: Revises consistent with University policy (Business & Finance Bulletin BUS-79, 3/25/99); eliminates requirement for prior approval of entertainment expenses; specifies that approval be at the appropriate level; requires certification by host that expenditures were incurred for official University business purposes; clarifies types of receptions that are permissible activities, including those held in connection with conferences, fund-raising events, employee recognition or service awards, and certain student events; provides examples of activities that require exceptional approval, including entertainment of spouse (or equivalent) of guest or official host, tickets to entertainment or sporting events, employee morale functions such as faculty/staff picnics or holiday gatherings; adds tax considerations to clarify when entertainment expense is considered taxable income under IRS regulations; establishes $75 receipt requirement threshold; increases maximum rates for reimbursement (Exhibit A). 3. TRANSMITTED: Section 330-86, Course Materials Fees, dated 2/25/99. SUPERSEDES: New section. PURPOSE: Outlines UC Davis policy and procedures for establishment and review of course materials fees for students to participate in the instructional activities of a course. (Course materials fees approved under this policy will become effective no earlier than Fall Quarter 2000.) 4. TRANSMITTED: Section 340-05, Cost Recovery for Sales of Goods and Services to Non-University Clientele, and Exhibit A, dated 4/16/99. SUPERSEDES: Section 340-05, dated 10/3/88. (DISCARD/RECYCLE.) PURPOSE: Reflects change by Federal government of the term "indirect cost rate" to "facilities and administrative costs rate"; includes fees established by auxiliary enterprises as an exception to the non-University differential (formerly the indirect cost differential); specifies that income from sources on the exception list for the non-University differential is generally subject to the campus assessment; describes the determination of the non-University differential, including its components, application, and allowable reductions; updates procedures consistent with policy changes and current practices; updates references; provides charts that define the components of the non-University differential and how it applies to various customers (Exhibit A). 5. TRANSMITTED: Section 340-15, Rates, and Exhibit A, dated 4/22/99. SUPERSEDES: Section 340-15, dated 9/20/85. (DISCARD/RECYCLE.) PURPOSE: General streamlining of rate process; authorizes vice chancellors and deans to review and approve rate proposals meeting certain criteria; clarifies authority and responsibility of Planning & Budget Office and Rate Group for central campus review of rate proposals; updates references; provides flow chart of rate process (Exhibit A). 6. TRANSMITTED: Section 340-21, Service Agreements Between Campus Units, dated 4/22/99. SUPERSEDES: Section 340-21, Direct Cost Agreements Between Campus Activities, dated 10/31/94. (DISCARD/RECYCLE.) PURPOSE: Changes policy name; changes terminology from "direct cost agreements" to "service "agreements"; clarifies that service agreement is appropriate when hourly or per unit rates cannot be established; removes requirement that rates are limited to 5% in excess of costs, and refers to Section 340-15 for rate development and allowable costs; updates procedures and references. 7. TRANSMITTED: Section 360-05, Parking Regulations, dated 2/20/99. SUPERSEDES: Section 360-05, dated 1/6/92. (DISCARD/RECYCLE.) PURPOSE: Updates information on parking administration (II-B); includes multi-year permits; clarifies eligibility of casual employees for parking permits and payroll deduction; provides for purchase of daily permits through Transportation and Parking Services; specifies that Departmental Guest permits may not be given or sold to vendors; specifies that guests of certain student housing residents may obtain visitor permits at the appropriate housing office; clarifies fees for medical parking permits; provides for staff and faculty who require special assistance to contact Vocational Rehabilitation; specifies that visitors with disabilities may park at no charge in designated disabled spaces, in unrestricted spaces, and at meters when a valid DMV-issued disabled placard is displayed; editorial revisions for clarity. 8. TRANSMITTED: Section 380-56, Employee Emergency Loan Fund, and Exhibit A, dated 4/23/99. SUPERSEDES: Section 380-56 and Exhibit A, dated 3/30/94. (DISCARD/RECYCLE.) PURPOSE: General streamlining consistent with Universitywide policy and updating of department names and policy references; adds clarification regarding academic, student, and UCRP loan programs; specifies that loan cannot extend beyond employee's appointment end date; deletes the minimum monthly payment amount; states that there is no penalty for prepayment; includes availability of loan funds as a criterion for granting loans and clarifies that the committee's decision is final; on loan request form (Exhibit A), deletes redundant information on auto repairs and adds employee's statement that the application information is true and correct. Dott Burton Coordinator of Administrative Policy 99-057