UCD POLICY & PROCEDURE MANUAL Transmittal Notice 6/1/99

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 are posted on the World Wide Web as they are approved. UC Davis policies and procedures and Universitywide policies are available on the Web via: http://www.mrak.ucdavis.edu/web-mans/manuals.htm 1. TRANSMITTED: Section 210-15, University Extensions Programs-- Distribution of Concurrent Course Income, dated 4/29/99. SUPERSEDES: Section 210-15, dated 6/24/94. (DISCARD/RECYCLE.) PURPOSE: Revises to include DaFIS procedures; updates unit names. 2. TRANSMITTED: Section 300-10, Travel Policies and Regulations, and Exhibits A-I, dated 5/21/99. SUPERSEDES: Section 300-10, dated 10/12/90 (revised 1/4/91), and Exhibits A (3/20/98), B-H (10/12/90), I (4/30/98), and J-P (10/12/90). (DISCARD/RECYCLE.) PURPOSE: Extensive revisions consistent with Universitywide and UC Davis policy changes and IRS rules, including: updates definitions; permits use of departmental funds to supplement grants for faculty travel to scholarly meetings; authorizes reimbursement of travel expenses of spouses of interviewees for faculty and high-level administrative positions on final interviews; updates information on corporate credit cards, travel advances, and delinquent advances; clarifies use of extended travel to save costs; provides option for reimbursement of expenses for use of privately owned aircraft to use the lesser of either rate per mile or commercial aircraft cost; deletes optional mileage rate for privately owned automobiles, consistent with IRS rules; clarifies reimbursement regulations and rates for short-term (less than 30 days), long-term (30 days or more), indefinite (over one year), and noncommercial travel expenses; increases allowable cost of gift provided to host; updates information on reporting travel expenses, including DaFIS requirements, required receipts, and unavailable receipts; updates procedures for intercampus travel and assigns administration of travel matters for intercampus travelers to the funding campus; updates exhibits to reflect changes in subsistence expense reimbursement ceilings and mileage reimbursement rates, commercial contracts, and examples of IRS tax gross up formula to cover an employee's additional tax liability in connection with travel assignments that exceed one year; deletes exhibits no longer in effect or available elsewhere; updates references; editorial revisions for clarity. NOTE: Substantive revisions to the travel policy were previously announced by UCD directives and in Accounting Notes. 3. TRANSMITTED: Section 310-65, Use of the University's Name and Seal, dated 4/29/99. SUPERSEDES: Section 310-65, dated 10/31/94. (DISCARD/RECYCLE.) PURPOSE: Reflects transfer of responsibility for UCD trademark licenses from Business Contracts to Student Affairs; updates position titles; updates references; minor editorial revisions. 4. TRANSMITTED: Section 330-26, Funding of Staff Salary Actions, dated 5/20/99. SUPERSEDES: Section 330-26, Funding of Salary Actions, dated 1/4/91, and Section 330-27, Staff Salary Turnover Savings, dated 1/4/91. (DISCARD/RECYCLE.) PURPOSE: Revised and reorganized for clarity; adds definitions; incorporates information on staff turnover savings (supersedes Section 330-27); expands base (permanent) funding for above entry level salaries to include rebudgeting of positions from general assistance to staff salaries and funding for increased FTE on existing positions; provides for equity funding to be retained by the department when general fund and student fee-funded positions are vacated. 5. TRANSMITTED: Pages 3-4 and Exhibit C, corrected 4/21/99, of Section 330-80, Entertainment with University-Controlled Funds. SUPERSEDES: DISCARD/RECYCLE pages 3-4 and Exhibit C ONLY of Section 330-80, issued 4/21/99. RETAIN pages 1-2 and 5-6 of Section 330-80, and Exhibits A, B, and D. PURPOSE: Replaces page 4 and Exhibit C with corrected copies. Page 4 corrects III-F-3 to read "Alcoholic beverage or tobacco purchases may not be charged to Federal funds." Exhibit C corrects the unit name and telephone number for Student Housing. 6. TRANSMITTED: Section 340-07, Campus Assessment, dated 5/20/99. SUPERSEDES: New section. PURPOSE: Outlines policy and procedures regarding the campus assessment against certain non-University income sources that are exempt from the non-University differential (see Section 340-05). Dott Burton Coordinator of Administrative Policy 99-066