PPM Section 330-81

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Policy and Procedure Manual

Chapter 330, Financial Management and Services
Section 81, Department Administrative Retreats
Approved: 10/25/00
Supersedes: 3/30/94

Responsible Department: Accounting and Financial Services
Source Document: N/A

I. Purpose

This section describes policy and procedure regarding the use of University funds for department administrative retreats.

II. Definitions

A. Department administrative retreat--an organized meeting away from the campus, involving an overnight stay, for the purpose of discussing plans and administrative responsibilities relating to official University business without the interruption of everyday business activities.

B. Department administrative meeting--an organized meeting on or off the campus (including all-day meetings), where no overnight lodging is involved, for the purpose of discussing plans and administrative responsibilities relating to official University business. Use of University funds for administrative meetings is described in Section 330-80.

III. Policy

A. Criteria

Use of University funds may be approved for department administrative retreats organized by UCD administrators or academic department chairs and attended primarily by UCD personnel for the purpose of enhancing management effectiveness. Approval must be obtained in advance and should be based on a careful evaluation of the costs to be incurred, the anticipated benefits of such expenditures, the availability of funds, and the alternatives that would be equally effective in accomplishing the desired objective.

B. Allowable expenses

Use of University funds may be approved to cover the transportation and subsistence costs of the participants. Transportation and subsistence costs will be reimbursed in accordance with travel policies and allowance rates set forth in Section 300-10.

C. Approval authority

Vice chancellors and deans have the authority to approve administrative retreats for units in their area of responsibility. This approval authority may not be redelegated.

IV. Procedures

Responsibility	Action
Department chair	1. Submits written request to vice chancellor or dean. Each request must be accompanied by a justification, an agenda, the estimated cost, and the proposed fund source.
Vice chancellor or dean	2. Approves request and notifies department in writing; OR 3. Disapproves request and notifies department in writing of basis for disapproval.
Department	4. If request is approved, makes arrangements for transportation and subsistence of participants. Arrangements may include contracting with a vendor via a purchase order or payment to vendors by a group leader (refer to Section 300-10.)

V. References

A. UC Business & Finance Bulletin G-28, Policy and Regulations Governing Travel, revised 8/29/97.

B. UCD Policy & Procedure Manual:

1. Section 300-10, Travel Policies and Regulations.

2. Section 330-80, Entertainment with University-Controlled Funds.