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WHAT’S NEW June 15, 2008
ORGANIZATION CHART
12.10 University Librarian & Director of Academic Information Resources
POLICY CHANGES
23.1 Definitions
The definition of casual employees in section 9. now includes delineation of hours per calendar year (1,000) and allows for only one additional extension of 500 hours with conditions.
The definition of temporary employees in section 10. now includes delineation of hours per calendar year (1,000) for no longer than six consecutive months and allows for only one additional extension of 500 hours with conditions.
23.8 Gifts and Awards to Employees
Addition to section 3.b., Staff Length-of-Service/Retirement Awards, Dollar Limit; and Section 4., Faculty Retirement Awards, allowing a reward higher than $400 in rare circumstances and with approval in advance by the Associate Controller overseeing Disbursements.
28.1 Visas for Employees and Foreign Nationals
Section 1.a., Responsibilities, Departments, amended to reflect new policy that Employee Relations, including EMS, are no longer involved in handling H-1B visa requests submitted by departments and schools. Local HR offices are to work directly with Bechtel International Center.
36.9 Purchasing Cards (FORMERLY: 54.5, still same title)
The number of this guide memo is being changed to #36.9 (from#54.5) as of this update.
New wording added, in section 2.b., Criteria for Use/Uses Not Allowed/ Personal Expenses, stating explicitly that the use of University monies for personal expenses or purchases is not permitted, may be considered fraudulent, and that purposeful fraudulent or other inappropriate behavior regarding requisitioning or purchasing will result in disciplinary action.
In addition, there is a housekeeping change in section 3.c., Custodian Responsibilities, deleting reference to “back-up custodians” since there are no such positions.
51 Purchasing Policies (FORMERLY: Procurement Policies, still same number)
The name of this guide memo is being changed from Procurement Policies to Purchasing Policies as of this update.
New wording added, as section 1.e., Personal Expenses, stating explicitly that the use of University monies for personal expenses or purchases is not permitted, may be considered fraudulent, and that purposeful fraudulent or other inappropriate behavior regarding requisitioning or purchasing will result in disciplinary action.
Addition of new section: 7., Shipping of Biological and Hazardous Materials, which includes training and certification requirements and states violations may result in monetary penalties.
New wording added to section 3.d., Logistics, requiring training and certification for the person(s) packing and/or signing the shipping papers for any “Dangerous Goods.”
New wording added, as section 1.d., Personal Expenses, stating explicitly that the use of University monies for personal expenses or purchases is not permitted, may be considered fraudulent, and that purposeful fraudulent or other inappropriate behavior regarding requisitioning or purchasing will result in disciplinary action.
New wording added, as section 3.g., Personal Expenses, stating explicitly that the use of University monies for personal expenses or purchases is not permitted, may be considered fraudulent, and that purposeful fraudulent or other inappropriate behavior regarding requisitioning or purchasing will result in disciplinary action.
Addition of new section: 1.b.(3), prohibiting the use of U.S. Mail for shipment of biological and other hazardous materials and which includes training and certification requirements for anyone preparing shipment of hazardous materials/Dangerous Goods.
84 Credit Card Acceptance and Processing
(FORMERLY: 65 Electronic Commerce, both number and title have changed)
The title and number of this guide memo are being changed to #84, Credit Card Acceptance and Processing, (from #65, Electronic Commerce) as of this update. (This reflects that the department now called “eCommerce Service” is being re-named “Credit Card Merchant Services.”)
The term “credit cards” as used in this policy includes the use of pin-less debit cards bearing a credit card company logo.
Section 3.b., Authorized Vendor, now includes a URL for linking to the list of Stanford authorized payment applications, service providers and hardware vendors.
Procedural content in Section 3., Policy, is removed and a new section, 3.c., University Merchant Agreement, is added requiring approval by the Controller’s Office.
Wording is revised in section 4., Implementation Guidelines, to reflect new requirements for compliance with credit card (also known as “payment card”) industry data security standards and the responsibilities of the Controller’s Office for administering merchant services and service provider contracts.
HOUSEKEEPING
Housekeeping changes are those such as updating office names, organization charts and web addresses, or adding a text clarification; policy is not changed.
22.1 Employment of Regular Staff
25.2 Emergency/Accident Procedures
27.2 Health Plans *
27.7 Disability and Family Leaves
28.7 Operation of Vehicles
37.4 Expendable Funds Investment and Payout
41 Gifts to the University
* Guide memo #27.2, Health Plans, is being deleted from the Admin Guide as of this update. The most up-to-date health plans at any moment are available on the Benefits web site at: http://benefits.stanford.edu/cgi-bin/.
Links throughout the Administrative Guide that go to “hrweb” are currently being migrated to another server which will result in new URLs for those links. Some links may not successfully forward until the migration is complete, and so your patience in the meantime is appreciated. If you need a document immediately and cannot link to it, contact the Administrative Guide Editor who will follow up with the Human Resources Web Guru to find a correct location.
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