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What's New

POLICY CHANGES, DELETIONS, ADDITIONS

Note: Housekeeping changes are in the following section at the bottom of the page.

February 13, 2019

AGM 2.3.5: Disability and Family Leaves

  • Eliminated Section 6.d.3., which required employees to use two weeks of earned but unused vacation time before receiving FTD insurance benefits. 

February 8, 2019

AGM 3.8: Account Balance Reconciliation and Attestation

  • A new sub-chapter in Chapter 3 was added, along with two new policies. The new sub-chapter identifies the policy and responsibilities related to Account Balance Reconciliation and Attestation of the University’s Statement of Financial Position.

    • AGM 3.8.1: Account Balance Reconciliation: Outlines the policy and responsibilities for reconciling account balances in the University’s general ledger and on the Statement of Financial Position.
    • AGM 3.8.2: Account Balance Attestation: Outlines the policy and responsibilities for attesting to account balances in the University’s general ledger and the Statement of Financial Position.

January 8, 2019

AGM 5.4.1: Expense Advances

  • Updated to reflect current policy around appropriate use of cash advances. Specifically, the use of advances to pay for visitor airfare was removed, as this presents a risk to the university and is not currently practiced. In addition, clarifications were made in language describing the process for requesting and returning advances. Housekeeping updates to correct department names and URLs were also made.

December 21, 2018

AGM 9.1.1: Organization Chart: President

December 19, 2018

AGM 4.1.1: Gifts to the University

  • Section 2.b.: Updated to clarify how gifts of tangible personal property are recorded.
  • Section 2.c.: Removed reference to staff attorney.
  • Section 4: Removed reference to staff attorney.
  • Section 5.b(1): Replaced “investment returns” with “Board determined payout,” and updated the Fund Accounting phone number.
  • Section 5.b(2): Updated Office of Planned Giving information.
  • Section 5.b(3): Added Fund Accounting phone number.
  • Section 6.c(1): Corrected Office of Planned Giving title.
  • Section 6.c(2): Added language about donors consulting with tax advisors on filing requirements.
  • Section 7: Removed reference to staff attorney.

AGM 4.2.1: Receiving and Processing Gifts

  • Section 2.c.: Replaced Securities information with new text to clarify how stock certificates should be forwarded to the Gift Securities team, including addresses.
  • Section 2.f.: Updated to reflect that memorial and honorarium gifts are used to “support the objects and purposes of the University.”
  • Section 2.g.: Added references to the Office of Planned Giving in the last two sentences.
  • Section2.h.: Changed the Manager of Trusts and Bequests title to Manager of Estate Services.

AGM 4.3.1: Operating Policies for Development

  • Section 2.b.: Added exception to the approval process for previously-approved annual solicitation requests for prospects rated at $1,000,000 and above.

AGM 4.4.1: Fundraising Approval and Priority-Setting

  • Section 2.a(1): Certain small projects: Added new process for reviewing gifts with central development staff if there are any unusual terms or circumstances related to the gift.
  • Section 3.b: Removed reference to the Office of Vice President for Development.
  • Section 3.c.: Removed first reference to the Office of the Vice President for Development, and replaced reference to the Office of the Provost with Office of the Vice President for Development in second to last sentence.
  • Section 3.d.: Removed reference to the School Dean or cognizant Cabinet member in last sentence.
  • Section 3.e.: Added Office of the Vice President for Development to list of approvers.

December 18, 2018

AGM 9.2.1: Provost Organization Chart

November 30, 2018

AGM 5.2.1: Financing of Purchases

  • Section 4.f.: Updated to clarify amortization of internal loans, particularly with regard to new Bridge Financing loan terms, and how debt service will be charged after substantial completion of the project to the school or unit responsible for repaying the loan. 

October 6, 2018

AGM 2.1.8: Miscellaneous Authorized Absences

  • Section 1.d.: Renumbered to add 1.d(1), 1.d(2), 1.d(3) and 1.d(4), to clarify how PTO is reported and scheduled
  • Throughout: Changed references to "his/her" to "they" or "their"

September 9, 2018

AGM 2.1.3: Personnel Files and Data

  • Section 5.b Maintenance and Retention: Terminated Employees: Updated to reflect that records are to be maintained for eight years following a termination.
  • Housekeeping edits throughout to clarify who to contact related to personnel files.

 

Housekeeping Changes

Changes do not affect policy content, but may include corrected cross-references to other policies, corrected titles, change of authority for the policy, changed URLs, addresses, and phone numbers or very minor text changes for clarity. Policies are not re-dated when housekeeping edits are made; the date is only updated if the policy content is changed.

February 11, 2019

Updated the URL to the CA Labor Code Section 2802.

January 31, 2019

Updated to be consistent with AGM 2.1.6: Vacations, which exempts clinician educators in the School of Medicine.

Section 7: Staff Employees: Clarified that for clinician educators in the School of Medicine, the procedures established by the Dean of the School of Medicine includes "time off with pay".

November 29, 2018

All were updated to refer to Lincoln Financial and their URL as the university's leave administrator, replacing Liberty Mutual.

November 13, 2018

Updated 2.h. with the current USCIS fee, which is $1,410.00