Author: Andujar, Omar

University Policy on Policies

PURPOSE

To establish standards for the development, approval, revision, and decommissioning of University Policies for the Storrs and Regional Campuses, and institution-wide policies that affect all campuses, including UConn Health. This policy aims to ensure that University policies are well defined, understandable, consistent with the University’s mission, values, and goals, and sanctioned by the University’s administrative authorities through standardized processes.

DEFINITIONS

Guideline: Recommended guidance or additional information used to support policies and procedures, industry best practice, or intended to educate the workforce on how to achieve a desired outcome. Allows end-user discretion in interpretation, implementation, or use. Non-compliance with, or violation of, guidelines does not create the same level of risk.

Policy Owner: The unit, senior institutional official and/or designee responsible for authoring, implementing, maintaining, and monitoring a policy.

University Senior Policy Council: The University Senior Policy Council is a standing committee whose role is to review and approve new and revised University policies.  The Senior Policy Council is comprised of the University President; Executive Secretary to the Board of Trustees; Chief of Staff; General Counsel; Chief Compliance Officer, Chief Human Resources Officer, Provost, and the Vice President for Finance and Chief Financial Officer.  Others may be invited, as necessary.

Procedures: Operational processes established for the implementation of policies. If a policy is “what” the institution does, its procedures are “how” it carries out the requirements of a policy. Non-compliance with, or violation of, procedures may result in disciplinary action.

Procedures

  • outline required actions by objective and/or job function;
  • state clearly and succinctly the step-by-step instructions that must be followed to implement policy effectively;
  • specify the structure to enforce the policy;
  • University Policy procedures shall not be revised without consultation with the Office of University Compliance.

Revision, Editorial: Includes modifications related to spelling, grammar, format, and updates to hyperlinks or URLs, contact information, references, titles of individuals and organizations.

Revision, Non-substantive: Includes modifications intended to enhance clarity without changing the intent of the policy, such as adding or modifying definitions, rearranging or re-wording sentences without changing their meaning or the policy’s requirements for compliance.

Revision, Substantive: Includes significant modifications to the nature and/or scope of the policy that affect its requirements, principles, or intent.

Senior Institutional Official (SIO): The appropriate University officer (Vice President, Vice Provost, or similar) who has authority and responsibility for the area or activity to which a policy may apply.

Stakeholder: University members with expertise in the subject matter of the policy, or whose operations will be significantly affected by the policy.

University Policy: An official statement expressing the position of the University on an issue of university-wide importance. A university policy

  • is a governing principle that mandates or constrains actions, establishes rights or obligations, or guides the decisions and actions of the University;
  • has broad application;
  • exists to achieve compliance with applicable laws, regulations, and organizational requirements; to promote operational efficiencies; to enhance the University’s mission; to reduce institutional risk; and/or to promote ethical standards, integrity and accountability;
  • is approved by the administrative authority of the University and/or the Board of Trustees

Policies that do not fit the criteria of a University Policy, such as individual unit policies, should be vetted through the appropriate Dean or Director for approval to ensure consistent application and to avoid conflict with any University or unit policies. Unit policies, procedures and guidelines shall not subvert, supersede, or contradict University Policies. Units should use a similar policy review process as outlined in this document. Please contact the Office of University Compliance or refer to the Policy website for assistance.

 

POLICY STATEMENT

All University Policies shall be developed, approved, revised, and decommissioned in accordance with the procedures outlined in this Policy. In rare circumstances, exceptions to this process may be approved by the President in consultation with the University Senior Policy Council and notification to the Board of Trustees as may be warranted.

Individual units (e.g., colleges, schools, centers, institutes, departments) may create, communicate, maintain, and enforce policies that are applicable to their respective authority, as long as these are not in conflict with official University Policies.

PROCEDURES

I. New University Policy
II. Revising a University Policy
III. Decommissioning a University Policy
IV. Archiving University Policy
V. Expedited (Emergency) Policy Approvals
1. Determine Need
A. University Policies should only be created when they define University values, institutional objectives or mandates; address federal or state law, regulations, or rules; or manage potential risk or liability.
B. Any individual or unit may identify the need for a new University Policy. However, a Senior Institutional Official, in consultation with the Office of University Compliance, must confirm the need for the policy considering

  • whether the proposed policy meets the criteria of a University Policy as defined;
  • if an alternative such as workforce guidance or procedures is the most effective and efficient approach;
  • if existing University policy addresses or resolves the identified need;
  • implications of the policy including risks and costs (i.e., will adoption of the proposed policy require new resources or reassignment of existing resources?)

2. Development

A. If a proposed policy involves matters within the purview of more than one senior institutional official, they will ensure consultation and coordination among appropriate leadership.
B. The Senior Institutional Official may assign the development and administration of the policy to a responsible office or individual (Policy Owner).
C. The Policy Owner is responsible for developing a draft policy in consultation with key stakeholders and University governance groups (e.g., University Senate, Deans Council). It is advisable that the Policy
Owner convene a stakeholder policy development group to provide initial vetting of the proposed policy.
D. University policy

  • must follow the Policy Template [link];
  • should be written so that it is clear and concise with sufficient information on the subject without being excessive in length or complexity;

3. Engage the Office of University Compliance
A. Early in the development stages, the individuals or groups developing the policy must notify the Office of University Compliance.

B. University Compliance is responsible for

  • stewardship of the policy development process to ensure consistency with existing policies, language, clarity, format and appropriate vetting and approval;
  • engaging the Office of the General Counsel as appropriate;
  • reviewing stakeholder and partner input;

4. Approval

A. Although the development or administration of a policy may be delegated, the SIO is responsible for ensuring all necessary approvals are obtained.

B. Once the SIO is satisfied with the final policy draft, it must be forwarded along with a list of stakeholder reviewers to University Compliance at policy@uconn.edu. University Compliance may consult with the Office of General Counsel for final review.

C. For policies that apply to the Storrs, Regional and UConn Health campuses, University Compliance will coordinate review and approvals with the appropriate UConn Health policy committees before
advancing the policy to the Office of the President.

D. University Compliance will work with the Office of the President and the SIO to present the draft policy to the University Senior Policy Council for their review and recommendation to the
President. There may be occasions when a University Policy requires review and approval by the Board of Trustees prior to adoption.

E. The President, in consultation with the Senior Policy Council, will make the final determination regarding when a University Policy shall be presented to the Board of Trustees for approval. If
so, the proposed policy will typically be assigned to one or more standing Board committees to review and approve before the proposed policy goes to the full Board for final approval.
University Policies that advance to the Board for approval are often those that relate to:

  • University governance and describe the composition, powers, and duties of the Board of Trustees, the President, or University Senate;
  • University By-Laws (e.g., academic appointment and tenure; grievances; leaves of absence; naming of facilities; intellectual property; the establishment of new regional campuses,
    schools or colleges; expressions of dissent; and student residency);
  • Code of Conduct;
  • high-level university financial operations such as investments and the establishment of, or significant changes in existing, major University fiscal policies (e.g., capital expenditures).

5. Publication & Notification

A. Once the University Policy has been approved, the SIO will collaborate with University Compliance to ensure the policy is posted to policy.uconn.edu (and health.uconn.edu/policies where
applicable.

B. The SIO shall oversee the communication, implementation, training, administration, and maintenance of the University Policies within their purview. The SIO must publicize and distribute the
policy to the University community members to whom it applies and to offices with implementation requirements.

C. Policies published to the University’s Policy site are the official and current versions.

D. Members of the University community are responsible for familiarizing themselves and complying with University Policies.

E. All new University Policies not requiring Board approval shall be shared with the Board of Trustees at the next regularly scheduled meeting as an informational item.

II. Revising a University Policy
Regularly reviewing policies and procedures ensures that the University’s operations and administration are

  • in compliance with new laws and regulations;
  • current with new systems or technology;
  • consistent with best practices.

1. Review

A. Policies must be reviewed at least once every three (3) years, or sooner if legal or regulatory requirements or changes in operational processes deem necessary. The senior institutional official,
or designee, must ensure the periodic review and revision of policies related to their areas of responsibility.

B. University Compliance monitors policies for compliance with the required review schedule.

C. The senior institutional official must notify University Compliance at policy@uconn.edu

  • of necessary changes by providing a strikethrough or “redline” copy of the policy with proposed revisions;

OR

  • if review was conducted and there are no necessary changes.

    D. The date of review, even in the absence of revision, shall be noted in the Policy History of the document.

    2. Revision Approvals
    University Compliance, in conjunction with the senior institutional official, will determine if the proposed revisions are editorial, non-substantive or substantive.

    • A. Editorial revisions will be completed by University Compliance.
    • B. Non-substantive revisions will be completed by University Compliance after notifying the University Senior Policy Council.
    • C. Substantive revisions must follow the same review and approval process as a new policy.

    III. Decommissioning a University Policy:

    When a policy is no longer needed or is more effectively combined with another policy, the responsible office will submit a formal request to the senior institutional official responsible for the policy. The senior institutional official shall confer with applicable University governance groups and subject matter experts as appropriate to ensure overall impact is considered.  The senior institutional official will collaborate with University Compliance to seek formal decommissioning approvals. If there is disagreement as to whether a policy should be decommissioned, the University Senior Policy Council will decide.

    University Compliance will remove decommissioned policies from the policy.uconn.edu website and inform the Senior Policy Council quarterly of decommissioned policies.

    Archiving a University Policy:
    University Compliance will work with University Archives to properly maintain the record. Policy Owners are strongly encouraged to retain policy records.

    Expedited (Emergency) Policy Approvals
    The expedited policy approval process is reserved for policies that the President or the Senior Policy Council deem crucial for the health and safety of the University community, the continuity of University operations, to address legal requirements or significant institutional risk and, therefore, must be processed in a shorter time than possible through the established approval process.

    In such cases,

    • the President or the Board of Trustees identifies an emergency policy need and assigns a senior institutional official;
    • the stakeholder review process may be bypassed, but the draft policy must be reviewed by the Senior Policy Council;
    • the Senior Policy Council shall consider any immediate and significant impact on operations;
    • emergency policies that apply to UConn Health shall be provided to the appropriate policy committees for expedited review and approval.

    Unless a duration is specified in the Expedited Policy, all Expedited Policies will be reviewed in one (1) year by the Senior Policy Council to determine whether the policy should be extended, made permanent, or decommissioned.

    REFERENCES

    University Policy Template

    POLICY HISTORY

    Approved on March 30, 2022, by the Board of Trustees

     Code Compliance for University Events and Projects, Policy on

    Title:  Code Compliance for University Events and Projects, Policy on
    Policy Owner: Division of University Safety
    Applies to: The University workforce, students, others
    Campus Applicability: All Campuses 
    Effective Date: April 6, 2022
    For More Information, Contact Fire Marshal and Building Inspector’s Office
    Contact Information: buildinginspector@uconn.edu
    Official Website: https://universitysafety.uconn.edu/fmbio/

    BACKGROUND

    The Fire Marshal and Building Inspector’s Office (FMBIO) provides regular inspection, incident investigation, construction and/or event permitting, as well as consultation on matters relevant to design, construction, renovation, maintenance, and use of structures, systems, and related assets. CGS 29-252a (h) and State Building Code (SBC) 105.2.4 exempt a state agency from being required to obtain a building permit from the local building official, however, the University of Connecticut and the State Building Inspector have determined that any University of Connecticut work which is subject to building permit by the SBC shall be permitted through the Fire Marshal and Building Inspector’s Office.

    PURPOSE

    To provide a safe environment through the enforcement of building and fire safety codes in compliance with the University’s Memoranda of Understanding (MOU) with the Department of Administrative Services (DAS), Connecticut General Statutes and State Building Code.

    DEFINITIONS

    Workforce: Employees, volunteers, trainees, and other persons whose conduct, in the performance of work for the University, is under the direct control of the University, whether or not they are paid by the University.

    POLICY STATEMENT

    Members of the workforce, including contractors or subcontractors, who intend to perform any of the following must contact the FMBIO to determine if code compliance is applicable and if a permit is required:

    • construct, enlarge, alter, repair, move, demolish, or change the occupancy of a building or structure;
    • perform any work related to electrical, gas, mechanical or plumbing systems;
    • organize an indoor or outdoor event, activity, or assembly attended by fifty (50) or more people in a space outside the scope of its intended use[1], or that involves tents, pyrotechnics, amusement rides, open flames, cooking and/or heating food, or alcohol.

    In addition to the above-listed instances in which FMBIO review is required, it is recommended that the University and its agents contact the building inspector regarding all work to buildings and structures before that work commences.

    ENFORCEMENT

    Violations of this policy may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the Student Code.

    PROCEDURES

    Contact the FMBIO prior to initiating work or organizing events, activities or assemblies attended by fifty (50) or more people.

    The building inspector may make a determination as to whether proposed work is subject to a building permit based on submission of a brief description of the work. If a review of the State Building Code determines that a building permit is not required for the proposed work, a letter indicating such will be returned with the submitted documents.

    The Fire Marshal may make a determination regarding whether indoor or outdoor events, activities, or assemblies of 50 or more people require a permit based on submission of a brief description of the activity.

    REFERENCES

    CGS Chapter 541 Part II

    CGS 29-252a

    POLICY HISTORY

    Policy created: April 06, 2022 [Approved by President’s Senior Policy Council

    Revisions:

    [1] Existing spaces are permitted and approved for specific capacity and intended use during construction. Therefore, when any space of an existing building is used as it was originally intended, a new permit is not required (e.g., holding a class in a classroom). If an activity is planned in a space that requires increased capacity or added features such as enhanced technology, lighting, installation of a stage, amplification of sound, use of displays, etc., then a permit is required.

    COVID-19 Immunization Record Requirement for Students

    Title: COVID-19 Immunization Record Requirement for Students
    Policy Owner: Division of Student Affairs
    Applies to: All University Students on any UConn Campus
    Campus Applicability: All UConn campuses
    Effective Date: June 4, 2021
    For More Information, Contact Student Health and Wellness Services (SHaW)
    Contact Information: https://studenthealth.uconn.edu/
    Official Website: https://uconn.edu/

    PURPOSE 

    To promote the health and safety of the University community and to reduce the risk of transmission of COVID-19 among University students, consistent with federal, state and local efforts to minimize outbreaks of COVID-19.

    APPLIES TO

    All University students at the Storrs and regional campuses who participate in any on- campus activities in person for any reason.

    POLICY STATEMENT

    All UConn students are required to be fully vaccinated against COVID-19.  Students are required to report vaccination compliance to the University.

    International students shall be considered in compliance with the COVID-19 vaccine requirement if they have been vaccinated with a COVID-19 vaccine that has either been authorized for use in the United States by the Food and Drug Administration (FDA) or been authorized for use outside of the United States by the World Health Organization (WHO).  International students must  present proof of vaccination  in the form of a copy of the WHO Certificate of Vaccination (WHO Vaccine Booklet) or documentation to include a statement signed by a healthcare provider/organization authorized to administer the vaccination attesting to the dates and name of COVID-19 vaccination given.  All documentation must be submitted in English or accompanied by a certified translation at the student’s expense. International students who have received COVID-19 vaccines not authorized by the FDA or WHO will be managed on a case-by-case basis.

    Students who receive an exemption from the COVID-19 vaccination requirement or who are not fully vaccinated prior to the beginning of the Fall 2021 semester will be required to comply with preventative measures as deemed necessary by the University.  Such measures may include, but not be limited to, a period of modified quarantine, surveillance testing, and mask-wearing.

    Exemptions from this policy will be permitted under certain circumstances. To request an exemption, a student must complete the form found here for medical exemptions and here for non-medical exemptions.

    The University is authorized to enact rules and/or procedures necessary to effectuate this policy.

    ENFORCEMENT

    Failure to comply with this policy may result in loss of privileges and/or sanctions.

    This policy and any attendant procedures and/or rules may be amended as necessary based on factors such as the progress of the COVID-19 pandemic and guidance from governmental authorities.

    POLICY HISTORY

    Policy created:  06/04/2021 (Approved by the Board of Trustees)

    Travel and Entertainment Policy

     

    Title: Travel and Entertainment Policy
    Policy Owner: Office of the Associate Vice President for Financial Operations and Controller
    Applies to: All University Employees, Students, and Guests, including but not limited to Recruits and Job Candidates.
    Campus Applicability: All campuses, excluding UConn Health
    Effective Date: June 30, 2021
    For More Information, Contact Associate Vice President for Financial Operations and Controller
    Contact Information: travel@uconn.edu
    Official Website: https://travel.uconn.edu/

    PURPOSE

    GENERAL GUIDELINES

    PART 1: PLANNING AND APPROVAL
    1a. Authorization to Travel
    1b. Travel Advances and Payroll Deductions
    1c. Official Travel Parties
    1d. Spousal/Partner Travel Event Participation
    1e. Combined Business and Personal Travel
    1f. Fellowship Travel
    1g. Sponsored Program Travel

    PART 2: AIR TRAVEL
    2a. Transportation to and from an Airport
    2b. Airport Parking
    2c. Commercial Air Travel
    2d. Baggage Fees
    2e. Unused Tickets
    2f. Charter Air Travel for Official Travel Parties

    PART 3: GROUND TRAVEL
    3a. Ground Versus Air Travel
    3b. Rail Travel
    3c. State‐owned Vehicles
    3d. Personally Owned Vehicles
    3e. Rental Vehicles

    PART 4: LODGING
    4a. Out‐of‐State Lodging
    4b. In‐State Lodging
    4c. Use of Local Hotels
    4d. Group Lodging

    PART 5: MEALS
    5a. Meals for Unclassified Employees (while traveling)
    5b. Meals for Classified Employees (while traveling)
    5c. Meal Expenses for Single‐Day Travel (no overnight)
    5d. Conference and Other Meals Provided
    5e. Business Meals
    5f. Gratuities

    PART 6: OTHER EXPENSES
    6a. Registration Fees
    6b. Telephone, Internet, Computer, and Facsimile Charges While Traveling
    6c. Foreign Currency Rates and Per Diem Reimbursement
    6d. Prescriptions and Medical Expenses for International Travel

     

    PURPOSE

    The University of Connecticut (University), here defined as all campuses and programs except for UConn Health, recognizes and supports the need for faculty, staff, and students (undergraduate and graduate) to travel for conferences, events, and other purposes that further the reputation of the University and enhance the productivity of the University community.  Likewise, the University may also find it important to entertain guests.

    University business includes travel and entertainment related to activities such as program accreditation, student assessment, academic programming, clinical placements, presentations at or participation in conferences, professional development, fundraising, continuing education, travel related to an employee’s official duties, athletic travel, and many other important activities that support the intellectual and operational endeavors of the University.

    At the same time, as a State agency, we must respect and safeguard our travel privileges and funds. We must practice fiscal, ethical, and public responsibility.  This policy sets forth rules that balance the University’s business travel and entertainment needs with sound stewardship of public resources.

    This policy addresses the most common aspects of University business travel and entertainment. It cannot contemplate every situation that might arise, however.  Travelers and administrators with questions should contact their supervisor or University Business Services for guidance before they arrange their travel.

    This policy applies to all University employees, students, and guests, including but not limited to recruits and job candidates.  The policy shall also apply to the travel and entertainment expenses of contractors, unless the applicable contract provides terms inconsistent with this policy.  Where the policy is intended to apply differently to any of the above University business travelers, it will be so stated in the appropriate section of the policy.  This policy covers all types of University travel for individuals, groups, and team travel.  Employees covered under a collective bargaining agreement (“CBA”) may be subject to additional and/or different policies regarding travel and entertainment.  For such employees, in the event of a conflict between this policy and the applicable CBA, the CBA shall control.

    GENERAL GUIDELINES

    Employees can be reimbursed for certain travel and entertainment expenses related to University business.  University business expenses are the ordinary and necessary expenses of conducting your job, are not lavish or extravagant, and are not for personal purposes.  To be reimbursable, such expenses must be reasonable and appropriate to the circumstances, and in the case of federal grant and/or grant-based sponsored travel, conform to the sponsor requirements as described below under “Sponsored Program Travel” and highlighted in specific sections of this policy.  All reimbursements are subject to final review and approval from Accounts Payable.

    Students should follow the same policies for University employees, with the exception of those provisions in Collective Bargaining Agreements that apply to particular employees. Students are reimbursed at the same rate as unclassified employees.  Travelers should also be aware of the Protection of Minors policy (https://policy.uconn.edu/2016/03/29/protection-of-minors-and-reporting-of-child-abuse-and-neglect-policy/).

    ELIGIBLE FOR REIMBURSEMENT

    With appropriate justification and documentation, travelers can be reimbursed for airfare, railroad tickets, conference registrations, mileage, tolls, lodging, meals, car rental, parking, and other relevant business expenses. Travelers must submit receipts for: (i) expenses greater than $50 that are paid for using the University Travel Card; and (ii) expenses greater than $25 that are paid for by means other than the University Travel Card.

    Travelers and Administrators should contact travel@uconn.edu or visit travel.uconn.edu for additional information on what may be reimbursed and how.

    A primary goal of these policies is to generate cost savings for the University to the greatest extent possible, while simultaneously maintaining the convenience and practicality of the traveler.  If a traveler can document a cost saving measure, which would otherwise be in violation of these policies, Accounts Payable will review the expenditure and, most often, support and reimburse the cost saving measure.

    In situations where individuals may share expenses related to travel or entertainment, it is the policy of the University to reimburse the individual who can document having paid the shared expense.  The University is not a party to agreements between individuals to loan or share expenses, and individuals who enter such agreements are responsible for settlement between themselves.

    In special circumstances, exceptions to these policies may be warranted.  The President, Provost, Executive Vice President for Administration and Chief Financial Officer, or the Athletic Director or their authorized designees, may review and grant reasonable exceptions.  Exceptions are subject to final review and approval by Accounts Payable.  Additionally, individuals who require accommodations for reasons of health or disability may seek reasonable exceptions to this policy.  Individuals who seek such accommodations may seek the assistance of the Department of Human Resources.

    The University reimburses travel and entertainment expenses pursuant to the rules applicable to accountable plans under Section 1.62-2(c)(1) of the Treasury Regulations and, for certain independent contractors, the rules applicable to working condition fringe benefits under Section 132(a)(3) of the Internal Revenue Code and the Treasury Regulations corresponding thereto.  Accordingly, all reimbursable expenditures must have a business purpose and must be supported by documentation.  Whenever this policy is silent or ambiguous about the sufficiency of documentation of expenses, the terms of the tax authorities cited above shall control.  For further guidance, travelers may consult IRS Publication 463.

    NOT ELIGIBLE FOR REIMBURSEMENT

    Employees are responsible for getting to and from work each workday.  Employees will not be reimbursed for mileage associated with their normal commutes, regardless of the location of their home in relation to their official duty station at the University.  Moreover, when an employee travels from their home to an off-site business destination (including an airport or a rail station), only the difference between the mileage to the off-site destination and the mileage of the employee’s normal commute is eligible for reimbursement.  In other words, employees must deduct the mileage of their normal commute when they claim mileage for travel from their homes to business destinations.

    Travelers will not be reimbursed for personal items, including but not limited to newspapers, magazines, toiletries, laundry services, childcare costs, pet boarding fees, credit card interest or late fees, hotel and airline membership fees, airline upgrades, pillows, blankets, headsets, or parking for personal travel.

    Travelers will not be reimbursed for parking fines, traffic violation tickets, towing charges, or other vehicular fines.

    Travelers will not be reimbursed for trip cancellation insurance or other private insurance. For this reason, as well as administrative considerations, travelers are strongly encouraged to book their flights through the University’s contracted and preferred agency. For international travel only, medical insurance and emergency evacuation is provided by the University.

    Travelers will be responsible for no-show fees (e.g., airfare, hotel, etc.), unless in rare circumstances the no-show fee relates to a business reason or an emergency that prevented the traveler from cancelling.  The justification must be documented and provided to Accounts Payable, which may require approval from the appropriate Department Head, Director, or Dean.  These fees are typically not reimbursable in the case of federal grant and/or grant-based sponsored travel.

    Expenses paid with credits received from rebates, points, vouchers, etc., are not eligible for reimbursement regardless of how the credits were earned.

    In addition, travelers will not receive travel reimbursement for participation in events that are not related to their University work or activities.

    REIMBURSEMENT APPROVAL

    To avoid actual or apparent conflicts of interest, and to ensure proper separation of duties, employees may not approve payment or reimbursement for their own expenses, expenses of a close relative, expenses related to an event in which they participated, or expenses of an individual to whom they directly or indirectly report.

    Employees’ travel and reimbursement requests are subject to approval by supervisors, the Fiscal Officer of the account(s) from which the expenses are paid and Accounts Payable.  These constituencies share responsibility in enforcing this policy and confirming that all reimbursements are supported with a business purpose and clear documentation.  Additionally, travel expenses funded by sponsored awards administered by the University will be reviewed by Sponsored Program Services and the Principal Investigator (PI).  Final approval of the expenses is subject to review by Accounts Payable.

    To be reimbursed, travelers are requested to submit a Concur expense report, along with all supporting documentation, within fifteen days of returning from a trip. The University is committed to the timely processing of financial transactions as an integral part of operations and is also observant of the tax rules applicable to employee reimbursements. Therefore, reimbursements submitted later than 60 days after travel is complete will be paid only at the discretion of the appropriate Department Head, Director, or Dean, subject to final review and approval by Accounts Payable. In no event will reimbursements submitted later than 120 days after travel is complete be reimbursed, even with approval from the appropriate Department Head, Director, or Dean

    PROCEDURES 

    Travel and Entertainment procedures are available at: https://travel.uconn.edu.

    PART 1: PLANNING BUSINESS TRAVEL

    1a. AUTHORIZATION TO TRAVEL

    The University requires pre-approval for travel that involves any travel segment (Airfare, Hotel or Car Rental) for employees, students and guests.  Individuals who incur travel expenses relating to any travel segment (Airfare, Hotel or Car Rental) without prior approval from their supervisor bear the risk that their expenses may not be reimbursed upon return.  The decision to reimburse a traveler in connection with travel that had not been pre-approved will be at the sole discretion of the President, Provost, Executive Vice President for Administration and Chief Financial Officer, or Athletic Director (or their designees).

    Further, travelers are strongly encouraged to secure a pre-approval through Concur’s Travel Request module for travel that does not involve a travel segment (e.g., day trip to Boston or New York City), as this will enable monitoring in the event of an emergency.

    Travelers should make every effort to reserve travel as soon as practicable, in order to achieve the most cost-effective travel rates.

    1b. TRAVEL ADVANCES AND PAYROLL DEDUCTIONS

    It is possible to request an advance for certain travel expenses.  However, such advances will only be issued in certain limited circumstances, and may not be used for expenses that can be charged to the employee’s University Travel Card or that may be paid directly by the University.

    1c. OFFICIAL TRAVEL PARTIES – ATHLETIC TRAVEL

    An “Official Travel Party” is a group of individuals who are authorized to travel on behalf of the University to athletic events.  The Athletic Director is required to approve the “Official Travel Party.”

    Individuals not included in an “Official Travel Party” require pre-approval by the Athletic Director, or his or her designee, prior to travelling on a team trip.

    Once travel is completed, Athletics is required to submit the final travel roster for that trip.  The final travel roster must include the names and affiliation of individuals that traveled.

    1d. SPOUSAL/PARTNER TRAVEL AND ENTERTAINMENT PARTICIPATION

    The travel or entertainment expenses of a spouse, partner, immediate family or dependent generally fall within one of three classifications. (Such expenses are not allowed on sponsored awards.)

    Bona Fide Business Purpose

    If the attendance of a spouse, partner, immediate family or dependent serves a bona fide business purpose for the University, the University may pay the travel or entertainment expenses of the spouse or partner.  To meet the high standard of a bona fide business purpose, the presence of the spouse or partner must be compelling or essential (and not just beneficial) to carry out the business interests and functions of the University.

    Employment Agreement

    Absent a bona fide business purpose, if an individual’s University employment arrangement or contract permits his or her spouse or partner to travel, or provides that his or her spouse or partner may attend University events, then the cost of such travel or event, or any reimbursement therefore, will be considered compensation to the employee and will be included in the taxable wages of the employee.

    Accompaniment with No Business Purpose

    The travel and entertainment expenses of a spouse, partner, immediate family or dependent who has no official role for the University and is simply accompanying an individual on University-related travel are the personal responsibility of the traveler, and as such will not be paid or reimbursed using University funds.

    1e. COMBINED BUSINESS AND PERSONAL TRAVEL

    Employees may combine travel for personal and business reasons, subject to the guidelines below.

    If weekends, holidays, or necessary standby days fall between business travel days the traveler may be reimbursed for a hotel where a cost savings can be demonstrated.  Example – if a traveler attends a two-week conference and there is a cost savings by remaining at the conference location over the weekend versus flying home and back during the weekend.

    If a traveler chooses to arrive early or to stay longer for non-business reasons, the University will not pay for expenses incurred during additional personal days or any other personal travel expense. The only exception and in special cases, travelers will be able to combine their business and personal travel at a cost lower than if a single trip were only for business. In these special cases, the University will reimburse the traveler for the lower-cost business and personal trip provided that the traveler has clearly documented the cost savings to the University.  The traveler must provide supporting documentation and economic justification from the time of booking, including cost comparisons from the University’s contracted and preferred agency on the date of booking.

    Travelers will be reimbursed for travel days as follows:

    • Preceding a conference, meeting etc.
      • Outbound flight segments less than eight (8) hours in duration – one day
      • Outbound flight segments exceeding eight (8) hours in duration – two days
    • Following a conference, meeting, etc. – one day

    1f. FELLOWSHIP TRAVEL

    Travel by University Fellows, to be reimbursed or otherwise paid by the University, must adhere to the guidelines contained throughout this policy.  Such travel may be taxable to the Fellow under IRS guidance.

    1g. SPONSORED PROGRAM TRAVEL

    Travel is a direct cost to a sponsored project when such travel will provide direct benefit to the award and is:

    • Allowable: The cost must be allowable under both the provisions of the Office of Management and Uniform Guidance and under the terms of a specific award.
    • Allocable: The cost must be allocable; that is, the expense can be associated to a project with a high degree of accuracy.
    • Reasonable: The cost must be reasonable; that is, the cost reflects what a “prudent person” would pay in a like circumstance.

    If federally funded, sponsored awards are subject to certain federal laws and the guidelines set forth in the Uniform Guidance, 2 CFR Part 200—uniform administrative requirements, cost principles, and audit requirements for federal awards.  All sponsored project awards may be subject to specific agency restrictions, as well as the remainder of this policy.  The terms and conditions of the individual agreement should be reviewed prior to incurring and/or submitting any travel for approval or for reimbursement.  The terms of this travel policy apply to all sponsored programs unless the sponsor’s requirements are more restrictive; if they are, then the sponsor rules must be followed.  The Principal Investigator is responsible for the financial stewardship of their award and for adhering to sponsor and University requirements for travel, and the spending of sponsored funds in general.

    The following list highlights some common sponsored travel restrictions.  Some awards may:

    • Prohibit foreign travel
    • Require pre-authorization by Sponsor for each trip
    • Restrict the number of trips that can be taken
    • Restrict the number of travelers on an authorized trip
    • Set a maximum dollar value per trip
    • Allow attendance to a conference to present research, but not for the purpose of “staying current in the field”
    • Limit travel to a specific destination or purpose
    • Specify maximum meal, mileage or other cost rates.

    Sponsored travel must be justified, well-documented, in compliance with the sponsor requirements, and incurred within the period of the award.  Travelers on sponsored funds must provide sufficient explanation so that anyone reviewing the transaction can verify that it is allowable, allocable, and reasonable to the project charged.  Charges that are split between two or more projects must demonstrate how the trip specifically benefited each project respectively.

    Entertainment costs are not allowable to a sponsored project without explicit prior approval from the sponsor and Sponsored Program Services.

    Federal airfare

    The federal Fly America Act mandates that travel sponsored by the federal government must be on U.S. airlines or a foreign air carrier that code shares with a U.S. flag carrier on the flight taken, subject to certain limited exceptions.  This includes flights within the U.S.  If there is no U.S. carrier to your destination, you must travel on a U.S. carrier as far as possible.  By law, additional cost for U.S. carrier flights is not sufficient justification to fly on foreign carriers.  Please note that the same rules apply to a foreign visitor’s flights.

    One exception to this requirement is transportation provided under a bilateral or multilateral air transport agreement called “Open Skies Agreements.”  There are currently four Open Skies Agreements that permit traveling on a European Union, Norwegian, Icelandic, Australian, Swiss, or Japanese carrier under specific circumstances.

    Though the federal Open Skies policies allow the use of foreign airlines, the easiest and safest way to comply with Federal air travel regulations is to continue to book flights only on U.S. airlines.  The use of a U.S. air carrier is required on Department of Defense (DoD) awards even when there is an Open Skies Agreement in place.

    Fly American and Open Skies are covered further in the Air Travel section of this policy.

    PART 2: AIR TRAVEL

    2a. TRANSPORATION TO AND FROM AN AIRPORT

    Travelers should use the most reasonable and cost-effective mode of travel to airports.  Except in cases where a traveler provides a written explanation of special circumstances, travelers must use a personal vehicle to travel to and from the airport of departure.  For travel to and from the destination airport, the appropriate means of travel to the airport may include a personal vehicle, a rented vehicle, a ride-sharing service (e.g., Uber or Lyft), a taxi, or a shuttle service.  Private livery services (defined herein to mean all private vehicles for hire, except for taxi services) are not to be used by employees, students, consultants, or gratis appointments unless the traveler provides a written explanation of a special need for a private vehicle.  Acceptable special needs for a private vehicle shall be evaluated by Travel Services and may include, but not be limited to cost saving, accommodation for a health or medical concern, the unavailability of other options, or the need to transport an important University guest.  Exceptions or additional review may be granted or conducted by the appropriate Department Head, Director, or Dean subject to final review and approval by Accounts Payable.

    Travelers may be reimbursed for personal vehicle mileage in accordance with this policy.  However, travelers will receive reimbursement for the difference in mileage between their trip to the airport from their home or official duty station (where the employee is permanently assigned) and their normal commute to work.  In other words, if a traveler lives closer to Bradley International Airport than to his or her official duty station, and if the traveler travels directly from his or her home to the airport, the University will not reimburse the traveler for the trip to the airport.

    Travelers will not be reimbursed for airport hotel costs prior to the day of departure or after return.

    2b. AIRPORT PARKING

    Travelers should park at the lowest-cost parking lot.   Applicable procedures are available at: https://travel.uconn.edu.

    2c. COMMERCIAL AIR TRAVEL

    Employees should generally purchase the lowest commercial airfare available, but may also make reasonable allowances for practicality and preferences such as safety, scheduling and any need for special accommodations.  Travelers are strongly urged, but not required, to use the University’s contracted and preferred agency to book airline travel.  Additionally, individuals who require accommodations for reasons of health or disability may seek reasonable exceptions to this policy.  Individuals who seek such accommodations may seek the assistance of the University’s Office of Diversity and Equity.

    Travelers may not insist on non-stop flights.  In determining the lowest and most practical commercial fare, the traveler should consider not only non-stop flights, but also flights with one connection (both departing and/or returning).

    Travelers should purchase non-refundable tickets unless a refundable ticket is documented to be within $50 of the non-refundable ticket for the same flight.

    First class air travel rates will not be paid for or reimbursed by the University.  The University will allow business class travel only on international flights with at least one flight segment exceeding eight (8) hours in duration.  All business class ticketing must be booked through the University’s contracted and preferred agency.  Business class airfare may not be charged to a federal sponsored award, and the cost in excess of the coach fare must be charged to an account other than the federal grant/contract, except when traveling coach would: (1) require circuitous routing; (2) require travel during unreasonable hours; (3) excessively prolong travel; (4) result in additional costs that would offset the transportation savings; or (5) offer accommodations not adequate for the traveler’s medical needs.  The traveler is responsible for documenting the foregoing exceptions.

    Note that the “Fly America Act,”49 U.S.C. 40118, requires all University travelers to use United States air carriers for all air travel and cargo transportation services supported by Federal funds.  One exception to this requirement is transportation provided under a bilateral or multilateral “Open Skies” air transport agreement, to which the United States government and the government of a foreign country are parties, and which the Department of Transportation has determined meets the requirements of the Fly America Act.  More information is available at http://www.gsa.gov/portal/content/103191.

    Travelers should make every effort to reserve airfare as soon as practicable, in order to achieve the most cost-effective fares.  Contact the University’s contracted and preferred agency or University Business Services if you have any questions on how to secure the most cost-effective airfares.  Accounts Payable reserves the right to question unreasonable airline travel costs.

    2d. BAGGAGE FEES

    If there is a charge for checked baggage, the cost for the first two bags checked will be reimbursed.  Additional baggage fees will only be reimbursed if the traveler provides an appropriate written business justification for the excess baggage.

    2e. UNUSED TICKETS

    The University will not reimburse a traveler for an unused ticket purchased by the traveler.

    2f. Charter Air Travel for Official Travel Parties

    Under limited circumstances, University staff and students may use a charter airplane when it supports University business, if approved by the President or Athletic Director or his or her authorized designee.

    PART 3: GROUND TRAVEL

    3a. GROUND VERSUS AIR TRAVEL

    A traveler may use ground transportation (vehicle or rail) for personal reasons, even if air travel is a more time- effective mode of transportation.  Under these circumstances, the cost for the ground transportation, meals and lodging, parking, mileage, tolls, taxis, and ferries may be reimbursed as long as these costs do not exceed the cost of airfare, based on the lowest reasonable commercial fare available from a standard commercial air carrier, plus transportation costs to and from the airport.

    3b. RAIL TRAVEL

    The University will pay for or reimburse rail travel in accordance with this policy, even if air travel is a more time- effective mode of transportation.  Business class accommodations are available for rail journeys longer than four hours.  Travelers will not receive reimbursement for first class travel rates.

    3c. STATE-OWNED AND STATE-FUNDED VEHICLES

    If an employee or department has a state-owned or state-funded (i.e., an automobile allowance/stipend) vehicle, the employee or department should use the vehicle for business travel whenever possible.  Charges for tolls and parking are reimbursable.

    For state-owned vehicles only: further information is available from the UConn Motor Pool: https://fo.uconn.edu/departments/motor-pool/.  Also, the Connecticut Department of Administrative Services provides a “Policy for Motor Vehicles Used for State Business”: https://portal.ct.gov/-/media/DAS/Fleet-Operations/DAS-GL-115.pdf?la=en.

    For state-funded vehicles (i.e., an automobile allowance/stipend) only: when an employee uses his or her state-funded vehicle for University business, the University will reimburse the employee for their mileage, in accordance with the mileage reimbursement principles contained in this policy, at the IRS’s standard moving/medical rate, which is periodically updated and located on the Travel Services website.

    3d. PERSONALLY OWNED VEHICLES

    When a department authorizes an employee to use his or her personal vehicle for University business, the University will reimburse the employee at an established mileage rate, which is periodically updated and located on the Travel Services website.  Travelers will be reimbursed for trip related tolls and parking.

    Travelers will not receive reimbursement for travel from their homes to their official duty stations, such as commuting expenses, unless provided under the applicable collective bargaining agreement.  In those limited cases where commuting expenses are reimbursed, the tax laws require that the reimbursement be treated as taxable income to the employee, and the University will withhold the appropriate taxes.

    For the purposes of this policy, the term “official duty station” has the same meaning as his or her “tax home,” as that term is used in IRS authorities related to travel expenses.  Generally, an individual’s official duty station is his or her regular office or post of duty.  If an individual has more than one office or post of duty at the University, then the official duty station of that individual is generally the location at which the individual spends the most time.

    When an employee’s official duty station is not a physical location at the University, or if the employee’s official duty station has changed from its original location, the employee may be eligible for travel reimbursements based on his or her official duty station if he or she first provides documentation, such as an employment letter or signed memorandum from his or her Department.  The documentation must be received by Accounts Payable before the reimbursement may be processed.

    Travelers will not receive travel reimbursement for participation in events that are not related to their University work or activities.

    Consistent with requirements of Connecticut State Agencies, it is the responsibility of the traveler to maintain automobile insurance in the minimum amounts of $50,000/$100,000 (third party liability) and $25,000 (property damage liability), if using his or her personal vehicle for business purposes.

    Unless permitted by collective bargaining agreements or exception to policy, travelers will not receive reimbursement for travel on the Storrs Campus, between the Storrs and Depot Campuses, between the Storrs campus and local buildings in which University employees are housed (e.g., 28 Professional Park), or between the Storrs campus and Storrs Center.

    3e. RENTAL VEHICLES

    Travelers may rent vehicles from the preferred vendors (currently, Enterprise and National) for domestic travel when needed for the business trip, at the discretion of each traveler’s reporting line and/or funding source.

    The size and class of the rented vehicle should be reasonable and appropriate for the number of intended passengers.  Travelers should only rent vehicles in the following classes: economy, compact, intermediate, standard, full size, mini-van, cargo van, and pick-up truck.  Travelers may not rent vehicles in the following classes without justification and approval from the appropriate Department Head, Director, or Dean and subject to review and approval from Accounts Payable: premium, luxury, small sport utility, or large sport utility.

    University-contracted rental rates for preferred vendors for domestic travel already include the following insurances: collision, third party liability, and property damage liability insurances.  This coverage is required, and is available at an additional charge for international renters and young renters.  The University will not pay for or reimburse the traveler for additional insurance.  However, additional charges for GPS and roadside assistance may be reimbursed at the discretion of the Department Head, Director, or Dean subject to final review and approval by Accounts Payable.  Travelers are encouraged to obtain the authorization of their respective departments prior to incurring such additional charges.

    Travelers are responsible for returning the vehicle with a full tank of fuel to avoid surcharges.  Travelers may not be reimbursed for the fuel service option, whereby a renter agrees to pay for a full tank of gas at a set price instead of returning the vehicle with a full tank of gas.

    The University will not pay for penalties, fines, fees, or extra cost options not discussed above.

    When a rental vehicle is needed for international travel, the University’s preferred agencies (currently, Enterprise and National) should be utilized to obtain the best rates.  For international travel, it is recommended that travelers maintain the minimum coverages for insurance through the rental company.

    All efforts to secure the preferred vendor pricing for University guests are to be made by the host department.  When a guest uses a non-preferred vendor at a higher cost, a justification must be documented.  In these cases, Accounts Payable may require approval from the appropriate Department Head, Director, or Dean.

    PART 4: LODGING

    When overnight accommodations are required to conduct University business, reimbursement for lodging will be the actual cost of lodging at the lowest reasonable cost available, as determined by the trip’s circumstances.

    4a. OUT-OF-STATE LODGING

    Overnight accommodations of less than 30 consecutive nights.

    Any lodging expense that exceeds the federal per diem lodging rate by more than fifty percent (excluding taxes) requires the approval of the Department Head, Director, or Dean, subject to final review and approval by Accounts Payable.  Federal per diem lodging rate can be found at www.gsa.gov/perdiem.

    Exception for certain conference lodging expenses: rates for lodging provided through a conference may exceed the federal per diem rate by more than fifty percent (excluding taxes), without Department Head, Director, or Dean approval.  Travelers are encouraged to reserve conference lodging as early as practicable, and before any lodging discount offered to conference participants expires.

    Overnight accommodations of 30 consecutive nights or more.

    In order to secure the most cost-effective long term accommodations, when University business requires lodging for 30 consecutive nights or more, the traveler is strongly encouraged to work with the Procurement Services Department to arrange these long term accommodations.  Procurement Services will make efforts to secure long term accommodations with meal preparation facilities, which will allow the traveler the option to purchase groceries and prepare meals, generating meal cost savings.

    4b. IN-STATE LODGING

    Subject to prior approval from the appropriate Department Head, Director, or Dean, travelers on University business may reserve in-state lodging when the distance they are required to travel is more than 75 miles, one-way, from both their official duty station and their personal residence.  For example, if the traveler’s destination is less than 75 miles from his or her personal residence, the traveler may not reserve in-state lodging even if the mileage from the traveler’s official duty station is more than 75 miles away.

    Travelers may reserve in-state lodging when attending a conference within the State of Connecticut, regardless of distance from official duty station.

    4c. USE OF LOCAL HOTELS

    The University recognizes that, from time to time, it may be important and in the best interests of the University to provide on campus or local lodging to certain individuals.  UConn encourages the use of contracted preferred hotels in the local area.

    University Business Guests, Candidates, Recruits, and Affiliates

    Lodging at local hotels can be provided to University business guests, such as candidates, recruits and affiliates.

    University Employees

    In rare circumstances, a University employee may require local lodging (within 75 miles of both official duty station and personal residence) in order to carry out his or her duties as a University employee. In these cases, the employee must receive prior approval for the stay from the Office of the President, the Provost, the Executive Vice President for Administration and Chief Financial Officer, or Athletic Director, based on the reporting relationship of the employee.  Please note such lodging will generally be taxable to the University employee.

    4d. GROUP LODGING

    “Group lodging” is defined, for the purposes of this policy, as the booking of 10 rooms or more for a specified University travel need.

    Group lodging having a total cost of $10,000 or more must be arranged through University Business Services.  Business units arranging group travel in excess of $10,000 are also required to solicit competing bids from a minimum of three providers in the proximity of the travel destination.  For all other group lodging arrangements, business units are still urged, but not required, to contact the Procurement Services Department for assistance.

    PART 5: MEALS

    5a. MEALS FOR UNCLASSIFIED EMPLOYEES (WHILE TRAVELING)

    Travelers belonging to one or more of the groups below may claim reimbursement for the actual cost of their meals incurred while traveling on University business (substantiated with original receipts) or they may claim reimbursement up to the meal per diem rates published by the GSA / U.S. Department of State.  Travelers may be required by their respective departments or business units to use a particular method.  For non-sponsored travel, if meal per diem is requested, the President, Provost, Executive Vice President for Administration and Chief Financial Officer, or Athletic Director (or their designee) has the authority to reduce the meal per diem rate requested.  Travelers requesting reimbursement for meals using the per diem method should not use their University Travel Card to purchase meals.

    • AAUP
    • UCPEA
    • Managerial and Confidential NP Plan
    • Managerial and Confidential
    • UConn Non-Represented (Dining Services)
    • Special Payroll Employees
    • Students

    The maximum reimbursement for actual meal costs, including tax and tips, may not exceed the daily meal per diem, based on the meal per diem rates published by the GSA / U.S. Department of State (please note that GSA and U.S. Department of State published per diem rates include both meal and incidental components.).  The meal per diem applicable to the first and last day of travel will be 75% of the full day per diem.

    Additionally, if a meal was provided, the meal per diem is reduced by the per diem applicable to the meal provided (see Section 5d below).

    Travelers must use one method of reimbursement for the entire trip.

    The provisions of this section also apply generally to athletic team travel.  However, due to the special nutritional needs of the University’s athletes and the demands of their training and schedules, additional meals or per diems for student athletes, if made in accordance with NCAA rules and limits, are allowable under this policy without the need for an exception or higher level approval.

    5b. MEALS FOR CLASSIFIED EMPLOYEES (WHILE TRAVELING)

    By statute, employees, through their legally designated representatives, have the right to bargain with the State concerning travel expenses.  Accordingly, some collective bargaining contracts may contain provisions that vary from the reimbursement policies contained herein.  For such cases, collective bargaining contracts take precedence.  For more information about what travel rules apply under what circumstances, travelers should contact Human Resources.  Travel reimbursement rates for employees in P-2, NP-5, NP-3 and NP-2 bargaining units are found within each current bargaining unit contract at: https://hr.uconn.edu/labor-contracts-unions/.

    Travelers in the above-referenced categories may claim reimbursement up to the amount defined in the appropriate bargaining unit contract, less any meals provided and/or any amount funded directly by the collective bargaining unit.

    All expenses are only eligible for reimbursement based upon funding.  Departments are still allowed to request that travelers hand in receipts in order to limit expenses.

    5c. MEAL EXPENSES FOR SINGLE-DAY TRAVEL (NO OVERNIGHT)

    Unless otherwise provided under Collective Bargaining Agreements, travelers who are required to travel for University business without an overnight stay may be eligible for meal reimbursement if the traveler is away from his or her home and official duty station for more than ten hours and the reimbursement requests are occasional and non-routine.  Consistent with IRS guidance, such reimbursements will be treated as taxable income to the employee and will be included in the employee’s W-2 wages.

    In these instances, the actual meal expense or per diem cannot exceed 75% of the GSA per diem rate in effect for the destination of travel.

    5d. CONFERENCE AND OTHER MEALS PROVIDED

    All travel related to conferences (also called seminars, workshops, retreats, conventions, etc.) must have itineraries/brochures attached to the expense report relating to the conference.  At the time of pre-approval, travelers must provide a description of the conference details, including dates and subject matter of conference.  If available, a conference brochure should be attached.  Conferences frequently provide meals to attendees as part of the registration fee.  The traveler is generally not entitled to a meal per diem allowance or actuals for meals that are provided as part of the registration fee.  The same is true for any meetings or group travel event in which a meal is provided or where the traveler has been included on a list of attendees for a business expense, or where meals are provided complimentary as part of the transportation or hotel accommodation.  See section 5a above.

    5e. BUSINESS MEALS

    From time to time, it is necessary to the interests of the University to host or provide meals to University guests such as job candidates, visiting scholars or donors.  Likewise, a meal may be an essential or important part of an event, such as a conference or workshop, which is conducted by the University.  All meals, other than those provided to an individual travelling on University business, must qualify as a “business meal” under the requirements of this section, in order to be provided or reimbursed by the University.

    As a public agency, the University has an obligation to students, taxpayers and benefactors to use all of its funds as prudently as possible.  Therefore, all employees and individuals with authority to request, control or approve University funds, including but not limited to travelers, shall use their best judgment in applying those funds towards business meals only when justified with a business purpose and a clearly identifiable benefit to the University.  The act of requesting, using or approving a business meal constitutes an individual’s official determination that, to the best of such individual’s knowledge, the expense was actually incurred, is justified by a business purpose, and serves the best interests of the University.

    The University’s policy of paying or reimbursing for business meals is subject to the following general rules:

    1. University employees are generally responsible for paying for their own meals when they are not traveling.
    2. University funds may not be used for meals at social functions, such as parties or summer outings, attended entirely or primarily by University employees and/or their personal guests.
    3. The number of University-affiliated persons (employees and spouses, where appropriate) attending business events (including meals) with University guests should be limited to those essential to the University’s business
    4. University funds may not be used to purchase alcoholic beverages.
    5. In most cases, business meals may not be charged to sponsored awards (the responsible OVPR, SPS Grant Manager may provide more information or grant exceptions where appropriate). See section 1g.

    See also the University’s policy re: “Use of University Funds for Gifts, Social Functions, Sponsorships & Donations.”

    Meals between faculty/staff and students, while allowable when there is a business purpose, should be infrequent.  In addition, Departments may purchase group business meals when a group meal is essential to the effectiveness and efficiency of the meeting.  This is especially the case when multiple Departments are called together for a substantial meeting, or when stopping the meeting to allow employees to leave for a normal meal would be disruptive and inconvenient for the University.

    For the avoidance of doubt, this policy shall extend fully to business meals that are paid for by interdepartmental transactions, such as meals purchased through Dining Services.

    While the University does not require written pre-approval for business meals, University staff are strongly encouraged to obtain written departmental approval before incurring any business meal expenses.  Individuals who incur business meal expenses without the approval of their departments bear the risk that their expenses will not be reimbursed.

    For all business meals, including group meals, organizers should limit attendance to essential guests only.  Without proper justification, the University will not reimburse expenses for spouses, partners or non-essential guests.  Further, the number of University-affiliated persons (employees and spouses, where appropriate) attending business events (including meals) with University guests should be limited to those essential to the University’s business.  Under no circumstances may the cost of the meal for each guest (including taxes and tip) exceed three times the appropriate GSA or U.S. Department of State Per Diem meal amount for the location.

    For purposes of this policy, business meals shall not include refreshments, such as snacks or nonalcoholic beverages, which are made available to guests outside of the context of a meal.  Such refreshments may be provided in appropriate business contexts, provided that the cost of providing refreshments, when combined with any meals served, is less than the applicable GSA or U.S. Department of State meal rate (inclusive of incidental costs, such as set up, delivery, and service charges).  For example, refreshments provided before a morning meeting at the Storrs campus cannot exceed the allowed breakfast per diem expense.  Refreshment transactions must also be justified by a business purpose and require the attendee list, and per person breakdown before the costs may be paid or reimbursed.

    Note that the provisions in this section shall not be construed as to supersede the provisions of any collective bargaining agreement.

    5f. GRATUITIES

    Meals

    Reimbursement for actual meal gratuities will be limited to 20% of the meal cost.

    Incidental expenses

    Travelers using the actual expense method will be reimbursed for incidental expenses (gratuities for baggage handling, maid service, etc.) not to exceed the published GSA or U.S. Department of State Incidental Expense per diem amount.

    Other Gratuities

    Gratuities for other travel services, including but not limited to taxis and rideshare, are reimbursable at a rate not to exceed 20% of the cost of the service.

    PART 6: OTHER EXPENSES

    6a. REGISTRATION FEES

    Travelers may use University funds to pre-pay conference registration fees.  Alternatively, travelers may be reimbursed for registration fees.  Travelers are encouraged to reserve conferences as early as practicable and in time to secure any early booking discounts.

    Sometimes meals, hotel accommodations, or additional fees for other goods and services may be included in a registration fee.  Travelers will not be reimbursed separately for these—that is, travelers will not be reimbursed twice for the same thing.  See Sections 5d and 5e for further details on meals provided with conference registration and business meals.

    6b. TELEPHONE, INTERNET, COMPUTER, AND FACSIMILE CHARGES WHILE TRAVELING

    Charges for telephone calls made for University business while traveling are reimbursable, unless the employee has a University issued cell phone or cell phone stipend that includes a voice tier option.

    Travelers may receive reimbursement for charges for internet access, use of a fax machine, use of a computer, and other similar business services while traveling on University business.  Translation charges are also eligible for reimbursement, provided however, that the traveler must additionally provide a documentation establishing the charges as having actually been paid (e.g., a credit card statement).

    6c. FOREIGN CURRENCY RATES

    Travelers will be reimbursed for expenses paid in foreign currencies, and for currency exchange fees, based on the exchange rate for the date marked on their receipts.

    6d. PRESCRIPTIONS AND MEDICAL EXPENSES FOR INTERNATIONAL TRAVEL

    When preparing to travel internationally on University business, travelers are eligible to be reimbursed for any out- of-pocket medical expenses related to the trip such as prescriptions, vaccinations, medical co-pays or additional insurance costs.

    Policy History

    Revisions

    06/30/2021 Minor revisions – Approved by Board of Trustees

    4/29/2020 Approved by Board of Trustees

    12/1/2017 Approved by Board of Trustees

    7/1/2015 Approved by Board of Trustees

    11/1/2012 Approved by Board of Trustees

    3/24/2008 Approved by Board of Trustees

    Effort on Sponsored Program Activities, Policy on

    Title: Effort on Sponsored Program Activities
    Policy Owner: Office of the Vice President for Research, Sponsored Program Services
    Applies to: All Faculty, Staff, and Students
    Campus Applicability: All campuses
    Effective Date: January 24, 2020
    For More Information, Contact Office of the Vice President for Research, Sponsored Program Services
    Contact Information: 860-486-3622 (Storrs and regional campuses)

    860-679-4040 (UConn Health)

    Official Website: https://ovpr.uconn.edu (Storrs and regional campuses)

    https://ovpr.uchc.edu (UConn Health)

    REASON FOR POLICY

    Effective January 5, 2001 by Presidential Review Directive and clarification memo issued by the Office of Management and Budget (OMB) to 2 CFR Part 220 (as codified from Circular A-21) and most recently OMB Uniform Guidance 2 CFR Part 200, it is expected that “most Federally-funded research programs should have some level of committed faculty (or senior researchers) effort, paid or unpaid by the Federal government. This effort can be provided at any time within the fiscal year (summer months, academic year, or both).” The clarification memo also states that, “…Some types of research programs…do not require committed faculty effort, paid or unpaid by the Federal government…

    The National Institutes of Health (NIH) Grants Policy Statement asserts that “‘zero percent’ effort or ‘as needed effort’ is not an acceptable level of involvement for ‘key personnel.’

    The National Science Foundation revised its policy effective January 18, 2011 stating that except when required in an NSF solicitation, inclusion of voluntary committed effort cost sharing is prohibited.

    APPLIES TO

    All faculty, staff, and students at the University of Connecticut and all regional campuses, and UConn Health (“University”).

    DEFINITIONS

    University Effort: The portion of ‘total professional effort’ that comprises one’s professional/professorial workload at UConn for which the employee is compensated.  This includes activities such as research, instruction, other sponsored activities, administration, non-sponsored/departmental research, university service, competitive proposal preparation and clinical activities.

    Committed Effort: Any part of ‘University effort’ that is quantified and included in a sponsored program proposal and/or the subsequent award (e.g., two summer months, 12% time, one half of a year, three person-months, etc.).  This quantified effort/time is associated with the specific dollar amount of the employee’s compensation and may be in the form of:

    Direct Charged Effort:  Any portion of ‘committed effort’ toward a sponsored activity for which the sponsor pays salary/benefits.

    Cost Shared Effort:  Any portion of ‘committed effort’ toward a sponsored activity for which the sponsor does not pay salary/benefits, which instead are paid using other, non-federal, or UConn sources.

    Uncommitted Effort: Any portion of ‘University effort’ devoted to a sponsored activity that is above the amount committed in the proposal and/or the subsequent award.  This ‘extra’ effort is neither pledged explicitly in the proposal, progress report or any other communication to the sponsor nor included in the award documentation as a formal commitment. This effort must be paid by non-sponsored University sources.
    POLICY STATEMENT

    This policy establishes the effort requirements for sponsored programs.

    Federal Sponsored Awards:

    Investigators are expected to propose some level of sponsor supported effort or the minimum required by the program on proposals on which they are listed as Principal Investigator, Co-Principal Investigator, Co-Investigator or other roles as required by the sponsor unless specifically exempted by the sponsor.  (Examples of exceptions to the minimum proposed effort requirement would possibly include doctoral dissertations, equipment and instrumentation grants, travel grants, and conference awards.)  If an award is accepted, these personnel are committed to providing this level of effort, either through direct charge or cost shared effort, over the annual budget period of the award unless sponsor policies permit otherwise.

    The minimum amount of effort committed to a specific federally sponsored research activity may be no less than 1% of the employee’s ‘University effort’ during some portion of the sponsored award or the minimum amount required by the sponsor.  Notwithstanding the foregoing and in accordance with OMB Clarification Memo, at least 1% of a senior faculty (or researcher) effort must be devoted to the project throughout the life of the award.

    Non-Federal Sponsored Awards: 

    University of Connecticut and Regional Campuses: The University does not require a minimum amount of effort except in cases required by the sponsor. However, Principal Investigators must ensure they have time available to complete the project that does not overlap or conflict with their effort commitments to other sponsors or their University responsibilities.

    UConn Health Campus:  The minimum amount of effort committed to a specific non-federal sponsored activity may be no less than 1% of the employee’s ‘University effort’ during some portion of the sponsored award or the minimum amount required by the sponsor.

    All Sponsored Awards:

    Beyond the minimum amounts specified above, the specific amount of effort committed to a particular sponsored activity is left to the judgement of the individual devoting effort to the project and the Principal Investigator/Project Director, based on his or her estimate of the effort necessary to conduct the project.

    Prior sponsor approval for a decrease in effort must be obtained prior to a reduction in effort if and when sponsor approval is required as determined by the sponsor’s terms and conditions.

    ROLES AND RESPONSIBILITIES

    Principal Investigator:

    1. The Principal Investigator is responsible for ensuring that the minimum level of effort required by this policy, 2 C.F.R. Part 200 (federal awards) and the requirements of the sponsor are met.

    All Faculty and Investigators:

    1. Devote time commensurate with effort on each project, ensure that the effort does not conflict with commitments to other sponsors or University responsibilities and is in accordance with University policy.

    Department Administrators/Fiscal Officers:

    1. Regularly review faculty/investigator effort on sponsored awards to ensure it meets with the requirements of this policy.
    2. Inform Sponsored Program Services if effort commitments may not be met.

    Sponsored Program Services:

    1. Provide guidance and assistance to faculty, investigators and department administrators on this policy.
    2. Review changes to payroll allocations (UConn Health Campus) and effort reports (University of Connecticut and Regional Campuses).

     
    ENFORCEMENT

    Violations of this policy or associated procedures may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, the University of Connecticut Student Code, other applicable University Policies, or as outlined in any procedures document related to this policy.

    PROCEDURES/FORMS

    Related Information:

    See NSF Cost Sharing Policy Guidance

    POLICY HISTORY

    Policy created:

    Approved by the President’s Cabinet on 09/12/2019. This new policy combines two previous policies at Storrs and UConn Health.
    History: 

    Storrs Policy, “Minimum Effort on Sponsored Program Activities”, created on 3/1/2013 and revised on 7/7/2015, as approved by the Vice President for Research

    UCH Policy 2008-05, “Senior/Key Personnel & Committed Effort”, created on 12/16/08 and revised on 10/8/13

    Cost Sharing Policy

    Title: Cost Sharing
    Policy Owner: Office of the Vice President for Research, Sponsored Program Services
    Applies to: All Faculty, Staff, and Students
    Campus Applicability: All campuses
    Effective Date: January 24, 2020
    For More Information, Contact Office of the Vice President for Research, Sponsored Program Services
    Contact Information: 860-486-3622 (Storrs and regional campuses)

    860-679-4040 (UConn Health)

    Official Website: https://ovpr.uconn.edu (Storrs and regional campuses)

    https://ovpr.uchc.edu (UConn Health)

     

    REASON FOR POLICY

    This policy is to meet the requirements of the Office of Management and Budget (OMB) Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (“Uniform Guidance”) and federal agency policies and procedures. Non-federal sponsor cost share requires similar diligence to recognize the commitment and maintain appropriate documentation of its performance. Therefore, all committed cost sharing is subject to this policy.

    APPLIES TO

    All faculty, staff, and students involved in the administration of sponsored programs at the University of Connecticut and all regional campuses, and UConn Health (“University”).

    DEFINITIONS

    Cost sharing – the specific portion of project costs that are funded by the University rather than the sponsor in support of a sponsored program. Cost sharing represents payroll and other project costs that University and/or other project participants contribute to or match through the expenditure of funds or through in-kind contributions.

    Cash contributions – a type of cost sharing that requires additional funding that can be documented in the accounting system. Examples include the purchase of a piece of equipment, or the allocation of compensated faculty or staff time, paid for by University funds.

    In-kind contributions – non-cash contributions donated to the project.

    Mandatory Cost Share – cost sharing required by the sponsor in order for an award to be made. Such requirements are generally incorporated in the funding opportunity announcements or solicitations, or required by federal statute and included as part of the proposal.

    Voluntary Committed Cost Share – represents a cost sharing commitment made in the budget, budget justification, or identified elsewhere in the proposal that is not required by the sponsor. This type of cost sharing must be tracked and may need to be reported. Examples of this include a percentage of effort of faculty in a proposal for which compensation was not requested, or the purchase of equipment for the project for which sponsor funds have not been requested.

    Voluntary Uncommitted Cost Share – represents a cost or contribution made to the project and not funded by the sponsor, which has not been identified in the proposal or in any other communication with the sponsor. This type of cost sharing does not have to be tracked or reported to a sponsor. An example is academic year effort on a project for which only summer salary was proposed.

    Salary Limitation/Salary Cap – limitation imposed by the sponsor (e.g., DHHS salary cap) on the amount or rate of salary and/or of fringe benefits that can be charged to the project. Although the University may cover the difference between the limitation and the actual cost, this is not considered cost sharing and it is not tracked as cost sharing by the University.

    POLICY STATEMENT

    Expenditures must meet the standard terms and conditions of the award to be cost share. The costs are allowable in accordance with Uniform Guidance when they are:

    • Verifiable from the recipient’s records;
    • Not included as contributions for any other federally-assisted sponsored project or program;
    • Necessary and reasonable for proper and efficient accomplishment of project objectives;
    • Not paid by the Federal Government under another award, except where authorized by federal statute to be used for cost sharing or matching; and
    • Provided in the approved budget when required by the federal awarding agency.

    The review and approval of all cost sharing is the responsibility of the unit providing the cost sharing and Sponsored Program Services. Mandatory and Voluntary Committed cost sharing must be approved prior to submission of the proposal to the sponsor, and must be in conformance with the award terms and conditions, the Uniform Guidance in the case of federally sponsored projects, federal and state law and University policy. Mandatory and Voluntary Committed cost sharing must be tracked by the University and reported to the sponsor (if required by the terms of the award).

    The funding of cash cost sharing is the responsibility of the unit that has made the commitment. The PI or designee is required to report and confirm cost shared effort on Effort Reports. Records related to cost sharing must be retained for the period of time prescribed under relevant record retention policies.

    Cost sharing, including the re-budgeting of direct-charged salary from a sponsored project to cost share account at UConn Health is permitted only with approval of the Department Chair, Dean, and the Office of Sponsored Program Services, or designees. When necessary, prior approval from the sponsor must also be obtained.

    ROLES AND RESPONSIBILITIES

    Principal Investigator:

    1. Obtain approval for any mandatory and/or voluntary committed cost sharing prior to proposal submission.
    2. Ensure cost sharing commitments are met.

    Fiscal Officer/Department Administrator:

    1. Track and monitor cost sharing commitments.

    Sponsored Program Services:

    1. Monitor cost sharing commitments.
    2. Report on cost sharing when required by the sponsor.

    ENFORCEMENT

    Violations of this policy or associated procedures may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, the University of Connecticut Student Code, other applicable University Policies, or as outlined in any procedures document related to this policy.

    PROCEDURES/FORMS

    Storrs and Regional Campuses:
    Effort Reporting Policy

    UConn Health:
    Guidance – Cost Sharing (UCH)
    NIH Salary Cap Guidelines
    Budget Preparation Guidelines (UCH)
    Budget Templates/Calculators (UCH)
    Policy 2002-08: Effort Reporting

    POLICY HISTORY

    Policy created:
    Approved by the President’s Cabinet on 09/12/2019.  This is a new policy at Storrs and replaces a previous policy at UConn Health.

    History:
    UCH Policy 2002-14, “Cost Sharing/Matching Requirements”, created on 4/10/2002 and revised on 5/9/17.

    Availability and Use of Opioid Antagonists

    Title: Availability and Use of Opioid Antagonists
    Policy Owner: Division of Public Safety
    Applies to: All Faculty, Staff, and Students
    Campus Applicability: All campuses, including UConn Health
    Effective Date: December 11, 2019
    For More Information, Contact Division of Public Safety
    Contact Information: UConn Fire Department

    860-486-4925

    Official Website: https://publicsafety.uconn.edu/

    REASON FOR POLICY

    Connecticut state law requires all institutions of higher education in the state of Connecticut to develop and implement a policy concerning the availability and use of opioid antagonists by students and employees of the institution.

    APPLIES TO

    All faculty, staff, and students at the University of Connecticut and all regional campuses, including UConn Health (“UConn”).

    DEFINITIONS

    Opioid Antagonist: As used in this policy, and consistent with state law, “opioid antagonist” means naloxone hydrochloride or any other similarly acting and equally safe drug approved by the federal Food and Drug Administration for the treatment of drug overdose.

    POLICY STATEMENT

    UConn is committed to maintaining a safe and substance-free environment on all of its campuses.  All uniformed police and fire personnel on UConn’s campuses carry and are trained to administer opioid antagonists.  In addition, clinical staff in Student Health and Wellness-Medical Services, located on the Storrs campus, store and are trained to administer opioid antagonists. Opioid antagonists are available and accessible to students and employees on all of UConn’s campuses as noted below.  When an opioid antagonist is administered on any of UConn’s campuses, notification to law enforcement or a local emergency medical provider must be made by a UConn representative. Such notification is satisfied if the opioid antagonist is administered by police, fire or other medical personnel. In all other cases, notification should be made by calling 911 prior to, during or as soon as practical after each use.   It is recommended that any individual administered an opioid antagonist be transported to an emergency department for further evaluation.

    The Chief of the UConn Fire Department, or his designee(s), has been designated to oversee the purchase, storage and distribution of opioid antagonists on each of UConn’s  campuses and in observance with these procedures.  The supply of opioid antagonists is maintained in accordance with manufacturer’s guidelines.  Faculty, staff and students may access opioid antagonists by calling 911.

     

    Opioid antagonists are accessible to students and employees in the following locations:

    Storrs Campus                                                                               Waterbury Campus

    Public Safety Headquarters                                                           Police Department
    126 North Eagleville Road                                                             99 East Main Street
    Storrs, CT 06269                                                                              Waterbury, CT  06702
    Phone Number: 860-486-4800

     

    UConn Student Health and Wellness                                          Stamford Campus
    Medical Care                                                                                    Police Department
    Hilda May Williams Building                                                          1 University Place
    234 Glenbrook Road, Unit 4011                                                    Stamford, CT  06901
    Storrs, CT 06269-4011

    (Students Only)

     

    Hartford Campus                                                                           School of Law

    Police Department                                                                           Police Department
    10 Prospect Street                                                                           39 Elizabeth Street
    Hartford, CT  06103                                                                         Hartford, CT  06103

    UConn Health                                                                                  Avery Point

    Firehouse/Police Dept                                                                    Police Department
    263 Farmington Avenue                                                                 1084 Shennecossett Road
    Farmington, CT  06030                                                                   Groton, CT 06340

     

    To ensure that the UConn community is aware of the availability and location of opioid antagonists on campus, this policy shall be sent via the University’s Daily Digest to all faculty, staff and students prior to the start of each academic semester, and posted on the websites of the Division of Public Safety, Department of Human Resources and Student Health and Wellness.

     

    PROTECTION FROM LIABILITY AND PROSECUTION

    State law provides substantial protections from civil and criminal liability for individuals acting in good faith to assist persons experiencing an opioid-related drug overdose.  Individuals “may, if acting with reasonable care, administer an opioid antagonist to such other person.  [Such] person . . . shall not be liable for damages in a civil action or subject to criminal prosecution with respect to the administration of such opioid antagonist.” See Connecticut General Statutes § 17a-714a.

    In addition, state law prohibits the prosecution of any person who seeks or receives medical assistance in “good faith” when sought for someone else based on a reasonable belief that the person needs medical attention; when a person seeks medical attention based on a reasonable belief that he or she is experiencing an overdose, and when another person reasonably believes that he or she needs medical attention. “Good faith” does not include seeking medical assistance while law enforcement officers are executing an arrest or search warrant or conducting a lawful search. See Connecticut General Statutes 21a-279, 21a-267.

     

    Related Information:

    Policy on Alcohol and Other Drugs: https://policy.uconn.edu/wp-content/uploads/sites/243/2012/03/Drug-Free-Schools-and-Campuses-Act-Notification-Letter-September-2018.pdf

    Department of Human Resources: https://hr.uconn.edu/opioid-epidemic/

     

    PROCEDURES

    1. ADMINISTRATION OF AN OPIATE ANTAGONIST

    University of Connecticut uniformed firefighters and police officers and clinical staff at Student Health and Wellness (Shaw) Medical Services will administer an opiate antagonist per the current Connecticut Statewide EMS Protocols approved and disseminated by the Connecticut Department of Public Health (CT DPH).

    2. LICENSING AND CERTIFICATION

    1. All uniformed firefighters and police officers are licensed or certified at the Paramedic, Emergency Medical Technician, or Emergency Medical Responder levels, and are trained in the use of intravenous, intermuscular, or intranasal administration of an opiate antagonist.
    2. All clinical staff at ShaW Medical Services have the license of RN, APRN, or MD and are trained in the use of intravenous, intermuscular, or intranasal administration of an opiate antagonist.
    3. Re-training and recertification is required per CT DPH guidelines.

    3. ISSUANCE OF OPIATE ANTAGONIST

    1. All uniformed firefighters and police officers are issued opiate antagonists that are carried while on duty.
    2. Opiate antagonists are stored in designated clinical areas at the Hilda May Building, 234 Glenbrook Road, Storrs, CT.
    3. The Fire Chief, or designee(s), will track and disseminate opiate antagonist to all fire and police department personnel and the Hilda May Building, 234 Glenbrook Road, Storrs for appropriate use.
    4. Additional opiate antagonist is available through the University of Connecticut Fire Department (UCFD) for personnel.

    4. STORAGE

    A. All uniformed Firefighters and police officers shall be required to maintain opiate antagonist on their person or in EMS kits at all times.

      1. In accordance with manufacturer’s instruction, the opiate antagonist (e.g., intranasal or injectable naloxone) must be kept out of direct light, and stored at room temperature (between 59 and 86 degrees Fahrenheit).
      2. Opiate antagonist should not be left in a vehicle for extended periods and should not be subjected to extreme temperatures, since it will freeze, and it may affect the effectiveness of the medication.
      3. In addition to opiate antagonist being stored at UCFD, additional opiate antagonist will be stored at the University of Connecticut Student Health and Wellness – Medical Services.

    5. REPLACEMENT

    A. Replacement opiate antagonist shall be stored at the UCFD and disseminated by the Fire Chief or their designee, and replaced as needed.

    1. In the event that an opiate antagonist is expired or used, the firefighter or police officer shall notify their appropriate supervisor for immediate replacement.
    2. Additional replacement opiate antagonist can be obtained from the UCFD.
    3. The purchase of all opiate antagonist will be through the UCFD.

    B. Opiate antagonist that are lost, damaged, or exposed to extreme temperatures, shall be reported to the appropriate supervisor.

    ENFORCEMENT

    Violations of this policy or associated procedures may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, the University of Connecticut Student Code, other applicable University Policies, or as outlined in any procedures document related to this policy.

    POLICY HISTORY

    Sponsored Award Closeout

    Title: Sponsored Award Closeout
    Policy Owner: Office of the Vice President for Research, Sponsored Program Services
    Applies to: All Faculty, Staff, and Students
    Campus Applicability: All campuses
    Effective Date: November 25, 2019
    For More Information, Contact Office of the Vice President for Research, Sponsored Program Services
    Contact Information: 860-486-3622 (Storrs and regional campuses)

    860-679-4040 (UConn Health)

    Official Website: https://ovpr.uconn.edu (Storrs and regional campuses)

    https://ovpr.uchc.edu (UConn Health)

    REASON FOR POLICY

    To ensure the thorough review of financial transactions in addition to other compliance requirements in accordance with the terms and conditions of the award prior to sponsored project closeout.  Unless stated otherwise by the terms and conditions of the Notice of Award, all applicable grant closeout reports are due no later than 120 days after the project end date. Failure to submit timely and accurate closeout documents may affect future funding to the University.

     

    APPLIES TO

    All faculty, staff, and students involved in the administration of sponsored programs at the University of Connecticut and all regional campuses andUConn Health (“University”).

     

    DEFINITIONS

    Closeout – The act of completing all internal procedures and sponsor requirements to terminate or complete a research project.

    Progress/Technical Report – A technical description of the project results and additional information as required by the sponsor.  Additional information requested can include an abstract and a list of publications, patents, patent applications, and / or presentations at scientific meetings.

    Final Financial Report/Invoice – Final report or invoice reflecting a summary of all transactions on an award.

    Invention Statement – Document detailing all inventions conceived or first reduced to practice during the course of the project under the award and the inventing party.

     

    POLICY STATEMENT

    Prior to the closeout of a sponsored award, all applicable administrative actions and all required work of the sponsored award must be completed, including but not limited to financial reports, performance reports and deliverables as required by the terms and conditions of the sponsored award.  Note that final payment on an award may be contingent on the receipt of non-financial reports.

    Responsibility for ensuring compliance with sponsored awards’ terms and conditions is shared between Sponsored Program Services (SPS), Principal Investigators (PI) and the fiscal officer/department administrator. The PI is responsible and accountable for the management and administration of his/her award within the constraints imposed by the sponsor and in accordance with University policy. The University is legally and financially responsible and accountable to the sponsor for the performance and proper use of funds for the award, and relies on the oversight of the PI in fulfilling its stewardship role. SPS will issue final financial reports to the sponsoring agency upon receipt of the approval of expenditures from the PI and/or designee.

    All costs charged to a sponsored award must be in conformance with the award terms and conditions, the Uniform Guidance in the case of federally sponsored awards, federal and state law and University policy. Funds may not be obligated after the termination date of the sponsored award and all costs incurred on the award must benefit the award during the projects period of performance in accordance with the sponsoring award notice.

    SPS has the authority to transfer unallowable costs, non-reimbursed expenditures or other disallowances as determined by the sponsor or the University under the terms of the sponsored award to an unrestricted account.

     

    ROLES AND RESPONSIBILITIES

    Principal Investigator:

    1. Ensures that any purchase orders for equipment, supplies or other materials, or services are executed prior to the end of the award performance period;
    2. Prior to the submission of the closeout financial report and within the required timeframe, reviews and approves expenditures to ensure they are allowable and allocable to the project. Further,  any required adjustments to expenses are posted in compliance with closeout policies and procedures;
    3. In collaboration with SPS, prepares and submits all required programmatic reports, which may include progress/technical reports and invention statements;
    4. Works with SPS to confirm final disposition of equipment purchased on the award in accordance with sponsor award notice;
    5. In collaboration with SPS, reviews the reported effort of key personnel to ensure agreement with the effort committed to the sponsor agency and addresses variances; and
    6. Ensure all other areas of compliance including but not limited to disposition of research animals, human subject information/records and protocols and disposition of hazardous materials are addressed in accordance with Federal, State, local and institutional regulations.

     

    Fiscal Officer/Department Administrator:

    1. Monitors the costs charged to sponsored awards in accordance the terms and conditions of the award, relevant federal and state regulations and University policy.
    2. Ensures any outstanding vendor/subcontract invoices and any other subcontract obligations are approved and processed;
    3. Confirms final award expenditures; and
    4. Works with SPS and the PI to resolve any outstanding issues related to closeout.

     

    Sponsored Program Services:

    1. Reviews charges made to accounts to ensure appropriateness;
    2. Reconciles Facilities and Administrative costs (F&A) charged to accounts and makes any necessary adjustments;
    3. In collaboration with the PI and Fiscal Officer/ Department Administrator may review the reported effort of key personnel to ensure agreement with the paid and committed effort reported to the sponsoring agency and addresses variances;
    4. Prepares and submits final financial information to the PI for review and approval;
    5. Ensures that financial reports and invoices are issued in a timely manner in accordance with sponsor requirements;
    6. Prepares and submits final Inventions/patent/property reports;
    7. Prepares and submits other non-financial reporting (e.g., Release and Assignment of Refunds, Rebates, Credits & Other Amounts forms); and
    8. Performs final review of account to ensure all pending action items (encumbrances, cash receipts, etc.) are completed and closes the account in the financial system.

     

    ENFORCEMENT

    Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Code.

     

    PROCEDURES/FORMS

    Storrs and Regional Campuses:

    Guidance – Award Management (Storrs and Regional Campuses)

     

    UConn Health:

    Guidance – Award Management (UCH)

     

    Related

    Sponsored Project Expenditures: Approval and Monitoring Policy (Storrs and Regional Campuses)

    Policy on Effort Reporting (Storrs and Regional Campuses)

    Policy 2002-08:  Effort Reporting (UCH)

    Policy 2002-21:  Interim and Final Financial Reports (UCH)

     

    POLICY HISTORY

    Policy created: Approved by the Board of Trustees on 12/11/2019.

     

    Governing and Cost Accounting Standards

    Title: Governing and Cost Accounting Standards
    Policy Owner: Office of the Vice President for Research, Sponsored Program Services
    Applies to: All Faculty, Staff, and Students
    Campus Applicability: All campuses
    Effective Date: November 18, 2019
    For More Information, Contact Office of the Vice President for Research, Sponsored Program Services
    Contact Information: 860-486-3622 (Storrs and regional campuses)

    860-679-4040 (UConn Health)

    Official Website: https://ovpr.uconn.edu (Storrs and regional campuses)

    https://ovpr.uchc.edu (UConn Health)

    REASON FOR POLICY

    To confirm sponsored programs are administered in accordance with award requirements such as the Uniform Guidance, Cost Accounting Standards for Educational Institutions, Federal Acquisition Regulations, Federal and State regulations, and sponsor and university policies.

    APPLIES TO

    All faculty, staff, and students involved in the administration of sponsored programs at the University of Connecticut, regional campuses, and UConn Health (“University”).

    POLICY STATEMENT

    This policy establishes the terms and conditions that govern sponsored projects.  The University will be responsible for determining the appropriate costing treatment and for the maintenance of the CAS Disclosure Statement (DS-2) as prescribed in 2 C.F.R. §200.419.

    In accepting a sponsored program, the Institution and Principal Investigator(s) assume responsibility for fulfilling the requirements of the program.  These requirements may be specifically contained in the agreement or they may be incorporated by reference to guidelines issued by the sponsor in special publications or directives.

    Cost accounting and financial compliance for federally funded sponsored projects at the University is dictated by various Federal Office of Management and Budget Circulars and agency regulations.

    The following is a brief explanation of the major bodies of federal and agency regulations that address financial compliance related to sponsored programs:

    Uniform Guidance (2 CFR Part 200)

    The Office of Management and Budget Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (“Uniform Guidance”) establishes a basis for policy in the management of federally sponsored programs.

    Specifically, the Uniform Guidance sets forth the uniform administrative requirements for grant and cooperative agreements, including the requirements for Federal awarding agency management of Federal grant programs before the Federal award has been made, and the requirements Federal awarding agencies may impose on non-Federal entities in the Federal Award. The Uniform Guidance also establishes the principles for determining the allowable costs incurred by non-Federal entities under Federal awards. Finally, the Uniform Guidance sets forth standards for obtaining consistency and uniformity among Federal agencies for the audit of non-Federal entities expending Federal awards.

    Federal Acquisitions Regulations (FAR) (48 CFR)
    Establishes the policies, procedures, and requirements of Federal contracts.

    Cost Accounting Standards (48 CFR 9905)

    Standards designed to ensure uniformity and consistency in the measurement, assignment and allocation of costs to contracts with the US Federal Government, and include:

    CAS 501 – Consistency in Estimating, Accumulating and Reporting Costs

    University will ensure compliance by employing consistent practices when developing budgets for proposals and in accounting and reporting costs for program expenses (in accordance with Federal and State rules and regulations and University policy).

    CAS 502 – Consistency in Allocating Costs Incurred for the Same Purpose

    Costs incurred for the same purpose, in similar circumstances, must be given consistent treatment in the accounting system. All costs must be charged consistently as either a direct cost or as part of the federally negotiated Facilities & Administrative (F&A) cost structure.

    CAS 505 – Accounting for Unallowable Costs

    Unallowable costs (as defined by federal, state or university regulation or policy) must be identified and excluded from any billing, claim, or proposal submitted to the Federal government.

    CAS 506 – Cost Accounting Period

    The University Fiscal Year (July 1 – June 30) will be used as the accounting period regardless of the sponsor’s accounting period.

    Federal Sponsor Guidelines
    While the Uniform Guidance establishes the principles for sponsored program management, each federal agency may differ in policy application. Additionally, terms and conditions specific to an award may apply.

    Non-Federal Sponsor Guidelines
    The specific award agreement, together with University policy, usually guides the project’s conduct.  State agencies, foundations, and private businesses may also publish their own funding guidelines and requirements.

    ROLES AND RESPONSIBILITIES

    Principal Investigator

    Responsible for ensuring appropriateness of all charges on sponsored projects.  Ensure the consistent application of direct costing practices to sponsored projects.

    Department or Shared Services Fiscal Officer/ Administrator

    Assists the Principal Investigator in ensuring consistent application of costing practices, record keeping and other financial and administrative requirements.

    Sponsored Program Services

    Develop and maintain policies and procedures in accordance with Federal regulations.  Provide training and guidance to Principal Investigators and staff.  In accordance with policy and procedure, review transactions for appropriateness under Federal and institutional guidelines.

    Office of Cost Analysis (Storrs and regional campuses) / Research Finance (UConn Health)

    Maintain and file CAS Disclosure Statement (DS-2) in accordance with §200.419 identifying accounting practices, policies, and procedures for assigning costs to federally sponsored programs, and to attest to the consistent treatment of those practices.

    ENFORCEMENT

    Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for all University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Code.

     

    PROCEDURES/FORMS/ OTHER POLICY

    UConn Storrs and Regional Campuses:

    Disclosure Statement (DS-2)

    Cost Accounting Disclosure-1 Direct/Indirect

     

    UConn Health:

    UCH Policy 2002-39:  Direct Cost Expenditures

    UCH Policy 2002-05:  Unallowable Costs/Administrative Costs

    Disclosure Statement (DS-2)

     

    POLICY HISTORY

    Policy created:  Approved by the President’s Cabinet on 09/12/2019. This is a new University wide policy to better document practices at Storrs and regional campuses and combines two previous policies at UConn Health.

    History:                

    Miscellaneous guidance at Storrs and regional campuses

    UCH Policy 2002-12, “Governing Standards”, 2/25/2002

    UCH Policy 2002-37, “Cost Accounting Standards”, 2/25/2002

     

    Student Discipline, Dismissal and Appeal Process from Professional/Clinical Programs, Procedures on

    Title: Student Discipline, Dismissal and Appeal Process from Professional/Clinical Programs, Procedures on

    Procedures Owner: Office of the Provost

    Responsible Office: Academic Programs with Professional/Clinical Programs

    Effective Date: September 1, 2019

    Contact Information: Provost’s Office; 860 486-4037

    Official Website: http://www.provost.uconn.edu


    Purpose:
    To define a fair and uniform process for disciplining or dismissing students from professional/clinical programs based on failure to adhere to professional standards of conduct.

    Procedures Statement: Each professional school or program maintains its own professional standards of conduct. These standards of conduct are often developed in accordance with stated norms for professional conduct, whether as required by accrediting bodies or otherwise.  Each program’s professional standards of conduct should be clearly stated in the student handbook. A student’s failure to adhere to those standards may result in discipline, including and up to, dismissal from the program.

    Applicability:  These procedures apply to each professional school or program at Storrs and Regional Campuses, except those falling under the purview of the Graduate School.  Graduate programs falling under the purview of the Graduate school should follow the Graduate School’s procedures.  See https://grad.uconn.edu/policy/.

    ALLEGED VIOLATIONS OF PROFESSIONAL STANDARDS OF CONDUCT

    Any student believed to have violated one or more of a program’s professional standards of conduct shall be provided a written description of the alleged violation(s), with a copy to the Dean and program director, or designees. The written notice need only have sufficient detail to inform the student of the alleged violation(s), the provisions of the professional standards believed to have been violated and the potential consequences to the student.[1] Such notice will be made by email to the student’s official University email address and shall be deemed received by the student on the day it was sent.

    Any student who has been suspended or removed from a clinical placement as a result of the alleged violation(s) risks being unable to complete the clinical component of their current course within the required timeframe and receiving a failing grade. Such students are strongly encouraged to respond as quickly as possible to ensure a timely resolution, increase the student’s chances for securing an alternative clinical placement and, in turn, complete the clinical component within the required timeframe.

    The student shall have five business days to respond in writing to the notice of violation(s) and request a conference to review the alleged violations.

    The Program Director or individual in an equivalent position shall conference with the student as soon as is practicable, but not more than ten business days of receipt of the student’s response. A student may, at their own risk, request additional time to schedule a conference.

    Failure to Respond or Conference: If the student fails to respond or participate in conference within 15 business days of the notice being received, the Program Director or individual in an equivalent position shall determine and impose disciplinary action without need for a hearing. In such cases, the student has no right to appeal. The 15 business day time limit shall be extended if a request for additional time is granted.

    Conference: Program Director will review the professional standards alleged to have been violated with the student and the disciplinary action deemed appropriate to impose in response to the violation(s).  The student may consult with a present support person, but that person may not actively participate in the conference. A student should choose a support person whose schedule allows for their participation in the conference because delays will not be allowed due to the scheduling conflicts of a support person. At the conclusion of the conference, the student shall:

    1. Sign an acknowledgment stating that the student committed the alleged violation(s) and agrees with the imposed disciplinary action. In such cases the discipline shall be imposed without need for a hearing and the student has no right to appeal.

    or

    1. Contest the alleged violations and/or associated discipline. In such cases, the Program Director will schedule a hearing as soon as is practicable but not more than ten business days of conferring with the student. The Program Director may extend the time in which to hold a hearing based on extenuating circumstances. The student will be notified of the date, time and location of the hearing via university email.

    HEARING

    A hearing body shall be assembled by the School, College, Department, or Program, as appropriate. The hearing body shall consist of one or more University employees that were not directly involved in the incident(s) from which the alleged violation(s) arose. In the event that the hearing body consists of more than one employee, a chairperson for the hearing body shall be appointed.

    The purpose of the hearing is to allow for a fair and impartial review of the information to determine whether the student has violated one or more of the program’s professional standards of conduct and, if so, the appropriate discipline that should be imposed.  Hearings should be conducted in private. The hearing is not a court proceeding and the hearing body is not bound by rules of evidence.

    The student shall have the right to:

    • Propose witnesses. At least two business days in advance of the hearing, the student should provide the hearing body’s designee with a list of names and a brief summary of the information expected to be presented by each witness. It is the responsibility of the student to notify the witnesses of the date, time and location of the hearing.  The hearing body chair has the discretion to limit the number of witnesses who may appear before the hearing body (for example, due to relevancy, redundancy, etc.), but in exercising that discretion must allow for a fair and impartial review of the allegations.
    • Submit written or other information for the hearing body’s consideration. At least two business days in advance of the hearing, the student should submit to the hearing body’s designee any documentary or other evidence that the student wishes the hearing board to consider. Absent exceptional circumstances, the hearing body will not consider information submitted beyond this deadline.
    • Be notified within two business days of the hearing of the identity of any witnesses who have been called by the hearing body to present information during the hearing.
    • Be provided copies within two business days of the hearing of any written or other information the hearing body intends to consider at the hearing, when such information is known to the hearing body prior to the commencement of the hearing, including any prior conduct history of the student that may be considered for the purpose of determining the appropriate discipline.
    • Be accompanied by a support person. The student may consult the support person, but that person may not actively participate in the hearing. A student should choose a support person whose schedule allows attendance at the scheduled date and time for the hearing because delays will not be allowed due to the scheduling conflicts of a support person.

        After hearing from the witnesses and considering all other information presented to the hearing body, the hearing body shall deliberate.  A decision by the hearing body that a student has violated one or more professional standards must be based on a preponderance of the evidence (i.e. it is more likely than not that the student violated the standard(s)).

        The hearing body shall notify the student in writing of its decision within five business days of the hearing.  The notice shall contain sufficient detail to explain the basis of the hearing body’s decision. In deciding upon discipline, the hearing body may consider prior conduct history of the student. Such notice will be made by email to the student’s official University email address and deemed received by the student on the day it was sent.

        Appeal Procedures

        The decision of the hearing body may be appealed by the student to the program’s Dean or designee. Any such appeal must be made in writing within five business days of the student’s receipt of the written decision. The sole grounds for appeal are:

        • A claim of error in the hearing procedures that substantially affected the decision;
        • A claim of new information material to the matter that was not known and could not reasonably have been known at the time of the hearing;
        • On a claim of substantive error arising from misinterpretation of information presented at the hearing.

        The student’s appeal must identify at least one of the three grounds for review and provide sufficient detail to understand the basis for the request. Mere disagreement with the hearing body’s decision is not sufficient grounds for appeal.

        Within five business days of receipt of the appeal, student will be notified of the decision on the appeal, which may include:

        • Upholding the decision of the hearing body
        • Reversal of the hearing body’s decision
        • Modification of the discipline
        • Remand to the hearing body if the Dean/designee deems necessary to consider new information or to correct an error in the hearing procedure

        The decision of the appellate body is final.

        In addition, students are subject to the Student Code (https://community.uconn.edu/the-student-code-preamble/). Any suspected violations of the Student Code will be reported to the Office of Community Standards.

        Undergraduate students in professional/clinical programs: Undergraduate students dismissed from a clinical or professional program are not necessarily dismissed from the University.

        Post-baccalaureate/certificate programs: Typically, students dismissed from post-baccalaureate (e.g. Certificate) programs that do not fall under the purview of Graduate School are de facto dismissed from the University.

         

        [1] All proceedings and timeframes herein may be suspended at the discretion of the Program Director during the pendency of any investigation or proceeding undertaken by the Office of Community Standards related to the same conduct.  Following resolution of any the student code matter, the Program Director may elect to proceed under these procedures.