Faculty

Children in the Workplace

Posted on by
Title Children in the Workplace
Policy Owner: Department of Human Resources
Applies to: Faculty, Staff
Campus Applicability: UConn Storrs, Avery Point, Waterbury, Stamford and Torrington, Hartford and Cooperative Extension
Effective Date: August 5, 2013
For More Information, Contact Department of Human Resources
Contact Information: 860- 486-3034
Official Website: http://hr.uconn.edu/

 

REASON FOR POLICY

This policy governs the circumstances when University employees may bring children into the workplace.

The purpose of this policy is to establish criteria that permit children to visit their parents (or other relatives) who work at the University, protect their welfare and safety, reduce potential liability and risk for the University and promote an environment in which faculty, staff and students remain productive.

APPLIES TO

This policy applies to Faculty, Staff, Students, and University affiliates (collectively referred to as “employees”) on the UConn Storrs, Avery Point, Waterbury, Stamford and Torrington, Hartford and Cooperative Extension campuses and locations.  This policy does not apply to approved University programs and events or camps that involve children in education, research or supervised care.  This policy does not apply to children enrolled in the University’s child care facility.

DEFINITIONS

For purposes of this policy, a child is defined as an individual under the age of 18 years old, who is not a student or employee of the University of Connecticut.

POLICY STATEMENT

Children of employees are allowed in the workplace for brief visits, generally no longer than two (2) hours, or to participate in University programs and events, within the following parameters:

  • Faculty and staff must notify Dean, Director or Department Heads (DDD) in advance of any visit, with the understanding that the DDD has the authority to approve or deny visits. Approved visit should be for a defined and limited duration
  • The child must remain under parental supervision; within sight and sound of the parent or guardian at all times
  • The child’s presence must not disrupt the work or school environment or negatively impact productivity
  • Sick children are not allowed in the workplace
  • Children are not allowed in areas containing confidential information

The supervisor will ask the employee to remove the child if the supervisor determines that this policy has been violated.

Children are not allowed in hazardous areas per the Environmental Health & Safety policy.

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, and applicable collective bargaining agreements.

PROCEDURES

Given the diverse nature of the work being performed on campus, the concern for the safety of all and the fact that not all work environments are suitable for children, employees will be required to obtain written approval from their supervisor prior to their child’s visit.

 

 

 

August 2013

Social Media Policy

Posted on by

 

Title: Social Media Policy
Policy Owner: University Communications
Applies to: Faculty and Staff
Campus Applicability: All Campuses
Effective Date: June 15, 2018
For More Information, Contact Office of University Communications
Contact Information: (860) 486-3530
Official Website: https://communications.uconn.edu/

This policy establishes standards for the use of University-affiliated social media accounts and provides guidelines for differentiating an employee’s personal voice on social media from their professional connection to the University. Social media is a common and important communication tool for the University, as well as its faculty and staff.

This policy is a guide for professional and civil communications when communicating on social media accounts directly affiliated with the University. Specific guidance on how to establish, monitor and use such accounts can be found on UConn’s Social Media Brand Guidelines.

In addition, this policy provides guidance on communicating in a professional and civil manner related to personal social media accounts to the extent that such activities are covered by existing University policies or may be construed as the representations or opinions of the University. See UConn’s Policy on Communication with External Media.

Use of Social Media

The University fully affirms the rights of its employees to voice their own opinions and otherwise express themselves through their own personal social media accounts. This policy is not intended to and does not restrict an employee’s ability to engage in all forms of lawfully protected speech on social media. Personal use of social media should not interfere with job duties, responsibilities to the University and others affiliated with the University, or co-workers.

  • Personal Disclaimer: To avoid confusion between professional and personal social media activity employees are encouraged to include a statement on personal social media accounts that acknowledges statements and messages made from the account reflect their personal views only, and not those of the University.
  • University Standards for Individuals: When communicating on social media, it is important to act in manner that is consistent with applicable University policies.
  • No University Marks: The University does not authorize individuals to use University logos or trademarks on their social media accounts, therefore no University logos or trademarks should be incorporated into posts on personal social media accounts except as permitted by University policy. See UConn’s Trademark Licensing and Branding Standards.
  • Sharing University News: University faculty and staff are encouraged to repost and share publicly available information about the University on social media. Sharing the original source of the information is preferred, such as press releases, articles on UConn Today, etc. Personal social media accounts should not be used for announcing official University news if not otherwise announced publicly. Formal news announcements should be made by the University.
  • Maintain Confidentiality: Do not post confidential or proprietary information about the University, its students, its alumni, or fellow employees. Use good ethical judgment and follow University policies and federal requirements, such as HIPAA and FERPA.
  • Rights of Others: Content shared on social media must respect the copyright and other intellectual property rights of others, even if the content was shared online by others.
  • Strive for Accuracy: Check the facts before posting them on social media. Review content for grammatical and spelling errors. See UConn’s Editorial Guidelines.
  • Terms of Use: Be aware of terms of service for the social media platforms. The service may be “free” to use, but that use is subject to contractual terms binding on the user.
  • Emergency Notifications: University Communications is the official source of information during emergencies and other major campus events. It is recommended that University faculty and staff share or repost messages from University Communications during these moments to ensure information is communicated accurately and consistently.
  • Basic Tips: Basic tips for using social media are often the most important for avoiding unwanted issues.

A few helpful reminders include:

○ Be Active: Social media should be social. Engaging with others can be rewarding, when done constructively. Sometimes it is better to not engage too.

○ Be Respectful: Social media is a unique social environment. Be respectful of others’ views, regardless of how unartfully or inappropriately communicated.

○ Think Twice: Social media is a public platform. Consider whether you would make a statement on social media at a conference or to the media before posting.

Non-Compliance

This policy is intended to help inform University faculty and staff of their existing responsibilities to use social media in a responsible manner. A failure to conform to the guidelines established by this policy could result in disciplinary action, personal liability or other penalties, particularly where social media is used in a manner that violates University policy, laws regarding the privacy of information, infringes on copyright or the intellectual property rights of others, or that is threatening, harassing or otherwise illegal.

Additional Notes

This policy was prepared by University Communications to apply to all forms of social media, such as Facebook, Twitter, Instagram, Snapchat, blogs, YouTube, Flickr, text messages, and other, lesser known platforms. These standards may be updated from time to time. Active users of social media at the University should regularly consult these standards.

As explained above, this policy is intended to complement existing University policies and guidelines.

Questions on these standards or the use of social media generally should be directed to University Communications.

Policy Revised:  November 29, 2018

Policy Created*: June 18, 2018

*Approved by the Vice President of Communications

University Logo and Trademark Policy

Posted on by
Title: University Logo and Trademark Policy
Policy Owner: University Communications
Applies to: All Employees, Students, External Audiences
Campus Applicability: All Campuses, including UConn Health
Effective Date: May 10, 2024
For More Information, Contact Associate Director of Branding and Visual Identity
Contact Information: brand@uconn.edu
Official Website: http://brand.uconn.edu/

PURPOSE

This policy governs the development and use of Logos to identify a University Group (defined below), program, or offering.  Consistent and accurate use of Logos at the University of Connecticut (“University”) is important to help maintain a strong and cohesive University brand.

DEFINITIONS

Branding Guidelines: The University’s brand standards and guidelines published at brand.uconn.edu.  For purposes of UConn Health only, the applicable brand standards and guidelines are published at https://health.uconn.edu/communications/branding.

Logo: A graphic representation or symbol made up of text and/or images that identifies, or is intended to identify, the University or a University Group, program, or offering.

Official UConn Logo: A Logo approved by University Communications.

 University Group(s): Campuses (including UConn Health), colleges, schools, centers, institutes, departments, divisions, offices, units, and academic programs and activities of the University.

University Marks:  The University Name(s), Logos, symbols, seals, images, photographs, trademarks, service marks, and other marks owned by the University.  Examples of University Marks include, but are not limited to, the UConn logo, the University Oak Leaf, the University seal, the Husky Dog, and phrases such as “Students Today, Huskies Forever”.

University Name(s): “The University of Connecticut”, “UConn”, and any other name, abbreviation, or derivative containing such designations.

Unofficial UConn Logo: A Logo that has not been approved by University Communications.

POLICY STATEMENT

  1. University Group(s). Unofficial UConn Logo(s) may not be used for purposes of identifying a University Group, program, or offering, which includes, without limitation, academic and non-academic programs, events, services, campaigns, initiatives, and community and outreach programs. University Group(s) may only use Official UConn Logo(s) in accordance with the Branding Guidelines.  Please contact University Communications for questions relating to use of Official UConn Logo(s) and/or creation of a new Logo.
  2. Registered Student Organizations. Registered Student Organizations may only use University Marks, including without limitation, Official UConn Logo(s), in accordance with the Guidelines for Use of University Logos & Trademarks available at https://brand.uconn.edu/guidelines-usage/usage-by-student-organizations/, including obtaining such permission and approvals required therein.
  3. The University’s Office of Brand Partnerships and Trademark Management (“OBPTM”) ensures correct and legal use of University Marks. Approval from OBPTM is required prior to use of the University Marks on any product created and/or sold to the general public or to University Group(s), any commercial use of the University Marks (e.g., manufacturing, distribution, marketing, and advertising of commercial and consumer products), and any use of the University Marks by non-University organizations (e.g., alumni clubs, booster clubs, vendors).  For trademark use and licensing approval, please contact OBPTM at licensing@uconn.edu.
  4. General. The University Marks may not be altered or modified in any manner without approval by University Communications.  Notwithstanding anything to the contrary herein this policy, use of any University Marks, including without limitation, the Official UConn Logo(s), must comply with the University By-Laws, the University Policy on Endorsements, and, unless otherwise approved by University Communications, the Branding Guidelines.

        ENFORCEMENT

        Violations of this policy may result in delay, denial, or revocation of media buys, purchased products, printed or digital materials, including websites, and other branded communications. Unauthorized use of University Marks may result in a cease and desist from the Office of Brand Partnerships and Trademark Management.

        In addition, 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 University of Connecticut Student Code.

        REFERENCES

        policy.uconn.edu/2016/08/31/policy-on-endorsements

        policy.uconn.edu/by-laws

        brand.uconn.edu

        health.uconn.edu/communications/branding

        POLICY HISTORY

        Policy created: 01/15/2015

        Revisions: 05/10/2024

        Controllable Property

        Posted on by

         

        Title: Controllable Property
        Policy Owner: Accounting Office; Inventory Control
        Applies to: Faculty, Staff and Designated Affiliates
        Campus Applicability: Storrs and Regional Campuses
        Effective Date: March 29, 2023
        For More Information, Contact Associate Controller & Director of Accounting
        Contact Information: (860) 486-1366
        Official Website: http://accountingoffice.uconn.edu

        PURPOSE

        To ensure compliance with the State of Connecticut Property Control manual. State agencies must identify, tag, maintain a written listing, and regularly inventory Controllable Property.

        APPLIES TO

        This policy applies to Faculty, staff and designated affiliates of the University of Connecticut.

        DEFINITIONS

        Controllable Property: Assets with a unit value under $5,000 that have an expected useful life of one or more years and are easily portable and/or not physically secured, contain new technology or sensitive data, are theft-prone, and/or are adaptable for personal use.  Such items may include, but are not limited to:

        • All computers and other equipment that may contain sensitive data (e.g., desktops, laptops, tablets; Netbooks, cellular phones, smartwatches, etc.)
        • Other items with a value of $500 to $4,999.99 such as televisions, projectors, and monitors, scanners, printers, and cameras.

        Custodian: The custodian of a Controllable Property asset is the employee who is in possession of the equipment on a day-to-day basis and/or whose NetID is associated with the asset record.

        POLICY STATEMENT

        Custodians must confirm possession of their assigned Controllable Property annually in compliance with the Controllable Property Asset Management Procedures. Disposal of Controllable Property must be performed in compliance with University Policy. [1]

        [1] See the Policy on Surplus Property

        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 Conduct Code.

        PROCEDURES/FORMS

        Contact InventoryControl@uconn.edu for assistance in determining whether an item is considered Controllable Property.

        Store Controllable Property in an environmentally suitable, secure location. Do not leave Controllable Property unsecured.

        Custodians must notify University Police immediately if Controllable Property is stolen. In the event of any loss or damage, Custodians must complete the Accountability Form (C1).

        For more information, refer to the Inventory Control website:  https://accountingoffice.uconn.edu/inventory-control/

        POLICY HISTORY

        Policy created:  August 19, 2014

        Revisions:  March 13, 2023 (Approved by Senior Policy Council); Review and editorial revisions August 27, 2021

        Timecard Submission Requirements and Deadlines

        Posted on by
        Title: Timecard Submission Requirements and Deadlines
        Policy Owner: Payroll Department
        Applies to: All Employees
        Campus Applicability:  UConn Storrs and Regional Campuses
        Effective Date: August 19, 2014
        For More Information, Contact Payroll Department
        Contact Information: (860) 486-2423
        Official Website: http://www.payroll.uconn.edu/

         

        REASON FOR POLICY

        The purpose of this policy is to ensure the timely and accurate completion and approval of time and attendance records.

        APPLIES TO

        This policy applies to all employees at the University of Connecticut, Storrs and Regional Campuses required to complete biweekly time and attendance records.  This includes all members of the classified bargaining units; all members of the University of Connecticut Professional Employee’s Association (UCPEA); all Management and Confidential staff; student employees; and certain special payroll appointees.

        This policy also applies to University employees who have been granted signatory authority to approve time and attendance records.

        DEFINITION

        A time and attendance record is a true and accurate statement of time worked and time taken.  These records must be completed in accordance with the Fair Labor Standards Act, collective bargaining agreements, State regulations and University policies.  By submitting and/or approving a time and attendance record, employees and their supervisors are attesting to the accuracy of the time reported.  An approved time and attendance record also authorizes the expenditure of funds in accordance with time reported.

        POLICY STATEMENT

        Employees are required to submit biweekly time and attendance records for the purposes of calculating payments, and managing accruals and other entitlements.  In the event that an employee is unable to complete his/her time and attendance record (or is not included in the self-service population) it is the supervisor’s responsibility to complete it on their employee’s behalf.

        All time and attendance records must be submitted and approved by the deadlines posted on the Payroll website.  Changes to the biweekly submission and approval deadline due to holidays, severe weather events and unforeseen circumstances will be communicated to the University community in as timely a manner as possible.

        Corrections to previously reported time must be submitted as soon as the discovery is made.

        Access to the time and attendance systems is administered by the Payroll Department, subject to the established guidelines on the Payroll website and consistent with the security policy administered by University Information Technology Services.  Under no circumstances should a login ID and password be shared.

        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 Conduct Code.

        PROCEDURES/FORMS

        Time and attendance procedures for employees and supervisors are posted on the Payroll Department website at www.payroll.uconn.edu.

         

        Paycheck Distribution

        Posted on by
        Title: Paycheck Distribution
        Policy Owner: Payroll Department and the Office of Faculty and Staff Labor Relations
        Applies to: All Employees
        Campus Applicability: UConn Storrs and Regional Campuses
        Effective Date: August 19, 2014
        For More Information, Contact Payroll Department
        Contact Information: (860) 486-2423
        Official Website: www.payroll.uconn.edu

         
        REASON FOR POLICY

        The purpose of this policy is to ensure the appropriate handling, and timely distribution, of paychecks to University employees.

        APPLIES TO

        This policy applies to all employees at the University of Connecticut, Storrs and Regional Campuses, as well as department liaisons responsible for claiming and distributing biweekly paychecks.

        DEFINITION

        Pay periods occur in two week cycles that begin on the Friday of a pay week and end on the Thursday of the following pay week.  There is a two week interval between the date of a check and the period for which employees are paid, with the exception of Graduate Assistants who are paid ‘to-date’ (see Graduate Assistant Pay Schedule Policy).  Biweekly paychecks are collated and distributed based on the ‘section number’ assigned to a department by Payroll.  Employees who have elected to utilize direct deposit do not receive a paper advice of deposit.  All employees are able to access their paystub information via ‘ePay’ on the State’s Core-CT portal.

        POLICY STATEMENT

        Distribution at the Storrs Campus: Designated department liaisons on the Storrs Campus must retrieve paychecks at the Payroll Department Main Office between 12:00 p.m. and 3:00 p.m. on alternating Thursdays.  At the time of pickup, the ‘Payroll Authorization Check Card’ (issued by the Payroll Department) must be presented.  Checks that are not claimed at the Payroll Department Main Office will be delivered to departments on Friday via intercampus mail.

        Distribution to the Regional Campuses: Representatives from the regional campuses are not required to retrieve paychecks at the Payroll Department Main Office on the Storrs Campus.  Paychecks will be delivered to the regional campuses via mail delivery service or courier.

        Section Number Assignment: Departments are assigned unique section numbers for ease of distribution, and employee checks are coded accordingly.  At the discretion of the Payroll Department and under limited circumstances, new section numbers will be created.

        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 Conduct Code

        PROCEDURES/FORMS

        Departments are responsible for distributing paychecks to their employees.  Although departments may have their own internal distribution protocol, Payroll has established the following requirements:

        • Every attempt must be made to distribute checks to employees on the day they are picked up (Storrs Campus) or received (Regional Campuses).
        • Paychecks must be secured at all times.  Departments may not distribute paychecks by placing them in open mail slots in unprotected, public areas.
        • Employees must not cash or deposit checks until 3:00 p.m. on pay Thursday (the start of the next banking day).
        • Departments must not hold checks for more than one (1) pay cycle.  Unclaimed checks must be mailed to the employee or returned to the Payroll Department, unless prior alternative arrangements have been made with the employee.
        • Departments may not open employees’ paychecks since they contain personal and sensitive information.

        Notification to departments and/or employees will be sent via email (or other appropriate media) in the event that a check distribution date must be changed due to a holiday or inclement weather.

        Workers’ Compensation Light Duty Policy

        Posted on by
        Title: Workers’ Compensation Light Duty Policy
        Policy Owner: Payroll Department
        Applies to: All University Employees
        Campus Applicability: Storrs and Regional Campuses (see details below)
        Effective Date: August 19, 2014
        For More Information, Contact Payroll
        Contact Information: (860) 486-2423
        Official Website: http://www.payroll.uconn.edu/

        REASON FOR POLICY

        The University strives to provide a safe and healthy work environment and is committed to returning employees to work, as appropriate, from a work-related injury or illness.  Administering a policy on light duty provides benefits to both the injured worker and the University.  Statistically, employers that facilitate return to work programs have a higher percentage of injured workers achieving full recovery over employers who fail to provide such programs.  Additionally, employers that utilize such initiatives have lower direct costs associated with workers’ compensation than those who do not.

        APPLIES TO

        This policy applies to all permanent and temporary employees at the University of Connecticut, Storrs and Regional Campuses who are paid salary or wages by the State of Connecticut are covered by the State’s Workers’ Compensation Program, and are eligible to participate in the light duty program.  This includes faculty, staff, student labor, work study, special payroll, and graduate assistants provided that the injury occurred while performing a function related to their employment with the University.

        DEFINITIONS

        Injured Worker:  An employee who initiates a workers’ compensation claim pursuant to the State of Connecticut and the University of Connecticut’s injury reporting requirements.
        Temporary Modified/Restricted Duty:  A work capacity given to an injured worker by their treating physician stating that the employee is not capable of performing their regular job duties, but is capable of working in a modified or restricted capacity within their normal job classification.
        Regular Duty:  A work capacity given to an injured worker by their treating physician stating that the injured worker is capable of returning to work without restrictions or modifications to their normal job classification.

        POLICY STATEMENT

        The University of Connecticut provides a light duty program for all employees who sustain a workplace injury or illness.  The University will provide modified or light duty assignments, as available, to an employee with an approved workers’ compensation claim, once they have been released to temporary modified/restricted work by a licensed medical professional.  Placement into a light duty position is on a temporary basis and should never become permanent.  Light duty is not guaranteed and may be modified, or ended, at any time, even if the employee’s physician has not released him/her to regular duty.  Employees who are working a light duty assignment will be held to the same standards of accountability for performance and conduct standards as an employee on regular duty.  An employee working on a light duty assignment is to abide by the restrictions imposed by their treating physician and should not exceed those restrictions until released by the doctor.  It is also the employee’s responsibility to immediately inform their supervisor and the Workers’ Compensation Administrator of any changes made to their work capacity while working a light duty assignment.

        If a light duty assignment is offered by the University, an employee’s refusal to accept the offer of light duty may affect the employee’s right to workers’ compensation benefits and will be determined by the third party administrator.

        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 Conduct Code.

        PROCEDURES/FORMS

        An injured employee should immediately notify their supervisor and the Workers’ Compensation Administrator once their treating physician has released them to any type of modified or restricted work.  The employee must also provide the Workers’ Compensation Administrator with a signed, written copy of the modifications/restrictions given to them by the treating physician.  The Workers’ Compensation Administrator will coordinate with the employee’s supervisor to determine if a light duty assignment is available.  If such a position exists, the employee will be contacted and expected to return to work on the next scheduled business day.  Under no such circumstance should an employee work outside their prescribed restrictions until cleared to do so by their treating physician.  Supervisors should monitor the tasks being completed by an employee working temporary modified/restricted duty to ensure that the employee is working within their prescribed restrictions.

        If a light duty assignment is not available, the employee will be continued on their workers’ compensation leave.  Should a light duty assignment become available prior to a change in the employee’s work capacity, the employee will be notified by either their supervisor or the Workers’ Compensation Administrator, and would be expected to return to work on the next business day.  An employee with a light duty work capacity that cannot be accommodated may be required to do job searches at the discretion of the third party administrator, in order to continue to receive payment.

        Short Term Advances ("Change Funds")

        Posted on by
        Title: Short Term Advances (“Change Funds”)
        Policy Owner: Office of the Bursar
        Applies to: Faculty and Staff
        Campus Applicability: Storrs and Regional Campuses
        Effective Date: August 19, 2014
        For More Information, Contact Office of the Bursar
        Contact Information: (860) 486-4830
        Official Website: http://bursar.uconn.edu/

        PURPOSE

        The purpose of this policy is to establish a uniform control procedure for providing short term advances to departments in conjunction with University events and must first be approved by the Department Head and Cash Operations, to ensure safeguarding of University assets.

        APPLIES TO

        This policy applies to departments handling change funds at the University.

        DEFINITIONS

        “Short term advance” or change fund is defined as an advance of funds from the Bursar’s Office of two weeks or less with a maximum of $4,000 per advance.

        POLICY STATEMENT

        University departments who receive short term advances are responsible for returning the funds no later than two weeks after the date of receipt of the funds.  Any department who receives such advance is required to adhere to control and reconciliation processes established by the Bursar’s Office.

        ENFORCEMENT

        Any department that does not comply with this policy shall be ineligible to receive future short term advances.  Violations of this policy by individual employees 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 Conduct Code.

        PROCEDURES/FORMS

        The Office of the Bursar has sole responsibility for advancing short term funds to departments for University events with proper documentation/approvals and controls in place to safeguard assets.  It is the responsibility of the department to return the funds within two weeks.  For additional information, access the Cash Operations web page at the following link:  http://bursar.uconn.edu/cash-operations/.

        POLICY HISTORY

        Reviewed with no revisions January 14, 2022.

        Returned Check Policy

        Posted on by
        Title: Returned Check Policy
        Policy Owner: Office of the Bursar
        Applies to: Faculty and Staff
        Campus Applicability: UConn Storrs and Regional Campuses
        Effective Date: August 19, 2014
        For More Information, Contact Office of the Bursar
        Contact Information: (860) 486-4830
        Official Website: http://bursar.uconn.edu/

        PURPOSE

        The purpose of this policy is to ensure compliance with state guidelines on processing and accounting for returned checks. (State of CT Accounting Manual, Receipts, Section 4.1).

        APPLIES TO

        This policy applies to all departments receiving checks on behalf of the University as well as all customers and students paying the University for goods and/or services.

        POLICY STATEMENT

        Checks deposited by the University and then returned by the bank for insufficient funds or any other reason are the responsibility of the depositing department to recover any money still owed to the University.  The department or student is charged back, including any bank fees as applicable.

        ENFORCEMENT

        The Office of the Bursar charges customers/students a $25 fee for a check returned by the bank for any reason.  The Office of the Bursar will notify students with multiple returned checks that check payments will no longer be accepted and all future payments must be made in the form of money order, certified or cashier’s check or Western Union wire payment.  For non-student returned checks, it is the department’s responsibility to pursue collection of the funds and fees with the customer, and the individual department has the discretion to accept future checks.

        PROCEDURES/FORMS

        The Office of the Bursar Cash Operations unit is notified by the bank if a check is returned to the University. Cash Operations sends the notification to the appropriate depositing department. It is the department’s responsibility to then submit the appropriate entry in the general ledger system to reflect the returned payment. Cash Operations approves the entry based on the debit to the University’s bank account.

        POLICY HISTORY

        Revisions:  Reviewed; Procedures updated, January 24, 2022

        Opening a Merchant Account for Credit Card Acceptance

        Posted on by
        Title: Opening a Merchant Account for Credit Card Acceptance
        Policy Owner: Office of the Bursar
        Applies to: Faculty and Staff
        Campus Applicability: Storrs and Regional Campuses
        Effective Date: August 19, 2014
        For More Information, Contact Office of the Bursar
        Contact Information: (860) 486-4830
        Official Website: http://bursar.uconn.edu/

        PURPOSE:

        The purpose of this policy is to ensure University compliance with the Payment Card Industry Standards which can be found at www.pcisecuritystandards.org.  Credit card transactions are monetary transactions and therefore are subject to the same control and reconciliation policies as cash transactions.  No department may open a merchant account to accept credit card transactions without the approval of the Controller and Bursar.

        APPLIES TO:

        This policy applies to any department seeking to accommodate customers wanting to pay by credit or debit card and thereby opening a merchant account.

        DEFINITIONS:

        Payment Card Industry Standards:

        PCI security standards are technical and operational requirements set by the Payment Card Industry Security Standards Council to protect cardholder data.  The standards globally govern all merchants and organizations that store, process, or transmit this data – with new requirements for software developers and manufacturers of applications and devices used in those transactions.  Compliance with the PCI set of standards is mandatory for their respective stakeholders, and is enforced by the major payment card brands who established the Council:  American Express, Discover Financial Services, JCB International, MasterCard Worldwide, and Visa Inc.

        POLICY STATEMENT:

        All University approved accounts must adhere to the Payment Card Industry Security Standards including the performance of the SAQ (Self-Assessment Questionnaire), annual attestation and successful University computer and network scans.

        ENFORCEMENT:

        The Controller’s Office may at any time terminate the department’s merchant account for a policy/procedure violation.  In addition, payment card industry compliance violations may result in fines from the payment brands (VISA, MasterCard, Discover, American Express, JCB, BC Card, DinaCard and Diner’s Club) to the acquiring bank, at their discretion, from $5,000 to $100,000 per month which may be charged back to the department in noncompliance.  Fines are dependent on volume of credit cards breached and remediation efforts required.

        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 Conduct Code.

        PROCEDURES/FORMS:

        The Office of the Bursar has the authority to recommend approval from any department to the Controller of an application for opening and operating a merchant account.  These transactions are monetary transactions and subject to the same governance as cash.

        Detailed procedures and resource documentation may be found on our website at:  http://bursar.uconn.edu/cash-operations/.

        POLICY HISTORY

        Reviewed with no revisions January 14, 2022.