Faculty

University Logo and Trademark Policy

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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: https://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

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        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

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        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.

         

        Short Term Advances ("Change Funds")

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        Title: Short Term Advances (“Change Funds”)
        Policy Owner: Office of the Bursar
        Applies to: Faculty, Staff
        Campus Applicability: Storrs and Regional Campuses
        Approval Date: August 8, 2025
        Effective Date: August 8, 2025
        For More Information, Contact: Office of the Bursar
        Contact Information: cashoperations@uconn.edu
        Official Website: https://bursar.uconn.edu/departments/cash-operations/

        PURPOSE

        To establish a uniform controls for providing Short Term Advances to departments in conjunction with University events to ensure safeguard University assets.

        APPLIES TO

        This policy applies to departments seeking a Short Term Advance.

        DEFINITIONS

        Short Term Advance: An advance of funds issued for a period of two weeks or less for the purpose of making change for cash payments for a specified University event

        POLICY STATEMENT

        The Office of the Bursar has sole responsibility for issuing Short Term Advances to departments.  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 a Short Term Advance is required to adhere to controls and reconciliation processes established by the Office of the Bursar.

        ENFORCEMENT

        Any department that does not comply with this policy shall be ineligible to receive future Short Term Advances.  Violations of this policy and any related procedures may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, and applicable collective bargaining agreements.

        PROCEDURES

        Short Term Advances must be requested through the Office of the Bursar Cash Operations webform.  Departments must follow the procedures for safeguarding and reconciling funds as outlined on the Office of the Bursar Cash Operations website.

        REFERENCES

        Office of the Bursar Cash Operations website

        POLICY HISTORY

        Policy created: 8/18/2014

        Revisions: 08/08/2025 (Approved by Senior Policy Council)

         

        Returned Check Policy

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        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

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        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.

        Non-Student Receivables Invoicing Policy

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        Title: Non-Student Receivables Invoicing Policy
        Policy Owner: Office of the Bursar
        Applies to: Faculty, Staff
        Campus Applicability: Storrs and Regional Campuses
        Approval Date: August 8, 2025
        Effective Date: August 8, 2025
        For More Information, Contact: Office of the Bursar
        Contact Information: 860-486-5995
        Official Website: https://bursar.uconn.edu/departments/accounts-receivable/

        PURPOSE

        University departments provide goods and/or services to the general public and organizations world-wide.  In accordance with the State of Connecticut Office of the State Comptroller Management of Receivables, it is the responsibility of the University to invoice customers and notify them of their financial obligation to the University.

        APPLIES TO

        This policy applies to departments, faculty, and staff that provide goods and/or services to customers on credit.

        POLICY STATEMENT

        University departments and units must invoice customers at the time goods and/or services are rendered using the Kuali Financial System (KFS).  The Office of the Bursar may grant exceptions to this policy after assessing the department or unit’s alternative billing methods for adherence to proper internal control procedures.

        ENFORCEMENT

        Violations of this policy and any related procedures 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

        For additional information, access the KFS Cash and Accounts Receivable Procedure Guide at: https://bursar.uconn.edu/departments/accounts-receivable/.

        REFERENCES

        State of Connecticut Office of the State Comptroller Management of Receivables

        POLICY HISTORY

        Policy created: 08/18/2014

        Revisions:
        08/08/2025 (Approved by the Senior Policy Council)
        01/24/2022 (Editorial revision)

         

        Cash Collection and Deposit

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        Title: Cash Collection and Deposit
        Policy Owner: Office of the Bursar
        Applies to: Faculty, Staff
        Campus Applicability: Storrs and Regional Campuses
        Approval Date: August 8, 2025
        Effective Date: August 8, 2025
        For More Information, Contact: Office of the Bursar
        Contact Information: cashoperations@uconn.edu
        Official Website: https://bursar.uconn.edu/departments/cash-operations/

        PURPOSE

        To ensure compliance with Title 4 Chapter 47 Section 4-32 of the Connecticut General Statutes for accounting and depositing of any Cash received by the University.

        APPLIES TO

        This policy applies to any University department receiving Cash.

        DEFINITIONS

        Cash: Includes currency, checks, money orders, electronic payments, and all other negotiable instruments.

        POLICY STATEMENT

        Any department or unit at the University receiving Cash must deposit funds within 24 hours of receipt if the total amount is $500 or more; lesser amounts may be held until total receipts reach $500 but not for a period of more than seven calendar days.  All cash must be deposited into a University bank account.  Funds must be accounted for daily in the University’s general ledger system, regardless of total amount collected.

        Any missing funds must be immediately reported to the University Police Department and the Office of the Controller. The results of the investigation will determine the subsequent actions. See also the Policy on the Prevention and Reporting of Fraud and Fiscal Irregularities.

        ENFORCEMENT

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

        PROCEDURES

        Consult the Cash Operations and Accounts Receivable procedures in KnowledgeBase for proper cash handling controls for your department. Additional information is available on the Office of the Bursar website.

        REFERENCES

        Connecticut General State Statute Title 4 Chapter 47 Section 4-32. State Revenue Accounting

        POLICY HISTORY

        Revisions:
        08/08/2025 (Approved by the Senior Policy Council)
        01/14/2022
        08/19/2014

        Service Center Policy

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        Title: Service Center Policy
        Policy Owner: Accounting Office
        Applies to: Faculty, Staff and Designated Affiliates
        Campus Applicability: UConn Storrs and Regionals
        Effective Date: December 26, 2014
        For More Information, Contact Associate Controller & Director of Accounting
        Contact Information: (860) 486-1366
        Official Website: https://accountingoffice.uconn.edu/

        PURPOSE

        To ensure that the University is in compliance with the cost principles and accounting standards set forth by the federal government.

        APPLIES TO

        This policy applies to faculty, staff and designated affiliates of the University of Connecticut, Storrs and Regional Campuses.

        DEFINITIONS

        Service Center: a unit which charges a rate to recover the full allowable cost of goods or services provided.  This differs from a unit which charges another area for the cost of the goods or services only, without consideration of other recoverable costs such as overhead costs.  A unit of this type is defined as a “Recharge Center”.

        OMB Uniform Guidance: publication of the Office of Management and Budget titled “Cost Principles and Audit Requirements for Federal Awards.”

        Governmental Cost Accounting Standards (CAS): standards and rules administered by the federal government for use in achieving uniformity and consistency under federal contracts.

        Service Center and Cost Recovery Committee (SCCRC): a University committee responsible for approving the establishment of and rates charged by University Service Centers.

        POLICY STATEMENT

        The Office of Cost Analysis (OCA), a unit within the University’s Accounting Office, is responsible for ensuring that the establishment of and the rates charged  by  University Service Centers are approved by the SCCRC in accordance with OMB Uniform Guidance.  The Office of Cost Analysis reviews the rates charged by Service Centers, and ensures that the rates are consistent with good business practice and comply with all applicable regulatory and legal requirements, including those outlined in OMB Uniform Guidance and the Governmental Cost Accounting Standards (CAS).  The OCA will ensure that federal grants and contracts are not charged a rate that is higher than what any other internal or external customer may be charged for goods and services.  External rates include indirect costs or overhead, whereas internal rates include only direct costs.  Departments operating Service Centers must have the Center and the rates used by the Center, approved by the SCCRC in advance of commencing operations.

        Additional information on Service Centers and cost accounting principles at the University can be found in the Cost Accounting Disclosure Statements (CADS):

        Direct and Indirect Costs of Federal Grants and Contracts https://accountingoffice.uconn.edu/wp-content/uploads/sites/143/2018/04/CADS1-Uconn-policies-updated-for-UG.pdf

        Cost Sharing https://accountingoffice.uconn.edu/wp-content/uploads/sites/143/2015/08/CADS2.pdf

        Financial Management of Service Centers https://accountingoffice.uconn.edu/wp-content/uploads/sites/143/2015/08/University-of-Connecticut.pdf

        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

        For more information on OMB Uniform Guidance, please see

        https://www.whitehouse.gov/omb/

        POLICY HISTORY

        Revisions:  Review and editorial revisions August 27, 2021

        Personal Services Fringe Rate Calculation for Grants/Research

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        Title: Personal Services Fringe Rate Calculation for Grants/Research
        Policy Owner: Accounting Office
        Applies to: Faculty, staff and designated University affiliates
        Campus Applicability: Storrs and Regional Campuses
        Effective Date: December 26, 2014
        For More Information, Contact Associate Controller & Director of Accounting
        Contact Information: (860) 486-1366
        Official Website: https://accountingoffice.uconn.edu/

        PURPOSE

        To ensure that the University is in compliance with the cost principles and accounting standards set forth by the federal government.

        APPLIES TO

        This policy applies to faculty, staff and designated affiliates of the University of Connecticut, Storrs and Regional Campuses.

        DEFINITIONS

        Personal Services Fringe Rates are calculated to cover the cost of employer-paid contributions for retirement, health care, life insurance and other fringe benefits on grants.  The rates vary because the calculation is based on a percentage of salaries for different categories of personnel.

        OMB Uniform Guidance – publication of the Office of Management and Budget titled “Cost Principles and Audit Requirements for Federal Awards.”

        Governmental Cost Accounting Standards (CAS) – standards and rules administered by the federal Government for use in achieving uniformity and consistency under federal contracts.

        POLICY STATEMENT

        The Office of Cost Analysis (OCA), a unit within the University’s Accounting Office, is responsible for calculating personal services fringe rates that are charged to research grants in accordance with OMB Uniform Guidance and the Government Cost Accounting Standards (CAS).  Federal grants may not be charged personal services fringe rates unless approved by the Department of Health and Human Services, our cognizant federal agency. University departments charging personal services to grants must use the approved fringe rates.

        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, and applicable collective bargaining agreements.

        PROCEDURES/FORMS

        The rates are calculated by the OCA based on current financial information and then adjusted annually in the future rates, based on actual costs.

        For more information on OMB Uniform Guidance, please see

        http://www.whitehouse.gov/omb/

        POLICY HISTORY

        Revisions:  Review and editorial revisions August 27, 2021