Finance

Division of Athletics Travel and Entertainment Policy

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Title: Division of Athletics Travel and Entertainment Policy
Policy Owner: Executive Vice President for Finance and Chief Financial Officer
Applies to: University Workforce Members, Students, Prospective Student Athletes and Guests
Campus Applicability: All UConn Campuses, except UConn Health
Approval Date: November 19, 2025
Effective Date: February 1, 2026
For More Information, Contact: Associate Vice President for Financial Operations and Controller
Contact Information: travel@uconn.edu
Official Website: https://travel.uconn.edu/

BACKGROUND

The University of Connecticut (University) recognizes and supports the need of members of its community to travel for Athletic competition, events, and other purposes in support of student athletes and consistent with the University’s mission.  The University may also find it important to host guests for similar purposes.

PURPOSE

To establish rules that balance the Division of Athletics travel and entertainment needs with the responsible stewardship of public resources, and to support adherence to the National College Athletics Association (NCAA) regulations regarding team travel and recruitment, which promote fair competition and welfare of student athletes.

APPLIES TO

This policy applies to University Workforce Members, Students, Prospective Student Athletes and Guests representing the University’s Division of Athletics as it relates to team travel and recruitment. This policy also applies to contractors, unless the applicable contract provides terms inconsistent with this policy.  The University’s Division of Athletics will adhere to the University’s Travel Policy, except where this policy outlines specific provisions for the Division of Athletics.

This policy complies with NCAA rules and regulations and adheres to the requirements of the Division of Athletics Title IX policies.

DEFINITIONS

Approver: An individual designated to review and/or authorize Business Travel and associated expenses, in compliance with University policies and procedures. See the University’s Travel and Entertainment Policy Appendix 1 “Roles and Responsibilities” for further details.

Business Expense (“Travel Expenses”)
Business Expenses (“Travel Expenses”) meet the following criteria:

  • Reasonable Expenses: Costs that a prudent person would incur under similar circumstances. They should not be excessive or extravagant and must reflect fair market value.
  • Necessary Expenses: Costs essential to conducting official University business. They must directly support the University’s objectives and be indispensable for the completion of a specific task or duty.
  • Appropriate Expenses: Costs suitable and fitting for the context of the business activity. They should align with the University’s mission and adhere to its policies and ethical standards.

Business Travel: Travel or entertainment undertaken for activities directly related to official University business.

Reimbursements: The repayment of allowable, properly documented out-of-pocket or Travel Card expenses associated with approved Business Travel.

Student Assistance Fund (SAF): Utilized to cover expenses to support student-athletes, in accordance with NCAA guidelines. SAF funds support activities related to student-athletes’ academic, athletic, and medical needs.

Travel Card: A University-issued credit card used to pay for authorized travel-related expenses incurred during official University business.

Traveler: Anyone traveling on behalf of the University including University Workforce Members, students, prospective student-athletes and guests. University Workforce Members traveling on professional business unrelated to team travel or recruitment must adhere to the UConn Travel and Entertainment Policy.

POLICY STATEMENT

The University of Connecticut supports the travel needs of its Division of Athletics to promote student-athlete competition, recruitment, and other business functions consistent with NCAA requirements and the University’s mission. While the University’s Travel Policy applies to all travel, this policy establishes specific provisions and flexibilities for Athletics-related travel, ensuring compliance with NCAA rules while maintaining stewardship of University and public resources.

University Workforce Members and Students may be subject to additional or differing travel and entertainment requirements under a collective bargaining agreement (CBA) or provisions in their employment agreement. In the event of a conflict between this policy and an applicable CBA or employment agreement, the CBA or employment agreement shall control.

PRE-TRIP

Pre-Approval

Athletics travel generally requires pre-approval consistent with University standards. However, the following types of travel are exempt from requiring a Travel Request in Concur:

  • Team travel for scheduled events and competitions
  • On-campus and off-campus recruitment of prospective student-athletes
  • Travel related to the SAF account, such as travel for medical reasons
  • Travel by current student-athletes, such as flights home during break periods

Travel Advances:

Travel advances for athletic staff are permitted for scheduled team events and competitions. Advances may be issued for up to 100% of estimated travel costs and are not subject to a minimum advance threshold. Eligible expenses include:

  • Meal per diem
  • Transactions that do not accept the University travel credit card, such as registration fees, tips, laundry, meal per diems for bus drivers
  • Meal supplement funds for student manager staff

ELIGIBLE BUSINESS EXPENSES 

Travelers must select the lowest-cost option that meets Business Travel needs, unless otherwise stated.
Additional details can be found in the Procedures.

General Trip Requirements

Receipts are not required for Team Travel airfare booked through the University’s Travel Agency, or for reasonable gratuities where there are no direct costs associated, including:

  • Golf Caddies/Outside Staff
  • Valet services for vans
  • Hotel porters
  • Complimentary meals

Transportation

Air Travel

For certain events (e.g., tournament or post-season events), the University is required to book travel through an NCAA- or tournament host-mandated travel agency. Overweight baggage fees are allowable for team travel.

Ground Travel

In-state car rentals through the University’s preferred car rental agency are permitted if cost savings compared to personal mileage is documented.

Large or premium SUVs may be rented through the University’s preferred car rental agency without a cost comparison when any of the following conditions apply:

  • The vehicle is used to transport a prospective student-athlete and/or their family
  • Equipment is being transported
  • More than three UConn employees are traveling together
  • The vehicle class is specified in an individual’s employment contract, and that individual is either driving or riding in the vehicle

Livery Service is permitted when transporting a prospective  or current student-athlete and/or their family, regardless of location or destination.

Lodging

Local lodging is allowed for team events in accordance with departmental policies and procedures.

Meals

  • The Athletics department may reduce the standard meal per diem rate in accordance with departmental policies and procedures.
  • Team travel staff may receive more than three meals per day if additional meals are provided to student-athletes (e.g., snacks, pre- and post-game meals).
  • Team travel staff may receive the full per diem rate on travel days in alignment with required travel schedules.
  • Team or recruiting meals where a prospective student-athlete and/or their family are present, may exceed three times the applicable GSA or U.S. Department of State per diem meal allowance for the location.

Single-Day Travel:

  • The Athletic department determines the necessary meal provisions for each trip and calculates the meal per diem accordingly to align with the required travel schedule.

EXPENSE REPORTING

Team travel expense reports must be submitted within 90 days.

EXCEPTIONS TO POLICY

Reimbursements related to current or prospective student-athletes and their family may be approved under circumstances that would otherwise not be permissible under the Travel and Entertainment policy or associated procedures, provided they comply with NCAA rules and limitations. Examples include:

  • First and business-class airfare
  • Air and ground transportation upgrades
  • Travel expenses incurred during break/vacation periods or Student Assistance Fund (SAF)-related trips
  • Meal expenses exceeding the standard per diem allowances
  • Team entertainment
  • Meal supplement funds
  • Official Visit Host Money
  • Laundry expenses

ENFORCEMENT 

Travelers who do not comply with this policy or its associated procedures may be personally responsible for expenses incurred. Violations of this policy or its associated procedures may also result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Workforce members, applicable collective bargaining agreements, and the University of Connecticut Student Code.

PROCEDURES/FORMS 

Travel and Entertainment Procedures

Appendix 1 Roles and Responsibilities (Athletics)

REFERENCES

NCAA rules and regulations can be obtained through the Athletic Compliance Office

POLICY HISTORY 

Policy created:  11/19/2025 (Approved by the Senior Policy Council and the President)

Approval Authority for Financial Transactions, Policy on

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Title: Approval Authority for Financial Transactions, Policy on
Policy Owner: Office of the Executive Vice President for Finance and Chief Financial Officer
Applies to: University Workforce Members
Campus Applicability: All UConn Campuses, except UConn Health
Approval Date: May 29, 2025
Effective Date: July 1, 2025
For More Information, Contact: University of Connecticut Controller’s Office
Contact Information: 860-486-2937
Official Website: https://controller.uconn.edu

PURPOSE

To ensure financial transactions are approved by individuals with the necessary knowledge and oversight authority. This policy outlines the criteria for granting approval authority and necessary internal controls and required documentation for the overall approval process.

Note: This policy does not address the authority to sign contracts on behalf of UConn which is covered by  “UConn Delegation of Contract Approval and Signature Authority” and accompanying procedures. 

APPLIES TO

This policy applies to any University Workforce Member who approves UConn financial transactions, including independent contractors, affiliates, and UConn Health employees with access to UConn’s financial systems.

DEFINITIONS

Authorized Approver: A person authorized to approve financial transactions at the University due to their expertise, oversight, and understanding of the transaction’s nature and implications.

Authorized Delegate: A person authorized to approve a financial transaction on behalf of the Authorized Approver.  NOTE: For payroll/timesheet transactions and travel expense approvals, the Authorized Delegate must be of equal rank or higher than the Authorized Approver.

Financial Transaction: Any transaction processed within UConn’s financial systems with a financial implication to the University.

Financial Systems: All electronic systems used by the University to process financial transactions including, but not limited to:

  • Core-CT – Time and labor system
  • Concur Travel System (Concur)
  • Kuali Financial System (KFS) – Financial enterprise resource system
  • HuskyBuy – Purchasing system
  • HuskyTime – Student time tracking system
  • Public Safety Payroll (PSP) – NP-5 Bargaining Unit employee time tracking system
  • PeopleSoft Student Administration System (Student Administration) – Student admissions, financials, financial aid, and records
  • UKG – Dining Services student time tracking system

POLICY STATEMENT

The authority to receive or spend University funds is granted only to necessary individuals with direct knowledge of relevant Financial Transactions. Authorized Approvers and Authorized Delegates are expected to act responsibly, exercise sound judgment, and thoroughly review transactions in accordance with the internal controls outlined below before approving them.

Individuals Eligible for Approval Authority 

Individuals must meet the following minimum criteria to be eligible for approval authority:

  • Current, active UConn or UConn Health employee, independent contractor or affiliate (NOTE: Independent contractors and affiliates are not eligible to approve payroll or timesheet transactions);
  • Competent and skilled in respective area(s) of responsibility; full understanding of the transactions needing approval;
  • Adequately trained in the financial systems used for approval.

Granting, Changing, or Terminating Approval Authority

Authorized Approvers must be designated by their Department Head or equivalent senior manager. Authorized Approvers may identify an Authorized Delegate within their department with approval from their Department Head or equivalent. The Department Head is responsible for defining the types of financial transactions the Authorized Approver or Authorized Delegate can approve and setting any approval limits, such as dollar amounts, specific expenditures, or certain vendors. They must also ensure the Authorized Approver’s authority is commensurate with their experience, knowledge, skills, and position at the University. Although the Authorized Approver can delegate authority to others (with prior approvals from the Department Head or equivalent senior manager), they remain accountable for the approval of each financial transaction.

Any changes to the scope of transactions approved by an Authorized Approver or Authorized Delegate must be communicated in writing by the Department Head or equivalent to the IT or system administrator of the applicable financial system.

Approval authority can be revoked by the Department Head, Senior Management, Human Resources, Information Technology Services, or the University Controller at any time and must be no later than the employee’s last day in their current position.

If an Authorized Approver no longer serves in the position for which their authority was delegated, their approval authority terminates effective immediately.

Internal Controls and Segregation of Duties

The following principles must be upheld through implemented controls and systems:

  • Authorized Approvers cannot approve transactions they created, payments to themselves, or any transaction that impacts them financially.
  • Authorized Approvers must approve transactions within a timely manner and within the scope defined by their Department Head.
  • Authorized Approvers must ensure transactions comply with University policies and procedures, applicable laws and regulations.
  • Authorized Approvers must only approve transactions that are accurate, reasonable, and supported by documentation.
  • Authorized Approvers must verify that funds are available within the approved budget and are allowable and allocable under the appropriate funding source(s) as applicable.
  • Authorized Approvers must confirm goods/services were received or performed before final payment is approved.

Specific financial systems may have built-in flexibility regarding the above internal controls.

Documentation Requirements

Approval Authority

A formal request is required to grant an individual approval authority of financial transactions within UConn’s financial systems. The request is initiated by the individual requesting approval authority or their supervisor. The request must be approved by the Department Head or the equivalent level of senior management and be sent to the IT or system administrator that oversees the applicable financial system and must include:

  • The individual’s full name, NetID, and department.
  • A description of the transactions for which approval authority is granted.
  • Specific exclusions (e.g., dollar limits, goods/services, customers, vendors).
  • The effective start and end dates (if applicable) of the approval authority.

Transactional Approval Documentation

Most UConn financial systems require the use of UConn email addresses or NetID to access the application and track approval actions through a routing log or activity history, documenting the date, time, and action performed.

For approvals permitted to exist outside of an electronic system, the Authorized Approver must sign and date their approval before the financial transaction progresses through the workflow.

PROCEDURES

Procedures regarding the implementation of this policy are available here. These procedures are adopted under the authority of the Executive Vice President for Finance and Chief Financial Officer, President or designee.

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, applicable collective bargaining agreements, and the University of Connecticut Student Code.

POLICY HISTORY

Policy created: 05/29/2025 (Approved by the Senior Policy Council and President)

 

Tax Credit Incentive Program, Policy On

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Title: Tax Credit Incentive Program, Policy On
Policy Owner: Division of Athletics
Applies to: University Workforce Members
Campus Applicability: All UConn Campuses except UConn Health
Approval Date: June 20, 2025
Effective Date: July 1, 2025
For More Information, Contact: Director of Athletics
Contact Information: (860) 486-2725

PURPOSE

The University of Connecticut (“University”) administers a UConn Tax Credit Program (“Program”) to encourage the promotion and public recognition of the University and its programs, services, or mission. This policy sets forth the framework required to comply with Connecticut law.

APPLIES TO

All University workforce members.

DEFINITIONS

Credit: A Connecticut state tax credit equal to 50% of payments made under a qualified agreement for the applicable taxable or income year, not to exceed $500,000 per taxpayer, per taxable or income year, with an aggregate annual program cap of $5 million per calendar year.

Qualified Agreement: A written agreement to which (1)  a Taxpayer and the University are parties, and (2) one which the University has determined, in accordance with written procedures, provides for  payments  that will encourage the promotion and public recognition of the University’s Division of Athletics program, services, or mission.

Reservation: A written acknowledgement issued by the University that it has reserved a tax credit equal to the amount of the expected tax credit to be awarded to the taxpayer pursuant to a qualified agreement, and issued on a first-come, first-served basis.

Taxpayer: Any person, as defined in section 12-1 of the general statutes, whether or not subject to any taxes levied by Connecticut, that executes a qualified agreement.

Voucher: A certificate issued by the University which authorizes the taxpayer to claim a tax credit on their Connecticut tax return.

POLICY STATEMENT

The Division of Athletics, in consultation with the Office of the Controller, is responsible for establishing and administering the Program.

The Director of Athletics ensures that all Qualified Agreements support the University’s athletic activities that promote or enhance public recognition of the University’s mission, program, or services. Acceptable activities include, but are not limited to, sponsorships, marketing partnerships, and other initiatives approved by the Director of Athletics.

The University may not issue Vouchers that, in aggregate, exceed $5 million in Credits for any calendar year. No Taxpayer may receive more than $500,000 in tax credits per income or taxable year.

University employees directly involved in negotiating or administering Qualified Agreements may not personally benefit from, or hold a financial interest in, any Taxpayer receiving Credit.

The Division of Athletics and the Tax and Compliance Office shall adopt procedures concerning the implementation of this policy. Such procedures must include:

  • Processes for application, Reservation, and Voucher;
  • Documentation requirements;
  • Record retention requirements;
  • Reporting requirements to the Commissioner of Revenue Services and General Assembly; and
  • Criteria for Qualified Agreement determinations.

ENFORCEMENT

Violations of this Policy or associated procedures may result in appropriate disciplinary measures in accordance with state law, University By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, the University of Connecticut Student Code, and Division of Athletics Student Athlete Handbook.

PROCEDURES

Tax Credit Program Procedures

POLICY HISTORY

Policy Approved: June 20, 2025 (Approved by President’s Senior Policy Council)

Finance Capital Projects Policies and Procedures Manual

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Title: Finance Capital Projects Policies and Procedures Manual
Policy Owner: Finance
Applies to: Staff and Faculty on Storrs and Regional Campuses and UConn Health
Campus Applicability: Storrs, Regionals, and UConn Health
Effective Date: June 13, 2023
For More Information, Contact Budget, Planning and Institutional Research – Project Accounting/Accounting Office
Contact Information: (860)486-6288/BPIR@uconn.edu
(860)486-1366/AccountingOffice@uconn.edu
Official Website: https://bpir.uconn.edu/

The Finance Capital Projects Policies and Procedures Manual are available for download as a PDF.

 

POLICY HISTORY

Revisions:  June 13, 2023 (Approved by BGE, President, and Senior Policy Council); September 11, 2019; February 2015

 

Travel and Entertainment Policy

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Title: Travel and Entertainment Policy
Policy Owner: Executive Vice President for Finance and Chief Financial Officer
Applies to: University Workforce Members, Students, and Guests
Campus Applicability: All UConn Campuses, except UConn Health
Approval Date: November 19, 2025
Effective Date: February 1, 2026
For More Information, Contact: Associate Vice President for Financial Operations and Controller
Contact Information: travel@uconn.edu
Official Website: https://travel.uconn.edu/

BACKGROUND
PURPOSE
APPLIES TO
DEFINITIONS
POLICY STATEMENT

ENFORCEMENT
PROCEDURES/APPENDICES
REFERENCES
POLICY HISTORY

BACKGROUND

The University of Connecticut (University) recognizes and supports the need of members of its community to travel for conferences, events, and other purposes in support of and consistent with the University’s mission. The University may also find it important to host guests for similar purposes. This policy addresses the most common aspects of University Business Travel and entertainment.

PURPOSE

To establish rules that balance the University’s Business Travel and entertainment needs with the responsible stewardship of public resources, and to make employees and approvers aware of their respective obligations in incurring, seeking reimbursement for and approving travel and/or entertainment expenses.

APPLIES TO

University Workforce Members, students and guests, including but not limited to recruits and job candidates.

DEFINITIONS

Approver: An individual designated to review and/or authorize Business Travel and associated expenses, in compliance with University policies and procedures. See Appendix 1 Roles and Responsibilities for further details.

Business Expense (“Travel Expenses”)

Business Expenses (“Travel Expenses”) meet the following criteria:

  • Reasonable Expenses: Costs that a prudent person would incur under similar circumstances. They should not be excessive or extravagant and must reflect fair market value.
  • Necessary Expenses: Costs essential to conducting official University business. They must directly support the University’s objectives and be indispensable for the completion of a specific task or duty.
  • Appropriate Expenses: Costs suitable and fitting for the context of the business activity. They should align with the University’s mission and adhere to its policies and ethical standards.

Business Travel: Travel or entertainment undertaken for activities directly related to official University business.

Local Lodging: Defined as accommodations less than 75 miles from the closer of home or work.

Long-Term Business Travel: Travel lasting 30 or more consecutive days in length in a single location.

Official Duty Station: An employee’s primary work site or post of duty. For employees with multiple work sites or posts of duty, the Official Duty Station is the location where the employee is expected to perform the majority of their work. The Official Duty Station does not include a remote work site.

Reimbursement: The repayment of allowable, properly documented out-of-pocket or Travel Card expenses associated with approved Business Travel.

Travel Card: A University-issued credit card used to pay for authorized travel-related expenses incurred during official University business.

Traveler: Anyone traveling on behalf of the University including University Workforce Members, students, guests, recruits and job candidates.

Senior Institutional Official: The appropriate University officer, including the President, Provost, or the Executive Vice President for Finance and Chief Financial Officer, who has authority and responsibility for the area or activity to which the policy applies.

University Workforce Members: 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

The University reimburses Travel Expenses incurred for official University business when properly authorized and documented pursuant to applicable University policies and procedures, the rules applicable to accountable plans under the Treasury Regulations and, for certain independent contractors, the rules applicable under the Internal Revenue Code. All such expenses must comply with the requirements outlined in this policy and the associated Travel and Entertainment Procedures (“Procedures”).

Workforce members may be subject to additional or differing travel and entertainment requirements under a collective bargaining agreement (CBA) or provisions in their employment agreement. In the event of a conflict between this policy and an applicable CBA or employment agreement, the CBA or employment agreement shall control.

PRE-TRIP

Pre-Approval

Travel requiring airfare or lodging must be pre-approved prior to the start of the trip. Airfare and Lodging expenses incurred without prior approval may not be reimbursed. Please see Procedures for more information on required levels of approval. Approvers must verify that the requested travel meets the criteria of Business Travel, as defined.

All travel related to conferences (i.e., seminars, workshops, retreats, conventions, etc.) must have supporting evidence of the description of the conference, its location and the dates attached to the Concur Request and Expense report relating to the conference.

The decision to reimburse a Traveler for expenses that required pre-approval but was not obtained will be at the sole discretion of Senior Institutional Officials.

Travel Advances

  • Advances are only provided for international travel or special cases where a credit card cannot be used, subject to eligibility.
  • Advance requests are limited to 75% of estimated expenses and must exceed $500.

International Travel

While the University supports international travel to strengthen the University’s partnerships in education and research, certain federal regulations must be followed and steps taken to support a compliant trip. Requirements include, but are not limited to, obtaining prior approval for any Business Travel to a sanctioned country. Failure to obtain prior authorization for activities subject to export control or sanction regulations may result in serious personal liability and dis-allowance of charges by the University.

ELIGIBLE BUSINESS EXPENSES

The following Travel Expenses are eligible for reimbursement or to be incurred on a Travel Card. Unless otherwise stated, Travelers must select the lowest price that meets the Business Travel needs. Refer to the Procedures for additional details.

General Trip Requirements

Eligible reimbursements will only be made to the Traveler who incurred the expense(s).

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

Receipts are required for expenses exceeding:

  • $50 when using a University Issued Travel Card.
  • $25 when using personal funds (out of pocket expense)

Travelers may incur reimbursable expenses before and after actual business dates, defined as travel days.  The eligibility of allowable expenses depends on the one-way flight time excluding layovers.

Preceding business start date:

  • If the duration of the departure flight is less than (8) hours, Travelers may claim expenses the day immediately preceding the start of University business.
  • If the duration of the departure flight exceeds eight (8) hours, Travelers may claim travel-related expenses (e.g., meal per diem, parking, etc.) for up to three (3) days immediately preceding the start of official University business. However, reimbursement will be limited to a maximum of two (2) nights of lodging at the business location.

After the conclusion of business, Travelers may claim related expenses for one (1) travel day following the conclusion of University business.

Long-Term Business Travel

Long-Term Business Travel requests must include a detailed description that explains its necessity to conduct University business.

  • Travelers may choose cost-effective, self-catering accommodations (i.e., kitchen included) in lieu of standard lodging. Self-catering accommodations are limited to studio or one-bedroom units with costs that do not exceed 50% of federal per diem and is comparable to standard lodging in the area.
  • The University provides meal per diems for Long-Term Travel for a maximum of 30 days at 50% of federal per diem. Requests for exceptions must detail applicable extenuating circumstances and be submitted by the Traveler in Concur at least 10 days prior to the trip.

Accompanying Individuals

  • In rare circumstances, the Travel Expenses of a spouse, partner, immediate family member or dependent (“accompanying individual”) may be eligible for reimbursement if the presence of the accompanying individual serves an essential business function.
  • The accompanying individual must have a defined, documented, and pre-approved official role that is essential to University business. A detailed justification specifying the official role of the accompanying individual and supporting documentation, such as event programs or correspondence verifying their official role, must be submitted for approval to a Senior Institutional Official prior to travel.
  • Expenses incurred without the required documentation or prior approval will not be reimbursed, and the Traveler may be held personally responsible for such expenses.

Combined Business and Personal Travel

Travelers may combine personal travel with approved Business Travel subject to the following requirements and only when authorized in advance by an Approver.

  1. When weekends, holidays, or necessary standby days fall between Business Travel days, the University may reimburse lodging and meal expenses only if the Traveler demonstrates cost savings to the University. The determination of cost-savings is made by the University, not the Traveler.
  2. Travelers who choose to arrive early or extend their stay for non-business reasons are responsible for all expenses incurred for personal days, including additional airfare expenses due to an additional flight leg or different airport from the business location related to personal travel.

Travelers must clearly document personal travel and separate eligible Travel Expenses from personal expenses.

Transportation

Air Travel

University Workforce Members and students should 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. First class air travel and seat upgrades such as Comfort or Economy Plus are not reimbursable. If free seat selection is not available at time of booking, then Reimbursement for seat selection fees up to $50 per leg is allowed. Baggage fees for up to two checked bags are reimbursable. Overweight baggage fees are not allowed.

  • Employees and students must use Concur or the University’s preferred travel agency to book airfare when arranging travel for themselves, guests, or suppliers.
  • Guests and suppliers are strongly encouraged to have the University book their travel through Concur or the University’s preferred agency.
  • Travelers are required to park at airport economy lots. Central garage parking is not permitted.

Airfare Class

Business class is not allowed. Economy upgrades (i.e., Economy Plus, Comfort plus, etc.) are allowed for international flights where the total flight duration one way, excluding layovers, exceeds eight hours.

Sponsored Program Air Travel

Sponsors have specific rules for the reimbursement of airfare, including:

Upgraded class airfare (i.e., Economy Plus, Comfort Plus, etc.) may not be charged to a federal sponsored award even in the case of international flights, and the cost in excess of the basic least expensive airfare, for purposes herein referred to as “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 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.

Ground Travel

Personal Vehicles

Mileage Reimbursement is based on the standard IRS rate and excludes normal commutes between the Traveler’s home and their Official Duty Station when traveling during the work week.

  • Travelers will not receive Reimbursement for travel from their home to their Official Duty Stations or commuting expenses between local Storrs Campuses
  • Travelers will be reimbursed for travel between regional campuses, less their normal commute to their Official Duty Station. This does not include employees that have more than one Official Duty Station e.g., employees that are required to work at UConn and UConn Health.
  • Tolls and parking fees are reimbursable.

Rental Cars

  • Employees and students must use Concur or the University’s preferred travel agency to book rental cars when arranging travel for themselves, guests, or suppliers
  • Guests and suppliers are strongly encouraged to have the University book their travel through Concur or the University’s preferred agency
  • Travelers must reserve an appropriately sized class of vehicle for the number of passengers.
  • Prepaid fuel is not reimbursable. Post paid fuel service (i.e., charged after rental) is reimbursable if using the University’s preferred rental car supplier.
  • Additional insurance and upgrades (e.g., GPS, roadside assistance) are not reimbursable.
    • If there are no cars available from UConn’s preferred car rental agency, then additional insurance is reimbursable.

Alternative Transportation

  • Rideshare services, or public transit are allowable if the cost is the same or less than mileage and parking fees associated with a rental car or personal vehicle.

Livery Service

Livery service is permitted if using University-preferred livery suppliers on flights departing from the following airport locations:

  • Boston
  • New York
  • New Jersey
  • Bradley International Airport – guests only

Costs charged to a sponsored award must not exceed costs that would have been incurred with the use of a personal vehicle (i.e., mileage and parking).

State-owned Vehicles

  • If a University workforce member or department has a state-owned or state-funded (i.e., an automobile allowance/stipend) vehicle, the University Workforce member or department must use the vehicle for Business Travel whenever possible.

Rail Travel

  • Business class is allowed for journeys over four (4) hours excluding layovers.
  • First-class rail travel is not reimbursable.

Lodging

Lodging expenses cannot exceed the federal per diem lodging rate by more than 50% percent (excluding taxes). Conference hotel rates are allowed to exceed the federal per diem lodging rate by more than fifty percent (excluding taxes) for rooms booked at the conference hotel.

Lodging is limited to one bedroom per Traveler on University business.

Travelers will not be reimbursed for lodging costs prior to the day of departure or after return. Local Lodging is not allowed, unless it is needed for a conference.

Meals

For individual meals only meal per diem amounts will be reimbursed; actual meal costs will not be reimbursed.

  • If a meal was provided, the corresponding meal per diem must be deducted by the Traveler.
  • The first and last days of travel are reimbursed at 75% of the daily meal per diem rate

For business meals, alcohol restrictions and additional requirements, please see the separate Payment of Meals Policy.

Gratuities and Miscellaneous

Gratuities are reimbursable at a rate not to exceed 20% of the cost.

Travelers may receive reimbursement for miscellaneous business services/charges while traveling on University business. E.g., Internet access, use of a computer, and other similar business services.

Single-Day Travel

Travelers are eligible for meal per diems if they are away from their home and Official Duty Station for more than ten hours without an overnight stay.  The per diem cannot exceed 75% of the U.S. General Services Administration (GSA) per diem rate in effect for the destination of travel. Such Reimbursements will be treated as taxable income to the University Workforce Member or student.

INTERNATIONAL TRAVEL

Reimbursements for international travel are based on actual exchange rates documented by receipts or credit card statements.

Passport and visa fees are reimbursable when required for Business Travel and when permitted by the funding source as in the case of a sponsored project. Travel Expenses to obtain or renew a passport or to obtain a visa are not reimbursable.

International Medical and Emergency Evacuation Expenses:

  • Medical and emergency evacuation insurance are covered by the University’s contracted supplier for travel during Business Travel dates. Any additional insurance purchased is not reimbursable.
  • Costs relating to required vaccinations, prescriptions, medical co-pays for Business Travel are reimbursable.

EXPENSE REPORTING

Expense reports must be submitted within 30 days of the Business Travel end-date using Concur.

Prohibited Business Travel Expenses

The following list is not exhaustive. Consult the Travel and Entertainment Procedures and/or with Travel Services for further information.

  1. Normal commute mileage
  2. Personal items (e.g. toiletries, souvenirs)
  3. Alcohol
  4. Fines (e.g., parking traffic violations)
  5. Expenses paid with credits
  6. Accompanying individuals without a legitimate business purpose
  7. Expenses without documentation, unless below the thresholds above
  8. Trip insurance

Sponsored Program Expenses

Travelers using sponsored program funds for University Travel Expenses are required to educate themselves or consult with Sponsored Program Services on the sponsor-specific travel requirements.  Travelers may be subject to more restrictive rules than those paid from non-sponsored University funds and are required to follow the most restrictive rules of the sponsor and the University. The University is not obligated to cover expenses that are not allowable on sponsored programs or denied by the sponsor. Some sponsors, particularly federal granting agencies, may not allow certain expenses that the University typically does. If the expenses meet all conditions of this policy and the associated travel regulations, the University may cover them from non-sponsored funding.

Travelers who work on sponsored projects may be required to disclose University travel costs paid for or reimbursed by an entity other than the University. Refer to the definition of Significant Financial Interests in the Financial Conflicts of Interest in Research Policy.

EXCEPTIONS TO POLICY

Exceptions to policy must demonstrate cost savings and/or business necessity and be pre-approved by Travel Services, Accounts Payable, or a Senior Institutional Official.  Exceptions that involve funding from a federal granting agency must also be approved by Sponsored Program Services.

Extenuating circumstances where an exception to policy occurred during travel and could not have been foreseen must be approved post-trip by Travel Services in Procurement, Accounts Payable, or a Senior Institutional Official.

Individuals who require accommodations for reasons of health or disability may seek reasonable exceptions to this policy through the University’s Department of Human Resources.

ENFORCEMENT

Travelers who do not comply with this policy or its associated procedures may be personally responsible for expenses incurred. Violations of this policy or its associated procedures may also 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.

PROCEDURES/APPENDICES

Travel and Entertainment Procedures
Appendix 1 Roles and Responsibilities

REFERENCES

Export Control and Economic Sanctions Policy
Financial Conflicts of Interest in Research Policy
Fly America Act
Payment of Meals Policy
University’s Export Control website
University Travel Cards | Travel Services

POLICY HISTORY

Policy created:

Revisions:

11/19/2025 (Approved by Senior Policy Council and President)
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)

Tuition Discount Policy

Posted on by
Title: Tuition Discount Policy
Policy Owner: Office of the Provost
Applies to: Outside Entities Meeting the Criteria within the Policy
Campus Applicability: Storrs and Regional Campuses
Effective Date: June 28, 2012
For More Information, Contact Office of the Provost
Contact Information: (860) 486-4037
Official Website: http://provost.uconn.edu

The University of Connecticut recognizes that establishing partnerships with other entities may
be beneficial to the University and enhance the University’s ability to fulfill its mission. One
form of partnership can be a relationship in which another entity sponsors the education of
multiple University students, particularly when that sponsorship is coupled with other
relationships between the University and the entity.

Accordingly, it is the policy of the Board of Trustees to permit the University to enter into
Tuition Discount Agreements with other entities provided that such Agreements meet the following
criteria:

  • Parties: The University of Connecticut and any business or nonprofit entity.
  • Discount Permitted: Up to five percent (5%). The Agreement may specify a maximum total
    dollar discount for the life of the Agreement.
  • Discount applicable to: Graduate Tuition and Fee Equivalents approved by the Board of Trustees.
  • Programs eligible: Regular academic degree programs offered by any school or department of the
    University but not including undergraduate programs.
  • Minimum Expenditure: In order to be eligible, the contracting entity must have spent at least one
    million dollars in a prior fiscal year in Tuition and Fee Equivalents for graduate and
    undergraduate education. The Tuition Discount Agreement can then be entered into for the following
    fiscal year.
  • Maximum Duration: Agreements shall be for a maximum term of two (2) years but may be renewed with
    Board approval. The Agreement may provide for a limit on the total aggregate dollar discount for
    the life of the Agreement.
  • Early termination: Each Agreement may provide that if the amount of Tuition and Fee Equivalents
    incurred by the contracting entity before discount falls below one million dollars in a particular
    year or on a rolling average basis, that the University may cancel the Agreement for subsequent
    years.
  • Application of the discount: The discount will be applied at the time of registration. The
    Agreement shall provide a mechanism for assuring that the tuition has been paid by the contracting
    entity.
  • In determining whether or not to enter into an Agreement, the University will take into account
    whether the entity has demonstrated a commitment to support the University through past
    philanthropy, providing student internships, collaboration on research, entering into fee for
    service arrangements or in other ways.

All such Agreements must be approved by the Board of Trustees before they are effective. Nothing in
this policy creates a right in any entity, nor an obligation on the University, to enter into such
Agreement. The Board of Trustees retains sole discretion with regard to all proposed
Agreements.

Prevention and Reporting of Fraud and Fiscal Irregularities

Posted on by
Title: Prevention and Reporting of Fraud and Fiscal Irregularities
Policy Owner: Executive VP for Administration and Chief Financial Officer
Applies to: Faculty, Staff, and Others
Campus Applicability: All
Effective Date: March 23, 2016
For More Information, Contact: EVP for Administration and CFO: (860) 486-3455
UConn Health CFO: (860) 679-3162
Audit and Management Advisory Services (860) 486-4526
Official Website: http://evpacfo.uconn.edu/ 

PURPOSE

The University of Connecticut is committed to upholding the highest standards of honest behavior, ethical conduct, and fiduciary responsibility with respect to all assets of the University and assets entrusted to the University, including all funds, resources, and property. The purpose of this policy is both to inform the University community of each member’s responsibility to safeguard University resources and to establish standards for the reporting of suspected or known fraud or fiscal irregularities to the appropriate officials.

This policy applies to all units of the University including Storrs and the Regional Campuses, Professional Schools and UConn Health.  It applies to members of the University community including faculty, staff, contractors, business associates, and others involved in the activities of the University.

DEFINITIONS

Fraud and fiscal irregularities generally involve an intentional or deliberate act, omission or concealment with the intent of obtaining an unauthorized benefit, such as money, property or other personal or business advantage, by deception or other unethical means.  Examples include, but are not limited to:

  • Misappropriation, misapplication, removal, or concealment of University property
  • Forgery, falsification, or alteration of documents and/or information (e.g., checks, bank drafts, deposit tickets, promissory notes, time cards, travel expense reports, contractor agreements, purchase orders, etc.)
  • Theft or misappropriation of funds, securities, supplies, inventory, or any other University assets including furniture, fixtures, equipment, data, and intellectual property
  • Billing customers, patients and third party payers for services when it is known that the services were not provided
  • Authorizing payment to vendors when it is known that the goods were not received or services were not performed
  • Misuse of University facilities, such as vehicles, telephones, mail systems, or computer-related equipment
  • Engaging in bribery, accepting kickbacks, or seeking unauthorized rebates
  • Actions related to concealing or perpetuating any fraud or fiscal irregularity


POLICY STATEMENT

All members of the University community are responsible for safeguarding University resources in their units and for ensuring that those resources are used for authorized purposes and in accordance with University rules and policies, and as required by applicable laws. In addition, all members of the University community should promptly report any known or suspected fraudulent activity or fiscal irregularities involving University and affiliated entity funds resources, property, or employees. Each unit manager should be familiar with the types of improprieties that might occur in the manager’s area of responsibility and ensure that all reasonable internal controls are in place and operating effectively to prevent and detect the occurrence of fraudulent activity or fiscal irregularities.

Nothing in this policy relieves faculty and staff from reporting responsibilities under professional codes of conduct, licensing, or other requirements applicable to them individually or to their function.

Process for Reporting Detected or Suspected Fraud and Irregularities

Individual Reporting Obligations

All members of the University community are obligated to report any known or suspected fraudulent activity or fiscal irregularities. Generally, an individual may discuss the concern directly with a supervisor. However, in the event that the individual is not comfortable speaking with the supervisor or is dissatisfied with the supervisor’s response, the individual should report the concern directly to Audit and Management Advisory Services (AMAS) and/or Campus Police.  Individuals should not investigate suspected fraudulent activity independently.

Individuals who wish to report suspected fraudulent activity or fiscal irregularities anonymously may utilize the University’s REPORTLINE using the contact information below. The REPORTLINE is operated by a private (non-University) company. No effort is made to identify the person reporting and no trace of the call is performed. Information received is provided to Audit and Management Advisory Services for review and appropriate action. This service is available 24 hours a day, 7 days a week and is staffed by independent specialists trained to obtain complete and accurate information in a confidential manner. To contact the REPORTLINE:

Phone:  All University campus including UConn Health: Phone: 1-888-685-2637
Web reporting address: https://uconncares.alertline.com/gcs/welcome

At a minimum, individuals should provide key information such as a description of the incident, the time frame in which the incident occurred, and names of individual(s) involved. Audit and Management Advisory Services will make every effort to handle all information received in a confidential manner, to the extent permitted by law.

University policy prohibits retaliation when an individual reports, in good faith, suspected fraudulent activity or fiscal irregularities to any supervisor, faculty, administrator, AMAS, University Police, the REPORTLINE, or any appropriate agency outside of the University. An individual who believes he or she has been subjected to retaliation, should contact AMAS immediately.  This policy is not intended to preclude the reporting of suspected fraudulent activity or fiscal irregularities to appropriate external authorities[1].

Institutional Obligations:

Departments are obligated to notify Audit and Management Advisory Services of suspected or known fraudulent activity or fiscal irregularities as soon as they become known.   AMAS will evaluate the information provided and determine an appropriate strategy for investigating and resolving the allegation.   Additional University officials may be asked to conduct or participate in an investigation as appropriate. When sufficient facts and circumstances exist to establish a reasonable suspicion that fraudulent activity or fiscal irregularity has occurred, AMAS will consult with the Office of the General Counsel (Storrs, Regional Campuses and the Professional schools), Senior Counsel (UConn Health) and other University officials regarding federal, state and other external reporting requirements.

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.

[1]Other Reporting Options:

  • State Auditors of Public Accounts

The Whistle Blower Act, Section 4-61dd of the Connecticut General Statutes, authorizes the Auditors of Public Accounts to receive information concerning matters involving corruption, unethical practices, violation of State laws or regulations, mismanagement, gross waste of funds, abuse of authority or danger to the public safety occurring in any State department or agency. Upon receiving such information the Auditors are required to review such matter and report their findings and any recommendations to the Attorney General. The Auditors shall not, after receipt of any information from a person under the provisions of this section, disclose the identity of such person without his/her consent unless the Auditors determine that such disclosure is unavoidable during the course of the review. Complaints may be filed with the State Auditors:

    • by calling (959) 710-5605 or toll free at (800) 797-1702
    • by email at wbcomplaints@ctauditors.gov, or
    • in writing to:
      • Auditors of Public Accounts 165 Capitol Avenue, Hartford, CT 06106 Attention:  Maura Pardo, Administrative Auditor
  • Federal False Claims Act (31 U.S.C. § 3729-3733)

This act permits a person with knowledge of fraud against the federal government to file a lawsuit on behalf of the government against those that committed the fraud. The person filing the lawsuit is also known as the “whistleblower” or “qui tam” plaintiff. The “qui tam” plaintiff must notify the United States Department of Justice (DOJ) of all information regarding the fraud. If the DOJ takes the case and fraud is proven the “qui tam” plaintiff is entitled to a portion of the money recovered by the federal government. Under the False Claims Act the “qui tam” plaintiff is protected from retaliation that may result from his or her involvement in the case. This is known as Whistleblower Protection.

POLICY HISTORY

03/23/2016 Approved by the President’s Cabinet

Office of Treasury Services Policy and Procedure Manual

Posted on by
Title: Office of Treasury Services Policy and Procedure Manual
Policy Owner: Office of the Associate Vice President of Financial Operations and Controller
Applies to: Faculty, Staff, State, Public and Private Entities
Campus Applicability:  All University Campuses
Effective Date: March 2013
For More Information, Contact Associate Vice President of Financial Operations and Controller
Contact Information: www.controller.uconn.edu
Official Website: http://ots.uconn.edu/ 

EXECUTIVE SUMMARY The Office of Treasury Services (“OTS”) serves as UConn’s public finance department, and professionally and prudently issues, invests and disburses UCONN 2000 bond funds, and also acts as the compliance department for UCONN 2000 and other tax-exempt debt pursuant to the rules and regulations of the Internal Revenue Service, the Securities and Exchange Commission, the Municipal Securities Rulemaking Board, State Law, and other entities. OTS’ clients include the University, the State Government, and Connecticut taxpayers. OTS strives to promote public confidence in the University’s Treasury Operations and the UCONN 2000 bonds through effective management of resources, high standards of professionalism and integrity, and skillfully acting on opportunity for the University’s debt programs in the public and private markets. These policies and procedures may apply to faculty, staff, and private entities and other on all University of Connecticut campuses. The policies and procedures listed below are not meant to be exhaustive.

Policies and Procedures

Debt Investment and Disbursements OTS actively manages the issuance of UCONN 2000 debt programs, including supplemental indenture authorization, bond issuance, disposition, bank account creation, deposits, investments and disbursements of UCONN 2000 debt proceeds totaling billions of dollars pursuant to the indentures, state law, the U.S. Internal Revenue Service, the Securities and Exchange Commission and other regulatory requirements. For further information please visit:

Investment Responsibilities A major responsibility of OTS is to invest bond funds with the objective of realizing risk adjusted investment return, consistent with the legal, safety, liquidity, tax-exempt and indenture compliance; and other constraints. For further information please visit:

Indenture Compliance While compliance is ultimately the responsibility of Senior Management, OTS working with bond counsel and others, performs much of the UCONN 2000 debt program’s compliance function including compliance with the General Obligation and Special Obligation Indentures.

The Master Indentures are available on the following links:

Tax-Exempt Debt Compliance – Including Ongoing Ongoing Compliance responsibilities include overseeing the required IRS, SEC, Indenture and other compliance. OTS has been delegated the responsibility to make the Municipal Service Rulemaking Board disclosure filings, and performing the appropriate Electronic Municipal Market Access system filings pursuant to the MSRB and SEC rules and regulations. OTS works closely with the Office of the State Treasurer and bond counsel on disclosure. For further information please visit:

Other Connecticut General Statute Compliance Treasury Services works with the UConn and UConn Health’s Initiating Department, General Counsel, and the UConn Health, the Office of the State Treasurer, and Attorney General’s Office for the sales or leases of assets including land pursuant to Conn. Gen. Stat. 4-b 38(g) and the tax compliance of any UCONN tax-exempt debt (including lease financings), pursuant to Connecticut General Statutes 3-20d. For further information please visit:

Fixed Price Residual Policy

Posted on by
Title: Fixed Price Residual Policy
Policy Owner: Office of the Vice President for Research, Sponsored Program Services
Applies to: Faculty and staff conducting sponsored program activity at Storrs and the regional campuses
Campus Applicability: All campuses except for UConn Health
Effective Date: July 7, 2015
For More Information, Contact Offices of the Vice President for Research and Sponsored Program Services
Contact Information: (860) 486-3622
Official Website: http://research.uconn.edu

 

REASON FOR POLICY

To establish guidelines for the disposition of residual balances remaining in sponsored project accounts for fixed price contracts awarded to the University.

APPLIES TO

This policy applies to faculty and staff at the Storrs and regional campuses who are working with sponsored program grants and contracts.

DEFINITIONS

Fixed Price Contract: An agreement in which the University guarantees to deliver a product or perform a service for a set (fixed) price agreed upon in advance and payable regardless of actual costs.

Residual Balance: An unobligated, unspent balance remaining in a fixed price sponsored project account after all work has been completed and all deliverables have been met.

POLICY STATEMENT

Residual fund balances that are under 15% of the direct cost budget of a fixed price sponsored program restricted project account will be transferred to an unrestricted account for use by the PI at his/her discretion subject to the following conditions:

  • The project budget represented a good faith and realistic estimate of the cost to perform the work.
  • The PI confirms in writing that all project-related costs have been charged to the project account and that all deliverables have been met.

Direct cost balances over the first 15% will be evaluated by the Dean of the school/college to determine their disposition.

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

SPS has established operating procedures designed to ensure compliance with this policy. This includes working with the PI and department personnel during the closeout process to ensure all project-related costs have been charged to the restricted account, and all deliverables have been met.

See Fixed Price Residual on the Award section of the OVPR website.

POLICY HISTORY

Policy created:   3/1/2013

Revised:            7/7/2015 (Approved by the Vice President for Research)

Use of University Funds for Gifts, Social Functions, Sponsorships & Donations

Posted on by
Title: Use of University Funds for Gifts, Social Functions, Sponsorships & Donations
Policy Owner: Office of the Controller
Applies to: All Faculty and Staff
Campus Applicability:  All Programs at All Campuses, except UConn Health
Effective Date: June 1, 2017
For More Information, Contact Office of the Controller
Contact Information: (860) 486-0865
Official Website:  http://controller.uconn.edu/

 

REASON FOR POLICY

As a public university and agency of the State of Connecticut, the University draws funding from a wide range of sources including students, taxpayers and benefactors.  The University has an obligation to these constituencies to use its funds prudently in pursuit of its mission and goals.  All uses of University Funds, therefore, must be directly related to University business and in the best interests of the University.  This policy provides guidance to departments and employees when considering the use of University Funds for gifts, social functions, sponsorships and donations.

APPLIES TO

All employees and individuals with authority to request, control or approve the expenditure of University Funds.

DEFINITIONS

“University Funds” are all operating and non-operating revenues of the University.  For the purposes of this policy, University Funds also include grant funds managed or administered by the University, unless the terms of the grant contract clearly authorize a usage not consistent with this policy.  University Funds do not include funds from or belonging to the UConn Foundation.

“Sponsorships” include all situations wherein the University provides funds, goods or services to an outside organization in support of one or more activities, events or programs with the expectation of acknowledgment, recognition or promotion.  Sponsorships are discernable from donations in that Sponsorships provide a measurable benefit to the University, whereas donations are provided with no expectation of a measurable benefit to the University.

POLICY STATEMENT

I.                    Gifts

University Funds may not be used to purchase gifts for University employees or their families in recognition of holidays or personal events such as birthdays, birth or adoption of a child, marriages or bereavement. This restriction does not apply to:

  • Noncash items or benefits offered due to an employee’s status as a donor, student, or member of the general public.
  • Gifts given in recognition of employee achievements or milestones, in accordance with University-wide practices approved by Human Resources.

II.                  Social Functions

University Funds may not be used for social functions or parties attended solely or primarily by University employees such as holiday parties or summer outings.  In limited circumstances, University funds may be used for employee recognition, but only with the prior approval of the President, Provost, or their authorized delegates, or Executive Vice President for Administration and Chief Financial Officer who shall consider, among other factors, the employee’s contribution to the University.  In addition, University Funds may not be used to purchase alcoholic beverages.

The restrictions in this policy do not extend to business meals and meetings eligible for payment or reimbursement under the University’s Travel and Entertainment Policy (https://policy.uconn.edu/2020/04/29/travel-and-entertainment-policies-and-procedures/).

III.                Sponsorships

Sponsorships, like other uses of University Funds, must be supported by a clear business purpose and a benefit to the University.  University Funds may only be used for Sponsorships when the anticipated benefits of the Sponsorship equal or exceed the costs.   Benefits may be non-monetary and may include, for example, enhancement of the University’s reputation, recruitment benefits, advertising opportunities or increased visibility.  Sponsorships require the approval of the President, Provost (or their authorized delegates), or Deans.  Employees shall not authorize or approve the usage of University Funds for Sponsorships without documentation or a statement explaining the business purpose of the Sponsorship, including its anticipated benefit to the University.

IV.                Donations

Donations of University Funds are not permitted.

Nothing in this policy is intended to prohibit individual employees from using personal funds for any of the above reasons; however, employees must always comply with the gift rules articulated in the State Code of Ethics for Public Officials (http://policy.uconn.edu/2011/05/24/guide-to-the-state-code-of-ethics/).

Exceptions to this policy may be approved on a case-by-case basis by the President, Provost, and their authorized delegates.

ENFORCEMENT

The University will not reimburse employees for expenditures of personal funds in violation of this policy, and employees who expend University Funds in violation of this policy will be required to reimburse the University.  Additionally, 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

University employees shall use their best judgment to expend University Funds only when justified with a business purpose and a clearly identifiable benefit to the University.  The act of requesting, using or approving any use of University Funds constitutes the employee’s official determination that the expense is justified by a business purpose and in the best interests of the University.  When evaluating whether an expenditure is appropriate, employees should consult with the appropriate University offices and departments.  Any uses of University funds not consistent with this policy should be rejected by the appropriate employee.

Specific procedures and forms will vary from department to department, as well as the applicable office or responsible for oversight of expenditures.