Office of the Executive VP for Administration & CFO

Payment Card Industry Data Security Standards (PCI DSS) Compliance, Policy on

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Title: Payment Card Industry Data Security Standards (PCI DSS) Compliance, Policy on
Policy Owner: Office of the Bursar Cash Operations, UConn Information Security Office
Applies to: Workforce Members
Campus Applicability: All UConn Campuses, except UConn Health
Approval Date: June 17, 2026
Effective Date: July 1, 2026
For More Information, Contact: Director of Cash Management & University Bursar, Chief Information Security Officer
Contact Information: cashoperations@uconn.edu
Official Website: https://bursar.uconn.edu/departments/cash-operations/

PURPOSE

To provide requirements for safeguarding Customers’ payment card data and cardholder information. Failure to protect this information may result in financial loss for Customers, suspension of credit card processing privileges, fines, and damage to the reputation of the University.

APPLIES TO

Workforce members involved with payment card handling which includes but is not limited to collection, processing, transmission, or storage of payment card data in any form on behalf of the University.

DEFINITIONS

Attestation of Compliance (AOC): A formal document certifying an organization’s compliance with Payment Card Industry Data Security Standards (PCI DSS).

Cardholder Data (CHD): Elements of payment card information that must be protected, including the primary account number (PAN), cardholder name, expiration date, and security code.

Customer: Any individual or entity conducting a financial transaction with the University that involves the collection, processing, transmission, or storage of their payment card data.

Department: A University unit approved by the PCI Team to accept payment cards without maintaining a designated unique merchant identification number.

Merchant: A department or unit approved by the PCI Team in accordance with University policy to be assigned a designated unique merchant identification number for payment card acceptance.

Payment Card Industry Data Security Standards (PCI DSS): 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. Compliance with the PCI set of standards is mandatory and enforced by the major payment card brands who established the Council.

Payment Card Industry Security Standards Council (PCI SSC): A global forum that brings together industry stakeholders to develop and drive adoption of data security standards and resources for safe payments worldwide.

PCI Responsibility Matrix: A framework that clearly defines and allocates specific PCI DSS tasks and requirements among different parties, such as a merchant and its service providers. It maps each PCI DSS requirement to the responsible party, which can be the merchant, a service provider, or a shared responsibility.

PCI Team: Group composed of representatives from Office of the Bursar Cash Operations and the UConn Information Security Office.

PCI Violation: Any action, inaction, or condition that results in non-compliance with PCI DSS requirements.

Point of Interaction (POI) Devices: Any hardware used to capture payment card data (e.g., card readers, PIN pads, kiosks)

Point-to-Point-Encryption (P2PE): A PCI-listed solution that cryptographically protects cardholder account data from the point where a merchant accepts the payment card to the secure point of decryption.

Point-to-Point Encryption Self-Assessment Questionnaire (P2PE SAQ): Reporting tool used to document self-assessment results from an entity’s PCI DSS assessment specific to PCI-validated Point-to-Point Encryption (P2PE) solutions. The P2PE self-assessment document is maintained by the PCI Security Standards Counsel.

Self-Assessment Question (SAQ): Validation tool to assist merchants report the results of their self-assessed PCI DSS compliance.

Third Party Service Providers: Business entities that are not a payment brand, directly involved in the processing, storage, or transmission of cardholder data and/or sensitive authentication data on behalf of another entity. This also includes companies that provide services that control or could impact the security of cardholder data.

POLICY STATEMENT

The University of Connecticut is committed to protecting Cardholder Data (CHD) and maintaining compliance with the Payment Card Industry Data Security Standards (PCI DSS). All payment card activities conducted on behalf of the University must be performed in a manner that minimizes risk to cardholders and the institution, limits the handling of Cardholder Data, and ensures consistent compliance with PCI DSS requirements.

Storing of CHD

University workforce members must never record or store Cardholder Data in any physical or electronic format, including paper or electronic documents.

Appropriate Use of Payment Channels

Electronic Payments

Customers must be directed to complete electronic payments online using their own device and must not be directed to use a University device to enter CHD.  CHD must not be entered by staff on University computers or workstations.

In-Person Payments

The cardholder must always maintain their physical card when making payment in-person.  University workforce members must never take possession of the Customer’s physical card.

Mail Order Payments

Usage of mail order forms is prohibited unless otherwise approved by the PCI Team.  If usage of mail order forms is approved, all CHD must be physically destroyed in a manner that renders the data un-recoverable immediately after processing such as cross-cut shredding.  The remaining portion of the mail order form must be retained in compliance with University retention requirements.

Telephone Payments

Accepting card payment over the phone is prohibited unless otherwise approved by the PCI Team.  If acceptance of phone payments is approved, they must be taken over a physical phone only and cannot be accepted via Voice Over IP (VOIP) software.

Email

Receiving and processing CHD via email is prohibited. If CHD is received via email, the CHD must be deleted immediately from all Outlook folders including the deleted folder and the card payment must not be processed.

Point of Interaction (POI) Devices

All in-person, mail order, and telephone payment card transactions must be processed exclusively through PCI-validated Point-to-Point Encryption (P2PE) Point of Interaction Devices. POI Devices must be listed on the PCI Security Standards Council (PCI SSC) list of validated P2PE solutions.

Exceptions must be approved by the PCI Team and will only be granted for Merchants who have a business need to use a vendor that does not offer P2PE POI Devices.

Merchants and Departments, using POI Devices must meet the requirements outlined in the current Point-to-Point Encryption Self-Assessment Questionnaire (P2PE SAQ), including but not limited to:

  • restricting physical access;
  • provide training for awareness of POI Device tampering;
  • following POI Device log procedures; and
  • completing POI Device inspections, with frequency of inspection determined by a targeted risk assessment of the device environment.

Annual Self-Assessment Questionnaire (SAQ) Submission

All Merchants must submit an SAQ annually.  The SAQ type must align with the Merchant’s payment processing method(s) and business environment.  The PCI Team will coordinate with Merchants on the completion and submission of the annual SAQ.

Third Party Service Providers

Merchants and Departments may have a need to use Third Party Service Providers to provide functionality for processes such as event registration, non-credit programming, ticketing, and other services that cannot be accommodated through the University’s centralized e-commerce platform.

Using a Third-Party Service Provider does not transfer PCI DSS responsibility from the University. All Third-Party Service Providers must:

  • be contracted through the University’s procurement process;
  • be approved by the PCI Team;
  • demonstrate PCI DSS compliance through vetting and monitoring;
  • provide a PCI Responsibility Matrix and a current Attestation of Compliance (AOC).

Merchants and Departments must request the AOC annually as part of ongoing service provider management. The AOC must be submitted to the PCI Team for the annual SAQ submission.

Annual Training

Workforce members involved with the acceptance and processing of CHD must complete annual training on PCI DSS compliance and information security awareness in accordance with University policy.  The PCI Team is responsible for providing training to required workforce members.

Annual Policy & Procedure Review

Merchants and Departments must review all payment card processing policies and procedures on an annual basis.

Incident Response Reporting

Any actual or suspected unauthorized access or disclosure of  Cardholder Data must be reported immediately to the PCI Team by emailing security@uconn.edu and cashoperations@uconn.edu.   The UConn Information Security Office shall assess all reported events and when appropriate activate the University Incident Response Plan.

ENFORCEMENT

Failure to meet the requirements outlined in this policy may result in suspension of the physical and, if appropriate, electronic payment capability for the responsible Department(s) or Merchant(s). In the event of a PCI Violation, the payment card brands may assess penalties to the University’s merchant services bank, which may be passed on to the University. The responsible Department or Merchant will be financially accountable for any such penalties assessed and passed on to the University.

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.

PROCEDURES/FORMS

POI Device Inspection Procedures

REFERENCES

Data Classification Policy
Incident Response Plan
Opening a Merchant Account for Credit Card Acceptance
PCI SSC Validated P2PE Solution Listing
P2PE SAQ
Records Management Policy
Security Awareness Training Policy

POLICY HISTORY

Policy created: June 17, 2026 (Approved by the University Senior Policy Council and President)

Software Asset Capitalization and Tracking Policy

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Title: Software Asset Capitalization and Tracking Policy
Policy Owner: Accounting Office, Controller’s Division
Applies to: University Workforce Members
Campus Applicability: All UConn Campuses, except UConn Health
Approval Date: June 17, 2026
Effective Date: June 30, 2026
For More Information, Contact: Associate Controller and Director of Accounting
Contact Information: accountingoffice@uconn.edu
Official Website: https://accounting.controller.uconn.edu

BACKGROUND

The State Property Control Manual states that agencies must report software inventory annually to the Office of the State Comptroller on the Annual Inventory Report of all Real and Personal Property (CO-59) form.

PURPOSE

To ensure accurate records of Capitalized Software assets, which are essential for compliance with the State of Connecticut Property Control Manual and for proper valuation in the University’s financial statements. To support this, a Software Librarian will maintain a software asset library for tracking Capitalized Software and will ensure an annual inventory is completed prior to the end of each fiscal year in accordance with Section 4-36 of the Connecticut General Statutes.

APPLIES TO

University workforce members on all campuses except UConn Health

DEFINITIONS

Capitalized Software includes any of the following: 

  1. Software with initial purchases, upgrades, or renewals of software application programs or licenses with a cost of $5,000 or more and a useful life of three or more years. These assets are categorized as intangible assets.
  2. Software subscription contracts greater than 12 months requiring total payments over the contract term of $100,000 or more in exchange for the right to use a vendor’s information technology software. Such assets are categorized as right-to-use assets and are tracked and accounted for under GASB 96, Subscription-Based Information Technology Arrangements (SBITAs).
  3. Software projects where the total budget is $1 million or more and require substantial internal labor to develop, test and bring a software application into service. Such assets are tracked and accounted under GASB 51, Accounting and Financial Reporting for Intangible Assets.

Software Librarian: Individual(s) within the Accounting Office assigned to maintain a software asset library which allows for the annual inventory of Capitalized Software assets, provides a means for concise reporting on the status of such software assets, and is the point of contact for software audits and for submitting updated copies of the policy for review to the State Comptroller if the policy is modified.

Software Tracking System(s): One or more systems where Capitalized Software assets are tracked. Such systems serve as the software asset library.

POLICY STATEMENT

Capitalized Software must be tracked in the Software Tracking System(s) to produce a software asset library, and an inventory must be completed annually prior to each fiscal year end, June 30th.  Workforce Members in university departments are responsible for assisting in this process through the proper coding of purchase orders and through tracking internal labor on software projects, when applicable as outlined within the project scope.

The Software Librarian is responsible for maintaining the software asset library, and for recording additions, disposals and retirements. Each software record within the Software Tracking System(s) shall contain (when possible/applicable):

  1. Assigned Identification Number
  2. Description – software name or functional application
  3. Manufacturer/Vendor
  4. Acquisition Type – purchased, leased or donated
  5. Purchase Order Number or Donation source
  6. License Term
  7. Number of licenses
  8. License identification number
  9. Cost and/or payment amounts
  10. Disposal method
  11. Disposal date

The Software Librarian is responsible for reporting software inventory annually to the Office of the State Comptroller on the Annual Inventory Report of all Real and Personal Property (CO-59) form and for reporting any known losses on form CO-853, Adjustments to State Owned Assets as per the State Property Control Manual.

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, and the University of Connecticut Student Code.

PROCEDURES/FORMS

UConn Knowledge Base for Capital Software Object Codes (under Equipment Category)

REFERENCES

State of Connecticut Office of the State Comptroller, Property Control Manual

POLICY HISTORY

Created on: June 17, 2026 (Approved by the University Senior Policy Council and President)

Hazardous Materials Donations Policy

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Title: Hazardous Materials Donations Policy
Policy Owner: Environmental Health and Safety
Applies to: University Workforce Members and Students
Campus Applicability: All UConn Campuses, except for UConn Health
Approval Date: April 30, 2026
Effective Date: June 1, 2026
For More Information, Contact: Environmental Health and Safety
Contact Information: (860) 486-3613/ ehs@uconn.edu
Official Website: Environmental Health and Safety

PURPOSE

To ensure Hazardous Materials Donations (i.e., biological, chemical, radioactive, or other regulated materials) are evaluated and authorized by Environmental Health and Safety (EHS) prior to acceptance by workforce members to protect workers, ensure compliance with federal and state regulations and University policies, conform to building and fire codes, and minimize disposal costs to the University.

APPLIES TO

This policy applies to workforce members who accept Hazardous Material Donations at all campuses, except UConn Health.

DEFINITIONS

Hazardous Material Donation: The voluntary, unconditional transfer of hazardous materials (i.e., biological, chemical, radiological, or other regulated materials) from any external organization to a college, department, school, or workforce member at the University of Connecticut.

POLICY STATEMENT

Colleges, departments, schools, or workforce members must receive written approval from Environmental Health and Safety prior to accepting Hazardous Material Donations.

If Hazardous Material Donations do not receive written authorization from EHS prior to delivery or receipt, the costs associated with shipping unsafe, non-compliant, or nonessential hazardous materials back to the external organization will be covered by the college, department, or school who authorized the shipment.

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.

PROCEDURES/FORMS

Workforce members must complete the Hazardous Materials Donation Form on the EHS Website prior to accepting any donation.

The appropriate EHS team(s) will assess Hazard Material Donations prior to approval. The assessment may include, but is not limited to, reviewing the following:

  • Material type and characteristics
    • number of containers or items
    • quantity of material
    • physical form(s) (e.g., solid, liquid, gas)
    • condition of materials (e.g., age, opened vs unopened, etc.)
  • procedures in place to use the materials
  • storage location(s)
  • control measures in place (e.g., fume hoods, local ventilation, etc.)
  • any required permits or licensing
  • costs associated with disposal.

EHS may also contact UConn’s Fire Marshal, Building Inspector & Security Technology office, when appropriate, to ensure compliance with applicable building and fire codes.

Following the assessment, EHS will either authorize the Hazardous Material Donation, request more information, or deny the donation in writing. If the donation is authorized and involves laboratory chemicals, the workforce member must contact EHS to barcode the chemicals upon arrival to comply with the Laboratory Chemical Inventory Program.

REFERENCES

Environmental Health and Safety Website
Hazardous Materials Donation Form
Laboratory Chemical Inventory Program

POLICY HISTORY

Policy created:  April 30, 2026 (Approved by the University Senior Policy Council and President)

Revisions:

Travel and Entertainment Policy

Posted on by
Title: Travel and Entertainment Policy
Policy Owner: 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: June 17, 2026
Effective Date: July 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. Reimbursement for self-catering accommodations, including multi-bedroom accommodation, is subject to the lodging reimbursement limits set forth in the Lodging section of this policy. In addition, reimbursement may not exceed 50% of federal per diem lodging rate 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, refundable tickets 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 reimbursement is limited to the equivalent of one bedroom per Traveler on University business. Travelers may choose a multi-bedroom accommodation; however, when additional bedrooms are not required for other Travelers on University business, reimbursement is limited to the equivalent cost of one bedroom. For multi-bedroom accommodations, the reimbursable amount will be capped at:

  • 65% of the total cost for a two-bedroom unit,
  • 50% of the total cost for a three-bedroom unit,
  • 35% of the total cost for a four-bedroom unit.

Any lodging cost above the applicable reimbursable amount is a personal expense and will not be reimbursed. Travelers will not be reimbursed for lodging costs prior to the day of airline departure or after return flight arrival.

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:

06/17/2026 (Approved by the University Senior Policy Council and President)
04/20/2026 (Approved by the University Senior Policy Council)
11/19/2025 (Approved by the University 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)

Division of Athletics Travel and Entertainment Policy

Posted on by
Title: Division of Athletics Travel and Entertainment Policy
Policy Owner: 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)

Executive Residency Requirements

Posted on by
Title: Executive Residency Requirements
Policy Owner: Human Resources
Applies to: President, Vice Presidents and Equivalent Positions
Campus Applicability: All UConn Campuses
Approval Date: December 23, 2025
Effective Date: January 1, 2026
For More Information, Contact: UConn Storrs and Regionals: Vice President, Human Resources
UConn Health: Chief Human Resources Officer, Human Resources
Contact Information: hr@uconn.edu or hr@uchc.edu
Official Website: https://hr.uconn.edu/

PURPOSE

To establish residency requirements for the University President, Vice Presidents and other equivalent positions consistent with state law.

APPLIES TO

This policy applies to the University of Connecticut President hired on or after July 1, 2025, and Vice Presidents or equivalent positions hired after January 1, 2026.

DEFINITIONS

Equivalent Positions: Executive Vice President, Chief of Staff to the President, Chief of Staff to the Chief Executive Officer, General Counsel, and Athletic Director.

POLICY STATEMENT

University President: Any person serving as the President shall maintain their primary residence in the state of Connecticut for the duration of their tenure as President.

Vice Presidents or Equivalent Positions: Any employee hired on or after January 1, 2026, to serve as a Vice President or equivalent position must maintain their primary residence in the state of Connecticut or reside within 100 miles of their primary campus location for the duration of their tenure in the appointment. Such residency requirements must be met within ninety (90) days of the appointment date.

Employees subject to this policy may be required from time to time to attest to the residency requirements outlined in this policy and/or provide evidence of residency.

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. Failure to obtain and maintain residency consistent with this policy will result in separation from employment with the University of Connecticut.

POLICY HISTORY

Policy created: 12/23/2025 (Approved by the University Senior Policy Council and President)

Revisions:

Fitness for Duty Policy

Posted on by
Title: Fitness for Duty Policy
Policy Owner: Human Resources
Applies to: Employees
Campus Applicability: Storrs and Regional Campuses
Approval Date: August 20, 2024
Effective Date: August 21, 2024
For More Information, Contact: Human Resources
Contact Information: (860) 486-3034 or hr@uconn.edu
Official Website: https://hr.uconn.edu/ 

BACKGROUND

The University is committed to providing a workplace that is conducive to a safe and healthy environment, supportive of our educational mission. Employees must be able to perform their job duties in a safe, productive, and effective manner. Employees who are not Fit for Duty may present a safety risk for themselves or others.

PURPOSE

To ensure the health and safety of individuals in the University community and others with whom they have contact.

DEFINITIONS

Fit for Duty: An employee is physically, mentally, and emotionally capable of performing their job responsibilities effectively and safely.

Fit for Duty Evaluation: A professional assessment of an employee’s physical, mental, and/or emotional capacities carried out by a licensed Health Care Evaluator to determine whether the employee is physically, mentally, and emotionally capable of performing their duties. This may include a “functional capacity evaluation” (FCE), which is a set of tests, practices, and/or observations that are combined to determine the employee’s ability to safely perform the physical and other demands of their specific job.

Health Care Evaluator: An independent, licensed, health care provider with appropriate expertise to conduct a Fitness for Duty Evaluation.

POLICY STATEMENT

The University may conduct a Fit for Duty Evaluation with an independent, licensed Health Care Evaluator, where such an exam is job-related and consistent with business needs. This includes, but is not limited to, situations where an employee:

  • has observable difficulty performing their duties safely, which may include situations in which the employee appears to be impaired by drugs, alcohol, or other substances;
  • is returning from an intermittent or block medical leave, where there is a reasonable basis to verify the necessity of the leave or of the ability of the employee to return;
  • has observable difficulty performing the essential functions of their position; and/or
  • poses an imminent or serious safety threat to self or others.

This policy is not a substitute for the University’s policies and protocols regarding sick or medical leave requests, workers’ compensation claims, or reasonable accommodations and may be in addition to benefits processing, as legally and/or contractually permitted.  It also is not a substitute for other University policies or procedures related to discipline, performance management, or prevention of violence in the workplace; nor is it a substitute for any requirements or regulations under the Connecticut Police Officer Standards and Training Council or Conn. Gen. Stat. § 7-291e, as may be amended from time to time, or other licensing boards.

Employee and Supervisor Responsibilities:

Employees:

  • Must come to work Fit for Duty and must perform their job responsibilities throughout their workday.
  • Must notify their supervisor as soon as possible if they feel they cannot safely perform their job. Employees are not required to disclose health-related information to their supervisor.
  • Should notify their supervisor as soon as possible when they observe a co-worker acting in a manner that suggests the co-worker may be impaired or otherwise not Fit for Duty. If the supervisor is the individual of concern, the employee may inform the next level supervisor or contact Labor Relations at (860) 486-5684 or laborrelations@uconn.edu.
  • Must provide relevant information or releases for medical records reasonably requested by the Health Care Evaluator conducting the Fit for Duty Evaluation.
  • Must comply with authorized requests to submit to a Fit for Duty Evaluation. Non-compliance may constitute insubordination and result in disciplinary action, up to and including termination.

Supervisors:

  • Are responsible for observing the attendance, performance, and behavior of employees under their supervision.
  • Must follow this policy when presented with circumstances or knowledge indicating an employee may be not Fit for Duty.
  • Must contact Employee Relations if they have a reasonable belief that an employee is unable to perform their job and may need a Fit for Duty Evaluation.
  • Should contact the UConn Police Department first if there is an immediate safety concern or threat and thereafter make a referral to the Employees of Concern (“EOC”) Team. When there is not an immediate safety concern, the employee may nonetheless present a threat to themselves or others, make a referral to EOC.

Fit for Duty Evaluation:

  • The Fit for Duty Evaluation will be conducted to determine whether the employee is physically, mentally, and emotionally capable of performing their job responsibilities effectively and safely. The Fit for Duty Evaluation is not for diagnosis or treatment.
  • The examination may include medical testing, psychological testing, physical examination, or an FCE that may involve performance of actual physical tasks and duties.
  • When the University requires a Fit for Duty Evaluation pursuant to this policy, the University shall select the Health Care Evaluator and bear the cost of the examination.
  • Results from the University’s selected Health Care Evaluator shall be presumed valid. In case of significant disagreement or contradiction by the employee’s physician, the University may request another opinion, for which it will bear the cost.

Return to Work:

  • The Health Care Evaluator will provide the appropriate University officials, including but not limited to Human Resources and Employee Relations, with a written report detailing the nature and extent of the employee’s functional limitations or restrictions concerning the employee’s ability to effectively safely perform the essential functions of their job, if any, and the expected duration of any such limitations.
  • The Health Care Evaluator will make the final determination of an employee’s fitness for duty status based on their assessment of the employee and review of the essential functions of the employee’s position, based on their University job description and duties.
  • The University must receive a written return to work/fitness for duty form from the Health Care Evaluator before the employee may return to work.
  • Where applicable, Human Resources shall be consulted to facilitate the reasonable accommodation process. Nothing contained in this policy is intended to create a right to light duty work.
  • If an employee is deemed unfit for duty, their employment status will be determined on a case-by-case basis in accordance with federal and state law, University policy and procedures, and any applicable collective bargaining agreement or employment contracts.

Confidentiality:

  • Records of Fit for Duty Evaluations will be treated as confidential and will only be shared or used as permitted by law.
  • Information concerning an employee’s fitness for duty will be shared only with those who need to know for legitimate business purposes. Typically, information available to the employee’s work unit after the Fit for Duty Evaluation will be limited to whether the employee is fit to resume their job duties and whether the employee needs specific reasonable accommodations, as determined by Human Resources.

ENFORCEMENT

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

RESOURCES

Employee Assistance Program (EAP)
EAP Phone: (860) 679-2877, CT toll-free: 800-852-4392
Web: https://hr.uconn.edu/employee-assistance-program/
Provides confidential assessment and referrals for employees seeking assistance in dealing with alcohol and substance misuse.

If there is no emergency or imminent threat, employee concerns should be reported to Human Resources via laborrelations@uconn.edu.

If there is an imminent threat or an emergency situation, the University of Connecticut Police Department (UCPD) should be contacted immediately by dialing 911.

POLICY HISTORY

Policy created: 08/20/2024 (Approved by Senior Policy Council and the President)

Modified Duties for Faculty Due to Life Events, Policy on

Posted on by
Title: Modified Duties for Faculty Due to Life Events
Policy Owner: Human Resources
Office of the Provost
Applies to: All Faculty
Campus Applicability: Storrs and Regional Campuses
Approval Date: December 19, 2023
Effective Date: January 1, 2024
For More Information, Contact: Human Resources
Contact Information: hr@uconn.edu
Official Website: https://hr.uconn.edu/ 

BACKGROUND

The University of Connecticut is committed to fostering an educational community with a flexible and supportive work environment where faculty can thrive in both their professional and personal lives. Periodically, a faculty member may need to modify some level of academic duties in order to respond to an anticipated or unanticipated personal qualifying life event.

The university encourages faculty to utilize this policy as needed to respond to anticipated or unanticipated life events or situations.

This policy does not diminish, supersede or replace other employee entitlements, such as FMLA, the Faculty Medical Leave Guidelines, ADA, personal leave, or leaves under the By-Laws of the University of Connecticut, the UConn AAUP Collective Bargaining Agreement, or any other state or federal law. Instead, this benefit is available upon a faculty member’s return to on-campus activities following such a leave or when modified duties fully resolve the issue or supplement existing entitlements.

PURPOSE

This policy allows a faculty member to request a temporary modification of academic duties in order to respond to an anticipated or unanticipated personal life event or situation (see Qualifying Events definition). Specifically, the intent of this policy is to modify or re-arrange a faculty member’s duties over the course of a semester or 12-month equivalency to address an immediate and short-term personal need or obligation. Of note, duty modifications do not decrease a faculty member’s responsibilities; instead, modification allows the faculty member, in conjunction with their Department Head and/or Dean, to exchange duties on a short-term basis.

Modified duties involve either 1) full-time work with flexible schedule, modified work duties as defined herein, remote work, and/or other arrangements as agreed upon and approved or 2) a combination of working less than full-time (Voluntary Schedule Reduction), paid leave and/or leave without pay (e.g. FMLG/FMLA if eligible), as appropriate.

DEFINITIONS

Modified Duties: Modification, partial release, or complete release from teaching and/or other responsibilities in which alternative duties will be assigned for a period of one semester or the equivalent of one semester distributed over a longer period not to exceed 12 months.

Primary Caregiver: The person primarily responsible for the care and upbringing of a child or the care of an immediate family member with a serious illness or injury.

Secondary Caregiver: The person who provides backup care in the absence of the primary caregiver.

Immediate Family Member: Immediate family means spouse, parent, parent-in-law, sibling, sibling in-law, child, and any relative who is domiciled in the employee’s household.

Qualifying Event: In most instances, faculty members will seek the benefits of this policy following their return from an approved medical leave after the birth or adoption of a child. Other qualifying circumstances could include: short-term care for the employee or an immediate family member on a part-time basis following the completion of an approved personal or FMLA leave; or bereavement following the death of an immediate family member or other emergency circumstance. The University will not grant duty modifications for faculty members to devote time to consulting, outside employment, or non-medical related family obligations.

POLICY STATEMENT

All full-time tenure-track and non-tenure-track (e.g., Clinical, In Residence, Lecturer, and Extension) faculty members, and Athletics’ titles (Article 37) serving as the primary or secondary caregiver shall be eligible for modified duties due to a qualifying life event involving themselves or immediate family member(s). The faculty member or an employee covered by Article 37 must submit a Modified Duties Request form to seek permission and receive approval before modified duties can be assigned or implemented.

All Academic Assistants (Article 13[1]), Facilities Scientists (Article 13), Research Assistants (Article 24), Research Associates (Article 24), and Temporary Faculty(Article 26), are not eligible for modified duties and will continue to be eligible to request remote work, flexible schedules or use of paid leave and/or leave without pay (e.g. FMLG/FMLA if eligible), when appropriate and with approval.

Approval for modified duties does not alter contractual employment agreements and cannot be used as a basis to extend employment contracts.

ENFORCEMENT

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

PROCEDURES/FORMS

Available from the Academic Affairs section of the Academic Affairs Governance Document Library.

  • Procedures for Modified Duties for Faculty Due to Life Events

REFERENCES

Tenure Clock Adjustments for Qualifying Life Events for more information.
Leave of Absences (FMLA, Leave without pay, Military Leave)
Voluntary Schedule Reduction

Acknowledgments: This policy is based on the University of South Carolina’s, Modified Duties for Faculty policy (https://www.sc.edu/policies/ppm/acaf160.pdf.). Adaptations were made to fit the University of Connecticut context.

POLICY HISTORY

Policy created: 12/19/2023 (Approved by Senior Policy Council and the President)

 

[1] Article references are to the collective bargaining agreement between the University of Connecticut and the American Association of University Professors (AAUP-UConn).

 

Finance Capital Projects Policies and Procedures Manual

Posted on by
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

 

Code Compliance for University Events and Projects, Policy on

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

BACKGROUND

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

PURPOSE

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

DEFINITIONS

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

POLICY STATEMENT

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

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

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

ENFORCEMENT

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

PROCEDURES

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

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

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

REFERENCES

CGS Chapter 541 Part II

CGS 29-252a

POLICY HISTORY

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

Revisions:

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