Office of the Executive VP for Administration & CFO

Children in the Workplace

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

REASON FOR POLICY

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

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

APPLIES TO

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

DEFINITIONS

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

POLICY STATEMENT

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

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

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

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

ENFORCEMENT

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

PROCEDURES

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

 

August 2013

Open Flames, Hot Work, and other Heat Producing Activities, Policy on

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Title: Open Flames, Hot Work, and other Heat Producing Activities, Policy on
Policy Owner: Division of Public Safety
Applies to: All members of the Storrs campus, Regional campuses, the Law School, the School of Social Work and UConn Health.
Campus Applicability: Storrs campus, UConn Health, Regional campuses, the Law School and the School of Social Work.
Effective Date: 4/24/2018
For More Information, Contact The Office of the Fire Marshall and Building Inspector
Contact Information: firemarshal@uconn.edu  (860) 486-4878
Official Website: http://publicsafety.uconn.edu/fmbio/

Purpose

The University of Connecticut is committed to promoting a safe and secure environment for the University community. As part of this commitment, the University recognizes that there are inherent public safety and fire safety risks and concerns with the use of open flame, pyrotechnic devices, fireworks, and hot work sources, especially so within the confines of a public assembly. The purpose of this policy is to outline acceptable and unacceptable uses of open flames, pyrotechnic devices, fireworks, and hot work on all University property.

Applicability / Source of Authority

The University Fire Marshal derives statutory authority to regulate, permit, limit, or terminate the use of open flames, pyrotechnic devices, fireworks, and hot work on University property and require parameters under which these activities may occur on University property through Connecticut General Statutes section 29-291, Connecticut General Statutes section 29-306, and a Memorandum of Understanding with the Connecticut Department of Construction Services. Concurrent with this authority, the University designates the University Fire Marshal as the Authority Having Jurisdiction to administer and enforce this policy, as well as serving as the designated point of contact between the University and the State Department of Construction Services (State Fire Marshal’s Office).

Definitions

“Hot Work” means the construction, maintenance or repair process utilizing a source of ignition and/or flammable material, including but not limited to cutting, soldering/brazing, grinding, welding, torch heating, and heat treatments.

POLICY STATEMENT

Given the risks associated with the use of open flame, pyrotechnic devices, fireworks, and hot work sources, alternative methods should be utilized when possible or practical.

Within the University’s jurisdiction, there are three generally accepted reasons for the regulated use of open flames and heat producing effects:

  1. To support ongoing construction, maintenance and repair “hot work.” These are controlled uses of flames/heat and are currently regulated by Division of Environmental Health and Safety policy, Factory Mutual (FM) Hot Work permitting processes, and/or unit specific procedures within Facilities Operations, all of which are approved by the University Fire Marshal.
  2. For academic research purposes such as heat treating, gas flame heating, and combustion research, which are regulated by the Division of Environmental Health and Safety, Connecticut General Statutes, and applicable national standards.
  3. For celebratory, student recreation, or food cooking purposes. These include fireworks, pyrotechnics, woodland camp fires, torch lighting ceremonies, and gas fueled heating appliances, which are regulated by Connecticut General Statutes and applicable national standards and all of which must be directly approved by the University Fire Marshal

To support the aforementioned acceptable uses, local department procedures may be created, provided that   any such procedure regarding flames or hot work must be created in consultation with, and approved by the University Fire Marshal prior to implementation.

Any use of open flames, hot work, pyrotechnic or flammable gas flame displays not covered within a local department procedure shall be requested through, and approved by, the University Fire Marshal and administered though the Office of the Fire Marshal and Building Inspector on a case by case basis. Such authorization to approve can be delegated to a designee within the UConn Fire Department or Division of Public Safety as needed.

The University Fire Marshal has administrative and statutory authority to order flames to be extinguished or for hot work to be discontinued when these activities represent a danger to public safety or that are not in administrative compliance with this policy. Such authorization to order extinguishment and/or discontinuance can be delegated to a designee within the UConn Fire Department or Division of Public Safety as needed.

When a request for the use of open flames, pyrotechnic devices, fireworks, and hot work is received that exceeds the scope of the statutory authority for University Fire Marshal approval, the University Fire Marshal will be the point of contact with the State of Connecticut Fire Marshal, who must authorize the request.

ENFORCEMENT

Violations of this policy may result in criminal prosecution and/or appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and Responsibilities of Community Life: The Student Code.

RELATED POLICY

See also: 

Health and Safety Policy.

Environmental, Health, and Safety (EHS) Requirements for Construction, Service, and Maintenance Contractors.

POLICY HISTORY

Policy created: 04/24/2018 (Approved by President’s Cabinet)

 

Controllable Property

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

PURPOSE

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

APPLIES TO

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

DEFINITIONS

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

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

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

POLICY STATEMENT

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

[1] See the Policy on Surplus Property

ENFORCEMENT

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

PROCEDURES/FORMS

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

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

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

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

POLICY HISTORY

Policy created:  August 19, 2014

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

Payroll Requirements for Separating Employees

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Title: Payroll Requirements for Separating Employees
Policy Owner: Payroll Department
Applies to: Hiring Departments and Employees
Campus Applicability: UConn Storrs and Regional Campuses
Effective Date: August 19, 2014
For More Information, Contact Payroll Department
Contact Information: (860) 486-2423
Official Website: http://www.payroll.uconn.edu/

 

REASON FOR POLICY

The purpose of this policy is to ensure the timely and reasonable submission of required documentation to produce accurate final payments to separating employees.  This is critical to meeting payroll processing deadlines; complying with federal and state regulations and reporting requirements; avoiding overpayments; and minimizing additional, unscheduled work for Payroll and hiring departments.

APPLIES TO

This policy applies to all hiring departments and employees at the University of Connecticut, Storrs and Regional Campuses.

DEFINITION

A ‘Separating Employee’ is defined as an individual who is leaving employment with the University of Connecticut and requires a final paycheck.  Common reasons for separation include, but are not limited to, resignation; retirement; non-continuation of an end-dated appointment; and transfer to another state agency.

POLICY STATEMENT

The University is required to produce payments to employees in accordance with the General Statues of Connecticut, Chapter 34, Sec. 3-119, guidelines set by the Connecticut Department of Labor, and Collective Bargaining Agreements.  In addition, the University is required to adhere to the Core-CT payroll processing schedule set forth by the Office of the State Comptroller.

The Payroll Department has established deadline schedules by which required documentation for separating employees must be received to ensure timely and accurate payments.  The deadline schedules are posted on the homepage of the Payroll Department website at www.payroll.uconn.edu. Departments or units have an obligation to submit complete and on-time documentation for the separated employee.  All obligations of the employee, such as travel advances that are unaccounted for, will be withheld from the final paycheck, provided prior authorization was obtained in writing from the employee.

If late notification or an extenuating circumstance prevents an employing department from meeting a posted deadline, it is critical that the department contact Payroll immediately.  Failure to do so may result in an overpayment to a separating employee, as well as an over-expenditure of funds from a department’s budget(s).

ENFORCEMENT

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

PROCEDURES/FORMS

Documentation requirements (electronic and/or paper) for separating employees can also be found on the Payroll Department website at www.payroll.uconn.edu.

Payroll Requirements for Active Employee Changes

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Title: Payroll Requirements for Active Employee Changes
Policy Owner: Payroll Department
Applies to: Hiring Departments and Employees
Campus Applicability: UConn Storrs and Regionals
Effective Date: August 19, 2014
For More Information, Contact Payroll Department
Contact Information: (860) 486-2423
Official Website: http://www.payroll.uconn.edu/

REASON FOR POLICY

The purpose of this policy is to ensure the timely and reasonable submission of required documentation to produce on-time, accurate payments to active University employees who have a change in the terms of their employment.  This is critical to meeting payroll processing deadlines; complying with federal and state regulations and reporting requirements; maintaining employee satisfaction; and minimizing additional, unscheduled work for Payroll and hiring departments.

APPLIES TO

This policy applies to all hiring departments and employees at the University of Connecticut, Storrs and Regional Campuses.

DEFINITION

“Active employee changes” include, but are not limited to, the following types of transactions that may occur over the lifecycle of an individual’s employment:

  • Continuations/End Date Changes;
  • Employment Changes (including changes to Title, Salary, Appointment, Department, Percentage of Employment, etc);
  • Funding Changes;
  • Reclassifications

POLICY STATEMENT

The University is required to produce payments to employees in accordance with the General Statues of Connecticut, Chapter 34, Sec. 3-119, guidelines set by the Connecticut Department of Labor, and Collective Bargaining Agreements.  In addition, the University is required to adhere to the Core-CT payroll processing schedule set forth by the Office of the State Comptroller.

The Payroll Department has established deadline schedules by which required documentation must be received to ensure timely and accurate payments, and compliance with applicable laws.  The deadline schedules are posted on the homepage of the Payroll Department website at www.payroll.uconn.edu. Departments or units responsible for hiring have an obligation to obtain and complete required documentation within the deadlines prescribed at the above website.

Required documentation received in the Payroll Department after the posted deadline for the transaction effective date may not be processed within the current payroll cycle.  The decision will be based on the circumstances resulting in the late submission, as well as the internal biweekly payroll processing schedule.  Any exceptions to this policy will be strictly limited, and at the discretion of the Payroll Department.

ENFORCEMENT

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

PROCEDURES/FORMS

Documentation requirements (electronic and/or paper) for changes to the status of active employees can also be found on the Payroll Department website at the following links:

 

Payroll Employee Population
Unclassified Faculty; Postdocs; Management and Confidential; and Professional Staff
Classified Clerical; Maintenance; and Fire and Police Staff
Special Adjunct Faculty; Summer Research/Teaching; Rehired Retirees; and other Seasonal Professional Appointments
Graduate Assistant Graduate Teaching Assistants; Graduate Research Assistants; and Prestigious Internships
Student Student Labor and Student Work Study

Timecard Submission Requirements and Deadlines

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

 

REASON FOR POLICY

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

APPLIES TO

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

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

DEFINITION

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

POLICY STATEMENT

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

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

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

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

ENFORCEMENT

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

PROCEDURES/FORMS

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

 

Payroll Requirements for New Employees

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Title: Payroll Requirements for New Employees
Policy Owner: Payroll Department
Applies to: Hiring Departments and Employees
Campus Applicability: UConn Storrs and Regionals
Effective Date: August 19, 2014
For More Information, Contact Payroll Department
Contact Information: (860) 486 2423
Official Website: http://www.payroll.uconn.edu/

 

REASON FOR POLICY

The purpose of this policy is to ensure the timely and reasonable submission of required documentation to produce on-time, accurate payments to new University employees.  This is critical to meeting payroll processing deadlines; complying with federal and state regulations and reporting requirements; maintaining employee satisfaction; and minimizing additional, unscheduled work for Payroll and hiring departments.

APPLIES TO

This policy applies to all hiring departments and employees at the University of Connecticut, Storrs and Regional Campuses.

DEFINITION

A “New Employee” is defined as an individual who is becoming actively employed with the University of Connecticut and receiving compensation for services.  This generally includes first time hires, as well as rehires who incurred a break in service with their employment at the University.

POLICY STATEMENT

The University is required to produce payments to employees in accordance with the General Statues of Connecticut, Chapter 34, Sec. 3-119, guidelines set by the Connecticut Department of Labor, and Collective Bargaining Agreements.  In addition, the University is required to adhere to the Core-CT payroll processing schedule set forth by the Office of the State Comptroller.

The Payroll Department has established deadline schedules by which required new hire documentation must be received to ensure timely and accurate payments, and compliance with applicable laws.  The deadline schedules are posted on the homepage of the Payroll Department website at www.payroll.uconn.edu. Departments or units responsible for hiring have an obligation to obtain and complete required documentation within the deadlines prescribed at the above website.

Required new hire documentation received in the Payroll Department after the posted deadline may not be processed within the current payroll cycle.  The decision will be based on the circumstances resulting in the late submission, as well as the internal biweekly payroll processing schedule.  Any exceptions to this policy will be strictly limited, and at the discretion of the Payroll Department.

ENFORCEMENT

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

PROCEDURES/FORMS

Documentation requirements (electronic and/or paper) for new employees can also be found on the Payroll Department website at www.payroll.uconn.edu.

Short Term Advances ("Change Funds")

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

PURPOSE

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

APPLIES TO

This policy applies to departments seeking a Short Term Advance.

DEFINITIONS

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

POLICY STATEMENT

The Office of the Bursar has sole responsibility for issuing Short Term Advances to departments.  University departments who receive Short Term Advances are responsible for returning the funds no later than two weeks after the date of receipt of the funds.  Any department who receives a Short Term Advance is required to adhere to controls and reconciliation processes established by the Office of the Bursar.

ENFORCEMENT

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

PROCEDURES

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

REFERENCES

Office of the Bursar Cash Operations website

POLICY HISTORY

Policy created: 8/18/2014

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

 

Returned Check Policy

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Title: Returned Check Policy
Policy Owner: Office of the Bursar
Applies to: Faculty, Staff, and Payors
Campus Applicability: Storrs and Regional Campuses
Approval Date: September 29, 2025
Effective Date: September 29, 2025
For More Information, Contact: Office of the Bursar
Contact Information: 860-486-4830
Official Website: https://bursar.uconn.edu/

PURPOSE

To ensure compliance with Section 4 of the State of Connecticut Office of the State Comptroller Accounting Manual for Receipts regarding processing and accounting for returned Checks.

APPLIES TO

This policy applies to all departments that receive check payments on behalf of the University, and to all payors, including students and external customers, who submit payments to the University for goods and/or services.

DEFINITIONS

Check: A personal paper check or a personal electronic check (“e-check”).

POLICY STATEMENT

Checks deposited by the University that are returned by the bank due to insufficient funds or other reasons are the responsibility of the depositing department to resolve, including the collection of funds still owed to the University.  The department or payor will be charged for the amount of the returned check, including any applicable bank fees.

For fee bill payments, the University’s payment processor may charge student payors a fee for any Check returned by the bank for insufficient funds. The Office of the Bursar reserves the right to block a student with returned Check payments from using that payment method in the future, requiring payment instead by money order, certified cashier’s check, credit card, or wire payment.

For all other returned Checks, the department has the discretion to accept or reject future Check payments from the payor.

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

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

REFERENCES

State of Connecticut Office of the Comptroller Accounting Manual, Receipts, Section 4

POLICY HISTORY

Policy created: 08/19/2014

Revisions:

01/24/2022 (Reviewed with updates only to the Procedures)

09/29/2025 (Approved by the University’s Senior Policy Council and President)

Opening a Merchant Account for Credit Card Acceptance

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Title: Opening a Merchant Account for Credit Card Acceptance
Policy Owner: Office of the Bursar
Applies to: Faculty, Staff
Campus Applicability: Storrs and Regional Campuses
Approval Date: September 29, 2025
Effective Date: September 29, 2025
For More Information, Contact: Office of the Bursar Cash Operations
Contact Information: cashoperations@uconn.edu
Official Website: https://bursar.uconn.edu/departments/cash-operations/

PURPOSE

To ensure University compliance with the Payment Card Industry Data Security Standards (PCI DSS) found at www.pcisecuritystandards.org.

APPLIES TO

This policy applies to any department requesting a merchant account to accommodate customers who want to pay by credit or debit card, and the University’s centralized eCommerce system cannot meet their needs.

DEFINITIONS

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

POLICY STATEMENT

Credit card transactions are monetary transactions and therefore are subject to the same control and reconciliation policies as cash transactions. No department may open a merchant account to accept credit card transactions without the approval of the Controller and Bursar.

New merchant accounts must be opened through Office of the Bursar and receive Controller approval.  Merchant accounts will only be approved if the University’s centralized eCommerce system cannot meet the needs of the requesting department.  All University approved accounts must adhere to the PCI DSS including the performance of the Self-Assessment Questionnaire (SAQ), annual attestation, and successful University computer and network scans, as applicable.

ENFORCEMENT

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

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

PROCEDURES/FORMS

Detailed procedures and resource documents may be found on the Office of the Bursar website at: https://bursar.uconn.edu/cash-operations/ .  

POLICY HISTORY

Created: 08/19/2014

Reviewed with no revisions: 01/14/2022

Revised: 09/29/2025 (Approved by the University’s Senior Policy Council and President)