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

February 12, 2015

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:

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.
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.
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)

Social Media Policy

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

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

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

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

Use of Social Media

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

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

A few helpful reminders include:

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

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

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

Non-Compliance

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

Additional Notes

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

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

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

Policy Revised: November 29, 2018

Policy Created*: June 18, 2018

*Approved by the Vice President of Communications

University Logo and Trademark Policy

January 29, 2015

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

PURPOSE

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

DEFINITIONS

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

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

Official UConn Logo: A Logo approved by University Communications.

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

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

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

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

POLICY STATEMENT

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

ENFORCEMENT

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

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

REFERENCES

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

policy.uconn.edu/by-laws

brand.uconn.edu

health.uconn.edu/communications/branding

POLICY HISTORY

Policy created: 01/15/2015

Revisions: 05/10/2024

Capital Equipment and Controllable Property Tagging and Physical Inventory Policy

November 25, 2014

Title:	Capital Equipment and Controllable Property Tagging and Physical Inventory Policy
Policy Owner:	Accounting Office, Controller’s Division
Applies to:	University Workforce Members
Campus Applicability:	All UConn Campuses, except UConn Health
Approval Date:	March 4, 2026
Effective Date:	March 9, 2026
For More Information, Contact	Associate Controller and Director of Accounting
Contact Information:	accountingoffice@uconn.edu
Official Website:	https://accounting.controller.uconn.edu/

PURPOSE

To ensure compliance with the State of Connecticut Property Control manual and proper valuation on the University’s financial statements, accurate records of the location of University Capital Equipment are required. A physical inventory of Capital Equipment will be completed in accordance with Section 4-36 of the Connecticut General Statutes. In addition, State agencies must also identify, tag, and maintain a listing of Controllable Property.

APPLIES TO

This policy applies to Workforce Members of the University of Connecticut, Storrs and Regional Campuses.

DEFINITIONS

Capital Equipment: Tangible, non-expendable, personal property having an anticipated life of one year or more with an acquisition cost of $5,000 or greater.

Controllable Property: Assets with a unit value under $5,000 that have an expected useful life beyond one year and are easily portable, and/or not physically secured, presumed to 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 or other equipment that may contain sensitive data such as desktops, laptops, tablets, Netbooks, cellular phones, smartwatches, etc.
Other items with a value of $1,000 to $4,999.99 such as televisions, monitors, projectors, scanners, printers and cameras not containing sensitive data.

Custodian: A Workforce Member in possession of a Controllable Property asset on a day-to day basis and/or whose UConn NetID is associated with the asset record.

POLICY STATEMENT

Capital Equipment and Controllable Property must be tagged with a University barcode at the time of receipt and a physical inventory must be completed annually. Departments are responsible for assisting the Accounting Office in this process, including recording moves of equipment, by updating the equipment data in the financial system. Custodians of Controllable Property assets must confirm possession of their assigned Controllable Property annually in compliance with the Controllable Property Asset Management Procedures. The disposition of Capital Equipment and Controllable Property assets must be performed in compliance with the University Surplus Property Policy and Procedures.

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

General Information
Equipment Tagging
Physical Inventory
Controllable Property Asset Management Procedures: Safeguarding Controllable Property Assets
Surplus Property Policy and Procedures

POLICY HISTORY

This policy replaced the Capital Equipment Tagging and Physical Inventory Policy (created 08/19/2014) and the Controllable Property Policy (created 08/19/2014).

Policy Created: 03/04/2026 (Approved by the Senior Policy Council and President)

Revisions:

Payroll Requirements for Separating Employees

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

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 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

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

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

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

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 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

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")

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

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)