Updates to Policy 3-300

Policy 3-300: Occupational and Environmental Health and Safety Policy (formally known as Environmental Health and Safety Policy) has been updated to reflect changes approved August 29, 2016.

This policy outlines the responsibilities of those across campus who contribute to Health and Safety, including Department Heads.

This policy provides links to the Tobacco Free Campus Guidelines, as well as the Utah Clean Air Act, effective August 1, 2016.

 

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New: Wire Transfer Procedures

Financial & Business Services has published new Wire Transfer Procedures meant to provide best practice guidance for our campus users.

This document includes information on the following:

  • Appropriate Use of Wire Transfers
  • Bank Fees
  • Domestic and International Procedures

Please take time to review this document, andAsk UsASK US if you have any questions.

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Clarification on new Sales Tax Rule

Rule 3-010A – Expenditure and Reimbursement Requirements has recently been updated with language meant to reduce university payment of Utah Sales Tax.  Effective February 1, 2015, Accounts Payable will not reimburse amounts paid for Utah Sales Tax without authorization for exception to this Rule.

These changes to R3-010A have generally been met with support from our campus community, but we have received a couple of questions from users that require the following clarification:

Large Group Business Meals (11 or more participants):

  • PCards, authorized for Business Meals by the Dean or equivalent, are the preferred method of payment, although other approved direct payment methods may be used as well.
  • Required documentation includes: detailed business purpose, name of association or group attending, Dean or Director (for non-academic areas) signature (in compliance with Policy 3-031).
  • Personal forms of payment cannot be used, as these transactions cannot be sales tax exempt.
  • Large groups should be planned well enough in advance to ensure these requirements would be met.

Smaller Group Business Meals (for up to 10 participants):

  • PCards, authorized for Business Meals by the Dean or equivalent, are the preferred method of payment, although other approved direct payment methods may be used as well.
  • Required documentation includes: detailed business purpose, name of individuals in attendance, Dean or Director (for non-academic areas) signature (in compliance with Policy 3-031).
  • Every effort should be made to plan smaller group business meals in a way to obtain sales tax exemption, but we understand there is occasional need to host a business meal that is more spontaneous in nature and where a rigid insistence of sales tax exemption inappropriate for those in attendance.
  • When PCards are not available, and personal forms of payment are necessary, Staff and Faculty may be reimbursed for the cost of a small group business meal and the association sales tax.

Student, Volunteer and other Non-Employees:

  • Departments are responsible to use preferred and direct methods of payment whenever possible.  This may require departments to consider changes to their current procedures to comply.
  • Departments are encouraged, in situations where an exception may be appropriate, to discuss their situation with central administrative officers.  We are interested in assisting in every way possible to find a working solution to these changes.

Petty Cash Transactions:

  • Departments are responsible to ensure that petty cash expenditures do not include Utah Sales Tax.
  • Petty Cash funds will not be replenished for amounts paid in Utah Sales Tax without exception authorization from the cognizant Dean or equivalent position.
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Changed Rule will Reduce Utah State Sales Tax Payments

Rule R3-010A: Expenditure and Reimbursement Requirements has changed to reduce Utah Sales Tax payments made by the University.

Beginning February 1, 2015, Accounts Payable will treat reimbursement requests, which include Utah Sales Tax, in the following ways:

  • If Utah Sales Tax was paid as part of a recruitment or entertainment business meal for 10 individuals or less, the amount of tax paid will be considered an allowable expense and will be reimbursed to the requestor.

NOTE: PCards are considered the preferred method of payment for recruitment and entertainment business meals for 10 individuals or less. 

  • If Utah Sales Tax was paid as part of a business-related purchase (supplies or equipment, for example) the amount of tax paid will be considered unallowable and will not be reimbursed.

Exceptions: Academic Deans or equivalent positions in non-academic areas have the authority to approve an exception to pay Utah Sales Tax in extraordinary circumstances.

December 8, 2014:

Academic Deans or Directors in non-academic areas may approve, as required by Policy 3-031; (Recruitment and Entertainment Expenses), use of PCards for business meals on an individual cardholder basis.

  • New PCard applications will display a yes/no option for the business meal allowance as well as a signature line for Dean/Director approval.
  • Existing Cardholders that want to use their PCard for payment of business meals AND HAVE NOT FILED THE BUSINESS MEAL EXEMPTION FORM IN THE PAST, must send a memo (signed by Dean/Director) to Jane Scott in Purchasing to authorize the PCard for business meal use.

Monday, January 5, 2015:

Accounts Payable will reach out to departments that have paid Sales Tax to notify them of upcoming changes.

Monday, February 2, 2015:

Accounts Payable will reduce reimbursements by the amount of unauthorized Utah Sales Tax without notification to the requestor.

Sales Tax Reduction is part of our overall P2P Initiative to improve efficiencies and procurement savings across the University.

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Revised Procurement Policy and Rules

Pursuant to changes in the State of Utah Procurement Code effective May 1, 2013, University policies and rules regarding procurement have been revised, consolidated and simplified.   This has been a significant effort that started with a large stakeholder team from several departments including the Office of General Counsel.  The regulations were thoroughly vetted prior to approval by the Board of Trustees and needs of faculty and the University Health Care System are reflected in these changes.  Much of the language included in the new policy comes directly from the Utah Procurement Code to ensure compliance.

The new Regulations have been approved and published in the University Regulations Library.  Two former policies, 3-112 Acquisition and Use of Printing, Duplicating and Photocopy Equipment and 3-151 Vending Services on Campus, have been incorporated into the new Restricted Purchases and Special Procurement Rule.  Also, two former rules, R3-100A Solicitation by Suppliers and R3-191A Small Dollar Blanket PO’s and Maintenance Agreements, have been incorporated into the revised rules.

The new Policy and rules are numbered as follows:

3-100                      University Procurement (Policy)

R3-100B                Solicitation of Bids, Proposals and the Award of Procurement (Rule)

R3-100C                Requisition Preparation and Processing (Rule)

R3-100D                Delegated Small Purchase Authority (Rule)

R3-100E                Restricted Purchases and Special Procurement (Rule)

Those involved with procurement should know these Regulations.  Contact the Purchasing Department at 801-581-7241 with any questions.

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Cell Phone Policy

Based upon internal audit recommendations, Associate Vice President Jeffrey West has issued a new guideline to clarify documentation requirements when departments choose to provide cellular phone equipment and services to their employees for business use.

Cell Phone Policy

 

 

 

 

 

 

 

 

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Welcome to Policy Points

Welcome to Policy Points – a collection of articles guiding U through University Regulations affecting areas governed by Financial & Business Services Sites.

 

 

 

 

 

 

 

 

 

 

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