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[Go to the University of California Policies page to sign up for update notification]
August 18, 2008 Revised G-28, effective September 1, 2008 Pages 38, 55 (Appendix B) and 56 (Appendix C) of G-28 have been revised to eliminate the reimbursement of meal and incidental expenses (M&IE) for travel of less than 24 hours in duration. See attached memo on the subject. July 9, 2008 Revised BUS-73, Workers' Compensation Self-Insurance Program, effective July 8, 2008 BUS-73 has been revised to include implementation of recommended changes to the Settlement Authorization Request (SAR) process and to clarify responsibilities for the administration and resolution of Workers' Compensation matters. See also memo from Executive Vice President Lapp dated July 8, 2008. June 30, 2008 Revised G-28, Appendix A, effective July 1, 2008 The new mileage reimbursement rate is 58.5 cents per mile for expenses incurred in connection with the business use of a private automobile. See attached memo on the subject. Revised G-13, effective July 1, 2008 G-13 has been updated to reflect the new mileage reimbursement rate of 27 cents per mile for driving or shipping an automobile in connection with a move. See attached memo on the subject. May 20, 2008 Revised G-45, Implementing Requirements on Expenses Incurred in Support of Official Responsibilities of the President and Chancellors, effective May 20, 2008 Appendix C, Tax Guidelines Governing Expenses of an Associate of the President/Chancellor, has been added. April 23, 2008 Revised G-41, Employee Non-Cash Awards and Other Gifts, effective April 16, 2008 G-41 has been revised to remove the $75 threshold for providing receipts. Now, all non-cash award and gift expenses must be supported by receipts in order to be reimbursed. See also memo on the subject. April 15, 2008 Revised BUS-23, Insurance Coverage for Students Engaged in Off-Campus Activities, and BUS-74, Business Travel Accident Insurance, effective April 15, 2008 BUS-23 and BUS-74 have been revised to direct members of the University
community to the new Business Travel Accident Insurance website: www.uctrips-insurance.org. April 11, 2008 Revised G-28, Policy and Regulations Governing Travel, effective April 9, 2008 G-28 has been revised. See issuance letter for more details. March 13, 2008 Revised G-41, Employee Non-Cash Awards and Other Gifts, effective March 12, 2008 G-41 has been revised. See issuance letter for more details. January 25, 2008 Revised G-24, Appointment of University Notaries Public, effective January 25, 2008 California SB 886, effective 1/1/2008, creates the following new requirements:
The new law also eliminates using the sole criterion
of "personally known" to verify identity when notarizing a document;
adds a power of attorney document to the list of documents that require
a thumbprint; creates civil penalties for willful failure to notify the
Secretary of State of an address or name change; creates a civil penalty
for failure to obtain a thumbprint; and specifies grounds for revocation
or suspension of the Notary commission including falsifications and failure
to report the theft or loss of a journal. December 21, 2007 Revised IS-2 and IS-3, effective December 18, 2007 IS-2 and IS-3 have been revised to include the new notification requirement when there is a reasonable belief of unauthorized acquisition resulting from a security breach. See attached memo on the subject. Revised G-28, Appendix A The new mileage reimbursement rate, effective January 1, 2008, is 50.5 cents per mile for expenses incurred in connection with the business use of a private automobile. See attached memo on the subject. Revised G-13, effective January 1, 2008 G-13 has been updated to reflect the new mileage reimbursement rate of
19 cents per mile for driving or shipping an automobile in connection
with a move. See attached memo
on the subject. November 28, 2007 Revised BUS-49, Policy for Cash and Cash Equivalents Received, effective November 28, 2007 BUS-49 has been revised to correct the name for PCI Data Security Standards. PCI stands for Payment Card Industry and not Purchase Card Industry. November 16, 2007 Rescinded BUS-41, Funding of Student Center Maintenance, Repairs, and Improvements References, effective November 16, 2007 BUS-41 is being rescinded. Student Center indentures are no longer maintained. Currently, student centers, like all other financed projects, are required to maintain a debt service coverage calculated annually at each fiscal year end. Revised BUS-23, Insurance Coverage for Students Engaged in Off-Campus Activities, and Revised BUS-74, Business Travel Accident Insurance, effective November 8, 2007 BUS-23 and BUS-74 have been revised to reflect the change in insurance provider to ACE USA and to include new registration requirement for out-of-state or foreign country travel. November 5, 2007 Revised G-24, Appointment of University Notaries Public, effective November 2, 2007 G-24, Section III.D, has been revised to align with the State's guidelines concerning termination of employment. October 16, 2007 BUS-1, Fine Art Insurance, effective October 15, 2007 BUS-1 has been updated. See issuance letter for more details. Technical Changes for BUS-63, Insurance Requirements/Certificates of Insurance, effective October 10, 2007 The limits for General Liability, Automobile Liability and Employment Practices Liability Self-Insurance Program and Professional Medical and Hospital Liability Self-Insurance Program have been changed from $7,500,000 to $5,000,000. Revised BUS-79, Expenditures for Business Meetings, Entertainment, and Other Occasions, effective September 12, 2007 BUS-79 has been updated. See issuance letter for more details. Revised BUS-29, Management and Control of University Equipment, effective July 1, 2007 BUS-29 has been revised. Please refer to the issuance letter for more information. Revised BUS-49, Policy for Cash and Cash Equivalents Received, effective August 16, 2007 BUS-49 has been updated. Please refer to the issuance letter for more details. Revised BUS-63, Appendix D, Insurance Requirements for Construction-Related Contracts/Service Agreements, effective August 17, 2007 Appendix D has been updated. Revised G-45, Implementing Requirements on Expenses Incurred in Support of Official Responsibilities of the President and Chancellors, effective August 21, 2007
G-45 has been revised to include additional clarification on the type of expenses to be reported. See Issuance Letter for more details. Revised BUS-43, Part 8, Procurement Card Program, effective August 6, 2007 The revision maintains the controls and integrity of Best in Class program,
while assigning the Revised IS-2, Inventory, Classification, and Release of University Electronic Information; Revised IS-3, Electronic Information Security; New IS-11, Identity and Access Management; and New IS-12, Continuity Planning and Disaster Recovery The new and/or revised bulletins reflect best practices and approaches recommended by higher education professional organizations and federal and state regulatory agencies to ensure effective protection of University information assets. See announcement letter. Revised BUS-74, Business Travel Accident Insurance, July 20, 2007 The bulletin has been updated to reflect the following changes: - The category “domestic partner” has been added, and benefits eligibility now extends to the spouse or domestic partner and child or children accompanying the eligible individual on a business trip.
- Coverage for Emergency Medical Evacuation and Repatriation has been added, as have benefits for “loss of use” of limbs/appendages, and for injuries leading to coma.
- A benefit has been added in connection with in-use and properly installed seat belts and air bags.
- A new requirement has been specified to effect coverage for eligible individuals operating a general aviation aircraft. Coverage is effected only upon a report to the location Risk Management office and pre-approval by the insurance company. Approval results in the eligible individual’s designation as a “Named UC pilot” for the specified aircraft. Revised BUS-23, effective June 1, 2007 BUS-23, Insurance Coverage for Students Engaged in
Off-Campus Activities, has been revised to reflect the addition of (1)
Domestic Partner as beneficiary, (2) paralysis to the coverage for Accidental
Death and Dismemberment (now Accidental Death, Dismemberment and Paralysis),
and (3) Emergency Medical Evacuation and Repatriation as two new coverage
categories. Revised G-46, effective March 1, 2007 G-46, Guidelines for the Purchase and Use of Cellular Phones and Other Portable Electronic Resources, has been revised to include additional clarifications. See issuance letter for more details. Revised BUS-28 and BUS-69, effective February 12, 2007; Removal of BUS-35 BUS-28 has been revised to reflect the current coverage that is provided to the University under its Master Property and Excess Insurance Policies.
BUS-69 now includes Auto Physical Damage, Auto Liability and Vehicle Accident Reporting and Claims Procedures. Auto Liability was previously included in BUS-75 and the Vehicle Accident Reporting and Claims Procedures was included in BUS-35.
BUS-35 is no longer needed and BUS-75 is under revision. Revised G-28, effective January 22, 2007 G-28, Section IV, has been updated to clarify the approval of travel
expenses incurred by the Chancellor, including the expenses of the Chancellor's
spouse or an equivalent individual. The Bulletin also provides new guidance
on the approval of travel expenses incurred by the Vice Chancellors, Deans,
and Medical Center Directors. Revised IS-5 and IS-7, effective December 19, 2006 Both bulletins had gone through extensive revision to accurately reflect current requirements and processes for these functions. See attached memo on the subject. Revised G-28, Appendix A and Travel Summary The new mileage reimbursement rate, effective January 1, 2007, is 48.5 cents per mile for expenses incurred in connection with the business use of a private automobile. See attached memo on the subject. Reimbursement for actual M&IE for travel of more than 12 hours but less than 24 hours shall be a maximum of $42. For travel of 24 hours or more, the maximum M&IE reimbursement shall be $64 per day. These M&IE rates are effective October 1, 2006. See attached memo on the subject. Revised G-13, effective January 1, 2007 G-13 has been updated to reflect the new mileage reimbursement rate of 20 cents per mile for driving or shipping an automobile in connection with a move. See attached memo on the subject. Revised G-28, Section IV, Approval of Travel Expense Vouchers, and Appendix B, Lodging and M&IE Reimbursement Caps
Section IV has been revised to include new approval requirements for travel expenses incurred by the Campus Chancellor. Appendix B has been updated for the new M&IE rates for CONUS travel. See also September 22, 2006 letters to Chancellors and to Vice Chancellors--Administration.
Revised BUS-79, Section VII Approval of Expenditures, and Appendix B, Maximum Rates for Meals and Light Refreshments, effective October 1, 2006
Section VII has been revised to include new requirements for the approval of entertainment expenditures incurred by the Chancellor. Paragraph B has been updated for new rules on exceptional expenditures. Appendix B has been updated for new maximum rates for meals and light refreshments. See also September 22, 2006 letters to Chancellors and to Vice Chancellors--Administration. Revised IA-101, Internal Control Standards: Departmental Payrolls, effective April 6, 2006 See issuance letter from the Vice President--Financial Management for details of changes. Note: the online posting of this bulletin has been delayed due to an oversight. Revised G-45, Implementing Requirements on Expenses Incurred in Support of Official Responsibilities of the President and Chancellors, effective August 1, 2006 The bulletin has been revised to include additional clarifications. See issuance letter from the Provost and Executive Vice President for further details. Revised G-28, Section XII, Reporting Travel Expenses, effective July 26, 2006 This section has been revised to include information regarding the purchase of travel packages from Internet vendors. See also July 6, 2006 memo from the Vice President--Financial Management. Revised BUS-55, Financial Feasibility of Projects Requiring Loan Financing, effective April 6, 2006 This bulletin BUS-55 has been updated. Please refer to the issuance letter for detailed information of major changes. New G-46, Guidelines for Purchase and Use of Cellular Phones and Other Portable Electronic Resources, effective March 14, 2006 This bulletin contains policies and procedures for University purchase and use of cellular phones, personal digital assistants, pagers, and other electronic communication devices used by employees outside the workplace. See also March 14, 2006 issuance letter from the Senior Vice President--Business and Finance. Revised BUS-63, Insurance Requirements/Certificates of Insurance, effective January 26, 2006 BUS-63 has been updated to provide greater clarity on University insurance requirements and to include a newly developed matrix with suggested coverage limits for vendors. Revised G-13, G-28 Appendix A, and G-28 Travel Summary, effective January 1, 2006 G-28 has been updated to reflect the new mileage reimbursement rate of 44.5 cents per mile. The mileage reimbursement rate for relocation (G-13) is now 18 cents per mile. See also December 9 , 2005 memo. New G-45, Implementing Requirements on Expenses Incurred in Support of Official Responsibilities of the President and Chancellors, effective for expenses incurred on or after November 1, 2005 G-45 was developed to provide greater clarify, consistency and guidance in support of The Regents Policy on University-Provided Housing. See also December 15, 2005 issuance letter from the Senior Vice President, Business & Finance. Revised G-13, G-28 Appendix A, and G-28 Travel Summary, effective September 1, 2005 through December 31, 2005 G-28 has been updated to reflect the new mileage reimbursement rate of 48.5 cents per mile. The mileage reimbursement rate for relocation (G-13) is now 22 cents per mile. See also September 12, 2005 memo. Revised G-24, Appointment of University Notaries Public, effective July 1, 2005 This Bulletin has been revised to reflect a State requirement that as of July 1, 2005, all California Notary commission applicants must successfully pass a six-hour course of instruction, and, upon each subsequent renewal take a three-hour course, on the functions and duties of a Notary Public. The new Bulletin removes the reference to obtaining notary bonds from Jardine/Aon Insurance Brokers, which no longer provides this service to the University. Revised BUS-43, Part 7, Employee-Vendor Relationships, effective July 1, 2005 BUS-43, Part 7 has been revised to reflect changes to the Public Contract Code. The changes prohibit some former employees from contracting to provide goods or services to the University within defined time periods, with special provisions for retirees. The changes allow contracts with current employees who have teaching or research responsibilities, upon determinations made by location Materiel Managers. Domestic partners have been added to the definition of Near Relative. See also June 24, 2005 issuance letter. Updated G-32, Reimbursement for Overtime Meals, effective June 28, 2005 G-32 has been updated to reflect current personnel programs. Updated BUS-29, Management and Control of University Equipment, effective June 14, 2005 BUS-29 has been updated to reflect change in inventorial equipment threshold value from $1,500 to $5,000. See also June 14, 2005 issuance letter. Rescinded BUS-53, Reprographic Services, effective June 10, 2005 BUS-53 has been rescinded. Information on permitted
uses of copyrighted works can now be found on the Copyright
Education Website. Revised BUS-79, Expenditures for Entertainment, Business Meetings, and Other Occasions, effective May 1, 2005 See April 19, 2005 letter from Senior Vice President, Business and Finance for additional information. Applicability of Information Practices Act to Student Records - RMP-8 Interim Update In the April
19, 2005 letter, Associate Vice President--Information Resources and
Communications announces an interim update to Business and Finance Bulletin
RMP-8 to clarify that the California Information Practices Act does apply
to student records. A project to revise RMP-7 (“Privacy of and Access
to Information Responsibilities”) and RMP-8 is currently underway
by the University Records Management Committee, in conjunction with Information
Practices Coordinators from each campus. Revised Mileage Reimbursement Rates in G-28, effective March 1, 2005, plus minor technical changes to sections I, III, V, VIII, Appendix B, and Appendix C. Page 19 (Section VII) and page 46 (Appendix A) of G-28 have been revised to: (1) eliminate the current reimbursement rate for a traveler with a physical disability and replace it with the current standard rate of 40.5 cents per mile, (2) increase the reimbursement rate for the business use of a loaned automobile from 12 cents per mile to 23.5 cents per mile, and (3) to increase the reimbursement rate for the business use of a privately-owned aircraft from 85 cents to 99.5 cents per mile. Travel Policy Summary has also been revised accordingly. Correction to Page 45 of BUS-43, Part 8 - Procurement Card Program The threshold for inventorial equipment should have been $5,000, effective July 1, 2004. Revised Business and Finance Bulletin IS-3, effective February 8, 2005 The revised bulletin includes new HIPAA requirements and guidelines for protecting University information assets and for complying with recent regulatory mandates to safeguard electronic information. Revised Business and Finance Bulletin G-13, effective January 1, 2005 G-13, Policy and Regulations Governing Moving and Relocation, was revised to incorporate an increase in the reimbursement rate for driving or shipping an automobile in connection with a move or relocation from 14 cents to 15 cents per mile. Revised Business and Finance Bulletin G-28, effective January 1, 2005 G-28, Policy and Regulations Governing Travel, Appendix
A, was revised to reflect an increase in the standard reimbursement rate
to 40.5 cents per mile for the use of a private automobile. Revised RMP-1, University Records Management Program, effective September 2004 RMP-1 has been reissued with several minor technical corrections that were necessitated by the recent revision to RMP-2, Records Retention and Disposition. Revised RMP-2, Records Retention and Disposition, effective September 2004 In this revision, emphasis has shifted from procedures
to principles, and from centralized to decentralized processes that are
more in line with the way the University does business today. Also, the
concept of the "records lifecycle" has been introduced, highlighting
the need for attention to records beginning with their creation, and the
important contributions of Records Coordinators and University Archivists
on each campus. Revised G-28, G-28 Travel Summary, and G-13, effective January 1, 2004 BFB G-28 has been updated to reflect the new mileage reimbursement rate of 37.5 cents per mile. The mileage reimbursement rate for relocation (BFB G-13) is now 14 cents per mile. Revised Business and Finance Bulletin effective February 5, 2004 BUS-43, Materiel Management, has been revised to include a new section, Part 8, setting forth the policy and procedures for the Procurement Card Program. This section replaces the information that was formerly found in Accounting Manual chapter D-371-76, Use of Procurement Cards for Low-Value Purchases. Revised Business and Finance Bulletin effective September 4, 2003 RMP-1, University Records Management Program, has been revised to update language, position titles, and responsibilities and to emphasize the applicability of the records management program to records stored on all types of media. In addition, the Bulletin adopts new terminology to better accommodate non-paper records. Revised Business and Finance Bulletin effective May 16, 2003 BUS-2, Tax-Free Alcohol Permits, Records, and Operations, was revised to reflect the change in reporting created on January 24, 2003, when the responsibility for regulating and taxing alcohol was transferred to the Department of the Treasury, Tax and Trade Bureau. Revised Business and Finance Bulletin effective April 29, 2003 IS-3, Electronic Information
Security, was revised to reflect the requirement for notification in instances
of security breaches involving personal information data, which will become
effective July 1, 2003. IS-3 has also been revised to reflect language
changes regarding password requirements. Revised Business and Finance Bulletin effective February 14, 2003 BUS-75, General Liability, Automobile Liability and Employment Practices Liability Self-Insurance Program, renames and supersedes BUS-75, General Automobile Liability Self-Insurance Program. The revised Bulletin reflects the current practice of defending employment practice liability lawsuits and clarifies management procedures currently in place. Revised Business and Finance Bulletin effective February 1, 2003 G-44, Guidelines on Accepting Equity When Licensing University Technology, was revised to reflect the implementation of a new "rule-based" equity disposition management model for securities resulting from campus/Laboratory licensing-related transactions. Revised Business and Finance Bulletin effective January 1, 2003 G-13, Policy & Regulations Governing Moving & Relocation, was revised to reflect a decrease in the standard reimbursement rate per mile for driving or shipping an automobile in connection with a move or relocation to 12 cents per mile. Revised Business and Finance Bulletin effective January 1, 2003 G-28, Policy and Regulations Governing Travel, was revised to reflect a revision of the definition of "incidental expenses" for purposes of the meal and incidental expenses (M&IE) portion of the federal per diem rates. Revised Business and Finance Bulletin effective January 1, 2003 G-28, Policy and Regulations Governing Travel, Appendix A, was revised to reflect a decrease in the standard reimbursement rate to 36 cents per mile for the use of a private automobile.
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