Align expense reimbursement policies with best practices

Project Goals

  • Take benchmark survey of comparable public universities’ employee reimbursement plans and identify similarities and differences between UC and peer institutions.
  • Evaluate and identify needed changes to the following: UC Travel Regulations Policy (Business and Finance Bulletin G-28; Moving and Relocation Reimbursement Policy (Business and Finance Bulletin G-13); Cell Phone Policy (Business and Finance Bulletin G-46); and Business Meals and Entertainment Policy (Business and Finance Bulletin BUS-79).
  • Identify and evaluate any changes to the performance bonuses, stipends and SMG retirement contribution programs.
  • Determine whether changes should be made to systemwide policies or to the local UCOP implementation of systemwide policies
  • Obtain stakeholder input on proposed policy changes to ensure UC can still meet business needs
  • Publish revised policies and, if necessary, update internal controls and processes to ensure policy compliance
  • Effectively limit assessment growth by incorporating areas of savings where available

Plan Assumptions

  • Current employee benefit and reimbursement policies will be evaluated against comparable organizations
  • Policy changes will be considered, and any necessary safeguards to control costs will be implemented
  • Employee benefits and reimbursement amounts will be adjusted in accordance with updated policies, and processes will be implemented to ensure employee compliance
  • Periodically report the financial impact of implementing the project recommendations at a frequency determined by the Regents

CSA Recommendations

By April 2018

  • Evaluate and identify needed changes to employee benefit policies to ensure they include reasonable safeguards to control costs

By April 2019

  • Set targets for appropriate employee benefits and implement new processes that ensure employees adhere to the revised policies regarding employee benefits
  • Create a plan for reallocating funds to campuses that it saves as it reduces staffing costs

By April 2020

  • Adjust its employee benefits to meet its established targets
  • Reallocate funds to campuses if adjustments to salaries and benefits result in savings
  • Report to the Regents on the amount of funds that are available for reallocation to campuses as a result of implementing recommended changes