Align expense reimbursement policies with best practices

Current Status  Updated May 2017

CSA due date is April 2020


Analysis Underway

Partially Implemented

Fully Implemented

Fully Implemented CSA Confirmed

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 Reporting Requirements and Milestones

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

Workstream Milestones (preliminary)

1. Perform benchmarking of employee expense reimbursement policies and benefits with other comparable colleges and universities, CSU, California and federal entities — gather data and identify gaps after considering geographical and cost adjustments and any limitations on implementing changes. Gather historical spending data and quantify the impacts of potential policy changes. Develop recommendations for policy changes. September 30, 2017
2. Review recommended policy changes with senior leadership to determine whether systemwide policies will be revised or implementation of the changes will be limited to UCOP. October 31, 2017
3. Draft proposed policy language and circulate for stakeholder review and comment. November 30, 2017
4. Evaluate stakeholder feedback, incorporate any feasible changes into final policy language and submit policy changes into the policy revision process. December 31, 2017
5. Prepare materials for Regents presentation March 15, 2018
6. Regents meeting May presentation May 23, 2018
7. Upon publication of policy changes — ensure that controls and procedures are in place to monitor compliance. May 31, 2018
8. Create plan for reallocating any savings to campuses April 30, 2019
9. Adjust employee benefits to meet established targets and reallocate funds from savings realized by adjustments to salaries and benefits April 30, 2020
10. Report to Regents on funds available for reallocation May 30, 2020