TABLE OF CONTENTS

Introductory Provisions

Section 1            Title and Citation                                                            

Section 2            Enactment and Amendment                                          

Section 3            Applicability and Nonexclusivity

Part 100
General

Section 110        Records Retention

Section 111        Open Records

Section 112        OUHSC Policy for Processing External Funds

Section 120        Use of Consultants on Grants and Research Contracts Awarded to the Health Sciences Center

Section 121        Establishment and Review of Designated Academic and/or Research Centers and Institutes at the Health Sciences Center

Section 122        Parking and Transportation

Section 123        Tobacco-Free

Section 124        Procedures Governing Use Of University Facilities By Others

Section 125        Information Systems: Acceptable Use

Section 126        Information Systems: Monitoring Computer Use

Section 127        Removal of Non-Employees or Non-Students from the Campus

Part 300
Human Resources

Section 310        Authority in Employment of Non-U.S. Citizens

Section 320        Temporary Worker Appointment and Special Pay

Section 321        Department Employee Time Records

Section 330        Staff Teaching

Part 400
Architectural and Engineering Services

Section 410        Code Compliance

Part 500
Finances

Section 510        Cash Receipts                                                                             

Section 511        Check Cashing

Section 512        Electronic Commerce                                                                           

Section 513        Approval of Personal Financial Transactions

Section 514        Payroll Deductions

Section 515        Administrative Overhead Rates - Clinical Operations

Section 516        Cash Reconciliation

Section 540        Travel            

Section 541        Gifts Prohibited - Food, Beverage and Other Exceptions

Section 542        Personal Long Distance Stationary Telephone Calls           

Section 543        Wireless Telephones and Pagers

Section 544        High-Speed Internet Access Service                  

Section 550        Payments to Vendors                                                         

Section 551        Payments for Services Performed by Non-Employees

Section 552        Moving Expenses                                                                  

Section 553        Registration Fees

Section 554        Honorarium Payments

Section 555        Independent Contractors

Section 570        Grants and Contracts Accounting                                

Section 580        Inventory Held for Resale                                         

Section 581        Property Inventory

Appendix 500-1 Auxiliary Enterprises / Service Units.  Regents' Policy Manual for The University of Oklahoma, Section 4.8, as of 6-24-04.

Appendix 500-2 Criteria for Transferring Equipment and/or Funds.  Regents' Policy Manual for The University of Oklahoma, Section 4.13, as of 6-24-04.

Appendix 500-3 Deficit Policy.  Regents' Policy Manual for The University of Oklahoma, Section 4.3, as of 6-24-04.

Part 700
Purchasing

Section 710        General

Section 711        Authorization to Contract

Section 712        Competition and Sole Source Purchases

Section 713        Dealing with Suppliers / Conflicts of Interest

Section 714        Small-Dollar Purchases

Section 715        Purchases That Must Go Through the Purchasing Department

Section 716        Purchases Requiring Approval of the Board of Regents

Section 717        Purchases That Are Required to Be Reported to the Board of Regents

Section 718        Purchases That Require Competition

Section 719        Relationship of Requirements Covering Approval, Reporting and Competition

Section 720        Purchases Accompanied by Contracts, Agreements or Other Written Representations

Section 721        Disposition of University Property

POLICIES

Introductory Provisions

SECTION 1          TITLE AND CITATION

These Policies shall be known and may be cited as the Administrative Policies of the University of Oklahoma Health Sciences Center (University). 

Adopted 2-9-04.

 

SECTION 2          ENACTMENT AND AMENDMENT

These Policies are enacted and adopted and may be amended or repealed by the authority, approval or coordination of the Vice President for Administrative Affairs.

The University reserves the right to augment, amend or repeal these Policies at any time. 

Adopted 2-9-04.

 

SECTION 3          APPLICABILITY AND NONEXCLUSIVITY

These Policies apply to every function of the University, except to the extent otherwise specifically expressed or necessarily implied.

These Policies are not intended to create any contractual rights in favor of any University employee, the University or any third party.

These Policies are not intended to and do not contain all the policies that control the functions of the University and are not exclusive of the other University policy manuals, handbooks and other documents. 

Adopted 2-9-04.

 

Part 100 General

(These Policies are not intended to and do not contain all the policies that control the functions of the University.  Any additional policies and any guidelines, procedures, forms or assistance are available at the offices or web site of the applicable University department.)

 

SECTION 110      RECORDS RETENTION

A.   Introduction

The University has long recognized the need for a formal, centralized records management program to ensure that the University complies with the laws and regulations governing documents.  General Services has developed and established a records retention program to assist departments in managing their records.

B.   Training

Training will be offered on an as-needed basis by the Records Manager under the direction of the Assistant Director of Operations for General Services.  Training can include interpreting the records schedule and the destruction and transferring of records or can specifically focus on the particular needs of the individual or department.  To schedule a training session, please call 271-2311.

C.   Records Retention Schedules

There are two records retention schedules that identify various types of documents and establish the minimum retention requirements for each of the documents.  These schedules include the following: State Universities and Colleges Consolidated General Records Disposition Schedule (U & C) and the Medical Records Consolidated Records Disposition Schedule (96-03).  The U & C schedule can be accessed at the following web site: http://www.odl.state.ok.us/oar/recordsmgt/grds-education.htm.  Departments may also acquire the U & C and the 96-03 schedules via e-mail from the Records Manager in General Services.

D.   Storage Boxes

Legal/letter (10x12x15) will be the only box accepted into University storage as the shelves are designed specifically for this box.  Boxes can be acquired through the department's office supply vendor.

E.   Transfer of Records to Storage

Due to the limited storage space at the warehouse, only University documents that are listed in one of the records retention schedules (Section 110, paragraph C) will be accepted.  Books, magazines, and other items will not be stored.   To transfer records to storage:

1.   Complete an Inventory of Material form.  The Records Manager can provide you with these forms (through campus mail or e-mail).

2.   Complete the University label designed by the Records Retention department of General Services.  The labels may be obtained through campus mail or e-mail.  The labels should then be completely covered with clear packing tape on at least one end of the box.  Only legal/letter boxes with completed labels will be accepted and transferred to the depository.

3.   Complete a Service Unit Request with the number of boxes being transferred to storage and all chartfield spread information.  Forward the SUR and a copy of the Inventory of Material form to Records Retention, Service Center Building Room 146.  Retain a copy of the inventory form for your records.  General Services will pick up your boxes, free of charge, and take them to the OUHSC warehouse.  The boxes will be organized according to department.

F.   Retrieval of Records from Storage

1.   Option One - Authorized departmental personnel with University ID may retrieve records from storage free of charge.  Departments can call the Records Manager in General Services at 271-2311 for an appointment at the OUHSC warehouse.

2.   Option Two - Departments can call the Records Manager in General Services at 271-2311 or send a Service Unit Request to SCB 146 to request a specific record or box of records for delivery to a department within 24 hours for a $4 fee.  There is no fee to return the record(s) to storage.

G.   Location of Records Storage    

Records storage is located in the University warehouse at 1400 NE 4^th Street.

H.   Destruction of Records

Records can be destroyed based on the age of the document and how long it needs to be retained according to the U & C or 96-03 schedules.  Original documents cannot legally be destroyed without the prior written approval of the Archives Commission per Oklahoma State Law.   Copies of original documents may ne destroyed at any time and without written approval of the Archives Commission.  To get approval for destruction of original documents, departments should:

1.   Contact the Records Manager at 271-2311 to complete and submit an Agency Notice of Intent to Destroy Records form for the department.  The Records Manager can assist with the completion of an Agency Notice of Intent to Destroy Records form.

2.   The Assistant Director of Operations for General Services will sign the Agency Notice of Intent to Destroy Records form as the Agency Official and submit it to the State Department of Libraries, Archives and Records Commission for approval.  A copy of the approved or denied form will be sent to the department for its records.  If approved, orignial documents may be destroyed.

I.   Records Center Services and Associated Costs

1.   Box Storage                         .30/box/month (10x12x15)

2.   Initial Pick-Up                      No charge

3.   Shredding of Documents       Call the Records Manager at 271-2311 for assistance.

Adopted 2-9-04.  Amended 6-25-07.  (Superseded Section 110)

 

SECTION 111      OPEN RECORDS

A.   University Compliance

The University complies with the Oklahoma Open Records Act.

B.   Fee 

The University shall charge a reasonable fee to recover its direct costs of document search when a request is solely for commercial purposes or would clearly cause excessive disruption of University's essential functions, and it shall post a written schedule of said fees at the Office of the Executive Secretary of the Board of Regents and with the Oklahoma County Clerk. Fees cannot be used for the purpose of discouraging requests for information or as obstacles to disclose requested information, and in no case shall a search fee be charged when the release of documents is in the public interest which includes but is not limited to release to the news media, scholars, authors, and taxpayers seeking to determine whether those entrusted to govern the University are honestly, faithfully, and competently performing their duties as public servants. The University shall charge a reasonable fee to recover the direct costs of document copying or mechanical reproduction except in these instances where the request is solely for commercial purpose or would clearly cause excessive disruption of the University's essential functions. In those cases, the University will charge a reasonable fee to recover the direct cost of the document search.

C.   Prompt and Reasonable Access

The University shall provide prompt and reasonable access to its records and all records requests shall be in writing on a form provided by the Senior Vice President and Provost's Office, Health Sciences Center, the Norman Campus Office of Legal Counsel, or the Tulsa Branch of the Health Sciences Center's Director of Administration and Finance. These offices shall be available during regular business hours to release records subject to the Act and shall refer any questions of confidentiality and nondisclosure promptly to the Office of Legal Counsel for an opinion concerning confidentiality. A schedule for costs of reproduction shall be established by the University which shall be reasonably calculated to permit the recovery of the direct costs involved in the reproduction of documents. Areas to review non-confidential documents shall be established on each campus during regular business hours for those members of the public who desire to examine and review the documents on campus. 

Adopted 2-9-04.

 

SECTION 112      OUHSC POLICY FOR PROCESSING EXTERNAL FUNDS

Proper classification and processing of external funds (i.e., gifts, grants, and contracts) assures the University's ability to comply with any terms specified by the sponsor/donor, meet reporting requirements, properly recover its costs - both direct and indirect - and facilitate acceptable levels of accountability and stewardship for these funds.  NOTE: All proposals, contracts, grants, or gifts for research, training, public service projects, regardless of funding source - must be routed through The Office of Research Administration (ORA) in order to assure compliance issues.

Adopted 6-1-07.

 

SECTION 120      USE OF CONSULTANTS ON GRANTS AND RESEARCH CONTRACTS AWARDED TO THE HEALTH SCIENCES CENTER

A.   General Principles

Members of the University faculty and staff are heirs to extraordinary privileges and responsibilities. To these are added a commitment to the University as the central vehicle for the faculty and staff member's intellectual capabilities and energies and a loyalty to the University's interests as a community of shared scholarship.

Additional extramural efforts of faculty and staff can be intellectually and financially rewarding. External service and consulting at moderate levels are honorable extensions of research experience and academic skills. They serve the scientific profession, promote productive collaborations, stimulate the practical applications of research, and foster transfer of information. The University encourages such efforts.

The University recognizes, however, that consulting services are susceptible to actual or perceived conflicts of interest, misuse, and abuse. Awarding agencies, particularly federal government agencies, scrutinize consulting arrangements and may determine the services to be unnecessary or unauthorized. Such disallowed costs must be reimbursed with unrestricted funds.

In an effort to protect the interests of the University and its faculty and staff and to comply with federal and state law and external granting agency requirements, the following policy regarding the use of consultants in grants and research contracts is adopted. (Consultant agreements not involving grants or research must be approved through the University's normal approval process.)

B.   Definitions and Requirements

For purposes of this policy:

1.   External consultants.  Individuals who are not employees of the University but who are engaged personally to give professional advice or service for a fee. These individuals have knowledge and special abilities that are essential to meet the project needs that cannot be provided by University personnel.

2.   Internal consultants.  Under unusual circumstances, a person may be at the same time a consultant to and an employee of the University, only if the following conditions exist:

a.   the consultation is across departmental lines; and

b.    the work performed is in addition to the employee's regular department load.

3.   Selection.  The PI must be able to justify the selection upon request.

4.   Payment.  The consultant's fee (stipend, honorarium, payment, etc.) must be in compliance with any grant terms or state or federal rules and must be reasonable (i.e., based on the consultant's qualifications, in line with market rates). The PI must be able to justify the fee upon request.

C.    Consulting Arrangements.  All consulting services at the Health Sciences Center must be supported by documentation per each of the following categories. Documentation is to be provided to the Office of Research Administration (ORA).

1.   External Consultants to OUHSC

There must be justification for the external consultant. *NOTE - Because of changes in the federal cost accounting standards external consultants may need to be bid. Please refer to OUHSC Purchasing policies or contact the Director of Purchasing for clarification.

a.   At the Time of and Included Within the Proposal:

(1)   The consulting services are approved by the sponsor or contracting agency. Any relationship to the University and PI must be disclosed in the proposal.

(2)  The consultant has signed a letter of commitment to perform specified services at a stated rate under the grant or contract. This letter must be submitted as part of the proposal.

b.   After the Award:

If a consultant line was not included in the proposal, the following steps must be taken:

(1)  An IPAS (re-budget) form must be obtained from ORA and completed to rebudget funds into the consulting budget category. Justification for the need for consulting services must be included.

(2)   If required by the sponsoring or contracting agency, a letter requesting permission to use a consultant must be sent to the sponsor or agency. The letter must include justification for the consultant and be co-signed by the Director of ORA and the PI.

(3)  The consultant must have signed a letter of commitment to perform the specified services at a stated rate under the grant or contract.

2.   Internal Consultants

There must be justification for a faculty/staff member to serve as an internal consultant and the requirements of Section I.B have been met.

a.   At the Time of the Proposal:

The inclusion of the consultant is required in the proposal budget. The budget justification shall identify the consultant's position at OUHSC and include a statement that payment will be in addition to normal University pay. The internal consultant must complete an Internal Consultant Form (available from ORA). It includes:

(1)  a statement from the faculty/staff member describing the scope of work to be completed and explaining how the hours worked on the project will be in addition to his/her regular University duties;

(2)  a description of the payment terms;

(3)  the faculty/staff member's signature; and

(4)  approval by the chair of the faculty/staff member's department and the dean of his/her college of the work to be performed on the project, as indicated by their signatures.

b.   After the Award:

If a consultant line was not included in the proposal, the following steps must be met:

(1)  An IPAS form must be obtained from ORA and completed to rebudget funds into the consulting budget category. Justification for the need for consulting services must be included.

(2)  The faculty/staff member, the chair of his/her department, and the dean of his/her college must sign the completed Internal Consultant form. This form should then be forwarded to the Director of ORA.

(3)  Upon receipt of the completed form, ORA will send a letter to the sponsor or agency requesting approval of the internal consultant. If necessary, the letter will include a request to rebudget funds. The letter must be co-signed by the Director of ORA and PI.

(4)  Upon approval by sponsor, ORA will acknowledge the Internal Consultant form and return it to the faculty/staff member, with a copy to the department chair and dean. 

Adopted 2-9-04.

 

SECTION 121      ESTABLISHMENT AND REVIEW OF DESIGNATED ACADEMIC AND/OR RESEARCH CENTERS AND INSTITUTES AT THE HEALTH SCIENCES CENTER

A.   Purpose

The purpose of this policy is to set forth the guidelines for the establishment and approval of Centers and Institutes at OUHSC.  Existing Centers/Institutes will be subject to review and evaluation as outlined in Subsection C.

1.   Center/Institute

A Center/Institute is a single or multi-disciplinary unit organized to maximize resources to provide education, research and/or service to the University, state, national and international community.  Established Centers/Institutes should, at minimum; a) meet critical needs of the University, at the state, regional, national or international level, b) assist faculty, staff and students in their pursuit of excellence in teaching research and health care, c) be interdisciplinary in nature to facilitate interactions of groups with common interests within departments, colleges or institutions, d) be structured and organized to make it easier for researchers, educators, and health care providers with common interests to work together and enhance their opportunities and productivity, and e) have increased potential to become a self-supporting program through a common interdisciplinary effort rather than remaining a disciplinary unit.

2.   Governance

For Centers/Institutes composed of faculty, staff and students from a single college (or from multiple colleges) the dean of that college (or the college possessing the greatest expertise in the subject area) will be the Administrative Head and budgetary authority.  For those Centers/Institutes with subject areas that cross multiple colleges, the Administrative Head and budgetary authority may be assigned to the Provost, Vice President for Research or Vice Provost for Academic Affairs, depending on the Center/Institute's primary mission of research, education and/or service.  The Provost has final authority for assigning the Administrative Head.

Although they may contain non-University personnel, all governing boards, review groups, advisory groups, etc., will be responsible to the Administrative Head and will be governed by University policies and procedures.

3.    Approval Procedure

A proposal for the establishment of a Center/Institute must be developed by a member of the faculty or administration according to the criteria outlined in Subsection B.

The proposal should be submitted to the dean of the college and, upon approval, forwarded to the Provost. The Deans' Council will review all proposals and forward its recommendations to the Provost for final decision.

Review of existing Centers/Institutes (Subsection C) will be forwarded by the Administrative Head to the Provost for review by the Deans' Council.  The Council's recommendations will be forwarded to the Provost for final decision.

B.   Establishing a New Center/Institute

A proposal for the establishment of a Center/Institute must include the following:

1.   Description of the need for the Center/Institute and the services and benefits anticipated to be provided to the University, community and state.

2.   Specific aims and objectives.

3.   Institutional resources, including faculty, staff, students, space and administrative support available to accomplish the aims and objectives. Name of all key personnel and University and non-University units involved.

4.   Administrative structure of the Center/Institute and the reporting line to the University.

5.   By-laws of the organization including a description of:

a.   Membership procedures, rights and responsibilities

b.   Governance, including internal and/or external groups; i.e., oversight, advisory, review, etc.

c.   Selection and term of director

d.    Provisions for changing by-laws

6.   Fiscal resources:

a.   3-year budget

b.   Current and potential revenue sources

7.   Description of the procedures to evaluate the Center/Institute's success in meeting the specific aims and objectives, including:

a.    Annual evaluation 

b.   Program review

c.   Future growth and development

d.   Criteria for termination

C.   Review and Evaluation

1.   All Centers/Institutes will provide an annual review to the Administrative Head.  The review is expected to discuss the success of the Center/Institute in meeting the criteria listed under Subsection B.

2.   At least every three years, a detailed review will be conducted by a committee appointed by the Administrative Head and Provost to recommend continuation, modifications or termination of the Center/Institute. 

Adopted 2-9-04.

 

SECTION 122      PARKING AND TRANSPORTATION

A.   Parking and Transportation Services will operate parking and transportation for the good of the entire participating community.

B.   Patients and visitors have priority, and the most convenient spaces to major destinations will be reserved exclusively for them.

C.   All users of parking will pay or will have parking fees paid for them by the entity with which they are associated.  Parking fees for University employees and students will not be paid with University funds.

D.   The University will expend no resources on parking facilities from which no revenue is derived.

E.   Each participating entity will coordinate parking and transportation needs with Parking and Transportation Services anytime ten or more off-campus individuals are being hosted on campus.

F.   Other than patient and visitor spaces, spaces will be allocated in "open" and "reserved" areas.

G.    Construction projects that permanently remove parking spaces must fund replacement of those removed spaces as well as new spaces to accommodate increased parking demand created by newly constructed facilities.

H.    Parking and Transportation staff will be involved throughout the planning process for any new parking to be constructed within the statutory boundaries of the Oklahoma Health Center and Research Park District, regardless of the funding entity.

I.   All newly constructed parking within the statutory boundaries of the Oklahoma Health Center and Research Park District will be operated by Parking and Transportation Services. 

Adopted 2-9-04.

Any additional policies and any guidelines, procedures, forms or assistance are available at the Parking and Transportation Services offices or web site: OU Parking and Transportation Services.

 

SECTION 123      TOBACCO-FREE

A.    Purpose

As Oklahoma’s premier institution with a mission to educate the future health care providers of the State, the University of Oklahoma Health Sciences Center (OUHSC) is committed to the promotion of good health, especially among its students, employees, patients and other visitors to the campus. That commitment imparts a responsibility to address Oklahoma’s biggest public health issue and leading cause of death—tobacco usage.

B.    Policy

C.    Compliance

D.    Employee and Student Assistance for Smoking Cessation

The OUHSC administration is committed to encouraging and providing helpful support to any student or employee who wishes to quit smoking by facilitating access to recommended smoking cessation programs and materials. Information about smoking cessation opportunities at the Oklahoma Health Center can be found at http://www.healthysooners.ouhsc.edu/. The Oklahoma Tobacco Helpline can be accessed, toll free, @ 1-866-748-2436 or http://www.health.state.ok.us/program/tobac/.

Adopted 6-24-05.  (Replaced Section 123)

 

SECTION 124      PROCEDURES GOVERNING USE OF UNIVERSITY FACILITIES BY OTHERS

A.   The University of Oklahoma, as a constitutional agency of the State of Oklahoma, may make its facilities accessible for use for public events that are not sponsored by the University, but which further the University's purpose or mission. However, the University has an obligation first to its students, faculty and staff to accomplish its mission of higher education and second to the taxpayers of the State of Oklahoma to protect against property and casualty losses. Because the use of University facilities by others may impinge upon these obligations, these procedures are established in an effort to facilitate appropriate use and to minimize possible losses.

These procedures are established as a minimum standard for the use of University of Oklahoma Health Sciences Center (OUHSC) facilities by others for any non-University sponsored activities. Each facility may establish additional procedures as needed, but no facility may negate the following procedures.

University Purposes. Student clubs and organizations that are officially recognized by the Educational Services Office are considered a part of the OUHSC for the use of OUHSC facilities; however, these recognized student clubs and organizations may not necessarily be provided liability protection by the State of Oklahoma for the event itself.

Non-University Purposes. Non-University sponsored activities are those organized and conducted by non-recognized student groups, community groups, local or national organizations, members of the public, and members of the OU community for non-University purposes.

B.   Responsibilities

Granting permission to use OUHSC facilities (including buildings, grounds, real and personal property) is the responsibility of the duly authorized representative (hereinafter referred to as facility coordinator) of the governing academic, administrative, or auxiliary operating unit in whose control the facility is placed.

OUHSC will neither grant nor deny permission to use its facilities for any reason that is in violation of constitutional standards or discriminates on the basis of race, color, ethnic origin, sex, sexual orientation, religion, disability, age, political belief, status as a veteran, or other impermissible basis.

The facility coordinator is responsible for ensuring compliance with these procedures and for obtaining a signed Agreement for Use of Facilities whenever OUHSC's facilities are used by others.

Note: (A Facilities Use by Others Checklist may be obtained from the facilities manager. Facility coordinators may use the checklist to ensure that all the issues have been addressed prior to the user signing the agreement.)

C.   Eligibility

Permission for use of OUHSC facilities by others may be extended when:

1.   The use of the facility does not conflict or interfere with OU programs or functions previously scheduled.

2.   The use is appropriate to the nature and purposes of the facility and the University.

3.   The use does not violate any applicable federal, state, or local law or OU regulation or policy.

4.   The use will not place the facilities in unfair competition with private facilities or services elsewhere in the community.

5.   The use does not place facilities, property, participants, equipment, or spectators above an acceptable level of risk of harm or disturbance, damage, or injury, as evaluated by the facility coordinator, the Chief of OUHSC Police, and the Health Sciences Center's Risk Management Office. OUHSC Police is authorized to immediately cancel any campus event if, in its judgment, an unacceptable level or risk of harm or disturbance, damage, or injury to any facilities, property, participants, or spectators has been reached, at which point fees and/or deposits are forfeited.

6.   The user pays all applicable fees.

D.   Facilities Use Fees

OUHSC may charge user fees. It is the responsibility of the facility coordinator to ensure compliance with this requirement.

Note: While the facility may not necessarily charge a use fee, the facility coordinator must ensure that any additional costs arising from the event (including utilities and clean-up, service department support, equipment or technical support) are paid by the user. The user will be billed for all charges arising from the use of the facility.

A deposit may be required at the discretion of the facility coordinator. The deposit will be applied to any rental fees and/or toward any damages or assessments that may apply.

A due date for payment of all fees will be established and included on the Agreement for Use of Facilities. Past due fees will be reported to Financial Services for collection proceedings if such fees have not been paid within 45 days following invoicing.

E.   Scheduling

Scheduling for use of OUHSC facilities will be done by the facility coordinator. The Agreement for Use of Facilities will serve to confirm reservation of the facility, to outline all fees, and to constitute an agreement by the user to comply with the terms and conditions of these procedures and of those set forth in agreement.

The facility coordinator is responsible for written notification to OUHSC Police.

Information on all events scheduled in your facilities may be provided to the Office of Public Affairs (271-2323). During the planning stages, facility coordinators may also check with this office to ensure that there are no possible scheduling conflicts with other facilities or activities.

Use of specialized research equipment/facilities shall be approved by the Director/Chair of the department in which the equipment is housed.

If the requested use of an OUHSC facility is denied or if the potential user objects to the facility assigned, the Vice President for Administrative Affairs and University Legal Counsel may be asked to review. This review shall be informal and expedited as reasonably required. The Vice President for Administrative Affairs will communicate the final decision to the facility coordinator and the potential user.

F.   Liability for User's Operations

The user should consider the purchase of a Comprehensive General Liability Insurance policy to insure its operations for the event (see Indemnification and Hold Harmless Clause in the Agreement for Use of Facilities). The facility coordinator may, at his/her discretion, require proof of such insurance coverage from the user in advance of the event.

It is recommended that the facility coordinator require proof of insurance for public events.

If the facility coordinator requires such proof of insurance, then the user shall provide a $1,000,000 combined single limit (csl) Comprehensive General Liability Insurance Policy and name the Board of Regents of the University of Oklahoma as an additional insured on the policy. A Certificate of Insurance as proof of insurance should be sent to the facility manager, who will attach it to the signed agreement.

G.   Use of Multiple Facilities or University Services

It is possible that a user will need multiple facilities for a large event. In such an instance, facility coordinators for the various venues should coordinate with each other, and with the service departments, to ensure that all procedures are followed and all contingencies are covered. In this manner, the OUHSC is assured that proper control is in place and that no service providers will be left unpaid following the event.

H.   OUHSC Police/Security Support

The need for police/security support in conjunction with any use of OUHSC facilities shall be determined by the facility coordinator and OUHSC Police. The use of security services from non-OUHSC sources shall be at the direction of OUHSC Police and at the expense of the user.

I.   Parking Support

Parking support should be coordinated through OU Parking and Transit at 271-3685.

J.   Support Services

On occasion, the use of facilities will require the services of the Department of Operations; i.e., events requiring utility hook-ups, custodial services, trash disposal, hauling services, landscape requirements, and/or other special requests. The facility coordinator will be responsible for coordinating these types of services with the Department of Operations.

K.   Equipment Support

Permission for use of equipment owned by OUHSC at the facility site may be granted at the discretion of the facility coordinator. Permission for use of research equipment, and the applicable fee schedule, will be coordinated through the Director/Chair.

L.   Technical Support

Use of OUHSC personnel as technical support will be coordinated by the facility coordinator. User shall reimburse OUHSC for any costs arising from the use of technical support.

M.   Event Times

Normal schedule times will be 7:00 a.m. to 10:00 p.m. unless otherwise approved by the facility coordinator and OUHSC Police. OUHSC expressly reserves the right to require that any event end at an earlier time, given considerations of safety, crowd control, weather, noise, and potential disruption of favorable community relationships.

N.   Noise

Levels of sound from amplification equipment shall not exceed noise levels specified by the City of Oklahoma City codes. Any use of sound amplification will be monitored by OUHSC Police. Responsible officials of OUHSC have the right to require that amplification systems be turned down, or off entirely, whenever it is determined that sound levels exceed specified levels, or whenever it is determined that the event is disturbing or disruptive to surrounding neighbors or to other activities that may be taking place elsewhere on campus.

O.   Food/Drink/Alcohol

Distribution and consumption of food or drink is not allowed in auditoriums, classrooms, plazas, open areas, and other facilities without the express permission of the facility coordinator. Whenever permission is granted, the user shall obtain a temporary food permit as required by the State Health Department and the Oklahoma City codes.

No alcoholic beverages of any type shall be possessed or consumed by individuals in any OUHSC facility, unless such has been approved by and coordinated with the Senior Vice President and Provost or the Vice President for Administrative Affairs and OUHSC Police. The serving of alcoholic beverages shall be done by a licensed caterer only, who shall be responsible for checking IDs, and the licensed caterer shall furnish proof of liability insurance for its operations to the facility coordinator at least 5 working days prior to the event. OUHSC may cancel the permission for serving alcohol if the proof of insurance is not received within the designated time.

P.   Fire Prevention and Safety

Fire prevention and safety concerns are important issues that will be addressed by the facility coordinator during the use of facilities. The OUHSC Fire & Safety Officer enforces regulations regarding the number of occupants at an event and the types of decorations allowed by OUHSC, and the Oklahoma Department of Labor enforces regulations regarding the use of hazardous materials (such as compressed gas cylinders). These rules and regulations shall be followed during the use of facilities. Information on these issues may be obtained from the Fire & Safety Office at 271-4300 or the Environmental Health & Safety Office at 271-3000.

Q.   Outdoor Properties

Undeveloped outdoor properties have no rest room facilities, drinking fountains, lighting, or pay telephones. Users should plan for these contingencies when holding events outdoors. Permission for the use of outdoor properties owned by OUHSC may be obtained from the Department of Operations at 271-2121.

R.   Solicitations

Unsolicited sales door-to-door, office-to-office, or in open areas, by commercial groups or individuals for commercial or financial gain is not allowed. Permission for solicitation may be obtained from the facility coordinator.

S.   Promotions

The Use of OUHSC's name, other than as a physical address, is prohibited in advertising, solicitation, or promotion of non-University activities. Promotional use of the OUHSC name and identifying marks must be approved by the Coordinator of Trademark Licensing at 325-8203.

T.   Site

The user agrees to protect all property in the facility, to clean the facility within the designated time period and to the satisfaction of the facility coordinator, and to dispose of trash in the designated area following the event. The user also agrees to keep all individuals in the designated areas, to be agreed upon in advance with the facility coordinator. The user also must agree to comply with OUHSC's Smoking Policy.

U.   Inspection of Site

An OUHSC employee may make an unannounced inspection of the facility during its use for purposes of monitoring compliance. Such inspection will be at the discretion of the facility manager and/or OUHSC Police.

Clean-up of the site must be accomplished within the time period established by and to the satisfaction of the facility coordinator.

OUHSC recommends that the user accompany the facility coordinator (or his/her representative) on an initial site inspection prior to the event, in order to establish the condition and cleanliness of the facility. Prior to securing the site following the event's termination, an OUHSC employee will be responsible for fully inspecting the facility to determine its cleanliness and/or any possible damage to the building or contents. This site inspection will include checking any unlocked rooms (such as rest rooms, offices, and closets) for evidence of fire, vandalism, or theft. OUHSC also recommends that the user accompany the OUHSC employee on the final site inspection.

Note: The facility coordinator (or his/her representative) shall be responsible for the final site inspection. If the users and facility coordinator so agree, the final site inspection may be postponed to occur during regular business hours of the next workday following the event, which may or may not occur after clean-up operations. If the users agree to postpone the final site inspection, he/she then agrees that any evidence of damage to OUHSC property found at the time of inspection shall be repaired at the users' and/or their insurance carrier's expense.

Any damages found will be reported immediately to OUHSC Police and OUHSC Risk Management, and costs arising from the repair of these damages will be reported to the user and/or their insurance carrier for loss payment purposes.

Any custodial or hauling services that are required on the part of the Department of Operations to bring the site back to its original state of cleanliness and repair will be billed to the user.

V.   Use Agreement

The use of facilities shall be allowed only after all terms and conditions in these procedures have been met; the user has obtained any and all applicable permits, certificates, and licenses; and the user has signed the Use Agreement. The signed Use Agreement will be kept on file in the facility coordinator's office for a period of three years following the event.

For a copy of the (1) Agreement for Use of Facilities for Non-University Sponsored Activities, (2) Educational & Administrative Facilities Use Fees, or (3) OUHSC Facilities Use for Non-University Sponsored Activities Facility Coordinator's Checklist, contact the facility manager (the Director of Operations) at 271-2000.  There are certain requirements that must be a part of every written contract for the use of OUHSC facilities. Facility coordinators may use the form or request an agreement tailored to meet their specific needs from the Legal Counsel.

The facility coordinator is responsible for sending OUHSC Police written notification of the event being scheduled. (A copy of the first page of the Use Agreement can be used for this written notification.)

Any changes to the Form or these Procedures require approval by Legal Counsel.

Forms must be signed by an authorized representative approved by the Board of Regents.

W.   Questions About the Procedures

Questions about these procedures may be directed to the facility manager (the Director of Operations) at 271-2000.

Adopted 2-9-04.

 

SECTION 125      INFORMATION SYSTEMS: ACCEPTABLE USE

A.   General Principles

Access to computer systems and networks owned, operated, or provided by the University is predicated on compliance with certain responsibilities and obligations and is granted subject to University policies and local, state and federal laws.   By using University information systems or computing resources, users agree to abide by and comply with the applicable policies, procedures and laws.  Acceptable use must be ethical, reflect academic honesty, and show responsible use in the consumption of shared resources.  Acceptable use also demonstrates respect for intellectual property, ownership of data, system security mechanisms, and freedom from intimidation and harassment.  Information created or stored on University computer resources, networks and systems may be subject to the Oklahoma Open Records Act.

1.   In making acceptable use of information resources, users MUST:

a.   comply with all University policies and procedures and local, state, and federal laws;

b.   use resources only for authorized administrative, academic, research or clinical purposes; or other University business;

c.   protect the user-ID and system from unauthorized use (users are responsible for all activities on their user-ID or that originate from their system);

d.   access only information that is the user's, that is publicly available, or to which the user has been given authorized access;

e.   comply with all copyright laws, licensing terms, patent laws, trademarks, trade secrets and all contractual terms; and

f.   be responsible in the use of shared resources (refrain from monopolizing systems, overloading networks, degrading services, or wasting computer time, connect time, disk space, printer paper, manuals, or other resources).

2.   In making acceptable use of information resources, users MUST NOT:

a.   use another person's system, files, or data without express authorization;

b.   use another individual's user ID or password;

c.   use computer programs to decode passwords or access control information;

d.   attempt to circumvent or subvert system or network security;

e.   engage in any activity that might be harmful to systems or to any information stored thereon, such as creating or propagating viruses, disrupting services, damaging files, or making unauthorized modifications to or sharing of University data;

f.   use University systems for commercial, private, personal, or political purposes, such as using electronic mail to circulate advertising for products or for political candidates;

g.   harass or intimidate another person including, but not limited to, broadcasting unapproved, unsolicited messages, repeatedly sending unwanted or threatening mail, or using someone else's name or user-ID;

h.   waste computing resources or network resources including, but not limited to, intentionally placing a program in an endless loop, printing excessive amounts of paper, or sending chain letters or unapproved, unsolicited mass mailings;

i.    attempt to gain access to information or services to which the user has no legitimate access rights; or

j.    engage in any other activity that does not comply with the General Principles presented above, University policies and procedures, or applicable law.

B.   Enforcement

The University considers any violation of acceptable use principles or guidelines to be a serious offense and reserves the right to copy, monitor and/or examine any files or information residing on University systems, networks, or computing resources allegedly related to unacceptable use, and to protect its systems and networks from events or behaviors that threaten or degrade operations.  Violators are subject to disciplinary action including, but not limited to, penalties outlined in the Student Code, Staff Handbook, or Faculty Handbook. Offenders also may be prosecuted under laws including, but not limited to, the Communications Act of 1934 (amended), Family Educational Rights and Privacy Act of 1974, Computer Fraud and Abuse Act of 1986, Computer Virus Eradication Act of 1989, Interstate Transportation of Stolen Property, Digital Millennium Copyright Act, Health Insurance Portability and Accountability Act, Electronic Communications Privacy Act, Oklahoma Open Records Act, and state conflicts of interest laws.

Individuals using computer systems owned by the University do so subject to applicable laws and University policies.  The user assumes all risk of loss of materials or data or damage thereto.  The University disclaims any responsibility and/or warranties for information and materials residing on non-University systems or available over publicly accessible networks. Such materials do not necessarily reflect the attitudes, opinions or values of the University, its faculty, staff or students.  These guidelines should not be construed as a limit on any individual's right under the Constitution of the United States or the laws of Oklahoma.

Adopted 2-9-04.

Any additional policies and any guidelines, procedures, forms or assistance are available at the Information Technology offices or web site: OUHSC Information Technology.

 

SECTION 126      INFORMATION SYSTEMS: MONITORING COMPUTER USE

A.   The University employs various measures to protect the security of its computing resources and users' accounts. Users should be aware, however, that the University cannot guarantee such security. 

B.   Users should also be aware that their uses of University computing resources are not completely private. While the University does not routinely monitor individual usage of its computing resources, the normal operation and maintenance of the University's computing resources require the backup and caching of data and communications, the logging of activity, the monitoring of general usage patterns, and other such activities that are necessary for providing service.

C.   The University may also specifically monitor the activity and accounts of individual users of University computing resources, including but not limited to, individual login sessions and communications, without notice, when (a) the user has voluntarily made them accessible to the public, as by posting to Usenet or a web page; (b) it reasonably appears necessary to do so to protect the integrity, security, or functionality of University or other computing resources or to protect the University from liability; (c) there is reasonable cause to believe that the user has violated, or is violating, the Acceptable Use of Information Systems policy; (d) an account appears to be engaged in unusual or unusually excessive activity, as indicated by the monitoring of general activity and usage patterns; or (e) it is otherwise required or permitted by law.

D.   Any such individual monitoring, other than when the user has voluntarily made them accessible to the public, or necessary to respond to perceived emergency situations, must be authorized in advance by the Chief Information Officer, University Legal Counsel, or their designees.

E.   The University, at its discretion, may disclose the results of any such general or individual monitoring, including the contents and records of individual communications, to appropriate University personnel or law enforcement agencies and may use those results in appropriate University disciplinary proceedings. Communications made by means of University computing resources are also generally subject to discovery requests and Oklahoma's Open Records Act to the same extent as they would be if made on paper.

Adopted 2-9-04.

Any additional policies and any guidelines, procedures, forms or assistance are available at the Information Technology offices or web site: OUHSC Information Technology.

 

SECTION 127      REMOVAL OF NON-EMPLOYEES OR NON-STUDENTS FROM THE CAMPUS

OUHSC Police are authorized to remove from the University's campus persons who are not University employees or students and who interfere with or who enter the campus to interfere with the conduct of University activities, as provided in the Regents' Policy Manual for The University of Oklahoma, Section 5.6.

Adopted 2-9-04.

 

Part 300 Human Resources

(These Policies are not intended to and do not contain all the policies that control the functions of the University.  Any additional policies and any guidelines, procedures, forms or assistance are available at the Human Resources offices or web site: OUHSC Human Resources.)

 

SECTION 310      AUTHORITY IN EMPLOYMENT OF NON-U.S. CITIZENS

Only a University director of Human Resources, or the director's designee appointed in writing, is authorized to sign, on behalf of the University, employment-related documents and forms required by the regulations of the U.S. Department of Homeland Security and the U.S. Department of Labor.

Adopted 2-9-04.

 

SECTION 320      TEMPORARY WORKER APPOINTMENT AND SPECIAL PAY

A.   This Temporary Worker Appointment and Special Pay policy provides a process for hiring temporary workers and compensating them for work performed. The request will be routed by the department to the department budget head for review and approval and then to Human Resources for appointment. The same form updated with pay information will be provided to Payroll Services for payment in accordance with the monthly pay schedule.

1.   Temporary worker appointments and loyalty oaths are to be submitted to Human Resources as soon as the existence of a temporary employee is known, but no later than the next workday after the employee’s start date. A completed I-9 should be submitted with the Temporary Worker Appointment Form, but no later than the third workday after employment.

2.   The normal payroll schedules provided by Payroll Services for processing Special Pay Requests should be known, and the pay requests should be delivered to Payroll Services in sufficient time to permit the required review and still meet Payroll Services deadline.

3.   To avoid delays, departments should be certain that the necessary information (e.g., when hours were worked, detail reason for the payment, etc.) is provided initially. If there are special circumstances that must be known to permit approval of the pay request, these circumstances should be described in writing on the request.

4.   Special Pay Requests will not be used in lieu of normal payroll procedures for compensating employees.

5.   For any period of temporary employment (90 calendar days or less), the Special Pay Request is acceptable for use; however, if the employment is expected to last longer than 90 calendar days, the normal recruiting appointment process should be followed.

6.   Temporary employees (who must be in compliance with University nepotism policies) are required to provide verification of employment eligibility and identity (Form I-9 completed) to the employing department within three days of employment.

7.   Departments must provide on the Special Pay Request a current mailing address for temporary employees as tax withholding information must be sent to the temporary employee at the end of the calendar year by the University.

B.   Temporary Employment Exceptions: If a department believes that, due to exceptional circumstances, a special extension should be granted that would provide employment beyond 90 calendar days to a temporary employee:

1.   Prior to commencement of the extended employment, the department should prepare documentation and justification for the request (including a completed Special Pay Request) to be routed through and approved by the appropriate Department Head and Dean, if any, (if not, to the Vice President).

2.   Upon proper preparation of the Special Pay Request and receipt of the required approvals, the extended employment may be commenced, and, upon the completion of the extended employment, the Special Pay Request should be sent for processing to Payroll Services.

C.   Supplemental Payment Exceptions: Professional (or salaried) employees are normally not eligible for overtime or any additional compensation beyond their base or budgeted amount. In some cases, circumstances develop which might warrant an exception to this policy. Normally, such a situation would require that a salaried employee perform duties for the University that are clearly and distinctly outside the realm of the employee's regular duties and responsibilities. If a department believes that a special consideration should be made that would provide additional compensation to a salaried employee:

1.   Prior to the performance of the duties, the department should prepare documentation and justification for the request (including a completed Special Pay Request) to be routed through and approved by the appropriate Department Head and Dean, if any, (if not, to the Vice President). Such documentation and justification shall show, and be certified to and approved by an appropriate supervisory person, that the work for which special payment in the form of additional compensation is requested was clearly and distinctly:

a.      outside the realm of and in addition to the employee's regularly assigned and contemplated duties and responsibilities,

b.      performed during a period of time for which the employee was not otherwise obligated or expected to provide services to the University, and

c.       for services provided to the University not otherwise compensated.

2.   Upon proper preparation of the Special Pay Request and obtaining the required approvals, the performance of the duties may be commenced, and, upon the completion of the duties, the Special Pay Request should be sent for processing to Payroll Services.

D.   Special Payment Usage Report: Human Resources shall quarterly prepare a special payment usage report for each department or other unit and distribute the report to the appropriate Department Heads, Deans, Vice Presidents and the Provost. The report shall show special payment usage, including exception usage and type (whether temporary or supplemental), and the dollar amounts and numbers thereof for each department or other unit.

Adopted 2-9-04.  Amended effective 3-1-06.  (Superseded Section 320)

 

SECTION 321      DEPARTMENT EMPLOYEE TIME RECORDS

Each department shall keep and maintain, as provided in Section 110, Records Retention, of these Administrative Policies, a record of employee time at work, as follows:

1.   A record signed by the employee containing:

a.   For each hourly employee:  Hours worked each week.

b.   For each monthly employee:  All approved leaves, other paid leaves, and all other absences each month.

2.   A record for each employee of accrued paid leave and extended sick leave.

Adopted 2-9-04.

 

SECTION 330      STAFF TEACHING

In some staff positions, a percentage of the job function may require the incumbent to be involved with teaching students who are enrolled in one or more colleges of the Health Sciences Center.  Recognition may be provided by conferring upon the staff member an additional title that is related more to academic than to staff functions.  The member's staff position title will not be affected; the title to recognize the teaching aspects of the position will be an additional title.

Recognition of staff teaching responsibilities by conferring an additional title requires the following:

1.   The additional title provides no basis for any compensation or benefit entitlement that is in addition to those that are associated normally with the staff position.  Participation in professional practice plans is not authorized.

2.   Titles for this purpose shall be limited to adjunct faculty or special instructor.

3.   Actions under the provisions contained in this policy will have the approval of the Department Head and the Dean of the college in which the teaching is conducted.

Adopted 2-9-04.

 

Part 400 Architectural and Engineering Services

(These Policies are not intended to and do not contain all the policies that control the functions of the University.  Any additional policies and any guidelines, procedures, forms or assistance are available at the OUHSC Architectural and Engineering Services offices, 405-271-2305, or web page: University of Oklahoma Architectural and Engineering Services.)

 

SECTION 410      CODE COMPLIANCE

The University of Oklahoma is committed to providing a safe environment for its employees and students. To that end, the following procedures are hereby adopted for every construction project at the OU Health Sciences Center campus, whether built by Site Support or by an outside contractor.

1.  A “Major Remodeling” is defined as any alteration or renovation project in which the construction cost exceeds $40,000, except for maintenance projects such as recarpeting or replacement of equipment where the features of fire protection are not changed.

2.  Every “Major Remodeling” project shall be checked for compliance with the applicable building and life safety codes by Architectural and Engineering Services or the Architect of Record.

3.  When spaces are remodeled, the remodeling project shall bear the costs to achieve compliance with current building, ADA, Life Safety and other applicable codes.

4.  Every “Major Remodeling” shall be submitted to the State Fire Marshal’s office for a building permit by the Architect or Engineer of Record. The submission shall be made at the conclusion of the construction documents phase.

5.  Every “Major Remodeling” project shall include installing fire sprinklers and other life safety features when such project occurs in existing buildings which lack the necessary features of fire protection. The area to be sprinkled will be determined in consultation with the State Fire Marshal’s office.

Adopted 6-23-05.

 

Part 500 Finances

(These Policies are not intended to and do not contain all the policies that control the functions of the University.  Any additional policies and any guidelines, procedures, forms or assistance are available at the Financial Services offices or web site: OUHSC Financial Services.)

 

SECTION 510      CASH RECEIPTS

A.    Oklahoma law requires that all money collected in the name of the University be deposited daily with the State Treasurer.  62 O.S. § 7.1.

B.    The Bursar is responsible for making the daily deposit to the State Treasurer.

C.   All money (checks, currency and coin) collected by University departments and student organizations should be deposited on a daily basis with the Bursar.  Daily deposits are required unless exempted under paragraph F of this section.

D.    The Bursar accepts deposits each day until 5 p.m.  For those departments or student organizations that consistently receive cash each business day, a daily cut-off time must be established in order to allow time for the department or organization to prepare the deposit and deliver it to the Bursar before 5 p.m.

E.    Funds received in the departments after the cut-off time each day shall be deposited the following business day.  Each department and student organization is responsible for ensuring adequate procedures and controls over the temporary safekeeping of funds prior to their deposit with the Bursar.

F.    When the amount of accumulated cash receipts is less than $100, such amount may be retained in an adequate departmental safekeeping facility for a period not to exceed five workdays before deposit with the Bursar.

G.    All checks received are to be restrictively endorsed immediately upon receipt.  The endorsement shall be as follows:

Department Name
For Deposit Only
OUHSC Agency 1770

H.   Under no circumstances will employees or students make disbursements from the department's or student organization's cash receipts.  All cash receipts must be deposited with the Bursar.

I.   Departments receiving checks should encourage the makers of the check to make them payable to either The University of Oklahoma or OUHSC and not to a department.  Departments should not request or allow checks to be made payable to an individual.

J.    It is the explicit responsibility of each Budget Unit Director and student organization's faculty sponsor to ensure that adequate procedures are in place to comply with this policy.

1.   An account sponsor shall ensure that all monies collected are deposited properly into a University account.  The account sponsor shall also verify that the amount deposited per the University's financial system agrees with the amount actually received and deposited through the Bursar.

2.   In offices with more than two persons, the responsibility to receipt, deposit and verify monies collected should be segregated among different persons.  In offices with one or two persons, the office must strictly practice adequate cash handling procedures.  Internal Auditing should be contacted to ensure adequate cash handling procedures.

Adopted 2-9-04.

 

SECTION 511       CHECK CASHING

A.   Upon presentation of appropriate identification as determined by the Bursar, current and retired faculty and staff, and students if allowed by the Bursar, may cash personal checks limited to the amount posted by the Bursar.  The Bursar or a Bursar's designee must authorize any exceptions to the policies in this paragraph.

B.    Two-party checks and state or federal payroll checks cannot be cashed.

Adopted 2-9-04.

 

SECTION 512      ELECTRONIC COMMERCE

University departments and other University entities considering or implementing electronic commerce shall contact and coordinate issues and procedures with the Office of the Bursar and with Information Technology.

Adopted 2-9-04.

 

SECTION 513      APPROVAL OF PERSONAL FINANCIAL TRANSACTIONS

Employees, whether faculty, staff or students, shall not approve any transaction that impacts themselves financially, whether directly or indirectly.  This includes, but is not limited to, salary increases, special payments, travel, reimbursements, or other supplemental payments or non-cash fringe benefits.  Such transactions shall only be approved in writing by a University employee who is in a greater level of institutional authority and who is completely independent from the individual receiving the benefit or reimbursement.

Adopted 2-9-04.

 

SECTION 514      PAYROLL DEDUCTIONS

A.     Payroll Deductions Authorized by Regents' Policy

Amounts may be deducted or withheld from the compensation for a University employee's services to the extent authorized or required by policies of the Board of Regents.  Such payroll deductions and withholdings are for various University-established programs such as, by example, those for health insurance, dental insurance, vision insurance, disability insurance, life insurance, accidental death and dismemberment insurance, long-term care insurance, defined benefits retirement, defined benefits retirement buy-back, defined contributions retirement, associated credit union payments, flexible spending accounts, parking, U.S. savings bonds, United Way, University donations, University athletic tickets, and other like current and future programs.

B.     Payroll Deductions Required by Law

Amounts may be deducted or withheld from the compensation for a University employee's services to the extent required by applicable state or federal law or by lawful order of a court of competent jurisdiction.

C.     Other Payroll Deductions Prohibited

Unless authorized or required by this or other applicable University policy, amounts deducted or withheld from the compensation for a University employee's services are prohibited.

Adopted 2-9-04.

 

SECTION 515       ADMINISTRATIVE OVERHEAD RATES - CLINICAL OPERATIONS

The Health Sciences Center incurs administrative and facility costs on behalf of many activities, including educational and general activities (state budgeted instruction, research, and public service), sponsored programs, service units, auxiliary enterprises, and clinical operations.   State statutes require that non-educational and general activities be allocated an appropriate share of indirect expenses.  Accordingly, university policy requires that service units, auxiliary enterprises, clinical operations, and other agency special activities be charged for a share of centrally budgeted administrative and facility costs in the form of an administrative overhead rate.  This policy addresses administrative rates assessed to clinical operations.  Overhead policies applicable to sponsored programs, auxiliary enterprises, and service units are addressed elsewhere. 

Overhead rates for Clinical Operations are regularly calculated by the Controller's Office and are automatically assessed to all CLNOP and CLNSP funds, by organization, on the basis of gross revenue posted each month to the general ledger.  This is to include the revenue from operations of the Professional Practice Plans approved for each college by the OU Board of Regents.  Rates are updated annually and can be obtained at OUHSC Financial Services.

Adopted 2-9-04.

 

SECTION 516       CASH RECONCILIATION

General Ledger reports and queries, available through the OUHSC Financial Accounting System, should be utilized as a management tool to monitor and review financial activity within departmental cost centers (represented by combinations of financial chart fields, e.g., Fund, Organization, Project, and Program).  To ensure that adequate control over revenues and expenses is maintained, it is imperative that activity be reviewed in detail and reconciled to departmental (local) records on a monthly basis.  Errors and omissions should be investigated and resolved in a timely manner.  Department heads shall take measures to ensure the integrity of their respective fiscal operations, including requiring that cash reconciliations are routinely performed and independently reviewed.

Adopted 8-6-04.

 

SECTION 540      TRAVEL

A.     General Travel

1.     The University of Oklahoma travel policy has been developed in accordance with the State Travel Reimbursement Act (STRA), 74 O.S. Section 500.1, et seq. The policy covers State officials and employees who are performing a substantial and necessary service for the State of Oklahoma and the University of Oklahoma.

a.   Non-employee travel is covered under the policy if the travel expenses were:

(1)   Incurred by a student traveling at the University's request.

(2)  Incurred at the University's request by an individual in the course of seeking employment with the University.

(3)  Provided for in a grant and contract for a conference participant when no other fees for the individual's service or participation will be made.

(4)   Incurred by an individual who has volunteered his services and payment for the individual's services will not be made.

b.     For tax reporting purposes, travel expenses incurred by a U.S. citizen, permanent resident alien (i.e., “green card holder”), or resident alien vendor (e.g., consultant, speaker, etc.) are to be included in the total amount of the contract or honorarium payment. Any such travel expenses cannot be reimbursed on the State of Oklahoma Travel Voucher. The combined income and expense reimbursement payment(s) will be reported to the IRS on Form 1099.

Travel expenses incurred by a non-resident alien vendor (e.g., consultant, speaker, etc.) are not allowed for certain visa types (e.g. B-2, WT, etc.). It is recommended the visa type be reviewed by Human Resources, Office of Special Actions, to determine allowability of travel expense reimbursement prior to the engagement.

c.      Claims for reimbursement of travel expenses shall not cover periods of over 31 days. In cases where the travel period is continuous beyond 31 days, subsequent claims for expense reimbursement must be filed as necessary to cover the extended period.

2.      Employees' Responsibility

Employees traveling on official business for the University are expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business. Excess costs, circuitous routes, delays, luxury accommodations and services unnecessary or unjustified in the performance of official business are not acceptable and should be avoided as a standard practice.

The traveler should obtain appropriate receipts for all applicable charges and keep a personal record of all miscellaneous expenditures chargeable to the University, noting each item as the expense is incurred. In this way, all necessary information will be accumulated and available to assist in the preparation and submission of the State of Oklahoma Travel Voucher.

3.      Authorization/Justification for Travel

Travel must be necessary for the proper execution of official University business or in justifiable pursuit of the University's educational objectives. Meetings and conferences attended must be of a professional nature that will increase the attending individual's usefulness to the University.

University faculty, staff, students and non-university employees traveling on University funds, including grants and contracts and agency special accounts to out-of-state destinations, must receive prior written approval from his or her appropriate supervisor or appointed designee with budgetary authority (Department Head, Vice President, Chair, Principal Investigator, Dean, Provost). Documentation of the approval shall be maintained in the departmental files of the traveler and/or the funding account sponsor and shall be subject to compliance review by Internal Auditing. Approval for routine in-state business purposes will not require prior approval. Upon completion of the authorized travel (in-state or out-of-state), the travel voucher submitted for reimbursement must be approved by the traveler's appropriate supervisor with budgetary authority.

4.      Limits of Expense

a.      Reimbursement for University travel is based on actual and reasonable expenses incurred, subject to the limitations established by the University's travel policies (i.e. STRA).

b.      If travel expenditures are to be paid from a grant or contract account, travel policies of the grant or contract may specify reimbursement of expenses at a rate different from the amount allowed by the University's travel policies. Contact the Grants and Contracts Accounting Office concerning questions about these reimbursements.

c.       An expense that is at the official station of an employee will not be reimbursed. The "official station" is defined as the designated location where the employee primarily performs his/her responsibilities.

d.      The limits on travel expense reimbursement specified in this policy are not to be construed as an indication of the amounts that should be spent. These are only maximum amounts above which reimbursement cannot be made. University employees' travel expenditures should be as conservative as good taste and circumstances permit.

e.      Specific policies that apply to various types of travel expenses are listed on the next several pages. If there are any questions about reimbursement of expenses, contact the Travel Office.

f.        Employees who are required to attend hearings or meetings of any congressional committee/subcommittee or federal agency, board, or commission can be reimbursed for their actual and necessary travel and lodging expenses with the appropriate University approval.

B.     Transportation Expenses

1.      Transportation for persons traveling singly should be by common carrier (air, train, bus) whenever practical. Advantage must be taken of round trip rates when available. Travel must be by the most direct route possible; any individual voluntarily traveling by an indirect route must bear the extra expense.

2.      Regardless of the mode of transportation (including privately owned vehicles), reimbursement for out-of-state transportation shall not exceed that of coach airfare plus other allowable transportation costs (i.e. shipping charges).

3.   Commercial Air Travel

a.      Air travel accommodations should be limited to coach class airfare only. Subject to exceptions at Subsection 3(e), travelers are responsible to book air travel through one of the contracted travel agencies and at the most economical rates using normally traveled routes. In the event that a traveler chooses a higher fare than the lowest applicable fare, it will be noted as an exception and reported by the travel agency to the University.

(1)   In order for employees to take advantage of special cost savings on domestic airfares, reimbursement of expenses may be allowed to start up to forty-eight (48) hours before and/or forty-eight (48) hours after the object of travel. The State of Oklahoma Travel Voucher must include a detailed cost comparison of additional meals, lodging, and other expenses incurred versus the saving on the airfare if the standard twenty-four (24) hour requirement was adhered to. In addition, the extra day of travel must be a weekend day. The forty-eight (48) hour extended rule shall not apply where travel is by privately owned automobile in lieu of coach airfare, regardless of any direct saving that may be demonstrated.

(2)   Travel to foreign destinations may begin as early as forty-eight (48) hours before and/or extend forty-eight (48) hours after the object of travel regardless if there is a cost savings.

(3)   In order for employees to further participate in airfare cost savings, reimbursement of expenses may be allowed to start up to seventy-two (72) hours before and/or extend seventy-two (72) hours after the object of travel, provided:

(a)   The travel is in conjunction with a three (3) or four (4) day holiday weekend;

(b)   The first/last day of the object of travel is immediately preceding and/or following the weekend day/holiday;

(c)    The extra day(s) of travel is a weekend day or holiday immediately adjacent to the weekend, i.e., Friday or Monday; and,

(d)   There is a demonstrated cost savings to the University.

The reimbursement request must include a detailed cost comparison of additional meals, lodging and other expenses versus the savings on airfare if the standard twenty-four (24) hour requirement was adhered to.

b.      Air carrier selection cannot be biased by any traveler's frequent flyer affiliation or benefits. The lowest cost air travel will take precedence over frequent flyer programs. Any employee choosing a more expensive flight may be required to reimburse the University for any excess costs.

c.      Frequent flyer miles earned on travel funded by the University are maintained and redeemed individually by University personnel. Whenever practicable, personnel should redeem frequent flyer miles earned while traveling on University