University of California
ANR Employees

200 Series: Business and Finance

ADMINISTRATIVE HANDBOOK
SERIES 200 - BUSINESS AND FINANCE
SUMMARY OF CONTENTS
 

201 - ENTERTAINMENT

I.   INTRODUCTION 
II.  WHEN ENTERTAINMENT IS APPROPRIATE 
III. APPROVAL OF ENTERTAINMENT EXPENDITURES 
IV.  MEAL ALLOWANCES 
V.   SOURCE OF FUNDS 
VI.  PROCEDURES FOR REIMBURSEMENT

202 MEMBERSHIPS IN ORGANIZATIONS

I.   INTRODUCTION
II.  POLICY
III. TYPES OF ORGANIZATIONS
IV.  SUPPORT OF MEMBERSHIP COST
V.   APPROVAL AUTHORITY
VI.  APPROVAL PROCESS
      ADDITIONAL RESOURCES
Approval Request for Organization Membership Dues to be Paid with UC Funds Form

203 INFORMATION TECHNOLOGY AND COMMUNICATIONS

I.   INTRODUCTION
II.  ELECTRONIC COMMUNICATIONS AND INFORMATION SECURITY
III. GUIDELINES FOR THE PURCHASE AND USE OF CELLULAR PHONES AND OTHER       PORTABLE ELECTRONIC RESOURCES
IV.  AUTHORIZATION TO USE UC PROPERTY IN AN OFF-CAMPUS LOCATION

204 - SECURING THE SERVICES OF AN INDEPENDENT CONSULTANT

205 - FINANCIING COOPERATIVE EXTENSION ACTIVITIES

206 - GIFTS

I.    RESPONSIBLE DEPARTMENT
II.   GOVERNING POLICY
III.  TYPES OF GIFTS
IV.   NON-CASH GIFT VALUATION
V.    OTHER GIFT INSTRUMENTS
VI.   PURPOSE OF GIFTS
VII.  INDIRECT COST CHARGES (A.K.A. “GIFT PROCESSING FEES”)
VIII. AUTHORITY TO SOLICIT AND ACCEPT GIFTS
IX.   PROCEDURES FOR PROCESSING
X.    ADMINISTRATION OF GIFTS
XI.   FUNDRAISING CAMPAIGNS
      ADDITIONAL RESOURCES
      APPENDIX A, SAMPLE GIFT ACCEPTANCE LETTER FROM INDIVIDUAL AUTHORIZED TO     ACCEPT GIFTS
      APPENDIX B, SAMPLE GIFT ACKNOWLEDGEMENT LETTER

207 QUALIFIED SPONSORSHIP RECOGNITION

208 LICENSE AGREEMENTS FOR USE OF FACILITIES

I.   POLICY
II.  AUTHORITY AND EXECUTION
III. HOLD HARMLESS CLAUSE
IV.  INSURANCE CERTIFICATES
V.   OTHER AGREEMENTS

209 - LEASE AGREEMENTS FOR REAL PROPERTY

I.  UNIVERSITY AS LESSOR
II. UNIVERSITY AS LESSEE

210 INSURANCE

I.    INTRODUCTION
II.   AUTOMOBILE LIABILILTY AND PROPERTY DAMAGE COVERAGE
III.  GENERAL LLIABILITY AND PROPERTY DAMAGE COVERAGE
IV.   BUSINESS TRAVEL ACCIDENT INSURANCE COVERAGE
V.    INSURANCE FOR VOLUNTEERS
VI.   CERTIFICATES OF INSURANCE
VII.  REPORTING ACCIDENTS AND INJURIES
       ADDITIONAL RESOURCES

211 ENVIRONMENTAL HEALTH AND SAFETY PROGRAM


212 - TRAVEL

215 - PHOTOGRAPHIC, VIDEO, AND AUDIO RECORDINGS

I.   INTRODUCTION
II.  SUBJECT’S CONSENT TO THE TAKING OF THE IMAGE and/or AUDIO RECORDING
III. THE ANR RELEASE (CONSENT) FORM
IV.  LIMITATIONS ON TAKING AND USING IMAGE AND/OR AUDIO RECORDINGS
V.   USE OF IMAGES AND/OR AUDIO RECORDINGS OBTAINED FROM NON-UC SOURCES
VI.  USING PRE-EXISTING MATERIAL OWNED BY UC
ADDITIONAL RESOURCES

APPENDIX A - RELEASE AGREEMENT
APPENDIX B, IMAGE AND/OR AUDIO RECORDINGS NOTIFICATION
APPENDIX C - FREQUENTLY ASKED QUESTIONS (FAQs)

260 - IDENTIFICATION OF COOPERATIVE EXTENSION
 
I.  OFFICE
II. INDIVIDUAL

262 - TRAVEL TO ATTEND PROFESSIONAL SOCIETY MEETINGS

263 - VISUAL MEDIA SERVICES

I. PURPOSE
II. VISUAL MEDIA MATERIALS

264 -- CONTRACTS AND GRANTS FOR RESEARCH, TRAINING, AND PUBLIC SERVICE PROJECTS

I.    AUTHORITY
II.   PROPOSALS FOR RESEARCH AND TRAINING PROJECTS
III.  PROPOSAL PREPARATION GUIDELINES FOR NEW PROJECTS
IV.   INFORMAL PROPOSALS OR PRE-PROPOSALS FOR NEW PROJECTS
V.    STATE AND FEDERAL MARKETING ORDER PROPOSALS
VI    ESTABLISHED PROJECTS -- PROPOSALS FOR CHANGES
VII.  APPROVALS REQUIRED FOR PROPOSALS
VIII. SPECIAL APPROVALS REQUIRED FOR PROPOSALS
IX.    CONTACTING THE FUNDING AGENCY
X.     CONTRACTS AND GRANTS
XI.    CONTRACTS AND GRANTS RECEIVED ON UNAPPROVED PROPOSALS
XII.   ADMINISTRATION OF CONTRACTS AND GRANTS
XIII.  USE OF UNIVERSITY FACILITIES AND RESOURCES UNDER CONTRACTS AND GRANTS
XIV.   CONFLICT OF INTEREST
XV.     REFERENCES
APPENDIX I. Proposal Budget
APPENDIX II. Approval Data Sheet
APPENDIX III. Statement of Economic Interest

280 - FEDERAL EXCESS PROPERTY PROGRAM

I.   PURPOSE
II.  GENERAL
III. RESPONSIBILITY
IV.  RECORDS AND INVENTORY

281- POLICY ON PESTICIDES AND RELATED CHEMICALS: USE AND EXPERIMENTATION

I.   SCOPE AND DEFINITIONS 
II.  RESPONSIBILITIES INCURRED BY EMPLOYEES OF THE UNIVERSITY OF CALIFORNIA
     WHEN EXPERIMENTING WITH   PESTICIDES OUTSIDE OF THE RESEARCH LABORATORY
III. REQUIREMENTS OF SELECTED CALIFORNIA PESTICIDE LAWS, REGULATIONS AND    UNIVERSITY OF CALIFORNIA DANR POLICIES NOT SPECIFICALLY RELATED TO EXPERIMENTAL USE
IV. REFERENCES
APPENDIX I

282 -CONTROL OF BIOHAZARDS AND BIOLOGICAL MATERIALS IN RESEARCH

I.   BACKGROUND
II.  STORAGE, USE OR RESEARCH OF BIOLOGICAL MATERIALS
III. TRANSFER OR TRANSPORT OF BIOLOGICAL MATERIALS
IV.  REGULATIONS

283 -- COMMUNICATIONS

284 -- NEWS MEDIA


285 - PUBLICATIONS

286 -- GOVERNMENTAL RELATIONS

287 -- COPYRIGHTS

I.   USE OF COPYRIGHTED MATERIALS FOR PUBLICATION
II.  USE OF NON-COPYRIGHTED MATERIALS FOR PUBLICATION
III. USE OF COPYRIGHTED MATERIALS FOR PROGRAMS AND OTHER PURPOSES
IV.  COPYRIGHT POLICY ON MATERIAL PREPARED BY STAFF
V.   COPYRIGHTS ON COMPUTER PROGRAMS
VI.  REFERENCES


290 - DEPARTMENTAL RESPONSIBILILTY IN MAINTAINING INTERNAL FINANCIAL RECORDS, FILES, AND DOCUMENTATION

I.   FIDUCIARY RESPONSIBILITY
II.  BUDGETARY RESPONSIBILITIES
III. FINANCIAL PROCESSING
APPENDIX I. Indexes to Accounting Handbooks for Berkeley, Davis and Riverside Campuses
APPENDIX II. Chapter III. Financial Operations of the USDA Extension Service Administrative Handbook

291 - GUIDELINESFOR RECHARGE AND INCOME ACTIVITIES

I.    PURPOSE
II.   DEFINITIONS
III.  RECHARGE AND INCOME ACTIVITIES
IV.   CRITERIA FORRECHARGE AND INCOME ACTIVITIES
V.    DEFICITS/SURPLUS
VI.   ALLOWABLE COSTS TO BE RECOVERED IN ACTIVITY RATES
VII.  NON-UNIVERSITY DIFFERENTIAL (NUD)
VIII. CAPITAL EQUIPMENT, DEPRECIATION AND EQUIPMENT RESERVES
IX.    ACTIVITY INVENTORY
X.     RATE DEVELOPMENT
XI.    RATE REVIEW AND APPROVAL
XII.   ACTIVITY BUDGETS, ACCOUNT CODES, & SALES TAX
XIII.  CLOSURE OF ACTIVITY OPERATIONS
XIV.   FORMS XV. RECORDS RETENTION
XVI.   FUNCTIONAL RESPONSIBILILTIES
XVII.  REFERENCES
Appendix I: Examples of Possible Rate Structures
Appendix II: Steps to Establishing a New Recharge Activity

292 - COST RECOVERY GUIDELINES AND PROCEDURES

I.   INTRODUCTION
II.  RECOVERING ANR ACADEMIC SALARIES & BENEFITS FROM EXTRAMURAL FUNDS
III. PROGRAM ACTIVITY/USER FEES
IV.  PUBLICATION SALES AND MARKETING
Appendix I: An Introduction to Effort Reporting for ANR Staff
Appendix II: A Sample Budget Listing Appropriate Staff Salaries & Benefits
Appendix III: ANR User Fees:  Educational Programs
Appendix IV: ANR User Fees:  Testing and Other Non-educational Programs
Appendix V: ANR Cost Recovery Definitions
Appendix VI: ANR Financial Waiver Request 

 293 -Deficit Management Policy

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