- Author: Pamela Kan-Rice
A new policy change will become effective Jan. 1, 2019 (see Policy & Procedure Manual 300-10).
Beginning Jan. 1, 2019, AggieTravel expense reports submitted more than 60 days after the last day of travel or entertainment will be reported as taxable income to the employee. This includes all Travel Card, direct billing CTS, and out of pocket expenses.
This policy change was announced in August (see https://supplychain.ucdavis.edu/news/taxation-late-reports).
Any questions should be directed to the BOC Kearney for UCCE locations and the BOC Davis for all other units.
Notwithstanding Prop. 64, using, distributing and possessing marijuana remains illegal under federal law. The Drug Free Schools and Communities Act and the Drug Free Workplace Act require that UC, as a recipient of federal funding, establish policies that prohibit marijuana use, possession and distribution on campus and in the workplace.
For additional information on UC policy regarding controlled substances, visit http://ucop.edu/marijuana-and-drug-policy.
- Author: Pamela Kan-Rice
The University seeks comments from employees on four presidential policies that have been revised.
Employee Comment: Protection of Administrative Records Containing Personally Identifiable Information
The University invites comments on the Draft Revised Presidential Policy BFB-RMP-7, Protection of Administrative Records Containing Personally Identifiable Information, as described below:
The policy is proposed to be revised. The revised policy includes the following key issues:
- Combines and updates BFB-RMP-7, Privacy of and Access to Information Responsibilities; BFB-RMP-11, Student Applicant Records; and BFB-RMP-12, Guidelines for Assuring Privacy of Personal Information in Mailing Lists and Telephone Directories
- Incorporates the UC Statement of Privacy Principles and Values
- Clarifies the roles of Privacy Officials, Records Management Coordinators and Information Practices Coordinators
The policy proposal is posted here.
If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than Monday, Dec. 10, 2018.
Employee Comment: Sexual Violence and Sexual Harassment (SVSH)
The University invites comments on the Draft Revised Presidential Policy on Sexual Violence and Sexual Harassment, as described below.
The policy is proposed to be revised and includes the following key revisions:
- A fuller explanation of what the policy covers, such as acts committed by and against third parties, and how the Title IX offices will evaluate reports to decide whether to initiate a resolution process;
- Changes to the definitions of conduct prohibited by the policy, including sexual assault, relationship violence, and retaliation;
- Enumeration of the specific procedures UC will use to investigate and adjudicate reports;
- A more detailed description of the informal (Alternative Resolution) process, and parties' rights in that process;
- Addition of a 30- to 60-day timeframe for Alternative Resolution, and extension of the timeframe for the Formal Investigation process from 60 days to 90 days;
- Provision for the Title IX officer to initiate investigations despite the absence of an identifiable, individual respondent or, alternatively, the lack of a specific complainant;
- Revisions to the Frequently Asked Questions, including the removal of certain questions; and
- References in several places to guidelines developed by the Systemwide Title IX Office. CSA recommended that we better define and codify some of our policy-related practices, and agreed that could be done in separate guidelines, if referenced in the policy.
The policy proposal is posted here.
If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than Monday, Dec. 10, 2018.
Employee Comment: Use of Vehicles and Driver Selection
The University invites comments on the Draft Revised Presidential Policy BFB-BUS-46.
- The key issues addressed by the proposed revisions to the policy include:
- The inclusion of the California Department of Motor Vehicles (DMV) Negligent Operator Treatment System (NOTS) as a standard for eligibility to drive on behalf of the University.
- Implementation will apply to all drivers on University business – not solely employees.
- Establishment of Vehicle Collision Review Committees to review collisions, determine preventability, and promote driver safety awareness.
- Establishment of guidelines for drivers involved in preventable collisions including training, suspension, and potential revocation of driving privileges.
The policy proposal is posted here.
If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than Monday, Dec. 10, 2018.
Employee Comment: Principles of Accountability with Respect to Financial Transactions
The University invites comments on the Draft Revised Presidential Policy on the Principles of Accountability with Respect to Financial Transactions. The policy is a codification of an existing UCOP financial policy that is currently posted on the Office of the Chief Financial Officer website.
The key issues are:
- Existing finance policy was rewritten to follow the 2013 Committee on Sponsoring Organizations of the Treadway Commission (“COSO”) Integrated Control-Integrated Framework;
- Policy provides an overview of financial accountability, financial management, data integrity, and compliance associated with financial transactions throughout the University. Campuses in turn should develop policies and procedures to ensure these financial transaction accountability principles are met;
- There is a chart of functions and responsibilities for key areas and roles within the campus, and
- There are financial principles that all employees with financial transaction authority redelegated to them should adhere.
The policy proposal is posted here.
If you have any questions or if you wish to comment, please contact Robin Sanchez at rgsanchez@ucanr.edu, no later than Tuesday, Nov. 13, 2018.
- Author: Pamela Kan-Rice
Effective June 22, 2018, California prohibits state-funded and state-sponsored travel to Oklahoma as a result of discriminatory legislation Oklahoma signed into law on May 11, 2018, California Attorney General Xavier Becerra announced.
Oklahoma joins Alabama, Kansas, Kentucky, Mississippi, North Carolina, Tennessee and Texas on the list of states subject to Assembly Bill 1887 travel prohibitions.
California law prohibits use of state funds to pay for travel to states with laws that discriminate against lesbian, gay, bisexual and transgender people.
For UC ANR, that means UC systemwide assessment funds, which include state funds, cannot be used for travel to banned states.
Assembly Bill 1887, which targets states with laws that discriminate based on sexual orientation, gender identity and gender expression, provides some exceptions, such as to participate in meetings or training required by a grant or required to maintain grant funding.
The travel prohibition applies to state agencies, departments, boards, authorities, and commissions, including an agency, department, board, authority, or commission of the University of California, the Board of Regents of the University of California, and the California State University.
If you have questions, please submit your inquiry via the Ask button at http://ucanr.edu/sites/anrstaff/Administration/Business_Operations/Business_Operations_Center_-_Kearney.
For more information, see these resources:
- UC Davis travel office https://www.ucop.edu/central-travel-management/resources/ab-1887-travel-prohibition-to-certain-states-using-state-funding-source%E2%80%8B.html
- California Department of Justice https://oag.ca.gov/ab1887
In 2017, ANR learned valuable lessons amid events within the UC Office of the President making necessary our examination of policy and procedures regarding University-purchased portable electronics. As you know, in December 2017, we placed a moratorium on the purchase of electronic devices while we conducted that review. Thank you for your patience during this process. Now that the policy review and the development of compliance standards are completed, we are lifting the moratorium. Let me advise you of the changes in policy and plans for UC ANR's Endpoint Security Management Initiative.
UC Systemwide Policy G-46 Scope
UC Systemwide Policy G-46establishes requirements for the use of University-purchased cellular phones and other portable electronic equipment and outlines the appropriate circumstances for purchasing these resources, specifically cell phones, MiFi's and tablets (e.g. Kindles, Androids & iPads). This does not include tablet PCs, running full versions of desktop operating systems, laptops, or laptops that can be converted to a tablet mode (e.g. Surface Pro, Notebooks, ThinkPads).
UC ANR Employee Eligibility Form for University-Provided Electronic Device (ANR G-46 Eligibility): If an employee requires a portable electronic resource and providing that resource represents a reasonable use of public funds, the Department (Unit) Head can authorize the purchase using the criteria within the ANR G-46 Eligibility Form.
ANR has determined that due to the inherent program delivery focus of certain ANR positions, the ANR G-46 Eligibility form is not required for UC ANR Advisors, Academic Coordinators/Administrators, ANR-based Cooperative Extension Specialists and Community Education Specialists.
UC ANR Employee Agreement Form for University-Provided Electronic Device (ANR G-46 Agreement): Prior to receiving a portable electronic device, all employees must sign a usage agreement acknowledging that the primary use of the resource(s) will be for official University business and that any personal use of the resources will be incidental in nature. This requirement applies to UC ANR Advisors, Academic Coordinators/Administrator, ANR-based Cooperative Extension Specialists and Community Education Specialists.
Implementation
Currently the Controller's Office is piloting a web-based software to coordinate completion, tracking and storage of the new ANR forms. In support of our strategic goals to streamline administrative functions and modernize technology, we plan to make ANR G-46 Eligibility and G-46 Agreement forms part of this pilot. More information will be forthcoming in June. In the meantime, please use the paper forms found at the bottom of this page. There are FAQs within the G-46 policy describing preferred rate plans, approved vendors and other specifics regarding the purchase and use of cell phones, Mi-Fi's and tablets located here.
If you have questions about policy, contact Robin Sanchez, Controller's Office (rgsanchez@ucanr.edu). If you have questions about ordering a cell-phone, Mi-Fi or tablet, please contact either Emily LaRue, BOC-K (elarue@ucanr.edu) or Sally Harmsworth, BOC-D (sharmsworth@ucanr.edu).
The purposes of the above changes are to bring ANR into compliance with UC Systemwide policy and protect our academics and staff from incurring imputed income. Similarly, UC ANR's Endpoint Security Management Initiative is meant, in part, to comply with UC Systemwide IS-3 Cybersecurity policy. IS-3 will shield ANR staff and academics from external threats such as ransomware, information and privacy breaches, and data loss that could jeopardize our mission of public service, research, and education. What follows are details of the Initiative's goals and standards.
ANR Endpoint Security Management Initiative
In order to strengthen our cybersecurity posture and to comply with UC Systemwide IS-3 cybersecurity policy, ANR is launching an Endpoint Security Management Initiative covering all ANR-owned computers. The objectives of this initiative are:
- To better protect UC ANR-owned IT assets (hardware, software, data) via prevention, threat identification and detection.
- To automate computer updates and patch critical cybersecurity vulnerabilities in a timely manner to mitigate risks.
- To ensure computer security software is installed and updated to protect UC ANR-owned computers and data.
As a key component of this initiative, the ANR IT department will coordinate the computer procurement process and ANR will standardize on several Dell Latitude laptop and OptiPlex desktop computer models. All new computer purchase requests will be initiated using the ANR IT Help Desk ticketing system. ANR IT staff will consult with end users to determine appropriate laptop or desktop computer models to be ordered and will coordinate the placement of computer orders via the UC Davis AggieBuy system. New computers will be delivered to the ANR IT department in Davis to be configured and appropriate cybersecurity software installed before being shipped to the end user's location.
New ANR Procedure for Ordering Laptops and Desktop Computers
Effective immediately, all requests for laptop and desktop computer orders charged to ANR funds must be routed to the ANR IT department via the IT ticketing system. Due to ANR cybersecurity requirements, the use of UC purchasing cards or personal funds to purchase ANR-owned computers is no longer allowed.
Procedure:
(1) The end user will create a ticket in the ANR IT Ticketing System identifying the type of laptop or desktop computer to be purchased. The IT Ticketing System can be accessed in the ANR Portal via the “IT Help” button.
(2) As necessary, IT staff will consult with the end user to determine the appropriate laptop/desktop computer model and needed specifications. As part of this process, the end user will be provided an “ANR Computer Purchase Request Form.”
(3) The end user will complete and obtain unit financial approval on the “ANR Computer Purchase Request Form,” then upload the form to the IT ticket.
(4) The ANR IT department will place the order through AggieBuy and upload the "ANR Computer Purchase Request Form" as supporting documentation.
- The shipping location will be designated as the ANR IT department in Davis.
- As orders are entered into AggieBuy, standard ANR financial approval routing will occur.
(5) The ANR IT department will receive new computer equipment and provide appropriate ANR imaging and encryption and will then ship the equipment to the end user's unit location.
Detailed information on the ANR Endpoint Security Management Initiative and the ordering procedures will be posted on the ANR IT website by May 15. If you have questions about this initiative, please contact Tolgay Kizilelma at tkizilelma@ucanr.edu.
Sincerely,
Tu Tran
ANR Associate Vice President - Business Operations