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Forms, Policies and Procedures (15 Entries)
Policy: University
Travel and Business Hosting Policy
Policy

Travel and Business Hosting Policy

  1. SCOPE OF POLICY
    1. This policy relates to expenses incurred for traveling and entertaining on behalf of the University, regardless of the funding source, and including state, federal, basic budget, and reserves.
    2. It applies to all travel and business hosting events for all individuals including University administrators, faculty, staff, students, and non-employees.
  2. DEFINITIONS
    1. Accountable Plan — a reimbursement arrangement that requires employees to substantiate their business-related expenses to the University within a reasonable time and to refund any excess advances within a reasonable period. With an accountable plan, reimbursements are not reported as income and are not required to have payroll taxes withheld and reported on W-2.
    2. Bona Fide Business Purpose — defined by the Internal Revenue Service (IRS) as a provable real business need that requires a particular individual’s presence and services.  Incidental services such as typing notes or assisting in entertaining are not enough to make the business purpose deductible.
    3. Card Administrator — a University employee within each department responsible for verifying within the credit card allocation system that all charges against the Cardholder’s account are backed up by Supporting Documentation and that the documentation is retained within the department.
    4. Cash Advance — cash provided prior to travel for Per Diem or business hosting in lieu of using a credit card. All cash advances must be reconciled within 30 days of return from travel or incurrence of expenses.
    5. Coach — refers to the lowest cost seating assignment on air, rail, bus, or ship (also referred to as Economy).
    6. Economy — refers to the lowest cost seating assignment on air, rail, bus, or ship (also referred to as Coach).
    7. Egencia — preferred travel management provider.
    8. Fly America Act — provisions enacted by 41 Code of Federal Travel Regulations (CFR), Chapters 300 through 304, part 301-10.131 regarding use of United States flag air carriers.
    9. Incidental Expenses — are those incurred for personal use such as personal care products, newspapers, periodicals, etc.
    10. IRS Accountable Plan Guidelines — Publication 463, Chapter 6. To be an accountable plan, your employer’s reimbursement or allowance arrangement must include all of the following rules:
      1. Your expenses must have a business connection — that is, you must have paid or incurred deductible expenses while performing services as an employee of your employer.
      2. You must adequately account to your employer for these expenses within a reasonable period of time.
      3. You must return any excess reimbursement or allowance within a reasonable period of time.
    11. Meals and Incidental Expenses Breakdown Table — Federal General Services Administration table which defines meals and incidental daily expenses by geographic location.
    12. Non-University Personnel — individuals that are not benefited University employees but may be engaged in University related activities. These include independent contractors, temporary labor, candidates for employment, volunteers, spouses, and significant others.
    13. Out of Pocket Expenses — expenses incurred by the traveler that may be business related and subject to reimbursement.
    14. Per Diem — daily allowance for expenses.
    15. Personal Meals — meals incurred when traveling on an out-of-town business trip.
    16. Purchase Order Requisition — form that a department must submit to Procurement Services for approval to purchase needed supplies, materials, or services.
    17. Reasonable Period of Time — depends on the facts and circumstances of your situation. However, regardless of the facts and circumstances of your situation, actions that take place within the times specified in the following list will be treated as taking place within a reasonable period of time:
      1. You receive an advance within 30 days of the time you have an expense.
      2. You adequately account for your expenses within 60 days after they were paid or incurred.
      3. You return any excess reimbursement within 120 days after the expense was paid or incurred.
    18. Supporting Documentation — a merchant produced or non-University document (e.g., sales receipt, original invoice, packing slip, credit receipt, etc.) that records the relevant details for each item purchased including quantities, amounts, a description of what was purchased, the total charge amount and the merchant’s name and address. In the absence of this document, a University Approved Affidavit may be utilized as an exception.
    19. Travel & Business Hosting Expense Approver — designated departmental approver that is not a Credit Card Administrator.
    20. UD Credit Card (Credit Card) — a charge card issued to a University employee for making authorized purchases on the University’s behalf. The University will issue payment to the merchant/card issuer for charges made with the UD Credit Card.
    21. Upgrade — single class increase from the lowest published coach or economy class fare. Does not include aisle seats, bulkhead, exit aisle seats, boarding fees, or other related charges for booking within the coach or economy class seating.
    22. Works — web-based electronic card payment management service and credit card expense allocating system.
  3. POLICY STATEMENT
    1. All travel and business hosting expenses must be reasonable, economical, cost-efficient and for Bona Fide Business Purposes including the entertainment of non-University employed individuals.
    2. If travel or business hosting is to be charged to contracts, grants, or gifts with more restrictive limitations, those limitations will apply. Foreign air travelers using federal funds or federal pass-through funds must comply with the Fly America Act.
    3. Departments or business units may institute stricter guidelines than those presented in this policy. Those units are responsible for the communication and administration of those requirements.
    4. The traveler is responsible for documenting the expenditure in accordance with IRS Accountable Plan Guidelines specifically indicating sufficient detail regarding the business purpose. Failure to comply may result in suspension of privileges, revoking of their UD Credit Card, and denial of their request for reimbursement.
    5. Charges for travel and business hosting expenses incurred while on official leave from the University require specific approval in advance by the Provost for personnel in academic units and by the Executive Vice President for personnel in administrative units, except as noted in Section 3 of the Faculty Handbook.
  4. POLICY STANDARDS AND PROCEDURES
    1. Business Hosting and Meals
      1. General Guidelines
        1. Business hosting expenditures, for which an employee is seeking reimbursement or utilizing a University Credit Card for payment, must pertain to the business needs of the University and receive the approval of the employee’s immediate supervisor or their designee.
        2. Receipts are required for all meals when entertaining, regardless of the amount. Documentation of expenses is the responsibility of the individual(s) remitting payment. Detailed receipts must be kept with the name of the guest(s), the affiliation with the University, the names of the University representatives, and the business purpose of the gathering.
        3. The most senior University employee at the function is responsible for paying the bill. Meals involving UD employees require a Bona Fide Business Purpose — social meals are not allowable.
      2. Meals and Business Hosting — University Personnel Only in Attendance
        1. Business hosting charges for group work-related meals and refreshments are authorized at reasonable actual costs. University facilities or services should be utilized whenever possible. The UD Credit Card or a personal credit card should be used and original receipts are required for all meals, regardless of the amount, and must be maintained by the University employee for reconciliation of business hosting charges. Business hosting charges for meals are limited to the guest(s) and up to four University representatives. Accompanying documentation must indicate the names of the participants, their affiliation with the University, and the Bona Fide Business Purpose of the meeting.
        2. Business hosting expenses for refreshments and meals for University personnel for one annual “get together” event and for service recognition and retirement functions require the approval of a vice president, associate vice president, dean, or equivalent administrative officer and may not be paid or reimbursed with state or federal funds.
        3. Except as approved by the Office of the President, social, sporting, and other similar club memberships are ineligible to be paid with University funds. It is generally not appropriate or allowed to send gifts or flowers to an employee (e.g., death in the family or other major life events); however, such gifts when approved must be consistent with other aspects of the University policy concerning gifts (see Policy 3-23: Policy on Gifts/Mementos to External Parties) and cannot be paid or reimbursed with State or Federal funds.
        4. No charges for alcoholic beverages are permitted to University basic budget or self-supporting, state or federal funds. In cases where alcohol is deemed permissible with appropriate business use, the expense must be itemized as well as categorized and booked to the correct and allowable accounting code.
      3. Meals and Business Hosting — Non-University Personnel in Attendance
        1. The cost of entertaining Non-University Personnel for business purposes, such as candidates for employment and guest speakers, is expected to be consistent with reasonable hospitality. Accommodations and meals are available on campus and in the Newark area at moderately priced facilities, and these facilities should be considered when making arrangements. Procurement Services suggests a list of such facilities at the Procurement Services website.
        2. Receipts are required for all meals with Non-University Personnel in attendance, regardless of the amount, and documentation of expenses is the responsibility of the cardholder. Detailed receipts must be augmented with the name of the guest(s), the affiliation with the University, the names of the University representatives, and the business purpose of the gathering.
        3. Business hosting charges for meals are limited to the guest(s) and up to four University representatives. When a guest’s spouse is present, the University representative(s) may include their spouse; otherwise, business hosting charges are limited to employees and/or students. If more than four University personnel (including spouses) are involved in entertaining guests, prior approval of a vice president, associate vice president, dean, or equivalent administrative officer is required and business hosting expenses must be charged to appropriate account code.
        4. Meals for guests at area restaurants may not be charged directly to a University account with the restaurant.
        5. If more than four University personnel are involved in entertaining guests, prior approval of a vice president, associate vice president, dean, or equivalent administrative officer is required.
    2. Travel & Lodging
      1. General Guidelines
        1. The mode of travel should be selected on the basis of the most economical use of the traveler’s time and the requirements of the trip. If, for the convenience of the traveler, an indirect or interrupted route is chosen, any additional expense will be borne by the traveler. Expenses will be based only on such charges as would have been incurred by a usually traveled route.
        2. Travel expenditures, for which an employee is seeking reimbursement or utilizing a UD Credit Card for payment, must pertain to the business needs of the University and receive the approval of the employee’s immediate supervisor or their designee.
        3. When traveling by commercial airline, rail, or bus, accommodations are to be for a coach or economy class. Any upgrade must be pre-approved by the traveler’s supervisor and can only be for international flights exceeding 6 hours of continuous flying time.
        4. Original itemized receipts are required for all travel related expenditures and Out of Pocket Expenses in excess of $25.00 with the exception of meals and incidentals covered by the Per Diem.
        5. The scheduled trip must be the least costly option taking advantage of round-trip or excursion rates whenever possible. If a traveler interrupts a direct route while on University business for non-University business, reimbursement for the mode of transportation selected will be at either the actual charge or the charge that would have been incurred by traveling the direct route.
      2. Personal Meals While Traveling — Per Diem Reimbursement
        1. Meals and incidentals incurred during business travel are limited to the appropriate Per Diem, regardless of payment method. The employee is responsible for reimbursing the University for costs incurred on the UD Credit Card in excess of the Per Diem (based upon the aggregate duration of the trip) within 30 days.
        2. Total reimbursement for personal meals and incidental expenses is calculated on a Per Diem basis. Domestic and Foreign Per Diem rates are reduced for the first and the last day of travel to 75% of the full daily Per Diem rate.
        3. With the use of Per Diems, meals of the traveler are considered a personal expense and do not include business hosting. Meal receipts for a traveler’s personal meals, for which Per Diem was received, are not required.
        4. Any reimbursement of meals and incidental expenses based on actual receipts must not exceed the total Per Diem allowance for the trip.
        5. The maximum amount for domestic Per Diem rates are set by the US government once a year, and foreign Per Diems may change as frequently as monthly due to currency fluctuations. Foreign Per Diems, as set for the months traveled, are to be applied for travel expenses abroad.
        6. The Per Diem limits for meals and incidentals for domestic and foreign travel are found at the following websites:
          1. Domestic Per Diem Rates (GSA Schedule) / The IRS/GSA Per Diem Calculator tool can provide current domestic rates: (https://www.perdiem101.com/calculator)
          2. Foreign Per Diem rates (United States State Department Schedule)
        7. When an outside agency pays for meals, the traveler’s claim for the Per Diem must be adjusted by the amount of the meal payment provided by the outside agency in accordance with the Meals and Incidental Expenses Breakdown Table for domestic travel or Appendix B of the Federal Travel Regulations for foreign travel.
        8. If a traveler is attending a conference where a meal is provided, the traveler’s claim for the Per Diem must be adjusted by the amount associated with the meal provided by the conference in accordance with the Meals and Incidental Expenses Breakdown Table for domestic travel or Appendix B of the Federal Travel Regulations for foreign travel.
        9. When a traveler is entertaining individuals on behalf of the University, the traveler may submit the meal receipt according to the policy when reconciling the guests as well as the traveler’s meal expense. The traveler’s claim for the Per Diem must be adjusted by the amount of the meal included in the business hosting receipt in accordance with the Meals and Incidental Expenses Breakdown Table for domestic travel or Appendix B of the Federal Travel Regulations for foreign travel.
        10. Only trips involving out-of-town travel away from home or away from the traveler’s usual work location for more than 12 hours qualify for Per Diem meal and incidental expense reimbursement. Reimbursement for such trips that do not include an overnight stay will be 75% of the full day Per Diem for the destination city.
        11. A complete reconciliation of the meals, incidental expenses, and the Per Diem allowance must be included as supporting documentation for the expenses.
      3. Air Travel
        1. When traveling by commercial airline, accommodations are to be for a coach or economy class.
        2. Airline tickets may be purchased by the traveler (or her/his designee) on an approved UD Credit Card or their personal credit card. A UD purchase order may also be used which requires the submittal of a Purchase Order Requisition. The University’s preferred travel management provider, Egencia, should be used whenever possible. An original passenger receipt or printed e-ticket invoice must be retained by the traveler for verification of travel.
        3. The University will allow a single class upgrade from the lowest published Coach or Economy class fare for flights with destinations outside the contiguous United States, provided all three of the following requirements are met:
          1. The flight itinerary for the ticket to be upgraded must include a single leg that includes at least 6 hours of continuous flying time.
          2. The upgrade is approved by the traveler’s dean or vice president, and such approval is documented.
          3. The cost difference between the lowest published Coach or Economy class and the upgraded class is charged to a discretionary purpose code, if possible.
        4. Travel allows two personal checked bags for up to 1 week of travel, an additional personal bag if the trip duration is more than 1 week.
        5. Baggage fees, emergency aisle fees, early boarding, and other fees associated with Coach fares are NOT considered upgrades. These fees should be considered when comparing and booking travel and should be approved by the department.
        6. Foreign air travelers using federal funds or federal pass-through funds must comply with the Fly America Act, 41 Code of Federal Travel Regulations (CFR), Chapters 300 through 304, part 301-10.131 Use of U.S. flag air carriers (gsa.gov/federaltravelregulation) and information related to “Open Skies Agreements” at https://www.gsa.gov/policy-regulations/policy/travel-management-policy/fly-america-act. Additional information is available in the UD Research Office.
          1. Exceptions to compliance with the Fly America Act must be fully documented prior to the purchase of any travel. Please contact the Research Office for assistance. The “Fly America Act Waiver Checklist” is available on the Research Office website using this link: Fly America Act Waiver Checklist.
          2. In order for an international flight to be in compliance with the Fly America Act, the two-character code of a U.S. flag air carrier must be part of the flight number indicated on the airline ticket, boarding pass, or passenger receipt.
          3. Federal grant sponsors require awardees to make use of U.S. flag air carriers to fly from the U.S. to an international destination (with the exception of European nations as described in section 7 below) when service is available unless one of the following circumstances applies:
            1. For travel originating in the United States, if a U.S. flag air carrier offers nonstop or direct service (no aircraft change) from the origin to the destination, the traveler must use the U.S. flag air carrier service unless such use would extend travel time, including delay at origin, by 24 hours or more.
            2. For travel originating both within and outside of the United States, if a U.S. flag air carrier does not offer nonstop or direct service (no aircraft change) between the origin and the destination, the traveler must use a U.S. flag air carrier unless, when compared to using a foreign air carrier, such use would:
              1. Increase the number of aircraft changes that must be made outside of the U.S. by two or more;
              2. Extend travel time by at least six hours or more; or
              3. Require a connecting time of four hours or more at an overseas interchange point.
            3. U.S. carriers must be used even if foreign air carriers are cheaper or more convenient.
          4. Most federal agencies accept code-sharing agreements between U.S. and foreign air carriers when the U.S. carrier’s designator and flight number are identified on the ticket or documentation. The ticket must be issued by the U.S. carrier.
          5. Some funding sources may have more restrictive policies. Travelers using federal funding sources must comply with the most restrictive of the applicable policies.
          6. An exception to the use of U.S. carriers is for travel to European Union (EU) nations when the traveler is not a federal government employee and cannot take advantage of GSA Airline City Pair Contract Fares and is using the EU Open Skies Transportation Agreement. (Members of the European Union are: Austria, Belgium, Bulgaria, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxemburg, Malta, Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden and United Kingdom).
          7. Such travelers may use foreign carriers to fly between the U.S. and EU nations.
          8. Foreign carriers can also be used for travel from the U.S. to a point outside the EU if the airline originates, arrives, or stops in the EU.
            1. Additional exceptions are for use of the Open Skies Agreements for Australia, Switzerland, and Japan. Use of any Open Skies Agreement requires additional documentation. Please contact the Research Office for details.
      4. Rail or Bus
        1. Rail and bus fares on any trip should be the least costly option consistent with the University business travel policies. The traveler should take advantage of round-trip or excursion rates whenever possible. Business class seats are the acceptable class of service. Any seating upgrades will be at the traveler’s personal expense. Use of first class service on Amtrak trains is not permitted.
        2. Train tickets may be purchased by the traveler (or his/her designee) on an approved UD Credit Card or personal credit card.
      5. Taxi Fares and Public Transportation
        1. Taxi fares are reimbursable only when it is necessary to use such means of transportation. Receipts are not required, but taxi costs are to be itemized when reconciling travel expenses and submitting a request for reimbursement. Taxi fares may also be charged on the UD Credit Card or personal credit card.
        2. If public transportation such as a local bus or subway is used, charges are to be itemized but receipts are not required.
      6. Automobiles
        1. Rentals — Commercial
          1. When a rental car is necessary, the University traveler should make every effort to book their transportation rental through the preferred travel management company of the University.
          2. Car rentals may be charged to the traveler’s UD Credit Card, personal credit card, or via a FIN Purchase Order Requisition web form. At the end of the travel, the original rental agreement and invoice must be retained by the traveler or by the UD Credit Card Administrator for UD Credit Card charges.
          3. The traveler must purchase the optional loss/damage insurance for $1 million supplemental liability coverage on both foreign and domestic car rentals from the rental agency.
          4. Prior to renting a vehicle while traveling on behalf of the University, traveler should consult the Travel page of the University Procurement Services website for a listing of preferred rental car providers with which the University has negotiated the inclusion of supplemental insurance coverage.  https://www1.udel.edu/procurement/intranet/travel/rentalcars.html
          5. If renting from an agency other than those listed on the Preferred Supplier page, the traveler must purchase the optional loss/damage insurance for $1 million supplemental liability coverage on both foreign and domestic car rentals from the rental agency. Please note that there are four types of rental insurance: Collision Damage Waiver, Supplemental Liability Protection, Personal Accident Insurance, and Personal Effect Coverage. The University requires only Supplemental Liability to be purchased with the rental vehicle.
          6. When possible, the traveler should not pre-pay for gasoline.
        2. Shuttle and Car Services
          1. Use of a private sedan or car service will be reimbursed only if the cost is less than other available modes of transportation or if a valid business reason precludes the use of a more economical mode of transportation.
          2. Attach the detailed valid business reason to the reimbursement request.
          3. Use of a limousine is not a reimbursable expense.
        3. University Owned Vehicles — University owned vehicles are generally available for business travel through the Motor Pool. If a University-owned vehicle is used, mileage will be charged to the appropriate travel account; credit cards for gasoline will be provided with the vehicles.
        4. Privately Owned Vehicles
          1. At the discretion of the traveler’s supervisor, privately owned vehicles may be used for University travel.
          2. Use of a privately owned vehicle is reimbursable at the U.S. Government reimbursement rate as posted on the government website, gsa.gov/mileage. The posted rate is intended to cover all operating expenses, including repairs, insurance, gasoline, depreciation, towage, and other similar expenditures. Official travel by privately owned vehicles is based on the actual driving distance using the most direct route. University automobile liability insurance coverage for privately owned vehicles used for University business is limited to secondary coverage; the vehicle owner’s automobile insurance is the primary coverage. University liability coverage will apply only to claims which exceed the vehicle owner’s insurance. The University does not provide physical damage coverage for privately owned vehicles.
        5. Parking and Toll Charges
          1. Parking and toll charges are allowable travel expenses. Tolls and parking may be paid via the UD Credit Card, personal credit card, or cash. Original receipts or stamped parking tickets showing the exact payment made and date are to be submitted for each expense that exceeds $25.00. Validated parking should be utilized when available.
          2. Personal EZ-Pass or other automated toll services cannot be defaulted to the UD Credit Card.
        6. Local travel — mileage and parking reimbursement requests related to local travel in relation to the traveler’s primary UD location should be submitted at least monthly but must be reimbursed within 60 days from the end of the first trip report for the month.
      7. Lodging
        1. Lodging is expensed or reimbursed on a direct cost basis. Travelers should book standard room accommodations at non-luxury hotels using GSA guidelines.
        2. Hotel lodging may be purchased on the UD Credit Card or reimbursed to the employee.
        3. When availability does not allow for lodging rates within the GSA guidelines, documentation to support the cost must be provided.
        4. When traveling to a conference, it is appropriate to stay at the hotel hosting the conference, even if the rate exceeds GSA guidelines. However:
          1. The room must be booked at the conference rate
          2. Travelers will not be reimbursed for “no show” charges
        5. Foreign lodging should be purchased using a UD Credit card or submitted for reimbursement. Foreign lodging Per Diem is used only when visiting countries where obtaining receipts is difficult or impossible.
      8. Spousal Travel
        1. In order for spousal and family travel to not be taxable to the employee, the presence of the spouse or other family members must be essential (not just beneficial) to the University employee carrying out his/her business purpose for the University. A determination as to whether an employee’s spouse or other family member constitutes a Bona Fide Business Purpose as defined by the IRS will be based on the following criteria:
          1. The degree to which the “dominant purpose” of the travel is to aid the employee’s business purpose of promoting the University’s objective.
          2. Whether the spouse’s or family’s presence on the trip is necessary to effectively carry out the duties of the employee.
          3. The extent to which the spouse’s or family’s presence on the trip is to provide more than “incidental” business related services to the employee (e.g., typing notes, attending to ministerial or scheduling matters, attendance at meals, etc. are considered incidental).
          4. The time spent by the spouse and family on personal activities in comparison to the activities related to the business of the University.
      9. UD Credit Card and Reimbursement Protocols
        1. UD Credit Card
          1. The UD Credit Card (presently a Visa card) is available to University employees to use for travel related expenses. Visa’s guide to benefits in addition to other documents and information about the UD Credit Card are posted on the Credit Card’s page of the Procurement website.
          2. The UD Credit Card or personal credit card may be used for payment of airfare, rail, car rentals (other than those obtained through the Motor Pool), shuttle services, bus tickets, lodging, meals if entertaining, and other expenses necessary for work-related University travel. Verification of expenses and submission of reimbursements and settling of any cash advances, along with necessary original receipts, must be submitted no later than thirty (30) days after the ending date of the business activity. A traveler must ensure verification and approval through the online tool Works. All original receipts, along with a printout of the monthly expense report, will be maintained by the traveler or traveler’s card administrator (as department policy dictates). Refer to Policy 5-22 for additional information about the UD Credit Card policy.
        2. Approval of Expenses or Reimbursement (Approvals)
          1. The traveler is personally accountable for the accuracy and veracity of the UD Credit Card transactions and/or the Reimbursement Request submitted in Works and for ensuring that they conform to University travel policies and procedures. In addition, the traveler’s supervisor (or designee) must approve any reimbursement in accordance with a process that meets the minimum requirements outlined in the posted reimbursement request process (look under “Reimbursements” for the two versions of the process) published by Procurement Services.
          2. All reimbursement payments will be made by direct deposit to the same employee account selected for payroll deposits.
          3. UD Credit Card charges for travel expenditures must be approved by the cardholder and reviewed and approved by the traveler’s Card Administrator.
          4. Travel and business hosting expense approvers and Card Administrators are responsible for:
            1. Ensuring that those travelers under their purview understand the travel policy and the fact that they need to exercise good judgment while traveling for a legitimate University business purpose.
            2. Reviewing and approving expense documentation or reports and related backup for appropriateness and correctness.
          5. Expenditures excluded from reimbursement include, but are not limited to, charges for babysitting, fines for traffic violations, boarding of pets, travel insurance, accident and life insurance, additional car insurance coverage, loss or damage to personal property, valet service, periodicals, repairs to personal vehicles used for work related purposes, movies, in-room movie rentals, mini-bar, recreational fees, costs for failure to cancel reservations, Administrative Professionals Day, and laundry and meals and refreshments for events such as holidays, birthdays and showers.
        3. Prior Approval of Travel
          1. Each dean or vice president (or their designee) will determine prior travel approval requirements, if any, for personnel reporting to them. If the traveler does not report to the unit or department sponsoring the travel, advance approval from the sponsoring unit or department is required.
          2. For travel funded by grants and contracts, federal agencies require in most cases that any travel be specified in the budget for faculty, staff, and students. Some federal agencies require written prior approval for out-of-country travel charged to federally sponsored contracts and grants (including federal “pass through” funds). Direct any questions regarding a particular grant or contract to the Office of Sponsored Programs.
          3. Individual departments or units may impose additional approval requirements as deemed appropriate.
        4. Travel and Business Hosting Advances and Project/Program Cash Advances
          1. Eligibility for Project/Program Cash Advances
            University employees, supplemental faculty and professionals, graduate students, and fellows on contract, who are being paid by the University, may have a need for a cash advance to assist in financing University-authorized business where other payment options such as the UD Credit Card may not suffice. Such individuals are eligible to request a cash advance. An employee may also have a need for a cash advance for a special project or research program, such as for payments to individuals participating in human subject research.
          2. Procedure for Receiving Cash Advances
            1. Cash advances may be requested by the eligible traveler and approved by the account code administrator by completing the UD Credit Card Enrollment Request Web form. A section of the application applies to UD Cash Advance Cards. The same application is used to request a new UD Cash Advance Card or to add funds to an existing UD Cash Advance Card. Requests for cash advances must clearly explain the items for which cash is requested.
            2. The default procedure for issuing a Cash Advance is through a UD Cash Advance Card. If this will not meet the specific need, other means may be discussed with Procurement Services. The completed UD Credit Card Enrollment Request must be received in the Procurement Services office at least ten business days prior to the need when issuing a first-time UD Cash Advance Card. If an existing card is being reloaded with funds, the completed request must be received at least five business days prior. Cash advances normally will be issued no earlier than five business days prior to the planned travel or program event.
            3. Cash Advances normally will not be issued for less than $200 and will not be made more than 30 days prior to the time of the expense.
          3. Reconciliation of Cash Advance Amounts
            1. Cash Advances must be reconciled with complete and correct documentation within 30 days following the ending date of the business activity for which cash was needed.
            2. Any unused portion of the Cash Advance must be repaid as part of the initial reconciliation.
            3. Users of the Cash Advance service are personally responsible for the appropriate use and timely resolution of Cash Advances. Cash Advances must be settled by verifying and “signing off” on expenses in the expense reporting tool Works and by supplying receipts and worksheets to the traveler’s card administrator for reconciliation. Failure to reconcile the Cash Advance amounts on a timely basis may result in the full amount of the cash being deducted from the traveler’s next paycheck.
            4. Failure to reconcile the Cash Advance amounts on a timely basis may result in the full amount of the cash being deducted from the traveler’s next paycheck along with denial of any additional advances until the unresolved advance has been appropriately reconciled. Other disciplinary and collection action may be required to collect on the Cash Advance as explained below. Such actions may commence unless Procurement Services is advised and presented with documentation of acceptable special circumstances.
            5. If the verification/signoff process of the Cash Advance user’s UD Cash Advance card account is more than two billing cycles overdue, the user’s Supervisor will be notified and a repayment schedule will be arranged for the user by the user’s supervisor and Procurement Services. If the cardholder does not adhere to the repayment schedule, payroll deduction of the Cash Advance will be instituted.
            6. Repayment checks should be made payable to the University of Delaware and should be submitted to the Card Administrator who will process a cash transmittal. Cash Advances for students that remain unresolved after two billing cycles will be charged to their student account.
          4. Out-of-Pocket Travel Expenses
            1. Reimbursement is made only for necessary expenses of a traveler in the performance of their official University duties that have not been charged to the UD Credit Card. Expenses reimbursed by any other entity (government, corporation, association, organization, individual, etc.) may not be reimbursed by the University. If expenses paid by the University have been reimbursed by any other entity, the traveler must remit the amount of the reimbursement to the University of Delaware.
            2. Out of Pocket Expenses must be itemized in the Works application on a Reimbursement Request. The Cardholder and Card Administrator must both sign off on the transaction to verify correctness and eligibility for reimbursement. The documentation that supports the transaction must include evidence that the traveler’s supervisor (or designee) approves the expense.
            3. Itemized receipts are required for all travel related expenditures and Out of Pocket Expenses in excess of $25.00 with the exception of personal meals, taxis, and public transportation (such as local bus and subway) as noted below.
          5. Registration Fees
            Registration fees may be charged to a UD Credit Card or personal credit card.   In cases where a credit card is not accepted, a FIN Purchase Order Requisition web form should be completed and submitted. The request is to be accompanied by a letter or registration form which will be mailed along with the payment by Procurement Services to the seminar or conference sponsor.
          6. Approval of Exceptions
            Exceptions to this policy must first be approved by the Provost (or their designee) for academic units, or by the Vice President for Finance and Deputy Treasurer (or their designee) for administrative units, then submitted to the Purchasing Manager for final approval.
  5. POLICY STANDARDS AND PROCEDURES FOR STUDY TRAVEL PROGRAM
    1. University of Delaware faculty or other personnel conducting study abroad and/or domestic study travel programs sponsored by the Institute for Global Studies will use the following guidelines. Study travel programs include those which offer credit courses to students and are offered at locations abroad or within the U.S. but outside of the State of Delaware.
      1. Lodging and Travel — expenditures for lodging and travel arrangements and associated expenditure requests must have approval in advance from the Institute for Global Studies (IGS). Charges for such expenditures must be evidenced by original itemized receipts. Receipts are not required for daily meals and incidental expenses with Per Diem rates prevailing (described below). Except in special circumstances and with pre-approval by IGS, University faculty and other personnel accompanying programs with a duration in excess of thirty (30) days must be accommodated in lodgings with cooking facilities.
      2. Meals and Incidental Expenses (M&IE) — meals and incidental expenses will be reimbursed on a Per Diem basis as follows:
        1. Accommodations that do not include cooking facilities:
          1. Foreign locations: Maximum of $34 or 50% (whichever is greater) of the US Department of State daily M&IE allowance established by locale for foreign locations, including the Trust Territory of the Pacific Islands, Alaska, Hawaii, Puerto Rico, and territories and possessions of the U.S.
          2. Domestic locations: Maximum Per Diem is the US Department of State daily M&IE allowance by location.
        2. Accommodations that include cooking facilities:
          1. Foreign locations: Maximum of 40% of the US Department of State daily M&IE allowance established by locale for foreign locations, including the Trust Territory of the Pacific Islands, Alaska, Hawaii, Puerto Rico, and territories and possessions of the U.S.
          2. Domestic locations: Maximum Per Diem is 75% of the U.S. Department of State daily M&IE allowance by location.
        3. For foreign travel under the Study Travel Programs, the Per Diem for the first and last day of travel, at the full Per Diem rate as described above, is permitted.
        4. Questions pertaining to M&IE for Study Travel Programs may be directed to the Institute for Global Studies, x2852.
        5. The approved amounts can be adjusted according to the travel destination, length of stay, ability of the traveler to make use of local establishments, and ancillary needs discussed with the Institute for Global Studies and individual college or department account administrators before the travel occurs.
      3. Spouses and Dependents — except as limited by contract/grant or gift restrictions, roundtrip Economy air fares for international travel for accompanying spouse and dependent children (under 18 years of age) may be included as part of the project budget where the minimum stay is greater than 60 days. Employees traveling on extended leave which is funded from external awards should contact the Research Office for sponsor regulations governing dependent travel. No cost-of-living supplement beyond that for project personnel may be included. Airfare that is purchased by the University for a spouse and dependent children represents taxable income to the employee and will be reported to the IRS on Form W-2.
      4. Travel Expenses Of Non-University Personnel
        1. Except in cases of extended visits to the University of Delaware, reimbursement of travel expenses to an individual other than University personnel (e.g., colloquium speaker, visiting faculty, prospective employee, etc.) is subject to the same policies that pertain to University personnel.
        2. For visits of 30 days or more to the University by visiting faculty and professionals, when reimbursement for living expenses is being provided by the University, the department administrator may approve a Per Diem method and amount in lieu of actual expense reimbursement. The maximum approved Per Diem amount may not exceed the U.S. Department of State’s daily Per Diem allowance for this area.
        3. An administrative officer will complete a FIN Request for Payment to Individual web formfor the Non-University personnel and attach any required receipts. After approving the expenditure, it will then be processed for payment in accordance with the usual electronic procedure. The reimbursement check will be issued by Procurement Services to the Non-University personnel.
        4. For payments or reimbursements made to or for non-resident foreign visitors, the visitor must hold a current visa type that allows such payments. Prior to inviting such visitors to campus, contact the Office for International Students and Scholars (OISS) for sample invitation letters that explain visa requirements appropriate for the purpose of the visit. For a complete list of visa types and restrictions on payments, contact OISS.
        5. Visiting faculty members, including distinguished foreign scholars, who live more than one hundred miles from campus and who are invited to teach at the University of Delaware during a semester may be reimbursed for one round trip from their homes to the Newark campus. Rail or airfare reimbursement will not exceed the cost of a single round trip economy fare plus reasonable ground transportation, and automobile travel reimbursement will not exceed the standard mileage rate. This travel expense reimbursement is not intended for regular University of Delaware faculty. Before a department may commit funding to a visiting faculty member, approval must be obtained from the dean. The dean will determine how best to allocate limited funds and weigh the potential contribution to the University of each proposed visitor.
      5. Combinations Of University Travel And Personal Travel
        1. Expenses payable by others — if a traveler is taking a trip that is payable jointly by the University and another entity, the University will pay for its share of the actual fare necessary for University business. The traveler is responsible for reimbursing the University via Cash Transmittal for any charges for the trip reimbursed by another entity. When an outside agency pays for meals or lodging on behalf of the traveler, the traveler may not claim full Per Diem for the affected days of the trip. The amount paid for the trip from all sources may not exceed the total expenses incurred.
        2. Indirect Routes — if a traveler interrupts a direct route while on University business for non-University business, reimbursement for the mode of transportation selected will be for either the actual charge or for the charge that would have been incurred by traveling the direct route via the most economical means, whichever is less. The charge for the direct route must be documented at the time of booking.
      6. Student Travel
        1. Students traveling for the University are to follow the same policies as University employees. Student travel charged to grant accounts must be specified in the approved grant budget before the travel occurs. Contact the Office of Sponsored Programs to determine if the travel is allowed under the terms of the specific grant.
        2. Appropriate student travel supported by a University department may also be charged to “private” awards and gifts if the conditions of the agreement or gift restrictions permit such charges to supplemental funds or to discretionary funds.
      7. Travel Reimbursement for Students Representing Recognized Student Organizations
        1. University funds are not normally used to cover the cost of student travel. There may be occasions that warrant an exception to this policy. If a recognized student organization believes an exception should be made, students must adhere to the following policies and procedures:
          1. Money to reimburse student travel must have been budgeted by the organization and approved by the Student Center Allocation Board or Athletics/Recreation, wherever the student club is appropriately administered.
          2. Each request will be considered on its own individual merits taking into account the funds available.
          3. Before taking a trip by car, availability of University vehicles maintained by the Motor Pool should be determined. If a University vehicle is used, mileage will be charged to the student organization; tolls and parking may be reimbursed to the driver (receipts must be provided). Credit cards for gasoline may be obtained at Motor Pool and must be used if gasoline is needed. When signing the receipt for gasoline, the individual must sign his or her own name and indicate the name of the organization he or she is representing.
          4. Lodging expenses should be kept to a minimum by requesting standard accommodations and taking advantage of any convention or educational discounts.
          5. Students traveling on University business will be afforded the same Per Diem reimbursement as employees.
          6. Miscellaneous — luggage expenses, telephone, and service charges must be itemized on the request for reimbursement when such expenses are not included as part of the hotel bill. Taxi, bus, and subway charges must be itemized. Registration fees must be substantiated by a receipt.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Financial & Business Policies

RESPONSIBLE OFFICE: Office of the Vice President For Finance and Deputy Treasurer

POLICY NUMBER: 3-07

ORIGINATION DATE: October 10, 1988

REVISION DATE(S):

September 26, 1990; July 1994; June 1, 1996; September 20, 2000; March 16, 2001; August 7, 2002; September 23, 2004; July 1, 2005; September 12, 2005; September 7, 2006; August 11, 2008; February 2010; December 2010; August 1, 2013; June 13, 2017

Policy Source Open Policy



Policy: University
UD Credit Card
Policy

UD Credit Card

  1. SCOPE OF POLICY
    This policy sets forth guidelines and procedures for the University of Delaware Credit Card Program (the Program) which encompass the UD Credit Card and the UD Declining Balance Card.

    These policies are applicable to all UD Credit Card holders and articulate the overall Card Administration including requirements for receiving a credit card, appropriate card usage, and responsibilities and roles pertaining to approval as well as allocation of usage, fraud, cash advances, and reimbursement.

  2. DEFINITIONS
    1. Billing Statement – a listing of all transactions charged to the Cardholder’s UD Credit Card account up to the end of the monthly billing cycle. This statement is generated in Works by the Card Issuer, Cardholder, Proxy, or Card Administrator.
    2. Bona Fide Business Purpose – defined by the Internal Revenue Service (IRS) as a provable real business need that requires that particular individual’s presence and services. Incidental services such as typing notes or assisting in entertaining are not enough to make the business purpose deductible.
    3. Card Administrator – a University employee within each department responsible for verifying that all charges against the Cardholder’s account are backed up by Supporting Documentation and that the documentation is retained for a requisite amount of time. Cardholders may not be their own Card Administrators and a Card Administrator may oversee more than one Cardholder account depending on how the department elects to manage its accounts. A department may have more than one Card Administrator.
    4. Card Issuer – the UD Credit Card is issued by a credit card company. The phone number for 24-hour customer service is on the back of the card.
    5. Cardholder – University employee whose name appears on the UD Credit Card.
    6. Cash Advance – a service provided by the credit card that allows cardholders to withdraw cash, either through an ATM or over the counter at a bank or other financial agency.
    7. Default Purpose Code – the University non-grant/state funded purpose code assigned to an individual Cardholder’s UD Credit Card. Only one Default Purpose Code can be assigned to any one UD Credit Card and all charges made with the UD Credit Card will be posted into that Default Purpose Code unless those charges are reallocated.
    8. Departmental Credit Card Purchasing Specialist – individual that has been designated by the business office and department to transact certain purchasing activities (travel, supplies, hosting, etc.) on behalf of the department.
    9. Independent Reviewer – a University employee within each department responsible for sampling and testing UD Credit Card transactions to verify that they are appropriate and include Supporting Documentation. The Independent Reviewer must be in a position to objectively question any and all Cardholder purchases and reimbursements. A department may have more than one Independent Reviewer.
    10. Merchant Commodity Code (MCC) Restrictions – UD Credit Cards can be configured to limit the types of goods and services the cardholder can purchase.  The UD Credit Card can be configured as follows:
      1. Exclude Travel and Entertainment categories
      2. Travel and Entertainment categories only
      3. Include all goods and services categories including Travel and Entertainment
    11. Monthly Spending Limit – the total dollar limitation of purchasing authority assigned to the Cardholder for the total of all charges made during each monthly billing cycle.
    12. One-Up Supervisory Approver – The Cardholder’s supervisor that reviews and approves all charges (based on the UD Human Resources Supervisory table).
    13. Program Administrator – Procurement Services employee responsible for administering the Program for the University and acting as the main contact between the University and the merchant services provider or Card Issuer.
    14. Proxy – individual designated by the Cardholder who performs all of the Cardholder’s administrative functions. The Proxy verifies the Cardholder’s UD Credit Card transactions in the online system.
    15. Purpose Code Administrator – also referred to as Account Code Administrator, is the individual with ability to allocate costs to a particular purpose code within the University general ledger.
    16. Supporting Documentation – a merchant produced or non-University document that records relevant details for each item purchased including quantities, amounts, dates, participants and a description of what was purchased, the total charge amount, and the merchant’s name and address (e.g., sales receipt, original invoice, packing slip, credit receipt, etc.). In the absence of this, a University Approved Affidavit may be utilized as an exception.
    17. Transaction/Charge Limit – the total dollar amount allowed for any single transaction made by the Cardholder using the UD Credit Card. A single transaction/charge may include multiple items but cannot exceed the transaction/charge limit.
    18. UD Declining Balance Card – a card issued to an employee at the University that can be used to fund a cash advance. The UD Declining Balance Card can be established to fund the entire balance or some portion thereof, as cash. References to UD Credit Card throughout this document also apply to the UD Declining Balance Card.
    19. UD Credit Card – a charge card issued to an employee at the University for the purpose of making authorized purchases on the University’s behalf. The University will issue payment to the merchant/Card Issuer for charges made with the UD Credit Card.
    20. University Approved Affidavit – a sworn statement in writing signed by the employee and his/her supervisor documenting the items purchased, the business purpose, and othe relevant information.
    21. Works – the current online application for managing, reporting, and allocating UD Credit Card transactions and reimbursement requests.
  3. POLICY STATEMENT
    1. This policy addresses usage and administrative responsibilities around the UD Credit Card. Only UD employees are eligible to receive the UD Credit Card, and usage can be restricted based on business need.
    2. The UD Credit Card is only to be used for Bona Fide Business Purposes and must never be used to purchase items for personal use or for non-University purposes even if the Cardholder intends to reimburse the University.
    3. Accounts Payable is responsible for managing the Credit Card Program. Each college, unit, and department is responsible for managing its Cardholders’ accounts.
    4. Only the Cardholder whose name is embossed on the UD Credit Card is authorized to use the UD Credit Card and all such use shall be in compliance with UD policies and procedures.
  4. POLICIES STANDARDS AND PROCEDURES
    1. General Guidelines for the UD Credit Card
      1. Cardholders are accountable for all charges made with their UD Credit Card and are responsible for checking all transactions against the corresponding Supporting Documentation to verify their accuracy and propriety.
      2. A Cardholder who makes an unauthorized purchase with the UD Credit Card or uses the UD Credit Card in an inappropriate manner may be subject to disciplinary action including card cancellation, restitution or repayment obligation of nonconforming charges, potential termination of employment, and/or criminal prosecution.
      3. The total value of any one purchase made with the UD Credit Card may not exceed the single Transaction/Charge limit as approved by the Program Administrator. Cardholders cannot disaggregate a purchase into multiple transactions in order to not exceed the Transaction/Charge Limit.
      4. Cardholders that have received authorization to use their UD Credit Card to charge University business related travel and/or entertainment expenses are required to ensure compliance with the University Travel and Business Hosting Policy (Policy 3-07).
      5. The University of Delaware discourages the use of high-risk vendor merchant processors such as PayPal or Square. If the vendor accepts no other form of payment, then a complete business description that includes date, service and product offering, vendor name, location and contact information, and all documentation regarding a Bona Fide Business Purpose must be included in the credit card allocation documentation in Works. Incomplete or insufficient vendor and product information is considered a violation of policy.
    2. Receiving the UD Credit Card
      1. The University will issue credit cards to appropriate personnel as determined by the business office within the respective department, the unit or college, and Accounts Payables department.
      2. A UD Credit Card Enrollment Request form must be submitted for each prospective Cardholder. This form must be approved by the following individuals:
        1. Purpose Code Administrator for the Default Purpose Code
        2. Supervisor
        3. Credit Card Program Administrator
      3. Minimum of projected annual spend of $5,000 and description of business needs for the credit card must be justified in the notes of the requesting documentation for card approval.
      4. All prospective Cardholders must complete the online training tools to be eligible to receive a UD Credit Card, and they must complete an annual recertification.
      5. The UD Credit Card single transaction charge limit is $5,000. Departments may request lower limits on a per Cardholder basis. Increased limits must be approved by the Vice President for Finance and Deputy Treasurer.
      6. Default maximum credit card limit is $10,000.  Departments may request lower limits on a per Cardholder basis. Increased limits must be approved by the Vice President for Finance and Deputy Treasurer. The Cardholder is prohibited from exceeding the set credit limit.
    3. Making a Purchase with the UD Card
      1. Consult Blue Hen Market, the online purchasing center, to purchase from UD preferred suppliers. The Cardholder must purchase from preferred merchants whenever possible to take advantage of pricing and terms negotiated on a University-wide contract basis. Purchases not made from preferred vendors for like products require written justification.
      2. All credit card purchases, either online or in person, must contain a complete receipt that satisfies Supporting Documentation requirements.
      3. When making purchases via telephone, computer, mail order, etc., Cardholders should give the merchant the account number embossed on their UD Credit Card and direct the merchant to include the following on the shipping label and/or packing slip, when possible:
        1. Cardholder name and phone number,
        2. Department name,
        3. Complete campus delivery address including building name and room number, and
        4. The words “credit card purchase.”
      4. Cardholders are encouraged to receive their own shipments; however, if someone on Campus will be receiving a shipment on the Cardholder’s behalf (e.g., Receiving and Delivery), the Cardholder should notify them in advance. Regardless of who receives the shipment, the Cardholder is responsible for obtaining a receipt related to the purchase and verifying that the documentation complies with the requirements for Support Documentation.
      5. If a vendor does not accept credit cards, you must purchase the goods or services via a Purchase Order Request through Procurement Services.
    4. Unallowable Purchases on the UD Credit Card & Advanced Approvals
      1. Cardholders are not authorized to use the UD Credit Card to purchase any of the following:
        1. Purchases for personal use
        2. Purchases for Non-University Purposes
        3. Purchases for Non-Bona Fide Business Purpose
        4. Gasoline for personal vehicle or university-owned vehicle (the University Fleet Card should be used for university-owned vehicles)
      2. Purchases of the following items on a UD Credit Card must be authorized in advance by the designated department listed below. Authorization must be obtained in writing and included with the Supporting Documentation for that purchase.
        1. Environmental Health and Safety – All chemical and laboratory related materials including but not limited to Respirators, Laboratory refrigerators, Fume Hoods, X-ray equipment, Biological safety cabinets, Laminar flow clean benches, HEPA filtered equipment, 3-D Printers and makers, and Laser equipment.
        2. Office of Communication and Marketing – Website services and marketing publications.
        3. Treasury Services – Online credit card processing and banking services.
        4. Risk Management – Insurance
        5. Public Safety – Intrusion Alarms
    5. UD Credit Card – Cash Advances and Declining Balance Cards
      1. Cardholders, who receive authorization to withdraw cash with the UD Credit Card, must return any remaining cash to their Card Administrator within 60 days of the Cardholder’s return to campus. The Card Administrator will then arrange for that cash to be deposited with the Cashier’s Office per the procedures set forth in the University’s Cash Receipts Policy (Policy 3-21).
      2. Honoraria or payment to a non-US citizen for services must have a completed UD W-8.
    6. Credit Card Program Procedures
      1. Receipt Retention
        1. The Cardholder is responsible for obtaining Supporting Documentation from the merchant (sales receipt, packing slip, etc.) for all purchases made with the UD Credit Card with a value of $25.00  or over, and for verifying that the documentation complies with the requirements for Support Documentation.
        2. It is both the Cardholder and Card Administrator’s responsibility to ensure that all Supporting Documentation and the corresponding billing statement are retained within the department per the following retention schedule:
          1. University Funded Purchases: Retain for no less than 3 years after the year in which the documentation is received.
          2. Grant Funded Purchases: Retain until notification is received from the Research Office to do otherwise.

            Note: It is recommended that the Card Administrator retains all Cardholder documentation within a central repository and coordinate the record retention function with the departmental Records Management Contact. It is further recommended that the documentation for grant records be retained separately.

          3. It is the Independent Reviewer’s responsibility to conduct and document the periodic reviews of Cardholder activity and to report any irregularities or inappropriate transactions to the Cardholder and Card Administrator.
      2. Merchandise Returns and Exchanges
        1. The Cardholder is responsible for contacting the merchant when merchandise purchased with the UD Credit Card is not acceptable (incorrect, damaged, defective, etc.) and for arranging a return for credit or an exchange.
        2. If merchandise is returned for credit, the Cardholder is responsible for obtaining a credit receipt from the merchant and retaining that receipt with the Supporting Documentation for that purchase. Receiving cash or checks to resolve a credit is prohibited.
        3. If merchandise is to be exchanged, the Cardholder is responsible for returning the merchandise to the merchant and obtaining a replacement as soon as possible. Documentation showing the proper resolution of the exchange is to be retained with the Support Documentation for that purchase.
      3. Reimbursement Requests for Goods and Services
        1. In instances when the UD Credit Card is not accepted and a personal card must be used, it is the responsibility of the Cardholder being reimbursed to provide complete and accurate information and documentation (including evidence of supervisor approval) in support of the business expenses submitted for reimbursement.
        2. It is the Card Administrator’s responsibility to ensure that all Supporting Documentation, including evidence of the supervisor’s approval and a copy of the reimbursement request, are retained within the department. The Card Administrator must review such documentation before signing off on the transaction in the online system used to process the reimbursement requests.
        3. Expenses reported more than four months after the purchase will not be reimbursed and should not be submitted absent extenuating circumstances. Extenuating circumstances which prevent submission at some point within the 4-month period are expected to be rare. Circumstances that may justify an exception include:
          1. Extended personal illness,
          2. Death in the family,
          3. Unanticipated extended leave of absence, and
          4. Travel outside the country for an extended period during which time documentation cannot be readily sent to the University.

            Note: Each department must establish or adopt a process to be followed for Reimbursement Requests

      4. Cardholder Responsibilities – Verification of Charges
        1. Cardholders are accountable for all charges made with their UD Credit Cards and are responsible for checking all transactions against the corresponding Support Documentation to verify their accuracy and propriety. (Confirm all charges are appropriate within 30 days). This check must be done on a regular basis but no less frequently than once per billing cycle using the University’s online transaction verification system and the Cardholder’s Billing Statement.
        2. The Cardholder can verify their transactions in the online system personally or through the use of a Proxy. The use of a Proxy does NOT exempt the Cardholder from any policy requirement and the Cardholder remains ultimately responsible for the purchases made. If a Proxy is used, the Cardholder must review and sign their Billing Statement each month attesting to the validity of the included transactions. The Cardholder’s failure to do so for each billing cycle is considered a policy violation.
        3. If a particular charge or credit does not appear online or on the Billing Statement, it must be checked against future online transaction information and/or the next Billing Statement. If the charge or credit does not appear within 60 days after the original charge was made, the Cardholder must notify the Program Administrator.
        4. After all transactions have been checked and the Cardholder signs off on the transactions in the online system, the Cardholder must forward all applicable receipts and related Support Documentation to their Card Administrator.
      5. Charge Disputes
        1. In the case of a disputed charge, the Cardholder must try to resolve the dispute directly with the merchant. If the dispute cannot be resolved, the Cardholder must dispute the charge online in Works within 45 days of the date of the transaction.
        2. If the Cardholder disputes a charge, the nature of the dispute and the final resolution must be documented. This documentation must be retained as Supporting Documentation for the charge.
      6. Card Administrator – Verification of Cardholder Charges and Reimbursement Requests
        1. The Card Administrator is responsible for reviewing each transaction and reimbursement request using the online transaction verification system and flagging the designated field if a charge is lacking appropriate Supporting Documentation or is not in compliance with University policy.
        2. For a charge or reimbursement to be supported there must be adequate Supporting Documentation available so that the Card Administrator can determine that the purchase is appropriate and that the Cardholder or employee is accountable for that purchase or expense.
        3. For a reimbursement to be properly supported the process must meet the following minimum requirements:
          1. Must include a printout or PDF of the Works reimbursement request,
          2. Must include attached scanned or original receipts, as required by University policy, of the transaction(s), and
          3. Must include documentation of the appropriate supervisor’s approval of the reimbursement in either of the following forms:
            1. Signed copy of the Works reimbursement report, or
            2. An attached copy or image of a note or email from the supervisor indicating approval of the expenses.
          4. The reimbursement request must be subjected to the same independent review process applied to UD Credit Card travel and entertainment transactions.
        4. The most recent version of the posted process to acquire and document the appropriate approval for reimbursement requests is found on the Procurement website.
        5. For a charge to be inappropriate, any one or more of the following situations may exist:
          1. Insufficient Support Documentation,
          2. One or more of the criteria for unauthorized card use, and/or
          3. The Cardholder disputes the charge.
        6. All inappropriate charges must be investigated and resolved. The disposition of each inappropriate charge must be documented and retained with the Supporting Documentation and/or Billing Statement. Cardholders are responsible for all inappropriate charges.
        7. Cardholders and Card Administrators must both sign off on all charges using the online transaction verification system as soon as possible after the transactions become available (transactions will be loaded daily). If a particular transaction has not been signed off within 30 days of the Billing Statement date, a reminder will be sent to the Cardholder or the Card Administrator. If after 60 days the transaction has still not been signed off a warning message will be sent and after 90 days, the Program Administrator will notify Internal Audit and the UD Credit Card may be canceled.
        8. After all transactions and reimbursements have been reviewed, the Card Administrator must retain the Supporting Documentation and Billing Statement for further review in accordance with the records retention requirements.
        9. The use of a Proxy for charge verification requires that:
          1. The Proxy cannot be the Cardholder’s Card Administrator or independent reviewer.
          2. Cardholder must supply the Proxy with receipts for all card transactions prior to verification and must sign Billing Statements to document Cardholder agreement with the transactions validated by the Proxy.
          3. A Cardholder’s failure to provide receipts and sign the Billing Statement must be reported to the Credit Card Program Administrator.
          4. Use of a Proxy does not remove any responsibility from the Cardholder with regard to policy compliance.
      7. Charge Allocation to Non-Default Purpose Codes
        1. For any given charge or reimbursement, the Card Administrator has the option to perform an online reallocation from the default purpose to as many as ninety-nine University purposes. If the reallocation option is not exercised prior to the Card Administrator signing off on the transaction in Works, the reallocation will require a journal voucher.

          Note: Reallocation to Revenue or Salary accounts is not permitted.

        2. If a particular charge reallocation involves one or more grant purposes, and the Card Administrator is not sure what the grant allows, they must consult the award document(s) for the affected grant(s). If there are still further questions, the Card Administrator must contact the Research Office.
      8. The Independent Reviewer – Cardholder Transactions and Reimbursement Requests
        1. The transactions on the Cardholder’s Billing Statement and any reimbursement requests should be reviewed monthly, but no less frequently than quarterly, by an Independent Reviewer, to ensure compliance with these policies and procedures. The Independent Reviewer must test a sample of transactions from each statement cycle period to verify that each of those transactions is supported by adequate Supporting Documentation and meets all the criteria for authorized UD Credit Card use or reimbursement. In particular, questionable transactions (e.g., purchases of items for personal use or for non-University purposes, etc.) must be thoroughly scrutinized. The number of transactions reviewed must be sufficient to ensure that the review is effective. Review results must be documented by the Independent Reviewer and retained with the Supporting Documentation and corresponding Billing Statement.
        2. In the case of reimbursement requests, the Independent Reviewer must also examine the related documentation to verify that the approval process adopted by their department or unit was followed. Failure to follow the approval process must be reported to the Card Administrator, Program Administrator, and the department head.
        3. If serious irregularities are detected during the review process, the Independent Reviewer must notify the department head, the Program Administrator, and Internal Audit.
        4. After the independent review process is complete, the Cardholder Billing Statement, the reimbursement request, and all the corresponding Supporting Documentation including the documentation of the independent review must be filed within the department per the record retention requirements.
      9. UD Credit Card Security
        1. It is the Cardholder’s responsibility to safeguard the UD Credit Card and UD Credit Card account number at all times and to comply with Bankcard rules and terms.
        2. Cardholders must keep their UD Credit Cards in a secure location at all times. Cardholders must not allow anyone else to use their UD Credit Cards and/or UD Credit Card account numbers.
        3. Cardholders must not post their UD Credit Card account numbers where they can be easily seen by others.
      10. Lost, Stolen, or Damaged UD Credit or Cash Advance Cards
        1. If a card is lost, stolen, or damaged, the Cardholder must notify the Card Issuer immediately. Representatives are available 24 hours a day at the customer service number located on the back of the card.
        2. Cardholders must notify the Program Administrator within 24 hours after reporting the incident to the Card Issuer, if their card is lost, stolen, or damaged.
        3. After the above notification procedures have been completed, a new UD Credit Card will be issued to the Cardholder by the Program Administrator.
        4. A UD Credit Card that is found after it has been reported lost or stolen must be destroyed. The same procedure applies if a UD Credit Card is damaged.
      11. Cardholder Transfer within the University
        1. Cardholders who transfer to a new position within the same department and require the use of a UD Credit Card as part of their new duties should notify the Program Administrator and continue to use the same card.
        2. Cardholders who no longer require a UD Credit Card in their new position or transfer to a different department must cancel their card.
      12. Cardholder Separation from The University
        1. Prior to separation from the University, Cardholders must surrender their UD Credit Cards and any Supporting Documentation to their one-up supervisor, Card Administrator, or the Program Administrator.
        2. In any case, the UD Credit Card must be canceled.
      13. UD Credit Card Cancellation
        1. The Program Administrator must be notified immediately when a UD Credit Card is to be canceled. The UD Credit Card must be destroyed.
        2. If a Credit Card is inactive for more than 18 months, the Credit Card Program Administrator will terminate the card and contact the business unit to address business need.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Financial & Business Policies

RESPONSIBLE OFFICE: Office of the Vice President For Finance and Deputy Treasurer

POLICY NUMBER: 5-22

ORIGINATION DATE: October 1, 2000

REVISION DATE(S):

07/1/2005, 04/06/2009, 12/01/2010, 08/13/2015, 06/13/2017

Policy Source Open Policy



Policy: University
University of Delaware Research Foundation Program
Policy

University of Delaware Research Foundation Program

  1. PURPOSE
    To outline the administration, type of research supported, and application procedures for grants awarded by the University of Delaware Research Foundation.
  2. POLICY
    1. University of Delaware Research Foundation ProgramThe University of Delaware Research Foundation, Inc. is a nonprofit, tax-exempt organization for the support of fundamental research in all fields of science. An independent corporation, it is chartered primarily to support the University’s scientific research programs.

      University of Delaware Research Foundation (UDRF) grants are administered by the Senior Vice Provost for Research, who represents the University on the UDRF Research Committee and is secretary of the UDRF Board of Trustees.

      The Senior Vice Provost for Research disseminates the updated information on UDRF grants to the faculty annually by letter. This letter includes the deadline for applications for grants.

      The appropriate deans and chairs provide the Senior Vice Provost for Research with preliminary evaluations of applications for grants. The Senior Vice Provost combines these evaluations into a University recommendation. The final evaluation and award decision is made by the UDRF Research Committee. Grants are made primarily in the fields of the natural and physical sciences, but any proposal that uses scientific methods and promises quantitative results is eligible for a grant.

    2. GrantsUDRF grants support high quality scientific and engineering projects by early-career, untenured, tenure-track faculty. Costs covered are stipends, graduate student or technical assistance, equipment, supplies, travel, etc. Grants are awarded on the basis of individual merit and specific need.

      The awards are made in April and become effective on the following June 1.

      These grants are not to be used for the support of advanced-degree theses nor for their publication.

      Understandings concerning the research grant programs and patents, copyright, and publishing considerations are stated in the Faculty Handbook and in this Policies and Procedures Manual.

      Patent, copyright, and publication policies are as stated in the University of Delaware Faculty Handbook and in sections 6-6 and 6-7 of this Policies and Procedures Manual.

    3. Understandings and Procedures for Submitting Proposals are found in the UDRF Proposal Guidelines which are updated annually by the committee.

 

Policy Details:

OWNER: Provost

SECTION: Research, Sponsored Program, Technology Transfer and Intellectual Property Policies

RESPONSIBLE OFFICE: UD Research Office

POLICY NUMBER (Legacy): 6-02

ORIGINATION DATE: October 1, 1981

REVISION DATE(S):

June 5, 1989; March 1, 1996; September 1, 2005; January 18, 2008; August 6, 2008

Policy Source Open Policy



ASSISTANCE

Compliance Hotline
Phone: (302) 831-2792

UD Research Office
210 Hullihen Hall
Newark, DE 19716
Phone: (302) 831-2136
Fax: (302) 831-2828
Contact us

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