Forms, Policies & Procedures

Respiratory Protection

1. SCOPE OF PURPOSE
   To establish uniform administrative procedures and minimum requirements related to respiratory protection. …

N.B. As used in this Policy the term employee includes students.

The complete policy and more can be found on the General Counsel’s web site.

Safe Use and Storage of Compressed Gas Cylinders

1. PURPOSE
   To establish a policy on safe use and storage of compressed gas cylinders.
2. POLICY
   To implement a safety policy on the use and storage of compressed gas cylinders so as to reduce the risk to students, staff, faculty, and the general public. To ensure the safe handling and storage of compressed gas cylinders at the University, the following rules shall be followed: …

The complete policy and more can be found on the General Counsel’s web site.

Safety Policy

1. POLICY
   The policy of the University of Delaware is to provide the university community with a safe and healthful work environment. Serious attempts will be made to minimize recognizable hazards. It is the intent of the University to comply with all environmental health, safety, and fire regulations and recommended practices. …

The complete policy and more can be found on the General Counsel’s web site.

Safety Responsibilities during Laboratory Principal Investigator Leaves/Absences

1. SCOPE OF PURPOSE
   To ensure the safety of laboratory workers during periods when the laboratory principal investigator is absent.
2. POLICY
   1. Whenever a Laboratory Principal Investigator will not be present in the laboratory for an extended period of time it is their responsibility to designate a colleague to oversee their laboratory operations with respect to safety procedures and requirements. The person designated must be familiar with the hazards of the operations begin conducted in the lab or research environment and be empowered to address concerns as they arise. Examples could be a faculty member, the Department Chemical Hygiene Officer, a full-time research associate or limited term researcher; however, the individual must be a University of Delaware employee. Graduate students are not permitted to be designated as the responsible supervisor. …

   The complete policy and more can be found on the General Counsel’s web site.

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   Policy Details:

   OWNER: Executive Vice President

   SECTION: Campus Safety and Security Policies

   RESPONSIBLE OFFICE: Office of Environmental Health and Safety

   POLICY NUMBER (Legacy): 7-50

   ORIGINATION DATE: November 1, 2006

   Policy Source Email https://research.udel.edu/forms-policies-procedures/?entry=51609

Secondary Phone Lines

1. SCOPE OF PURPOSE
   To establish a review, approval and notification procedure governing the installation of extension phone lines to ensure maximum effectiveness of the enhanced 911 system.

   This policy applies to new construction, existing facilities, upgrading/changing phone system designs or specifications, and any other modifications to existing or planned telephone systems. …

The complete policy and more can be found on the General Counsel’s web site.

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Policy Details:

OWNER: Executive Vice President

SECTION: Facilities, Real Estate and Auxiliary Services Policies

RESPONSIBLE OFFICE: Facilities, Real Estate and Auxiliary Services

POLICY NUMBER (Legacy): Jul-45

ORIGINATION DATE: September 1, 1997

Policy Source Email https://research.udel.edu/forms-policies-procedures/?entry=51610

Space Needed for Externally Sponsored Agreements

1. SCOPE OF PURPOSE
   To provide a financial mechanism for for sponsored activity.
2. POLICY

   When additional space is needed to support an externally sponsored activity and when funds to rent such space can be negotiated with sponsors, it is financially preferable to charge such rents directly to the sponsored agreements. …

The complete policy and more can be found on the General Counsel’s web site.

Sponsored Project Cost Transfer Policy

1. SCOPE OF POLICY
   This policy outlines University of Delaware (“UD” or “University”) requirements for cost transfers to or from a sponsored project, and applies to all University departments, units, faculty, staff and students involved in externally sponsored research.
2. DEFINITIONS
   1. Cost Transfer – An after-the-fact reallocation of a cost to or from a sponsored project. Cost transfers must meet conditions for allocability, allowability, reasonableness and consistency established under federal guidelines.
   2. Untimely Cost Transfer – An after-the-fact reallocation of a cost from or to a sponsored project that is submitted more than 90 days after the original transaction date.
   3. Cost Principles – Fundamental conditions for ensuring costs are permissible on a sponsored project, including:
      1. Allowability or Allowable – Costs must be permissible under the terms and conditions of the award, including the authorized budget and applicable regulations
      2. Allocability or Allocable – Costs must provide a sole benefit to the sponsored project or provide proportionately assignable benefits to the sponsored project.
      3. Reasonableness or Reasonable – Both the nature of the goods or services acquired and the amount paid must reflect the action that a prudent person would have taken at the time the decision to incur the cost was made.
      4. Consistency – Application of costs must be given consistent treatment within established University policies and procedures; costs for the same purpose must be treated and classified the same way under like circumstances.
   4. Principal Investigator (“PI”) – The individual designated in a grant or contract to be responsible for ensuring compliance with the academic, scientific, technical, financial and administrative aspects and for day-to-day management of the sponsored project (grant or contract).
   5. Sponsored Projects – Externally-funded activities in which a formal written agreement (i.e., a grant, contract, or cooperative agreement) is entered between the University and the sponsor.
3. POLICY STATEMENT
   The purpose of this policy is to ensure University compliance with applicable cost principles and federal regulations set forth for cost transfers per Office of Management and Budget (OMB) Circular A-21 and Uniform Guidance 2 CFR 200. Key guidelines under this policy include:
   • Cost transfers must meet conditions for allocability, allowability, reasonableness and consistency established under federal guidelines.
   • It is the primary responsibility of a PI, with support of the department research administrator and the department chair, to determine if all cost transfers are allowable, allocable, reasonable, and applied consistently.
   • Cost transfers should be submitted within 90 days from the date the transaction is originally charged to the sponsored project and must be fully documented and have appropriate authorization.
4. POLICY STANDARDS AND PROCEDURES
   1. Allowability Considerations
      1. The University recognizes that cost transfers are sometimes necessary to correct bookkeeping or clerical errors in the original charges and to allocate closely related work that may support more than one project.
      2. Cost transfers must meet conditions for allocability, allowability, reasonableness and consistency established under federal guidelines.
      3. It is the primary responsibility of a PI, with support of the department research administrator and the department chair, to determine if all cost transfers are allowable, allocable, reasonable, and applied consistently.
      4. Under no circumstances may costs that benefit one sponsored project be charged temporarily on another sponsored project. Failure to adhere to this procedure will result in improper financial reporting and inappropriate reimbursement from the sponsor.
      5. Frequent, late, and inadequately explained transfers, especially those involving projects with cost overruns or unexpended balances, raise serious questions about the propriety of cost transfers and call internal fiduciary controls into question. This may result in audit disallowances and monetary paybacks including penalties and fines.
      6. The table below provides common examples for determining whether a cost transfer is generally allowable, questionable, or unallowable:

   Generally Allowable	Questionable	Generally Unallowable
   Correcting clerical errors or mistyped entries Transferring approved pre-award costs from non-sponsored funds to sponsored projects Reallocating costs originally charged to a central administrative location, or when multiple projects benefit Reallocating salary expenses to match effort distributions Transferring between the primary project and subprojects, unless otherwise restricted by the terms and conditions of the award Transferring when prior written approval has been received from the sponsor	Reallocating expenses between sponsored projects when one is in overdraft Transferring expenses to bring an available balance to zero Correcting salary which has previously been certified in an effort report Transferring an expense that has previously been transferred on a separate occasion	Transferring expenses incurred after the sponsored project end date Transferring expenses with insufficient supporting information or justification (“to correct error” or “to transfer to correct project” are not considered sufficient reasons for transfers) Transferring split expenses without an adequate basis or insufficient documentation for determining whether the split is appropriate due to insufficient documentation Transferring expenses between award project periods Untimely cost transfers without justification for the delay and an extraordinary situation adequately documented

5. Timeliness of Cost Transfers
   1. Original charges should be directed to the appropriate benefiting sponsored project. If it is necessary to process a cost transfer that involves a sponsored project, a journal voucher should be initiated promptly and contain sufficient documentation and justification to support the cost transfer that would stand the test of a formal audit.
   2. The timeliness of a cost transfer is determined based upon a 90-day threshold period, calculated from the last day of the month in which the charge first posted in the general ledger.
   3. Untimely cost transfers occurring after the 90-day threshold period must document answers to a series of questions to justify the appropriateness of the transfer. These questions include:
   4. Cost transfers to remove charges that do not meet the cost principles outlined in Uniform Guidance 2 CFR Part §200, Subpart E must be completed regardless of timing.
6. Supporting Documentation
   1. Cost transfer documentation must indicate that the PI has approved or directed the transaction.
   2. Adequate documentation related to the cost transfer and original expense must be attached to the journal voucher and kept on file within the department until the record retention requirement has been satisfied.
7. Cost Transfer Approvals and Authorization
   1. All cost transfers will be routed electronically to an administrator other than the originator for approval, and the PI will be copied.
   2. Untimely cost transfers will be routed electronically for Research Office review and approval.
8. PI/Department Responsibilities
   1. Review sponsored research projects on a regular basis (at least monthly) to ensure that all expenditures charged are correct and appropriate.
   2. Submit and approve cost transfers in compliance with university policy and procedures.
   3. Retain all supporting documentation of the cost transfer in accordance with applicable records retention regulations and University policies.
   4. Ensure that all personnel engaged in financial administration of federally-funded sponsored projects are familiar with the University cost transfer policy.
9. Research Office Responsibilities
   1. Develop and implement cost transfer procedures in accordance with the regulations outlined in Uniform Guidance 2 CFR 200, Subpart E – Cost Principles.
   2. Assist in the interpretation and implementation of the cost transfer policy.
   3. Provide final approval for untimely cost transfers.
   4. Periodically review cost transfers to ensure compliance with University and federal regulations.

Related Links

General Counsel Page for this Policy

The complete policy and more can be found on the General Counsel’s web site.

Storm Water Management

1. SCOPE OF PURPOSE
   To assure that University operations comply with best practices for the protection of storm water and comply with the 40CFR Part 122 EPA administered permit programs: The National Pollutant Discharge Elimination System (NPDES).
2. BACKGROUND
   The EPA has regulated known discharges of contaminates from businesses and industry to surface water for many years. The majority of pollution to surface water now comes from non-specific sources such as pesticide over-applications, motor oil from poorly maintained vehicles, and run off carrying animal waste, construction sediment, etc. In an effort to address this type of pollution, the EPA’s storm water management requirements were established to guide municipalities to reduce contamination of this nature and to educate the public concerning best practices to protect surface water. Procedures to identify and remediate illicit discharges to storm water systems are also part of storm water protection programs.
3. POLICY
   Under this policy it is not permitted for any University employee, student or contractor to place any chemical or chemical containing solution into a drain that leads to the storm water system without prior approval from Environmental Health & Safety. …

The complete policy and more can be found on the General Counsel’s web site.

Subaward Management Policy

1. SCOPE OF POLICY
   This policy sets forth requirements for issuance and administration of outgoing subawards and applies to all departments, faculty, and staff involved in externally sponsored research at the University of Delaware (UD).
2. DEFINITIONS
   1. Sponsor or Sponsoring Agency or Prime Sponsor – An external entity responsible for providing project funding to UD under a formal award agreement. Also known as Prime Sponsor.
   2. Sponsored Award or Prime Award – A formal award agreement issuing funding from an external sponsoring agency to UD to achieve specified project goals. Also known as Prime Sponsored Award.
   3. Pass Through Funds – Funds originally issued to UD which are subsequently transferred to a subrecipient to implement sponsored award activities.
   4. Subrecipient – An external entity that receives pass-through funds via a subaward from UD to implement a specified portion of sponsored award activities. Also known as subawardee, subgrantee, or subcontractee.
   5. Contractor – An external entity that receives funding from UD via a procurement contract to provide goods or services related to the sponsored award. Examples of external contractors include a Consultant, Vendor, or Service Provider relationship.
   6. Subaward – A formal award agreement issuing pass through funds from UD to a subrecipient to implement a specified portion of sponsored award activities. Also known as a subagreement, subgrant, or subcontract.
   7. Procurement Contract – A formal contract agreement issued from UD to a contractor to provide specified goods or services under the prime sponsored award.
   8. Single Audit – A compliance and financial audit required of any institution receiving over $750,000 in federal funds to assure effective management and use of funds. Also known as the “A-133” audit.
   9. Authorized Institutional Official – An individual officially designated with institutional authority to legally bind UD in grants administration matters.
   10. Federal Funding Accounting and Transparency Act (FFATA) – A 2006 act of Congress that requires information on federal awards to be made available to the public via www.USASpending.gov
3. POLICY STATEMENT
   The objective of this policy is to provide guidance to Principal Investigators (PIs), Department/College Administrators, Research Office Administrators, and other responsible UD parties for issuing and administering outgoing subawards.

   Key administrative activities related to subaward management include:

   • Accurate determination of external collaborators as subrecipients or contractors.
   • Inclusion of subawards during UD proposal submissions.
   • Assessment of subrecipient risk level prior to subaward issuance or modification.
   • Incorporation of applicable monitoring requirements into subaward terms and conditions based on risk level.
   • Issuance or modification of subaward agreements in coordination with subrecipients.
   • Monitoring of programmatic and financial activities associated with the subaward.
   • Termination of a subaward via normal closeout activities or extenuating circumstances
4. POLICY STANDARDS AND PROCEDURES
   1. General Considerations
      1. UD may issue an outgoing subaward to a subrecipient to conduct a specified portion of the work performed under a sponsored award. As the prime recipient of the sponsored award, UD is obligated to undertake certain stewardship activities to ensure the subrecipient:
         1. Possesses adequate technical expertise and potential ability to successfully perform their scope of work in alignment with the prime sponsored award objectives.
         2. Proposes an appropriate budget for their applicable scope of work.
         3. Manages funds and meets performance goals stipulated by the prime sponsored award.
         4. Complies with governing laws, regulations, and special terms and conditions associated with the prime award; this includes compliance with federal regulations set forth per Uniform Guidance including 2 CFR 200.330 as applicable for federal and federal flow-through awards.
      2. UD PIs are responsible for initiating the request for UD engagement with a subrecipient. This request typically occurs during proposal submission, but may also occur during the course of the award:
         1. Upon funding of a proposal, the prime sponsored award issued to UD typically includes specific authorization and an explicit budget for any proposed subawards.
         2. Occasionally, the need for a subaward develops after a sponsored award has already been issued to UD. These instances may require UD to obtain prior written approval from the sponsor to issue a subaward; please confirm prior approval requirements with the Research Office.
   2. Subrecipient v. Contractor Determination
      1. The appropriate classification of a subaward or other procurement action at the time a sponsored award is proposed and funded is essential for ensuring:
         1. Proper budgeting and accounting for related costs.
         2. Adherence to applicable compliance requirements for subrecipients versus contractors.
      2. UD utilizes a standard “Provider Category Determination Worksheet” (PCDW) to correctly classify UD’s substantive relationship with an external collaborator as that of a subrecipient or contractor.

          

         Subrecipient Characteristics:	Contractor Characteristics:
         Performs substantive programmatic work related to the sponsored award Bears responsibility for programmatic decision making Is accountable for measurable performance requirements Must adhere to compliance requirements specified by the sponsored award	Provides goods or services which are ancillary to the sponsored award operations Normally operates in a competitive environment Provides similar goods or services to many different purchasers Is not subject to compliance requirements of the sponsored award
         Use of Judgement: All characteristics listed above may not be present in all cases. UD will use its judgment in correctly classifying the relationship between UD and an external entity.

      3. Key considerations utilized for subrecipient versus contractor determination are outlined below:
      4. In determining whether an agreement between UD and an external entity casts the latter as a subrecipient or a contractor, the substance of the relationship is more important than the form of the agreement. As such, UD must use judgment in classifying each agreement as a subaward or a procurement contract, as certain characteristics outlined above may not be present in all cases.
   3. Subaward Issuance and Modifications
      1. The Research Office prepares, issues and administers subawards jointly with the UD PI and his/her unit administration to ensure subrecipient compliance with the prime sponsored award.
      2. Subawards may only be issued, modified and executed on behalf of the University by an authorized institutional official with delegated signature authority.
         1. A UD PI or other unauthorized individual may not approve a subrecipient to begin working without a fully-executed subaward from UD. Subrecipients that prematurely commence work do so at their own risk, and have no assurance of payment from UD.
         2. UD is a member of the Federal Demonstration Partnership (FDP) and requires utilization of standard FDP templates to expedite subaward execution when possible.
         3. Subaward modifications are executed by UD in accordance with any modifications to the prime sponsored award (e.g. incremental funding or renewal), or as a result of actions required due to subrecipient monitoring (e.g. changes to a subaward’s terms and conditions). Subaward modifications are normally issued annually to coincide with routine monitoring activities
      3. Components below must be completed prior to UD issuance or modification of a subaward:
         1. Establishment of the prime sponsored award in UD’s financial system.
         2. Establishment of the subaward purchase order requisition or amendment.
         3. Confirmation that subrecipients receiving federal or federal flow through funds have a DUNS# and an active SAM registration.
         4. Completion of subrecipient risk assessment or monitoring activities per subsequent sections of this policy. UD reserves the right not to enter into a subaward or terminate an existing relationship wherein the risk of engagement is deemed too high or excessive.
      4. Key items outlined in the subaward agreement issued by UD should include:
         1. Payment Terms
            1. Subawards are typically issued on a cost-reimbursement basis by UD.
            2. UD will issue a fixed price subaward with a predetermined payment schedule under limited circumstances. Fixed price awards typically:
               1. Require prior written approval (or waiver thereof) by the sponsor.
               2. Require a specific project scope in alignment with prime sponsored award objectives, wherein subrecipient accountability is based on performance and results.
               3. May not exceed $150,000 funds wherein:
                  1. The fixed funding amount is based on adequate cost, historical, or unit pricing data used to reasonably estimate actual costs.
                  2. Payments are based on meeting requirements of the sponsored award.
                  3. Mandatory cost sharing or match is not required by the sponsored award.
                  4. The subrecipient will realize no increment above actual costs.
               4. Must specify and utilize one of the following payment methods:
                  1. Payments made for a set of specific milestones agreed upon prior to work performed and set forth in the prime sponsored award.
                  2. Payments made on a per-unit basis at defined prices agreed upon prior to work performed and set forth in the prime sponsored award.
                  3. Lump sum payment made at time of award completion.
         2. Authorized Funding Amount and Period of Performance
            1. Subawards will be issued and modified in alignment with their allotted budget amount and timeline authorized per UD’s prime sponsored award.
            2. Subawards are normally issued annually to coincide with routine monitoring activities. Only in unique situations will a subaward be issued in increments greater than one year.
         3. Facilities and Administrative Costs (F&A)
            1. UD personnel may not require/suggest subrecipients forego their entitled F&A.
            2. UD will issue a subaward using the subrecipient’s federally negotiated F&A rate except under circumstances specified below:
               1. UD and subrecipients are required to limit total F&A to a cap specified per written sponsor policy or the funding opportunity.
               2. If the subrecipient does not have a federally negotiated F&A rate, a de miniumus 10% F&A rate will be used on the subaward’s Modified Total Direct Costs (MTDC) per Uniform Guidance 2 CFR 200.414. Subrecipients which have had a federally negotiated F&A rate in the past are not eligible for the de minimus 10% F&A rate.
   4. Subrecipient Risk Assessment and Monitoring
      1. It is UD’s policy to complete a risk assessment prior to issuing a subaward/amendment, no less than annually. This ensures that the most appropriate subrecipient monitoring plan is:
         1. Developed based on a standardized process,
         2. Communicated to the subrecipient, and
         3. Documented in the terms of the subaward
      2. UD’s risk assessment categorizes a subrecipient as “Low”, “Moderate” or “High” risk based on a predetermined set of risk factors. Typical implications for subrecipient monitoring based on their assigned risk level are outlined below:

          

         Risk Level	Subrecipient Monitoring Guidelines
         Low Risk	Check all subrecipient invoices to confirm they: Adhere to the required format as specified in the subaward agreement which requires inclusion of the following: UD Purchase Order Number UD Award Number Invoice line items per the approved subaward budget Current and Cumulative Totals by budget category (including Cost Share) A signed certification statement as to the accuracy and appropriateness of the charges from an authorized Subrecipient Institutional Official Are within the allowable subaward project period start and end dates Contain F&A charges calculated in accordance with the subrecipient’s federally negotiated F&A rate agreement Contain billed amounts which appear reasonable based on technical progress towards project goals Do not contain any unallowable charges such as alcohol, meals, postage, office supplies or other unallowable items except where specifically authorized as per the subaward agreement For Final Invoices, invoices are clearly marked “FINAL” and accompanied by the Subaward Closeout Form. Note: A subrecipient invoice will not be approved for payment until all errors, discrepancies, or questionable items have been adequately and fully resolved.
         Moderate Risk	Incorporate additional requirements dependent on UD management decision: Required copies of supporting/backup documentation for subaward invoice charges such as: Payroll records to support invoice personnel charges Copies of receipts for specific charges (travel, supplies, equipment, etc.) Copies of consultant hourly rates and time charged Transactional detail from the subrecipient’s accounting system of record More frequent submission of subrecipient invoices and technical reports Requirement to align subrecipient invoice payments to technical progress
         High Risk	Incorporate additional requirements dependent on UD management decision: Mandated regularly scheduled conference calls with the UD PI and subrecipient institutional representative Financial Desk Audits Site visits, both technical and financial

      3. It is UD’s responsibility to ensure that all agreed-upon monitoring activities occur and that the results of the risk assessment are updated accordingly.
         1. UD may adjust a subrecipient’s assigned risk level and applicable monitoring activities throughout the course of a sponsored award.
            1. The PI is responsible for monitoring the technical progress of the subrecipient to ensure their performance is aligned with objectives outlined in the subaward and the prime sponsored award, including:
               1. Advancing toward the completion of programmatic goals.
               2. Submitting accurate and timely invoices and technical reports as required.
         2. One or more of the following actions may be taken by UD for subrecipients deemed noncompliant as a result of subaward monitoring activities:
            1. Temporarily withholding cash payments pending correction of the deficiency,
            2. Denying both use of funds and any applicable matching credit for all or part of the cost of the activity or action,
            3. Wholly or partly suspending or terminating the subaward, and/or
            4. Taking other remedies that may be legally available.
            5. Note: In most cases, noncompliance must be documented to support above actions.
   5. Subaward Closeout and Termination
      1. Normal closeout and termination of a subaward occurs upon expiration of the subaward period of performance. Action should be taken to complete key activities in a timely manner, including:
         1. Confirmation by the UD PI that all subaward deliverables have been met.
         2. UD receipt of a final subaward invoice and associated closeout documents:
            1. The final subaward invoice must be clearly marked “FINAL” with certification statements signed by the Subrecipient Institutional Official
            2. UD requires the subrecipient’s final invoice be accompanied by a completed “Subaward Closeout Form” signed by the Subrecipient Institutional Official and the Subrecipient PI prior to releasing payment. This form contains:
               1. Confirmation that the subrecipient sent a final invoice to UD
               2. Confirmation of the final subaward expenditures.
               3. Amount of required cost share.
               4. Completion of all final technical/patent/equipment reports and deliverables.
            3. UD typically incorporates a 60-day grace period from the subaward end date for the receipt of the subrecipient’s final invoice.
            4. If UD does not obtain the subrecipient’s final invoice in a timely manner, UD reserves the right to treat the last invoice received from the subrecipient as the final invoice.
         3. Closeout of the subaward purchase order via a Purchase Order Amendment Webform after the final subaward invoice is paid.
      2. Early closeout and termination of a subaward occurs when the subaward is terminated prior to the original subaward end date specified in the subaward agreement.
         1. An agreement may need to be terminated early at the request of the sponsor, UD, or by mutual agreement between UD and the subrecipient.
            1. The UD PI may consider termination due to factors related to suboptimal subrecipient performance towards project milestones, services, or objectives specified in the subaward agreement. Any UD PI contemplating early termination of a subaward should immediately contact the Subaward Team within Research Office for appropriate action.
         2. Sponsor regulations and subaward specific terms and conditions detail the steps needed to process an early termination of a fully-executed subaward agreement.
            1. UD typically incorporates a clause into the subaward agreement outlining UD’s right to terminate a subaward within 30-days of official written notice to the subrecipient.
               1. A “Stop Work Order” is a formal notification to the subrecipient to discontinue all work on a subaward. UD will issue a “Stop Work Order” to a subrecipient in the rare instance when all other remediation means have been unsuccessful.
            2. The Research Office will work with the PI and their unit administration to ensure all required termination actions and documentation is completed.
   6. Roles and Responsibilities
      1. Successful administration of subawards relies heavily on the involvement and coordination of multiple parties across campus including the UD PI, unit administration, the Research Office, and others. The table below provides an overview of applicable roles and responsibilities for subawards:

          

Travel and Business Hosting Policy

1. SCOPE OF POLICY
   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.

   It applies to all travel and business hosting events for all individuals including University administrators, faculty, staff, students, and non-employees. …

The complete policy and more can be found on the General Counsel’s web site.

Travel with or Transportation of Research-Related Materials and Data

The purpose of this memo isto remind and inform all University of Delaware employees of the laws, policies and procedures that may impact the transportation of University of Delaware property, including research-related materials,software, data,biological materials and equipment. These laws,policies and procedures apply whether the materials, software or data are hand-carried during travel or shipped commercially. The laws,policies and procedures apply to our international visitors as well. Please help them to be aware of the following regulations.

Although the University of Delaware is working to keep compliance on this matter from becoming onerous, candid assessment of the current situation must acknowledge that scholars are increasingly subject to external constraints that can be both unfamiliar and frustrating. As our policies and procedures evolve in light of external constraints and faculty and staff needs, we will work to keep you apprised of changes as quickly as possible. Listed below are some key concepts with which every University of Delaware employee should be aware and in full compliance.

1. Not all research material may be shipped or hand-carried by air. The Transportation Security Administration (TSA) has rules that limit what airline passengers can place into their checked and carry-on luggage. These rules may prevent research materials and equipment from being brought onto airplanes. Please review the list of permitted and prohibited items posted on the TSA web page found at (https://www.tsa.gov). This list issubject to change and should be checked on a regular basis.
2. A Material Transfer Agreement (MTA) should be used when University of Delaware research materials,software,biological materials or data sets are received from an outside party or transferred off campus. Similarly an MTA should be used when transferring such materials from the University of Delaware to outside parties.
   • When the University of Delaware is the recipient of the materials, the MTA triggers appropriate health and safety alerts to the Occupational Health and Safety Office concerning the materials received.
   • When the University of Delaware issending materials off campus,the MTA permits review of applicable shipping regulations.
   • An MTA permits review of intellectual property rights to protect the interests of the University of Delaware and individual University of Delaware researchers.

     Appropriate MTA forms are available on the University of Delaware Research Office website (https://research.udel.edu/forms-policies-procedures/).

3. All transfers of research materials,software or data must comply with export control and trade sanction regulations. Export controls are federal laws that regulate the export of sensitive technologies, equipment, software, biological agents and related data and services. These laws require the use of licenses for the export of these items unless an exemption exists. Trade sanctions are imposed by the Department of State, which may prohibit travel, payment or providing anything of value to sanctioned entities, including countries, businesses, and individuals, regardless of exemptions.Information and guidance on export control and trade sanction compliance is available at https://research.udel.edu/regulatory-affairs/#3. If you have questions about your activity, please contact the Associate Deputy Provost for Research & Regulatory Affairs, Dr. Cordell Overby, at overbyc@udel.edu.
4. Commercial shipment of hazardous materials must comply with U.S.Department of Transportation regulations. For specific requirements, please contact Occupational Health and Safety.
5. Federal law and regulation by the USDA,FDA,or EPA can severely limit the interstate shipment of certain biological,recombinant,or toxic materials.
6. The U.S.Foreign trade Regulations require that all exports (temporary or permanent) with a dollar value greater than $2,500 as well as any licensed export be registered in the AES export system prior to shipment. The AES (Automated Export System) filing includesinformation about the date, method and destination of the export and licensing exception or authority if applicable. The U.S. Census Bureau uses the data to compile export trade statistics. Additionally the information is shared with Customs and Border Patrol, export licensing enforcement and other law enforcement agencies.
7. The University of Delaware provides compliance assistance to facilitate your transfer and transport of research materials,software and data.
   • Information on export controls and trade sanctions, including international travel: Dr. Cordell Overby (overbyc@udel.edu or 302-831-2383)
   • MTAs for research related transfers: Dr. Cordell Overby (overbyc@udel.edu or 302-831-2383)
   • Shipping and receiving of hazardous materials: OccupationalHealth and Safety Office {302-831-8475)
   • Biological Materials: Krista Murray (klmurray@udel.edu )
   • Chemical Materials: Jane Frank (janejf@udel.edu or 302-831-8288 )
   • Radioactive Materials: Bill Fendt (B_Fendt@facilities.udel.edu )

We welcome your comments regarding clarifications or improvements to the University of Delaware policies and procedures regarding the transfer or transport of University of Delaware research materials, software, data, biological materials, or equipment. Please feel free to contact any of the following individuals:

Dr. Cordell Overby at overbyc@udel.edu

It is important that all University of Delaware employees are aware of these laws, policies and procedures. Please distribute this message to your colleagues across campus.

The complete policy and more can be found on the UD Research Office’s web site.

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. …

The complete policy and more can be found on the ’s web site.