As a reminder, the April 2022 institution policy distribution includes for comment two revised policies, one revised procedure, and one interim policy extension.

Two (2) revised policies:

One (1) revised procedure:

Click on the links above to view the drafts and ensure that your feedback is captured for review during the post-comment period.  Comments can include attachments, including word documents and PDFs. Please submit your feedback by Friday, May 6.

Please find summaries of the policies and procedure below.

In addition to the policies and procedure noted above, there is also a proposal to extend one (1) interim policy:

The rationale for extending the policy is included below. Please submit your feedback on this policy extension by Tuesday, May 10.


DRAFT POLICY REVISIONS

SYS 324, Interinstitutional Financial Transactions

This policy establishes the principles for accounting for institutional financial transactions and/or when making payments for personal services involving an individual who holds a concurrent appointment at another UW institution. Revisions to the policy include:

  • Drafting a new, related procedure (SYS 324.A) and moving procedural language from the policy into the procedure.
  • Updated the policy format to ensure compliance with SYS 1, Developing, Revision, and Approval of UW System Administrative Policies, Procedures, & Guidelines.
  • In Section 4, removed a reference to the rescinded policy SYS 235, Personal Services Payments.
  • In Section 4, added reference to SYS 237, Utilization of Borrowed Employees/ Employee Interchange Agreements.
  • In Section 4, removed a reference to SYS 165, The Academic Calendar, which no longer is relevant to SYS 324 due to revisions to SYS 165.
  • In Section 6, updated reference to the former “Section III” to instead direct readers to SYS 324.A, Procedures for Interinstitutional Transactions.
  • In Section 7, added link to SYS 237, Utilization of Borrowed Employees/Employee Interchange Agreements.
  • Updated related attachments referenced throughout policy.

DRAFT POLICY REVISIONS

SYS 435, Headquarter City & UW System Sponsored Events Policy

The purpose of this policy is to establish the parameters for reimbursement of costs associated with UW sponsored business events. Revisions to the policy include:

  • Reformatting the policy to comply with SYS 1, Development, Revision, and Approval of UW System Administrative Policies, Procedures, & Guidelines.
  • In section 6, updated maximum rates.

DRAFT PROCEDURE REVISIONS

SYS 324.A, Procedures for Interinstitutional Transactions

Please see the SYS 324 summary above for more information.


INTERIM POLICY EXTENSION

SYS 100-01, Interim: Study Abroad Minimum Emergency Reserve/Contingency Fund Requirement Waiver

Background Summary of Policy:

  • This interim policy action was enacted in response to the Coronavirus (COVID-19) pandemic to temporarily waive the requirement for institutions to maintain a minimum emergency reserve/contingency fund for students studying abroad. The interim policy was originally issued on April 9, 2020. A revised version of the policy was approved on June 22, 2021.

Rationale for Extension

  • At this time, the universities’ study abroad programs  are still recovering financially and are not able to meet the financial obligations as outlined in this policy. As study abroad opportunities open up in the near future and through resource reallocation at the universities, the funding will get back on track so that universities can meet the obligations as outlined in this policy.

Upcoming Interim Policy Expirations

As an additional reminder, multiple interim policies will be expiring on June 30,2022. These include:

Two (2) interim policies: