The February 2022 institution policy distribution includes for comment three revised policies, one new procedure, and one revised procedure.

Three (3) revised policies:

One (1) new procedure:

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, March 11.

Please find summaries of the policies below.


DRAFT POLICY REVISIONS

SYS 236, Utilization of Independent Contractors

This policy establishes the requirements associated with UW institutions’ use of independent contractors and the processes that may be used for payments related to their services. Revisions to the policy include:

  • In section 3, scope, removed language suggesting that the definition for “fiscal misconduct” differed in this policy to ensure consistency across policy library.
  • Reformulated language in sections 1 and 3 for concision and clarity.
  • Updated reference to Low Dollar Exception pay methodology in section 4.
  • In section 5, removed examples of Academic Support Services, added a reference to SYS 540, and spelled out the acronym for the Payment to Individuals Request form.
  • Revised subsection 6.B to clarify processes before engaging independent contractors.
  • Removed language from subsection 6.C that is no longer applicable and added a reference to SYS 540.

DRAFT POLICY REVISIONS

SYS 304, Fiscal Misconduct

This policy establishes the parameters for the reporting, investigation, and resolution of instances of fiscal misconduct within the University of Wisconsin System. Revisions to this policy include:

  • In section 3, scope, removed language suggesting that the definition for “fiscal misconduct” differed in this policy to ensure consistency across policy library.
  • In section 5, revised the definition for “Fiscal Misconduct” to be more comprehensive.
  • In section 6, revised language referring to “university funds” to instead read “State or UW System funds or resources.”
  • In Section 6, added language regarding the confidentiality of reports and investigations of fiscal misconduct.

DRAFT POLICY REVISIONS

SYS 308, Budget Transfers

This policy provides direction regarding budget monitoring within the systemwide financial system and the need to adjust institutional Annual Operating Budgets during the fiscal year. Revisions to the policy include:

  • Added sections 1-5 to comply with policy format outlined in SYS 1.A., UW System Administrative Policy Template.
  • In section 6, updated language to reflect current terminology (e.g., replaced “Red Book Budget” with “Annual Operating Budget”).
  • In section 6, added language to clarify policy on intra-institutional budget transfers, inter-institutional budget transfers, and reconciliation/monitoring.
  • Throughout policy, removed outdated language and references.
  • Moved procedure language formerly captured in the policy into a separate procedure: SYS 308.A, Budget Transfer Process.

NEW PROCEDURE

SYS 308.A, Budget Transfer Process

This procedure outlines the process through which budget transfers are to be processed, reviewed and reconciled within the system-wide financial system during a fiscal year.


DRAFT PROCEDURE REVISIONS

SYS 304.A, Fiscal Misconduct: Reporting and Review Process

This procedure outlines the process through which acts of fiscal misconduct within the UW System are to be reported, investigated, and resolved. Revisions to this procedure include:

  • In section 3, revised the definition for Fiscal Misconduct to align with revisions to the definition in SYS 304.
  • In section 4, replaced “material instances of fiscal misconduct” with “significant instances of fiscal misconduct” to enhance clarity.
  • In section 4.d, added language to indicate that chancellors shall consult with the UW System Vice President for Finance and the Chief Audit Executive when addressing fiscal misconduct violations.

Comment Display Issue Resolved

Thanks to the work of UW System IT professionals, all comments submitted during this month’s policy distribution should display on the comment form for each draft policy.