Procedures Approved

On November 27, Vice President Cramer approved the new procedure SYS 363.B, HRS Change Requests of Bank and Contact Information for Employees. On December 4, Vice President Nelson approved the new procedure SYS 363.A, SFS Change Requests of Bank and Contact Information.

Please find a detailed description of the approved procedures below:

SYS 363.A, SFS Change Requests of Bank and Contact Information
This procedure is effective upon approval.

Summary of Procedure and Procedure Revisions

  • This procedure outlines the processes through which changes to suppliers in the UW System’s shared financial system (SFS) are to be verified in compliance with
    SYS 363, Change Requests of Bank and Contact Information.
  • For changes to supplier bank and contact information, valid out-of-band verification must be obtained before a change can be made.
  • Verification attempts must be properly documented in accordance with this procedure and attached to the supplier record change request.

Affected Areas on Campuses

  • This procedure applies to all supplier contact and bank account information maintained within SFS.

Expectation of Campuses on UWSA Policy Reporting

  • UW System institutions must ensure adequate controls are in place when changes are made to supplier contact and bank account information.

Additional Communication

  • The UW System Controller’s Office will communicate with institutional controllers, accounts payable and procurement staff regarding forms, required documentation, and best practices.

SYS 363.B, HRS Change Requests of Bank and Contact Information for Employees
This procedure is effective upon approval.

Summary of Procedure and Procedure Revisions

  • This procedure outlines the processes through which changes to employee bank (direct deposit) and contact information in the UW System’s human resource systems are to be verified in compliance with SYS 363, Change Requests of Bank and Contact Information.
  • Employees should be encouraged to complete these actions through Employee Self-Service.
  • For in-person requests, staff must verify identity using picture identification.
  • For email or fax requests, valid out-of-band verification must be obtained before a change can be made.
  • All verification attempts must be properly documented in accordance with this procedure and attached to the employee’s payroll file.

Affected Areas on Campuses

  • This procedure applies to all supplier contact and bank account information maintained within HRS.

Expectation of Campuses on UWSA Policy Reporting

  • UW System institutions must ensure adequate controls are in place when changes are made to supplier contact and bank account information.

Additional Communication

  • The UW System Controller’s Office will communicate with institutional controllers, accounts payable and procurement staff regarding forms, required documentation, and best practices.

Policies Rescinded

On December 2, President Cross approved the rescission of SYS 505, Purchasing Responsibility and Authority, SYS 1105, Laboratory and Classroom Modernization and General Computer/Network Access, and SYS 1125, Advertising, Sponsorship, and Links on the Internet.

All rescinded SYS policies are available on the Recently Retired Polices page for three years.

A detailed rationale for the rescission of each policy is below:

SYS 505, Purchasing Responsibility and Authority

Background Summary of Policy

  • SYS 505, Purchasing Responsibility and Authority describes the delegation of purchasing authority by the Department of Administration (DOA) to an agency, as constrained by State Statutes, the Administrative Code, the State Procurement Manual, A110 Federal Acquisitions Rules, UWSA Procurement Policies and Procedures, and the Uniform Commercial Code.
  • The policy outlines the roles and responsibilities of the UWSA Procurement Director and Campus Purchasing Directors as specified by the (DOA).

Rationale for Rescission

  • SYS 505 is superseded by SYS 521, Authority to Sign Procurement Contracts in the UW System, which incorporates the procurement authority granted by State Statutes to the Board of Regent and Board of Regents Procurement Policies.
  • Therefore, SYS 505 is being rescinded as its subject matter is incorporated in the newly approved SYS 521.

SYS 1105, Laboratory and Classroom Modernization and General Computer/Network Access

Background Summary of Policy

  • SYS 1105, Laboratory and Classroom Modernization and General Computer/Network Access provides guidance on the types of projects that can utilize funding from the Laboratory Modernization Program (which began in 1985), Classroom Modernization (added in 1991), and General Computer Access Program (added in 1991).
  • It details the types of projects that may be undertaken under each program and the record keeping requirements for the purposes of oversight and future audits.

Rationale for Rescission

  • Funding for these programs was discontinued or merged into block grants given to campuses, with different restrictions and requirements.
  • SYS 1105 is therefore being rescinded, as its subject matter pertaining to the requirements for the above listed programs are no longer applicable.

SYS 1125, Advertising, Sponsorship, and Links on the Internet

Background Summary of Policy

  • SYS 1125, Advertising, Sponsorship and Links on the Internet is concerned with balancing the benefits of advertising and sponsorship on the internet with potential reputational risk to the University.
    • Advertising- denotes the difference between academic and non-academic advertising, specifies when non-university advertising can be included in university electronic publications, and specifies domain name usage
    • Sponsorship- denotes the details that need to be provided to acknowledge a sponsorship
    • Links- lists requirements for linking from university electronic publications to other internet sites, including the needs for disclaimers

Rationale for Rescission

  • The policy was initially drafted in 2001, and in the intervening years the Internet and its practices have evolved so as to make this policy obsolete. While the policy addresses advertising, sponsorship and links on the internet, these topics are no longer related to Information Technology.
  • Advertising, Sponsorship, and Links utilize the internet as a medium, but in the modern day do not pose the same risk or require the same intervention as they did in 2001. These practices now fall more under the purview of communication and are not administered by IT.
  • The Office of Information Security has reviewed the policy and concurs with Information Technology’s decision to rescind SYS 1125 as any security concerns addressed in SYS 1125 are already addressed in existing Information Security policies or in policies currently being drafted.