January Policy Distribution Reminder, SYS Policy Approval Notice, and Effective Dates Reminder

As a reminder, the January 2023 institution policy distribution includes one (1) new policy and four (4) revised policies.

One (1) new policy:

SYS 12XX, Mandatory Employee Training

Four (4) revised policies:

Feedback on these policies is due by 5:00 PM on Friday, February 3rd, 2023.

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 find summaries of the policies below.

DRAFT NEW POLICY

SYS 12XX, Mandatory Employee Training

This is a new policy created in response to an internal audit regarding IS Security training and for the purpose of establishing standard, more formalized, procedures associated with several mandatory training requirements.

DRAFT REVISED POLICY

SYS 215, Payment and Methods for Payroll

The policy has been updated to reflect the most recent policy format requirements.
The language of the policy has been updated to reflect the UW System’s independent personnel system authority, changes in the structure of state government, and the shift to single payroll.
- Changes for these purposes were made to sections 6(A) and 6(B) of the policy.

DRAFT REVISED POLICY

SYS 610, Uninsured Personal Property Loss or Damage

This policy establishes the standards for individuals who experience loss or damages to personal property who may be eligible to be reimbursed from University of Wisconsin System departmental funds. Proposed revisions to this policy include:

Updated the policy into the standard SYS policy template.
- Added Section 1. Policy Purpose, Section 2. Responsible UW System Officers, Section 3. Scope and Institutional Responsibilities, Section 5. Definitions, Section 7. Related Documents, Section 8. Policy History, and Section 9. Scheduled Review.
- Updated the formatting of citations to State statutes throughout the policy.
- Updated the numbering scheme to match the current SYS template.
In Section 4, removed language referring to non-employees as they are not covered by this policy.
In Section 4, removed language regarding the process prior to the issuance of the policy as it dates to the 1980s and is currently irrelevant.
In Section 4, added language to clarify how to file claims covered by the UW System self-funded insurance program.
In Section 6, removed initial paragraph regarding the State Collective Bargaining Contracts.
In the first paragraph of Section 6, removed “non-represented” as a qualifier to employees and removed the last sentence referenced the state compensation plan.
In the second paragraph of Section 6, replaced “UW System Risk Manager” with “institution Chief Business Officer” as this is the individual better suited to determine how campus funds are utilized.
In Section 6.A, increased the maximum threshold of claims that the department can authorize from $50 to $100 and increased the threshold above which of claims that must be formally filed against the University from $50 to $100. Clarified that if personal injury is involved a formal claim must be filed against the university.
In Section 6.B, added language to clarify the role of campus risk management, in consultation with UWSA Risk Management, in determining that there is no insurance coverage available.
In Section 6.B, increased the maximum amount of a claim that may be submitted against departmental funds for reimbursement from $500 to $1000.
In Section 6.B, changed the claim reviewer and approved from the “institution risk manager” to the “UW department head or division lead,” as this is the individual better suited to determine how department funds are utilized.
In Section 6.B, changed the reviewer and approver of claims exceeding $1000 to the institution’s “Chief Business Officer” and removed the institution’s risk manager and the System Risk Manager roles in reviewing the claim to determine if it should be processed through the State Claims Board and the System Risk Manager’s role in giving final approval.
Removed Section 6.C which referred to collective bargaining agreements as most of these agreements have been eliminated since the last revision of the policy.
Retitled Section 6.C from “Procedures” to “Required Claim Documentation,” and removed the subsection titled “Approvals Required” as this is already described in prior sections.
In Section 6.C.II.2, clarified that the receipt, invoice, or canceled check to substantiate the cost of repair or replacement must be “with items of like kind and/or quality.”
Removed Section V, Compliance as the process described is outdated.

DRAFT REVISED POLICY

SYS 1211, Personal Holiday and Legal Holiday Administration

This revision is designed to clarify current practices in the granting of personal holiday hours to employees who separate from service with UW System and then are rehired into a new position during the same personal holiday accrual period.

These changes impact policy sections 4.A.II and 4.A.IV.4.g.
Additionally, technical revisions were made to align the policy with current UW System Administrative (SYS) Policies template. These changes include:
- Added Section 2, Responsible UW System Officer and Section 3, Scope and Institutional Responsibilities. The successive sections were re-numbered in accordance with the addition of these two sections.
- Updated Section 7, Related Documents and Section 8, Policy History.
- Added Section 9, Scheduled Review.
- Re-numbered subsections to align with the current numbering scheme.

DRAFT REVISED POLICY

SYS 1278, UW System Pay Plan Distribution Framework for University Workforce

The previous revision to this policy eliminated the option for chancellors to earmark up to 15% of the new money allocated through pay plan for the Chancellor’s discretionary use to meet special compensation needs within their institution. This revision restores that authority to the chancellors.

SYS Policy Approval Notification

On January 23, President Jay Rothman approved technical revisions to:

Also on January 23, Vice President for Finance and Administration Sean Nelson approved technical revisions to SYS 304.A, Fiscal Misconduct: Reporting and Review Process.

The revisions to the policies and procedure were part of a singular technical amendments package.

See below for a brief summary of the revisions to the policies and procedure.

January Technical Amendment Package

These revisions became effective upon approval.

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

On November 11, 2022, technical revisions to SYS 304.A were approved to update the procedure with references to the UW System Office of Finance and Administration and the Vice President for Finance Administration. A reference to the former Vice President for Finance, however, was omitted from the list of proposed revisions. This technical amendment retroactively approves the revision.
- In the third paragraph of Section 4.B, replaced “Vice President for Finance” with “Vice President for Finance and Administration.”
- No substantive edits are proposed for this procedure.
- Due to the retroactive nature of this technical revision, no changes are proposed to the Last Revision Date nor Section 6, History.

SYS 435, Headquarter & UW System Sponsored Events Policy

SYS 435 has a scheduled review date of September 2022. However, no substantive revisions are necessitated at this time.
- Because this policy does not require any substantive revisions, technical revisions are being proposed to have its scheduled review date changed to September 2027. This review date was chosen instead of January 2028 to reflect revisions to the policy which were approved on June 30, 2022.

SYS 1254, Performance Management

SYS 1254 has a scheduled review date of November 2022. However, no substantive revisions are necessitated at this time.
- Because this policy does not require any substantive revisions, technical revisions are being proposed to have its scheduled review date changed to January 2028.

There were no comments or concerns from the Finance and General Administration Policy Committee (FGAPC) during the FGAPC review period.

Effective Dates Reminder

SYS 1036, Information Security: Endpoint Protection and SYS 1036.A, Information Security: Endpoint Protection Standard, which were approved on February 17, 2022, will become effective on February 17, 2023.

Please direct any questions to informationsecurity@uwsa.edu.

Cost-Benefit Reporting Template

The Foundation and Associated Affiliated Organization Cost-Benefit Report Template under SYS 399.2, Cost-Benefit Reporting has been updated for Fiscal Year 2022.

UW institutions are required to annually complete and submit the Cost-Benefit Report, pursuant to Regent Policy Document (RPD) 21-11, Cost-Benefit Reporting for Foundations and Associated Affiliated Organizations. On an annual basis, UW institutions must submit this report for each primary fundraising foundation and associated affiliate organization that received administrative support from a UW institution of $100,000 or greater. If the total administrative support provided to an associated affiliated organization does not exceed $100,000, the report must still be submitted at least once every five years.

Please direct any questions to Julie Gordon at jgordon@uwsa.edu.