Information for Study Center Directors and Staff

The SC Director receives a preliminary budget during the Director’s Orientation. The budget will be adjusted after the number of students at the Study Center has stabilized and UOEAP funding has been confirmed. Under no circumstances may the budget be exceeded in any budget category without prior consultation with, and approval by, UOEAP’s Budget & Finance unit. Funds are to be expensed in accord with the budget. Budget & Finance must approve unbudgeted non-personnel-related expenditures in advance; personnel-related expenditures must be approved by UOEAP’s Human Resources Director. Instructional cost savings may not be reallocated without prior consultation. Unanticipated increases due to changes in student numbers, price increases, or additional services are to be discussed with Budget & Finance. In the event that actual administrative expenses fall below budgeted amounts, the SC Director may propose to Budget & Finance that funds be moved among the administrative (supplies and expenses) items.

SC Directors are expected to review the Study Center’s expenses monthly against the approved budget. The SC Director should maintain the Study Center’s records and report significant discrepancies in anticipated expenses above or below budgeted amounts.

910. STUDY CENTER PERSONNEL

910.00 Study Center Personnel, General

The Human Resources unit at UOEAP is one of several administrative units supporting the work in which SC Directors and Study Center staff are engaged. In all situations that involve Study Center staff, the Regional Director, the SC Director, and Human Resources work in close consultation to manage the issues that arise, ensuring that considerations are given to both host country and UC labor practices. This section of the Director’s Manual focuses on hiring, compensation, performance evaluations, and complaint procedures.

EAP has a variety of staffing situations throughout the world. All Study Center staff must have a signed contract and job description on file at both the Study Center and UOEAP. Depending on the country, the document may be a UOEAP document, a local contract (in cases where the Program operates as an entity with recognized host country status for hiring local nationals), a host university contract, or a contract with a staff support agency (e.g., ACCENT). The contract, along with the job description, should clearly designate the job duties, conditions of employment, vacation leave, sick leave, insurance, and any other benefits paid. If documentation is not on file for any staff member, the SC Director should contact Human Resources as soon as possible.

Note: For SC Director financial and personnel arrangements, see Chapter 7, Financial Arrangements and Benefits for Study Center Directors.

910.01 Hiring

Hiring of new or vacated positions must be managed in consultation with the Regional Director and the UOEAP Human Resources unit through the vacancy approval process.

Your first point of contact to discuss all Study Center operational needs and requests is the Regional Director. After review and consultation with the Regional Director, complete a Request to Add/Renew/Change Position form and submit it, along with the job description, to the Regional Director, with a copy to Human Resources at dpichla@eap.ucop.edu

The Regional Director will coordinate with Human Resources to review the request and will follow up if any clarification is needed. Once the Regional Director has signed the form, the UOEAP Human Resources Director will make a final determination regarding the request or, as applicable, will bring the request to the Executive Leaders for review and final determination. The Regional Director will confirm the status of the request once this process has been completed. No staffing actions should be taken until the proper approvals and signatures on the request form have been obtained and you receive confirmation from the Regional Director.

Job Descriptions

All Study Center staff positions require job descriptions, which must be reviewed and approved by the SC Director, the Regional Director, and Human Resources. A copy signed by the employee, SC Director, supervisor (if different than the SC Director), and Regional Director should be kept in the employee’s file at both the Study Center and UOEAP.

A complete, accurate, and detailed job description is critical for successful recruitment, position classification, and setting appropriate compensation levels. Existing job descriptions for Study Center staff positions can be used or modified for future staffing changes, or Human Resources may provide a template for new descriptions. Since job descriptions are used as the foundation for classification and salary grading of positions, periodic reviews and updates are extremely important (see Forms: Completing Job Descriptions for Local National Staff, Sample Job Description, and 7 Steps to Writing an Effective Job Description for detailed instructions on how to complete an effective job description).

Recruitment Process

1. Placing a job announcement

Once staffing needs have been identified and approved, the recruiting process can begin. To attract applicants with the appropriate skills and experience, it is important to create a job announcement or job posting based closely on the job description and to advertise appropriately.

UCEAP is typically viewed as a good employer and usually an adequate number of candidates apply to fill the position. Generally, a higher number of applicants are received when a recruitment is open for a long time. A timeline of between two to four weeks for the recruitment is usually adequate.

2. Interviewing

Directors should cull the applicant pool to a handful of applicants that are the best fit for the position in terms of skill level and experience prior to conducting interviews.

Successful interviewing starts with identifying appropriate questions. Follow these guidelines as you develop interview questions:

·         Ask all applicants the same questions. Relate the questions to the job and the work as outlined in the job description.

·         Avoid questions that allow for a “yes” or “no” response.

·         Develop questions that elicit specific examples from the applicants’ past experiences; this will avoid responses that are exaggerated or what they might do versus what they have done. For example, questions may deal with competing demands and determining priorities, dealing with difficult people (students, faculty, parents, etc.), safety and security concerns, working as part of a team, providing good customer service, dealing with conflict, problem solving, judgment, etc.

·         Identify typical issues that the individual may be confronted with in the position and ask the applicant how he/she would handle the situation. Real life scenarios are useful in assessing problem-solving, judgment, and analytical skills.

·         Avoid questions about personal information (marital status, children, etc.). In general, despite local norms and practices, EAP does not want to hire anyone who is related to anyone who works for UC. This can be confirmed by asking, “Are you related to anyone who works for UC or EAP?”

3. Checking References

In locations where it is deemed appropriate, the final step is checking references. This is an excellent way to verify information obtained in the interview. References should include former supervisors and managers and not just peers and personal references. It is best to check three references if possible.

4. Notifying Human Resources

Once a candidate has been selected, notify Human Resources and provide them with the following:

·         Name

·         Study Center location

·         Title

·         Start date

·         Scheduled hours

·         Gross monthly salary

If necessary, Human Resources will create an Employment Contract for the employee to sign. Otherwise, a local contract will be drafted by a competent labor specialist in that country; terms of the contract need to be reviewed with Human Resources prior to initiation. All external assistance must be obtained in consultation with UOEAP and, in the case of attorneys, through UOEAP and the Office of General Counsel.

Once hired, an employee’s working hours, benefits, and salary cannot be changed without advance approval from UOEAP. If the employee is a U.S. citizen or U.S. resident, EAP must also have the social security number on the employment form for reporting of earnings to the Internal Revenue Service. All Study Center staff must keep pay records of actual time worked, as well as accrued and used vacation and sick leave. The SC Director must approve time sheets monthly (see Daily Attendance Record).

910.02 Compensation

Human Resources determines local national staff salaries by using the market practices established by reputable data sources (e.g., Watson Wyatt Global Consulting and local consultants) and the labor laws in each host country. Each position is classified based on job duties and responsibilities, and compensation is determined by using one standard system. This system is based on a global job/position grading system and salary ranges, which coincide with the global grade in each market. An annual review of staff salaries will be conducted based on market practice and internal equity principles within and across regions; however, annual salary increases are neither automatic nor guaranteed.

The SC Director may recommend a salary review based on local market conditions and/or cost of living. The SC Director does not have the authority to increase the salaries of local national staff; however, SC Directors are often asked to provide salary data and other relevant information to Human Resources. The Human Resources unit will evaluate all the critical information and determine if salaries should be adjusted.

It is EAP’s operating principle that staff salaries are paid in local currency. The method of payment of Study Center personnel varies with each location. When such service is included in the terms of the contractual agreement between UC and the host institution, payment is usually made by Budget & Finance. When date and exact payment amounts are not specified in the agreement, it is the responsibility of the SC Director to request payment at the appropriate time by sending a statement prepared by the host institution to Budget & Finance.

Salaries for personnel hired by the Study Center are paid abroad from Study Center operating funds. Per UC policy, payment for services must be made after the duties have been performed. A signed acknowledgement of salary received by the employee is required (see Study Center Salary Payment No Withholdings Form and Net of Withholdings Form).

910.03 Job Reclassification

UOEAP uses the general UC guidelines pertaining to job reclassifications for Study Center staff positions. A review may be warranted if changes in a position result in at least 50 percent of a job’s duties being at a higher or lower classification level. Changes in the volume of work assigned, performance of an individual, and/or long-term service of an employee are not considered justification for a job reclassification.

To submit a request for a classification review, the employee should work closely with the SC Director to update the job description and submit it along with a Request to Add/Renew/Change Position to the Regional Director and Human Resources. See Classification Instructions and Checklist for additional requirements prior to submitting the request. Incomplete requests may result in delayed determinations.

Human Resources will make every attempt to complete the classification review within 30 days of receiving all of the necessary reclassification documentation. If a reclassification is granted, the effective date of the change will be the first of the month following the receipt of the request. No retroactive reclassifications or salary adjustments will be granted.

910.04 Performance Evaluations and Disciplinary Procedures

The performance evaluation process for Study Center staff is currently under review. UOEAP believes it is important to provide performance feedback, which supports and guides the career development of staff abroad. While there is no current performance evaluation procedure in place, the SC Director is encouraged to develop an open line of communication with Study Center personnel. It is important that an employee is provided with consistent and regular feedback about those areas where he or she is doing well, and those areas in which he or she can improve. If you have a performance issue that requires consultation or disciplinary action, contact the Regional Director and Human Resources immediately. Legal requirements regarding disciplinary procedures and dismissals vary by country and must be clearly determined prior to taking any action.

910.05 Complaint Procedures

If an employee expresses any personal or general complaint or grievance relating to their employment, it should be treated as a serious matter and brought to the attention of the Regional Director and Human Resources. With the involvement of the Regional Director, Human Resources, and the SC Director, every attempt will be made to resolve the matter promptly through informal discussions.

Some countries may have formal procedures that must be followed; therefore, no action should be initiated locally prior to consultation with UOEAP Human Resources and the Regional Director.

910.06 Instructors and Tutors

Instructors, tutors, and other academic-related staff hired by the Study Center are required to submit an Academic Employment Form and a current curriculum vitae, both of which are kept on file at the Study Center and with UOEAP Human Resources.

SC Directors will prepare individual contracts (or drafts) for instructors receiving direct compensation from EAP outlining the course, hours, and terms of compensation (see Sample Contract—Faculty Employment).

See Section 930.01, Payments to Individuals, for information on payments and receipts.

920. STUDY CENTER OPERATING FUNDS

920.00 Operating Funds

Budget & Finance provides operating funds to the SC Director on a quarterly basis. In order to receive these operating funds, the SC Director must complete and submit a Quarterly Request for Operating Funds form to Budget & Finance. The SC Director is individually responsible for the operating funds. Funds will be sent by wire transfer to an institutional bank account in the name of the Education Abroad Program, University of California, with both the SC Director and the EAP Universitywide Director as signatories on the account. All pertinent bank account information, such as name and address of the bank, account number, all names with signature authorization, and signature cards on the new accounts should be forwarded to Budget & Finance. Opening of official UC bank accounts is highly regulated at UC. Study Centers may not open new or additional accounts of any kind without prior approval and coordination with Budget & Finance.

UC policy requires that the Office of the General Counsel (OGC) approve the hiring of all legal services in advance. SC Directors must submit any requests for legal services to UOEAP’s Executive Director, who will approve the request internally and advise Budget & Finance and Human Resources (if the request is related to HR matters) that such approval has been given. Budget & Finance or Human Resources will assist in the approval process with OGC. Invoices for approved legal services are paid by OGC. Invoices must be translated into English. UOEAP’s Budget & Finance unit is responsible for financial management aspects of all EAP legal services.

920.01 Operating Funds, Closing or Transfer of

It is essential that the SC Director account for the total available operating funds prior to returning to the U.S. Responsibility for remaining funds is transferred to the new SC Director (see Transfer of Funds).

The outgoing SC Director must sign over the operating funds (which may be in the form of a bank account balance, cash on hand, receipts submitted to Budget & Finance, receipts at the Study Center, student loans, etc.) to the new SC Director. The new SC Director must make sure that the entire balance is accounted for prior to accepting responsibility for the amount. The original transfer of the operating funds must be filed with Budget & Finance during the first month of transition for accounting purposes.

920.02 Report of Expenditures, Submission of

The SC Director is expected to submit a Report of Expenditures with all necessary supporting data. Such reports must be submitted to Budget & Finance between the 5th and the 10th days each month to allow the system of quarterly funding to operate efficiently. Bank statements and the reconciliation spreadsheets must be forwarded with the monthly Report of Expenditures to Budget & Finance for inclusion in the Study Center’s accounting records and to satisfy UC audit requirements.

The Report of Expenditures includes the following:

1. Report of Expenditures. (Refer to the sample report and standard template.) The receipted items are sorted by category of expense, numbered, and dated. Reports of Expenditures are submitted in the currency in which the funds were spent.

Study Centers reporting with QuickBooks provide an accountant’s copy of the Study Center file per the instructions in the QuickBooks Accounting Software Procedure Manual in place of the sample Report of Expenditures.

2. Reconciliation of Operating Funds. Using the standard template, the form has to be filled out completely, signed, and included in the report submitted to Budget & Finance. The reconciliation should balance to the amount of the total funds received. If the reconciliation does not balance, the amount of overage or shortage should be shown on this form with an explanation for this overage/shortage where possible.

Study Centers reporting with QuickBooks perform a reconciliation of operating funds per the instructions in the QuickBooks Accounting Software Procedure Manual in place of the sample Reconciliation of Operating Funds.

3. Petty Cash Count Form. In addition to completing the reconciliation of operating funds each month, the Study Center performs a physical count of the cash on hand as of the last day in the month. Contact the EAP Accountant to obtain a form specific to your local currency.

4. Bank statements and exchange/deposit slips. Include a bank statement detailing the opening balance as of the first day in the month, all deposits and withdrawals during the month, and the closing balance as of the last day of the month.

5. Supporting Data. A dated and itemized receipt must support each expense submitted. When such a receipt is unavailable, the SC Director submits a signed Reimbursement Claim Form indicating the date, amount, and description of the expense. This Claim Form is submitted for specific items where no receipt is available or if a receipt is lost. Receipts are organized in order of the listing on the Report of Expenditures and identified by number in order to permit efficient identification and review of each item (see Receipt Paste Up Process). Foreign language receipts are acceptable records of payment; however, all expenses must be listed in English in the Report of Expenditures submitted by the Study Center to Budget & Finance. A brief translation must be provided on each receipt. UC policy requires that any invoice or receipt for U.S. $1,000 or more (or its equivalent in local currency) must be translated into English in its entirety and signed by the SC Director. This is a UC Internal Audit requirement and compliance is mandatory.

Study Centers reporting with QuickBooks organize the receipts per the instructions in the QuickBooks Accounting Software Procedure Manual.

The Report of Expenditures will be audited by Budget & Finance for accuracy, completeness, and compliance with University policy and budgets. The Study Center will be notified of any additional follow up required. The Study Center will need to adjust its records to conform to corrections found during the Budget & Finance review of the report. Common errors include incorrect calculations, insufficient documentation, and missing signatures.

The Study Center maintains either the original financial records, submitting copies to Budget & Finance (scanned copies are acceptable), or copies of the originals, submitting originals to Budget & Finance. UC requires the Study Center to maintain financial records for at least five years (or longer if required by local law). At any time, Budget & Finance may request the Study Center to provide records for further audit.

920.03 Loans to Students

Student loans up to $100/€100 from operating funds may be provided by the SC Director for emergencies and should be repaid within 30 days (see Sections 820.01, Student Loans; and 820.03, Emergency Loans to Students from Other Study Centers and to Former EAP Students). Budget & Finance must approve loans over $100/€100. All loans require that the student sign a promissory note. Include a copy of the Promissory Note for new and repaid loans with each Report of Expenditures submitted to Budget & Finance. Loans to students are not reimbursable items and should not be reported as expenses on the Report of Expenditures form. Student loans should be recorded on the Reconciliation of Operating Funds until repaid.

For Study Centers using QuickBooks, refer to the QuickBooks Accounting Software Procedure Manual for instructions on reporting student loans.

The SC Director must ensure that students repay all outstanding loans prior to departure from the Study Center. If students leave an unpaid loan at the Study Center, the Study Center notifies Budget & Finance immediately so the collection process may begin promptly. The loan is then reported as an expense on the Report of Expenditures form (or in QuickBooks).

SC Directors or any other Study Center employees may neither borrow money from the operating funds nor co-sign for student loans.

920.04 Reporting Income Received by Study Center

The Study Center will occasionally provide services such as photocopying or coordinating group activities for which the Study Center is to be reimbursed by individuals. Such reimbursements are to be shown as income on the Report of Expenditures form in the appropriate category. Individual reimbursements exceeding $5 must be reported by name. Reimbursements under $5 may be reported as a group (see Reimbursement from Students for Activities).

920.05 Operating Reserve

An operating reserve may be provided to Study Centers for unanticipated office emergencies. Such funds should not be used for normal operating expenses of the Study Center unless approved by Budget & Finance. Whenever possible, the SC Director should consult with Budget & Finance prior to using these funds; however, if a situation needs immediate attention, the SC Director should assist as needed and report to Budget & Finance afterward.

920.06 Fiscal Close

The University’s fiscal year ends on June 30. Although the Study Center operates at a remote location, the intent is to record expenses during the appropriate fiscal year according to the fiscal year operating budget. Any unreported expenses for the fiscal year will be charged against the following fiscal year and operating budget.

Deadlines for the Study Centers to submit reports during June and July have been moved up in order to meet UC reporting deadlines for fiscal close.

Report of Expenses for May 1–31 due to Budget & Finance by June 5.

Report of Expenses for June 1–30 due to Budget & Finance by July 5.

930. REGISTRATION, TUITION, TUTORIAL FEES, AND INSTRUCTIONAL EXPENSE

930.00 Payments to Host Institutions

EAP may owe tuition or other fees to the host institution depending on the contractual arrangements noted in the terms of the agreement between EAP and the host institution. The SC Director should obtain an invoice from the host institution and forward it to Budget & Finance for payment.

SC Directors review host institution invoices for accuracy before forwarding to Budget & Finance for payment. It is the responsibility of the SC Director to verify the amount to be paid, the number of participants, and to specify the desired form of payment (U.S. dollars or foreign currency). Where necessary, the SC Director must translate the invoice.

Note: If payment is to be made to the host institution by wire transfer, the bank information should be submitted with the invoice. Bank information should include: bank name, bank IBAN (within the European Union), bank address and telephone number, beneficiary’s account number, beneficiary’s name and address, as well as any necessary bank routing information (if available, the bank SWIFT code).

930.01 Payments to Individuals

Study Center operating funds may be used to pay for instructors, tutors, or readers hired directly by the Study Center, as outlined in Section 910.06, Instructors and Tutors. At the time payment is issued, the instructor/tutor must sign the Acknowledgment of Payment form. Per UC policy, payment for services must be made after the duties have been performed.

940. STUDENT SERVICES

940.00 Student Activities and Services

Student activities and services are funded from program fees charged to students. The Study Center will be informed of the total amount available for student activities and services by Budget & Finance at the beginning of each term; the amount is based on enrollment and the budget. Carefully track all funds for student activities and services to ensure that the funds are fully expended for the benefit of the students and that the total expenses remain within the budget.

Student activities are intended to introduce students to the cultural offerings of the local area as well as to provide an opportunity for contact between the SC Director and students inside and outside the university setting. Typical activities include group meals (e.g., farewell dinners, holiday dinners, modest home hospitality), excursions, trips to the theater, and concerts. A list of participating students for each event is required. Printed arrival and orientation materials are also paid from the student activities budget. Staff paid to assist with orientation/field trip activities are paid from the student activities budget, and the budget must be developed to include their salary and participation costs. Spouses and others not paid specifically to assist with student activities may not be directly involved in performing services related to these student activities, and their costs of participation may not be paid from Study Center funds without written, prior approval from the Regional Director.

Availability and norms regarding alcoholic beverages vary widely around the world. In any case, providing wine, beer, or any alcoholic beverage during meals or other occasions should be excluded for various reasons, including potential liability to UC and/or the host institution. Alcohol purchases will be deducted from the Administrative Fund budget, no exceptions.

940.01 Student Activities Reporting Requirements

The report of student activities expenses requires such documentation as the names of the participants, date and place of the activity, costs covered (food, buses, etc.), and supporting receipts for all expenses. It can be difficult to obtain individual receipts for group activities or home entertaining. In such cases, an itemization by the SC Director will be accepted (see Expenditures for Student Activities and Large Group Entertaining Expenditures). Budget & Finance cannot process a student activities expense without a list of all participants, receipts, and all necessary supporting documentation.

Occasionally the cost of an activity, such as an excursion or a dinner, will be shared with the students or guests. If it is more convenient, the Study Center may pay the total cost and be reimbursed by the students and guests. (See Reimbursement from Students for Activities.) In such cases, the receipt for the total cost must be reported on the Report of Expenditures and the student/guest reimbursements must be reported as outlined in Section 920.04, Reporting Income Received by Study Center.

Exceptionally, when reimbursement is made directly to students for student activity expenses incurred, the SC Director must submit a signed receipt from each student acknowledging reimbursement using the Reimbursement to Students for Student Activities form.

950. ADMINISTRATIVE FUND

950.00 Administrative Fund

The administrative fund is provided to cover the costs of maintaining good relations with officials of the host institution and community, official entertainment, small gifts where appropriate, and flowers. The administrative fund covers all alcohol purchases. When a reception or party includes students and faculty, the SC Director should consider allocating the expenses between the student activities budget and the administrative fund.

The SC Director’s administrative fund is issued as a part of the Quarterly Request for Operating Funds according to the budget. SC Directors must keep careful records of the expenditures for reporting purposes. Receipts are required for all expenses. Administrative fund expenses are paid or reimbursed to the SC Director by the Study Center and are submitted on the Report of Expenditures.

950.01 Official Entertainment

All official entertainment is charged to the administrative fund. Cost of entertainment that exceeds the available balance in the administrative fund requires approval from UOEAP prior to making financial commitments. Meals provided to staff during orientation activities and excursions are part of the student activities budget.

UC policy requires that official entertainment be documented with a participant list and receipts. Any receipt over $75 (or the equivalent in local currency) must be an itemized receipt listing every item purchased.

960. ADMINISTRATIVE TRAVEL

960.00 Administrative Travel, General

Funds for any administrative travel are derived from the travel and entertainment budget. Administrative travel normally involves travel by the SC Director in the local area and pertains directly to Study Center business. Travel from the place of residence to the Study Center cannot be claimed as administrative travel. Funds are not available for travel to professional meetings or for the pursuit of individual research interests. Normally, administrative travel is limited only to the SC Director; however, if the SC Director determines that travel by Study Center staff is warranted and within the budget, the SC Director has the discretion to approve such travel. Travel by family members cannot be reimbursed. All travel is subject to UC Policy BFB G-28 Policy and Regulations Governing Travel.

SC Directors who wish to attend meetings for the purpose of reading papers should make requests for such funds directly to their home campus research committee or department. Where EAP administrative travel is proposed outside the immediate Study Center locale, SC Directors must request approval from EAP in advance.

The use of a rental car is appropriate when it is the most economical mode of transportation. The rental car should be economy size. Vans are approved when the space is needed for multiple travelers. SUVs are not approved for use as rental cars. When using a rental car outside of the continental United States, the traveler must purchase supplemental insurance for collision damage and liability. These types of insurance are usually called Loss Damage Waiver/Collision Damage Waiver (LDW/CDW) and Supplemental Liability Insurance (SLI). The traveler will be reimbursed for the purchase of these types of insurance. Additional insurance that would cover the traveler against personal injury, usually called Personal Accident Insurance (PAI), can be purchased but is not reimbursable as administrative travel funds.

SC Directors should contact the UOEAP Travel Desk for assistance for use of a rental car in the continental United States, as there are additional requirements.

Note: A traveler who fails to follow these procedures and is involved in an accident may find him/herself personally liable due to lack of proper coverage.

960.01 Intensive Language Program (ILP) Travel

Additional funds are included in the administrative travel budget for programs with an ILP component that is located in a different city than the main Study Center. The purpose of this travel is for the SC Director to monitor the academic progress of the students, as well as to oversee the administration of the ILP. The travel reporting procedures are the same as those for administrative travel.

ILP travel does not refer to student travel between the ILP location and the Study Center. For programs where EAP charges a fee for ILP transportation, such expenses should be reported under the category “Student Activities & Services.” Otherwise, students should pay for their own travel expenses.

960.02 Reporting Travel Expenses

Generally, administrative travel expenses will be submitted on the monthly Report of Expenditures. Prior approval from EAP is required for travel away from the Study Center site for extraordinary business reasons (such as program development). Additionally, reimbursement for approved international travel must be submitted to EAP and cannot be included in the Study Center Report of Expenditures.

Reimbursement for administrative travel abroad for a trip longer than 24 hours is based on the actual cost of lodging (receipts required—see the Department of State website for the lodging maximum per day) plus meals per diem (or meals reimbursement for actual costs up to the per diem limit).

When the entire length of the trip is less than 24 hours, meals and incidentals (M&IE and reimbursement of meals for actual cost up to per diem limit) shall not be reimbursed unless the travel includes an “overnight stay” as supported by a lodging receipt. An exception to the overnight stay requirement may be allowed when a traveler incurs a meal expense in connection with a business meeting (e.g., a working lunch scheduled as an integral part of a meeting or conference). Refer to the M&IE Reimbursement form for further instructions.

All information and receipts required on a regular UC travel voucher must be included:

1. The trip expenses are included on the Report of Expenditures, along with all receipts, dates, times of travel, and necessary signatures.

2. Claiming Meals & Incidentals (M&IE) per diem Reimbursement:

a. For a trip longer than 24 hours that includes partial days, per diem is rounded to the nearest quarter day: 3 to 9 hours equals one-quarter day of per diem; 9 to 15 hours equals one-half day; 15 to 21 hours equals three-quarters day; 21 to 24 hours equals one whole day.

b. For meals and incidentals per diem allowances, see “Foreign Per Diem Rates” published on the Department of State website.

c. For trips with more than one foreign destination, the first destination’s rate should be used until departure from that location; at that point, the per diem rate of the second destination will begin. This rate will be used until the traveler departs that location. For example, if a traveler is going to Tokyo and Hong Kong, he or she should use the Tokyo rate up until the time of arrival in Tokyo and then use the Hong Kong rate from the time of departure from Tokyo until arrival in Hong Kong.

d. Use the M&IE Reimbursement form to claim reimbursement, and submit the M&IE form with the Report of Expenditures.

3. Claiming Meals & Incidentals for actual expenses up to the M&IE per diem limit:

a. To maximize the travel budget, the traveler may request reimbursement for actual meal and incidental expenses up to the per diem limit for a trip longer than 24 hours (refer to 2.b. above).

b. For a trip longer than 24 hours that includes partial days, reimbursement for specific meals can be claimed up to the maximum amount per meal/incidental. Refer to the Department of State website.

4. The allowable trip expenses should be computed at the Study Center using the current Policy and Regulations Governing Travel issued by UC. The traveler would then be reimbursed the appropriate amount from the operating funds.

5. When third parties pay for meals, the appropriate amount must be deducted from the per diem claimed according to Appendix B, Chapter 301-Federal Travel Regulation, Allocation of M&IE Rates to Be Used in Making Deductions from the M&IE Allowance.

6. Lodging expenses are based on the actual cost up to the Maximum Lodging Rate published on the Department of State website. Receipts must be provided.

7. Travel expenses are included on the Study Center Report of Expenditures along with all receipts, dates, times of departure and return, and necessary signatures.

8. Allowable administrative travel expenses will be reviewed when the Report of Expenditures is processed by Budget & Finance. Any discrepancy will be stated clearly to the Study Center for correction. If the traveler was over-reimbursed, he or she must return the stated amount to the Study Center operating funds.

9. Administrative travel, other than personal car use on official business, must be fully detailed in order to be reimbursed (see Administrative Travel Expenses). The same regulations apply as if travel were done from one of the UC campuses.

10. Use of a personal car for Study Center business is currently reimbursable at the mileage rate determined by the U.S. Internal Revenue Service. For the current rate, contact the Study Center Accountant at UOEAP Budget & Finance. SC Directors cannot be reimbursed for the use of cars to and from the home and the Study Center (see Section 960.00, Administrative Travel, General). The format as noted in the Administrative Travel—Personal Car Use form must be followed or the claim for reimbursement may be disallowed.

All mileage claims for private vehicles must contain the following statement:

“I certify that the vehicle for which mileage reimbursement is being claimed is covered by liability insurance that meets the legal requirements in the country in which usage has occurred.”

970. EQUIPMENT AND FACILITIES

970.00 Equipment and Facilities, General

Allocations for equipment and furniture purchases are limited. Any contemplated purchase must be approved in advance with Budget & Finance, outlining the justification for purchase and estimated cost. If the purchase is authorized by EAP, the receipt submitted on the Report of Expenditures must contain the following information: date of purchase, amount, make, model number or name, and serial number. In addition, UOEAP’s Information Technology section must approve in advance any purchase of computer software or hardware costing more than $200. For details on the approval and purchasing process for Information Technology equipment, see Section 610, Information Technology (IT) Support.

970.01 Study Center Inventory

The Study Center must maintain records of equipment that can be inventoried, furniture and library books owned by the Study Center. An inventory for Information Technology equipment is done via an automated Web tool (see Section 610, Information Technology (IT) Support).

980. THEFT OF CASH/EQUIPMENT

980.00 Theft from Study Center Office

SC Directors sometimes keep cash in the office for minor expenditures, such as postage. Cash on hand should be kept to a minimum and properly secured in a lock box or safe.

980.01 Theft Insurance and Reporting

UC insurance does not provide coverage for losses under $1,000, and most Study Centers are not insured under local policies. In some instances, it may be advisable to carry a policy for equipment, depending on the situation and the local prevailing rates. This should be done in consultation with Budget & Finance.

If a theft occurs, the SC Director should follow the following procedures:

1. Report the theft to the police and to officials of the host university and obtain a copy of the police report to forward to Budget & Finance.

2. If local insurance is in effect, send a copy of the claim report to Budget & Finance.

3. Send a letter to Budget & Finance explaining the circumstances and indicating the amount of loss. Include in the letter steps being taken to avoid recurrence.

4. Provide any follow up information, such as recovery of the funds, to Budget & Finance.