lonemountain     
Overview of the campus
People walking on Lone Mountain
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Negoesco soccer field at the University of San Francisco     
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Golden Gate Bridge at noon  

Policy Updates

Below is a summary of the major changes to seven Business and Finance policies, which were recently approved for implementation. Please visit our Policies page to see the full version of each policy.

  •  Standards for the use and administration of the declining balance card, which is a Visa-brand credit card loaded with a pre-determined dollar amount. 
  • The card is issued to faculty for certain travel, entertainment, and development activities. Cards are also used by Athletics to provide student athletes with their NCAA meal allotments.

  • The policy clarifies that standard reimbursements may be provided to employees who use their personal cell phones for University business, whereas tablet computes furnished to employees are purchased and owned by the University.
  • Information from the new tablet computer policy published by ITS.
  • Information about the annual review conducted by Accounting and Business Services to determine whether an employee’s cash reimbursement should be continued and at what level.
  • A new Appendix A, which includes the standard reimbursements available for service plans and equipment.

  • Additional guidance on allowable non-cash gifts and awards furnished to employees.
  • Guidance on non-employees eligible to receive gifts such as students, volunteers, speakers, visiting officials, etc.
  • Guidance on sympathy gifts presented in the event of the death or major illness of an employee or a non-employee associated with the University or a member of individual’s family or household.
  • Information on raffle prizes and other incentive gifts distributed by a department to encourage participation in a University activity.
  • Guidance on the purchase of University-issued gift cards and certificates.
  • Procedures for quantify purchase of gifts for recognition awards, incentives, raffles, etc.
  • Unallowable gifts, e.g., birthday, wedding, graduation, and other personal gifts. 
  • A new Appendix A, which includes the reimbursement limits for gifts allowable under the policy and the tax effect if the limits are exceeded.

  • Procedures for the approval of moving expenses incurred by new faculty and staff employees hired by the University.
  • Guidance on moving expenses that may be reimbursed, subject to the availability of funds, and those that are unallowable.
  • Information on the treatment of taxable moving expenses that are commonly reimbursed (e.g., meals, temporary housing, house-hunting, etc.).

  • Standards for the establishment and reporting of quasi-endowment funds approved by the Board of Trustees.
  • Procedures for departments proposing to designate a fund source as a quasi-endowment fund managed by the University.

  • Additional guidance on the approval of business class airfare.
  • Increase in airfare limit to $500 per trip within the continental United States (CONUS).
  • Increase in the meal expense reimbursement limit to $75 for travel within CONUS.
  • Reimbursement of only one checked bag for personal belongings.
  • Additional fees such as early boarding, security pre-screening, and extra leg room charges are not reimbursable. 
  • Guidance on the use of a personal vehicle for local business-related transportation (e.g., travel to another campus).
  • Clarification on when lodging and meals will be reimbursed using the actual or per diem methods.
  • A new section on allowable miscellaneous expenses related to foreign travel.
  • Examples of business meals that may be furnished in connection with employee meetings and events.
  • Further guidance on requests for travel advances and the IRS accountable plan requirements (e.g., 60-day rule).
  • Additional guidance on the approval of expenses by an employee’s supervisor or Business Manager.
  • A new Appendix A, which includes the reimbursement limits for travel and entertainment expenses.

Vehicular Use Policy

  • Additional guidance on the safe operation of vehicles under the control of the University, including insurance requirements for both University-owned and personal vehicles used for business purposes.
  • Procedures for becoming an authorized University driver.
  • Procedures for obtaining USF Fuel and Maintenance Cards for use in operating a University-owned vehicle.