Everyday Policies Summary
Effective November 1, 2016
Personnel and Compensation
•No salary increases or new hires unless approved by the Executive Cabinet.
•Position schedules must either be 28 hr/wk or less or 40 hr/wk (full time).
•Adjunctsmay not teach more than 28 units per year without approval of the Provost.
•Overtime is to be minimized and must be pre-approved by the budget manager.
•Entry level positions should be filled with student workers unless otherwise approved by the Executive Cabinet.
•Christmas break: regular workdays between Dec. 24 –Jan 1 (inclusive) are paid holidays.
•If an employee does not turn in a timesheet and misses the regular payroll, a manual check will be available within 72 hours of notifying HR.
Expenses not reimbursable
•Meals and snacks served at departmental meetings or off-campus events where only FPU employees are present
•Meals and snacks while at work assignments in Fresno or at regional campuses
•Gifts, food, cards, supplies, etc. for birthday parties, weddings,showers,births, housewarmings, graduations and other similar events
•Gift cards for employees
•Personal items (sundries, recreational items, clothing, etc.)
•Overnight and conference travel not pre-approved by the budget manager
•Data plan reimbursements for tablets and cell phones
•Cloud storage (e.g., Dropbox)
•Airline seating upgrades
•Mileage and expense reimbursements submitted after three months of being incurred
Expenses requiring pre-approval by a Vice President
•Attendance at out of town meetings not required for program operation or compliance
•Two or more employees going to the same conference
•Consulting agreements or arrangements
•Memberships and subscriptions not required for compliance, accreditation or governing agencies
•Promotional items, including giveaways
•Sponsorships of events or organizations
•Capital spending
•Gift cards for non-employees
•Funeral flowers or remembrances will be reimbursed only if the request goes through the President’s office or the Seminary President’s office.
Business Office Policies
•Original signature of a supervisor is required on reimbursement forms.
•University credit cards may never be used for personal purchases.
Technology Policies
•Computer-related hardware and software purchases must go through IT.
•Replacement and new computers for staff will be PCs only. Faculty is allowed to use PCs or Macs, but the IT department provides only limited support for Macs.
•Passwords are not to be shared or displayed in any way.
TravelPolicies
•For travel averaging 75-250 miles/day employees are requested to use a school car if available. For travel over 250 miles/day employees are required to use a school car or, if unavailable, a rental car.
•All drivers must be authorized by the Business Office before driving a university vehicle.
•Rental cars must be rented in the name of Fresno Pacific University to be covered by university insurance. An employee renting a vehicle in his/her own name is personally liable for any losses.
•The driver of a university or rental vehicle is personally responsible for any and all fines, traffic violations, and citations associated with their use of the vehicle.
•Drivers are required to wear seat belts and to require all passengers to wear them.
Communications Policies
•The FPU logo may only be used with written permission from the VP of Integrated Marketing.
•The presidential seal is reserved for communication from the President’s office.
•Any version of the Sunbird logo may only be used with permission from the athletic department.
Advancement Policies
•Before soliciting charitable donation(s) from an individual, business or foundation on behalf of FresnoPacific or one of its programs,thepotential donor(s) must be cleared by the VP for Advancement or one of the directors in the Advancement department.
Grants
•Grant-funded projectsmust abide by all university policies.
•All grants must be authorized and signed off by the Provost and CFO before being submitted, and ideally before much effort has been invested in the application.
General Considerations
•Each employee is responsible for upholding these policies. Expenses not meeting this policy will become the responsibility of the individual employee incurring the expense.
•Any unauthorized items on a credit card or expense report will cause the entire report to be returned to the appropriate budget manager without being processed.
•Please exercise frugality when spending any FPU funds. Is the expense necessary?
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