Protection of Personally Identifiable Financial & Account Info. Deleted. Telecommunications Purchases

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1 Number Title Area 101 University Name and Symbols General Administration 5 years University Name and Symbols 103 Patents General Administration 3 years Patents Protection of Personally Identifiable Financial Protection of Personally Identifiable General Administration 5 years & Account Info Financial & Account Info General Administration 3 years Entrepreneurial Activity 111 Entrepreneurial Entities Affiliated 501 (3) Organizations and the 112 Office of Advancement General Administration 3 years Affiliated 501(c)(3) Organizations 1101 Forms Management Forms 104 University Sponsored Educational Materials General Administration Cancelling Classes or Suspending 107 Operations General Administration 108 Information Management Information Management Management, Access and Use of IT 1201 Resources Management, Access and Use of IT Use of IT Resources by Non-University Resources 403 Entities 1203 Information Security Information Security Information Technology & Information Technology & Telecommunications Purchases Telecommunications Purchases Number Name Highlighted Changes Telephones & Communication Devices 1205 Telephones & Communication Devices General (Safety & Risk General (Safety & Risk Management) Management) 602 Eye Protective Devices Eye Protective Devices Asbestos - Application, Removal, Disturbance Asbestos - Application, Removal, & Disposal Disturbance & Disposal Use of Unmanned Aircraft Systems, Drones Use of Unmanned Aircraft Systems, and other Model Aircraft Drones and other Model Aircraft General (Reporting Accidents & 701 Incidents) 702 Loss of Money, Securities & Property Damage to University Property (Including 703 Fire) Employee Injuries & Occupational Diseases Accidents - University Vehicles Accidents - Rented Vehicles Students & General Public (Except Vehicle Accidents) Incidents - Medical Patients (Therapeutic & Diagnostic) Incidents - Medical Patients (Not Therapeutic & Diagnostic) Wrongful Act Incidents Broadcasters' & Publishers' Incidents 712 Summonses & Petitions Defense & Protection of Employees & 801 Students 802 Purchasing Insurance 803 Insurance Coverage Updated for MU Health Care clinical entities Campus Chancellor or President may grant exceptions, impose conditions or request additional information. : already covered in Collected Rules and Regulations sections and : already covered in HR-217 Emergency Closure and Suspension of Operations Requires the payment of cell phones/devices and service/data plans to be limited to be a job requirement for the use of such device/plan and is limited to specified criteria. Business need for University provided device/plan should be documented. Allowance method is only allowed on a limited basis. Prohibits personal use on a University owned device Report All Accidents & Incidents on Accidents & Incidents Legal Proceedings - Summons and Other Legal Papers Defense & Protection of University Employees & Others Insurance Coverages and Purchasing Insurance for Insurance Coverages and Purchasing Insurance 3 years Fiscal Responsibility New: created to establish accountabilities for employees in fiscal roles 3.40 Month End Closing Monthly Closing & Reporting

2 Number Title Area 1.02 Financial Accounting Standards (FASB) 5 years 1.03 Government Accounting Standards (GASB) GASB 39 - Component Units 3 years Component Units Number Name Highlighted Changes Financial Accounting and Reporting Basis for reporting standards Internal Control - Sub-Certification 5 years Internal Control Sub-Certification Process Process Financial Sub-Certification 5 years Campus Financial Sub-Certification Financial Sub-Certification : Determined that a policy of this nature should be at the campus level Discretionary Sub-Certification - Explanation : Determined that a policy of this nature should be at the campus level Financial Sub-Certification - Explanation : procedure 105 Internal Audit : is not needed. See Internal Audit's charter for more information Code of Ethics 5 years Code of Ethics 201 NAEP Code of Ethics : NAEP Code of Ethics is references in Code of Ethics policy Internal Controls 5 Years Internal Controls Segregation of Duties Segregation of Duties - Sponsored Programs Segregation of Duties - Delegation of Authority Security Access Validation 5 years Segregation of Duties 1 year; 3 years thereafter 102 Conflict of Interest Security Access Validation : Covered in the New Fiscal Responsibility policy (21101) with reference to CRR Conflict of Interest : Covered in the New Fiscal Responsibility policy (21101) with reference to CRR Gifts and Gratuities Creation and Use of MoCodes Program Classification Structure Program Classification Structure - Codes Program Classification System Definition Account Chartfield Business Unit ChartField Class ChartField DeptID ChartField Fund ChartField Program ChartField Project ChartField - Construction & Other Project ChartField - Grants Account Code Assignment & Maintenance Revenue Accounts Expenditure Accounts 5 years Account Code Structure Combined all ChartField Policies into one policy on Account Code Structure Transfers Transfer Grid removed from policy and can be found on the Controller's Office site with a 3 years Transfers Transfer Grid link included in the policy 2.20 Feeders 3 years Feeders 4 years Service Centers Renamed from Recharge Center to Services Centers and adds clarity to the types of service centers Clarifies criteria for determining the need for a service center as well as added guidance 204 Recharge Centers on developing billing rates General Operating Appropriations Capital Appropriation Tuition and Fee Refunds 4 years State Appropriations for appropriations received from the State 3 years Tuition and Fee Refunds Removed language for students to be set up as suppliers and direct deposit used for refunds as it is already covered in other policies. Removed language on credit card bylaws but can still be references on the UM System Treasurer's Office Website Moved the management of refund processes on student accounts to the campus cashier s office rather than the accounting offices.

3 Number Title Area Cash Gifts Non-Cash Gifts Processing Gift Pledges Pledge Checklist Reconciliation of Development Gifts to General Ledger Solicitation of Gifts Gifts-Processing 3 years Gifts & Pledges Number Name Highlighted Changes Combined all gift related policies into one Language was added for gifts received from employees which includes a provision that an employee s gift cannot be spent on projects or activities that are under the direction of the employee (or department) giving the gift. It also prohibits the gift from being applied to provide a personal benefit to the employee. 207 Sales of Products & Services 3 years Sales of Products & Services Deferral of Summer Tuition Revenue and Related Expenses 3 years Summer Session Deferrals Removed the requirement for re-evaluating the allocation every 5 years. Allowance and Write-off of Uncollectible Misc Accts Receivable Covers multiple types of accounts receivables with each campus being responsible for Allowance and Write-off for Uncollectible Collections, Write-offs and Allowance procedures for collections and write-offs. 2 years Student Accounts of Accounts Receivable Allowance calculation was revised with the same calculation for each campus using their Allowance and Write-off for Uncollectible own percentage based on historical collections Student Loans Sales Tax Sales Tax 5 years Sales Tax Missouri 2% Payments for Entertainers 5 years Nonresident Entertainers Definitions and Procedures 3 years Reporting Entering, Approving & Reconciling Payroll Time & Labor 2 years Payroll Verification Tax rate table and list of exemptions removed from policy. The tables can be found on the UM System Controller's Website with a link included in the policy. Changed the name from Entering, Approving and Reconciling Payroll Time and Labor and focused the policy on the verification of payroll, which includes corrections, rather than entering and approving time. Removed the over 60 day PCE additional approval requirement Added the approval process for PCEs over 1 year to be approved by Campus Accounting or Sponsored Programs Added language for the chartfield level of the accrual entry as well as level of review by Vacation Accrual 5 years Recording Vacation Accrual the campuses vs Controller s Office. Removed the establishment of an award program to employees. The program will be covered under a HR policy. The focus in this policy is the taxability of the award to the 216 Awards, Gifts & Prizes 3 years Awards, Gifts & Prizes employee. Added logged item for employees to include card number Changed log items for confidential payments to include: a unique identifying number of 3 years Gift Cards the participant, date of distribution and dollar amount of the card Kept the ability to waive detailed logs for non-confidential studies but removed the $ Gift Card threshold Removed cash advances which can be found in the Cash Advances in Travel Status Accountable Plan Business Expense 2 years Expense Reimbursements policy (22604) 218 Reimbursements Added students to the examples of non-employees Removed the requirement for the President, Vice President, Chancellor, Hospital Chief Executive Officer to approve all payments of moving expense as the approval comes in the contract with the employee; the approval at this level is still intact in the HR policy manual 2 years Moving Expenses on moving expenses Added language for expenses to be by the shortest, most direct route as well as additional language to align closer with IRS regulations 214 Disbursements - Moving Expenses Clarified language regarding the reporting of the expenses on the employee s W-2 Removed other business expenses from the policy and renamed it to just Business 2 years Business Meals Meals as the reimbursement of other business expenses is already covered in other travel 219 Travel & Other Business Expense policies as well as the accountable plan policy : This policy was almost entirely focused on payroll corrections which can now be 213 Correction of Income & Expense Items found in the Payroll Verification policy (22303) 215 Organizational Dues & Membership : Memberships are covered in Collected Rules and Regulations

4 Number Title Area Artwork Buildings and Improvements Equipment Land Library Books Livestock Software Development & Purchase Non University Owned Equipment Equipment 2 years for implementation of GASB 87; 3 years thereafter Number Name Highlighted Changes Capital Assets for all types of capital assets Added guidance for trade-in allowances Composite assets guidance was added to align with the depreciation policy for those groupings of assets Changed improvement/enhancement guidance to be an extension of the useful life or increase functionality/service capacity. Added language on feasibility studies Change the labor costs for software threshold to be set by UM System. Removed building componentization requirement Added inexhaustible electronic media for library materials Capitalized Interest 3 years Capitalized Interest Depreciation Added where depreciation expense will be recognized 3 years Depreciation Schedule of Depreciable Lives Removed the schedule for depreciable lives from the policy Capital Accounts vs Non Capital Accounts : procedure - link added in Capital Assets policy to the account ChartField listing Reconciliation of Federally Funded Assets : duplicate of grants policy on Reconciliation of Federally Funded Assets (27021) : procedure - investment income portion to be covered in the policy for the Central Capital Pool Bank Capital Project Notes : procedure Internal Loans 4 years Internal Loans Debt/Bonds : policy pieces already addressed in Collected Rules and Regulations 501 Authorization of Travel 2 years Travel Authorization 504 Methods of Transportation and Allowances 505 Allowable Expenses 506 Cash Advances Methods of Transportation and 2 years Allowances 2 years Allowable Travel Expenses 2 years Cash Advances in Travel Status 2 years Guest Travel Prohibits the University from paying for first class or business class flights, unless there is a medical reason Fly America Act added for travel paid by the U.S. Government Clarifying language added around insurance with rental vehicles Removed Accountable Plan Rules already in the Expense Reimbursements (22310) Additional language added regarding limiting the use of cash advances as well as reasonable timing and size of the advance Added approvals for non-employees New: Removed policy regarding guest travel from other policy sections and move into its own policy 502 Travel Service Contacts : informational item only 503 Use of University One Card in Travel Status : Covered in OneCard policy/procedures Organization & Services Records Management - General Records Retention Schedules 5 years Records General Confidential Records Vital Records Storage of Inactive Records Disposal of University Records Storage and Disposal of University 5 years Records 908 Document Imagery : procedure 909 Standard File System : procedure 910 Records Audits : procedure 1001 Records Retention Guide : procedure - can be found on the UM System site and is referenced in the Records General (23001) Design & Construction Delegation of Authority Design & Construction Delegation of 3 years & General Policies Authority & General Policies 402 Fees for Use of University Facilities 3 years Fees for Use of University Facilities 404 Keys to University Buildings 3 years Keys to University Buildings Use of University Equipment & 3 years Use of University Equipment & Resources Resources 411 Use of Employee Personal Property 3 years Use of Employee Personal Property 406 Vehicles 3 years Vehicles Changed policy to purchased or leased vehicles 407 Inventory of Movable Property and Equipment Inventory of Movable Property and 3 years Equipment Section on maintaining records on items that are sensitive in nature or high risk was revised to establish the level of responsibility and outlines the items that must be tracked.

5 Number Title Area Number Name Highlighted Changes Required of Potential Real 3 years 409 Real Estate - Acceptance of Gifts Estate Gifts 410 Real Estate - General 3 years Real Estate - General 307 Equipment, Leases/Rentals 3 years Equipment, Leases, and Rentals 308 Resale, Sale or Disposal 701 University Sale/Resale/Disposal 3 years Resale, Sale or Disposal of University Property Added definition of property 401 Use of University Facilities : covered in Collected Rules and Regulations Personal Property Reclamation Office : covered in Collected Rules and Regulations General Cash Transaction Guidelines Functional Responsibility & Authority Personnel Administration, Orientation & Training ACH Wire Cash Receipts Reports CRRS (Cash Receipts Reports) Cash Receipts Acknowledgement of Transactions Acceptable Forms of Payment Counting Money & Making Change Check Processing Credit Card Payments Mail Receipts Bad Checks Reporting Cash Received Currency Reporting Requirements Dealing with the Bank Deposits for Credit Deposits for Safekeeping Foreign Funds - Exchange & Deposit 3 years Cash Administration 3 years Receipts 3 years Deposits and Banking Requires approval from UM System Treasurer s Office to accept credit cards and adds compliance with Payment Card Industry (PCI) standards Requires mitigating controls where segregation of duties isn't possible Updated to reflect procedure to image checks received and save by date Exchanging Checks for Cash Check Cashing 3 years Check Cashing Permits each campus to determine its own policy regarding check cashing, including setting any dollar limits Outlines when checks may be cashed by campus Cashier's Offices Daily Reconciliations Bank Deposits, Reconciliations, and Monthly Balancing 3 years Corrections Removed requirement for all correcting entries to be completed within two working days 306 Corrections & Adjustments Disposition of Checks Student Financial Aid Checks Added express checks to the policy 3 years Distribution of Checks Requires all checks to be mailed unless there is a valid business reason for a hold Wire Transfer Payments 3 years Wire Transfers Stop Pay and Replacement Checks Void language was added to reflect current processes Payments Processing - Stop Pay and 3 years Stop Pay and Replacement Payments Adds a requirement for a signed affidavit and recovering of funds when a replacement Replacement Payroll Checks check issued in the case of forgery or alteration. 703 Refunds 3 years Cash Refunds Credit and Collection for Debit Balance Payments : procedure Payables Processing : procedure Affidavit for Lost Check : form - link to form included in the Stop Pay policy (25403) Petty Cash Petty Cash Funds Establishing Cash Funds Changes in Fund Custodianship Termination of a Cash Fund Controlling Cash Funds Replenishing Cash Funds Disbursements 3 years Cash Funds 501 Loss of Money & Securities 3 years Loss of Money and Securities Removed language for check cashing, travel advances (covered under p-card), emergency payroll payments, and references to Campus Purchasing Office relating to petty cash Updated list of items that petty cash cannot be used for Petty cash custodian s requirement to balance the funds was changed from weekly to daily, unless an exception is granted Provision added to petty cash for an audit by the administrative supervisor on a quarterly basis as well as annual surprise audits by Campus Division of

6 Number Title Area Risk Classification Physical Facilities - Construction Minimum Standards for Safekeeping Devices Proper Use of Safekeeping Devices Safe Combinations Key Control Cash Registers Signs Minimizing and Reconstructing Losses Number Name Highlighted Changes 3 years Cash Security 403 Transportation, Escorts & Guards 3 years Transportation, Escorts and Guards 410 Credit Cards 301 Delegation of Authority 302 Organization 101 Executive Summary 102 University of Missouri Procurement Staff 5 years Procurement Authority 304 Unauthorized Purchases 504 Restrictions Bids & Proposals Types of Solicitations Methods of Issuance and Receipt of Bids/Proposals Time Period for Bids/Proposals Advertising and Availability of RFBs and RFPs Award of Contracts Protest Procedures Sole Source Blanket Purchase Orders Preferential Consideration Preferential Considerations 4 years Bids & Proposals : information on credit cards reference in Receipts policy (25201) with link to UM System Treasurer's site Combined all procurement policies on authority Language added for clarification on the authority of the President as well as the Chief Procurement Officer Language around emergency purchases was added Combined all policies regarding bids and proposals into one Clarification around blanket purchase orders and sole source added 4 years Preferential Consideration Added definitions of diverse suppliers 303 Contract Term and Value Determination : procedure Vendor Maintenance Debarment & Suspension 217 Incidental Expenses Special Purchases Cooperative and UM System-Wide Purchasing Categories 3 years Suppliers 3 years Incidental Expenses Clarifies who maintains or establishes new suppliers Expanded wording for suppliers to include other suppliers that are not for goods or services Added language on attesting to business purpose for alcoholic purchases Added the requirement to get Surplus Property approval for donations of equipment to outside organizations Requirement to track items of value that is given away as part of a program 3 years Special Purchases Combined all policies referencing special purchases Establishing an Award Allowable Costs and Cost Principles Activities Allowed or Unallowed - Certification 3 years Allowable Costs and Cost Principles 605 Surplus Property 3 years Surplus Property AP/PO Quick Reference Guide : procedure - can be found on the UM System site at: Expenditure Limits and Method of Procurement : procedure - information is covered in the AP/PO Quick Reference Guide 604 Purchasing Card : One Card policy can be found at: 3 years Establishing an Award Removed accountability for the Controller s Office to prepare a quarterly report for preaward projects older than 90 days (review to be handled at the campus) Added Compliance Section - reflects responsibilities and budget to actual review per Uniform Guidance. Added information regarding unallowable costs for F&A proposal purposes.

7 Number Title Area Cost Share Accounting for Sponsored Federal Appropriations Cash Management - Letters of Credit Billing - Non-Letter of Credit Allowance and Write-off of Uncollectible Grant Receivable Effort Verification Reports Payments to Research Study Participants 3 years Cost Sharing/Matching 4 years Number Name Highlighted Changes Cash Management - Non-Letter of 4 years Credit Invoicing 1 year; 3 years thereafter Changed policy statement to reflect the new requirements under Uniform Guidance Voluntary Committee Cost Share is not expected and cannot be used as a factor during the merit review of the application or proposal Added forms of cost share to include Unrecovered Indirect Costs Cash Management - Federal for reporting standards Drawdowns Uncollectible Grant Receivable 2 years Effort Verification Reports Payments to Research Study 2 years Participants Removed reference to fixed price and added information on other payment methods Changed 60 day PCE policy reference to reflect changes made in the Payroll Verification policy (22303) 2 years Participant Support Costs New: created to establish provide guidance on support costs in outreach programs Period of Availability 2 years Period of Availability Award Closeout 3 years Award Closeout Removed 90 day requirement as this varies from award to award Institutional Base Salary 3 years Institutional Base Salary Removed reference to UMKC Practice Plan definition Federal Flat Rate 2 years Federal Fringe Rate Program Income 3 years Program Income Federally Funded Construction 3 years Grant Funded Construction Projects Projects Reconciliation of Federally Funded Capital Assets 3 years Federally Funded Assets Reporting 2 years Reporting Changed EPLS reference to sam.gov and removed the requirement for SPO to perform EPLS checks Added exclusions check for the UM System Controller s Office Procurement, Suspension, and 2 years Debarment Procurement and Suspension and Debarment Sub-Recipient Monitoring Federal Sub Recipient Questionnaire 2 years Sub-Recipient Monitoring Facilities and Administration Cost Recovery 203 (Grants & Contracts) 3 years Facilities and Administrative Costs 210 Sponsored Programs : Already covered in other grant policies Removed the requirement for SPO to perform EPLS checks and added the requirement for annual EPLS checks by the Controller s Office as part of the annual risk assessment Added definitions for on and off campus, research, instruction and other sponsored activity as well as an explanation of partially off-campus rates.