CAS Dean’s Office – Reminder of UM and UMF Financial Rules and Regulations

This is a reminder from the CAS Dean’s Office about some of those important financial rules and regulations (based on SPG and UM-Flint policies) that we sometimes forget when it comes to our daily business practices.  We want you to be familiar with these in the event you need to deal with any issues in your own department. If you have any questions about these or related issues, please feel free to contact the CAS Dean’s Office. Thank you.

1. You should report all suspected ethical or fiscal misconduct to your supervisor.  If you can’t report it to your supervisor, then report it to the Dean of our College.  If you can’t report it to the CAS Dean, report it to Jerry Glasco. There is also a UM Compliance Hotline that can be called to report concerns anonymously, if you’d prefer: 1-866-990-0111. Further information about this hotline is available at www.compliancehotline.umich.edu.

2. Stolen property should be reported immediately to Public Safety and your supervisor (department chair or CAS Dean.)  It would be helpful if you would also alert the CAS Dean’s Office, if your supervisor is not the CAS Dean.

3. All travel and hosting using funds in your department’s budget/s must be approved by the CAS Dean, or his designee, using either the Travel & Hosting Pre-Authorization form, or the CAS Faculty Travel Funding Request form (for those faculty who apply for and receive CAS travel monies.)

4. The University will not cover the cost of any long distance personal phone calls.  The UM preference is that all long distance calls should be on your cell phone or calling card to avoid the work required to reconcile the monthly phone statement and process repayment.  If you happen to make a personal long distance call on a University phone you will need to reimburse the University, including the 6% state use tax calculated on the call charge/s.

5. Removing equipment requires the written approval from your supervisor as well as the CAS Dean, using the standard CAS Equipment Removal form found at the CAS web site.

6. Purchases (Ethics) – You should always refuse money, loans, credits, preferential discounts, gifts, gratuities or entertainment from current or potential suppliers/vendors.

7. Purchases (Conflict of Interest) – We should not be purchasing any products or services from companies in which you or a family member has a vested interest.

8. Purchases (Competitive Bid) – We are required to competitively bid all purchases where the single item price is over $5,000.

9. Purchases (Restricted Items) – Restricted items must be purchased through Purchasing: mainly furniture (including desks and chairs, file cabinets, window coverings, etc.); computing equipment (hardware) to be used with the campus network must be vetted by Ken Heiser in ITS to assure network compatibility.

10. No overtime for non-exempt (bi-weekly) staff unless approved by the CAS Associate Dean.  If the Associate Dean does approve the additional time, department chairs need to identify budget approval for the cost of overtime.

11. Computer system access – guard your passwords, don’t log someone else in under your password, and don’t share confidential data unless there is a University business purpose for doing so.

Issued: September, 2007