Campus Policy Office Hours & Business Hosting Guidelines

Office Hours & Business Hosting Guidelines

Policy Type: Administrative Policy
Date Adopted: November 7, 2016
Version: 1.1
Review Cycle: Quadrennial (Every 4 years)
Date Last Reviewed: October 22, 2019
Office Responsible: Business and Finance
Reviewing Committee: Cabinet

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Policy Summary

At UM-Flint, it is important that all units and departments provide conscious and intentional customer service. Excellence in service and operations supports the university’s mission and goals, as well as enhances the experience of students, faculty, staff, and campus visitors. To that end, the following guidelines attempt to bring consistency in interpretation of that support. Please note the guidelines below must be used in conjunction with Standard Practice Guides.

Scope

All employees of University of Michigan-Flint are included in this policy.

Policy Statement

Office Hours

Offices are expected to be open for services at least from 8am to 5pm, Monday through Friday throughout the year. Office hours should be posted and every attempt should be made to maintain posted hours. Collaboration of coverage between offices is strongly encouraged to minimize service inconveniences. Notices of changes in service hours should be communicated no later than 2 weeks before the change occurs. It is expected that phones should be forwarded to an office which will be able to provide an immediate response, including emergency needs.

Holiday Parties/Seasonal Gatherings

Each office is allowed 2 sponsored University events for seasonal gatherings. The guideline allows for a $15 per employee maximum limit, per event, for all University expenses incurred. A reasonable guideline for closing for gatherings of this nature is up to 2 hours. Offices are allowed to close for a University sponsored event under these guidelines provided they have partnered with another office to manage incoming phone calls as well as immediate and emergency needs.

Business Meals and Retreats

Per SPG 507.10, “Business meals are those taken with guests, colleagues or donors during which focused business discussions take place.” Business meals with vague unfocused purposes (such as “foster collaboration between departments”) are not permitted.

Business team building retreats are encouraged but should be distinguished from staff meetings which normally do not include a business meal.

Exceptions

Discretion to approve exceptions to these guidelines is left to the Executive Officer to which the organization is responsible.

Quick Reference

Guideline	Limit
Standard Office Hours	8 a.m. – 5 p.m., Monday – Friday
Change Notification	Two weeks advance notice required
Seasonal Gatherings per Year	Two events
Gathering Expense per Employee	$15 maximum per event
Office Closure for Gatherings	Up to 2 hours

References

SPG 507.10 – Business Meals, Hosting, and Travel

Version History

Date of Change	Version	Description of Change
November 7, 2016	1.0	Adopted
July 1, 2018	1.0	Reviewed and Renewed
October 22, 2019	1.1	Reviewed and Formatted

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For questions about office hours and business hosting guidelines, please contact the Office of Business and Finance.