The Office of Finance and Administration has made several updates to the UAPPOL policies governing Travel Expense Procedure and Equipment and Furnishings Asset Management Policy:
For additional clarity, and to lessen the submission of incorrect travel reimbursement claims, revisions were made to the Travel and Expense Procedure and its Appendix A.
The changes are:
1) Listing ineligible expenses
2) Clarifying that sabbatical expenses are subject to the same procedure as all other expenses, unless so specified in the sponsor grant/agreement (a copy of which is to be attached to the claim)
3) A more complete explanation of how to apply the exchange rate to ensure that the rate is applied fairly and that claimants receive appropriate reimbursement
4) The number of kilometres that a private automobile can be used was increased from 800 km to 1000 km to ensure that key locations in the Province fall under the maximum
The policy and procedure changes been posted on the UAPPOL site.
For more information, contact:
Noel McMahon
780.492.3068
noel.mcmahon@ualberta.ca
The overarching policy was revised, and the eight procedures were revised and bundled into the following three:
1) Equipment Registration and Tracking Procedure
2) Equipment Asset Disposal/Retirement Procedure
*Note — this single procedure now encompasses the formerly individual procedures for:
- Surplus
- Direct Sale
- Transfer or Sale (Internal)
- Stolen or Lost
- Gift/Sale to Departing Staff or Donation to Registered Charity
3) Equipment Asset Procedure — Transfer To or From Another Institution (Asset Purchased from Restricted Research Funds)
*Note — this single procedure now encompasses the formerly individual procedures for:
- Transfer to Another Institution
- Acceptance of Equipment Transferred to the University
Major changes include:
- Bundled a number of procedures and added a summary chart to the Disposal/Retirement Procedure for ease of use
- Deleted any references to the “Trade-In of University Equipment Guidelines” and instead added the pertinent information to the procedure
- Provided detailed accounting processes for each disposal option
- Emphasized the additional requirements around research-funded equipment
- Removed the need for the Vice-President to sign off on gifts to departing employees and to sign off on donations less than $5,000
- Updated definitions
- Simplified the process and language where appropriate
The associated forms have been updated and posted to the FS/SMS Forms Cabinet. Policy and procedure changes have been posted on the UAPPOL site.
For more information, contact:
Kris Urbanczyk
kris.urbanczyk@ualberta.ca