Policy updates: Travel, meals, and more

A number of documents have been posted to the Policy Office website for notification of revision and approval. Additional details and links to individual policies are available below.

Approved Policies/Procedures

• Travel (new) – consolidation of individual travel policies
  • University of North Dakota follows established processes and guidelines for payment or reimbursement of travel and other institutional expenses associated with travel for employees, non-employees, and students. Payments and reimbursements to non-resident aliens are not included in this policy. Travel expenses on a grant or contract fund are allowable as a direct cost where such travel will provide a direct benefit to the project, and the costs are reasonable and consistent with UND’s Travel Policy. Consult with a grants officer in Grants & Contracts Accounting to determine if a travel expense on a sponsored project is allowable.
• Meals (new) – consolidation of individual meal policies
  • University of North Dakota (UND) may pay a reimbursement for meals while individuals are engaged in business travel. It may also pay expenses when hosting dignitaries, guests, seminars and conferences, including group meals, non-alcoholic beverages and snacks. All meals must have a documented business purpose and the expenses must be reasonable and not personally benefit University employees. This policy does not apply to athletic teams, students, or other group travel payments. Alcoholic beverages may not be purchased with public funds unless the alcoholic beverages will be used for educational purposes. Travel expenses on a grant or contract fund are allowable as a direct cost where such travel will provide a direct benefit to the project, and the costs are reasonable and consistent with UND’s Travel Policy. Consult with a grants officer in Grants & Contracts Accounting to determine if a travel expense on a sponsored project is allowable.
• Continued Compensation on Sponsored Programs – Interim Policy (interim renewed) – extended interim approval due to ongoing nature of coronavirus pandemic
  • Based on current federal guidance, the Division of Research & Economic Development will allow salaries and benefits to continue to be charged on currently active sponsored programs under unexpected and extraordinary circumstances, including the payment of salary when no work is able to be performed due to restrictions related to a pandemic or another crisis, as directed by University leadership.

Revised Policies

Policies (and some procedures) periodically undergo review and revision. These documents may or may not require endorsement by Executive Council depending on the extent to which revisions are made.

• Salary Administration
  • Updated links and formatting throughout
  • Added content related to relocation allowances (formerly moving expenses)
• Refunds
  • Updated links and formatting throughout
  • Revised policy statement
  • Updated process for refunds within and prior to current fiscal year
• Remote Worksite Locations
  • Minor revisions/clarifications
• Voluntary Leave Without Pay/Workload Reduction
  • Updated links and formatting throughout
• Employee Responsibility and Activities: Theft, Fraud, Abuse and Waste
  • Changed policy owner
  • Updated links throughout
• Tax-Exempt Bond Post Issuance Tax Compliance
  • Changed policy owner
  • Updated links and formatting throughout
• Cell Phones and Other Mobile Devices
  • Updated links throughout
• State Authorization and State Licensure/Certification Disclosure Procedure
  • Updated procedures for disclosures to students
• Holding Diplomas
  • Updated links and office titles throughout

Retired Policies

Policies and procedures may be retired when they are no longer relevant, fit better within another policy, or are merged together into a new policy.

• Employee Travel: Meals – Document was consolidated into new Meals policy.
• Group Meals – Document was consolidated into new Meals policy.
• Employee Travel: Air/Rail – Document was consolidated into new Travel policy.
• Employee Travel: Lodging – Document was consolidated into new Travel policy.
• Employee Travel: Mileage – Document was consolidated into new Travel policy.
• Employee Travel: Other – Document was consolidated into new Travel policy.
• Non-Employee Travel – Document was consolidated into new Travel policy.
• Student Travel – Document was consolidated into new Travel policy.
• Debarred and Suspended Parties – Document was consolidated into Procurement policy.
• Faculty Handbook – “Old” faculty handbook was retired as all faculty are required to use “new” handbook for the academic year beginning 2021-2022 as outlined on August 16, 2018.

Comments on any policy may be submitted online.

To search campus policies, utilize UND’s policy library. Want your department’s policies added to the library? Contact Jen Rogers for additional information (777-4392 or jen.rogers@UND.edu).