SECTION H.

a. Maintaining a personnel policy that is directed toward equity to employees, preservation of employee rights, and optimum employee morale and job satisfaction, to the extent possible within the capability and resources of the University as a public institution.

b. Maintaining, or recommending to the administration as appropriate, policies and practices which ensure compliance with laws and regulations.

c. Counseling supervisors and employees on matters involving employment relationships.

d. In cooperation with the Office of Equal Opportunity and Diversity (hereinafter referred to as "OEOD"), assuring that personnel policies and practices are supportive of the commitment of the University to affirmative action and equal opportunity.

e. Providing training programs designed to enhance opportunities for and performance by employees.

f. In cooperation with the Benefits Committee, developing and maintaining employee benefit programs established by the Board. Administering employee benefit programs established by the State Department of Personnel, the State Group Insurance Board, and the State Public Employees' Retirement Association (hereinafter referred to as "PERA").

g. In cooperation with the State Department of Personnel, administering programs for state classified employees with respect to recruitment, testing and employment classification; determining exemption of positions from state classification in accordance with statutory provisions and established guidelines; and serving as the delegated appointing authority in grievance and disciplinary matters involving state classified employees.

h. Processing and recording of personnel actions, transactions and data of all University personnel except for student hourly employees.

i. Publishing administrative and informational manuals which provide guidance on personnel matters to University departments and employees.

j. Providing liaison between the administration and the Classified Personnel Council.

k. Administering the unemployment compensation insurance program.

H.2 Guidelines Covering Business Transactions

Manuals covering financial policies and procedures are issued by various administrative units under the authority of the Vice President for Administrative Services. The manuals are distributed to academic faculty members and administrative professionals and all other staff members who have responsibility for the functions covered by such manuals. For a list of all available University manuals, contact the Office of the Vice President for Administrative Services.

Before entering into any business transaction, whether for acquiring materials or recommendations for hiring personnel, an academic faculty member or administrative professional is responsible for familiarizing himself or herself with and complying with the method established for handling the transaction and the pertinent restraints which exist in the University as a public institution. Failure to follow appropriate procedures and obtain the required approvals can result in personal liability to employees who engage in unauthorized transactions. Assistance in this connection is available from administrative assistants and secretaries of colleges and departments as well as from the appropriate administrative office, e.g. Business and Financial Services, Purchasing Department, Department of Human Resource Services, etc.

H.3 Cash Receipts

All receipts of cash and checks intended for the University must be promptly delivered to the University Cashier’s Office.

Bank accounts for the deposit of University funds are established only by the University Treasurer as approved by the Board. Other employees are not authorized to establish bank accounts for University related activities. It should be noted that the District Attorney’s staff construes that embezzlement occurs if money intended for the University is deposited in a bank account which is not approved by the Board and controlled by the University Treasurer.

Normally cash and checks should only be received by the Cashier’s Office. (Exceptions are specifically authorized by the Treasurer in the case of the Bookstore, Food Service, Ticket Offices and certain other activities.) Employees should encourage payers to send payments directly to the Cashier’s Office.

If University money is received by an employee, it should be delivered without delay to the Cashier’s Office, even if the account to be credited is not immediately known. A procedure exists for subsequent determination of the account to be credited.

Guidance on this subject is found in the Financial Policy and Procedures Instructions Manual, FPI 23.00, Receipt and Deposit of Cash, Checks and Credit Cards, which has been distributed to deans, directors, and department heads.

H.4 Purchasing

The University is required to adhere to regulations of the State of Colorado in its purchasing practices. Employees are cautioned NOT to place orders, make commitments, or engage the services of consultants or independent contractors except through established channels as set forth in the Purchasing Manual.

The University is prohibited by state law from making purchases for resale to employees or permitting personal purchases using University facilities, property, or funds, except for transactions through established outlets providing materials or services to the public such as at the bookstore, cafeteria, etc.

H.5 Signature Authorization (last revised June 22, 2006)

Authority to sign contracts and other documents committing the University, whether or not such commitments involve the direct expenditure of funds, is restricted to those individuals formally delegated such authority in writing by the Board or its delegees. The hiring of the Provost, the vice presidents, and, if requested by the Board, senior administrators (as defined in Section D.1) requires approval by the Board. Otherwise, the authority to hire academic faculty members and administrative professionals has been delegated by the Board to the President, and this authority has been further delegated by the President to the Provost and vice presidents for the administrative units under their authority. Refer to Section "B" of the Financial Policy & Procedure Instruction Manual and Section "8" of the Purchasing Manual for specific information on signature authority and contracting. Information regarding procedures for hiring can be obtained from the Department of Human Resource Services. Persons signing documents or hiring academic faculty members and administrative professionals without authority may be personally liable.

H.6 Changes and Accountability of Property

Furniture and equipment assigned to a facility or room should not be moved to another facility or room without full coordination with all users and the Office of Property Accounting.

Receipt of University equipment or other property by donation should be reported to both the Office of Property Accounting and the Office for University Advancement as soon as the equipment or other property is received. Any other receipt of property other than through established purchasing procedures should be reported to the Office of Property Accounting.

Likewise, the Office of Property Accounting should be notified when property is transferred between buildings or between departments, when property is transferred to the Purchasing Department for disposition or reassignment as obsolete, damaged, or surplus, or when property is released for trade in, or when property is lost or stolen.

Property acquired with federal funds may be transferred to another institution after approval by the Director of Purchasing, written approval by the sponsor if necessary, and verification to the Office of Property Accounting. The transfer to another institution of any other property requires the approval of the Director of Purchasing.

H.7 Payroll Changes

Appropriate notice reporting the appointment, change of salary level or source of funds, termination, or absence without pay of any University employee should be completed by the head of the department, approved by the appropriate dean or director and/or vice president, and delivered to the Department of Human Resource Services as soon as the necessary information is available. Guidance on personnel and payroll matters is found in the Personnel Payroll Manual. The Department of Human Resource Services supplies all necessary payroll forms.

H.8 Methods of Salary Payment (Last revised May 5, 1999)

Employees on twelve (12) month appointments receive one-twelfth (1/12) of their annual salary on the last working day of each month.

Employees on nine (9) month appointments are employed for the period August 16 through May 15 of each fiscal year. Nine (9) month employees receive one-ninth (1/9) of their salary on the last working day of each month with the exception of the months of August and May. In August, these employees receive one-half (0.5) of one-ninth (1/9)of their salary and in May one-half (0.5) of one-ninth (1/9) of their salary.

Full time employees on nine (9) month appointments may distribute their nine (9)month salary over twelve (12) months provided they execute a request form in the Department of Human Resource Services prior to August 1. Employees on sabbatical leave are eligible for this method of salary payment. Election of a twelve (12) month pay schedule does not change the basic status of an employee on a nine (9) month appointment to a twelve (12) month appointment.

Employees, usually academic faculty members, employed for one (1) semester of the academic year receive one-half (0.5)of the annual nine (9) month rate regardless of the exact dates of the semester involved. Also, individuals who hold appointments for the academic year, but resign after one (1) semester, receive one-half (0.5) the annual nine (9) month rate regardless of the exact dates of the semester.

H.9 Withholding Tax

Each new employee should report to the Department of Human Resource Services immediately upon assuming his or her duties and fill out a W-4 Withholding Tax Form. Employees should submit a revised W-4 Form whenever the number of dependents change. Federal law makes such notification mandatory within ten (10) days of the time the number of dependents decreases and permissible at any time when the number increases.

H.10 Medicare Tax

Federal law requires that all employees hired after April 1, 1986, are subject to a tax of 1.45 percent of salary which is automatically deducted from each employee’s paycheck. This Medicare Tax will enable University retirees with no Social Security credit to be eligible for Part "A" of Medicare (hospital insurance) when they become sixty-five (65) years old. Employees hired prior to the above date do not participate.

H.11 Bonding

Each person in the paid employ of the State of Colorado is bonded for $100,000. Contact the Office of Risk Management for further information. NOTE: Authorized volunteers are not bonded.

H.12 Termination Pay Procedures

Determination of the final work day and payment for accrued annual and sick leave for employees resigning from the University shall be as follows:

a. The last official work day reported on the Personnel Action Sheet is the termination date.

b. Payment for accrued annual leave is included in the employee's final paycheck if all required documents have been processed.

c. Payment for accrued sick leave (up to the maximum allowable amount) is made only where termination is incident to retirement, as that term is defined for purposes of PERA or the University's Defined Contribution Retirement Plan (hereinafter referred to as "DCP") (whichever is applicable).

d. No payroll deductions will be made from the final paycheck for insurance or other items that are paid in advance by the employee. However, the Internal Revenue Service ("IRS") Tax Code provides that premiums which are paid by salary reduction will be taken from the final salary paycheck. For further information, contact the Department of Human Resource Services.

H.13 Use of University Facilities

Academic faculty members and administrative professionals have an obligation to understand and comply with the general operational and administrative policies or guidelines of the University regarding facilities use. Information regarding such policies or guidelines is available from the Office of the Vice President for Administrative Services.

H.14 Smoking in Campus Buildings (last revised May 2, 2007)

Smoking is prohibited in all University buildings and within twenty (20) feet of any entrance, passageway, operable window, or ventilation system. Willful violations of this policy may result in disciplinary action.

H.15 Sign and Poster Regulations

The erection of signs on the grounds of the campus or on the exterior of campus buildings shall be in conformity with the campus graphics program and must be approved by the Physical Development Committee prior to installation. Signs which have not received approval will be removed. Regulations for poster display and complete details of the sign and poster regulations are found in the Colorado State University Administrative Manual. Contact the Office of the Vice President for Administrative Services with questions concerning this policy.

H.16 Use of State Owned Vehicles

State owned vehicles are available for required official University use and may be secured on a temporary basis. Vehicle requirements should be determined as far in advance as possible of the anticipated need and a minimum twenty-four (24) hour notice should be given to the University Transportation Services before the time the vehicle is needed. State owned vehicles must be used only for official University purposes. A detailed brochure entitled, Use of State Owned Vehicles, covers procedures, rates, and regulations, and is available from the University Transportation Services. This brochure also explains the rules regarding the use of state vehicles by students for official University business.

H.16.1 Liability Insurance

a. State Owned Vehicles

Individuals are covered by the University's automobile liability insurance when they are operating a University vehicle provided the following conditions are met:

Any employee of the State of Colorado while operating a motor vehicle owned by the State of Colorado, but only while such a vehicle is being used or operated while conducting official business of the State of Colorado, and any other person operating a state owned vehicle (except certain patients outside of medical or mental health care facilities), but only when such vehicle is being used with the express permission of an employee in an official capacity with the State of Colorado which is authorized to grant such permission, and then only while the use of such vehicle is for the purpose of conducting state business. Authorized volunteers may drive University state owned vehicles while on official business of the state. NOTE: independent contractors and persons serving in court ordered public service are NOT covered by the University's vehicle liability insurance.

b. Personal Vehicles

Individuals using their own personal vehicles while conducting University business are covered by their own insurance company for liability coverage as the primary insurance; University coverage becomes secondary. Also, the University does not provide for comprehensive or collision coverage for damage to personal vehicles.

Additional information regarding insurance coverage on University vehicles is available from the Office of Risk Management.

H.17 Responsibilities of Being a Student Group Adviser

An adviser is selected by a student group and serves upon mutual agreement among the student group, the adviser, and the adviser's administrative head. The role of the adviser is to provide guidance in fiscal matters, assistance in attaining group goals, encouragement of open lines of communication among students, faculty members, and staff, and continuity to the group from year to year. When a faculty member or staff member is confirmed as an adviser to a student group, this role as an adviser will constitute an assigned University duty.

H.18 Auditing

To support all audits of the University, all departments and employees shall cooperate with and provide access to all University records and properties relevant to the subject under review. The University Controller acts as the University’s audit liaison and should be contacted regarding any audit questions.

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