August University Policy Distribution Reminder & SYS Policy Action Summary

Friday, September 6, 2024

August University Policy Distribution Reminder

As a reminder, the August university policy distribution contains two (2) revised policies.

Revised Policies:

  • SYS 236, Utilization of Independent Contractors
  • SYS 334, Accountability for Capital Equipment

Click on the link above to view the draft and ensure that your feedback is captured for review during the post-comment period. Comments can include attachments, including word documents and PDFs. Comments on the revised procedure are due by 5:00pm on Friday, September 13.

 

DRAFT REVISED POLICY

SYS 236, Utilization of Independent Contractors

These policy revisions will be effective upon signature by the President.

Summary of Policy and Policy Revisions

  • This policy establishes the requirements associated with UW institutions’ use of independent contractors and the processes that may be used for payments related to their services.
  • In response to an internal audit regarding practices surrounding the use of independent contractors, this policy update adds section 6.E, which includes the following provisions, to the independent contractor policy.
    • If a contractor requires digital or physical access to a UWS institution, an individual must be designated who is responsible for both granting and eventually terminating that access.
    • Access granted to contractors must terminate when the contract ends, and grants of access must be regularly reviewed to ensure the associated contracts are still active.
    • Prior to accessing UWS IT resources, contractors must either complete UWS IS Security awareness training or certify that their employees have completed similar training that meets the standards established by UWS IS.

 

DRAFT REVISED POLICY

SYS 334, Accountability for Capital Equipment

This policy will become effective on July 1, 2025.

Summary of Policy and Policy Revisions

  • This policy establishes systemwide parameters to maintain accountability for capital equipment. These include parameters for maintaining an inventory of capital equipment and performing financial reporting and indirect cost calculations, as well as provisions for property purchased either in whole or in part with federal funds.
  • The following revisions are being made to be in compliance with recent OMB changes:
    • Removed the reference to “capital lease” as GASB 87 eliminates that terminology.
    • In Section 5 within the definition of Capital equipment, language regarding useful life was revised to match the language used in the Annual Financial Report.
    • In Section 5 within the definition of Capital equipment, $5,000 was replaced with $10,000.
    • In Section 6.C, The basis for audit levels was updated.
      • $10,000 replaced with $20,000.
    • In Section 6.F, $5,000 was replaced with $10,000.
  • UW Policies Form A: Capital Equipment Useful Life/Depreciation Schedule was revised to reflect these changes.

 

SYS Policy Action Summary

Please see the August 2024 Policy Action Summary pdf document. It details work completed between August 2 and September 6, 2024. There was eight (8) Revised UW System Administrative Policies, one (1) Revised UW System Administrative Procedure and one (1) UW System Administrative Policy Renumber.

Revised UW System Administrative Policies

Revised UW System Administrative Procedure

UW System Administrative Policy Renumber

*Denotes first notice of approval