August University Policy Distribution and SYS Policy Approvals

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 Renumber

There was a proposal submitted to the FGAPC to renumber the policy Summer Prepay Deductions and Summer Session Benefits Eligibility from SYS 1244 (UPS Series) to SYS 232 (Human Resources). The UPS series policies apply to all institutions except for UW-Madison, but the content of the Summer Prepay Deductions and Summer Session Benefits Eligibility policy applies to all institutions. The UW-Madison Office of Human Resources has been consulted and is supportive of this change.

SYS 500 Series Approval

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

Summary of Policy and Policy Revisions

• The following policies were identified for policy owner review because of the scheduled review date in October 2024:
  • SYS 520, Board of Regents Procurement Authority
  • SYS 525, Procurement: Contract Thresholds
  • SYS 530, Procurement: Prohibited Contract Types
  • SYS 532, Procurement: Unauthorized Contracts
  • SYS 534, Procurement: Disputes
  • SYS 535, Public Records and Procurement Contracts
  • SYS 545, Procurement: Consortiums and Collective Purchasing
• The policy owner reviewed these policies and determined that they did not need revisions at this time.
• Following this review, the scheduled review date of these policies has been extended to August 2029.

   University Comments and Concerns

• As these were technical revisions, these policies were not sent to the institutions for comment. The FGAPC did not have any comments regarding these revisions.