Administration and Finance

FINA 1.20 Agency Funds (Z Funds)

Under Purpose: The revised version simplifies the wording while maintaining the core purpose. Under Policy Statement: Agency Fund Groups: The revised version clarifies the purpose for closing "Outside Conference" accounts within three months "of the end of the activity." Periodic Fund Review: The revised version emphasizes the importance of periodic review by stating it's "imperative" and clarifies the rationale behind the review process. Wording is also improved for better readability.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

FINA 1.20 Policy Detail

FINA 1.23 Internal Funds (N Funds)

Under Purpose: The revised version simplifies the wording while maintaining the core function. Under Policy Statement: • The revised version clarifies that N Fund project requests must be submitted directly to the Controller's Office. • Minor wording changes improve readability. Examples of Activities using N Fund Accounts: The revised version adds a new category (N1250) but maintains the overall structure. N Fund Requests: No significant changes. Under Procedures: The revised version fixes a broken link in the original document.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

FINA 1.23 Policy Detail

FINA 1.25 State Funds (G Funds)

Policy updated to standard template, language, content and formatting updates.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

FINA 1.25 Policy Detail

FINA 1.50 Foreign Gift and Contract Reporting

Under Purpose: • The revised version simplifies the wording but retains the core function. • It clarifies that the policy outlines reporting obligations for the entire university. Under Definitions and Acronyms: • The revised version capitalizes "Foreign Source" for consistency. • It adds a definition for "Consideration" to explain "Gift." Under Policy Statement: • The revised version clarifies that the University Controller's Office is responsible for filing disclosure reports. • It clarifies the reporting threshold by stating that the combined value of contracts and gifts must reach $250,000 within a year. • It adds a sentence explaining the purpose of the reporting requirement.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

FINA 1.50 Policy Detail

FINA 2.06 Internal Charges

Updated to standard template. Under Purpose: • Provides a broader overview of the policy's function. Under Definitions: • Defines "Contra Expense" and "Internal Charge." Under Policy Statement: • Clarifies that the department providing goods/services initiates the charge. • Explains the use of JEs instead of paper forms. • Details the offsetting account codes used in JEs. • Specifies documentation requirements for JEs. Under Procedures: • Refers users to the Controller's Office webpage for guidance.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

FINA 2.06 Policy Detail

FINA 2.12 Accounts Payable

Updated to the standard template. Under Purpose: • Broadens the scope to include non-payroll payments. • Emphasizes efficiency, accuracy, and timeliness. Under Definitions: • Defines "Matching" and "Receipting" for clarity. Under Policy Statement: • Combines information on legal requirements and late penalties. • Emphasizes departmental responsibility for forwarding invoices. • Clarifies that Accounts Payable only pays current charges. Under Payment Types: • Introduces a new section outlining different payment methods (Payment Request, Purchase Orders, Reimbursements). • Explains approval requirements and documentation needed for each type. • Clarifies the role of the Purchasing Department for POs above $10,000. • Introduces the concept of Blanket POs. • Emphasizes the use of ACH as the preferred payment method.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

FINA 2.12 Policy Detail

FINA 2.13 Honorariums and Royalties

Updated to standard template. Under Purpose: • Provides a clearer explanation of honorariums and royalties. Definitions: • Defines "Payment Request." Under Policy Statement: • Offers more details on acceptable honorarium activities. • Explicitly states that honorariums cannot be paid with sponsored project funds (unless allowed). • Explains the rationale behind royalty payments. Under Payment: • Introduces Payment Request as the primary payment method. • Mentions the Payment Request Matrix for specific guidelines. • Explains the supplier registration process and required documentation. • Emphasizes tax reporting requirements for recipients. • Highlights the need for international payment consultation. Under Procedures: • Refers users to the Payment Request Matrix and Controller's Office for questions.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

FINA 2.13 Policy Detail

FINA 2.15 Accounts Payable Payment Schedule

Updated to standard template. Under Purpose: • Broadens the scope to include all payment methods (checks, ACH, wire transfers). Under Definitions: • Defines "Pay Cycle." Under Policy Statement: • Replaces the specific check schedule with information on standard pay cycles (Monday, Wednesday, Friday). • Explains adjustments for holidays, payroll dates, etc. • Introduces the concept of wire transfer payments. • Emphasizes processing timeline based on invoice completeness and approvals (7-10 business days). • Explains the use of a third-party vendor for check printing and mailing.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

FINA 2.15 Policy Detail

FINA 4.12 University Identity Theft and Detection Program

Under Purpose: The revised version simplifies the wording but retains the core function. Under Policy Statement: • The revised version clarifies that the policy applies to all University departments. • It emphasizes the importance of annual reviews and updates for departmental plans. Under Procedures: • The revised version simplifies the wording in some sections. • It clarifies the role of the department head or designee in conducting annual risk assessments and updating departmental plans. Red Flags: • The revised version maintains the same list of Red Flags but clarifies the language in some sections. • It adds a note about considering the "type of account" when evaluating suspicious activity.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

FINA 4.12 Policy Detail

FINA 5.20 Banking

The purpose of this policy is to set forth the University of South Carolina’s standards and general internal controls for managing banking practices, ensuring the accuracy and security of transacted payments, and fulfilling its fiduciary responsibility for all funds received and disbursed and safeguarding protected data.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

FINA 5.20 Policy Detail

FINA 5.30 Endowment Management

This policy sets forth the University of South Carolina’s requirements for managing and expending endowment funds. The policy supports continually preserving the endowments’ principal and associated purchasing power, providing steady funding for operational program budgets, supporting current and future generations of scholars, and ensuring responsible stewardship of available earnings. Note: This policy is for endowments held by the University and does not include endowments held by University Foundations.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

FINA 5.30 Policy Detail

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Human Resources

HR 1.03 Annual Leave

Updated to comply with the new State Human Resources Regulations including leave transfer for RGP/TL to FTE
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

HR 1.03 Policy Detail

HR 1.06 Sick Leave

Updated to comply with the new State Human Resources Regulations including leave transfer for RGP/TL to FTE
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

HR 1.06 Policy Detail

HR 1.07 Family and Medical Leave

Updated to comply with the new State Human Resources regulations.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

HR 1.07 Policy Detail

HR 1.08 Paid Parental Leave

Updated to comply with the new State Human Resources Regulations and other clarifications
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

HR 1.08 Policy Detail

HR 1.09 Other Leave with Pay

Updated to comply with the new State Human Resources Regulations.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

HR 1.09 Policy Detail

HR 1.10 Leave Transfer Policy

Updated to comply with new State Human Resources Regulations and removal of a form
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

HR 1.10 Policy Detail

HR 1.15 Holidays and Holiday Compensatory Time

Updated to comply with the new State Human Resources regulations.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

HR 1.15 Policy Detail

HR 1.18 Hazardous Weather and Emergency Leave

Updated to comply with the new State Human Resources Regulations.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

HR 1.18 Policy Detail

HR 1.24 Recruitment and Appointment of Classified, Unclassified, Research Grant, and Time Limited Employees

Updated to comply with the new State Human Resources Regulations.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

HR 1.24 Policy Detail

HR 1.25 Appointments for Non-US Citizens

Updated to add new legal service provider, new policy reference and other minor edits
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

HR 1.25 Policy Detail

HR 1.27 Nepotism

Updated to clarify policy application and to edit State Human Resources Regulations citation
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

HR 1.27 Policy Detail

HR 1.33 Labor

Updated to clarify types of employees covered and definitions
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

HR 1.33 Policy Detail

HR 1.36 Performance Evaluation for Classified and Unclassified Non-Academic Staff

Updated to comply with the new State Human Resources regulations that eliminated any new trial periods and to update the Substandard Performance process pursuant to new State EPMS provisions
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

HR 1.36 Policy Detail

HR 1.37 Pay for Performance

Updated to clarify RGP and TL are included and to remove exception
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

HR 1.37 Policy Detail

HR 1.38 Base Salary Increases

Updated to comply with new State HR Regulations
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

HR 1.38 Policy Detail

HR 1.39 Disciplinary Action and Termination for Cause

Updated to comply with new State Human Resources regulations and other clarifications
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

HR 1.39 Policy Detail

HR 1.42 Grievance

Updated to comply with new State Human Resources regulations.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

HR 1.42 Policy Detail

HR 1.51 Professional Development for University Personnel

Updated to refer to Title IX & Civil Rights policies instead of listing of protected classes and other clarifications
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

HR 1.51 Policy Detail

HR 1.57 Separation from Employment and Break in Service

Updated to comply with new State Human Resources Regulations and other clarifications
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

HR 1.57 Policy Detail

HR 1.66 Workers’ Compensation

Updated to comply with the new State Human Resources regulations.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

HR 1.66 Policy Detail

HR 1.78 Dual Employment

Updated to comply with the new State Human Resources Regulations.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

HR 1.78 Policy Detail

HR 1.79 Salary Adjustments Outside of Base Pay

Updated to comply with new State Human Resources regulations and other clarifications.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

HR 1.79 Policy Detail

HR 1.84 Minimum Wage, Official Workweek, and Overtime Compensation

Updated to comply with the new State Human Resources Regulations.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

HR 1.84 Policy Detail

HR 1.85 Research Grant or Time-Limited Positions

Updated to comply with the new State Human Resources Regulations regarding transfer of leave and removal of visa information duplicated in HR 1.25
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

HR 1.85 Policy Detail

HR 2.02 Post Retirement Employment

Removed references to the TERI program
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 09/16/2024

HR 2.02 Policy Detail