SUBJECT: Business and Financial Affairs Handbook Revision
The current Business and Financial Affairs Handbook is a mix of policies, procedures and regulations. Under existing practice, each time a change is made to the Handbook, whether to a policy or a simple procedure, the Board must approve the change. The current document is inadequate for those who need to find specific policies, as well as for those who need to find the University procedures on how to accomplish a task.
A committee comprised of the Director of Human Resources, the University Counsel, the Director of Equal Opportunity, the Director of Finance and the Director of Business Services has been working on a complete format change, and in so doing, revising the language for clarity. A newly revised document, the Washburn University Policy, Regulations and Procedures Manual is being proposed.
Under this proposal, the University policies are separated from the regulations and procedures. This will enable the Board to review and approve each policy, without having to review each change in the regulations and procedures developed to implement the policy.
Attached is the Business Services section, as well as the Equal Educational and Employment Opportunity and Harassment segments, proposed by the committee. With the change in the formatting, the policy is easily distinguished from the regulations and procedures. The regulations and procedures have been thoroughly reviewed and rewritten to make them current, clearer, and more helpful to the user.
Only four substantive changes in University policy are made in this proposal, three of which are more restrictive than current policy.
IV.3.1 requires competitive bidding to be conducted when projected costs are $10,000 or more. Current policy does not provide any guidance when competitive bidding is required.
IV.3.5 is a prohibition on the use of the University to purchase items for personal use.
IV.3.6 specifically recites employees may be subject to disciplinary action for failing to adhere to University policies.
The last proposed change removes the requirement, found in the existing policy (BAFAH Chapter IV.1) that the administration report expenditures between $25,001 and $49,999 to the Board. We will continue to report these expenditures to the Board as we do now. IV.2.1 recites only that the purchase or obligation of $50,000 or more must be approved in advance by the Board of Regents with exceptions noted in the policy.
New policy statements are included in this proposal for:
the Ichabod Service Center, the office responsible for administering the University identification card system; and,
Risk Management and Safety, the office responsible to provide direction in maintaining a safe environment for students, employees, and visitors, and to conserve the University assets from the consequences of loss.
The existing Business and Financial Affairs Handbook will be phased out as each new Section is completed. It is anticipated each University department will receive a new three ring binder for the updated Manual, with instructions on what is being replaced in the existing Handbook.
The entire Manual will be placed on-line on MyWashburn, as a searchable document for all employees.
President Farley recommends the Board of Regents approve the revision and retitling of the Business and Financial Affairs Handbook.
(date) Jerry B. Farley, President