Session #3 -- Purchasing, Travel and Resource Usage Compliance

(printable pdf version of this session)

Does the college/unit follow practices which help to ensure understanding and compliance with policies regarding use of University resources as set forth in the Operations Manual?

Related Policies

• Technology Allowance (Operations Manual)
• Private Use of Public Property (Operations Manual)
• Acceptable Use of IT Resources (Operations Manual)

Related Training and Resources

• Technology Allowance Policy FAQ’s (website)
• Request for Technology Allowance Form (pdf)
• Off-Campus Use of Property (pdf)
• ICON Course: IT Security Awareness Training
• IT Security Best Practices

Control Documents

• Off-Campus Use of Property Form
• Request for Technology Allowance Form
• Documentation of long distance phone charge review
• Documentation of access codes/restrictions for copy machines
• Exit interview checklist to ensure University resources are maintained
• Access restrictions for financial & HR applications (central)

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Does the college/unit follow practices, including monitoring activities, which help to ensure compliance with University purchasing policies, travel policies and procurement card policies?

Related Policies

• Travel Regulations (Operations Manual)
• Purchasing (Operations Manual)
• Conflict of Interest in Purchasing (Operations Manual)
• Purchases from University Faculty or Staff (Operations Manual)
• Contracting Authority (Operations Manual)
• Delegation of Signature Authority (Operations Manual)
• Procurement Card (Purchasing website)

Related Training and Resources

• Traveling on UI-Related Business (Training)
• ProTrav (Training)
• Procurement Card (required for Pcard holders) (Training)
• Procure to Pay (Training)
• Procurement Card Best Practices (Purchasing website)
• Summary of Purchasing Policies (Purchasing website)

Control Documents

• Specific position responsibilities ensuring separation of duties for ordering and receiving of goods
• Specific administration role in ProTrav to view transactions, delinquent cash advances
• Pcard training requirement (control document is "My Training" report)
• Semi-annual analysis/review of Pcard transactions (F&O)
• Pre-approval for Pcard purchases (ProTrav, email)
• Pre-approval for travel requests (ProTrav, email)

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