Policies

The implementation of SIMBA requires the evaluation of all University Financial Policies and Guidelines. After consultation with key constituencies, work will be underway to update, consolidate, and improve our policies to better serve you. Please be aware that due to volume, all policies may not be updated to reflect changes which have been communicated; however, policies will be updated with appropriate and applicable effective dates. Thank you for your patience as we work through this process.

Financial Policies

Introduction - Financial Policies

FN01 Processing Cash Revenues – Under Review

FN02 Charge Sales and Billing – Under Review

FN03 Substantiation, Disclosure and Accountability for the Receipt of Contributions from Non-Governmental Sources – Under Review (See also FNG01)

FN04 Petty Cash and Change Funds – Under Review

FN05 Operating Cash Funds – Under Review

FN07 Electronic Payments - Credit Cards – Under Review

FN08 Refunds – Under Review

FN09 Scholarships – Under Review

FN10 Other Business Expenses and Activities – Under Review

FN11 Contracts and Leases

FN14 Use of University Tangible Assets, Equipment, Supplies and Services – Under Review

FN15 Establishing or Accepting Funds For Endowed or Named Annually Funded Accounts – Under Review

FN16 Interdepartmental Transactions – Under Review

FN17 Required Use of Approved University Paper Forms Appearing in the General University Reference Utility

FN18 University Approval Authorization Policy – Under Review

FN19 Policy for Handling and Distributing Confidential Internal Audit Reports and Other Documents – Moved (See AD100)

FN20 Student Group Travel Policy – Under Review

FN21 Non-Office Telecommunications Services

FN22 Policy on Institutional and Employee Relationships With Educational Lenders

FN23 Identity Theft Detection, Prevention and Mitigation Program

FN24 Providing Educational Services to Military Service Members – Under Review

FN27 Establishing and Billing Service Center User Rates

Financial Guidelines

FNG01 Flow and Accountability of Gifts and Grants from Non-Governmental Sources – Under Review (See also FN03)

FNG02 Limited Delegation of Contract Approvals

FNG03 Cash Revenue Transactions – Under Review

FNG04 Employee Reward and Recognition Programs – Under Review

FNG05 Expenditure Guidelines for Costs Not Allowable under Uniform Guidance – Retired

FNG07 Endowment Spending Stewardship – Under Review

Human Resources

Notice Regarding HR Policies & Guidelines

Many of the University's HR Policies and Guidelines are currently under review. After consultation with key constituencies, work will be underway to update, consolidate, and improve our policies to better serve you. As part of this effort, policies which are no longer in use have been removed from the list below. Please be aware that due to volume all policies may not be updated to reflect changes which have been communicated, however, policies will be updated with appropriate and applicable effective dates. Thank you for your patience as we work through this process.

Human Resources Policies

Introduction - Human Resources Policies

HR01 Fair Employment Practices – Under Review

HR02 Employment of Minors – Under Review

HR06 Types of Appointments

HR09 Reasonable Accommodation For University Employees

HR11 Affirmative Action in Employment at the Pennsylvania State University – Under Review

HR12 Professional Organization Memberships – Under Review

HR16 Leave of Absence without Salary (other than for Extended Active Military Service) – Under Review

HR19 Leave of Absence for Active Military Service or Training

HR20 Breastfeeding Support

HR26 Matters Involving Foreign Nationals Employed by the University

HR27 Benefits for Foreign Nationals Employed by the University – Under Review

HR29 Voluntary Phased Retirement Program – Under Review

HR34 Employment Conditions for Staff Employees – Under Review

HR35 Public Service by Members of the Faculty and Staff

HR36 Educational Privileges for Faculty, Staff, and Retirees – Under Review

HR37 Grant-in-Aid for Dependents – Under Review

HR38 University Courses for Training Faculty and Staff

HR42 Payment of Personal Compensation by a State Agency or Department of the Commonwealth

HR43 Effective Dates for Promotions, Merit and Training Increases – Under Review

HR44 How to Determine Effective Date of Employment or Termination for Employees Paid Biweekly – Under Review

HR45 Post-Retirement Appointments – Under Review

HR47 Employee Uniforms

HR48 Provision of Child Care

HR49 Twenty-Five Year Service Award Program

HR50 Use of Accumulated Vacation at Time of Resignation or Retirement, or Upon Completion of a Fixed-Term I Appointment – Under Review

HR52 Resignation from University Employment

HR53 Deceased Employee's Final Salary Payment – Under Review

HR54 Continuation of Group Insurance after Age 60, Age 65, and after Retirement or Death

HR55 Things to Know When Leaving University Employment – Under Review

HR56 Answering Personnel Inquiries – Under Review

HR57 How to Determine Effective Date of Employment or Termination for Employees Paid Monthly (Except Academic) – Under Review

HR58 Employee Office Address and Telephone Number Information – Under Review

HR59 Employment of Relatives

HR60 Access to Personnel Files – Under Review

HR66 Change of Legal Name of an Employee – Under Review

HR67 Periods of Overlap – Under Review

HR68 Postdoctoral Appointments

HR74 Staff Vacancy Announcement Procedure Penn State Human Resources – Under Review

HR78 Staff Employee Failure to Meet Acceptable Standards of Performance

HR79 Staff Grievance Procedure

HR84 Practical Training for Foreign Students

HR90 Extra Compensation for Exempt Staff Employees

HR91 Conflict of Interest

HR92 Employment Conditions for Employees Classified as Administrator

HR97 Layoff Provisions for Staff Employees – Under Review (See also HR98)

HR98 Severance Payment Provisions for Staff Employees – Under Review

HR99 Background Check Process – Under Review

HR100 Employee Assistance Fund

HR101 Positions Requiring National Search Process

HR102 Separation and Transfer Protocol – Under Review

HR103 Employment Conditions for Part-Time Employees

HR104 Payment for Relocation Expenses

HR105 Reduced FTE Schedules

HR106 Paid Parental Leave for Staff Employees

Human Resources Guidelines

HRG02 Alternate Work Arrangements – Under Review

HRG04 Charging Absence to Accumulated Sick Leave when an Employee is Hospitalized while on Vacation

HRG05 Use of "No-Pay" Days in Lieu of Short-Term Leave of Absence

HRG06 Determining Vacation and Sick Leave for Staff Employees whose Work Schedules Conform with Academic Semesters and /or Summer Sessions

HRG07 Absence from Work Resulting from Pregnancy or Childbirth

HRG10 Handling "Weather Day" Absences or Official University Closedowns Due to Weather Conditions – Under Review

HRG11 Family and Medical Leave

HRG13 Definition of Formal Study as Outlined in HR16

HRG14 Establishing Date of Termination of Employment Occurring Near December/New Year's Holiday

HRG18 Paid Parental Leave for Faculty – Under Review

HRG19 Furlough Guidelines for Full-Time Staff Employees

Intellectual Property

Intellectual Property Policies

Introduction - Intellectual Property Policies

IP01 Ownership and Management of Intellectual Property (Formerly RA11 - Patents and Copyrights [Intellectual Property])

IP02 Co-Authorship of Scholarly Reports, Papers and Publications (Formerly Policy RA13)

IP03 Courseware (Formerly RA17)

IP04 Royalty Payments for Course Materials (Formerly AD17)

IP05 Policy Governing Copyright Clearance (Formerly AD46)

IP06 Technology Transfer and Entrepreneurial Activity (Faculty Research) (Formerly RA12)

Intellectual Property Guidelines

IPG01 Faculty Guidance On Student Intellectual Property Rights (Formerly RAG12)

IPG02 Special Student Intellectual Property Agreement Forms (Formerly RAG13)

IPG03 What to Expect When Licensing a Penn State Technology into a Start-Up Company (Formerly RAG14)

IPG04 Acceptance of Donated Intellectual Property by The Pennsylvania State University (Formerly RAG17)

Payroll

Payroll Policies

Introduction - Payroll Policies

PR01 University Payroll

PR02 Personnel Paid Monthly – Moved

PR03 Fellows and Scholars – Retired

PR04 Technical-Service Employees In Housing and Food Service, Penn State Hospitality Services, and University Health Services – Moved

PR05 Biweekly Payroll - Technical-Service Employees in Administrative Areas other than Housing and Food Service, Penn State Hospitality Services, and University Health Services – Moved

PR07 Wage Payroll - Non-Regular Employees – Moved

PR09 Payment for Fractional Payroll Periods Worked and Transfers Between Types of Payrolls for Non-Academic Employees – Moved

PR10 Compensation of Individuals Classified as Academic and Academic Administrator – Moved

PR11 Salary Deposits and Distribution of Payroll Checks

PR13 Withholding of Federal Income Tax – Moved

PR14 F.I.C.A. (Social Security Deduction) – Moved

PR15 Local Earned Income Tax – Moved