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

FN02 Charge Sales and Billing

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

FN04 Petty Cash and Change Funds

FN05 Operating Cash Funds

FN07 Electronic Payments - Credit Cards

FN08 Refunds

FN09 Scholarships

FN10 Other Business Expenses and Activities

FN11 Contracts and Leases – Under Review

FN14 Use of University Tangible Assets, Equipment, Supplies and Services

FN15 Establishing or Accepting Funds For Endowed or Named Annually Funded Accounts

FN16 Interdepartmental Transactions

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

Financial Guidelines

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

FNG02 Limited Delegation of Contract Approvals

FNG03 Cash Revenue Transactions

FNG04 Employee Reward and Recognition Programs – Under Review

FNG05 Expenditure Guidelines for Costs Not Allowable under Uniform Guidance – Under Review

FNG07 Endowment Spending Stewardship

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

HR02 Employment of Minors – Under Review

HR04 Personnel Actions Presented to the Board of Trustees – Retired

HR06 Types of Appointments

HR07 University Appointments without Remuneration – Retired

HR08 Establishment of a Staff or Technical-Service Position – Retired

HR09 Reasonable Accommodation For University Employees

HR11 Affirmative Action in Employment at the Pennsylvania State University

HR12 Professional Organization Memberships

HR14 Forms to be Filled Out by and for each New Regular Employee – Retired

HR15 Procedure for the use of University Distribution Lists in Releasing Written Information within the University – Retired

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

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

HR29 Voluntary Phased Retirement Program

HR31 Determination of Payroll Classification Categories – Retired

HR33 Help-Wanted Advertising – Retired

HR34 Employment Conditions for Staff Employees

HR35 Public Service by Members of the Faculty and Staff

HR36 Educational Privileges for Faculty, Staff, and Retirees

HR37 Grant-in-Aid for Dependents

HR38 University Courses for Training Faculty and Staff

HR41 Setting Hourly Wage Payroll Rates for Part-Time and Casual Employees – Retired

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

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

HR52 Resignation from University Employment

HR53 Deceased Employee's Final Salary Payment

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

HR63 Faculty and Staff Transfers within the University – Retired

HR66 Change of Legal Name of an Employee – Under Review

HR67 Periods of Overlap – Under Review

HR68 Postdoctoral Appointments

HR71 Committing Employment for a Wage Payroll Job – Retired

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

HR86 Special Procedures for Establishing Short-Term Staff Support Jobs for Research Projects in Academic Units – Retired

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 (See also HR98)

HR98 Severance Payment Provisions for Staff Employees

HR99 Background Check Process – Under Review

HR100 Employee Assistance Fund

HR101 Positions Requiring National Search Process

HR102 Separation and Transfer Protocol

HR103 Employment Conditions for Part-Time Employees

HR104 Payment for Relocation Expenses

HR105 Reduced FTE Schedules

HR106 Paid Parental Leave for Staff Employees – New

Human Resources Guidelines

HRG02 Alternate Work Arrangements

HRG03 Charging Sick Leave for an Absence for an Employee who Reports He/She is Emotionally Ill – Retired

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

HRG11 Family and Medical Leave

HRG12 Publicizing Retirements or Departures from the University in the Penn State Intercom – Retired

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

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

Notice Regarding Payroll Policies & Guidelines
The implementation of WorkLion requires the evaluation of all University Payroll 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.