Communications

COMM 1.00 Brand Strategy and Branded Communications

•ADV 5.02 USC Letterhead and Business Card integrated into COMM 1.00 •Communications & Public Affairs (C&PA) changes to Communications & Marketing (C&M) •Clarifies C&M as the central hub for branding, offering strategic advice, design services, and training. •Emphasizes collaboration between C&M and academic/administrative units for customized communication strategies. •Streamlines information about visual identity standards and offers resources like the Brand Toolbox.
Policy For: USC Columbia
Procedures For: USC Columbia
Deadline for Comments: 10/31/2024

COMM 1.00 Policy Detail

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University Development

DEVL 1.00 Fundraising

•This policy, previously numbered 1.06, has been renumbered to 1.00 as it is currently the sole policy within this policy division. •Title changed from ‘Fundraising by Division of Development to ‘Fundraising’ •Purpose: Designates the Division of Development as the sole authority for all fundraising activities, emphasizing its leadership role and coordination of fundraising efforts. (Clearer delineation of authority) •Policy Statement: Provides a more comprehensive statement outlining the Division's responsibilities, including strategy development, fundraising operations management, and support to academic units. Emphasizes the need for all fundraising efforts to align with the University's goals. •Procedures: •Provides more specific procedures for constituent units to coordinate fundraising efforts with the Division of Development, emphasizing the need to contact the appropriate office on their respective campuses. •The revised policy clarifies procedures for handling gifts, including real estate, deferred gifts, and naming opportunities. •The revised policy emphasizes the importance of using the official alumni/donor database for contact information and reporting. •The revised policy emphasizes the importance of coordinating all fundraising efforts through the Division of Development to ensure alignment with the University's goals.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 10/31/2024

DEVL 1.00 Policy Detail

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Administration and Finance

FINA 1.00 Chart of Accounts

FINA 2.00 Object of Expenditure Classification Codes and FINA 2.03 Revenue Classification Codes combined into a single renumbered policy (FINA 1.00) with a more streamlined structure. Broader focus on the importance of using proper account codes for all transactions. Provides a high-level overview of major account categories with specific code series (e.g., 4XXXX for Revenues). Importance of accurate financial reporting and tax compliance through proper account coding. Responsibility for proper coding is placed on departments. The new FINA 1.00 policy provides a more concise and user-friendly approach to account coding for USC. It clarifies the importance of proper coding while still outlining the major account categories.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 10/31/2024

FINA 1.00 Policy Detail

FINA 1.22 Loan Funds

This policy defines the authorized loan programs recorded in University Loan Funds (T Funds), the responsible parties, and the required administration.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 10/31/2024

FINA 1.22 Policy Detail

FINA 2.20 Club Membership and Dues

Formerly policy FINA 7.07 Membership Dues The revised policy offers a clearer and more comprehensive approach to membership dues at USC. Updated to standard template Purpose: Defines requirements and restrictions for membership dues paid to organizations benefiting the University. (Broader scope, emphasizes University benefit) Policy Statement: Membership dues below the purchasing card threshold are paid by purchasing card or payment request. External entities must register with the University to receive payment. Employee reimbursement is a last resort. State funds cannot be used for discriminatory organizations. Membership must be reasonable, justified, and benefit the University. Written justification is required for all memberships. Country/athletic club fees and professional license/dues are prohibited unless approved by exceptions. (More detailed guidelines on payment methods, restrictions, and justification requirements.) Procedures: References Controller's Office resources for payment request and employee reimbursement guidance. Definitions: Provides definitions for Membership Dues, Payment Request.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 10/31/2024

FINA 2.20 Policy Detail

FINA 2.40 Independent Contractors

This policy provides guidelines for complying with Internal Revenue Code provisions, Internal Revenue Service (IRS) regulations, state laws and regulations, and University policies for the engagement of independent contractors.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 10/31/2024

FINA 2.40 Policy Detail

FINA 2.50 Travel

Formerly policy FINA 1.00 Travel The revised policy offers a more comprehensive and user-friendly approach to travel reimbursements at USC Purpose: Ensure compliance with federal and state regulations for domestic and foreign travel, outlining the reimbursement process for official University business travel. (Broader scope, emphasizes regulations) Policy Statement: Travel for official University business beyond 10 miles is eligible for reimbursement. Home sharing is allowed, but relocation expenses are not covered. (Clearer separation between travel and relocation) Travelers must use discretion but also consider factors like travel time and impact on meal/lodging costs when choosing the most economical method. Rewards from travel (frequent flyer miles, etc.) must be used for future University travel. Sharing a room with a supervisor is prohibited. (More detailed guidelines and restrictions) Similar requirements for TA, with clarification that a separate TA is needed for each individual employee traveling internationally. Reimbursement amounts vary based on circumstances, budgets, and expected benefit to the University. Definitions: Includes definitions for Home Sharing and Official Business.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 10/31/2024

FINA 2.50 Policy Detail

FINA 2.51 Relocation and Moving Allowance

Formerly policy FINA 1.08 Relocation and Moving Allowance The revised policy offers a more comprehensive and user-friendly approach to employee relocation and moving allowances at USC. Purpose: Shifted focus to ensuring compliance with federal/state provisions and regulations for employee relocation and moving allowances. Policy Statement: Eligibility – Expands eligibility to some employees in research grant or time-limited positions with justification and approval. Moving Agreement – Provides clearer details on consequences of not meeting the one-year employment requirement due to reasons beyond the employee's control. Requires signatures from department approvers and University Controller before any reimbursements are processed. Reimbursement Rules and Guidelines – Clarifies that reimbursements are limited to actual costs incurred and must comply with a pre-approved Moving Agreement. Specifies that sponsored awards can only be used for relocation expenses if authorized by the underlying award. Provides details on how taxes are withheld for reimbursements and direct payments. Reimbursable Expenses – Differentiates between mileage reimbursement and actual expenses for vehicle travel. Temporary housing requires justification and approval from department and University Controller. Non-Reimbursable Expenses – Provides a more comprehensive list of non-reimbursable expenses. Definitions: Provides a clearer definition of "reasonable expense."
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 10/31/2024

FINA 2.51 Policy Detail

FINA 3.00 Sponsored Awards

Combined the following policies into FINA 3.00: FINA 3.00 Contract and Grants_Restricted Funds FINA 3.03 Contracts and Grants_Cost Sharing FINA 3.06 Contracts and Grants_Participant Support FINA 3.09 Contracts and Grants_Consultant Services FINA 3.15 Contracts and Grants_Closeouts FINA 3.17 Grants and Contracts_Uncollectable Receivables FINA 3.19 Contracts and Grants_Elimination of Accounts Overdrafts FINA 3.21 External Audit Policy for Grant Transactions and Activities (Restricted Accounts) Updated to standard template Clear definitions of key terms (Cost Share, Program Income, etc.) for better understanding. Detailed breakdown of responsibilities between the Office of Sponsored Awards Management (SAM), Grants and Funds Management (GFM), and departments/PIs. Clear guidance on cost sharing, including mandatory vs. proposed commitments and allowability criteria. Information on participant support costs and when they are allowable. Purpose: Broadened to encompass defining responsibilities, ensuring compliance with federal/state regulations and sponsor terms, and overall management of sponsored awards. Policy Statement: Addresses specific requirements related to procurement using sponsored funding, currency accepted, and invoice submission. Procedures: Link to procedures provided.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 10/31/2024

FINA 3.00 Policy Detail

FINA 3.40 Cost Accounting Standards

Policy number updated for consistency. Clarifies the purpose as ensuring compliance with federal cost accounting standards. Applies to all sponsored awards, regardless of funding source. Defines key terms like sponsored award, cost objective, and unallowable costs. Explains the types of costs (direct, indirect, unallowable) and applicable CAS regulations. Doesn't mention indirect cost rates or service center operations. Highlights the importance of cost sharing and consistent cost accounting practices. Includes information on disclosure requirements and related university policies.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 10/31/2024

FINA 3.40 Policy Detail

FINA 4.01 Statement of Financial Responsibility

Align SFR to new Federal guidelines concerning the withholding of transcripts for outstanding balances.
Policy For: USC System
Procedures For: USC System
Deadline for Comments: 10/31/2024

FINA 4.01 Policy Detail