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  • Section 20: Miscellaneous Reimbursable Expenses (Travel and Non-Travel) | Policy | USC
    purchase office decorations e g plants pen sets desk clocks vases pictures paintings etc when circumstances warrant such an expense Expense forms must indicate the business purpose for the decoration and in which office s or conference room s the decorative item s will be located A single decoration costing more than the university s maximum gift rate Maximum Rates must have approval by the applicable Dean or Vice President Charges for engraving delivery and or sales tax are not considered to be a part of the actual decoration s cost Therefore a Dean or Vice President only needs to approve the single decoration if the actual decoration exceeds the maximum gift rate Does not Need Dean or Vice President Approval Requires Dean or Vice President Approval Decoration 75 Decoration 76 Tax 6 18 Tax 6 27 Total Cost 81 18 Total Cost 81 27 20 8 DEPARTMENTAL MORALE BUILDING EXPENSES G U Reasonable expenses to improve working conditions employer employee relations and employee performance are allowed Examples of items in this classification include staff lunches team building activities e g motivational speakers trainers etc and recognition events anniversary celebration retirement party etc A business purpose must be provided on the expense report along with the names of the event s attendees if the event was for ten 10 or fewer individuals If a large group of more than ten 10 individuals participated the approximate number of attendees must be stated along with the business purpose and group s identity 20 9 DONATIONS IN LIEU OF FLOWERS G U The university allows the expenditure of funds for donations to charities in lieu of flowers in the event of the death of an employee or an employee s relative or companion The dollar limitation on a donation expense is the same as the gift maximum rate Maximum Rates A single donation costing more than the university s maximum gift rate excluding taxes and deliver charges Maximum Rates must have approval by the applicable Dean or Vice President 20 10 DRY CLEANING AND LAUNDRY G U Expenses incurred for personal dry cleaning and laundry are reimbursable for trips longer than seven 7 calendar days or when warranted because of unusual situations 20 11 EVENTS OR ENTERTAINMENT EXPENSES G U Payment to or reimbursement by the university for event or entertainment tickets e g athletic cultural social etc must have a business purpose morale building team building etc and must be approved by the applicable Dean or Vice President 20 12 EXCESS BAGGAGE Charges for excess baggage are reimbursable when the traveler is transporting university materials or when the extended period of travel necessitates excess personal baggage 20 13 FEES FOR CANCELING OR CHANGING A RESERVATION Fees for canceling or changing a reservation such as those incurred at airlines or hotels are permitted with approval from the Authorized Signer and when supported by a justification 20 14 FREQUENT TRAVELER PROGRAM PARTICIPATION Participation in travel related frequent flier or frequent stay programs is permitted

    Original URL path: https://policy.usc.edu/expenditure/expenses-misc/ (2016-02-18)
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  • Section 21: Miscellaneous Restrictions (Travel and Non-Travel) | Policy | USC
    for university uniforms 21 6 COMMUTING EXPENSES Expenses incurred when traveling between an employee s residence and place of business are considered personal expenses and are not reimbursable by the university Any exception to this policy requires approval from a Vice President or Dean and requires review by the university s tax manager to determine whether any tax implications apply Appendix A 21 7 COMPANION TRAVEL When a university employee is accompanied on a university business trip by a spouse family member significant other friend etc the companion s portion will not be paid for or reimbursed by the university Exceptions require advanced written approval from the applicable Senior Vice President or the President If such approval is granted the expense will be considered a taxable fringe benefit and will be reported on the employee s W 2 as income 21 8 CREDIT CARD FEES AND INTEREST Personal credit cards are considered the responsibility of the employee The employee is responsible for making all payments to the credit card company including any credit card participation fees Late fees and or interest fees incurred on personal credit cards will not be paid for or reimbursed by the university 21 9 DEPENDENT AND PET CARE Costs associated with receiving dependent care such as childcare or eldercare and or pet care will not be paid for or reimbursed by the university Employees who are required to travel for university business must coordinate and personally pay for any incurred dependent and or pet care expenses 21 10 EMPLOYEE PERMIT PARKING Employee parking permits including daily weekly and monthly permits will not be reimbursed or paid for by the university This policy includes parking permits purchased when an employee of the University Park Campus incurs parking expenses at the Health Sciences Campus and vice versa

    Original URL path: https://policy.usc.edu/expenditure/restrictions-misc/ (2016-02-18)
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  • Section 6: University Corporate Card Payments | Policy | USC
    used to purchase promotional items or printed material that bear the university s name logo or seal the purchase must be made in compliance with policies governing proper use of the university s trademarks Purchasing Services Policies and Procedures AGREEMENT SIGNING RESTRICTIONS When either the P Card or the Travel Card is used to purchase items or services subject to a written procurement agreement the agreement must be executed by an approved procurement agreement signer Purchasing Services Policies and Procedures TAX REQUIREMENTS Transactions subject to California sales tax that were not charged tax on the P Card or the Travel Card will assessed the tax using the USC account number associated with the P Card or Travel Card s expense report The tax will post on journal entry XX 025P for P Cards and XX 025R for Travel Card s Reference Section 25 2 INSURANCE AND LICENSE REQUIREMENTS Certain suppliers such as caterers equipment repairers etc are required to have specific types of insurances and industry licenses given the high risk nature of their services Individuals using the P Card and or Travel Card are responsible for ensuring that suppliers performing work for the university have the required licenses and insurances Purchasing Services Policies and Procedures 6 3 P CARD LIMITS The P Card has a maximum single purchase limit of 4 500 The overall P Card spending limit is unique to each cardholder and is established by the Senior Business Officer either during the application process or after card issuance Because of the P Card s efficiencies the university prefers use of the P Card to pay for all non travel related university goods and services that cost less than 4 500 Use of the P Card is expected for transactions costing 500 or less 6 4 P CARD PAYMENTS AND RECEIPTS Expenses transacted using the P Card are paid directly by the university Cardholders and their departments are responsible for retaining receipts and other support documentation within the department for a minimum of three 3 years unrestricted accounts or for three 3 years after final project payment and completion of final audit sponsored project accounts that begin with the number 5 Additional receipt information is provided in Section 3 6 5 P CARD RECOMMENDED USE The following goods and services are ideal purchases made on the P Card Note Restrictions apply to P Cards associated with sponsored project accounts that begin with the number 5 Reference the Procurement Card Policies and Procedures RECOMMENDED USE OF P CARD Books subscriptions and periodicals Camera and photo supplies Catered events Conference and membership fees excluding hotel and travel accommodations Electronics and computers Flowers gifts and decorations Groceries Lab supplies Mailing establishments including postage and overnight courier services Office supplies Photocopies and Restaurant deliveries 6 6 TRAVEL CARD LIMITS Each Travel Card is subject to three limits Each limit is unique to each cardholder and is established up to each maximum by the Senior Business Officer either during the application process or

    Original URL path: https://policy.usc.edu/expenditure/corporate-card/ (2016-02-18)
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  • Work Schedule | Policy | USC
    to change a staff employee s regular work schedule must consult with Human Resources Administration before implementing the change The basic workday used for timekeeping purposes for work schedules beginning between 12 00 midnight and 12 00 noon is 12 00 midnight through 12 00 midnight The basic workday used for timekeeping purposes for work schedules beginning between 12 00 noon and 12 00 midnight is 12 00 noon through 12 00 noon Standard Work Week The standard work week used for timekeeping purposes is 12 01 a m on Thursday through 12 00 midnight on the following Wednesday or noon on Thursday through noon on the following Thursday Normal Weekly Work Period The normal weekly work period at the university is 37 5 hours Depending upon their needs some departments have established a normal weekly work period of 40 hours Rates of pay are calculated using the normal weekly work period established by the department A staff employee must report to work in accordance with the work schedule established by his or her department A staff employee must notify his or her supervisor of unexpected absences as soon as he or she knows he or she will be late

    Original URL path: https://policy.usc.edu/work-schedule/ (2016-02-18)
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  • Accommodations for Nursing Mothers | Policy | USC
    to work Providing an Appropriate Location Supervisors must ensure that faculty and staff are provided with an appropriate space for breast feeding or the expressing of milk Accommodations for a place for employees to breast feed or pump breast milk must meet requirements under California state law For this purpose every effort must be made to provide a private space other than a toilet stall in close proximity to the employee s work area Appropriate locations would include the faculty or staff employee s own private office the private office of a supervisor or co worker a break room or an available lounge or conference room with a locking door It would not be appropriate to direct the faculty or staff employee to a room that includes a toilet a room in another building or any other room lacking privacy and a locking door Arrangements also should be made to provide for temporary storage of the milk Departments are encouraged to identify appropriate facilities in advance If a school or department builds new space or remodels existing office space for faculty or staff those planning the space are expected to consider the need for a space that would be appropriate for use in meeting these requirements for accommodating the needs of employees who are nursing mothers The space does not need to be exclusively set aside for this purpose but available as needed Flexible Break Times Nursing mothers must request and arrange with their supervisor appropriate and reasonable break times for breast feeding or expressing breast milk Supervisors should attempt to provide as much schedule flexibility as reasonably possible to accommodate their needs For non exempt staff if possible the break time for breast feeding or expressing milk should run concurrently with the rest periods already provided If additional break

    Original URL path: https://policy.usc.edu/nursing-mothers/ (2016-02-18)
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  • Agreement to Arbitrate Claims | Policy | USC
    All newly hired or rehired staff employees and existing staff who voluntarily transfer to new positions voluntary transfers or are promoted within the university into posted positions are required to enter into a written Agreement to Arbitrate Claims Agreement as a condition of employment transfer or promotion The Agreement does not replace the internal Staff Complaint Procedures but rather provides for arbitration instead of court action This policy may be

    Original URL path: https://policy.usc.edu/arbitration/ (2016-02-18)
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  • Hiring Foreign Nationals | Policy | USC
    Visa Services for H 1B TN O 1 and E 3 professional workers as well as permanent residents have been designated as the sole offices authorized by the university to process and file the paperwork required in order for a foreign national to be hired into a faculty or staff employee position The university does not permit outside attorneys to act as agents of the university in the filing of petitions for temporary or permanent residence Departments must contact the Office of International Services or Faculty Staff Visa Services as appropriate early in the recruitment process when it becomes evident that one or more of the top candidates being considered for a faculty or staff employee position is not a citizen or permanent resident of the United States The office will advise departments of the appropriate steps to take assist in the completion of procedures and provide legal services when necessary Because of required processing time departments and schools should begin obtaining necessary governmental approval prior to the extension of a job offer whenever possible The Office of International Services and Faculty Staff Visa Services are responsible for determining whether the situation of the foreign national is such that he

    Original URL path: https://policy.usc.edu/foreign-nationals/ (2016-02-18)
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  • Voting (Paid) | Policy | USC
    Paid All employees are eligible The university adheres to the California Elections Code Section 14000 1994 as quoted below This accommodation will be made for all employees including faculty staff and those claiming student status 14000 a If a voter does not have sufficient time outside of working hours to vote at a statewide election the voter may without loss of pay take off enough working time that when added to the voting time available outside of working hours will enable the voter to vote b No more than two hours of the time taken off for voting shall be without loss of pay The time off for voting shall be only at the beginning or end of the regular working shift whichever allows the most free time for voting and the least time off from the regular working shift unless otherwise mutually agreed c If the employee on the third working day prior to the day of election knows or has reason to believe that time off will be necessary to be able to vote on election day the employee shall give the employer at least two working days notice that time off for voting is desired in accordance

    Original URL path: https://policy.usc.edu/voting-leave/ (2016-02-18)
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