Manual of Business Procedures
Policy Change Log
September 2016 - Present
| Date | Section Number | Sub-Section Number | Section Name | Sub-Section Name | Change | Additional Information |
|---|---|---|---|---|---|---|
| 4/10/2025 | 70 | II.3 | Travel Policies & Procedures | Transportation - Personal Car | Personal car mileage limit increase to $600 for a trip. | Estimated miles updated, Reimbursement Chart updated |
| 3/25/2025 | 3 | II, III | Gramm-Leach-Bliley Act | What Service Offerings are Covered, Complying with the Safeguards Rule | Updated coordination to MSU Chief Information Security Officer. Added bullets to the Safeguards Rule written plan to establish an incident response plan, and to provide an annual report to the Board of Trustees. | Updated office address and link to Customer Information Security Program for Michigan State University |
| 02/14/2025 | 15 | Cash Handling, Deposits, and Incoming Electronic Funds | Updated deposit drop-off information | |||
| 02/14/2025 | 1 | Fiscal Officer Responsibility | Updated section location to University Policy Library | |||
| 11/22/2024 | 13 | Onboarding and Renewing Service Providers for Payment Card Services | Change office name from Cashier’s to Merchant Services Change office phone number to 517-884-4110 Correct one typo | |||
| 11/14/2024 | 290 | University Communications (and Marketing) | Updated table of contents and Section 290 to reference unit's name change from University Communications to University Communications and Marketing. | |||
| 11/4/2024 | 52 | Employer Provided Apparel | New Section. This section provides tax guidance for when apparel is provided to employees. | |||
| 9/16/2024 | 19 | Equipment Depreciation Policy For Revolving Accounts | Withdrawn | |||
| 9/1/2024 | 1 | II, III | Fiscal Officer Responsibility | Daily Activity, Overdrawn Accounts | Updated Section 1 name. Clarified wording in II. Added Overdrawn Accounts policy, including central review process and policy. | Added tables showing how sub-funds will be reviewed. |
| 8/28/2024 | 75 | Various | Disbursement Vouchers | FO delegation to approve low risk agreements; updated permissible payments on DV; noted sunset date for certain permissible payments. | ||
| 7/25/2024 | 15 | XI | Checking Accounts | Add language to inform staff that using personal financial services like Venmo to collect payments on behalf of MSU is prohibited | ||
| 5/31/2024 | 14 | II.6 | Returned Checks/ACH Payments | Returned Item Process (In General) | Added policy addressing payments after three checks have been returned to MSU. | |
| 5/23/2024 | 6 | Service Center Policy | New Section. Definition of Services Center, terms, etc. Service Center Rate policy. | |||
| 5/1/2024 | 270 | All | Procurement | Complete revision. Updated policies. | ||
| 8/2/2023 | 270 | 270.11.7 | Professional Service Contracts | Updated to Independent Contractors | ||
| 8/2/2023 | 76 | 76.5 | Examples | Deleted | Added to UPL website | |
| 8/2/2023 | 76 | 76.4 | FAQ | Deleted | Added to UPL website under FAQs | |
| 8/2/2023 | 76 | Multiple | References to Personal Service Contract (PSC) updated to Independent Contractor (IC) | Link is the same, but the form is updated. https://upl.msu.edu/common/documents/40for06.pdf | ||
| 7/13/2023 | 17 | Various | Acceptance of Payment Cards (Credit and Debit) and e-Commerce | Various | Updates to fax policy, phone use, fees, form names, posting dates, etc. | Eventbrite Event Request, Mechant Request Form |
| 7/7/2023 | 271 | 2.1, 2.2 | PCard | Application, Orientation | Subsections removed, all renumbered | |
| 7/7/2023 | 271 | 2.9 | PCard | Recurring payments | Added language on what to do in the case of recurring payments higher than $25,000. | |
| 7/7/2023 | 271 | 4.1 | PCard | Expenditure policies | Added language regarding diverse suppliers and Minority/Women-owned Business Enterprises (MWBEs). | |
| 7/7/2023 | 271 | 4.5 | PCard | Cardholder and fiscal officer responsibilities | Clarified when PCMD eDocs need to be used for cardholder information changes, transferring between departments at MSU, and leaving the university. | |
| 7/6/2023 | 220 | Various | Warehouse Services and Logistics | New departmental names. | ||
| 7/6/2023 | 220 | 1.3 | Warehouse Services and Logistics | Regulated Materials and Chemical | Removed all references to “compressed gases” as this service is no longer facilitated by Warehouse Services. Added Ethanol Handling and Transportation Guide. | https://upl.msu.edu/common/ documents/34tut02.pdf |
| 7/6/2023 | 220 | 1.4 | Warehouse Services and Logistics | Personal Use Sales | Subsection removed | |
| 7/6/2023 | 220 | 1.6 | Warehouse Services and Logistics | Shop.msu.edu | Subsection removed | |
| 7/6/2023 | 220 | 2.5 | Warehouse Services and Logistics | Hazardous Materials | Added Safety Data Sheet (SDS) requirement. Clarified dry ice weight. | |
| 7/6/2023 | 220 | 2.6 | Warehouse Services and Logistics | Material Return | Subsection removed | |
| 7/6/2023 | 220 | 2.7 | Warehouse Services and Logistics | Desktop Shipping | Clarified personal use of desktop shipping accounts not allowable. | |
| 7/6/2023 | 220 | 2.9 | Warehouse Services and Logistics | Personal Use Shipping | Clarified personal use of desktop shipping accounts not allowable. Removed University Stores storefront as a drop-off location. Identified that departmental shipments take precedence. | |
| 6/6/2023 | 53 | IV | Moving Expenses | Moving Expenses | Sub-section removed. UPL no longer managing moving services contracts. | |
| 03/27/2023 | 25 | Various | Field Trips | Updates to contacts, payment information and processes, and department names. | ||
| 03/20/2023 | 45 | 45.V.D. | Food and Beverage, Business Functions | Retirements, Stepping Down From Administrative Positions | Increased allowable function cost from $17 to $25 per person. | |
| 03/15/2023 | 48 | Flower Purchase Guidelines | Increased amount from $100 to $150 | |||
| 01/12/2023 | 14 | IV | Returned Checks/ACH Payments | Bad Check List | Removed | |
| 01/12/2023 | 14 | III | Returned Checks/ACH Payments | Returned Items From Students | Added $25 returned item service fee for student receivables, and policy for removing ACH as student payment method after three returned items in one year. | |
| 01/12/2023 | 14 | II | Returned Checks/ACH Payments | Returned Item Process (In General) | Revised procedures for handling returned items and delinquent receivables. Added delinquent policy for departmental items outstanding 90 days after goods sold or services rendered. | |
| 11/15/2022 | 271 | 271.4.2 | PCard | 1-2-3 Strike Policy | Added clarification around documentation requirements to avoid strikes issued for incorrect sales tax | |
| 11/15/2022 | 271 | 271.2.13 | PCard | International transactions | Added subsection | |
| 11/15/2022 | 271 | 271.2.9 | PCard | Sales Tax | Added that documentation of attempts to rectify incorrect sales tax assessment are required on eDoc | |
| 11/15/2022 | 271 | 271.2.7 | PCard | Software purchases | Updated to reflect the new processes resulting from MSU IT’s Approved Software List | https://upl.msu.edu/procurement/it-procurement/approved-software/index.html |
| 10/10/2022 | 200,201 | ISPM Policies and Procedures Resource Guide | Combined Sections 200 and 201 into a single MBP Section and revised. | |||
| 10/01/2022 | 15 | IV | Cash Handling, Deposits, and Incoming Electronic Funds | Depositing Cash and Checks | Cashier's Office in-person service by appointment only. Drop box locations. | |
| 10/01/2022 | 60 | VI | Cash Advances - Operational and Event | Repaying Cash Advance Funds | Added cash advance repayment options. | |
| 10/01/2022 | 16 | Check Cashing | Removed | |||
| 09/12/2022 | 51 | Revenue Generating Activities and Unrelated Business Income Tax (UBIT) | New section to address revenue generating activities and their potential Unrelated Business Income Tax (UBIT) implications. This section includes work aides to help review revenue generating activities and examples of those that may generate UBIT. | |||
| 08/30/2022 | 13 | Onboarding and Renewing Service Providers for Payment Card Services | New Section | |||
| 08/29/2022 | 57 | Short-Term Advance for Living Expenses | Removed | |||
| 06/30/2022 | 70 | X. | Travel Policies & Procedures | Remote Work Considerations | Added section for new MSU remote work policies and reimbursement. | |
| 05/13/2022 | 222 | I., IV. | MSU Surplus Store | Location and Hours, Using the MSU Surplus Store | Updated contacts, hours of operations, links, service request, fees. | |
| 05/12/2022 | 61 | All | Cash Advances – Travel and Research Participants | All | Updated policy to incorporate travel advances process moving to Concur. Removed procedural steps and included exhibits instead. Updated Cash Advance Form. | Link to new CAF form |
| 04/19/2022 | 270 | 10 | Procurement | Special Requirements for Federally Funded Procurem | Changed $10,000 to $25,000 | |
| 04/19/2022 | 270 | 7 | Procurement | Competitive Solicitation Process | Deleted line “such as for federal programs with lower limit of $10,000”, Deleted line “$10,000 for federal programs”. | |
| 04/08/2022 | 44 | Issuing Gifts, Gift Cards, and Prizes | Clarifying on when the Gift and Prize Tax Information Form needs to be completed. | |||
| 04/01/2022 | 75 | I.A.2.o | Disbursement Voucher (DV) | Policies and Requirements-DV Purpose | Adding requirement that reimbursements must be submitted within 90 days of the transaction/purchase date. | |
| 03/22/2022 | 271 | 2 | PCard | Recurring Payments | Added copy to indicate that the PCard can be used for recurring payments that do not exceed $2,000/month. | |
| 03/01/2022 | 271 | 4.5 | PCard | Cardholder and fiscal officer responsibilities | Clarified responsibilities of each party to match updates throughout MBP; added PCard Audit Checklist resource for fiscal officers. | |
| 03/01/2022 | 271 | 4.4 | PCard | Reporting lost/stolen cards | Added link to the Lost or Stolen PCard tutorial | |
| 03/01/2022 | 271 | 4.2 | PCard | 1-2-3 Strike Policy | Added the 1-2-3 Strike Policy | |
| 03/01/2022 | 271 | 3.4 | PCard | Separation of duties | Clarified that it is a requirement by OARC and the PCard team that FOs cannot oversee their own PCard transactions | |
| 03/01/2022 | 271 | 3.3 | PCard | 45-day approval limit | Updated approval policy to remove auto-approval of PCDO eDocs and add a 45-day approval limit | |
| 03/01/2022 | 271 | 2 | PCard | General Policies | Updated single purchase limit to $5,000 and monthly purchase limit to $25,000 (with increase options of $9,950 and $50,000, respectively) | |
| 02/28/2022 | 325 | 5.3 | U.S. Mail and Postage Charges | International Mail Service (IMS) | Removed section on International Mail Service (IMS), renumbered all following sections. | |
| 02/28/2022 | 71 | III | Honoraria, Speaker Fee and Performer Payments | Process | Update language for situations that require a Requisition and utilizing Concur for travel. | |
| 12/14/2021 | 220 | 1.3.A | University Stores and Logistics | Regulated Materials, Chemicals, and Compressed Gas | Added link to the Distribution and Use of Tax- Free Alcohol, Part 22 of Title 27, Code of Federal Regulations | |
| 12/14/2021 | 220 | 1.2.C | University Stores and Logistics | University Stores Processes | Added return time limit (30 days) | |
| 08/20/2021 | 49 | II.D,III.C | Raffle Policy | Raffle Application Process, Financial Statement Process | Clarify which signatures are required for each approval. Update Licence Application pdf. | Michigan Raffle Licence Application.pdf |
| 06/04/2021 | 24 | Payments to Students | New section to clarify various ways to pay and reimburse students. This section cross references other sections of the MBP and provides examples of the various ways student can receive a payment/reimbursement. | |||
| 5/30/2021 | Summary of Approval Language for Sections Below | Standardized language for approvals - see chart. | Summary Of Position Approval Roles.pdf | |||
| 5/30/2021 | 45 | IV.A.1 | Food and Beverage, Business Functions | Retreats, Workshops, Committee and Faculty/Staff Meetings | Standarized language for approvals to be Provost, Vice President, Dean, including Assistant and Associate positions, or College/MAU level Budget Officer,Chief of Staff or CFO. | College/MAU level Budget Officer, Chief of Staff and CFO was added. |
| 5/30/2021 | 45 | VII | Food and Beverage, Business Functions | Home Entertainment | Standarized language for approvals to be Provost, Vice President, Dean, including Assistant and Associate positions, or College/MAU level Budget Officer, Chief of Staff or CFO. | College/MAU level Budget Officer, Chief of Staff and CFO was added. |
| 5/30/2021 | 47 | I.A.5 | Membership Dues, Sponsorships and Donations | Membership Dues | Standarized language for approvals to be Provost, Vice President, Dean, including Assistant and Associate positions, or College/MAU level Budget Officer, Chief of Staff or CFO. | College/MAU level Budget Officer, Chief of Staff and CFO was added. |
| 5/30/2021 | 47 | II | Membership Dues, Sponsorships and Donations | Sponsorships and Donations | Standarized language for approvals to be Provost, Vice President, Dean, including Assistant and Associate positions, or College/MAU level Budget Officer, Chief of Staff or CFO. | College/MAU level Budget Officer, Chief of Staff and CFO was added. |
| 5/30/2021 | 48 | Flower Purchase Guidelines | Standarized language for approvals to be Provost, Vice President, Dean, including Assistant and Associate positions, or College/MAU level Budget Officer, Chief of Staff or CFO. | College/MAU level Budget Officer, Chief of Staff and CFO was added. | ||
| 5/30/2021 | 61 | III.A | Cash Advances: Travel and Research Participants | Travel Advance Eligibility | Standarized language for approvals to be Provost, Vice President, Dean, including Assistant and Associate positions, or College/MAU level Budget Officer, Chief of Staff or CFO. | College/MAU level Budget Officer, Chief of Staff and CFO was added. |
| 5/30/2021 | 70 | I.D.5 | Travel Policies & Procedures | General Business Travel Policy | Standarized language for approvals to be Provost, Vice President, Dean, including Assistant and Associate positions, or College/MAU level Budget Officer, Chief of Staff or CFO. | College/MAU level Budget Officer, Chief of Staff and CFO was added. |
| 5/30/2021 | 75 | I.D | Disbursement Vouchers | Policies and Requirements | Revise language to include Fiscal Officer Delegate or another separate reporting position. | Removed specific Dean, Director, Chair and Budget Officer roles. |
| 5/30/2021 | 78 | III | Mobile Communications Used Exclusively for Business Purposes: Expense Procedure Guidelines | Departmental Approval | Standarized language for approvals to be Provost, Vice President, Dean, including Assistant and Associate positions, or College/MAU level Budget Officer, Chief of Staff or CFO. | College/MAU level Budget Officer, Chief of Staff and CFO was added. |
| 5/30/2021 | 79 | III | Mobile Phones Used for Both Business and Personal Purposes | Departmental Approval | Standarized language for approvals to be Provost, Vice President, Dean, including Assistant and Associate positions, or College/MAU level Budget Officer, Chief of Staff or CFO. | College/MAU level Budget Officer, Chief of Staff and CFO was added. |
| 03/11/2021 | 271 | II | Pcard | Procedures | Purchases from the MSU Amazon Business account in Spartan Marketplace must be placed using a PCard. | |
| 03/11/2021 | 271 | II | Pcard | Procedures | PCard orders can ship to an MSU address, research facility location, or home address, as authorized by departmental leadership. Deliveries should not be made to MSU Central Receiving without advance special arrangements. | |
| 02/10/2021 | 75 | I.A.C | Disbursement Voucher (DV) | Policies and Requirements - Permissible Payments and Restrictions | Clarified that MSU Purchasing policy must be followed and added links. Added policy that software, computers, printers, and copiers cannot be paid for using the DV. | Adding link to MSU Purchasing buying methods. |
| 02/10/2021 | 75 | I.B. | Disbursement Voucher (DV) | Policies and Requirements - Preparation | Noted wire information can be added to the vendor record. | |
| 02/10/2021 | 75 | V | Disbursement Voucher (DV) | Special Handling | Special Handling checks are only mailed. Processing occurs on Tuesday and Thursday. | |
| 02/03/2021 | 50 | I.A.2. | Sales and Use Tax | Michigan State University as Purchaser | Updated instructions for online Amazon purchases. | Amazon Purchasing Link |
| 01/22/2021 | 75 | 1.B | Disbursement Voucher (DV) | Policies and Requirements – DV Preparation | Added information about providing wire information for individuals on the vendor record instead of within the DV | |
| 12/15/2020 | 23 | 3 | Fellowship and Traineeship Appointments | Award Requirements and Restrictions | Clarified necessity of student enrollment to receive fellowship funding | |
| 09/21/2020 | 35 | All | Office of Risk Management and Insurance | Reworked section as links to resources. | ||
| 09/10/2020 | 76 | 3.3 D | Independent Contractors for U.S. Citizens and Resident Aliens | Preparation, Processing, and Routing | Changed bid threshold from $10,000 to $25,000 | |
| 09/10/2020 | 270 | 7 | Purchasing Department | Competitive Solicitation | Changed bid threshold from $10,000 to $25,000 | |
| 09/10/2020 | 270 | 5.2.3 E | Purchasing Department | Conflicts of Interest | Added stakeholder requirements on bidding. | |
| 08/04/2020 | 55 | II.I | Payroll Department | Employees Not Paid Due to Error | Replaced Manual Pay Disbursement with Same Day Disbursement. | |
| 07/02/2020 | 17 | III.C.1.a.xii | Payment (Credit/Debit) Cards | Processing Options - Online - CASHNet | Updates to the MSUPayment (P0226) system that would have allowed daily expense recording was postponed due to the new SIS. | |
| 06/16/2020 | 44 | Issuing Gifts, Gift Cards, and Prizes | Provides clarification through examples, decision tree, and forms. De minimis amount were increased to match IRS examples. | "Prizes, Awards, Drawings & Raffles Decision Tree" department work aide as well as a "Gift and Prize Tax Information Form" have been added to this section. | ||
| 04/21/2020 | 315 | III.C | Sponsored Projects, Fee-for-Servce, and Gifts | Gifts - Donations from Employees in Support of Their Own Programs | Removed the Employee Donor Agreement Form. Employee and unit head will determine appropriate use of donation and keep record on file in department | Employee Donor Form discontinued |
| 03/17/2020 | 79 | Mobile Phones Used for Both Business and Personal Purposes | Added exception to allow reimbursement for additional costs employees incur due to widespread off-campus working. | |||
| 03/17/2020 | 80 | Residential Internet Connectivity used for Both Business and Personal Purposes | Added exception to allow reimbursement for additional costs employees incur due to widespread off-campus working. | |||
| 01/27/2020 | 35 | Office of Risk Management & Insurance | Vehicle Usage | Removed traveling to Canada as not requiring additional liability and collision coverage. | ||
| 01/03/2020 | 17 | III.A.8 | Payment (Credit/Debit) Cards, Payment Card Industry Data Security Standard | Training | New link to training in Elevate U | |
| 01/03/2020 | 17 | III.B | Payment (Credit/Debit) Cards, Payment Card Industry Data Security Standard | Overview | Updated to reflect industry and procedural changes | |
| 01/03/2020 | 17 | III.C | Processing Options | [New] Online (eCommerce) | Rename sub-section | |
| 01/03/2020 | 17 | III.C.I | Processing Options | Central Online Application | Rename sub-section to CASHNet | |
| 01/03/2020 | 17 | III.C.2 | Processing Options | [New] Eventbrite | Add new sub section | |
| 01/03/2020 | 17 | III.C.3 | Processing Options | Solutions Other Than the Central Online Application | Update for new telephone usage guidelines | |
| 01/03/2020 | 17 | III.C.4 | Processing Options | Loaner Terminals | Procedural change regarding expenses | |
| 11/13/2019 | 55 | II.I. | Payroll Department | Employees Not Paid Due to Error | Reworked procedure for paying employees when an error occurs. Incorporated the Manual Payroll Process from Section 56 into the main Payroll section. | |
| 11/13/2019 | 56 | Manual Payroll Disbursement | Removed section - incorporated into Section 55.II.I. | |||
| 10/30/2019 | 35 | Office of Risk Management & Insurance | Driver Requirements | Employees and Volunteers must have had a motor vehicle record review within the last twelve months if transporting minors. | Renamed "Pre-Trip Travel Authorization" to "Travel Request". | |
| 10/28/2019 | 270 | 8.2.B.1 & 8.2.B.2 | Purchasing Department | Purchase Orders | Addition of Certification Notes for Criminal Background Checks | |
| 09/11/2019 | 35 | Office of Risk Management & Insurance | Driver Requirements | Added line allowing Registered Student Organizations to use university-owned vehicles. | ||
| 06/26/2019 | 70 | All | Travel | All | Entirely new Section 70 added (effective July 1st, 2019). Legacy Section 70 to be retained for about 6 months. | |
| 06/26/2019 | 55 | I | Payroll Department | Determining Employment Status - Employee Versus Independent Contractor | Clarified that anyone teaching a for credit course offered by MSU must be an employee. | |
| 06/26/2019 | 71 | V | Honoraria, Speaker Fee and Performer Payments | Examples of Unallowable Payments | Clarified that anyone teaching a for credit course offered by MSU must be an employee. | |
| 06/26/2019 | 76 | 2 | Independent Contractors for U.S. Citizens and Resident Aliens | Determining Employment Status and/or Classification | Clarified that anyone teaching a for credit course offered by MSU must be an employee. | |
| 06/17/2019 | 55 | II | University Payrolls | H | Under Paychecks (Paper) options c. d. e. were dropped and option b was changed from "..by either a department representative or the employee" to "..by the employee" Policy change is actually effective on July 1st, 2019. | |
| 06/17/2019 | 55 | For the entire section the amount of the fee was changed from $35.00 to $40.00. Policy change is actually effective on July 1st, 2019. | ||||
| 06/17/2019 | 55 | VII | Exhibits/Forms | New versions of Off Cycle Payment Request Form, Special Payment Authorization Form, and Additional Payments Form published. Policy change is actually effective on July 1st, 2019. | ||
| 06/17/2019 | 56 | I & II | Manual Payroll Disbursement | Service fee changed from $35 to $40 on the policy page and on the download (ManualPayrollDisrbusement.xlsx). Policy change is actually effective on July 1st, 2019. | ||
| 06/05/2019 | 5 | II | Accounts, Account Requests, and Sub-funds | Account Number Structure | Added II.B. Account attributes - Account Type Codes. Identified the 12 categories of Account Type Codes used for reporting and analysis purposes. Codes are based on the operational characteristics of the account. | Chart of Account Type Codes |
| 05/31/2019 | 70 | I | Travel Policies and Procedures | General Business Travel Policy | Added notice of corrective actions if policies are violated. | |
| 05/31/2019 | 70 | IV | Travel Policies and Procedures | Lodging | Added new policy regarding room sharing: MSU faculty, academic staff, executive managers, and support staff are prohibited from sharing hotel rooms or bedrooms with students, or with subordinate employees. | |
| 04/16/2019 | 61 | All | Cash Advances – Travel and Research Participants | All | Added alternative for obtaining research advances via MSU Cashier. | Added exhibit 61-B and 61-C |
| 1/02/2019 | 61 | All | Cash Advances – Travel and Research Participants | All | Updated policy verbiage for changing payment method to electronic. Removed $300 minimum. Changed issuance days from 7-14 days before travel departure date to accommodate electronic payment method. Removed restriction on obtaining an advance for one person covering multiple person’s expenses. | |
| 1/02/2019 | 70 | VII | Travel Policies & Procedures Travel Advances | All | Updated policy verbiage for changing payment method to electronic. Removed $300 minimum. | |
| 12/05/2018 | 49 | All | Raffle Policy | All | Clarified process for raffle applications, reporting, documentation requirements. Provided pre-filled forms and raffle checklist as a work aide for departments. Provided a definition of what constitutes a raffle that is required to be licensed by the State of Michigan. | Updated Raffle Cover Letter, pre-filled the Raffle Application for MSU departments, and provided a new checklist to assist departments |
| 10/30/2018 | 79 | V | Departmental Records | Clarified a device usage for business purpose are subject to the Michigan Freedom of Information Act in V | Added Freedom of Information Act as a new subsection (VI). | |
| 10/30/2018 | 78 | VIII | Exhibits/Forms | Added Freedom of Information Act in VIII. | Added Freedom of Information Act as a new subsection (VII). | |
| 10/12/2018 | 35 | Various | Office of Risk Management & Insurance | Clarified who can be a vehicle passenger; removed university approved agency members as vehicle drivers; removed reference to Study Abroad Insurance. | Removed Criminal History Record Request form. | |
| 10/01/2018 | 70 | IV | Travel Policies and Procedures | Lodging | Clarified process and reporting for Lodging Arrangements with University Housing in IV.C.5 | Revised Charge Authorization Form to be used for University Housing arrangements |
| 10/01/2018 | 50 | All | Sales and Use Tax | Clarified sales and use tax process to provide additional examples, guidance on timing of remitting sales tax, and proper forms to complete for exemption. | ||
| 3/23/2018 | 315 | III | Sponsored Projects, Fee-for-Service, and Gifts | Gifts | Added language requiring a gift transmittal form to accompany funds sent to University Advancement for processing. | Added gift transmittal form. |
| 3/16/2018 | 44 | I | Issuing Gifts, Gift Cards, and Prizes | Policy Introduction and Definitions | Changed definition of gift cards to incude dollar denomination. Updated definition of non-cash gifts. | |
| 3/16/2018 | 44 | II | Issuing Gifts, Gift Cards, and Prizes | Employees | Changed categorization of dollar denominated cards to taxable income for employees. Specified that non-cash gifts are limited to $75 dollars per calendar year. Changes match IRS regulations. | |
| 3/16/2018 | 44 | IV | Issuing Gifts, Gift Cards, and Prizes | Volunteers and Guests | Clarified that Pcard may not be used to purchase gift cards for volunteers and guests. Specified that gifts may not exceed $75. | |
| 3/16/2018 | 17 | I | Acceptance of Payment Cards (Credit and Debit) and e-Commerce | Policy (was Introduction) | Inserted policy statement, responsible parties, and governing law or regulation. Reworded Introduction, and reordered entire Section 17 due to new policy statement. | |
| 2/12/2018 | 9 | New | Identity Theft Prevention Program (Red Flags Rule) | New section regarding MSU compliance with Section 114 of the Fair and Accurate Credit Transactions Act of 2003. Detection, prevention, and mitigation of identity theft in covered accounts. | ||
| 2/2/2018 | 53 | All | Moving Expenses | Removed non-taxable reimbursement as an option due to tax law changes in 2018. Moving expenses must be paid as a taxable allowance. | Moving expenses must be processed as additional pay (taxable) to the employee. | |
| 1/10/2018 | 47 | III | Membership Dues, Sponsorships and Donations | Exhibits | Added memo providing guidance from the Secretary of the Board of Trustees regarding coordination of charitable donations. | |
| 9/29/2017 | 45 | Title | Food and Beverage, Lodging | Title Change to: Food and Beverage Business Functions | ||
| 9/29/2017 | 45 | All | Food and Beverage Business Functions | Sub-sections re-written for greater clarity. | Added worksheet to assist with budgeting functions. | |
| 9/29/2017 | 46 | All | Food and Lodging Purchased on Campus Charged to University Accounts | Removed. Content on Food included in Section 45, Lodging included in Section 70. | ||
| 9/21/2017 | 227 | New | Access to Facility Information and Critical Data | Added new section regarding access to, and distribution of, facility information. | ||
| 9/5/2017 | 76 | All | Independent Contractors for U.S. Citizens and Resident Aliens | Policy rewritten to clarify independent contractor status, rename PSC to Personal Services Contract and update form, update FAQs and examples, add employee vs. independent contractor determination guide. | PSC form updated Employee vs. Independent Contractor Determination Guide added | |
| 7/13/2017 | 1 | I | Fiscal Officer Responsibility | Policy | College/Major Administrative Unit Budget Officer is responsible for ensuring transaction oversight during Fiscal Officer transition. | |
| 6/30/2017 | 79 | I, II | Mobile Phones Used for Both Business and Personal Purposes | Definitions, Policy | Updated languarge for qualifying devices and data plans | Updated wording throughout the whole section |
| 6/30/2017 | 79 | IV, V, VI, VIII | Mobile Phones Used for Both Business and Personal Purposes | Payment | Combined service and equipment payment language, updated recommended allowance amount to better reflect current offerings from vendors | Updated Mixed-Use Mobile Phone Allowance Agreement form, removed Preferred Vendor sub-section |
| 6/14/2017 | 70 | IV | Travel Policies and Procedures | Lodging | Added content from Section 46, separated lodging from Meals & Incidentals and Conferences | "Section 46 being removed (content added to Sections 45 and 70) Lodging Arrangements with University Housing" (form revised). |
| 6/14/2017 | 70 | V | Travel Policies and Procedures | Meal Per Diem (M&IE) | Reworked M&IE for greater clarity, removed references to maids, dining stewards, etc., removed hosted meals and tips (covered in Section 45), consolidated per diem lookup locations | |
| 6/14/2017 | 70 | VI | Travel Policies and Procedures | Conference Fees | Separated from lodging and M&IE | |
| 5/3/2017 | 315 | I, II | Sponsored Projects, Fee-for-Service, and Gifts | Sponsored Projects | Updated various sections for general release of Kuali Coeus (KC), replacement of eTransmittal form by KC processes | |
| 4/21/2017 | 70 | III | Travel Policies and Procedures | Transportation Policies & Procedures | Added reference to Section 35 (MSU Risk Management) for chartering guidelines | |
| 3/2/2017 | 75 | I | Disbursement Vouchers | Policies and Requirements | Reworded and sorted polices and requirements, cleaned up repetitious language | |
| 3/2/2017 | 75 | II | Disbursement Vouchers | Vendor | Added reporting requirement about cumulative payments to research participants (from Section 61) | Additional information about Research Advances in Section 61 |
| 3/2/2017 | 75 | V | Disbursement Vouchers | Special Handling | Reworded Special Handling section for greater clarity, clarified procedure for Special Handling on direct deposit employee reimbursements | |
| 2/6/2017 | 250 | All | Service of Legal Papers and Compliance with Discovery Requests | New section added to Manual | ||
| 1/11/2017 | 17 | II.A | Acceptance of Payment Cards (Credit and Debit) and e-Commerce | Payment (Credit/Debit) Cards | Added paragraph on required training | |
| 1/11/2017 | 17 | II.B | Acceptance of Payment Cards (Credit and Debit) and e-Commerce | Payment (Credit/Debit) Cards | Updated policies for Face-to-Face (Card Present) processing and Mail Order/Telephone processing | |
| 12/28/2016 | 315 | IV | Sponsored Projects, Fee-for-Service, and Gifts | Noncash Gifts/Gifts-In-Kind | Updated link to Consignment/Non-Cash Gift Form | Consignment/Non-Cash Gift Form |
| 11/30/2016 | 315 | I.C | Sponsored Projects, Fee-for-Service, and Gifts | Procedures for Sponsored Projects | Updated who may submit proposals, international activities approval requirements, various dollar limits and clarifications, renamed MSU Technologies to Business-CONNECT, subaward negotiations and execution | |
| 11/30/2016 | 315 | II.A | Sponsored Projects, Fee-for-Service, and Gifts | Fee for Service Activities in Academic Settings | Updates to requirements for federal/governmental sources, publicly advertised activities | |
| 11/8/2016 | 70 | IV.B.3 | Travel Policies and Procedures | Incidentals and Tips | Clarified that tips must be reasonable, and are typically 20% | |
| 11/8/2016 | 45 | II.B | Food and Beverage, Lodging | Business Functions | Clarified that tips must be reasonable, and are typically 20% | |
| 11/8/2016 | 45 | V.D | Food and Beverage, Lodging | Retirements | Added service fee as additional amount to the $17.00 limit to meet how policy has always been enforced | Many caterers and hotels charge a service fee in place of having the customer provide a gratuity |
| 11/4/2016 | 23 | VIII.A.1 | Fellowship and Traineeship Appointments | Taxation of Payments | Removed reference to 1099 issuance | MSU is not required to withhold for U.S. persons |
| 9/29/2016 | 222 | IV, V | MSU Surplus Store | Using Surplus Store, Storage Services | Added information about electronic items to IV, removed Storage Services subsection V | Surplus no longer offering storage services |
| 9/14/2016 | 70 | III.A.2 | Travel Regulations | Taxi/Car Service/Ride Share | Added best practices for travelers using this service, contemporized title | |
| 9/9/2016 | 70 | Title | Travel Regulations | Title Change to: Travel Policies and Procedures | Contemporize; Friendlier - resource oriented vs. regulatory | |
| 9/9/2016 | 70 | I, A. | Travel Regulations | General Policy & Eligibility | Clarification of definition of individuals to which MSU travel policies apply | Combined sections |
| 9/9/2016 | 70 | I, C., 4.c | Travel Regulations | Pre Trip Authorization - Blanket Authorization | Combined In State and Local travel | Identifies that 1 pre trip authorization can be completed for both in state and local travel |
| 9/9/2016 | 70 | I, D, G-I, K | Travel Regulations | Travel Reservations/Purchasing | Changed name of section, replaced "Direct Bill" with "Travel Profile", clarified processes for completing profile and reserving/paying for travel; "Direct Billing" becomes "Prepayment" | Consolidated sections I.D,G-I in new sections B & C; differentiates how MSU pays for travel through Preferred Travel Agencies and payment arrangements (invoicing) by local hotels |
| 9/9/2016 | 70 | I, E | Travel Regulations | University Travel Office | Move contact information to end of Section 70 | |
| 9/9/2016 | 70 | I, F | Travel Regulations | Corporate Travel Credit Card | Moved into Reserving and Paying for MSU Business Travel | Flow is improved to assist readers with understanding of procedures |
| 9/9/2016 | 70 | I | Travel Regulations | Travel Regulations General Policy | Overall, added more links to resources available to MSU business travelers and travel administrators | |
| 9/9/2016 | 70 | II | Travel Regulations | Types of Travel Defined | Changed from Local, Domestic, and International to CONUS, OCONUS, and International to create consistency throughout Section 70; clarified definitions | Meal and Lodging per diems are based upon new titles |
| 9/9/2016 | 70 | III.A | Travel Regulations | Transportation Regulations, Ground Transportation | Reorganized policies to reduce redundancies - general section applies to all types of ground transportation; separated private car, motor pool, and rental vehicles | Contemporized title; reduced language |
| 9/9/2016 | 61 | III, IV | Travel Regulations | Use of Travel and Research Advance Funds, Reporting of Travel & Research Advance Funds | Removed references to direct billing of airfare and rail; replaced with prepay and prepaid | Syncs up with Section 70, Travel Policies and Procedures |
