Policy Updates as of May 9, 2018

May 9, 2018

The following policy documents have been approved and are now posted on the Policies & Procedures Website.

  • Policy 1307 Subrecipient - Establishing, Managing, and Monitoring
  • Policy 3305 Expense Advances
  • Policy 1800 Real Estate Leases

These policy documents are in effect as of their listed Revision Date.  The review process included discussions with the process owners and end users to incorporate their suggestions into these documents, as well as a 30-day draft period for comments from the community.

Policy 1307 Subrecipient – Establishing, Managing, and Monitoring
This policy, under the purview of the Office of Sponsored Projects, provides standardized rules and guidance to the community regarding the establishment, management, and monitoring of subrecipients.  It is updated to reflect enhanced internal controls and process modifications.  Key points include the following:

  • former Procedure 1307 PR.01 Monitoring Subrecipient Activity Associated with Sponsored Programs is now divided into three separate procedures to better define processes, roles, and responsibilities;
  • the rules and procedures for prepayments (formerly known as advances) are updated and clarified;
  • new reports are available to assist in subrecipient monitoring, particularly with respect to the 30-day invoice payment rules on federally sponsored awards;
  • Principal Investigators (PIs) may now approve invoices via email, pursuant to updated rules;
  • new forms assist with the delegation of approval authority (applicable to all sponsored projects – not limited to subrecipient activity) and prepayment requests; and
  • new documents related to the policy are: 1) Procedure 1307 PR.01 Establishing Subrecipients Associated with Sponsored Programs; 2) Procedure 1307 PR.02 Managing Subrecipient Activity Associated with Sponsored Programs; 3) Procedure 1307 PR.03 Monitoring Subrecipient Activity Associated with Sponsored Programs; 4) Form 1307 FR.01 Request for Subrecipient Prepayment; and 5) Form 1310 FR.06 Delegation of Approval Authority for Sponsored Projects.

Policy 3305 Expense Advances
This policy (formerly Policy 3305 Long-Term Activity Expense Advances) is updated to reflect Workday terminology and business processes.  It has been generally reorganized and clarified.  Key points include the following:

  • the policy is clarified to cover all expense advances, not just those for long-term activities;
  • only employees of the University (including student employees) may receive expense advances; and
  • only one expense advance may be outstanding for an individual at any time.

Policy 1800 Real Estate Leases
This policy establishes University Properties as the authority on real estate leasing for the University.  It provides standard rules and guidance to the community regarding the leasing of both commercial and residential real property.  It seeks to codify practices already in place and aims to eliminate gaps in regulation and streamline the leasing process.  Key points include the following:

  • University Properties is the only Yale unit authorized to negotiate and sign real estate leases;
  • three procedures detail the processes for requesting commercial space, residential space, and tenant services;
  • four space request forms (one for each specific type of space request) simplify the gathering of necessary information and approvals; and
  • new documents related to the policy are:

Reminder
Always check the Policies & Procedures website for the latest revisions of all documents to ensure you are utilizing the most up-to-date version.
If you have any questions, please contact Susan Visken-Diaz (susan.visken-diaz@yale.edu) or Michael Jarosz (michael.jarosz@yale.edu).