- Program and Procedural Manual
- Chapter 1 - Organization
- Chapter 2 - Memoranda and Agreements
- Chapter 3 - Extension Program Areas
- Chapter 4 - Civil Rights
- Chapter 5 - Appointed Personnel
- Chapter 6 - Appointed Personnel Benefits
- Chapter 7 - Operations
- 7.01 - Fiscal Policies
- 7.01.01 - Arizona Cooperative Extension Funding
- 7.01.02 - Financial Records System (FRS)
- 7.01.03 - Cost Recovery and Program Development Fees
- 7.01.04 - Financial Issues
- 7.01.05 - The University of Arizona Foundation
- 7.01.06 - Gifts
- 7.01.07 - Guidelines for Raising Funds
- 7.01.08 - Grants and Sponsored Projects
- 7.01.09 - Program Funding
- 7.01.10 - Funding Requests for Faculty Travel, Professional Development and Publications
- 7.01.11 - Arizona 4-H Youth Foundation
- 7.01.12 - Facility Agreements and Contracts
- 7.01.13 - Federal Excess Property and Vehicle Use
- 7.01.14 - University Business Practices Guidelines
- 7.01.15 - Other Fiscal Policies
- 7.02 - Budget Timeline
- 7.03 - Communications and Technologies
- 7.04 - Extension Mail
- 7.05 - Risk Management
- 7.01 - Fiscal Policies
- Chapter 8 - Generic Information
- APPENDIX A
- APPENDIX B
- APPENDIX C
- GLOSSARY OF TERMS AND ACRONYMS
7.01.15 - Other Fiscal Policies
Any requests for reimbursements on Extension funds submitted more than 60 days following completion of travel or event will not be honored. This policy extends to all Extension Agents, Specialists, Staff and Administrators.
Travel expenses on county or department/school funds should be submitted within 10 days of return for out-of-state travel (see FRS Departmental Manual, Section 14.12 ).
Expenses for meetings called by Extension Administration may be reimbursed from State funds, only with prior written approval. Overnight lodging is reimbursed only when travel to and from meeting location exceeds 4 hours.
Unauthorized Bank Accounts
The creation of unauthorized accounts using the name of the University of Arizona may be contributing to the misuse of public funds. No external bank accounts should be established without the appropriate authorization.
The University has established an Insurance Recovery account that is assigned to the College of Agriculture and Life Sciences Administration. The purpose of the account is to receive ALL monies from insurance claims that are paid for all college units, and to expend monies for all repairs and replacements covered by those insurance payments. Claims are made for a variety of occurrences, including such things as theft, breakage, and damage due to handling, accidents, fires, or natural disasters. All proceeds from insurance claims for College of Agriculture and Life Sciences units MUST be deposited to the College Insurance Recovery account. Claims should be filed in a timely manner while there is still evidence of loss.
A missing item is not an insurable loss. An insurable loss is damage or loss due to unexpected events. Mysterious disappearance is not covered. Being unable to account for the whereabouts of something is not adequate. There must be knowledge of both the exact whereabouts and time that an item was last seen and the elimination of possibilities of it being sent for repairs or loaned. Good inventory records and regular securing of property help with claims when property turns up missing and there is not obvious theft by forcible entry.
Process for Handling Claims
All claims for loss involving University of Arizona property must be forwarded to Risk Management and Safety for processing. RM&S reviews claim documentation for completeness, and forwards the claim to State Rick Management for adjusting. Adjusters review the loss and make a recommendation for either payment or denial of the claim. Claim payments are received centrally by RM&S, and then distributed to the department where the loss originated via journal entry.
- Take necessary steps to prevent further damage or loss.
- For criminal activity (theft, vandalism), file a Police Report with UAPD .
- Complete a Property Loss Report Form and gather documentation.
- Notify Risk Management and Safety
- Arrange for repair or replacement of damaged or lost property.
Note: Please be aware that under Arizona Revised Statutes 41-621 insurance coverage is NOT provided for property owned by employees even if it is needed to perform assigned University work. Refer to Risk Management Property Claims for more information.