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5 Policies and Procedures

The Department Chairs have defined the following procedures and schedule for implementation of processing development funds for the Academic Year.

Development Funds Guidelines

All Development Funds expenses are subject to approvals from both the Department Chair (DC) AND the Finance Manager of Academic Affairs (FM) OR Associate Dean (AD) of Academic Affairs, depending on the nature of the expense.

Policies

a. All Development Funds expenses are subject to approvals from both the Department Chair (DC) AND the Finance Manager of Academic Affairs (FM) OR Associate Dean (AD) of Academic Affairs, depending on the nature of the expense.

b. Faculty members must submit Development Fund Proposal Forms to their respective DC between August 1 and January 31 of the current academic year to ensure their funds are reserved for the remainder of the academic year. After January 31, unreserved funds may be reallocated within disciplines based upon the discretion of the DCs. After March 31, remaining funds may be allocated to other departments or school-wide based upon the discretion of the AD.

c. Developmental funds of $2,500 are available to all tenure/tenure-track faculty members, along with Academically Qualified Practitioner Faculty members for the current academic year. Practitioner Faculty who teach at least 12 credits are eligible for development funds per the following schedule:

a) 21+ units: $2,000

b) 16-20 units: $1,500

c)12-15 units: $1,000

Additional funds may become available on an exception basis and must be approved by both the DC and AD. Generally, no more than $5,000 of funding may be made available to any one professor and no more than 2 conferences may be attended within an academic year, unless specifically authorized by the DC and AD.

d.  All requests must be made at least one month prior to the date of the event. Requests made less than one month away run the risk of not gaining approval due to time constraints.

e.  Receipts for all expenses must be submitted within 45 days of purchase date. Receipts received by Academic Affairs past this deadline risk non-reimbursement per University policy.

f.   Expenses paid by the faculty prior to approvals will not be reimbursed until proposals are submitted and appropriate approvals are obtained.

g.  Purchases of books, equipment, journal subscriptions and similar “non-consumables” goods are subject to a limit of $1000 per academic year. Additionally, purchases of “non-consumable” items exceeding $100 in cost must be made through the FM. Faculty members who pay for these items directly risk non-reimbursement per University Policy.

h.  Funds approved for specific event/items are not transferable for other usage. A revised development funds proposal is required to be submitted through the proper channels prior to these expenditures.

i.   If faculty members wish to transfer their unused development funds to another faculty member, he/she must obtain the approval of the DC and potentially the AD, depending upon the nature of the request.

j.   Journal submission fees up to $200 (per submission) are eligible for payment by the University outside of the normal development fund pool. Excess fees may be covered with development funds with appropriate approvals from the DC and either the FM or AD.

k.  All development funds must be spent and expensed to Academic Affairs by the end of the fiscal year. Specific notices and deadlines will be given as the end of the Fiscal Year approaches.

l.   All faculty members are subject to University Financial Policies (link).

 

Procedures

Approval Process

a.  Faculty members must complete the Development Funds Proposal Form (Exhibit A)

b.  The faculty member will then submit the completed form via e-mail to his/her Department Chair (DC) for approval/signature.

Note: The DC can simply type their name on the signature lines.

c.  Once the proposal is approved by the DC, he/she will forward it via e-mail to the Finance Manager of Academic Affairs (FM).

d.  The FM will review the Development Funds Proposal to determine if…

a.  The proposal is less than or equal to the available budget (See Policies – Point C).

i.   If the proposal is less than or equal to available budget and the requesting faculty member still has Development Funds available, the proposal does not require the approval of the Associate Dean of Academic Affairs (AD).

b.  The proposal is greater than the available budget (See Policies – Point C) or the accumulation of proposals is greater than the available budget for one faculty member.

i.   If a single request is greater than the available budget, then the FM will request approval from the AD. DCs have the authority to approve any requests up to $5,000.

ii.  If the faculty members’ request is less than the available budget but the amount of this request will make him/her exceed the available budget, then the FM will request approval from the AD (i.e. proposal is only $1,000 but the faculty member has already used $2,000 of his/her $2,500 budget). DCs have the authority to approve any requests up to $5,000.

e.  The Finance Manager will notify the faculty member via e-mail whether or not the proposal has been approved.


Expense Reimbursement Process

Depending on the purpose of the funds, travel/purchase arrangements can be made with the Finance Manager.

For non-mileage expenses

1. Faculty members must complete the Expense Reimbursement Form.

2. Please TAPE all receipts on 8.5” x 11” white paper and number each receipt (1, 2. 3. etc.) Please do not staple or clip your receipts.

3. Fill in the Employee Information section.  Please indicate which method of reimbursement you prefer, otherwise the default option of "paper check" will apply.

4. Fill in the Statement Date, Course Name/Number, Conference Name and Dates Attended. If "Other", please include specific information.

5. Fill in the details of each receipt, matching the Item # on the Expense Reimbursement Form to the number of each receipt.  Please note that the "Expense Type" column features a drop-down menu.  Under "Detailed Description", provide specific information such as name of meeting attendees, address of meeting, etc.

6.   Please use one line item for each receipt you have (i.e. do not bunch meals or transportation costs together)

7.   For expenses that do not have a receipt, please describe the expense in the Detailed Description section, as well as an explanation as to why you do not have a receipt.

8. Please leave the mileage section blank.

9. Click File, then Save As, and rename your document with your name and date.

10. Submit the Expense Reimbursement Form, all related receipts, and any other supporting documents to the Finance Manager. The documents may either be sent electronically or physically through inter-campus mail.

For mileage expenses

1. If you are submitting a mileage expense, choose "Mileage" in the drop-down menu of the Expense Type column.

2. DO NOT write anything in the expense amount--the form will calculate it for you, depending on the number of miles you input.

3. In the Detailed Description section, describe the purpose of your trip.

4. If traveling to a place other than a Pepperdine campus, please include the address and an internet-generated map (e.g., maps.google.com,maps.yahoo.com,www.mapquest.com, etc...) as a supporting document. If a map is not included in your submission, mileage will be adjusted as reflected on an internet-generated map.

5. In the Mileage From column, choose your home campus in the drop-down menu.  In the Mileage To column, choose the destination campus, or type in the offsite location name. Keep in mind, only one-way mileage is calculated, so for round trip mileage, make two entries.

6. Click File, then Save As, and rename your document with your name and date.

7.Submit the Expense Reimbursement Form, all related receipts, and any other supporting documents to the Finance Manager. The documents may either be sent electronically or physically through inter-campus mail.

 

For expenses where foreign currency is used

Please note: This form is designed for multiple currencies if used correctly.

a) Follow all instructions found in the "For non-mileage expense" section, EXCEPT for a few changes:

a.Under the Expense Amount columns, type in the amounts of each receipt in the foreign currency.

b.Please use the OANDA website to calculate the value of the dollar in terms of the foreign currency: http://www.oanda.com/currency/converter/

c.On the website, under "Currency I Have," choose your foreign currency, put "1" as the amount, and under "Currency I Want," choose "US Dollar". The US Dollar amount that appears below is the Currency Conversion Rate you will need for your expense report form.

d.Print this page. You will be submitting this as substantiation for your expenses. Without it, you allow your requestor to use this website to calculate your expenses.

e.Under the Currency Conversion Rate, input the US Dollar rate you found on the OANDA website. The form will automatically calculate the US Dollar equivalent of your expense.

 

Reporting Process

In an effort to help the Department Chairs and the Associate Dean remain informed of the current status of the Development Funds available, the Finance Manager will post an updated Development Funds Log to the Department Chairs Sakai site every Friday.

Estimated Expense Reimbursement Turn-around Time

 

Expense Incurred and submitted by faculty member

0 - 45 days

Expense reimbursement processed by Academic Affairs

0 - 14 days

Expense reimbursement processed by Accounts Payable

7 - 14 days

Check received by faculty

Approximately 2-4 weeks from original submission date

 

Please keep in mind that some delays are inevitable during busy times such as year-end and close of the fiscal year, but rest assure that Academic Affairs intends to do everything possible to expedite the reimbursement process for your convenience at all times.
  
Department Chair E-mail Disciplines

Peggy Crawford

Peggy.Crawford@pepperdine.edu

ACCT, FINC

Teri Tompkins

Teri.Tompkins@pepperdine.edu

ABS, OTMT

Ken Ko

Kenneth.Ko@pepperdine.edu

STGY, ISTM, ENTR, DESC

David Ralph David.Ralph@pepperdine.edu ECNM, LEGL, MKTG