104 Kent Student Center
Business meals and hospitality expenses are reimbursable only when involving official university business (e.g., activity with external clientele or prospective employees of the university, authorized conferences and academic ceremonies) or as otherwise specified in Policy 3342-7-02.5. Reimbursable amounts for food and beverages shall be reasonable on an actual cost basis and do not include alcohol. Executive officer approval is required for all business meals and hospitality expenditures. Transactions that are not consistent with policy require use of a Policy Exception Pre-Approval Form which must be obtained in advance of the expenditure.
The individual is responsible for all expenses. Reimbursements are requested through the Expense Reimbursement Workflow available in FlashLine. Additional payment methods allowed are direct vendor payment, such as check requests, and IDC for internal charges. The departmental p-card shall not be used for business meals and hospitality expenditures. (Policy 3342-7-02.5)
Ohio Auditor of State
Special Investigations Unit
88 East Broad Street
P.O. Box 1140
Columbus, OH 43215
The university has responsibility for the stewardship of university resources and the public and private support that enables it to pursue its mission. It is, therefore, committed to the highest standards of fiscal responsibility to establish an environment that assures institutional assets are properly accounted for and safeguarded from loss, abuse or misuse. Administrative policy for reporting and investigating fraud and fiscal abuse (Policy 3342-7-02.9) communicates reporting methods for actual and suspected fraud or fiscal abuse and the process to be followed for investigating a report. The policy is also intended to protect individuals who engage in good faith disclosure of a suspected violation.
Additionally, the Ohio Auditor of State's office maintains a system for the reporting of fraud, including misuse of public money by any official or office. The system allows all Ohio citizens, including public employees, the opportunity to make anonymous complaints through a toll free number, the Auditor of State's website, or through the United States mail.
The Office of General Counsel manages the legal affairs of the university. It provides legal counsel, litigation and legal risk management, contract and policy drafting and review, compliance oversight and preventative advice to Kent State University. Visit the General Counsel website at www.kent.edu/universitycounsel to learn more about the office and the services it provides, including material designed to educate the university community about common legal issues.
General Counsel and the office of Internal Audit have compiled a database of several local, state and federal regulations and laws that are applicable to many of the activities conducted by, or in connection with, the university.
The purpose of this site is two-fold. It can be used as a resource by university staff, faculty and students to research the regulatory responsibilities of university departments and personnel. It also provides the concerned user with an opportunity to contact the office or individual whose position/area is most directly related to a given regulation, in order to express concerns or ask questions.
It is the duty of each employee to ensure that certain University records in their charge are maintained and/or disposed of properly. Pursuant to University Policy 3342-5-15, the Office of General Counsel has created record retention schedules to assist faculty and staff in managing public records for which they are responsible. The retention schedule can be found at http://www.kent.edu/generalcounsel/records. This resource will help you identify the type of record that you have; the minimum amount of time you are required to keep the record; and whether the record should eventually be archived or destroyed.
A public record is defined as any document, device or item, regardless of physical form or characteristic, that has been created or received in the course of university business and which serves to document the organization, functions, decisions, procedures, operations or other activities.
Keep in mind that email is no different than any other paper record created during the course of a day. When deciding how long to keep an email, you should follow the same retention schedule as other forms of public record.
Records (including email) received through the course of the day that do not document the university and its functions may be disposed of immediately. These include, but are not limited to, personal correspondence (discussion about non-university issues), non-university publications, listserv material, junk mail/spam, catalogs or commercial ads, journals, books or other library materials, and any attachments that contain documents that were not created by the university, and/or for a university purpose.
All public records requests for Kent State shall be directed to the Office of General Counsel.
Policy 3342-5-15.1 outlines the standards for review of the request, along with the procedures for the universityâ€™s response. It provides that:
Larry McWilliams, Assistant Manager of Procurement, is the administrator for Cliqbook and can be reached at firstname.lastname@example.org or 330-672-9196.
Business Administrator Services (BAS) maintains a list of employee discounts offered to Kent State employees. The list is updated periodically and is by no means comprehensive. If you frequent a local business that is not listed, ask that business if they would like to offer a Kent State discount and be listed on the employee discount page.
PRIVATE BUSINESS ACTIVITIES
Employees may be employed in work outside of their regularly scheduled job as long as that additional employment does not interfere with their job responsibilities and work schedule. A leave of absence will not normally be granted to permit an employee to accept â€œother employment.â€(Policy 3342-6-11.10)
Outside employment/enterprises of faculty and academic administrators is governed by policy. Those individuals may not engage in activities that compromise his or her responsibilities to the university. (Policy 3342-6-24)
Prior to accepting continuing remunerative employment, the faculty member or academic administrative officer must have a management plan that is approved by the chairperson, school director or regional campus dean, the appropriate academic dean and the vice president for research. The approval process must be repeated at the start of each academic year.
The university has no interest in copyright ownership of works except when the work is prepared under contract with the university, when the work is created within the scope of university employment or when the work is created through a direct and significant allocation of university resources to a specified project. In those cases it is the property of the university, unless the university expressly waives its rights.
Accordingly, when a staff member creates a copyrightable work as part of his/her employment, the university owns the work and has the rights and responsibilities associated with copyright ownership. (Policy 3342-5-10)University ownership of faculty works as it relates to copyrights is governed by the collective bargaining agreement.