Policy Governing Identity Theft Prevention Program and Red Flag Guidelines

POL-FA4001

The purpose of this policy is to establish an Identity Theft Prevention Program designed to detect, prevent and mitigate identity theft in connection with the opening of a covered account or an existing covered account and to provide for continued administration of the Program. Further, the efforts and resources committed must be appropriate to the size and complexity of the organization and the nature and scope of its activities. The Program shall include reasonable policies and procedures to:

  1. Identify relevant red flags to ensure the detection of possible risk of identity theft to customers and incorporate those red flags into the Program;
  2. Detect red flags that have been incorporated into the Program;
  3. Respond appropriately to any red flags that are detected to prevent and mitigate identity theft; and
  4. Ensure the Program is updated periodically to reflect changes in risks to customers and to the safety and soundness of the creditor from identity theft

Administration of the Program is with the Vice President of Finance and Administration in development, implementation and oversight. This includes ongoing staff training and oversight of service provider arrangements to ensure compliance.

Pacific University developed this identity Theft Prevention Program (“Program”) pursuant to the Federal Trade Commission’s Red Flags Rule, which implements Section 114 of the Fair and Accurate Credit Transactions Act (FACT ACT) of 2003. This program was received and reviewed by the Executive Committee of the Board of Trustees on April 13th, 2009. The program was then sent to the Finance Committee to review on May 22, 2009. The Finance Committee forwarded the policy to the Audit Committee for approval. After consideration of the size of the University’s operations and accounting systems, and the nature and scope of the University’s activities, the Audit Committee determined that this Program was appropriate for Pacific University, and therefore approved this Program on June 10, 2009.

Policy requires PUNet ID to review.

Jun. 10, 2009

University Travel Policy

POL-BUS4301

In recognition of the important work that Pacific University employees conduct at conferences, presentations, site visits, development trips, and more, the University Travel Policy provides a way to ensure cost effectiveness and accountability while upholding Pacific University’s mission.

This policy has been created to govern spending on travel and expenses related directly to business travel for Pacific University, in compliance with IRS regulations. The University will reimburse individuals for reasonable, necessary, appropriate and approved travel and business expenses incurred in the performance of University business.

All employees must receive approval from their supervisor before traveling to conferences, workshops, and other off-campus events. Documentation showing this approval may differ for some areas and employees should consult their supervisor. If an area does not have a current system in place employees may utilize a Travel Authorization Form (TAF). For travel to other campuses, prior approval is not necessary.

Prior approval must be documented prior to arranging any travel. The University may not reimburse travel plans made without prior approval from the employee’s supervisor. A purchase order is not required for travel expenses.

In adherence with IRS guidelines, when the employee returns from their travel, they are required to submit a Travel Expense Report to the Business Office with the proper documentation and approval paperwork, within 30 days. The 30-day rule is necessary to allow for processing, and given the IRS may now consider later-filed reimbursements as taxable income to the employee and subject to income and withholding taxes, employees are asked to adhere to this deadline. However, fiscal year-end deadlines set by the Business Office may impact this 30-day requirement and forms may be required to be submitted in less than 30 days.

*Note - Policy document was updated on 2/1/19 to clarify procedures related to obtaining travel insurance.

Travel Authorization Form and Reconciliation 2018

Travel Insurance Information, updated 2/1/19  (for questions related to university insurance, contact the executive assistant to the VP of Finance)

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Dec. 18, 2018