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Contents
A. Introduction
A-1 Introduction
B. Finance
B-1 Accounting Structure
B-1-1 Introduction
B-1-2 Chart of Funds
B-1-3 Chart of Cost Centers
B-1-4 Budget Chart of Accounts
B-1-5 Chart of Programs
B-2 Budgeting Procedures
B-2-1 Budget Development Instructions
B-3 Accounting procedures
B-3-1 Accounts Receivable Management
B-3-2 Accounts Payable: Invoice Processing and Payment Procedure
B-3-3 Financial Journals
B-3-4 Imprest Fund: Issuance and Replenishment
B-3-5 Student Accounting & Cash Control
B-4 Accounting Policies
B-4-1 Petty Cash (Imprest) Policy
B-4-2 Business Travel Reimbursement Policy
B-4-3 Grants Policy
B-4-4 Fixed Assets Policy
B-4-5 Financial Approvals
B-4-6 Book purchasing Policy
B - Apx 1B Appendix 1B: Per Diem USA
B - Apx 2 B Appendix 2B: Per Diem Alaska and Hawaii
B – Apx 3B Appendix 3B: Per Diem other countries
C. Purchasing Policies & Procedures
C-1 Mission
C-2 Purchasing Code of Ethics
C-3 Responsibility
C-4 Objectives
C-5 Routine Acquisitions
C-6 Special Review & Approval Items
C-7 Additional Roles
C-8 Airline Tickets
C-9 Competitive Sealed Bidding & Tender Offers
C-10 Contracts
C-11 Negotiations
C-12 Emergency Purchases
C-13 Expediting & Follow-up
C-14 Change/Cancellation of Offer
C-15 Return of Items
C - Apx 1C Appendix 1C: Purchasing Policies & Procedures (for open purchase orders)
C - Apx 2C Appendix 2C: Preparation of Purchase Orders
D. Logistics
D-1 General Information
D-2 Inventory Auditing and Stocktaking
D-3 Capital & Fixed Assets Policy
D-3-1 Introduction
D-3-2 Guidelines
D-3-3 Capital & Fixed Assets Procedures
D-4 Asset Disposal Policy
D-4-1 Introduction
D-4-2 The Policy
D-5 Surplus Asset Declaration & Disposal Procedure
D-5-1 Intent
D-5-2 The Scope
D-5-3 The Procedure
E. Risk Management
E-1 Introduction
E-2 Definition
E-3 Objective
E-4 Plan for Action
E-5 Methods for Reducing Risks
E-6 Policies regarding Insurance/Risk Management
E-7 Responsibilities of the Risk Management Department
E-8 Insurance Programs Offered by the American University of Sharjah
E-9 Insurance Payments
E-10 Post-Accident Procedures
E-11 How to Make a Claim
E-12 Properties not insured by the American University of Sharjah
F. Information Systems
F-1 Introduction
F-2 Resources & Facilities Covered by This Policy
F-3 IT Support Services
F-3-1 Technical Support
F-3-2 Accounts
F-4 Prohibited Acts & Proper Resource Utilization
F-5 Storage Usage
F-6 Statement on Obscene Material
F-7 Software Copyright Policy
F-8 IT Committees
F-9 IT Policy on Notification of Potential Service Interruptions
F-10 IT Policy on Access to the AUS Network by Third Parties
F-10-1 Purpose
F-10-2 Annual Review Process
F-10-3 Policy
F-10-4 Termination of Access
F-10-5 Application Procedure
F-11 Policy Revision
F - Apx 1F Appendix 1F: Code of Conduct (Acceptable Use Policy) – Students,
Faculty and Staff
G. Housing
G-1 Policies Governing the Assignment of Campus Housing
G-2 Policy Governing the Assignment of Guest Houses
G-2-1 Objective
G-2-2 Entitled Guests
G-2-3 Residence Period
G-2-4 Reservation
G-2-5 Checking In
G-2-6 Items Available at Guest Houses
G-2-7 Additional Services Available for Guest-houses’ Residents
G-2-8 Emergencies
G-2-9 Departing the Guest-house
G-2-10 Payment Method
G-3 Guest House Rental Rates
I. Auxiliary Services
I-1 Residential Services
I-1-1 Transport Policy
I-1-1-1 Mission
I-1-1-2 Allocation of University Motor Vehicles
I-1-1-3 Utilization of allocated Motor Vehicles
I-1-1-4 Responsibility for casual user motor vehicles on University duties
I-1-1-5 Usage of hired vehicles
I-1-1-6 Operational Control
I-1-1-7 Tire Replacement
I-1-1-8 Vehicle replacement
I-1-1-9 Damage to motor vehicles
I-1-1-10 Motor Vehicle Insurance
I-1-2 The University Leisure Center
I-1-2-1 Purpose
I-1-2-2 Leisure Center Hours of Operations
I-1-2-3 Children, Youth and Adults
I-1-2-4 Pool Regulations
I-1-2-5 Guests
I-1-2-6 General Regulations
I-2 Business Services
I-2-1 Travel Procedure
I-2-1-1 Annual Leaves
I-2-1-2 Business Trips
I-2-2 Catering Procedure
I-2-3 AUS Copy Center
I-2-3-1 Mission
I-2-3-2 Location
I-2-3-3 University Policy
I-2-3-4 Service Philosophy
I-2-3-5 Goal
I-2-3-6 Making Copies
I-2-3-7 Other Services
I-2-3-8 Tips
I-2-3-9 Support Services
I-2-3-10 Prohibitions
I-2-3-11 Procedures/Guidelines
I-2-3-12 Due Dates/Deadlines/Delivery
I-2-3-13 Advance Planning
I-2-3-14 Contact
I - Apx 1I Appendix 1I: Duplication Work list
I-2-4 Day Care Center Policies & Procedures
I-2-4-1 Mission Statement
I-2-4-2 Objectives
I-2-4-3 AUS Day Care Center Health & Safety Policy
I-2-4-4 Child Management Policy
I-2-4-5 Procedure for Discipline of Children
I-2-4-6 Meals Policy
I-2-4-6-1 Food
I-2-4-6-2 Kitchen & Staff
I-2-4-7 Quiet Time Policy
I-2-4-8 Toileting Policy
I-2-4-9 Excursion Policy
I-2-4-10 Parent Contact Policy
I-2-4-11 Program Policy
I-2-4-12 Homework Policy
I-2-4-13 Birthday Policy
I-2-4-14 Timing Policy
I-2-4-15 Fees Policy
I-2-4-16 Nursery Policies & Procedures
I-2-4-16-1 Sleeping
I-2-4-16-2 Changing
I-2-4-16-3 Supervision
I-2-4-16-4 Hygiene
I-2-4-16-5 Medication/Sickness
I-2-4-16-6 Feeding
I-2-4-16-7 Playing/Development
I-2-5 Commercial Outlets
I-2-5-1 Objective
I-2-5-2 Procedure for Opening new outlets
I-2-5-2-1 New Outlets
I-2-5-2-2 Procedure for Opening New Outlets
I-2-5-3 Procedure for collecting payments
I-2-5-3-1 Periodic rent
I-2-5-3-2 Percentage of Sales
I-2-5-3-3 Combination of Terms
I-2-5-4 Procedure for renewing contracts
I-2-5-5 Health Issues
I-2-5-7 Reports
I-2-5-7-1 Report 1: Existing Outlets
I-2-6 Procedure for Mail Box Request
1-3 Campus Cash Card
1-4 AUS Facility Rental Policy
J. University Health Services
J-1 General University Health Services policies
J-2 Medical services for on-campus residents
J-3 Student insurance plans
J-4 Medical Services Day Care Center
J-5 Dental Clinic policies
J-6 Medical services for student in dormitories
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