What is an Administrative Practice Letter (APL)?
An APL outlines the procedures for implementing a policy, providing guidance and consistency to administrative practices across the University of Maine System (UMS).
An APL is a document that defines and establishes UMS procedures; and the standards, expectations, and required action(s) concerning those procedures. It differs from a University of Maine System Policy, which requires the approval of the Board of Trustees and outlines rules, guidelines, and protocols pertaining to UMS standard operating practice.
Select a section below to expand it and view the APLs for that topic.
The following Administrative Practice Letters have been reviewed by key constituents and approved by the Treasurer of the University of Maine System. For questions, please call 207-581-5846.
A. Prepaid Expenses and Deferred Revenues
B. Unrelated Business Income Taxes (UBIT)
C. Unassigned
F. Cash Collections Procedures
G. General Accounting for Capital Assets
The following Administrative Practice Letters have been reviewed by key constituents and approved by the Treasurer of the University of Maine System. For questions, please call 207-581-5846.
B. Motor Vehicle Administration and Guidelines
C. Withholding and Reporting for Personal Use of Employer Provided Vehicles
D. Waste Reduction and Recycling
E. Safety and Environmental Management System
F. Sale or Lease of Real Property to Third Parties
G. Acquisition of Real Property Through Purchase, Gift, Lease, or License
H. Procedures for Obtaining Design and Contracting Services for Capital Construction Projects
The following Administrative Practice Letters have been reviewed by key constituents and approved by the Treasurer of the University of Maine System. For questions, please call 207-581-5846.
A. Repealed as of 7/1/17
B. Repealed as of 5/11/18
D. Payments to Noncitizens of the United States
G. Unassigned
J. Reserves and Other Categories of Unrestricted Net Position
The following Administrative Practice Letters have been reviewed by key constituents and approved by the Treasurer of the University of Maine System. For questions, please call 207-581-5846.
A. Accessibility of University Programs, Services, and Facilities
B. Travel, Expense, and Corporate Card Procedures
D. Record Management Practices
E. Responsibility and Authority for General Ledger Activity
F. Credit/Debit Card Standards
G. Tuition Residency Classification
H. Moving Expense Reimbursement
1. Moving Expense Reimbursement Form
J. Reporting Workplace Wrongdoing
K. Availability of Nutrition Information at Student Dining Services
L. Security Surveillance Camera Policy
N. Health Insurance for Retirees and Former Employees on Long Term Disability
The following Administrative Practice Letters have been reviewed by key constituents and approved by the Treasurer of the University of Maine System. For questions, please call 207-581-5846.
C. IRS Required Forms for Gifts to the University and Receipt of Cash in Excess of $10,000
The following Administrative Practice Letters have been reviewed by key constituents and approved by the Treasurer of the University of Maine System. For questions, please call 207-581-5846.
A. Business Case Process for Information Technology Projects
B. Information Security Incident Response
C. Employee Protection of Data
D. CIO Waiver for IT Processes and Procurement
F. Information Technology Project Management Office
G. Information and Communication Technology Accessibility
The following Administrative Practice Letters have been reviewed by key constituents and approved by the Treasurer of the University of Maine System. For questions, please call 207-581-5846.
A. University of Maine System Purchasing Procedures
B. Procurement Standards of Conduct
C. Purchasing Cards – REPEALED 4/1/2023
D. Cellular Telephone Acquisition, Use and Reimbursement
F. Unassigned
G. Unassigned
H. Guidelines for Determining Employees or Independent Contractor Relationships
The following Administrative Practice Letters have been reviewed by key constituents and approved by the Treasurer of the University of Maine System. For questions, please call 207-581-5846.
B. Restricted Expendable Funds Guidelines
C. Direct Charging of Expenses
F. Inter-Campus Sponsored Projects
H. Compliance Monitoring Program
The following Administrative Practice Letters have been reviewed by key constituents and approved by the Treasurer of the University of Maine System. For questions, please call 207-581-5846.
A. Financial Adjustments – Tuition, Fees, Room and Board
B. Accounting Guidelines for Student Administered Funds
C. Student Accounts Receivable
D. Student Financial Appeal Process
E. Payments to Noncitizens of the United States – moved to APL III-D
F. Fee Collection – Non-University Organizations
G. University of Maine System Tuition Waivers
H. Student Military Mobilization and Activation
I. Federal Financial Aid Programs
J. Early College Student Processing
K. Process for Releasing Official Transcript and/or Diploma for Students with Financial Holds
The following Administrative Practice Letters have been reviewed by key constituents and approved by the Office of the Vice Chancellor of Academic and Student Affairs of the University of Maine System. For questions, please contact 207-581-5842.
A. Mission Statements and Strategic Plans
D. Transfer of Academic Credit
G. Standard University of Maine System Grading Designations
H. Standard Definitions of Academic & Administrative Terms
I. Academic Record and Transcripts
J. Student Appeals Policy for Academic Affairs
K. Admission or Readmission of Students
L. Organization and Establishment of Major Units
M. Accreditation – TBD
N. Student Evaluation of Faculty
1. Institutional Review Policy – IRB Review of UMS Cooperative Research
2. Substantive Changes to Existing Academic Programs
4. Academic Program Suspension
5. Academic Program Elimination
6. Brokering Academic Programs