Table of Contents
- Section I – Accounting
- Section II – Asset Management
- Section III – Finance
- Section IV – General Administration
- Section V – Gifts/Investments
- Section VI- Information Technology
- Section VII – Procurement
- Section VIII – Sponsored Programs
- Section IX – Student Financial
- Section X – Academic and Student Affairs
Section I – Accounting
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
Section II – Asset Management
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
I. Information Technology in Capital Projects
Section III – Finance
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A. Repealed as of 7/1/17
B. Repealed as of 5/11/18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. Unassigned
G. Unassigned
J. Reserves and Other Categories of Unrestricted Net Position
Section IV – General Administration
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 and Expense Procedures
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
Section V – Gifts/Investments
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
E. Tax Sheltered Annuity Guidelines
Section VI- Information Technology
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
H. Acceptable Use of Information and Information Systems
Section VII – Procurement
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
D. Cellular Telephone Acquisition, Use and Reimbursement
F. Unassigned
G. Unassigned
H. Guidelines for Determining Employees or Independent Contractor Relationships
Section VIII – Sponsored Programs
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
I. Revision of Budget and Program Plans
Section IX – Student Financial
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 Nonresident Aliens
1. Foreign National Information Form (PDF)
2. Interpretation of the IRS Laws Governing Nonresident Aliens
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
Section X – Academic and Student Affairs
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
7. Annual Academic Program Report (AAPR)
S. Establishing and Maintaining Centers