COMPTROLLERPersonnel/PayrollState Compliance
10.1 Candidates for Political OfficeAny employee of the University who becomes a candidate in any primary or general election for any county, state, or federal office, shall, prior to announcing his or her candidacy for any said office, first offer his or her resignation to the Board of Regents, without reservation. In making the announcement of the adoption of the resolution, the Board of Regents stated that it did not want to be understood as offering discouragement to employees from becoming candidates for public office. Employees may regard it as their duty to become candidates. 10.2 Confidentiality of Library RecordsThe University adheres to Oklahoma and federal law with respect to confidentiality of library records. The records of library materials borrowed or used cannot be disclosed to anyone except:
10.3 Conflicts of Interest10.3.1 Purpose of Policy This policy addresses situations where there might be a potential financial conflict between a particular outside interest of a faculty or staff employee and the obligation that the employee owes to the University such that an employee's profit or advantage may come, or reasonably appear to come, at the expense of the well-being of the University. The purpose of this policy is to aid in identifying apparent, actual, and potential conflicts of interest and assuring that such conflicts do not improperly affect the activities or professional conduct of the University or its employees. It is not the intent of this policy to restrict legitimate work appropriate to the employee's profession or discipline, but only to provide the University with authority to take action that is appropriate, proportionate, and focused on substantial conflicts of interest that compromise an employee's professional judgment. 10.3.2 Statement of General Policy The University is a public institution committed to the mission of teaching; research and creative/scholarly activity, and professional and University service and public outreach. To these ends, the University balances an assortment of principles: maintaining an atmosphere that promotes free and open scholarly inquiry; facilitating the transfer of information and technology for the benefit of the public; and serving as a prudent steward of public and private resources entrusted to it. Faculty and staff have a primary commitment to their basic University duties of teaching; research and creative/scholarly activity, and professional and University service and public outreach. These basic duties often limit outside activities. As a result, professional and personal activities may present conflict of interest situations, which should be evaluated under the auspices of this and other applicable policies. Employee participation in outside professional, commercial, and pro bono publico activities can make important direct and indirect contributions to the strength and vitality of the University. Through participation in such activities, employees may add to knowledge and understanding that is relevant and useful to teaching and research within the University, develop sources of funding and support for activities carried out in the University, and establish relationships valuable to the University. Because of its value to the University, its rewards for an individual employee, and its contributions to the larger society of which the University is a part, the University recognizes that employee participation in outside professional, commercial, or pro bono publico activities is often appropriate. Sound professional discretion is an integral part of the University's conflict of interest system. Any review of a potential conflict of interest will be undertaken in light of four general propositions. First, conflicts of interest per se are inevitable and do not necessarily represent any impropriety by employees if disclosed in advance. Second, the failure to disclose a conflict of interest for administrative review and response would be a serious mistake for any employee and may be a breach of this policy. Third, there is a presumption in favor of allowing employees to act in dual roles once the conflict of interest has been disclosed (prior written approval is required in cases of potential conflicts involving federal grants or contracts). Fourth, conflicts of interest may be so profound or substantial that it would be best for all concerned if the employee did not participate in a particular transaction. It is not possible to completely eliminate the potential for conflicts of interest because there are certain rewards and incentives that are inherent or appropriate in the structure of a University enterprise. Such conflicts become detrimental when the potential temptations, financial or otherwise, undermine reasonable objectivity in the design, interpretation, and publication of research; in setting University policies; in managing contracts; in selecting equipment and supplies; in involving students in sponsored projects; or in performing other roles in University governance in which objectivity and integrity are paramount. Furthermore, since allegations of conflicts of interest based on appearances can undermine public trust in ways that may not be adequately restored even when mitigating facts are brought to light, apparent conflicts should be avoided, when feasible and appropriate. Other sections of this policy notwithstanding, it is the ongoing responsibility of the employee to abide by the provisions of all other applicable federal and state laws, and the University's policies relating to conflicts of interest; to identify potential conflicts of interest; and to disclose and seek guidance on such matters from the appropriate vice president. 10.4 Ethics PolicyThe State Ethics Commission was established under Article XXIX of the Oklahoma Constitution. The Commission is charged with promulgating rules of ethical conduct of state officials and employees, including civil penalties for violations of such rules. State officers and employees are to comply with the Ethics Commission “Act” [Section 4200 et seq. of Title 74] and the Ethics Commission “Rules” [Chapter 20 of Title 257 of the Ethics Commission rules]. The Rules and the Act deal with prohibitions against political activities, financial disclosure, conflicts of interest, and penalties and enforcement. For further detailed information, please contact the Vice President for Business Affairs. 10.5 Firearms PolicyFirearms and munitions of all types are prohibited on all property owned, leased, or occupied by the Board of Regents at all times except as specifically authorized below.
For purposes of this policy, “inoperable” means physically rendered incapable of firing either by removal of critical parts or installation of a device to prevent operation, or both. Where firearms are required to be inoperable, the Director of Campus Police shall inspect and certify that the firearm is inoperable. 10.6 Health and SafetyThe University is committed to providing a safe and healthy environment for the entire University community and to complying with all applicable federal and state laws and regulations pertaining to occupational and environmental safety. Academic and administrative personnel with supervisory and teaching roles must ensure that procedures are developed and followed which are designed to prevent injury, protect the assets of the University, and protect their environment. It is the responsibility of all University faculty, staff, and students to follow safe working practices, obey health and safety rules and regulations, and work in a manner that protects their health and that of others and does no harm to the environment. However, in the event of an employee injury, the following practices will help guide the employee relative to his or her rights. Employees should follow the Procedures For Reporting An On-The-Job Injury The Employment and Benefits Office will assist the injured employee in filing an injury report with either Risk Management or workers’ compensation authorities, as appropriate. 10.6.1 Risk Management If an individual sustains an injury on University property and is not involved in compensable work for the University, a Standard Liability Incident Report should be filed with the Employment and Benefits Office. The Oklahoma Governmental Tort Claims Act governs coverage provided for those individuals who are on state property but not performing compensable work and are injured while on state property. Claims to the State Risk Management Office will be evaluated to determine if the University is liable for damages. Additional information is available in the Employment and Benefits Office. 10.6.2 Workers’ Compensation If an employee sustains an injury during the course of the performance of compensable work for the University, appropriate Workers’ Compensation claim forms must be filed through the Employment and Benefits Office. See further information about Workers’ Compensation. 10.7 Open Record RequestIt is the policy of the University to abide by the Oklahoma Open Records Act and the Family Educational Rights and Privacy Act (FERPA) as they relate to records requests. Requests made under the Oklahoma Open Records Act should be sent to the Vice President for Business Affairs. Requests made under FERPA should be sent to the Office of Enrollment Management. Requests made to these two offices will be sent to the University’s Legal Counsel. The University’s Legal Counsel will facilitate and coordinate responses to the requests. 10.8 Political Activities of EmployeesAn employee of the Board or University who participates in political activities must do so in a manner that:
Violation of these principles may be considered cause for disciplinary action, up to and including dismissal. 10.9 Tobacco UseIn accordance with the state Smoking in Public Places Act, the University has established a Smoking in Public Places Policy. All buildings on the Claremore, Bartlesville, and Pryor campuses will be free from smoking or other tobacco use. Smoking within twenty-five feet of an entrance to a building is prohibited. “Building” is defined for the purpose of this policy as an enclosed, indoor area owned or operated by the University and used by the general public, serving as a place of work for University employees or a meeting place for a public body (as defined in the Open Meeting Act O.S. 25, § 304), including but not limited to offices, classrooms, laboratories, libraries, auditoriums, arenas, theaters, performance/exhibit halls, museums, meeting rooms, cafeterias, or public conveyances (elevators, school vehicles, etc.). “Smoking” means the carrying by a person of a lighted cigar, cigarette, pipe, or other lighted smoking device. “Tobacco” is defined as any tobacco product which is used orally or inhaled. Individuals who are violation of this policy are subject to citations and/or disciplinary actions, up to and including dismissal. 10.10 TravelThe following travel reimbursement guidelines are based upon the State Travel Reimbursement Act, Title 74 O.S., Section 500.1 et seq., and procedures established by the Office of State Finance, unless otherwise noted. Employees may be reimbursed for travel expenses incurred while conducting official University business or attending professional development events. Requests to attend professional meetings must be accompanied by a program or letter of invitation. All out-of-state travel, except for routine business during the day, requires prior approval of the President. An Out-of-State Travel Request Form If available and requested, a University-owned vehicle may be reserved. If it becomes necessary to cancel a vehicle reservation, notification of the cancellation should be made to the Motor Pool so that the vehicle can be reassigned for another purpose. Reimbursement for authorized expenses may be requested by completing a State of Oklahoma Travel Voucher, OSF Form 19, as soon as travel is completed. The form can be obtained from the Budget and Accounting Office in paper or electronic format. The amount claimed for reimbursement should not exceed the amount approved on the Out-of-State Travel Request Form if applicable. All required receipts must be attached to the form. For additional guidance on travel procedures, please contact the Budget and Accounting Office. 10.10.1 In-State Reimbursement/General Provisions Official travel status for the purpose of meals and lodging shall be defined as absence from the employee’s home area or official station area while performing assigned official duties; such trip must be of sufficient duration and distance to qualify as overnight absence from the person’s home or official duty station area. 10.10.2 Out-of-State Reimbursement/General Provisions Reimbursement for meals and lodging on out-of-state trips shall not begin more than twenty-four hours before or continue more than twenty-four hours after the trip objective, such as a meeting, workshop, or conference. 10.10.3 Lodging Reimbursement for overnight lodging for official travel status may be made at a rate not to exceed the specified limit per night for in-state or out-of-state travel, except for designated meeting sites. Receipts issued by the hotel, motel, or other public lodging place must accompany the claim for reimbursement. If the place of lodging is the designated meeting site, a brochure from the event sponsor reflecting such designation must be submitted with the claim. 10.10.4 Per Diem Reimbursement for meals during official travel is authorized at rates set by Oklahoma Statute, provided the trip meets the overnight criteria. In computing the reimbursement for per diem, a day shall be a period of twenty-four hours. Reimbursement is not allowed for meals that have been provided as part of the registration fee or by any party other than the employee. 10.10.5 In-State Transportation Travel by privately owned vehicle may be reimbursed based on the distance set forth by the official state map produced by the Oklahoma Department of Transportation. Any vicinity travel must be entered on travel claims as a separate item. 10.10.6 Out-of-State Transportation Regardless of the mode of travel (including privately owned vehicle), reimbursement for out-of-state transportation costs shall not exceed that of coach airfare. However, travel by commercial airline on a first-class basis may be reimbursed if coach class space is not available within a reasonable time and is justified by attachment to the claim for reimbursements. Airline tickets for employee travel must be purchased from travel agents listed on the State contract. However, if a lower cost arrangement can be found with a non-listed travel agent, internet travel provider, or direct from the airlines, this lower cost arrangement will be allowed as a reimbursable cost, provided a written contemporaneous cost comparison is provided reflecting a lower cost. Mileage for out-of-state travel by privately owned vehicle will be based upon the appropriate state map or a mapping internet site, such as MapQuest. Documentation provided with the claim must include the method of calculation. 10.10.7 Local Transportation Taxi fares will be reimbursed only upon justification as to the necessity of their use. Local transportation costs incurred during out-of-state travel may be reimbursed on the basis of an itemization of such costs. Reimbursement for leased or rented automobiles will be made in the same manner. 10.10.8 Transportation of Passengers It is the policy of the University that non-employee passengers shall not be transported in state vehicles or private vehicles used for state business purposes where the employee expects to be reimbursed. 10.10.9 Miscellaneous Expenses Reimbursement claims for miscellaneous travel expenses such as communication charges and registration fees for attending workshops, conferences, etc., must be itemized. Reimbursement for communication charges incurred during travel must be necessary and justified. 10.10.10 Receipts Required Lodging receipts from a motel, hotel, or other public lodging place must accompany the claim for reimbursement. The lodging receipt must show a zero balance; otherwise, proof of payment is required. Reimbursement requests for leased or rented vehicles used in official University business must be supported by a receipt indicating the miles traveled. The original receipt for registration fees must accompany the claim for reimbursement. Copies of the registration fee receipt are not acceptable for reimbursement purposes. 10.11 University-Owned Equipment/Facilities10.11.1 Equipment In accordance with state statutes, the use of any University asset by individuals or organizations for activities not directly related to the execution of University business is strictly prohibited. University-owned or controlled assets shall not be removed from the University premises except in cases where such equipment is to be used for University business. 10.11.2 Facilities For information about scheduling University facilities for use during hours which do not conflict with regularly scheduled classes and events, contact the following individuals:
Each representative is responsible for procedures and forms necessary to schedule their respective facilities. 10.11.3 Pets Pets are prohibited on campus at all times unless as an aid for the disabled. Pets in University Housing units are controlled by the Housing Unit Contract. 10.12 University RecordsIn accordance with state statutes and the Oklahoma Archives and Records Commission, the University has designated the Vice President for Business Affairs as the liaison to the Oklahoma Archives and Records Commission. The University follows the Commission’s rules and procedures for retention and destruction of University records. All executive staff, deans, department heads, and departmental supervisors are provided General Records and Retention Schedules and updates to the schedules. The Administrative Services Manager assists in coordinating this effort and administers the University’s record storage facilities. The Chief Technology Officer coordinates the retention and destruction of all University electronic and computer-related records and files. 10.13 Use of State or University Owned VehiclesOklahoma statutes prohibit the use of state-owned vehicles for private purposes. The University prohibits the use of University-owned vehicles for private purposes. It is the policy of the University that passengers shall not be transported in State or University vehicles unless they are on State or University business. A State-owned or University-owned vehicle should not be driven to the residence of an employee unless it is required in performing his or her official duties. 10.13.1 Driver’s License Employees who are required to operate a University motor vehicle on any public roadway while in the performance of their regular duties must have a valid driver’s license issued by the State of Oklahoma. Below are the procedures to ensure adherence to this policy.
10.14 Whistle BlowerEmployees shall not be disciplined or terminated for reporting actions taken by the employer that might violate the law as cited under the Whistle Blower Statute, 74 O.S. §840-2.5. For further information, contact the Employment and Benefits Office. |
. For vehicular incidents, the employee should refer to the guide Accident Information Form . This guide is in the glove compartment of each University-owned vehicle and is available upon request in the Employment and Benefits Office.
should be submitted at least thirty days prior to the date of travel. Presidential approval must be obtained before any funds are encumbered or travel begins.