Controller's Unit Policy Program

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An individual who is unclear how to apply a current fiscal policy or rule, or identifies a need for a new or revised fiscal policy or rule, should:

1. Contact the Fiscal Policy Coordinator for their Business Center or unit to determine what is needed
2.  Work with that Coordinator to complete and submit the Fiscal Policy Request Form, if necessary
3.  Monitor the Status of the request or any activity related to a fiscal policy or rule

Specific instructions for the Fiscal Policy Request Form (complete each section thoroughly as described before submitting the form to fiscal.policy@oregonstate.edu):

Policy/Rule:

• If this request is for an interpretation of an existing fiscal policy or associated rule, enter the current policy (#03-XXX) or rule (#03-XXX-XXX) number and title. Mark the box for “Interpretation” and provide detailed information regarding areas in question.

• If this request is for a revision to an existing fiscal policy or associated rule, enter the current policy or rule number and title. Mark the box for “Revision to Existing Policy/Rule” and attach an edited copy with ‘track changes’ and/or notes clearly detailing revisions requested.

• If this request is for a new fiscal policy or associated rule, enter a proposed policy statement. Mark the box for “New Policy/Rule” and attach an initial draft of the proposed policy or rule.

Reason for request and desired result: Provide an explanation of what you are trying to accomplish, interpret or fix. If recommending a new or revised policy or rule, please include an explanation of why you feel it is necessary. Indicate any urgency. Please be very clear and as detailed as necessary. This is your opportunity to “sell” your proposal.

Anticipated impact of the policy/rule: Identify individuals and/or units that will be affected by the policy or rule, what impact the policy or rule may have, when the policy or rule needs to be effective, any associated costs, etc. Adequately providing this information up front can help us determine the need or urgency of the request, solicit and incorporated stakeholder feedback, determine financial impact and avoid unnecessary delays. When requesting an interpretation of a current policy or rule, enter “N/A” if this information is not relevant to the request.

Interactions and/or authority: List current policies and any federal, state or local legislation or regulations that relate to, govern or require the policy or rule, as well as any risks mitigated, affected or created by the policy or rule. Again, be as detailed as necessary to “sell” the necessity of your proposal. For interpretation of a current policy or rule, enter “N/A” if this information is not relevant.

Original Requestor: Enter the name, title and contact information of the individual who either initiated the original request to revise an existing policy or rule, or identified the possible need of a new policy or rule. This individual cannot directly submit the Fiscal Policy Request, unless he/she is an assigned Policy Coordinator or the Policy Steward for this policy or rule.

Submitted by: Select the authorized role from the drop-down box to indicate whether this form is being signed and submitted by the “Policy Coordinator” or the “Policy Steward”. Enter the name, title and contact information of the individual submitting this form. Provide the required signature and date. Submit to the Fiscal Policy Officer.

Administrative processes for the Fiscal Policy Request Form:

Processed by Fiscal Policy Officer: The process checklist at the bottom of this form is for administrative purposes only.

• Request will be reviewed to determine relevance, type (new policy or rule, major or minor revision, basic edit or interpretation) and impact, which determines how draft will be processed.

• If fiscal policy issue is not relevent to OSU, request will be returned to Policy Coordinator to be redirected as appropriate.

• If request is for a minor revision, basic edit or interpretation, fiscal policy/rule will be updated, posted to fiscal policy manual and Policy Coordinator will be notified.

• The Vice President for Finance and Administration (VPFA), or designee, will be briefed on possible changes.

• If deemed urgent, request may be directly routed to VPFA, bypassing any or all of the following steps.

• For all other requests, draft or revision will be reviewed and policy or rule will be updated or developed as necessary.

• The Office of University Compliance will be consulted for any new or revised fiscal policy or rule with potential policy conflicts, and the Office of General Counsel will be consulted for any new or revised fiscal policy or rule with potential legal issues.

• Stakeholder feedback will be solicited and incorporated as appropriate.

• The Fiscal Policy Committee will review draft of new or revised policy or rule, provide recommendations and assist in developing final draft.

• Once final draft is approved (see process below), fiscal policy/rule will be posted to fiscal policy manual and communicated across the university.

Approved by Fiscal Policy Committee (FPC): The final approval at the bottom of this form is for administrative purposes only.

• The Fiscal Policy Officer/Committee Chair, or designee form the FPC, must provide a signature and date to validate that any new or revised fiscal policy or rule (other than a minor revision to a rule or a simple edit to a policy or rule) has been reviewed and approval by the FPC.
• The VPFA, or designee, must review and approve any new fiscal policy or rule, and any revised fiscal policy (other than a simple edit).
• If determined to be University Policy, the approved draft will be routed to the Executive Policy & Standards Committee for approval.
• The FPC meeting minutes should reflect final approval of any new or revised policy or rule, including any pertinent discussion or dissenting opinion(s) by the FPC.
• The completed, signed Request Form, supporting documents, applicable meeting minutes and final draft of policy/rule will be maintained by the Fiscal Policy Officer.

Additional Considerations (when revising existing or writing new fiscal policy):

• Are there new mandates (state or federal law, case law, rule changes) that require that a policy change or a new policy be written?

• Have changes occurred in best practices, customer needs, university culture or social trends to suggest policy changes or the need for a new policy?

• Can this issue be integrated with or addressed by other policies, rules, or documents?

• Are terminology, specific information, hotlinks, and cross references current and correct?

• Are there any conflicts with other policies or rules?

• Can this policy be eliminated? Is it needed any longer?