Policy Library
- Financial
Advances Policy
Standards and procedures to enable appropriate stewardship of its assets, cost-effective business practices, and accurate financial reporting.
Art Collection Management
The University Art Collection is a valuable resource for research and scholarship, exhibition and educational purposes shared by the academic and cultural communities it serves. The collection also enhances the cultural life and aesthetics of the University and the surrounding region.
Auctions
Guidelines regarding the University’s responsibilities for conducting auctions to the public.
Authorization for the Movement of Funds Between University Financial Accounts Policy
This policy outlines the approval requirements for withdrawing or transferring funds from Adelphi University’s financial accounts.
Authorized Signature Policy
Adelphi University requires that all financial transactions follow clear approval levels and internal controls to ensure accountability and proper oversight.
Budget Preparation
The annual budget process involves a comprehensive planning, development, review, and approval cycle. Each department must carefully prepare and monitor in detail on at least a monthly basis.
Budgeting Policy for Sponsored Program Awards
Guidance for development of sponsored program budgets that are in compliance with sponsor requirements and University policy.
Capitalization Policy
Provides consistent and accurate capitalization of all assets held by the University.
Cash Receipts
Procedures for determining when and how the university will advance its financial resources and collect, or otherwise clear, these advances.
Contract Policy
Faculty and staff must follow Adelphi’s established procedures before entering into contracts on the University’s behalf.
Costing Policy
Guidance to PI’s and their staff for monitoring costs that are in compliance with sponsor requirements and University policy.
Credit Card Marketing
This policy strictly regulates the on-campus marketing of credit cards to students, requiring university approval and mandating the dissemination of financial education.
Defined Contribution Retirement Plan 403(b)
The 403(b) Retirement Plan for faculty and staff (the 403(b) Plan) is a defined contribution plan under Section 403(b) of the Internal Revenue Code.
Dependent Care Spending Account
Eligible employees may use pre-tax earnings from a Dependent Care Spending Account to pay for qualified childcare or adult dependent care expenses.
Discretionary Expenditures Control Policy
This policy provides guidance for controlling discretionary expenditures.
Effort Reporting Policy for Sponsored Programs
Effort reporting is the process by which the University determines and documents the effort expended on sponsored projects during each reporting period.
Eligibility for Federal Financial Aid
U.S. Department of Education regulations require the disclosure of general information to help students and families make better-informed decisions about higher education.
Endowments
Adelphi manages and administers endowment funds to ensure proper oversight, donor intent compliance, and long-term financial sustainability.
Establishing and Maintaining Bank Accounts at Financial Institutions Policy
The University must institute consistent financial controls for establishing and maintaining all bank accounts to enable appropriate stewardship of its assets, cost-effective business practices, and accurate financial reporting.
Exceptions to Full-Time Enrollment Requirement for Scholarship Policy
Students with documented/qualifying disabilities that preclude full-time attendance will be able to apply for institutional scholarships otherwise granted only to full-time students.
Federal Grant Subrecipient Monitoring Policy
Adelphi evaluates and monitors the financial and programmatic performance of Subrecipients, and assesses their capacity to properly manage a Subaward.
Financial Records Retention for Sponsored Programs
All financial records for sponsored awards will be retained for a minimum of 3 years, though the University’s internal standard extends this period to 6-8 years for added compliance.
Gift Solicitation, Acceptance, and Valuation
The policies and procedures set forth in this document are intended to assist and guide the activities of University personnel who are involved in the planning, promotion, solicitation, application, receipt, acceptance, and disposition of gifts to Adelphi University.
Gifts of Securities
The policies and procedures set forth in this document are intended to assist and guide the activities of University personnel who are involved in the acceptance of gifts of securities to Adelphi.
Grants and Award Management and Closeout
The policy provides requirements that are intended to facilitate the timely and accurate processing and recording of financial transactions and the management and closeout of sponsored projects.
Healthcare Spending Account
Health Care Spending Account contributions are taken directly from your pay before federal, most state and city income and social security taxes are deducted.
Investment Policy
Guidance for Adelphi University and the investment adviser and managers in prudent supervision and management of assets and investments.
IRS Form 8300
The policies and procedures set forth in this document are intended to assist and guide the activities of University personnel related to completion of the IRS Form 8300.
Lodging
Travel Policies are to provide clear directions on how to plan and organize travel with the safety of the students, sports teams, educational groups, faculty, staff and administrative representatives in mind.
Political Participation
Adelphi University prohibits political campaign involvement to maintain its tax-exempt status but allows individual participation if clearly separate from the institution.
Post-Issuance Compliance Tax Exempt Bond Financings
The University finances certain capital projects through the issuance of qualified 501(c)(3) tax-exempt bonds.
Privacy and Release of Student Education Records (FERPA)
Adelphi University is committed to protecting the privacy of student records and to providing notifications to students of their rights.
Purchasing
Procurement policies guide purchases of goods or services for funds administered by the University.
Record Retention
The following is the University’s current policy regarding the record retention of business documents. The documents listed should be maintained for at least the amount of time indicated.
Refund Policy
The purpose of this policy is to provide guidance for students on the refund procedures of the University.
Remote Work Expense
The purpose of this policy is to establish the rules and guidelines pertaining to purchases required to work remotely. As always, employees are expected to spend University funds prudently and for valid business purposes.
Research Financial Conflict of Interest
To ensure the highest quality research free from bias and financial conflict of interest (FCOI), Adelphi University has designed and implemented the following policy based upon federal guidelines.
Resignation from Employment
This policy is designed to ensure the correct process is followed by Adelphi University employees in the event of an employee tendering their resignation from the University.
Room Refund Policy
This policy sets forth core principles and standards with respect to room refunds for students living on campus at Adelphi University.
Room Reservations
Auxiliary and Event Services manages room reservations for the University Center, Campbell Lounge, Alumni House, and select Nexus Building rooms.
Student Disclosure
The federal government requires institutions of higher education to disclose certain information to all enrolled students.
Student International Travel Policy
This policy defines the approval process, eligibility criteria and safety protocols for students participating in University-sponsored international travel.
Taxes on Unrelated Business Income
In accordance with Internal Revenue Code Section 501(c)(3), Adelphi University is a tax-exempt organization.
Taxpayer Identification Number Form (W-9) Requirement
This policy helps the University with its compliance with IRS regulations concerning the issuance and accuracy of annual tax statements to vendors.
Telecommunications Policy
Adelphi University provides telephone and telecommunications services to faculty and staff for mission-related activities.
Time Sheets
Time reporting is the basis for determining payment to employees for services performed and it is the policy of the University to use time sheets to report employee’s time while at work.
Title IV Code of Conduct Requirements
The Code of Conduct Related to Student Loan Activities is a requirement specific to transactions and activities related to financial aid matters and is required to have a code of conduct applicable to personnel with loan responsibilities.
Travel Expenses and Reimbursements
This policy governs Adelphi University’s business travel procedures, reimbursements and compliance requirements.
Tuition Credit Voucher Policy
Tuition credit vouchers are issued to cooperating partners in appreciation for their personnel supervising students in a clinical experience through the Ruth S. Ammon College of Education and Health Sciences.
Tuition Exchange
Adelphi University participates in the Tuition Exchange program, offering undergraduate scholarships to dependent children of full-time employees.
Tuition Remission
Adelphi University provides Tuition Remission to eligible non union and certain union employees and their families to enhance their occupational proficiencies and provide opportunities for professional development.