Regents Policy 7106: Policy on the Associate of the President and the Associate of the Chancellor

Approved July 2007
Amended January 21, 2010

1. Upon the request of the President or Acting President, The Regents may approve the appointment of the spouse or domestic partner of the President or Acting President as the Associate of the President.
2. Upon the request of a Chancellor or Acting Chancellor, the President may approve the appointment of the spouse or domestic partner of a Chancellor or Acting Chancellor as the Associate of the Chancellor. The President will provide a report to The Regents of such appointments.
3. Appointment as the Associate of the President (or Chancellor) is intended to reflect and recognize the contributions and services of those individuals who are called upon to serve as ambassadors for the University and/or the President (or Chancellor). The Associate will represent the University in association with the President (or Chancellor) or independently at the campuses, National Laboratories and at national and international functions. The Associate will be expected to accompany the President (or Chancellor) in settings where this will enhance the University’s relationships with students, alumni, faculty, staff, donors, friends, public officials, private sector officials, and representatives of foreign governments. Intended significant involvement in activities and functions such as described above is required in order to be granted the appointment as Associate. This appointment is without salary.
4. The Associate of the President and the Associate of the Chancellor will be eligible for the following:
   1. A University identification card which will allow access to campus facilities and services (e.g. University library privileges) in accordance with campus procedures.
   2. Reimbursement of University-related travel expenses, including expenses associated with use of a personal automobile when providing substantial services on behalf of the University. Such expenditures will be reimbursed in accordance with the provisions contained in Business and Finance Bulletin G-28, Policy and Regulations Governing Travel, and Business and Finance Bulletin G-45, Implementing Requirements on Expenses Incurred in Support of Official Responsibilities of the President and Chancellors.
   3. Reimbursement of business meeting and entertainment expenses incurred when providing substantial services on behalf of the University. Such expenditures will be reimbursed in accordance with the provisions contained in Business and Finance Bulletin BUS-79, Expenditures for Entertainment, Business Meetings, and Other Occasions.
   4. Reimbursement of costs associated with cellular phones and other portable electronic resources used when providing substantial services on behalf of the University. Such expenditures will be reimbursed in accordance with the provisions contained in Business and Finance Bulletin G-46, Guidelines for the Purchase and Use of Cellular Phones and Other Portable Electronic Resources.
   5. Use of University equipment (e.g. laptop) when providing substantial services on behalf of the University. Such expenditures will be in accordance with the provisions contained in Business and Finance Bulletin BUS-29, Management and Control of University Equipment, Section N. Personal Use of University Property, Electronic Communications Policy, Business and Finance Bulletin IS-3 Electronic Information Security, and Business and Finance Bulletin RMP-8 Legal Requirements on Privacy of and Access to Information.
   6. Travel insurance coverage while traveling on University business in an amount equivalent to that provided to non-SMG University employees.
   7. Workers compensation coverage for any injury arising out of the course and scope of the service performed as an Associate, in accordance with the California Workers Compensation Act.
   8. Defense and indemnification of the Associate with respect to any claims resulting from acts or omissions in the service performed as an Associate, except when the action or failure to act resulted from actual fraud, corruption, or malice.
   9. Business cards bearing the Associate of the President or Associate of the Chancellor title.
   10. Courtesy parking permits for use at University-owned facilities.
5. The cost of expenses incurred under parts D. 2, 3, and 4 above will be charged to unrestricted, non-State funds.
6. Annual Budget
   1. The budget for the Associate to the President must be included as a discrete item in the budget of the President’s immediate office when the annual budget for the Office of the President is submitted to the Regents for approval.
   2. The budget for each Associate to the Chancellor must be approved in advance by the President annually based on submission of a detailed budget for the year.
7. Approval of Expenditures
   1. The Secretary and Chief of Staff to The Regents will approve the reimbursement of expenses based on receipts submitted by the Associate to the President, in conformance with the approved annual budget for the Associate to the President and applicable University policy. If an expense represents an exception to the approved annual budget or applicable University policy, the expenditure must be approved by the Chair of The Regents’ Finance Committee.
   2. The Executive Vice President and Chief Financial Officer will approve the reimbursement of expenses based on receipts submitted by each Associate to the Chancellor, in conformance with the approved annual budget for the Associate to the Chancellor and applicable University policy. In the absence of the Executive Vice President and Chief Financial Officer approval authority will be delegated to the Executive Vice President-Business Operations.
   3. An annual report will be provided in September of each year to The Regents with the budget expenditures for the Associate to the President and each Associate to the Chancellor for the preceding fiscal year.
8. The Senior Vice President - Chief Compliance and Audit Officer will be responsible for conducting regular audits of the expense reimbursement process under this Policy.
9. This policy will become effective immediately and supersedes the July 1, 1995 Associate of the President/Chancellor policy and guidelines.