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President Stokes Approves a New Policy in the University Administrative Policies and Procedures Manual

June 18, 2025

 
President Stokes has approved a new policy in the University Policies and Procedures Manual, effective June 2nd, 2025.
A message from President Stokes, and a link to the new policy, are provided below.
 

 

June 18, 2025

NEW POLICY NOTIFICATION MEMORANDUM


To: All University of New Mexico Faculty, Staff, and Students

From: Office of the President

Subject: Important New Policy and Process for Reporting Foreign Contracts & Gifts


Dear UNM community,

In support of UNM’s commitment to compliance with federal reporting requirements and adherence to newly instituted University Administrative Policy (UAP) 2190: Foreign Gifts and Contracts, we are launching a new Smartsheet tool for tracking and disclosing foreign contracts and gifts. This tool helps meet the requirements of Section 117 of the Higher Education Act, the CHIPS and Science Act, Executive Order 14282, and mandates from our granting institutions.

University Administrative Policy

In support of federal reporting requirements, the president approved and enacted UAP 2190: Foreign Gifts and Contracts. This Policy requires all University employees and UNM Affiliated Entities to internally report all gifts received and contracts created with Foreign Source, as well as applicable foreign travel and expenses. You can read more about the policy here.

Introducing the Smartsheet Reporting Tool

To support efficient and accurate reporting, UNM has developed a Smartsheet to capture all required information regarding foreign contracts and gifts. This new tool will collect relevant data from each department, faculty, and staff member to support UNM’s biannual submissions, due in January and July. By using this centralized form, we ensure timely and complete reporting, avoiding delays and potential compliance issues. If the contract or gift goes through Bursar’s, Enrollment Management, Contract & Grant Accounting-Main, Sponsored Projects Office-Health Science, Conflict of Interest Committee, Global Education Office, the UNM Foundation, or Branch Campuses, there is no need to report as these offices report items flowing through their offices. However, if you receive any contract or gift from a foreign entity that does not go through the mentioned offices, then you need to report them on the Smartsheet. Per the Department of Education, this includes de minimis items.

How You Can Participate

I kindly ask all faculty and staff to engage with this process and submit any required information either upon receipt or by July 7th and January 10th for each semi-annual reporting period. Your cooperation is essential to maintaining compliance with federal regulations and sustaining UNM’s reputation in global research and collaboration.

Thank you in advance for your support in this important compliance initiative. For more information, please go to https://research.unm.edu/fi-section-117. To submit a contract or gift, go to https://app.smartsheet.com/b/form/2a94d7e28624455f83570e28384fcb23.

Best regards,


Garnett S. Stokes
President
University of New Mexico