Michigan State University MANUAL OF BUSINESS PROCEDURES INTRODUCTION This manual has been prepared for the benefit of deans, department chairmen, supervisors, secretaries, and others who have a need for knowl edge of administrative procedures . has been made to include only relevant subject matter governing normal circumstances . that the appropriate department be called . In the cases of unusual circumstances, it is recommended In the interest of brevity, an attempt A Table of Contents has been placed in the front of the manual listing the procedures in alphabetical order. An alphabetical subject index is provided at the end of the manual. procedure was released. It also shows the page and the date the The forms mentioned within a given section have been placed at the end of that area for easy references and are referred to as exhibits. From time to time it will be necessary to revise certain sections or pages of this manual. . The Business Office will forward the revised sections or pages to you along with a cover letter explaining their appro priate location. Business procedures are established by the University Business Office and are designed to provide uniformity and accepted .business practices. All persons are invited to make suggestions for improvement of these procedures. Make them to the department which is directly concerned with rendering t!'ie service. If a department wishes to change a procedure or any part of one, it should send a written request to the University Business Office. important that no procedure be changed without incorporating the change in this manual. It is ( ( ( Page: Ae l Date: 7 -1-63 Michigan State University MANUAL OF BUSINESS PROCEDURES / ACCOUNT NUMBERS 1. GENERAL - On July 1, 1947 , a new system of numbering accounts was established . Since then it has been tried and tested with some minor changes being made. Though this bulletin does not explain all numbers , it will give a working knowledge to departments. 2. ASSIGNMENT - Ac count numbers are assigned when money is made avail able either by gift or appropriation. They are also assigned at the request of a club or agency active i n University affairs , upon the request of the faculty advisor and approval of the Dean of Students . 3. EXPLANATION OF THE ACCOUNTING CODE - 1 - Fund 1 Type of transaction 17 2 - Department designation 3 - Budget - Object class 020 - Detailed object class SAMPLE# ----- Account Number 11- 1723-020 a . The first digit designates t he fund in which a particular account is classified . Funds have been established, and all accounts are assigned to the appropri ate fund . The funds have been assigned code numbers as follows: 1 - Current funds 2 - Auxiliary and revolving funds 3 - Trust funds 4 - Plant funds 5 - General ledger 6 - Recei vables - all types 7 - Agricultural Experiment St ation, Sponsor e d Research, Res earch Fund Recei pts and Extensi on Funds Thus , in th e sampl e a ccounting classificatio n above, the first digit being a "1 " , t he a c count must be in the current fund . ACCOUNT NUMBERS Page: Date : Ac 2 7-1-63 3. b. The second digit of the account code designates the type of transaction . The following code numbers have been assigned to the common trans actions. 1 - Voucher expenditure 2 - Cash receipt 3 - Inter-department expenditure 4 - Inter-department receipt 5 ) _ Balance forward and budget transac tions 6) · Thus in classifying an expenditure, t he 2nd digit of the code is always "1 11 ; for a cash receipt, it would always be a 112 ", etc. c. The next 3 digit s desi gnate the d e part ment al accounts. These numbers for any particular account are a lway s the same. d. The sixth digit of the code is signi ficant only when used in the current It desi gnates the type of budget account. Numbers assigned to fund. date are as follows: 1 - Current salary budget 2 - Current labor budget 3 - Current operating budget 4 - Current equipment budget 5 - Special accounts In the case of experiment, extension, and revolving accounts , this digit is part of t he departmental number. e. The last t hree digit s of the code are used to designate the object of the expenditure. For a de taile d e xplanation of the object c lassifica tions, see Classi fication of Expendit ures. 4. PURPOSE OF CODE - By using a tmiform code, it i.s possible to use t he I. B. M. cards which are cut for each tr ansacti on for part of the account ing work and to develop certain statistic al reports. Mi chi gan State University MANUAL OF BUSINESS PROCEDURES August 31 , 1965 FORMS Form No. Page Date Accident Disability Time Sheet Co - wo - la Em 4 7/1/63 Appli c ation for Use of University-Owned Motor Vehicle in Out-of-State Travel Co-tr-6 Tr Authorization for Medi cal Attention Co-ge-20b Em ( Bookkeeping Record for Departments Co-de-1 De 5 3 6 8/31/65 7/1/63 7/1/63 Change of Status Report PERS-30 Pe 15 4/1/65 Deposit Recei pt Direct Payment Voucher Employee Payroll Card Co-ca-45a Co-ge-17 Employee Withholding Exemption Certificate W-4 Employee Recommendation Exemption Certificate Fellowship Appointment Field Trip Deposit Card Help Requisition Invoice Voucher Materi al Return Slip 731 Treas. Dept. Co-ca-7 0 - 230 Ca Vo Pa Pa Pe Tr Fe Fi Pe Vo 3 4 7 6 6 3 2 3 5 5 7/1/63 7 / 1 / 63 7/1/63 4/1/65 4/1/65 7 / 1 / 63 4/1/65 7 / 1 / 63 4/1/65 7 / 1 / 63 Pu 10 7 / 1 / 63 Michigan State University Transportation Recei pt Multiple Check Voucher Co-tr - 3 Co-ge-7 Tr Vo 3 6 7/ 1 /63 4/1/65 Noti ce of E xc hange Co - vp - 6 Pu 17 4/1/65 Out - of-State Travel Authorization Co-tr-le Tr 2 7 / 1 / 63 FORMS Page 2 Form No. Page Date Purchase Order Purchase Requisition Receipt Form (sample not shown) Reimbursement Voucher Co-tr-le 03-530 Co-st-4 Co-ge-4a Pu Pu Ca Vo Report of Personal Injury Accident Co-wo-3d Em Request for Interdepartmental Material or Service 0-3923 Fi Pho 9 8 1 7 6 3 3 7/1/63 7/ 1 /63 4/1/65 7/1/63 7/1/63 7/1/63 7/1/63 Request for Supplies 0-3223 Pu 11 7 / 1 / 63 Signature Card Co-va-3b Student Pay in Excess of Regular Pay PERS-20 Student Payroll Card Pu Pu Pe Pa Supervisor's Field Report of Clairred .Accident Injury Co-wo-5 Em Traineeship Appointments-Undergraduate Travel Voucher Worksheet for Commitrr ents Co-tr-5d 7240 Fe Tr De 12 16 7 7 5 3 4 5 7/1/63 4/1/65 7/1/63 7/1/63 4/1/65 7/1/63 7 / 1 / 63 ( Michigan State University MANUAL OF BUSINESS PROCEDURES Page : Ar 1 Date: 3-1-67 ACCOUNTS RECEIVABLE DEPARTMENTS 1. Interdepartmental 2. Individual and Off:-Campus Organizational Accounts A. General B . Collection Advice 1. Form 2. 1. Charges to University departments should be handled by an interdepartmental charge through the Bookkeeping Division, University Business Office. Interdepartment charge forms should be m:ied when practical. Otherwise, a memo signed by the department chairman should be prepared and sent to the Bookkeeping Division indicating the following: (a) Type of service (b) Department account number to be chaq~ed (c) Amount of charge (d) Account number of department renderirig the service. 3 . Interdepartmental charges should be accunw lated through the 25th day of the month and sent to the Bookkeeping Division by the fir~t working day of the next month . 4 . When questions arise regarding interdepar~ment charges , it is the responsibility of the depqrt ment rendering the service to explain the basis for the charge. 5. For information regarding interdepartmental charges, call the Bookkeeping Division, Telephone No. 355-5000. 1. University departments offering materials c;>r services to off-campus organizations and individuals may not have the facilities or personnel to record transactions and to send monthly statements. The Accounts Receivc\,ble Division, University Business Office, prov~des this service for all University departments. 2. Departments can assign their accounts receivables from individuals and off-campu~ organizations by completing a "Collection Advice" form. 1. Use Form No. CO-ar-4b "Collection Advic~," to assign accounts to the Accounts Receivable Division, University Business Office. See Page Ar 5 and Ar 6. 2. B. 1. Form (continued) 2. Forms may be obtained at Vault #3, Admini stration Building, Telephone No. 355-5055. Page: Ar 2 Date: 3-1-67 2. Purpose and Function 1. To transmit to the Accounts Receivable Division, University Business Office, collec tion obligations of individuals or off-campus organizations indebted to the University. 2. All such obligations are assumed by the Accounts Receivable Division and any remit tance received subsequently by the department as payment on those accounts must be trans mitted to Accounts Receivable Division attention - Collection Office. 3. Departmental accounts(s) as designated on the Collection Advice will be credited by the Accounts Receivable Division for all accounts accepted. An account which has a balance of less than $3. 00 should not be transmitted. (The $3. 00 limit does not apply to charges to students currently enrolled at the University.) 4. Any accounts to be assigned to the University Business Office should be submitted on a "Collection Advice" within ninety (90) days after date of earliest charge. All charges for that account should be included. 5. Undue delay in assignment of accounts should be avoided in order to facilitate prompt collec tion by the Accounts Receivable Division. 3. Preparation 1. The Collection Advice form should be prepared in duplicate. 2. Enter complete name of department to be credited. 3. List appropriate account number(s) and amount(s) to be credited. 4. Insert original departmental billing date for each account charge listed. 5. List complete name of person or organization. This name should be the "payer" who is expected to make payment as billed. Listings of student accounts must include student numbers. 6. The complete address of each account should be shown to include street, city, state, and zip code. "campus, " not East Lansing or M. S. U. If mailing address is on campus, write 2. B. 3. Preparation ( continued) ( ( 4. Distribution and Routing 5. Uncollectible Accounts Page: Ar 3 Date: 3-1-67 7. Description of charge should include brief description of goods or services provided. (a) Itemize additional items, and show cost for each. (b) If material or service is supplied to an address other than above, so indicate in this column. (c) Show purchase order or other supporting document number, if available. 8. Leave space of one line between each account listed . 9. Total dollar amount for each Collection Advice page should be shown . 10. Copies of any supporting purchase orders or authorization letters should be attached to Collection Advice. 11. Any specific billing information; i. e. , billing dates, etc., should be properly noted on each Advice. · 12. Credit adjustments should be shown on separate "Collection Advice" form and should be clearly marked as credit entries. 13. The original copy of the Collection Advice should be signed by the department chairman or his authorized representative. 1. The original copy of the "Collection Advice" be sent to the University Business Office, attention of the Accounts Receivable Division. 2. The duplicate copy should be retained for departmental file. 1. Accounts for other than for currently enrolled students with a balance in excess of $3. 00 should not be written off by departments but should be assigned to Accounts Receivable Division, University Business Office. 2. If collection efforts are unsuccessful, the account will be assigned to a credit bureau or to an attorney for collection. 3. If an account is deemed uncollectible, it will be charged back to the account which originally received the credit. ( ( ,Page: Ar 4 Date: 3-1-67 2. B. 5. Uncollectible Accounts 4. If departmental collection efforts are unsuc cessful on balances of less than $3. 00, after six months from billing date, the accounts should be written off. 6. Sales 1. The following types of accounts should be handled on a prepayment or cash basis upon performance of services: (a) Miscellaneous material sales which may include such items as books, publications, manuals, etc . (b) Sales for services under a total amount of $10. 00, which would include animal clinics, lab. services, shop orders, etc. 2. Due to collection costs, all departments should require advance payment for services and materials sold if the total cost is less than $10. 00 3. Departments that need assistance in developing sales records should contact the Systems and Procedures Analyst, University Business Office, Telephone No. 355-5021. Form No. CO-ar-4b Michigan State University COLLECTION ADVICE Page Ar 5 pate: 3-1-67 To: University Business Office Accounts Receivable Division BEFORE COMPLETING THIS FORM, READ INSTRUCTIONS ON REVERSE SIDE + The individuals and / or off-campus organizations listed below are indebted to the University for the reason indicated. Please credit our account and bill them accordingly. ACCOUNT NAME ACCOUNT NO. AMOUNT ( LEAVE BLANK Department Billing Date Payer Name and Address Description of Charge Amount It is understood by this department that any remittance received on these collection obligations will be transmitted to the University Business Office, attention· Accounts Receivable Collection Office. TOTAL Date Department Chairman or Authorized Representative Signature ___ _______ _____ _ ___ _____ _ Page Ar 6 Date: 3-1-67 INSTRUCTIONS FOR COMPLETING COLLECTION ADVICE This form is used to transmit to the University Business Office collection obligations of individuals or off-campus organizations indebted to the University. Accounts to be assigned should be submitted within nin~ty (90) days after date of earliest account charge 1and should include all charges to that account. The followjng will assist you in preparing this form. 1. Collec;tion Advice forms may be obtained from Vault #3 - Administration Building. 2. Complete each Advice in duplicate - retain one copy for department file, and send original copy to the University Business Office, attention - Accounts Receivable Division. 3. Enter complete name of department to be credited. 4. List appropriate account number(s) and amount(s) to be credited to each. 5. Insert original departmental billing date for each account listed. 6. List the complete name of person or organization as the "payer" who is expected to pay the charge as billed. Listings of student accounts must include student numbers. 7. The complete address of each account should be shown to include street, city, state, or foreign country, if necessary. If mailing address is on campus, write "campus," not East Lansing, or MSU. 8. Description of each charge should include brief description of goods or services provided: (a) Itemize additional items, and show cost for each. (b) List additional shipping or service address for materials or services supplied if different from item 7 above. (c) Show purchase order or other identifying document number, if available. 9. Provide one line space between each account charge listed. 10. Total dollar amount for each Collection Advice should be shown. 11. Any specific billing information; i.e., billing dates, etc., should be properly noted on each Advice. 12. Credit adjustments should be shown on separate Advice Form(s) and should be properly noted as credit entries. 13. The original copy of the Collection Advice should be signed by the department chairman or his authorized representative. 0-5677 Page: Ca 1 Date: 3-1-67 Michigan State University ·MANUAL OF BUSINESS PROCEDURES I \ CASH HANDLING Each department is responsible for the cash that it receives for the University. The department head may assign the responsibility of handling cash transactions to one or more of his staff. Whenever funds are received and the department does not have a cash register to ring up the sales, ~ bered receipt forms must be used. This provides the basis for the necessary checks made by independent auditors employed by the Board. our Internal Auditing Department to check these records periodically to insure that they are being kept in accordance with good accounting principles. It also allows 1. FORMS - The following forms are to be used in the handling of cash: a . DARCO numbered receipt forms for use in an DARCO machine and may be obtained from the Stores Department. b. Receipt forms (25 sets per book - CO-st-4) will be fur nished by the University Business Office on request for temporary or infrequent use -- Telephone No. 355-5055. c . If prenumbered forms are used extensively, many depart ments have them printed for their particular purpose. These forms are to be approved by the University Business Office. d. Form CO-ca-45b is to be used by the department to deposit the money with the University's cashier and may be obtained from Stores (355-1700). 2 . RECEIPTS - The receipt forms(CO-st-4) are to be prepared in triplicate at the time each cash sale is made. Distribution of the forms is as follows: Original copy - Given to customer. Duplicate copy - To be attached to Form CO-ca-45b - "Deposit Slip" - when depositing the money with the Cashier's Office. Triplicate copy - To be retained by the department and filed in a numerical file . CASH HANDLING Page: Ca 2 Date: 3-1-67 3. DEPOSITS - Departments should deposit receipts at least once If receipts are large, deposits should be m ~ de each a week . day. Deposit Receipt Form No . CO-ca-45b should be prepared in duplicate, and brought along with duplicate copy of the receipt to the Cashier's Office. The cashier will validate the deposit receipt form and return the duplicate copy to the department for its records. Cashier Window No . 7 is open for your convenieni::e from 10:00 a. m. to 11:45 a. m. and from 1:00 p. m. to 4:00 p. m., Monday thru Friday. Arrangements for depositing funds at oth~r times may be made by calling the cashier - Telephone No. 355-5025. Sub-stations should deposit money in locally approved depositories and send the deposit receipt to the University Business Office . 4. UNIVERSITY POLICY - In keeping with the University policy, the following is important: a. Checks should be made payable to Michigan State University . In case of checks being received by mail, it is desirable to make that known to the sender and to have the check maileq to the attention of the department involved . b. No checks should be cashed at a department for the accom modation of the staff members or the students. Under no circumstances should persons responsible for handling University funds cash checks for themselves from these funds . c. No personal checks in excess of the amount of the purchase should be accepted . d. All cash receipts must be deposited with the Cashier. Refunds or other expenditures must not be made from cash receipts. 5. OVERAGES AND SHORT AGES - An adjustment for overages and shortages should be made on the deposit at the Cashier's Office in the period in which they occur. An explanation of the overage or the shortage should be included on the cashier's receipt. 6. CASH CONTROL RECORDS - A cash control record should be kept by all departments . A simple method of keeping this record is to note daily the inclusive receipt numbers and the total amount for which receipts were written. Deposits with the University's cashier will also reflect the inclusive receipt numbers and total amount collected (see Page Ca 3). 7 . VOIDED RECEIPTS - Since all numbered receipts must be accounted for, whenever it is necessary to void a receipt form, all copies will be marked void and the original and the duplicate copies turned in to the University's cashier with the next deposit. ( ( ( Page: Date: Ca 3 9-1-66 . . ................... ~·-··················································•·:················ . . Form No. C0°ca 0 45b MIC~IGAN STATE UNIVERSITY East Lansing DEPOSIT RECEIPT Prepare in duplicate. Use typewriter or pr i nt. Present both copies, with funds to be deposited, to the Cashier's Office, Enter Account Name, Account No. and amount deposited to each account. Separate soles tax collected, if any, and enter on line indicated. Deportments desiring additional information for their records, use reverse side. Source of Funds (Indicate information to be recorded on fund ledger) I ( Account Name Account No. Amount . . . . . . . . ,· . . . . . . . Sales Tax Collected 22-3236 TOT AL (Must Agree With Tota I Deposit) Itemize Checks Currency Coins $100 $ 50 $ 20 $ 10 $ 5 $ 1 Other 50¢ 25¢ 10¢ 5¢ 1¢ Other Sub Totals Deposited By Date Total Deposit Do Not Write Below This Line No. o .soss ........................................................................................... : . Must Be Machine Receipted To Be Valid , r I l CASH HANDLING 8. PETTY CASH FUND a. General - This sets forth the procedures to be followed in obtain Page: Ca 4 Date: J-31-66 ing petty cash funds. the fund. making small purchases which are reimbursed by a reimbursement voucher. There are two kinds of p etty cash funds, namely: Pe tty cash funds are used for making change and for It also explains the procedures for operating 1) A petty cash fund that is established in order to have cash available to make purchases of items costing less than $10. 00 which are not available at Stores. This type of fund is generally used by dormitory clubs or agency accounts and the fund is charged directly to their account at the time they secure the cash. 2) The other petty cash fund is the one that is secured by the departments as a change fund or to be used to make refunds or purchases of material that are not available at Stores. This fund is not charged to the department account but is carried as a cash fund at the Cashier's Office. b. How to Obtain Money to be Used as Petty Cash 1) Agency or Dormitory Club Fund - A Direct Payment Voucher should be prepared, payable to the individual to be in charge of the fund for an amount not to exceed $50. 00. The voucher must be approved by the advisor and then taken to the University Business Office, Room 204, Administration Building, where a check will be iss'ued. The money for the fund will be charged against the account assigned. 2) Closing Out Agency and Dormitory Club Petty Cash Funds Prior to June 30 of each year, the petty cash fund should be reimbursed for the amount of money spent and the total amount of the fund deposited in the account to which it was originally charged. 3) Department Petty Cash Fund - A written request signed by the department head specifying the amount of funds desired must be sent to the University Business Office for approval by the comptroller. The department is notified when the petty cash fund is available at the Cashier's Office. ment head or a full-time staff member designated by the department head. It is issued to and must be signed for by the depart Page: Ca 5 Date: .. 1-31-66 CASH HANDLING b. 3) Departm ent Petty Cash Fund (continued) It is the responsibility of the depar tment head to inform the University Business Office when there is a change of a staff member who is responsible for the petty cash fund by sending a new authorization for the replacement. c. Use of Petty Cash Fund 1) For good control purposes, the handling of the petty cash fund should be the responsibility of one person . This per son should be the advisor or person appointed by him in the case of agency or dormitory club accounts, or the head of the departme nt or staff member in the case of department petty cash fund. The money should be kept in a small box that can be locked and kept in the office. This fund should not be put to personal use under any circumstances. 2) A person may wish to make an authorized purchase and pay for the item with his own money . He should get a paid receipt and present it to the person in charge of the petty cash fund for reimbursement. No money should be disbursed from the petty cash fu n d reimbursing a person who does not have a paid receipt. 3) For those persons who must be advanced cash to make authorized purchases, we recommend that they sign a petty cash advance slip for the amount of money they have received . These petty cash advance slips may be purchased at most office supply houses. The petty cash advance slip is to be destroyed upon return of the unspent money and a paid receipt for the purchase. 4) No purchase of an item costing more than $10. 00 should be If an item costs more than $10. 00, made from petty cash. it should be requisition ed in the approved fashion through the Stores Department or Purchasing. 5) No checks are to be cashed from the petty cash funds. A check cashing service is provided by the Cashier's Office, Administration Building . ( ( CASH HANDLING Page: Ca 6 Date: )-31-66 d . Replenishing Petty Cash Fund - The person in charge of the petty cash is responsible to see that it is kept in balance. The total of the paid receipts plus the cash should always equal the fund balance. When it is necessary to replenish the fund, a reimbursement voucher, Form No. Co ge 4a, should be prepared in duplicate for the amount of the paid receipts in the petty cash box. Each purchase should be listed on the voucher, showing the date of purchase, vendor's name and amount paid. The voucher should be prepared by a typewriter or ball point pen. The paid receipts should be attached to the voucher and sent to the Voucher Audit Division , University Business Office, located in the Manly Miles Building . The name of the person in charge of the petty cash fund should be listed as the payee on the voucher. The reimbursement voucher form may be obtained by filling out a request for supplies and sending it to Store s . You should allow three working day from the time the reimburse ment vouche r reaches the Voucher Audit Division for the check to be written for your reimbursement. reimbursement of the fund before all of the cash has been spent . It is advisable to request If it is necessary to replenish the fund immediately, the reimburse ment voucher may be walked through, but it is recommended that your request be made soon enough to allow for mailing. e. Auditing Petty Cash Funds - Department petty cash funds are checked at various times. A letter from the University Business Office is sent periodically to the person designated as being in charge of the fund to confirm in writing the amount of his petty cash. Periodically, a representative of the Audit Division will call at the department to count the petty cash fund to ascertain that it is intact and that the evidence of disbursements held therein in lieu of cash are proper. f . Petty Cash Overages and Shorta~s - The petty cash fund should be balanced periodically, at least once a month. Overages and shortages should be shown on the next reimbursement voucher. Overages should be deducted from the total amount to be reimbursed . Shortages should be added to the total amount to be reimbursed. The description should indicate the reason for the overage or shortage. ( Page: Ce 1 Date: 'l-31-66 Michigan State University MANUAL OF BUSINESS PROCEDURES CENTRAL STENOGRAPHIC SERVICES A. Purpose B. Services 1. Dictaphone 1. Established as a transcription service for depart ments needing additional stenographic services in overload periods, but not having a continuous need for permanent position. 2. To loan dictaphone machines to those departments that would otherwise need to employ an additional stenographer. 3. To loan personnel as a temporary replacement while secretaries are ill, on vacation, etc. 4. All services are furnished without cost to the depa rt - ment except for typing done on the Flexowriter. 5. Central Stenographic Services is located at 10 Berkey Hall. be obtained by telephoning 355-6620. Information regarding services may 1. Dictated materials, consisting of letters and rough drafts oJ speeches, outlines, abstracts, journal articles, monthly extension reports, notes, minut s of meetings and research papers (this does not include book manuscripts), are transcribed. 2. Letters take precedence over other dictation and are usually returned within one or two days. The modified block letter style is used. 3. Dictaphones are furnished on request and are serviced regularly by Dictaphone Corporation pe r sonnel. Central Stenographic, Telephone No. 355-6620, should be notified immediately of any malfunctioning equipment. 4. All new dictators are instructed on the proper use of the machine by Dictaphone Corporation personnel. A mimeographed page of suggestions for better transcription is also available to new users. 5. Central Stenographic must be notified immediately whenever machines are moved to a new location. 6. This service is available only for official business . It is not available to students or to off-campus groups. B. 2. Flexowriter 1. Letters are typed by Flexowriter in quantities up Page: Ce 2 Date: ,l-31-66 ( ( 3. Manuscript In quantities over 200, to 200 free-of-charge. there is a charge of 10 ¢ per letter for the total quantity. 2. The number of letters that can be accepted for Flexowriting is necessarily limited by capacity of the four reproducers currently available for this work. 1. Short manuscripts, such as bibliographies, tables, outlines, notes, minutes of meetings, speeches radio talks, etc. , are typed. 2. Speeches are typed on the bulletin typewriter if requested. 3. Book manuscripts or long manuscripts which are to be published and sold cannot be typed according to the policy adopted by the Council of Deans. For this reason, the deans are asked to give their approval on any manuscript over 10 pages in length. 4. Envelopes in quantity are also addressed, but these 5. must be scheduled well in advance. 'Iteses are not accepted for typing from faculty or students. 4. Messenger 1. Students are employed to pick up and deliver work on the main campus. Call Central Stenographic Service for further information, Telephone No. 355-6620. 2. Notify Central Stenographic when dictation is ready to be transcribed and pickup will be made as promptly as possible. 3. Messenger Servic e may be disrupted during exams and between terms. 1. Central Stenographic endeavors to furnish assistance to departments having only one secretary when that secretary is away for vacation, illness, or resigna tion. 2. All requests for this type of assistance must be direct ed to the Personnel Office ( 355-3690) 5. Temporary and Part-time Placements 6. Bulletin Typewriter 1. A Smith-Corona carbon ribbon typewriter with large bulletin type is available for typing a speech, making name cards for a conference, etc. The work should be scheduled in advance. Page: Cl 1 Date: 7-1-65 Michigan State University MANUAL OF BUSINESS PROCEDURES ( ( CLASSIFICATION OF EXPENDITURES GENERAL - The proper classification of all expenditures aids in budget plan ning and control. The object classification becomes a basis for the prepara tion of reports and expense studies. To insure accuracy of reports, it is important that all expenditures be classified by departments. OBJECT CLASSIFICATION CODE: 010 - PERSONAL SERVICES: This code embraces all salaries and wages for personal services. Includes - (a) Anyone on the · payroll of Michigan State University (b) Workmen's Compensation (c) Retirement compensation to all former employees who have been retired under the established University retirement plan NOTE: The Extension Department will continue to use the Federal codes for Personal Services. 011 - TIAA 012 - SOCIAL SECURITY 013 - PAYROLL DEDUCTIONS (University Business Office use only) 020 - TRAVEL IN STATE: Includes transportation of persons, lodging, subsistence while in an authorized travel status, and other expenses incidental to travel which are to be paid by the University. Includes - (a) The cost of rail, air or bus tickets and tokens when travel is performed by a commercial carrier ; mileage allowance is granted when traveli ng by private conveyance or a rented car. (b) Subsisten ce includes reimbursement for food and lodgi ng. (c) Incidental travel expenses include telephone, telegraph, taxi-fares, registration fees at conventions , etc. NOTE: The Extension Department will continue to use the Federal codes for travel. Page: Cl 2 Date: ~-31-66 ( ( CLASSIFICATION OF EXPENDITURES 021 - TRAVEL WITHIN THE HOME COMMUNITY AREA: Mileage allowance only when authorized by the Dean. 022 - TRAVEL OUT-OF-STATE: Includes transportation of persons, lodging, subsistence while in an authorized travel status, and other expenses incidental to travel which are to be paid by the University. Includes - (a) The cost of rail, air or bus tickets and tokens when travel is performed by a commercial carrier; mileage allowance is granted when traveling by private conveyance or a rented car. (b) Subsistence includes reimbursement for food and lodging. (c) Incidental travel expenses include telephone, telegraph, taxi fares, registration fees at conventions, etc. 023 - TRAVEL OUT-OF-STATE: Includes transportation only. 024 - TRAVEL INTERVIEW FOR POSITIONS: Includes first-class transportation and normal expenses. 025 - TRAVEL - NON-UNIVERSITY EMPLOYEE: Includes first-class transportation and normal expenses. 026 - TRAVEL OVERSEAS: Includes travel expenses as authorized by the University. 027 - TEAM TRAVEL Includes athletic teams, debating teams, agricultural judging teams, etc. 030 - TRANSPORTATION OF THINGS: Embraces those charges for the transportation of things (including animals), which are paid directly by the University and not by the It also includes charges for the care of such things while vendor. in the process of transportation, but does not include transportation on equipment classified 090. Includes - (a) Freight and express charges by common carrier; freight and express demurrage; switching, recrating, refrigeration and other incidental expenses. (b) Drayage and other local transportation, including handling charges. ( ( ( Page : Cl 3 Date : 7-1-65 CLASSIFICATION OF EXPENDITURES 040 - POSTAGE, TELEPHONE & TELEGRAPH: Includes - (a) All postage, telephone & telegraph services (b) Switchboard service charges and telephone installation co st ( c) Leased-wi re for Extension Radio (d) Purchase of stamped envelopes 051 - UTILITIES : Includes - Electricity , gas, water, and steam 052 - RENTALS: Includes - (a) Monetary payment for the right of possession and use of land, structures , and equipment owned by another , the possession of which is to be relinquished at a future date. (b) It also i ncludes c harges for purchase rental agreements. Under such agreements , until the title to the equipment is acquired, payments should be c lassi fied as rentals (c) Pos t Office box rentals - also storage 053 - LEASES: This code is to be used only where a 10% of the entire cost of equipment is charged on a yearly basis. 061 - PRINTING & RELATED EXPENSES : Includes the cost of all c o n tractual services for the printing of - (a) Books , pamphlets, documents , and other publications (b) University catalogs , bulletins , reports, student publications , technic al bulletins ( c ) Engravings , c uts , half-tones , zinc etchings , z inc linecuts and a rt work for printed matter (d) Programs - athleti c and other 062 - BOOKBINDING & MISC. SMALL PRINTING NOT FOR PUBLICATION Includes - (a) P rinting of tickets 070 - PHYSICAL PLANT DEPARTMENT SERVICES ONLY Page: Cl 4 Date : 7 - 1 - 6 5 CLASSIFICATION OF EXPENDITURES: 071 - CONTRACTUAL SERVICES Includes - (a) Repairs and maintenance to equipment, including maintenance contracts (b) Photographing, developing, engraving and blue -pri nting (c) Multigraphing; and mimeographing work if performed by a vendor ( d) Entertainers or entertainment by contract ( e) Entranc e fees, membership dues, press ( new s service (f) Ambulance and taxi service s; hospitalization and any work performed by a business establishment (g) Commissions, fees, etc. , for special and miscellaneous services rendered by others. (h) Gua rantees (i) State News delivery (j) Registration of animals (k) Wiping cloths rental service (1) Advertising and publication notices (m) Any contractual service not otherwise classified (a) Alterations, repairs and maintenance to buildings which are not capital improvements (b) Professional services and physical examinations (c) Honorariums (d) Insurance and surety bonds ( e) Laundry a n d dry cleaning (f) Payment of insurance premiums carried on retired University employees 072 - Includes - 073 - Includes - (a) Overhead 082 - GENERAL SUPPLIES & MATERIALS : All commodities which are ordinarily consumed or expended within a comparatively short length of time; or converted into the pro ce ss, construction, and manufa cture of equipment; or form a minor part of it. Includes - (a) Glassware for laboratories (b) Office supplies (c) Chem icals, surgical and medical supplies (d) Fuels ; such as , coal, wood, petroleum; oil used in cooking, heating and generating power ( ( = CLASSIFICATION OF EXPENDITURES: 082 - (continued) Page: Cl 5 Date: ,1-31-66 (e) Provisions; food and beverages for human consumption (f) Forage and stable supplies; food used for livestock, and small animals; also bedding, horse-shoes, collar pads, etc. (g) Parts for the repair of equipment and machinery. (h) Press clippings (i) Carpeting, drapes and venetian blinds. (j) Furnaces, hot-water heaters, sinks , etc., which are permanently attached to a building. (k) Rope and garden hose. (1) Small tools . 090 - EQUIPMENT: Item must have a cost of $25. 00 or more and a useful life of more than three years to be classified as equipment. This applies to the purchase of new or used equipment. Some equipment costing less than $25. 00 may have a useful life of more than three years, but it has been determined that the cost of inventorying and record ing such items would more than offset their value. Includes - (a) Vehicles - such as passenger automobiles, trucks, tractors, wagons, etc. (b) Movable furniture and fixtures such as desks, tables, chairs, typewriters, adding and book keeping machines, household equipment and rugs. (c) Machinery and apparatus such as engines, generators, transformers, shop equiment, stationary and movable pumps, and main tenance machinery. Also scientific apparatus such as x-ray machines, microscopes, photographic equip ment, projection machines, etc. (d) Livestock - not purchased for slaughter (e) Museum and art collections NOTE: The above items costing $24. 99 · or less must be classified in the current operating budget account as general supplies and materials. ( ( CLASSIFICATION OF EXPENDITURES : NOTE: (continued) Page: Cl 6 Date: ,1-31-66 Any pie ce of equipment purchased as a replacement part will be classified as general supplies and materials. All glass items are normally considered supplies due to the short life expectancy. 093 - FREIGHT ONLY ON ITEMS CLASSIFIED AS EQUIPMENT 090 STRUCTURES AND LAND: 101 - Purchas e of land 102 - Land improvements - such as drainage; grading and filling; and reservoirs for water storage. 10 3 - Buildings - capital improvements: Includes the purchase, all costs during construction, repairs and alterations except for dormitories and Union. Classification 890. See Fixed equipment - Includes fixtures and equipment which become permanently attached to or forms a part of buildings or structures; such as elevators, plumbing, power-plant boilers, fire-alarm systems, lighting and heating systems, generators, air conditioning and refrigerating systems. 104 - Miscellaneous improvements - Includes landscaping, fences, sewers, wells, sidewalks, roadways, tunnels and utility distribution system. 110 - GRANTS, CONTRIBUTIONS, and INTANGIBLES: Includes - (a) Contributions to permanent University retirement fund (b) Banquets, dinners, luncheons, accommo dations and meals for guests and guest tickets for entertainment (c) Taxes, royalties, and funeral remembrances, (d) Payment for the right to reprint articles or extracts (e) Payment for per diem. 120 - SCHOLARSHIPS AND FELLOWSHIPS Page: Cl 7 Date: 7-1-66 CLASSIFICATION OF EXPENDITURES: 130 - REFUNDS: Refunds of the whole or part of the amounts previously received by the University. Includes - (a) Refund of tuition fees (b) Refund of deposits for military uniforms, dormitory deposits, physical education for men and women, etc. (c) Refund of miscellaneous payments. ( 140 - DEPRECIATION - University Business Office use only 150 - DEBT RETIREMENT: Includes - Redemption of bonds, notes, certificates of indebtedness, interest, etc. 160 - INVESTMENTS and LOANS: Includes - ( (a) Investments in securities - such as the purchase of stocks, bonds, debentures and other securities in which money is invested either temporarily or permanently, including amounts paid on interest accrued on such amounts at the time of purchase, as well as any premium paid on such invest ments. (b) Advances to revolving and other funds, and increase thereof, where such funds are to remain intact, either in tre form of cash, receivables, inventory or other assets, until the enterprise is liquidated, transferred, or sold. (c) Student loans. (d) Advances for travel. 170 - FOOD FOR DORMITORIES: Includes - Food purchased by the Food Stores, dormitories, cafeterias, grills, and cooperative houses. 180 - BOOKS AND MAGAZINE SUBSCRIPTIONS: Includes - All books and magazine subscriptions purchased by the University except those for resale. Page: Cl 8 Date: 7-1-65 CLASSIFICATION OF EXPENDITURES: 190 - RESALE ITEMS: Includes - Items purchased for resale by the Union Book Stores, Stores, Food Stores, Concessions, Union Desk, Kellogg Hotel Desk, Snack Bar, and Dormitory Grills, etc. 198 - RESALE ITEMS-BOOKS -- MSU BOOKSTORE ONLY Includes - (a) Books purchased by MSU Bookstore for resale ( 890 - MAJOR REPAIRS FOR DORMITORIES and UNION BLDG. Includes - (a) Painting (b) Refurnishing ( c) Re carpeting (d) Major building repairs, etc. Example classifications are as follows: Acct. No. 11 - 3653 - 11 - 3654 - 71 - 2306 - 21 - 2916 - 71 - 6715 - Object Classification Description of Expenditures 082 090 180 071 020 Purchase of desk calendars Purchase of typewriter Purchase of books, not for resale Registration fee for animals · Reimbursement for travel expenses in state Page: De 1 Date : 7-1-63 Michigan State Unive rsity MANUAL OF BUSINESS PROCEDURES DEPARTMENTAL BOOKKEEPING It is suggested by the University Business Office t hat each department keep a bookkeeping record for each account under its jurisdiction. This would enable the department to verify that the balance shown on the ledger card received each month from the University Boo kkeeping Office is correct. Any errors that might arise in posting would be di s c overed and could be c or rected the following month. The department would know the balance in it s accounts at all times. 1. Forms to be Used - Worksheet for Commitment, and Form No. CO-de-1, Bookkeeping Re cord for Departments, are the recommended forms to be used. These forms may be obtained at Vault No. 3 - Administration Building - Telephone No . 355-5055. 2. Worksheet for Commitments - The worksheet i s used to list all commitments. a. When a requisition is issued, the information should be recorded on the worksheet and t he ret ained copy of the requisition should be filed in an "open II folder of the account (see Exhibit I, Page De 5}. b. When t he purchase order i s received, the purchase order number should be recorded on the worksheet in t he column provided and the purchase order it self should be a t tached to the copy of the requisition and refiled i n the "open 11 folder of the account. c. When the voucher is received: ( 1) Attach the depar tmental copy of the voucher to the copies of the requisition and purchase order. (2) Cross off the entry which was made on the Worksheet for Commitment s and enter the expenditure in the bookkeeping records as outlined in Section 3. d. After vouchers are posted to the bo o kkeeping sheets, the completed voucher, which ha b een attached to the copy of the requisition and purchase order, shoul d be filed in DEPARTMENT AL BOOKKEEPING 2... d. (continued) Page : Date : De 2 7-1-63 in a folder labeled "completed file". that these closed items be filed together by months for each account. It is recommended e. When materials or services are requested from inter departmental (on campus) sources, an estimated amount supplied by the department should be entered on the work sheet. f. After inter-departmental charges have been posted to the bookkeeping sheet, the worksheet should be adjusted to reflect the remaining estimated balance of these items if the charge ik not completed within the month. mended that on Job Orders, the monthly charges also be listed on the pink copies received regarding these items. It is recom 3. Bookkeeping Records - The bookkeeping record is used to list all receipts and expenditures. a. The "Appropriation Record" at the top of the sheet should be used to list the budget releases and the unreleased balance (see example). Normally, budgets are released as follows: Labor - 25% each quarter; supplies and services - 25% each quarter; equipment - 90% on July 1 and 10% on April 1. A letter is sent from the University Business Office at the beginning of each fiscal year advising each department as to this fact and explaining the procedure if a change from the normal release method is desired. b. Income - These entries record the amounts received by the department and are to be entered in the column headed "Credit". enter it in this column. Circle it, or write it i n red to show that it is a deduction. If by error, a previous cash entry is reversed, c. Expenditures - There are nine columns so you can break down your expenses. Suggested headings for ordinary academic departments are: ( Office supplies Laboratory supplies Classroom supplies Postage Travel Books Equipment-=- Other- . e xpenses DEPARTMENT AL BOOKKEEPING 3. c. (continued) Page : Date : De 3 7 -1-63 Your department can substitute other headings if they are needed. This information is designed to give infor mation to your department head. Expenditures may be paid by check, by journal entry pre pared by the University Bookkeeping Office, or by charges for services performed by other departments . Items paid by voucher should be entered immediately upon approval of the voucher by the department. Expenditures for service s of other departments should be entered as soon as charges are received. All items of expenditures should be entered in the expenditure column and also in the appropriate detail column ( see Exhibit II, Page D e 6). If it is necessary to void an entry previously entered, it should be entered again in the same columns and circled or entered in red ink to show that it is a deduc tion. When com pleted, each page should be footed, cross-footed for errors and the balances carried forward to the next page. The total of the detail expenditure columns should equal the total of the expenditure column. The total of t he credit column less th e total of the expenditure column should equal the amount shown in the balance column. (IT CANNOT BE STRESSED TOO MUCH THAT IT IS OF UTMOST IMPORTANCE TO KEEP YOUR POSTING CURRENT. ) 4. Reconciliation - Each month a ledger sheet i s forwarded to each department from the Bookkeeping Division of the Uni versity Business Office . There will be entries on thi s record which do not appear on the departmental bookkeeping record and the depart mental bookkeeping record will have entries which are no t yet on the ledger sheet. To insure that mistakes have not been made, it becomes necessary to reconcile these two records. The procedure is as follows : a. Consider each item on the ledger sheet in the column headed If the item has b een listed on your boo kkeeping "Payments". record, enter the voucher number or job number on your record in the column so headed and check the it em off on the In the event that the amount pai d on the ledger ledger sheet. sheet is less than the amount shown on your record, note t he amount of discount earned opposite the ent ry w h i ch you have made. In the event that any item on the ledger sh e e t has not been entered on your record, make the entry at this t i me - IF you can determine that it i s a legiti mate charge against your account. The number of the month, in which the item DEPARTMENTAL BOOKKEEPING 4. a. (continued) Page: Date: De 4 7-1-63 appears-on the ledger from the University Business Office, should be placed opposite the item in the explanation column. This will enable you to tell which items have not been posted by the Bookkeeping Section. This is necessary for the recon ciliation below. When all items in the "payment II column have been posted, the total of all discounts earned for the month should be entered in red in the expenditure column. This amount should also be shown in red in the expenditure detail columns, decreasing the amount of expenditures. b. The reconciliation statement is as follows ( see Exhibit II, Page De 6): Department balance (this is the balance as shown on your record) $9, 370. 7 8 Add: Items posted on your bookkeeping record but not on the ledger Total Less: Unliquidated encumbrances -(this will be the final amount in this column on the ledger sheet) Adjusted balance 98.00 $9,468.78 324.00 $9,124.78 Ledger balance (this amount should agree with the adjusted balance above) $9,124.78 In the evert that any question arises or assistance is needed, call Mr. Kenneth Schram, Telephone No. 355-9 645. ( E xhibit I. Page De 5 irt1iltllHlkllllllttlllNNl1ilflt ttllttijKIMlltUIUHWitHll1tW11tiltttl111Hlllllffl1mMIUIW"tlfftltllUIUIOllf.UUIWIUnfl1WtlllllM1"'"'111UUltttl11WHtn11 fltWUttfli1!tMIUUl'*1IUHMtt1HUllttllmiUMtlHRII MIUtfUUU~IIIUllt\lWll)lllttllllltllttiAlalUlU \l'ltttllh\1M'""'tululklllit\lMl1'1\llH""'11tti,Ull\ l\lUKlttlllM\lllltUl\\llllll~Ktlltllll.t WORKSIIEEn' FOR COMMITMENTS Date Name or description 7 /15/62 Office Furniture 7 /21/62 Printing $10.00 or over Est. Amt. I 889 70 571 54 Under $10.00 Est. Amt. Reg. No. P.O. No. 4896 71424 4906 75214 7 /31 /62 Maintenance Equipment 98 00 4975 - ( I M11111U111m11111ntlW1tll1l1!1 IIUltill ... tlHWHlftllUIIIUIUtlltlltltlll'llldltltUIKllttl~lllwtlflllttMt\1110lltllllll1!~HIIIUH1i11t~Hllllim+111tff!llltlUt 1HIIIIUI/UtHl1AlllJIIII Ul!Ul1t!I jtf,lltrllfl1 .. ;11uu 11111111u,u111,11,u,,1uH111111JHJ1fl ltl!lttlt11Mlfllf!IIII /M ///lffrlllffWIUl/lttHfllfl/tl/tll1J/flfl/l1"1J;IHfl llllt llfl/(!ijj/1/lll'lljJIH:HIHlllflt'///lll;lr (7240) ..... ~ ---.. Fo,m No. CO.de-1 APPROPR I ATION RECORD D4Tll AM OUNT At:Lll:ASllO 8ALANCIC UNRCLllASl:D 7 -t-1,,3 tn-1-t. 0 1-J-l,~ 4-1-,~ -3.S-: .:IS-o . o o 11,,Uo. , oo ;/ 7.ra o o ~ ,L .OQ , O 0 I.L, zs:..o,Qo I..L, ,z...ro, o o //, z,r:..o l O 0 -o - M I CHIGAN STATE UNIVERSITY BOOKKEEPING RECORD FDR DEPARTMENTS ,.URNISHED BY UNIVERSITY BUSINESS OFFICE £x4ib/f JI DEPARTMENT. Mai e a E l> ep,., ,e f ge.d f ___ _ AccouNT NAME TiT I- e o ;= fl"- iL-Q, . n1 t- PAGE.1)£,__!£_ ACCOUNTNUMBE~-- -- - -- - - - - - -- - - - - - DATE VENDOR P . O. ot11 JOB NUMBER VOU~tJ~~llJDB TO •t: OIITAINllD ir•OM MDNTHLT STATll'41lNT P'•DN U , &O. AS "'AffT OIi' THC ACCOUNT IIICCDNCILIAT'ION EXPEND! • TURE ~,0nm Borlo e + ,11,,.,~R -o1 Th o,-,,, l 1-/-t, 3 TI~- e,=p_j(?,.;,er/ t..~ 2 7- I B 1- J-L :/ f-.-Pn,-RJ 7q7,/7 4 17-Jo - t.J We.qe,e l!us,,/es ,\ J p,e.,;,l!.e. 71 '/?. fJ 5 11 1c - {.,3 !Jf;,r,/{) PP ' nrl;',,.; c, {l_,, 7S'.;1.1t..J. ..Te.. G IJ. .3/-(,,.3 M ;l't1e o (I (11-,() 0/,_s 7 7-,, - f,, 3 _r,.,/;c, ~i.S-3 .S-£7 t. 8 "/. ,i- /,,3 9 t l i-1.3 fl, ,,,, ,,, ,,,,,1,/ {!,,,el) J'o 1L .5,- .1-- h J (!_(19,,ec,e.5 7) _ .,, - 4o<> I 4<:>, ,-- ,.f 70 I 470 '} t, 0 ; .;1. 1G S- 10 -r,: h •c o"'J 7J ' sp_,, ,, ,j+ o,J V,, ,, T,, vn1rl. Vo uc..h@ E .d.:i:i...., (I f,...,, ,,, e.s ll 12 7-1/ -,3~/D~L., ., 1S f.p R 4701 TP o1 o.S- CREDIT BALANCE DESCRIPTION J/7..S-o o o J/7Saoo /(P(;o,nM,:,,J,i. Tl, ,. ( ,>11nte~ OFF,-. e s,,pp/, ~ Plf,vf,:V7 Tl',,/,e/ f!.h!UfRS l=~···r 6t-fe= Tdrrlr,,e.. Off.t:,e EXPEND I TURE DETAIL qq '2R ,2/ 7/, J',f'c,7r, .C:7 / S't !Jqo .. -1 J/ t,.ro-, n~J..v,.., ,..J De.. F1//e,l // l'..:,J'9/, m ul. Th ;s. S hou ld.. d e.H, /e 1>f-1~ ;J /0 ..,20 ?j, 4 I le r!(., P. , D r LA,Je,l /... o /", ~ / 0/(,,7 ·71 r,PA -, :{ CJ :271.:?.7 ad_,r, tl,foo !At r:fwD ~ .h / , / , / ~ C q '! 7 0 7 )' al.n{, / ~ ' ,., r-1 1 G:z.. '1'-l/3L , t:1J, .:2..S::Z -1.:1.,0 ).31 q ;22 /17.SO oc qJ 707Jlt1 QQ ~.t, :ll 7 6 .<7.'-'"' %,f,, ..,_ '} rM:?e O P,c 6.11to - ,27, 7-, ,.,...,,,, mo 7,1 ,. '1?00 (71.'4 ao?Y .7 Qn » Xkn A'v Zt.,77 7:.1 n·. if - 71, 1.C Vo uc.he If' h 'kl Bee. rJ e ,v f e ,e_ e..d.., #I)+ /J PP nJ <=',i.leteed. l'J,V /..ec{_qe_~ B bv ThE .S Peet-- tN J>enA. 'R.l-me.n.lf I, , f- ;, ,,,_ ,; f3o o.k1-e ,,.,; rJ r, no "" ,,,/n, ,o,J-/.. I 8 .- TalAI OF & vP.-JcL+ ,t> e_, de./4 ; / t!.ol r 1"'1,v.~ s 1 oc•id. e< ;:J"' ...... cr' ...... .... ..... ..... ~ 1J p, O'Q ('!) tc:1 8 "'" SUPERVISORS FIELD REPORT OF CLAIMED ACCIDENTALqiUuin 7 - i-BB Exhibit III Page Em 5 MICHIGAN STATE UNIVERSITY This Form is Designed to Help the Supervisor Gather In formation Which He Can Use to Prevent Similar Accidents. co.wo.s Please fill in completely . PERSONAL INFORMATION Name of Injured Home Address Dote of Accident Major Division or College? Timt Mole O Female O University Student 0 Ago Job Titlt or Description Nome 6- TIiie of Person in Direct Charge of Work Yean on Present Job DESCRIPTION OF INJURY Social Sec. # Marital Status Dept. A/C # Deportment or Holl Injured Works in or From What Building TREATMENT Treated at Hospital 0 Whtn Admitted 0 Nome of Hospital if Other Than Olin DESCRIPTION OF ACCIDENT TELL HOW INJURY OCCURED. INCLUDE PERTINENT PHOTOS, SKETCHES, AND EQUIPMENT DATA. LOCATION Please Describe In Detail Names of Witnessn and Dept. ar Address By Injured· By Supervisor · " " ' UVO,W'"O TIU { ACCIDENT, WHAT ARE THE SUGGESTED PREVENTIVES? Action to Bt Tako• Signature of Supervisor Dolt 0 WORK INJURY Complete Next Line and Report Return to Work on "Accident Disability Time Sheet - Return to Duty Report" Estimated Length of Disability PLEASE DO NOT WRITE IN THIS SPACE Dates Absent No. of Work Days No. of Calendar Days - Signature of Dept. Head Date 0 NOT A WORK INJURY 0 DON'T KNOW 0 VISITOR PLEASE CHECK ONE BOX IN EACH SECTION INJURY TYPE 5. Burns Electrical 1. Abrasion D 2. Amputation 0 3. Animal Bite 4. Bruise 0 0 0 6. Burns Thermal 0 7. Compound Fracture 0 D 9. Cuts 0 10. Dislocation PART OF BODY 0 1. Abdomen 0 0 2. Arm 0 3. Back D 4. Chest 0 5. Eye 6. Face 0 0 7. Finger 0 8. Foat D 9. Hand 0 10. Head 011. Int. Org. 011. Exhaustion (Heat, etc.) D 12. Joints D 13. Leg D 14. Multiple O 14. 8. Crush Infections 4. farm Area 1. Admin . Bid. LOCATION OF ACCIDENT 0 0 2. Classroom D 3. Dairy 0 0 5. Food Service Area 6. Grounds Dept. 0 0 7. Not Univ. Prop. 8. Other Bldgs. 0 D 9. Other Univ. Prop. 0 10. Physical Plant 0 11. Residence Hall 0 12. Foreign Objects ( Eye, ear) O 12. Salvage D 13. Stadium D 13. Hernia ( Rupture) O 14. Stores O 15. Streets, walks, r, Grds. 0 15. Unclassified O 16. Student Services D 17. Theater 0 15. Lacerations 0 16. Multiple O 15. Neck 0 16. Other 0 11. Toe 1. Auto accident (Motor vehicle) 2. Bitten by animal 0 0 3. Caught in or between 0 4. Contact with electric D 5. Contact with poison or irritant 6. Exposure to temperature 0 current AGENCY OF ACCIDENT ACCIDENT TYPE 1. Animals 0 2. Boilers 0 0 3. Chemicals 4. Dusts 0 0 5. Elec. Appar. D 6. Elevators 0 7. Food 0 0 D 10. Hot Subs!. O 11. Machines O 12. Poison Ivy 0 13. Prime Movers D 14. Radiation Subs. 9. Hand Tools 8. Glassware extremes ingestion 0 8. Fall of person ta different level D 7. Foll of person, on some level 0 0 9. ~~~:!i:fs objects, tools, D 10. Inhalation, absorption, 0 11. Lifting and overexertion D 12. Other (Explain) O 16. Vehicles 0 11. Wark Surf. Floors 0 r4. Striking against, kneeling D 13. Slip (not fall) causing strain or slipping on BASIC CAUSES OF ACCIDENT 01. Agencies Outside of the University 0 2. Lack of Adequate Instruction D 3. Mental Attitude, Makeup, or Knowledge 0 4. Physical Condition or Handicap 0 5. Unsafe Act 0 6. Unsafe Mechanical or Physical Condition 0 11. Other D 18. Poisoned or irritated O 19. Puncture O 20. Shack 0 21. Simple Fracture O 22. Sprain O 23. Strain Send this Form to Deportmen t-of Public Safety O 15. Struck by (flying, sliding or mov. obj.) 0 -5 186 CO-W0-3D REPORT OF PERSONAL INJURY ACCIDENT - MICHIGAN STATE UNIVERSITY Lost Time Accidents Must be Reported to University Business Office Within 24 Hours. Exhibit IV Page Em 6 T;Q9=t.ltt.: is Dllvnld-t§ 9'elp the Supervisor Gather In forma t ion Which He Can Use to Prevent Similar Accidents. PERSONAL INFORMATION Name of Injured Home Address Date of Accident Time Male O Female O University Student O Age Jab Title or Description ~a~i~e~t ~~~r:: :.•~o~k Years on Present Job DESCRIPTION OF INJURY Social Sec. # Marital Status Dept. A/C # Department or Hall Injured Works in or From What Building TREATMENT ( Treated at Hospital D When Admitted D DESCRIPTION OF ACCIDENT TELL HOW INJURY OCCURED. INCLUDE PERTINENT PHOTOS, SKETCHES, AND EQUIPMENT DATA. LOCATION Please Describe In Detail Names of Witnesses and Dept. or Address "'" ""'"°"G TIU { ACCIDENT, WHAT ARE By Injured: THE SUGGESTED By Supervisor: PREVENTIVES? Action to Be Taken Signature of Supervisor Date 0 WORK INJURY Complete Next Line and Report Return to Work on "Accident Disability Time Sheet - Return to Duty Report" Estimated Length of Disabilitv PLEASE DO NOT WRITE IN THIS SPACE Dates Absent No. of Work Days No. of Calendar Days Signature of Dept. Head Dote 0 NOT A WORK INJURY 0 DON ' T KNOW 0 VISITOR PLEASE CHECK ONE BOX IN EACH SECTION INJURY TYPE PART OF BODY D 1. Abdomen D 1. Abrasion D 2. Arm D 3. Bock D 4 . Chest D 5. Eye D D 7. Finger face 6. foot D 8. D 9. Hand D 2. Amputation D 3. Animal Bite D 4. Bruise D 5. Burns Electrical D 6 . Burns Thermal D 7. Compound Fracture D 8. Crush D 9. Cuts LOCATION OF ACCIDENT D 1. Admin. Bid. D 2. Classroom D 3. Dairy D 4. Farm Area D 5. Food Service Area D 6. Grounds Dept. D 7. Not Univ . Prop. D 8. Other Bldgs. D 9. Other Univ. Prop. D 10. Physical Pion! 011. Residence Holl D 10. Dislocation 0 10. Head 011. Int. Org . D 11. Exhaustion ( Heat, etc.) D 12. Jo ints D 13. Leg D 12. Foreign Objects { Eye, earl D 12 . Salvage D 13. Stadium D 13 . Hernia (Ru pture ) BASIC CAUSES Of ACCIDENT D 1. Agencies Outside of the University D 2. Lack of Adequate Instruction D 3. Mental Attitude, Makeup, or Knowledge D 4. Physical Condition or Handicap D 5. Unsafe Act D 6. Unsafe Mechanical or Physical Condition AGENCY OF ACCIDENT ACCIDENT TYPE D 1. Animals D 2. Boilers D 3. Chemicals D 1. Auto accident (Motor vehicle) D 2. Bitten by animal D 3. Caught in or between D 4. Contact with electric current D 4. Dusts D 5. Elec. Appor. D 6. Elevators D 7. Food D 8. Glassware D 9. Hand Tools D 10. Hot Subs!. 011. Machines D 12. Poison Ivy D 13 . Prime Movers D 14. Radiation Subs. 0 5. Contact with poison or irritant D 6 . Exposure to temperature extremes D 7. Foll of person, on some level D 8. Foll of person to different level D 9. Handling objects, tools, materials D 10. Inhalation, absorption , ingestion D 11. Lifting and overexertion D 12. Other ( Explain ) D 13. Slip ( not fall) co using strain Infections D 15 . Lacerations D 14. Multiple D 14. D 15. Neck D 16. Other D 11. Toe ( 0 16. Multiple D 17 . Other D 18. Poisoned D 19. Puncture D 20. Shock or irritated OH. Stores D 15 . Streets, walks, & Grds . D 15. Unclassified D 16 . Student Services D 17. Theater D 16. Vehicles D 11. Work Suri. Floors D 14. Striking against, kneeling or slipping on D 15. Struck by (flying, sliding or mov . obj.) 0 21. Simple Fracture D 22. Spra in D 23. Strain DISTRIBUTION : White Copy to Univ . Business Office, Blue to Personnel, Yellow to Public Safety Dept., Keep Green Copy. 7-1-66 .Page: Em 1 Date: 10-1-66 Michigan State University .MANUAL OF BUSINESS PROCEDURES WORKMEN'S COMPENSATION AND EMPLOYEE INJURY REPORTS 1 WORKMEN'S COMPENSATION A. Provisions 1. The University is "self-insured" under the provisions of the Workmen's Compensation Act. This means that amounts paid to an employee in connection with an employment inflicted injury are a direct expense to the University. 2. The Workmen's Compensation Act provides that no compensation be paid for the first seven calendar days . However, the first seven calendar days are covered if the absence from work exceeds fourteen calendar days. B . Compensation 3. The Workmen's Compensation Act requires 1. Required by Law 2. Paid by University C. Sick Leave and Vacation Time that an employee be paid two-thirds of his regular wages during the absence from work. The University will pay the full regular wages by using accumulated sick leave and vacation time to pay the difference between his regular wages and payments required under the Work men's Compensation Act . 4. Personnel Department will furnish the University Business Office with the accumulated sick leave and earned vacation time . 5. The University Business Office will compute and apply the hours necessary to provide the employee with his full regular pay. 6. Sick leave and vacation time will be used for the first seven calendar days. When the absences from work exceeds fourteen calendar days, the University Business Office will recompute and restore the hours to the extent the employee is entitled to Workmen's Com pensation benefits. If an employee does not have any accumulated sick leave or vacation time, he will be paid only the benefits provided upder the Workmen's Compensation Act. 7. ( ( ( ( Page: Em 2 Date: 10-1-66 D. Reporting Absence 8. from Work E. Change of Status Report Employees will be paid their regular wages on the day of the injury. The second day will be subject to the Workmen's Compensation Act and the time must be reported on Form No. See Page Em 6. CO-wo-la. 9. Form No. CO-wo-la is also used as a "Return to Duty Report II and must be submitted even when an employee returns to work the first day of a pay period. 10. A Change of Status report {applies to monthly payrolls only - See Page Pe 15) should be sub mitted to transfer the injured employee from his regular pay to Workmen's Compensation pay because payments required under the Work men's Compensation Act are not subject to Federal Income Taxes. 11. Any compensation in excess of the amount required by the Workmen's Compensation Act is taxable wages. F. Students 12. Students are covered under the Workmen's Compensation A.ct. However, due to the neces sity for filing reports, it may be desirable to continue their regular pay. This decision should be made based on individual cases and in consulta tion with the University Business Office. 2. EMPLOYEE INJURY REPORTS A. Forms 1. Authorization for Medical Attention, Form No. C0-ge-20b. 2. Supervisors Field Report of Claimed Accidental Injury, Form No . CO-wo-5 . 3. Report of Personal Injury Accident, Form No . CO-wo-3d. 4. Accident Disability Time Sheet and Return to Duty Report, Form No. CO-wo-la. B. Authorization for Medical Attention 1. Form 1. Form No. CO-ge-20b. See Page Em 5 . 2. Form may be obtained at Vault #3, Administration Building, Telephone No. 355-5055. B . 2 . Purpose 3. Processing Page: Em 3 Date: 10-1-66 3. To authorize University employees who are injured in connection with their employment to receive medical attention at Olin Health Center. 4 . The completed form must be signed by the employee's supervisor and is required for admission except in case of emergency when it can be forwarded after treatment . 5. The bottom part of the form will be returned promptly by the hospital to the injured employee's supervisor for use in completing Form No. CO-wo-5 (no lost time) or Form No. CO-wo-3d (lost time). C. SUPERVISORS FIELD REPORT OF CLAIMED ACCIDENTAL INJURY 1. Form 1. Form No. CO-wo-5. See Page Em 7. 2. Forms may be obtained at Department of Public Safety, Telephone No. 355-2221. 2. Purpose 3. This form should be used only when there is no lost time and when the injured employee was referred to Olin Health Center. 4 . Lost time injuries should be reported on Form No. CO-wo-3d. 3 . Processing 5. The employee's supervisor should prepare the forms. 6. Completed forms are to be sent to the Department of Public Safety. D. REPORT OF PERSONAL INJURY ACCIDENT 1. Form 1. Form No . CO-wo-3d. 2. Forms may be obtained at Department of Public See Page Em 8 . Safety, Telephone No. 355-2221. 2 . Purpose 3. This form should be used to report injuries where lost time is involved . 4 . Form No. CO-wo-5 should be used when there is no loss of time. Page: Em 4 Date: 10-1-66 D. 3. Processing 5. The injured employee's supervisor should prepare the form with the assistance of the safety engineer after making a complete investigation. 6. Forms should be distributed as follows: White - University Business Office Blue - Personnel Yellow - Department of Public Safety Green - Retained bJ: department J E. ACCIDENT DISABILITY TIME SHEET AND RETURN TO DUTY REPORT 1. Form 1. Form No. CO-wo-la. See Page Em 6. 2. Forms may be obtained at Vault #3, Admini stration Building, Telephone No. 355-5055 . 2. Purpose 3. To report lost time. This form is used in 3. Processing place of the regular time card to report hours lost due to an employment-inflicted injury and starts with the first full day's absence. 4. This form is also used to report the first day the employee returned to duty after loss of time and must be processed even though the first day worked is the beginning of a new pay period. 5. The completed forms must be signed by the department chairman and dean or director . 6. Forms should be distributed at the close of each pay period as follows: White - University Business Office Blue - Personnel Pink - Retained by department Buff - Department of Public Safety 7 . The white copy should reach the University Business Office on Friday afternoon at the end of the regular labor pay period. When the following Saturday or Sunday is a part of the regular working days, lost time can be anti cipated; and if necessary, can be adjusted by calling Workmen's Compensation Department, University Business Office, Telephone No . 353-6474, before 10:00 a. m. on Monday. Page: Em 5 Date: 10-1-66 Exhibit I ............................................................................................... ·. . . . . . . . : . : : AtJrHORIZATION FOR MEDICAL A'.rl'EtfrION Form No, :o-ge-266 ' . . . . . . . . . . . . . . . . . . . . To: Olin lelorial Hospital., Campus The following named employee is referred :for the condition described below: Date ·- - - - - - - · 19 - {M{di!le I.) Dept • Description of injury or disease: - ·- - · · · - - ··- - - Describe how this occured: - - - - - - - - - - ·---·---------------------·------ It is my Judgement that the above condition (did) (did not) (was alleged to) arise out of and in the course of this persons employment at mu. ( Signature ot Supervisor) ·~ · ( Phone Ext.) (This portion of form is to be returned to Dept. mmediate~) : . Olin Memorial Hospital . T o : -~ · - - - - - - - - - Department - - - - - - - - Name of Employee: - · - - - - Diagnos!s: _____________________ ___ ·------·-·---·-··--·--·---- Remarks: - - - - - -----·- - - - - - ·----------·-·----·--- This employee is authorized to return to work on - - - - (date, if known) (9,94) ............................................................................................... : Signature ot Doctor . . . . . . . . . . . . . . . . . . . . . . . . . . - - ...................................... ~······························,·;······-·····-- ~······· .. ········································-···········: ACCIDENT DISABILITY TIME SHEET AND RETURN TO DUTY REPORT Form No. Co-wo-la Name~--~~~~~~--~~~·~~~~~~- De.te~~~~~~~~~~- 19_ Date of accident ~~ ~~~~~ 19~ Last day worked 19~ First day employee returned to work af'ter injury (This form MUST be submitted even though employee returns at beginning of pay period and there are no lost hours indicated for the period.) 19~ Regular Rate$ Day l 2 ! 3 4 5 6 7 8 9 10 11 12 13 14 15 16 Hours Day 17 118 19 20 21 22 23 24 25 26 27 I 28 29 30 Hours 31 f("t Total Approved for payment: (Department Head) Send white copy to University Business Office, Administration Building, at the close of each pay period. Send blue copy to Personnel. Keep pink copy. Send buff copy to the Department of Public V Safety. (Dean or Director) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0 -2626 tr:l ~ ::r I-'• O' I-'· c-+ 1-1 1-1 t, ,:J Pl Pl c-+ CIC\ 9: (D I-' tr:l ~8 ~ 0) 0) 0) CO- W0- 5 MICHIGAN STATE UNIVERSITY Page: SUPERVISORS FIELD REPORT OF CLAIMED ACCIDENTAL INJURY Date: Em 7 10-1-66 Please fill in completely . This form is Designed to Help the Supervisor Gothe, ln tormotion Which He Con Use to Prevent Similar Accidents. PERSONAL INFORMATION Nome of Injured Home ~ress , of ..... cident Moior Division or College? Time Mole 0 Female · · University Student D D Job Title or Description DESCRIPTION OF INJURY Home & Title of Person in Direct Charge of Work Yeon on PreMnt Job Social Sec. # Marital Status Dept. A/C # Deportment or Holl Injured Works in or From What Building r 4.TMENT Treated at Hospital 0 When Admitted0 Nome of Hospital if Other Thon Olin DESCRIPTION OF ACCIDENT TELL HOW INJURY OCCURED. INCLUDE PERTINENT PHOTOS, SKETCHES, AND EQUIPMENT DATA. LOCATION Please Describe in Detail Names of Witnes- and Dept. or Addrt55 By Injured · mm "''"''"• '"' { ACCIDENT, WHAT ARE THE SUGGESTED By Supervisor · PREVENTIVES? Action to Be Toke• Signature of Supervisor Dote 0 WORK INJURY Complete Next Line and Report Return to Work on "Accident Disability Time Sheet - Return to Duty Report" Estimated Length of Disability PLEASE DO NOT WRITE IN THIS SPACE Dates Absent No. of Work Days No. of Calendar Days - Signature of Dept, Head Date 0 NOT A WORK INJURY 0 DON'T KNOW 0 VISITOR PLEASE CHECK ONE BOX IN EACH SECTION LOCATION OF ACCIDENT D 1. Admin. Bid. D 2. Classroom D 3. Dairy D 4. Form Area Food Service Area Grounds Dept. Hot Univ. Prop. Other Bldgs. Other Univ. Prop. Physical Plant Residence Holl Salvage Stadium Stores D 5. D 6. D 7. D 8. D 9. D 10. D 11. D 12. 0 13. D 14. D 15. D 16. Student Services D 17. Theater PART OF BODY D 1. Abdomen D 2. Arm D 3. Back D 4. Chest 5. Eye l..J 6. Face D 7. Finger D 8. Foot D 9. Hand D 10. Head D 11. D 12. Joints ~- Leg Int. Org . LJ 14. Multiple D 15. Neck D 16. Other D 11. Toe INJURY TYPE D 1. Abrasion D 2. Amputation 3. Animal Bite D D 4. Bruise D 5. Burns Electrical D 6. Burns Thermal D 7. Compound Fracture D 8. Crush 0 9. Cuts D 10. Dislocation D 11. Exhaustion ( Heat, etc. I 0 12. Foreign Objects (Eye, eor l 0 13. Hernio ( Rupture) Infections D 14. D 15. Lacerations D 16. Multiple D 17. Other D 18. Poisoned or irritated 0 19. Puncture 0 20. Shock O 21. Simple Fracture D 22. Sprain D 23 . Strain AGENCY Of ACCIDENT D 1. Animals D 2. Boilers D 3. Chemicals D 4. Dusts D 5. Elec . Appar. D 6. Elevotors D 7. Food D 8. Glassware D 9. Hand Tools D 10. Hot Subst. 0 11. Machines D 12. Poison Ivy D 13. Prime Movers D 14. Radiation Subs. BASIC CAUSES OF ACCIDENT D 1. Agencies Outside of the University D 2. Lock of Adequate Instruction D 3. Mentol Attitude, Makeup, or Knowledge D 4. Physical Condition or Handicap D 5. Unsafe Act D 6. Unsafe Mechanical or Physical Condition ACCIDENT TYPE D 1. Auto accident (Motor ve hicle ) D 2. Bitten by animal D 3. Caught in or between D 4. Contact with electric current 0 5. Contoct with poison or irritant D 6. Exposure to temperature extremes D 7. Foll of person, on some level D 8. Foll of person to different level 0 9. Handling objects, tools, materials D 10. Inhalation, absorption, ingestion Streets, walks, & Grds. D 15. Unclassified D 11. Lifting and overexertion 0 12. Other I Explain ) D 13. Slip l not foll ) causing strain D 16. Vehicles D 17. Work Surf. Floors D 1'4. Strik ing agoinst, kneeling or slipping on D 15. Struck by (flying, sliding or mov. obj . I Send th is Form to Department of Publ ic Safety 0 -5 186 CO-W0-3D REPORT OF PERSONAL INJURY ACCIDENT- MICHIGAN STATE UNIVERSITY Lost Time Accidents Must be Reported to University Business Office Within 24 Hours. Page: Em 8 This Form is Designed to Help the Supervisor Gather In formation Which He Can Use to ~revent Similar Accidenh. PERSONAL INFORMATION Name of Injured Home Address Dote of Accident Major Division or College? Time Social Sec. # Morital Status Dept. A/C # Male O Female O University Student O Name 6 Title of Person in Direct Charge of Work // ~ .·' l e - - - - - - - - - - - - - - - - - - - - - - - --'-'-.c...::==~Y~e-o~,s-'-"on.;_ _________________ ......c......c..c...:..c.;__.:.:...:.=...::.:=='----------- or ~.scription Present Job Injured Works in or From Whot Building DESCRIPTION OF INJURY TREATMENT Treoted at Hospitol 0 When Admitted 0 DESCRIPTION OF ACCIDENT TELL HOW INJURY OCCURED. INCLUDE PERTINENT PHOTOS, SKETCHES, ANO EQUIPMENT DATA. LOCATION Please Describe in Oetoil Names of Witnesses and Dept. or Address A>n, mo,w°"G '"' { ACCIDENT, WHAT ARE By Injured: THE SUGGESTED By Supervisor: PREVENTIVES? Action to Be Token Signature of Supervisor Date 0 WORK INJURY Complete Next Line and Report Return to Work on "Accident Disability Time Sheet - Return to Duty Report" Estimated Length of Oisobility PLEASE DO NOT WRITE IN THIS SPACE Dotes Absent No. of Work Doys No. of Colendor Days - Signature of Dept. Head Dote 0 NOT A WORK INJURY 0 DON ' T KNOW 0 VISITOR PLEASE CHECK ONE BOX IN EACH SECTION PART OF BODY D I. Abdomen D INJURY TYPE I. Abrasion D 2. Arm D 2. Amputation D 3. Bock D 4 . Chest D 5. Eye D 6. face D 3. Animal Bite D 4. Bruise D 5. Burns Electricol D 6. Burns Thermol D 7 . Finger D 7. Compound Fracture ~ Foot [_ Hand D 8. Crush D 9. Cuts D 10. Head D 10. Dislocation LOCATION OF ACCIDENT D 1. Admin . Bid. D 2. Classroom D 3. Dairy D 4. form Area AGENCY OF ACCIDENT D 1. Animals D 2. Boilers D 3. Chemicols D 4. Dusts D 5. food Service Area D 5. Elec . Appor. D 6 . Grounds Dept. D 6 . Elevotars D 7. Not Univ. Prop. D 8. Other B ldgs. D 9. Other Univ. Prop. food D 7. D 8. Glassware D 9. Hond Tools ACCIDENT TYPE D I. Auto accident (Motor vehicle ) D 2. Bitten by onimal D 3. Cough! in or between D 4. Contoct with electric current D 5. Contact with poison or irritant BASIC CAUSES Of ACCIDENT D I. Agencies Outside of the University D 2. Lack of Adequote Instruction D 3. Mentol Attitude, Mokeup, or Knowledge D 4. Physical Condition or Handicap D 5. Unsafe Act D 6. Exposure to temperature extremes D 6. Unsafe Mechonicol or Physicol Condition D 7. Fall of person, on some level D 10. Physicol Pion! D 10. Hot Subst. D 8. Foll of person to different level D 11. Int. Org . D 11. Exhaustion ( Heat, etc. I 0 11. Residence Hall D 11. Machines D 12. Joints D 13 . Leg D 12. D 13 . Hernia ( Rupture I foreign Objects ( Eye, ear ) D 12 . Solvage D 13. Stodium D 14. Stores D 12. Poison Ivy D 13 . Prime Movers D 14. Rodiotion Subs. D 15 . Streets, walks, & Grds . D 15. Unclossified D 16. Student Services D 17. Theater D 16. Vehicles D 11 . Work Surf . floors D 14. Striking ogoinst, kneeling D 13 . Slip I not falll causing stroin D 9. Hondling objects, tools , materials D 10. Inhalation, absorption, ingestion D 11. Lifting and overexertion D 12. Other I Exploinl or slipping on D 15 . Struck by (flying , sliding or mov. obj .) D 14 . Multiple D 14. Infections D 15 . Neck i;-- r__ Other Toe D 15 . Lacerations D 16 . Multiple D 17 . Other D 18 . Poisoned or ir rit ated D 19. Puncture D 20. Shock 0 21. Simple fracture D 22. Sprain D 23 . Strain DISTRIBUTION : White Copy to Univ. Business Office, Blue to Personnel, Yellow to Public Solely Dept., Keep Green Copy. 7-1-66 Page: Eq 1 Date: 12-1-66 Michigan State University MANUAL OF BUSINESS PROCEDURES EQUIPMENT TRANSFERS AND DISPOSALS 1. EQUIPMENT TRANSFERS A. Salvage Department Personnel ( B. Departmental Personnel C. Form 1. When transfers are to be made by Salvage Department personnel, the department releasing the equipment should complete Form No. CO-ge-38, sign and send all copies to Salvage Department (see Page Eq 3) 2. Salvage Department will pick up and deliver the equipment to the indicated location, obtain signatures at the receiving depart ment and distribute the form. 1. When transfers are made by departmental personnel, Form No . CO-ge-38 should be completed, signed by both departments and copies distributed as indicated on the form. 1. Form No. CO-ge-38, "Equipment Transfer Notice, " should be used to make equipment transfers or disposals. 2. Form No. CO-ge-38 may be obtained at 3. Stores, Telephone No. 355-1700. It is important that one copy be forwarded to Inventory Department so the transfer or disposal can be recorded on the equipment inventory records. 4. Completed form should be distributed by the department receiving the equipment as follows: White Canary Pink - Inventory Department - Releasing Department - Receiving Department 2. SALVAGE DEPARTMENT A. Purpose B. Services Page: Eq 2 Date: 12-1-66 1. To provide a means for disposing of sal vageable materials and equipment no longer needed or usable by the department. 2. To make these items available to other departments that may have a use for them or to dispose of these items through cash sale to any prospective buyer. 1. Pick up and deliver equipment transferred between departments. A handling charge is made by the Salvage Department to the receiving department. 2. Pick up materials and equipment transferred to Salvage Department. There is no charge for equipment and materials transferred to Salvage Department. 3. Deliver materials and equipment on hand to requesting departments. A handling charge is the only cost to departments for materials and equipment purchased from the Salvage Department. 4. For information regarding services of Salvage Department, call Telephone No. 355-0364. Form No. CO•ge-38 Page: Eq 3 Date: 12-1-66 Michigan State University EQUIPMENT TRANSFER NOTICE ( ( Department Name------- - -- - - - - - - - - -- -- Location of Equipment _ __ __ __ __ _ _____ ____ _ Telephone No . - - - - - - -- - - -- - -- - - - - - - - Quantity Description Equipment Inventory No. For Inventory Dept, Use Only Signature - Deportment Releasing Equipment Signature - Department Receiving Equipment Dote Date Instructions: 1. This form is used for the following purposes: (a) To transfer equipment to Salvage Department (b) To transfer equipment to another department 2. When transfers are to be made by Salvage Department personnel, the department releasing the equipment should complete the form, sign and send all copies to Salvage Department. 3. When transfers are made by departmental personnel, the form should be completed, signed by both departments and distributed as indicated. 4. Completed form should be distributed by receiving department as follows: White Inventory Department Conary - Releasing Deportment - Pink - Receiving Department 0-5528 Page : Fe 1 Date : 8 - 3 1 - 6 5 Michigan State University MANUAL OF BUSINESS PROCEDURES FELLOWSHIP AND TRAINEESHIP APPOINTMENTS 1. GENERAL - An Appointment Recommendation Form must be prepared for each student receivi ng a fellowship or a traineeship grant, except fo,r those enrolled in the Science-Mathematics Summer Institute or Academic Year Institute . One appointment form may be submitted for each group enrolled in these programs with a detail list attached which gives the required information. 2. FORMS - Appointment forms for graduate students may be obtained from the Graduate Office and for undergraduate students at University Stores . Copies of the graduate and the undergraduate forms are annexed as Exhibits 1 and 2 respecti vely . 3. STIPENDS - Stipend payments to students receiving fellowships or trainee ships are made monthly and checks are mailed to the departments for distribution on the 15th day of each month. The payments are not processed through the Payroll Department; therefore, no Federal Income Tax is with held. Recipients of Academic Vear Institute Fellowship Awards, who are not enrolled for credits toward a degree, will be reported to the Federal Government on Form Number 1099 at the close of each calendar year. Recipients of Post Doctoral Fellowship Awards will be paid through the Payroll Department. Authorization for payment of stipends is provided by the approved fellow ship or traineeship appointment form. To maintain proper accounting control over the accounts, no payments can be made until the appointment form is properly completed, signed, and received by the Fellowship Section of the University Business Office. 4. FEES - If the fellowship appointment provides money for fees, the student will receive this credit at the time of registration. 5. AMENDMENT OR TERMINATION - Fellowship or traineeship appoint ments may be amended or terminated by preparing a new appointment form . A space is provided to indicate the reason for the amendment or termination. 6. OATH CARDS - Persons appointed to a fellowship or a train eeshi p are n ot required to sign oath cards. Exhibit I Page: Dat e : Fe 2 4 -1-6 5 MICHIGAN STATE UNIVERSITY APPOINTMENT RECOMMENDATION OF GRADUATE FELLOW OR GRADUATE TRAINEE TO: OFFICE OF THE GRADUATE SCHOOL Name, _ _ _ ____ ________________ Student No. ____ __ -at,:;._ __ ___ ___ , 19 __ _ Last F irst Middle Departmen.,___ _____________ Co l l eg " - - - - - - - - - - - - - - - - - - - - - - - - - - - - D Appointment Recommendation D Amended Appointment D Termination - Effective Da t . t : : - - - - - - - - - - - - - Reason for amendment or te rm ina t ion - - - - - - - - - - - - - - - - - - - - - - - - - - - Stipend Per Month Name of Fellowehlp or Tralneeshlp Period of Appointment Account Number Tota.I Stipend z " 3 "' ~ is e a> z " 3 "' 0 'tl ~ "' !; "' ;j "' [ '1 s !! 0 = t;' > O' 0 < a> D Predoctoral D Post Doctoral 19 19 19 19 Note: If stipend is paid directly by the sponsor to the feUow, indicate under "Stipend Per Month" the entire arrwunt of the f ell-Owship, and under "Account Number" write "paid directly." ACADEMIC BACKGROUND DEGREES YEAR EARNEU INSTITUTION MAJOR GRADE REPORT 1. Total credits completed during second half of 4-year under.graduate program • . 2. Grade Point Average of above credits . 3. Total credits to date earned as a graduate . student . . . 4. Grade Point Average to date as a graduate . . student • • • • . . . . FEES 1. Student is required to be enrolled for: ,D credits; or D zero credits. 2. Students holding fellowships or traineeships must pay fees and out--0f-state tuition, if non-Michigan resident, unless these fees are paid by the sponsors of the fellowship or trainee ship. Post-doctoral fellows are also charged fees if they wish to officially enroll for university credits. 3. Fees are to be charged to D student or to D account__ ___ ____ . 4. Student is: married O, single O; a citizen o,.._ _____________ _ Country CERTIFICATE Da..,.. ____ __ _ I hereby certify that under this appointment · there will be no employer-employee rel'ationship existing between the above fellow and the University. He will not be required to perform any services for Michigan State University, or the granting agency. Dean ot College Date Department Chairman Vice Pres. for R esearch Development and Dean or G ra duate School Date Distribution: White c·opy to Business Otttce Pink copies to Graduate· Office Blue copy to D e partm on t Chairman Goldenrod c opy to Dean or College Green copy to Student Do not detach copies-Distribution will be made by Graduate Office Exhibit II MICHIGAN STATE UNIVERSITY APPOINTMENT RECOMMENDATION OF UNDERGRADUATE TRAINEES Pag e : Dat e : Fe 3 4-1-65 TO: SCHOLARSHIP OFFICE N am~ - - - - - - - - - - - - - - - - - - - - -S tud en t No~ - - - - - -D a~ - - - - - - , 19. __ _ La.st First Middle Departmen _ __ ___________ Colleg..._ _________ __ __ __ __ __ _ ___ _ __ _ _ Appointment: D Appointment Recommendation D Amended Appointment D Termination - Effective Date"--------- Reason for Amendment or Termination.------------- - - - - - - - - - - - - - NAME OF TRAINEESHIP TOTAL STIPEND MONTHLY STIPEND ACCOUNT NUMBER PERIOD OF APPOIN'l'MENT FROM TO FEES 1. Student is required to be enrolled for: O ___ credits; or O zero credits. 2. Students holding traineeships are subject to fees and out-of-state tuition the same as any other student. 3. Fees are to be charged to O student or to D accounL------- 4. Student is: married D, single O; a citizen o.,__ ____ . __________ _ Country CERTIFICATE Dat . .,_ _____ _ I hereby cel'tify that under this appointment there will be no employer-employee relationship existing between the above student and the University. He will not be ll'"equired to perform any services for Michigan State University, or the granting agency. Dean of College Soholarshlp Office Department Chai rman Distribution to be made by University Office. White co py to University .Business Offi ce Blue c opy to Department Chairman Pink c opy to Scholars hip Office Goldenrod c opy to Dean of College 0 reen copy to Student [ z "' 3 (1) '.:l I!! z i,., 3 (1) .:;; ;. "' "' (1) ~ '<1 'ti (1) g 0 ., ;i :! 0 ~ i;:: ii e: (1) z "' 3 (1) S' > O' 0 < (1) 00 'ti "' " (1) ~ Date Date i;:: rn d f!; C "" "' ~ z C 3 O' (1) ., Michigan State University MANUAL OF BUSINESS PROCEDURES ( ( FORMS Form No . Page Date Accident Disability Time Sheet Co-wo-la Em Authorization for Medical Attention Co-ge-20b Em Bookkeeping Record for Departments Co-de-1 De 4 3 6 7/1/63 7/1/63 7/1/63 Change of Status Report PERS-30 Pe 15 4/1/65 Deposit Receipt Direct Payment Voucher Employee Payroll Card Co-ca-45a Co-ge-17 Employee Withholding Exemption Certificate W-4 Employee Recommendation Exempti on Certificate Fellowship Appointment Field Trip Deposit Card He l p Requisition Invoice Voucher 731 Treas . Dept. Co-ca-7 0-230 Ca Vo Pa Pa Pe Tr Fe Fi Pe Vo 3 4 7 6 6 3 2 3 5 5 7 / 1 / 63 7 /1 / 63 7/1/63 4/1/65 4 / 1 / 65 7/1/63 4/1/65 7/1/63 4/1/65 7/1/63 Material Return Slip Pu 10 7/1/63 Michigan State University Transportation Receipt Multiple Check Voucher Co-t r -3 Co-ge-7 Tr Vo 3 6 7/1/63 4/1/65 Notice of Exchange Co-vp - 6 Pu 17 4/1/65 Out-of-State Travel Authorization Co-tr- le Tr 2 7/1/63 FORMS Page 2 Purchase Order Purchase Requisition ( ( Receipt Form (sample not shown) Co-st-4 Reimbursement Voucher Co-ge-4a Vo Report of Personal Injury Accident Co-wo-3d Em Request for Interdepartmental Material or Service 0-3923 Fi Pho Form No. Page Date Co-tr-le 03530 Pu Pu Ca 9 8 1 7 6 3 3 7/1/63 7 / 1 / 63 4/1/65 7/1/63 7 / 1 / 63 7 / 1 / 63 7/1/63 Request for Supplies 0-3223 Pu 11 7/1/63 Signature Card Co-va-3b Student Pay in Excess of Regular Pay PERS-20 Student Payroll Card Pu Pu Pe Pa Supervisor's Field Report of Claimed Accident Injury Co-wo-5 Em Traineeship Appointments-Undergraduate Travel Voucher Worksheet for Commitments Co-tr-5c 7240 Fe Tr De 12 16 7 7 5 3 4 5 7/1/63 4/1/65 7/1/63 7 / 1 / 63 4/1/65 7/1/63 7/1/63 Page: Fi 1 Date: 10-1-66 Michigan State University MANUAL OF BUSINESS PROCEDURES FIELD TRIPS 1. Purpose 1. To enable students to travel in organized groups in connection with a University program. 2 . The cost of field trips must be assumed by the participating students. 2 . Equipment and Drivers 1. Buses , cars, and station wagons are available for field trips. 2. Motor Pool personnel must be used to drive buses, and are available as drivers for other types of vehicles. 3. Cars and station wagons may be driven by faculty, staff, graduate assistants, or any regular full time employee. 4. Students, except as provided above, are not per mitted to drive cars or take other students with them on field trips. 5. All drivers of University vehicles must have a valid driver I s license and be experienced in driving the type of vehicle to be used. 3. Initial Arrangements 1. Call the Garage, Telephone No. 355-1868. 2. Furnish the manager with the following: a. Name of person to whom vehicle is to be assigned. b. Type of equipment desired. c. Date and time of departure. d. Destination. e. Layover anticipated. f. Estimated date of return. 3 . The manager will determine if the equipment will be available and compute the estimated total cost for transportation. 4. Cost of transportation for field trip purposes includes: a. Cost of vehicle. b. Expenses of Motor Pool driver. c. Expenses of instructor. d . Expenses of chaperon. 3. Initial Arrangements ( continued) ( ( 4. Forms A. In-State B . Out-of-State ,page: Fi 2 Date : 7-1-66 5. 6. 1. 2. 1. If Motor Pool equipment is not available for the dates requested, the manager will make suitable arrangements from an off-campus source through Purchasing. Final arrangements cannot be made until all forms are properly completed. Form No. 0-3923, "Request for Interdepartmental Material or Service . 11 See Exhibit I, Page Fi 5. Forms may be obtained by calling Stores, Tele phone No. 355-1700. Form No. CO-tr-6, "Application for Use of University-Owned Motor Vehicle in Out-of-State Travel. 11 See Exhibit VI, Page Tr 6. 2. Forms may be obtained by calling Stores, Tele phone No. 355-1700. C. Preparation 1. Type forms in triplicate. 2. Description should confirm the telephone arrange ments and indicate estimated total cost. 5 . Distribution In-State A. 1. Send original and duplicate copies to University Business Office, 204 Administration Building. Departments should retain the triplicate copy for their files. 2. When sufficient funds have been deposited to cover the cost of the trip, the University Business Office will approve and send the original copy to the Garage. The Garage will then make final arrange - ments for the trip. B. Out-of-State 1. Send all copies to the Dean of University Services, 103 Library. 2. Dean of University Services will approve and for ward original and duplicate to University Business Office. The triplicate copy will be retained by the Dean of University Services. 3. When sufficient funds have been deposited, the University Business Office will approve and send the original copy to the Garage . 6. Paying for the Trip 7. Refunds ( \ Page: Fi 3 Date: 7 - 1- 6 6 1. Each student should be charged a sufficient amount to cover the estimated total cost of the trip. 2. Payment should be made by each student directly to the Cashier in the Administration Building. "Field Trip" card, Form No. CO-ca-7, is avail able for this purpose. See Exhibit II, Page Fi 6. 3. The "Field Trip II card will be validated by the cashier. One part is returned to the student as evidence of payment and the second part is fur nished to the University Business Office for accumulating total deposit. "Field Trip" cards will be furnished for distri bution within the class, if requested, by calling Telephone No. 355-5050. 4. 5. "Field Trip II cards are to be used for payment of transportation only . (See Page Fi 2 for items included as cost of transportation.) Expenses, such as meals, lodging. etc .• must be paid as incurred by the participating students. 6. The supervising staff member should contact the University Business Office, Telephone No. 355-5050, for the status of a scheduled trip at least one day prior to departure . 7. Trips will be cancelled if on the day preceding a trip there are insufficient funds deposited with the Cashier to cover the estimated cost. The Garage or commercial company will be notified in event of a cancellation. The instructor will also be notified. 1. When the actual costs are less than the estimated costs, the instructor may want to refund the overage. 2. Due to the cost and time involved, it may be desirable to carry forward any excessive charges of less than $1. 00 per student. This amount could then be used for future field trips of the department. Instructors should contact the University Business Office for instructions and the procedure for any refund. 3. 4. The student's copy of the validated, "Field Trip" card must be presented to the instructor for the refund. After the amount of the refund is deter mined and the signed approval made by the instruc - tor, the student may present his receipted card to the University Business Office, 204 Administration Building. for refund. _Page: Fi 4 Date: 10-1-66 7. Refunds (continued) 5 . Refunds not claimed by students within 30 days after date of deposit will be forfeited. 8. Account Number 1. Any deposits or charges for field trips should 9. Responsibility 10 . Private Automobiles be made against Account No . 21-3207 'beposits - Field Trips. " 1. The person to whom the vehicle is assigned is responsible for the conduct of the partici pants during the field trip . 2. The responsible person may terminate the trip at any time when in his opinion the conduct of the participants has become uncontrollable . 3. Call Dean of University Services, Telephone No. 355-2330, regarding field trips or responsi bility. 1. Staff members may transport students on field trips in private automobiles and be reimbursed for car mileage from funds collected from the participants. 2. The University does not carry insurance for the protection of the driver of a privately owned automobile who transports students. 3 . A memo signed by the department chairman or instructor should be sent to the University Business Office indicating the estimated total cost and date of departure. The University Business Office will notify the department two days in advance if funds sufficient to cover the estimated total cost of the field trip have not been deposited. ,.---... -- -... ----------------------------------------------------, MICHIGAN STATE UNIVERSITY REQUEST FOR INTERDEPARTMENT MATERIAL OR SERVICE I I I ti . z ~ ~ • E C_: t: - TO THE DEPARTMENT. PL.EASE FURNISH THE FOL.L.OWING I Ms~~;,~~~L. : TO THE DEL.I VER TO ROOM - - - - BU IL.DING . CHARGE ACCOUNT NO . - - : I DEPARTMENT . I I ~ 01-~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~--- ~ :, ·>C .; C Give a complete description of item or service requested. 0 0 ~ 0 ·-c Q. ii:o u 3 ·;;; - ·- > ~ .r. >,.Q. Q. .r. ... .r. ti -a. . ~ ; .! ! t 0 u -~ 0 -i ! C -a ~ ~ ::r; ~ · 0 - DATE SIGNED DEPARTMENT HEAD OR AUTHORIZED REPRESENTATIVE Do not write in this space. For the use of Physical Plant Department only. I '°1 L,ao• MATR'L s M N "' (') () TOTAL $ $ I' I ' I ' I ' I' I " ! " I '" I '" I" ITOm! L------ -----------------------~-----------------------------1 tl t,:j >< Pl ::r rl- (t) I-'• c:r I-'• rl- -.J H ,. I ' ';"" ,:j 0) Pl 0) (TQ (t) ~ I-'• C.11 .Page: Fl 1 Date: 10-1-66 Michigan State University MANUAL OF BUSINESS PROCEDURES PURCHASE OF FLOWERS University Policy The purchase of flowers in moderation is permitted for receptions, teas, banquets, and special luncheons. University policy, however, does not permit the purchase of funeral flowers or sick room flowers except through the Office of the Secretary of the Board of Trustees. Ordering Flowers Upon the death of a member of the faculty or staff, the department concerned should notify the Secretary's Office, 355-5060. The Secretary's Office will then purchase the flowers in the name of the University. ,,.-. ~ -...,. ,-----------------------------------------------------------~-~--------------, ! ! . ~::;.j~UDENT'S COPY- FIELD TRIP Deposit Card First Name DEPOSIT REQUIRED $ First Name DEPOSIT REQUIRED $ ~::; •. ~:. NAME STUDENT NO. STUDENT NO. NAME Middle Name Middle Name Last Name Last Name I I . I COURSE INSTRUCTOR'S NAME COURSE DEST INAT ION - - - - - - - - - - - DEST INAT ION - - - - - - - - - - - - - - - DEPARTURE DATE - - - - - - - - - - - - - - - TREASURER'S COPY- FIELD TRIP DepositCard DEPARTURE DATE - - - - - - - - - - - - - - - - Refunds not claimed within 30 days after the deposit date will be f.orfe .. i_te_d_. - - - - - - , Amount Unused . . . . . . . . I $ Refund of unused portion authorized by : 0 -2470 Signature I I I t i I ·-------------------------------------------------------------------------------·· · MUST BE MACHINE RECEIPTED IN THIS SPACE TO BE VALID MUST BE MACHINE RECEIPTED IN THIS SPACE TO BE VALID tJ M >< !l) ::r' ...... ,..... ro ..... O" -J ...... I 1-4 H f--' .. I ,m re mp, (J'Q ro ~ ..... m ( ( Michigan State University MANUAL OF BUSINESS PROCEDURES Page: Fo 1 Date: 3-1-67 FORMS Form No. Page Ac c ident Disability Time Sheet CO-wo-la Em 6 Address Change Card MSU 717 Te 4 Application for Use of University-Owned Motor Vehicle in Out-of-State Travel CO-tr-6 Tr 6 Approval for Overtime Hours for Non-Exempt Employees Assignment of Keys by Departments CO-pa-25 CO-ge-33 Pa Lo 9 3 Authorization for Medical Attention CO-ge-20b Em 5 Bookkeeping Record for Departments CO-de-1 De 6 Change of Status Report PERS-30 Pe 15 Collection Advice Debit - Credit Memo CO-ar-4b Ar 5 CO-va-12 Pu 12 Department Memo Receiver CO-va-13a Vo 10 Deposit Receipt CO-ca-45b Ca Direct Payment Voucher CO-ge-17 Employee Withholding Exemption Certificate W-4 Employee Recommendation Equipment Transfer Notice Exemption Certificate Fellowship Appointment Field Trip Deposit Card Help Requisition Hours Worked Record CO-ge-38 731 Treas. Dept. CO-ca-7 0-230 CO-pa-26 Vo Pa Pe Eq Tr Fe Fi Pe Pa 3 7 6 6 3 4 2 6 5 8 Page: Fo 2 Date: 3-1-67 Form No. Page ( ( In-State Travel Authorization CO-tr-2b Invoice Voucher Long Distance Telephone Record 0-3430 Tr Vo Te 3 6 4 Material Return Slip CO-ge-36 Pu 11 Michigan State University Transportation Receipt Multiple Check Voucher Notice of Exchange CO-tr-3 CO-ge-7 Tr Vo 4 8 CO-vp-6 Pu 13 Out-of-State Travel Authorization CO-tr-ld Tr 2 Purchase Order Purchase Requisition Purchase Requisition Instructions Receipt Form (sample not shown) , Regular Labor Payroll Card Pu 10 Pu Pu Ca Pa CO-st-4 422 8 9 1 7 9 Reimbursement Voucher CO-ge-4a Vo Report of Personal Injury Accident CO-wo-3d Em 8 Request for Interdepartmental Material or Service Request for Keys Request for Supplies from Stores Signature Card ( 0-3923 CO-ge-34 0-3528 CO-va-3b Student Pay in Excess of Regular Pay PERS-20 Student Payroll Card 421 5 Fi Pho 3 Lo Ge 3 3 Pu 14 Pu 17 Pe Pa 7 7 Page: Fo 3 Date: 12-1-66 Form No. Supervisors Field Report of Claimed Accident Injury CO-wo-5 Em 7 Traineeship Appointments-Undergraduate Fe Travel Voucher Worksheet for Commitments CO-tr-5d Tr 7240 De 3 5 5 Page : Ga 1 Date: 7 -1-63 Michigan State University MANUAL OF BUSINESS PROCEDURES GARAGE SERVICE 1. INTRODUCTION The Garage is operated by the Physical Plant Department and provides automotive supplies and repair services to all University-owned vehicles . The Garage is located on the east side of Spartan Stadium . 2 . HOW SERVICES ARE OBTAINED A . Gasoline, oil , antifreeze , etc . , are available for use with University vehicles . The user must furnish the department name and the account number and sign a charge card when delivery is received . B . Repair service may be obtained by calling the Garage , Telephone Number 355-1868, for appointment. The department name and the account number must be furnished and the person picking the vehicle up will be required to sign the charge card. C. If gas or oil is to be obtained in other than a University vehicle , the person obtaining it must have written authorization on file in the Garage . This authorization will bear the account name and number to be charged and must be renewed each fiscal year . 3. REPAIR SERVICE CHARGES - rates are shown on next page A. All automotive supplies and repair service charges are entered on the charge card. This card includes the following : 1. Name of the department 2. Account number to be charged 3. Vehicle number 4. Amount of the charge 5. Date 6. Signature ( ( Page: Ga 2 Date: 7 -1- 66 GARAGE SERVICE ( 3. B. Charge cards are sent to Data Processing daily, where the depart mental charges are summarized and sent with a copy of the charge card to the department at the end of each month. C. RATE FOR SERVICE AND MATERIALS - Current prices are as follows: Diesel fuel Gasoline - Ethyl Gasoline - regular Gear oil Lubrication - passenger car or pick-up truck Lubrication - any vehicle larger than a pick-up Mechanical labor Oil Parts and accessories Permanent antifreeze (carry out) (Dowguard $1. 00 per gal.) Permanent antifreeze (installed) Tire repair - passengar car or pick-up truck Tire repair - any vehicle larger than a pick-up $ . 13 per gallon . 25 per gallon . 22 per gallon . 25 per pint 1. 50 hourly rate 5. 00 per hour . 30 per quart Cost, plus 20% 1. 30 per gallon 1. 40 per gallon 1. 50 hourly rate Michigan State University MANUAL OF BUSINESS PROCEDURES Page : Ge 1 Date: J.-31-66 GENERAL STORES AND SCIENTIFIC STORES A. Requisition Form 1. Four-part form, "Request for Supplies from Stores. " See Pag e Ge 3. 2. Forms may be obtained at Stores, Telephone No. 355-1700. ( B. Purpose and Functions I \ C . Distribution of Requisition Form 1. Stock frequently used material and supplies and to make quantity purchases at lowest possible prices. 2. Provide departments with prompt delivery of many day-to-day requirements, such as office supplies, supplies for maintenance and mis cellaneous hardware, and a quantity of laboratory supplies. Stores publishes an annual catalog but stocks some items that are not listed. Please call 355-1700 for additional information . 3. Provides a pickup and delivery service. All equipment and materials ordered from off-campus vendors are delivered to the Stores' Receiving Room and redelivered by Stores' trucks to the University departments. 4. Provides a service for wrapping and/or boxing material for shipment. 5. Stores has open purchase orders with several local vendors. Regular pickups are made twice daily . An order placed with General Stores in the morning will permit afternoon d e liv ery to the depar t ment when necessary. 6. Distributes second, third, and fourth class mail received from the U. S. Post Office. 7. Charges are accumulated through the 25th of each month and charged to the appropriate account by journal entry. 1. Department should retain the green copy. 2. Forward white, salmon and canary copies to the Stores Department. DO NOT SIGN AT BOTTOM OF FORM until the material is delivered. 3. When the materials are delivered, the salmon copy will be returned for the department's records. FEDERAL SURPLUS PROPERTY Page: Ge 2 Date: 3-1-67 I ( TYPEWRITER SERVICE 1. Many valuable pieces of equipment, as well as supplies and materials, have been secured through this program for the University. Many of these items are provided at no cost to the University except travel expense. 2. Trips to the depot in Jackson, Michigan, are made weekly and anyone interested may arrange to see such property, or may make inquiry of availability by calling 355-1700. 1. All University-owned typewriters, manual and electrics, except IBM Executives, are serviced by University persqnnel. 2. This service is available whenever needed by calling 3 5 5 -1 7 0 5 . 3. All typewriters traded in must be processed through Stores. ,,,---.._ _....__ ......._ ................................. ........................................................ ... ... ........ .. ... .. .. ........................ ... MICHIGAN STATE UNIVERSITY Request for Supplies from Stores 1. Keep green copy. 2. Send white, solmon and canary copies, NOT SIGNED AT BOTTOM OF FORM to the Stores Department. 3. Salmon copy will be returned STORES REQ. [ ; Na. with supplies ordered. For Dept. - - - - - - - - - - - - -- - -- - Date 19 __ Account No.-- - - - - - - - - -- - - - - - - Del. to Bldg. __ __ __ ___ _ _ Ordered by If charged to Cooperative Extension Funds, must be countersigned here - - - - - - - - - - - - - - - - - (full name of person ordering) Phone _ ___ _ Room No. _ _ __ _ Equ ipment must have Dean's or Dept. Head's signature here----- - - - - - - - - - - - - - - - - - - Quantity Description Quantity Description Driver Delivery received (pleose sign full name) 0 -3528 ........................................................................................................................................... t:i ,:j PJ PJ rt' ()'q ~ (1) ' f-' Q I (1) w . f-' w I 0) 0) Page: Date : Ke 1 3-1-64 Michigan State University MANUAL OF BUSINESS PROCEDURES KEY DE POSITS 1. GENERAL - A system of building key control and building key deposits was proposed by the Department of Safety Services and approved by the Council of Deans on January 31, 19 61. This new system is to be put into effect for new buildings as they become available for occupancy. It will become effective for buildings presently in use as fl.lnds are avail able for rekeying these buildings . 2. FORMS - Key deposit forms (green) are available from the University Business Office, Vault Division, Telephone No. 5-5055. The form is complete with instructions. 3. HOW TO OBTAIN A KEY - To obtain any key, other than a master key, complete the form and have it approved by the Department Head in the space indicated. A master key application requires the approval of the Dean in addition to the Department Head. The form is then taken to the Cashier in the Administration Building, where the appropriate amount is paid. A deposit of $2. 00 is required for a room key. A $5. 00 deposit is required for a master key. The receipted deposit card is then taken to the Key Shop (located in the Physical Plant Building) where the key is issued. 4. DEPOSIT REFUNDS - To obtain a deposit refund, the depositor has only to return his key to the Key Shop. They will remove his deposit card from the file and approve it for refund. The card is then presented to the Cashier in the Administration Building and the refund is obtained. ( ( ( ( ( Page : Date : Li 1 7-1-64 Michigan State University MANUAL OF BUSINESS PROCEDURES LIBRARY--ZEROX CHARGES FOR COPYING MATERIAL 1. General - The Zerox machine in the Library has been available to copy material found in the Library on a cash basis of 10¢ per copy. The Library is now expanding this service so that it is available to depart ments on a charge basis but with a $1. 00 minimum. The following pro cedure is to be used to obtain the charge service: 2. How to Obtain the Service - The material to be photographed should be taken to the first floor stack of the Library . The Library should be furnished with the number of copies to be photographed, the account name, and number to be charged. 3. Receipt Tickets - A numbered receipt form will be prepared in triplicate by the Library. Before delivery of any job is accomplished, a person authorized to receipt for jobs will sign this receipt ticket. A separate ticket will be made out for each job. It will indicate the date, account name and number, a brief description of the work done, and amount to be charged . Distribution of this form will be as follows: Original copy - Sent to Bookkeeping Division of University Business Office Duplicate copy Given to department requesting service Triplicate c o py - Retained b y th e Lib rar;y 4. Statements - A cut-off date of the 25th day of the month has been established to facilitate posting of departmental charges. Charges for services completed between the 25th and the last day of the month wiI1. be charged to the departments in the following month. Page: Lo 1 Date: 12-1-66 Mi chigan State University MANUAL O F BUSINESS PROCEDURES LOCK SERVICE, BUILDING KEYS AND DUPLICATION OF KE YS 1. GENERAL ( 1. The Key Shop, located in the Physical Plant Building, performs the services of lock repairs and duplication of keys. For informa tion, call Telephone No. 355-0311. 2. The services of the Key Shop are available to University departments for charges against University funds. 2. BUILDING KEYS 1 . Original keys for a building are charged against the cost of construction of the building. 2. Additional keys are charged to the departmental account and may be obtained by presenting completed Form No. CO-ge-34, "Request for Keys 11 to the Key Shop. 3. The Key Shop requests the person receiving the keys to sign both copies of the II Request for Keys. 11 T~e original copy is returned to the department and the duplicate copy is retained by the Key Shop . 4. Form No. CO-ge-34 may be obtained from Stores, Telephone No. 355-1700. See example, Page Lo 3. 1. Service requests for dup lication of keys must be made in writing on Form No. 0-3923, "Request for Interdepartment Material or Service, 11 and signed by the department chair man or his authorized representative. 2 . The request should be prepared in duplicate and should designate the lock number. 3. The completed request should be presented to the Key Shop at the Physical Plant. 3. DUPLICATION O F KEYS 4 . LOCK SE RVIC E 5. ASSIGNMENT OF KEYS BY DEPARTMENTS ( Page: Date: Lo 2 12-1-66 1. Services that must be performed in the department office may be obtained by telephone (355-0311) . 2 . Form No. 0 - 3923 must be prepared in dupli cate and may be given to the Ke y Shop repre sentative when the service is performed . 1 . Each department is responsible for issuing keys to its personnel and is expected to main tain a record of the keys issued in order to a ssure building security and provide adequate control. 2. Form No. CO-ge-33, "Assignment of Keys by Departments" is designed for departmental use and may be obtained from Stores (355-1700). See example, Page Lo 3. One copy should be filed in key number sequence and one copy alphabetically by narrie. 3. All keys should be returned to the department If any keys when the employee terminates. are not returned, the department should com plete a "Collection Advice" form requesting the Accounts Receivable Division, University Business Office, to collect an appropriate amount. We suggest $ 2. 00 for a building key and $5. 00 for a master key. Collections will be credited to General Fund Account 12-0739. 6. CHARGES FOR SERVICES 1 . Charges for services performed by the Key Shop will be entered on a charge card. A summary o f the charges and a copy of the charge card will be sent to the department at the end of each month. 2 . Charges are billed through the 25th day of each mo!lth. Charges for the period between the 25th and the last day of the month will be billed in the following month. Page: Date: Lo 3 12-1-66 : ••••••••••••••••••••••••••••••••••••••••• • • r •••••••••• • ••••••••••••••••••• • ••••••••••• : Form No . CO -ge -34 To : Key Shop, Physical Plant Building REQUEST FOR KEYS You ore authorized to issue the follow ing keys (number of keys - - - ) to the - - - - - - - - - - - - - - - -~ Account to be charged ___ _ _____ _ Nome of Deportment 0 Moster Key--- -- - - - - - - - - - - - - - - - - D Sub-master Key - - - -- - - - - - - - - - - - - - - D Room Key-- - - Room Door No. Building Bui lding Bui I ding Code * _ __ _ _ __ _ Code * - - - - - - - - Code * _ __ __ __ _ Keys issued to - - - - - - - - - - -- - - -- - -- Dote - - - - - - - - - - Signed-- - - - -~~ - -~ -~~ - - - - - - - Department Head or Deon • Code is the number stomped on key or lock core FOR USE BY KEY SHOP Number of keys issued Keys is sued by 0 --441 9 ........................................................................................ : .................................................................................... , : . Fo rm No . CO- go- 33 ASSIGNMENT OF KEYS BY DEPARTMENTS Key No. issued ______ _ Dote issued Issued bY - - - - - - -- - - -~ - - - - - - - - -- - Nome To (name) - - --~L-. -.. - - - -- - - - - -~F-;,-.,- - - - - - - - - - -~M~;d~d~I.- -- - - - For Room or Door No . - - - - - - - Building - - - - - - -- - - - - -- - - - - - - - Rules: 1. Do not lend key to any other pNson . 2. If lost , notify the deportment imme diately . 4. Return the key when leavi ng the em ploy of the Un iver s ity, or when it is no longer needed . 3. Do not hove a dupli cate key mode . 5. There will be a charge for a lost key . YOUR SIGNATURE CERTIFIES ACCEPTANCE OF THE SE RULES Signed Date Key Returned ___ _ 0 -4418 Dote __ __ __ _ _ Return.ed to - - - - - - - -(~S~; _ 9 0 _ 0 u-,e~ ) - - - - -- - - _ 1 Page: Date: Ma 1 10-1-66 Michigan State University MANUAL OF BUSINESS PROCEDURES MAIL DISTRIBUTION LABELS 1. Purpose 1. To make available a set of labels for mailing documents to persons in the departments with administrative responsibility. 2. The labels are coded according to line of authority . Codes may be selected to circulate mail to specific groups . The codes are as follows: Academic Code -x_- B C D Administrative Title Deans Assoc . Deans Asst. Deans Chairmen Directors Coordinators Managers Assoc . Directors Asst. Directors Asst. to Deans Non-Academic J K L M Administrative Officers Assts . to Adm. Officers Division Managers Department Managers Superintendents Directors Asst. Dept. Managers Asst. Directors Supervisors Dormitory Managers 2 . Ordering Labels 1. Send a memo signed by department chairman or his authorized representative to Data Processing indicating the following: a . Department name b. Account number to be charged c. Number of sets of labels d. Codes e . Where to be delivered Page: Ma 2 Date: 10-1-66 MAIL DISTRIBUTION LABELS 3 . Use of Labels 1. The labels are a gummed type and may be attached to an envelope or on the front of the document mailed. 2. The labels will contain an address (admini strative title, college, department, distri bution code) as indicated by the following example: Chairman College of Agriculture Department of Forestry D-M 3. The distribution code indicates the persons to whom documents were mailed. Examples: Distribution Code D-M B-K D D-K M Codes for Which Labels Were Made All A, B, J, K A, B, C, D A, B, C, D, J , K J, K, L, M ( Page: Dat e : Me 1 12-1-63 Mi chigan State University MANUAL OF BUSINESS PROCEDURES MEALS OBTAINED FROM KELLOGG CENTER OR UNION FOOD SERVICE 1. GENERAL - This procedure is to be used in obtaining meals from Kellogg Center and the Union Food Service. It eliminates the necessity for requi sitions and will enable departments to sign for an itemized charge. When meals are received, an authorized person will sign the meal ticket at the Kellogg Center or the adding machine tape at the Union Food Service, indi cating the department and account number to be charged and number of people served . The person signing for the meals should keep a list of the names of persons to whom meals were served. 2. FORMS - A numbered receipt form will be prepared in triplicate by the Kellogg Center or the Union Food Service showing the department and the account number to be charged, the number of meals served, and the total cost of the meals. The three copies of the receipt should then be sent to the department for the approval of the department head and the addition of the following information: a. Name of persons served (if the charge is for meals served to ten or more people, use number of people and organization represented instead of individual names) . b. Organization that the person served represents. c. Purpose When the above information is completed b y the department, the original and duplicate copies of the receipt should be returned to the Kellogg Center or the Union Food Se r vice. The triplicate is for the department file . All of the originals will be forwarded to the University Business Office promptly after the close of business on the 25th of each month. 3. STATEMENTS - No statement, other than the triplicate receipt, will be furnished the departments. Receipt forms, completed and approved, which are returned to Kellogg Center or Union Food Service by the close of business on the 25th of each month will be charged to the departments in that month . Receipt forms returned between the 25th and the last day of each month will be charged to the departments in the following month. Page: Me 2 Date: 7-1-63 MEALS OBTAINED FROM KELLOGG CENTER OR UNION FOOD SERVICE 4 . BUDGET RESPONSIBILITY - Encumbrances will not be posted for meals furnished . Departments are responsible to obtain only such meals as can be paid for .out of available balances. 5 . TIPS - Tips are not chargeable to University accounts. ( ( f \ I ( Page : Date: Mi 1 7-1-63 Michigan State University MANUAL OF BUSINESS PROCEDURES MIMEOGRAPH AND PRINTING SERVICE 1. SERVICES OFFERED - The University Mimeograph and Printing Service (herein after referred to as the Service), 9 Berkey Hall, is equipped for multi-copy offset printing and stencil duplication of a broad range of materials including illustrated manuals, forms, brochures, maps, and reports, plus letterpress printing of all University stationery. Very rapid single copy or low quantity reproduction of materials on white or colored paper is provided for through the Xerox 914 offi ce copier. Composi t i on facility i nclude s Vari -Typer, IBM proportional space and standard elite carbon ribbon typewriters for preparation of reproduction proofs or paper offset masters. Plate making equipment, both Ektalith and No. 4 flat plate Xerox, with vari able focus copy camera, permits versatile producti on of inexpensive photo offset plates. Low budget reproduction of an a l most unlimited variety of illust rative materials or text matter i s provided through either the Gestefax , an electronic scanner which creates a special stencil that can be run on any stencil duplicator (mimeograph) , or through fast offset masters on the Xerox 914 for multi-copy duplication on the Multilith 2550 automated offset press. Finishing equipment includes a fully automated 8-station gathering and stapling unit which , along with other heavy-duty, motor-driven b i ndery machinery, offers University departments a source for wire stitched binding, paper drilling, and cutting , collating, back stripping of saddle and side stitched books, round cornering, perforating, and folding . The department c harges on a c ost of op e ration basis . Payment for ser vices rendered is a c complished only through transfer of funds from accounts established by the Uni versity Busi ness Office, so no cash trans- actions are permitted. Telephone No. 355-6610 , 2. NORMAL ORDER PROCEDURES - The ordering process has been kept as simple as possible , so no formal requisitions are employed. Certai n information, however , is essential to meet even minimum standards of quality so if not enough details are supplied it becomes necessary for t he Service to secure them by phone. Ordinarily the simpler jobs need be accompanied only by a memo which carries answers to the following basic information : a . Ac count number to be charged? b . Quantity ? MIMEOGRAPH AND PRINTING SERVICE 2. (continued) Page : Date : Mi 2 7 - 1- 63 ( c. Date needed? d . Name and phone number of person to be contacted should additional information be required? e. Room number and building where finished job is to be delivered? Occasionally, of course, a job is complicated by the need to consider per haps a number of possible treatments , thus requiring decisions to be made by those responsible before the work can be started. If too involved to be covered by memo or phone call, then a personal visit is indicated . Office hours are 8 a . m. to 12 noon and 1 to 5 p . m. except at such times as other hours are being generally observed by University departments . 3 . PROOFREADING - It is the responsibility of the printer t o reproduce on paper, to the best of his ability to interpret them, the ideas of the author. Proofreading the result of this interpretation is one of the responsibilities of authorship. Thi s can be done in the offi ce of the Service or , time per mitting, material to be proofread can be sent out by campus delivery . Much that is to be proofread can be so submitted that damage to it is of little importance . For example , a proof pulled from a galley of type ; if this proof sheet is handled with no regard to its safety, the hazard is hardly worth considering inasmuch as the type only is the direct means of reproduction and another proof sheet can easily be pulled. Not so, however, in the case of a stencil , since i t is the direct medium of reprodu ction. The same holds for offset copy ready for camera. Consequently, material is sent out from the Servic e for proofing only upon request, and such re quest will release the Service from liability for darriage during the period the material is out . 4. BUDGET RESPONSIBILITY - Procedures contained herein will eliminate the necessity of posting encumbrances for jobs done by the Service. It is the responsibility of all departments t o request only such servi c es as can be paid for out of available balances. A cut-off date of t he 25th day of the month has been established t o facilitate posting of departmental charges, for all months except June . Charges for jobs completed between the 25th and the last day of the month will be posted to. the department s the following month . Departments must furnish the Service with the number and the title of the account to be charged. 5. FORMS - A numbered recei pt slip will be prepared in triplicate by the Service . All jobs will be liste d on this form . Before delivery is accom plished, a person authori zed to receipt for jobs must s i gn the original copy of the delivery slip form. Disposition of the form will be as follows: MIMEOGRAPH AND PRINTING SERVICE 5. (continued) Page : Date : Mi 3 7-1-63 Original (white) - To be signed by the customer and kept by the Service . Duplicate (pink) - Given to the department receipting the original. Triplicate (yellow) - Retained by the Service until the white copy is returned by the person doing the delivering. Upon return of the original copy, the tripli c ate copy is destroyed. 6. STATEMENTS - At the end of the month a form for every job complet ed will be sent out by the Service to each department having a charge . This form will list the following information : a. Job number. b. Account number charged. c. Delivery slip number. d. Number of copies. e. f. Amount of charge. Identifying description of job . A monthly summary sheet will be prepared by the Service and sent to the University Business Office. The total of all charges for the month for work done by the Service will be posted to the depart mental accounts from this summary. In checki ng statements , the department should advise the Bookkeeping Division, University Business Office , of any difference between the total charge to its account and the Service statement . Page: Mo 1 Date: 7 -1-63 Michigan State University MANUAL OF BUSINESS PROCEDURES MOTOR POOL 1. INTRODUCTION The Motor Pool is operated by the Physical Plant Department and makes available to other University Departments on a rental basis, passenger cars, station wagons, busses, half-ton pickups, a wrecker, and an air compressor. The vehicles and equipment available are to be used for University business and travel only. The Motor Pool is located on the east side of Spartan Stadium. 2. METHOD OF OBTAINING VEHICLES AND EQUIPMENT A. Passenger cars and station wagons may be reserved for use within the State of Michigan by calling the Motor Pool dispatcher, Telephone Number 355-1868. The user of the vehicle must furnish the account number and the department to be charged. He will be required to sign the charge card when the vehicle is picked up. B. Passenger cars and station wagons to be used for out-of-state travel may be obtained in the same manner as those used within the state, except a copy of the approved out-of-state travel authorization must be presented (see procedure on Travel and Transportation, Page Tr 1). C. Bus transportation must be requested in writing by using the Request for Interdepartment Material or Service, Form No. 0-3923, and must be approved by the respective department head or his authorized representative. An estimate of cost for bus transportation may be obtained by calling the Motor Pool dispatcher, Telephone Number 355-1868. D. Departments requesting vehicles and busses to be used in field trips should refer to the procedure on Field Trips, Page Fi 1. E. Motor Pool equipment may be reserved by calling the Motor Pool dispatcher, Telephone Number 355-1868. The user must furnish the account number and the department to which the rental charges are to be made. ( ( ( Page: Date: Mo 2 7-1-63 MOTOR POOL 3. USE OF UNIVERSITY-OWNED VEHICLES A. Every driver of a University-owned vehicle is vulnerable to public criticism. Complaints and criticisms can be avoided if each driver will adhere to the following rules: 1. Do not use a University-owned car for personal transportation. 2. Do not use a University-owned vehicle for hauling trailers other than University-owned or a trailer that is rented or leased for official University business. 3. Observe all traffic rules and regulations. 4. Drive carefully and safely. 5. Be courteous and set a good example for other drivers. 6. Control your speed to driving conditions. B. Persons other than University employees are not authorized to drive University-owned vehicles. All drivers must possess a Michigan driver's or chauffeur's license. 4. CHARGES FOR USE OF VEHICLES - rates are shown on page Mo 4. A. Charges for all vehicles used are entered on the charge card. The charge card includes the following: 1. Driver's signature 2. Car number 3. Account number to be charged 4. Name of department 5. Mileage readings on car 6. Amount of charge 7. Date B. Charge cards are sent to the Data Processing Laboratory daily, where the charges are summarized and sent with a copy of the charge card to the department at the end of each month. Page: Date: Mo 3 7-1-63 MOTOR POOL 4. C. Charges will be cut off at 12:00 p. m. the 25th day of each month. Charges for the period between the 25th and the last day of the month will be charged to the departments in the following month. 5. DRIVER INSTRUCTION On the road operating, repair service and accident report instructions will be found in the glove compartment of each vehicle. ( - ------. ------. CHARGES FOR VEHICLES & COMPRESSORS Wagon Truck Truck 2-Ton & 1-1/2 Trailer Wrecker _gompressor Ton or Picku.e Bus 34 & 37 Bus 45 Air- Pass. Cond. Pass. Bus 51 & 53 Pass. Car Mileage - no driver $ . 06 $ .08 $ .25 Mileage - with driver . 14 . 16 $. 22 $. 40 . 40 $ .40 $. 60 $ . 50 Hourly - no driver 1. 00 1. 00 2.50 $2.50 Hourly - with driver 5.00 5.00 5.00 8.00 6.00 10.00 10.00 10.00 Per day - no driver 8.00 8.00 20.00 20.00 Minimum - with driver 7.00 8.00 8.00 20.00 5.00 24.00 24.00 24. 00 Minimum - no driver 4.00 4.00 5.00 10.00 Bus trips will be billed at mileage rate, plus $3. 00 an hour layover time or $10. 00 an hour whichever is greater. Bus trips (excluding layover time) will be priced and quoted by the Motor Pool Dispatcher upon request. Tele phone 355-1868. All charges are made on the mileage basis unless it results in a charge less than the hourly or weekly rate. t, "'d p, p, ,.,. (J'Q .~ (t) -;:i ~ I-" 0 ~~ O') Page: Pa 1 Date: 4-1-65 Michigan State University MANUAL OF BUSINESS PROCEDURES ( PAYROLL DEPARTMENT This procedure has been prepared as a guide for departments in' the pro It will help those concerned with payrolls to cessing of payroll information. become familiar with payroll procedures and tend to eliminate delays in pro cessing paychecks . 1. GENERAL a. Persons covered by Board appointments , Graduate Assistants, and those in Clerical-Technical and Administrative-Professional divisions are paid monthly. Graduate Assistants are paid on the 15th of each month and the others are paid on the last day of the month. b. Students working for the University and persons on an hourly payroll or biweekly rate are paid every two weeks. 2. PAYROLL FORMS - There are certain forms that must be filled out before the Payroll Department can issue a payroll check. a . Departments are requested to have new staff members holding Board appointments and Graduate Assistants call at the Payroll Department , 204 Administration Building , as soon after arrival as possible . This call is necessary in order that the employee may fill out withholding tax forms, oath cards, personnel forms, furnish social security number;' apply for hospi tal insurance, etc . b . Clerical-Technical and Administrative-Professional employees are hired through the Personnel Office and the necessary per sonnel forms are forwarded to the University Business Office Payroll Division. c. It is the duty of each department to see that eo ch student employee completes a W-4 (Exhibit 1, Page Pa 6) . This W-4 should be attached to the first pay card sent to the Payroll Division. IN ADDITION A NEW W-4 must be filed by every student who does not receive a paycheck WINTER TERM , if he is again employed by th e University. must withhold on the basis of "O" exemptions in accordance with Internal Revenue Se rvice regulations. Changes in exemptions should be effected b y having the student complete a new W-4 form at the Payroll Office, 204 Administration Building . If a W-4 is not submitted, the University ,:,when completing the above forms at the Payroll Division, staff members will be requested to present their Social Security Identification Cards . Page: Pa 2 Date: . 3-1-66 ( ( ?AYROLL DEPARTMENT 2. d. It is necessary for the department to obtain oath cards 0 personnel forms, withholding tax forms with social security numbers for all other personnel who were not processed through the Personnel Office . This information must accompany the first payroll card . 2. Since the completion of the oath card is a requirement of the State Legislature, payroll checks for new employees must necessarily be delayed until the oath card is received in the Payroll Division. A recent legal opinion stipulates that foreign nationals are also required to sign the oath card as a condition of their employment at the University. 3. PAYROLL CARDS - It is not necessary to submit . payroll cards for persons paid on the monthly payroll since payment is made on the basis of the official appointment. All other persons must have a pay roll card. Suggestions for preparation of payroll cards are: a. Type (or print in ink) information on the left side of the payroll card in appropriate spaces below the upper three horizontal lines (see Exhibit II, Page Pa 7). b. It is not necessary to repeat any information that has been pre punched or preprinted on the time card unless there is a chan ge. Please make sure the account number shown is correct for the pay period. The fact that the card carries the student or employee name prepunched or preprinted does not assure the correctness of the account number if there has been a change from the pay period when the card was prepunched. c. Type last name first. THE NAME MUST BE THE SAME AS IT APPEARS ON HIS SOCIAL SECURITY CARD OR STUDENT IDENTIFICATION CARD. d. Only the number of the account to be charged should appear in the account or job number space . e. The space for total time should reflect the total hours or days for which compensation is due. f. To help avoid errors, omit all dollar signs. g . The date space is for the ending date of any pay period. ( ( Page: Pa 3 Date: 10-1-66 PAYROLL DEPARTMENT 3. h . Complete daily time record by indicating the actual number of days or hours worked. Pen and ink may be used for this portion of the time card. Cards submitted without hours spread will be returned . Fractional hours are to be recorded on payroll cards to the nearest tenth of an hour. Thus , a person actually working 3 hours and 22 minutes would be paid for 3 hours and 24 minutes. This would be indicated on the card as 3 hours and 4 tenths . i. Payroll cards must be signed in ink by the department chairman or authorized representative The use of rubber stamps is not per missable except for countersignature by a dean or director . j Preparation of payroll cards for regular labor payroll is the same as for student payroll except that the student number space is left blank 4. RATE OF PAY FOR STUDENTS AND REGULAR LABOR a STUDENT RATES - The basic starting rate for University students is $1. 40 per hour . A higher rate than $ 1. 40 per hour can be paid to University students who merit the increase due to the requirements of the particular job. However, it is necessary to obtain approval from the Personnel Office in those cases where students are given increases or hired at a rate in excess of $1. 65 per hour. Approval may be obtained by completing Form No. PERS-20, "Student Pay in Excess of Regular Rate" ( see page Pe 7) for each student and sending to the Personnel Office . students , it may be requested on an Inter-Departmental Correspondence memorandum, Form No . 0-730, in quadruplet. Student names must be placed on the memorandum in alphabetical order, last name first . If approval is required for seven ( 7) or more b. HIGH SCHOOL STUDENTS - A wage range from $. 60 to $. 7 5 per hour is normally paid to high school students working on campus . All high school students must be employed through the Personnel Office and their rate of pay established at the time of hiring . High school students already employed, who merit an increase, may be approved by using our regular "Change of Status" form . This form should be used because high school students are paid on regular labor payroll. c . REGULAR LABOR - All rates must be approved by the Personnel Office prior to the beginning of the pay period Without such approval, the rate will be reduced to conform to the last approved rate and pay ment will be computed on that basis 5 . DEADLINE FOR SUBMISSION OF PAYROLL CARDS - Biweekly pay periods for regular and student labor end on Saturday night. Payroll cards must be in the Payroll Department , 204 Administration Building, not later than 10:00 a m the following Monday morning The only exception to this rule ( ( .Page: Pa 4 Date: 3-1-67 PAYROLL DEPARTMENT 5. (continued) is for payroll cards for out-state stations which will be accepted until 5:00 p . m . on the Monday following the close of a pay period. When a holiday occurs, the working time available to process a payroll is curtailed. Prior to a holiday week, specific instructions covering the payroll schedule and deadline will be issued, when necessary. 6. PAYROLL CARDS RECEIVED AFTER DEADLINE 7. 8 . a. Cards received after deadline for submission will be held and processed with the next biweekly payroll. b . Deans or department chairmen will receive a report listing names of employees not paid because of late arrival of payroll cards. This report will accompany other checks. c . Employees inconvenienced by failure to receive pay on expected date may obtain temporary loans of not more than 80% at the Cashier's Office on the Friday of payday . TERMINATIONS AND LEAVES - The cooperation of all departments in reporting terminations and leaves well in advance will keep the necessary payroll corrections to a minimum . Forms for this purpose are available in the Personnel Office . DISTRIBUTION OF CHECKS - Checks will be delivered to the Mail Room at noon on payday for afternoon delivery. Payday for students and regular laborers will be the Friday following the end of the pay period; for Graduate Assistants, it will be the 15th of the month or the last working day before the 15th; and for all other employees, it will be the last working day of the month. Departments are requested not to send special messengers to the Payroll Department or the Mail Room to pick up labor, student, or salary IMPORTANT - All payroll checks not delivered to the employee checks. within thirty days should be returned to Mr. Ken Schram, University Business Office, with a memo indicating why the check wasn't delivered (termination, leave of absences, etc.). The University Business Office will attempt to locate the employee and deliver the check. 9. PAYMENT OF TEMPORARY APPOINTEES AND HONORARIUMS Compensation for other than University staff will be made as follows: a. Temporary Appointees (1) Payment for one week or less, and amounting to $1,000.00 or less, will be made on a direct payment voucher and charged to the service and supplies account. No appointment form is necessary. The payee's home address and social Page: Pa 5 Date: 3- 1-67 PAYROLL DEPARTMENT 9. a . (1) (continued) ( ( security number must be shown on the direct payment v oucher as the Internal Revenue Service requires that the University send the payee a Form 1099 at the end of the calendar year. (2) Payment for more than one week or amounting to more than $1 , 000.00 will be made by regular payroll pro cedures through the appointment form. b. Honorarium An honorarium is a payment where no fee is set or legally obtainable . Such a gratuitous payment is usually not expected by the recipient. It might include an amount to reimburse an individual for travel costs and expenses in connection with a trip to the campus to participate in an activity such as the speaker at commencement. These payments are to be made on a direct payment voucher. The voucher will need to include the home address and when possible the social security number of the payee. This infor mation is necessary for the University Business Office to comply with Internal Revenue Service regulations that all such payments be recorded on Form 1099 at the end of the calendar year. 10 . EMPLOYEE INITIATED DATA CHANGES - Changes in exemptions , etc. that affect payrolls must be made in accordance with the following schedule. a . Salary Payroll - By the 15th of the month b. Graduate Assistant Payroll - By the 1st of the month c . Biweekly Payrolls (Labor and Student) - By Monday preceding the pay date Any of these changes that reach the Payroll Division on or before the dates shown will be reflected on the next payroll check of the employee affected. 11. CHANGE OF ADDRESS - Addresses are printed on payroll checks for all salary and regular labor employees. Each department should report arty change of address, telephone number, or transfer . Form No. MSU 717, ''Address Change Card, " may be used for this purpose and is available by calling Data Processing, Telephone No. 355-3320. ·Exhibit I, Page Pa 6 Date: 7-1-66 ( ( p R I N T USE FOR STUDENT EMPLOYEES -------------------------------------------------------, I \ I I I I I I l EMPLOYEE'S WITHHOLDING EXEMPTION CERTIFICATE HOW TO CLAIM YOUR WITHHOLDING EXEMPTIONS do not, write "O" . . . . . . . . . . . . . . . . - on another certificate. (a) If you claim both of these exemptions, write the figure "2"} ( b) If you claim one of these exemptions, write the figure " 1" (,) If you claim neither of these exemptions, write "O" THIS WILL BE USED IN CASE YOU ARE EMPLOYED BY THI:'. UNIVERSITY DURING T"1E YEAR. 1. If SINGLE, and you claim an exemption, write the figure "1," if you 2. If MARRIED, one exemption each for h11Jband and wife if not claimed NUMBER AND STRUT . - - - - LAST NAM! MIDDLE STAT! flRST CITY 1 \ \ - - I - - - SOCIAL SECURITY NO. I I D FEMALE I D SINGLE D MARRIED STUDENT NO. D MALE If this is a change in exemptions place an X in the block provided, I form W·4 (lnlted July, 196') u. s. T,..,.,., .,.,._1 MICHIGAN ST A TE UNIVERSITY lntrrul lete11N Seniendent un - less you are qualified under insll"11ctio11 3 on other side.) Income lax from your wages without exemption. . I certify that the number of withholding exemptions I .,. "' o,,..,_ ___ ......... ·-······ "-·············· ~ ,-·········-····················································································-····*CJ L------------------------~~~--------~~~~~~~~-------------~ . - . . . . . . . . . . . . . . . . claimed on this certificate does not exceed the number lo which I am entitled. 5. .Add the number of exemptions which you have claimed above and 6. Additio11al withholding per pay period under agreement with employer. See Instruction I write the total . . . Page: Date : Pa 7 7-1-65 Exhibit 11 ( : NAME (PRINT LAST NAME FIRST) IDENTIFICATION NUMBER ---r LEAVE BLAN K ACCT . OR JOB NUMBER HOURS TENTHS DAYS M ON D~A~Y~ -+ - ----+- ---+--· --< TUESDA 'L-- +--+--+------t jA TURDA Y _ -+---+--+- ~ND A Y _ t D 0 N 0 T w R I T E C DAILY TIME RECORD PAY PERIOD _____ 19 __ iFROMJ --cclTc=O-c-J __ l 9 - - APPROVED FOR PAYMENT OB JE CT CLASS BLDG. NUMBER DIV. NO. DEPARTMENT NAME • TI ME J !L \klT l] HOURS [ ) MONTH [ • OF [] EVENT : _ TIME [] WEEKS [J' OTHER (] DAYS RATE _ TITLE 123451 PHYSICAL PLANT ON LY MO.!:IDAY __ TUE SDA!__ WEDNESDAY. DEPT HEAD {original 1.ignaturo) DEAN OR DIRECTOR DO NOT FOLD - STAPLE OR MUTILATE THIS CARD AMOUNT TIME RATE : .......... ~·.-:. :-;-: •• -; ;;-; ~ ~ ••• .-; ••• ~~~ :;~ -:-. -; •••• ::-, ·; •• ::;:: ••••• -.~ •• ~-.;~~-·;:-:: ' tt'. .--; •• ; : : ••••• -. ; ~;;;:;-. ;-~··i •• ~ . ;-;-"'";Ta~;~"-; .~=-·~~-:.:; .. ; NAME 1PRINT l AST NAME FIRITJ . I I r- - - --lDENTIFICATION NUMB~~ :-= - HOURS TENTHS MONDA_L__ - - TUESDAY - WEDNE SDAY THURSDAY -- - - FRIDAY SATURDAY.._ - SUNDA Y_ ,_ - - MON DAY r--- TUESDAY I PHYSICAL PLANT ONLY LEAVE BLANK ACCT. OR JOB NUMBER I DEPARTMENT NAME :[ O BJECT CLASS i BLDG. NUMBER I DIV. NO. , - L b,, D =". D =""I ' OF (] EVENT TIME O WEEKS [] OTHER (] DAYS TIM= RATE GROSS AMOUNT DAY S t - - D 0 N 0 T ·- - - -- 'II K. I T E ·- A B 0 V E - - T STUDENT PAYROLL CARD MSU 670 PAY PERIOD ~M-) ______ 19 _ {TOI _ ___ 19 ·Non , THIS PAYMENT CANNOT BE MADE UNLESS A W -4 FORM IS FILED WI TH PAYROLL O R ACCOMPANIES THIS CARD I CERTIFY THAT THE PA YEE ATTENDS MSU AS A STUDENT DURING THE REGULAR SCHOOL YEAR AND HEREBY AUTHORIZE PAYMENT FOR SER- VlC ES RENDERED. •211, AS ? U 421 DEPT. HEAD !originc1I signature! WEDNESDA Y THURSDAY £.~DAY SATURDAY SUNDAY TOTAL FOR PERIOD -- ~ ·-- -- H I s DEAN OR DIRECTOR L I N E APPROVAL DATE I DO NOT FOLD - STAPLE OR MUTILATE THIS CARD TITlE IH 123451 7 I I IU 11 12 13 14 15 1111 11 II 21121122 23 Z4 25 2111 21 Z1 30 31 32 l3 34 35 36 37 38 311~141142 43 44 4S 46 47 4149 50 51152 53 5A 55 515715159 iO 11 1213,14115 SI rl 1111 lllll n n 74175 7177 71 71 IO • • • • • • • • • • • • • • • • • • • • • •••••••I•••••• 1 • , • • • • • , • • • • , • , • , , , , 1, • e,,, 1 , , • 1,,, 1 1,, 1 1 1, • •, 1 1 1,,. 1 • • 1, i I I I I I I I I I I I I I I a• I• ; •,,,•,,••,••• 1: IDENnt'ICA TIOH HUMBER I ,o~c~ru,2,~R I 1 I AMouNT I TIME~ NAME RATE lo~EPT. I ii I II . ~l ( '• . . -. .. . PAYROLL DEPARTMENT 12. TAX EXEMPTION - Certain graduate research assistants may be eligible for exemption from Federal income taxes. To be exempt, the following conditions must be met: ( a. Enrolled for an advanced degree. Page: Pa 5a Date : 3-1-67 b. Perform equivalent research to enable the graduate research assistant to satisfy the academic requirements of original research in connection with his particular degree. c. ALL candidates for this degree must be required to perform equivalent research as a condition to receiving the degree. (A graduate research assistant working towards a master's degree that has an alternative of taking equivalent credits or writing a thesis is not exempt from taxes.) d. Payments are for services rendered to the research project and are not for part-time employment, or for past or future services to be rendered to the University or grantor. If the chairman of the department determines that the graduate research assistant is eligible for exemption from Federal income taxes as outlined above , he should complete the exemption certificate on the appointment form . Appointment forms are available from the Office of Research Development and Graduate Studies, Telephone No . 355-0300 . 13 . HOURS WORKED RECORD - Effective February 1, 1967, the Fair Labor Standard Act required that a record of hours worked be maintained for all non-exempt employees. This requirement is met for regular labor and student labor employees by use of time cards. A record must be prepared for non-exempt salaried personnel. Form No . CO-pa-26, "Hours Worked Record" has been designed for this purpose and can be obtained from Stores (355-1700). See example , Page Pa 8. The Personnel Department will notify each department as to which _ employees are exempt. Each department is responsible for keeping hourly work records on all non-exempt employees. This record must be retained by the department for three years. Sic k time and vacation time charged to the employee are not considered as hours wor ked and should be indicated as 11 0 11 on the "Hours Worked Record . " 14. OVERTIME - Overtime is earned only when an employee works in excess of 40 hours in a standard wor k week. The standard work week is a 168 hour period starting at 12:00 midnight on Sunday and continuing until 12:00 midnight the following Sunday. The standard work week does not apply to overtime of employees covered by a Union contract. PAYROLL DEPARTMENT 14. (continued) Page : Pa 5b Date: 3-1-67 As a general policy, overtime hours are to be compensated by time off. It will be mandatory for departments to handle overtime hours in this manner if they do not have sufficient labor payroll funds , or if the indi vidual entitled to overtime compensation is working on a government contract that prohibits overtime payments. Hours worked in excess of 8 hours for a standard work day can be given off on an hour for hour basis if given in the same standard work week. Hours worked in excess of 40 hours in a standard work week must be given off or paid at 1-1 / 2 times the overtime hours. For example: Employee Mon. Tues. Wed. A B C D E 10 8 4 8 4 10 8 10 8 4 4 8 8 8 10 Thurs. 8 8 10 8 10 Fri. 8 4 8 10 10 Sat. 4 4 Total 40 40 40 42 42 Employees A, B and C did not earn any overtime hours , as they did not work in excess of 40 hours in the standard work week. Employees D and E earned two hours overtime and must be compensated at 1-1 / 2 times the overtime hours. the current pay period, the employee must be paid for the overtime hours. See section on "Payment of Overtime.-"-- -- - - - If time off cannot be given on or before the last day of The regular hourly rate for a person on an annual salary is determined by dividing 2,080 hours (40 hours for 52 weeks) into the annual salary . Approval by the Personnel Department is not necessary when the rate used is determined by this method. Hours worked in exc·ess of 8 hours in a standard work day or 40 hours in a standard work week should be approved in advance . Form No . CO-pa-25, "Approval for Overtime for Non-Exempt Employees" was designed for this purpose and can be obtained from Stores (355-1700) . See example, Page Pa 9. 15. PAYMENT OF OVERTIME - A red time card must be used to pay overtime hours. AH salaried personnel who are paid for overtime hours or special events must also be paid on a red time card and processed with the regular labor payroll. The red time card provides for increasing hours worked by 50% to reflect a time and one-half payment to the payee . Hours reported on the red time card must be rounded off to the nearest tenth of an hour. A separate red time card must be prepared to pay overtime hours applicable to the shift differential. (Does not apply to the payroll of the Physical Plant). Red time cards may be obtained from Data Processing (355 --3320) or Payroll Division (355-5010). See example, Page Pa 10. r ( ( ( ,,.----- ~- - ,..._ : ................................................................................................................................................ : Form No. CO•pa•26 NOTE: Required by Fair Labor Standards Act for non•exempt employees HOURS WORKED RECORD Nome ______________________ ______ _ Dote _____________ _ I certify the follow.ing is a true statement of hours worked for Michigan State University during the week beginning (Monday) Date and ending {Sunday) Date • My standard work day is from ____________ _ to __________ _ with __ hour off for lunch. Day Hours Worked Mon. Tues. Wed. Thurs. Fri, Sat. Sun. TOTAL Signature Employee Approved ____________________ _ Dept. Chairman ar Authorized Representative INSTRUCTIONS: Employee should record hours daily. At the end of each week, this form should be signed by the employee and given lo the supervisor where it is lo be kepi on file for 3 years. If the Iota I hours exceed 8 in a work day or 40 in a work week, this form must be supported by Form No. CO•pa•25, • Approva I for Overtime.• 0-5656 ................................................................................................................................................... tj ,::J Pl Pl c-+ (JQ ~ ('1) ' W ,::J I P, .... I CO O') -.J Form No. CO-pa-25 Page: bate: Pa 9 3-1-67 APPROVAL FOR OVERTIME HOURS FOR NON-EXEMPT EMPLOYEES Michigan State University Name of Em p lo y e e - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Social Security No . - - - - - - - - - - - - - - Date(s) overtime will be in c u r r ed - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Estimated number of overtime hours ______ _ Compensation for overtime { 0 Pay 0 Time off Reason for ov e r t im e - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - ( S i gn a tu r e - - - - - - - - - - - - -~ - - - - - - - - - - - - - - - - Oepartment Chairman or Supervisor S i g n a t u r e - - - - - - - - - - - - - - - , , - - , - - - - - - - - - - - - - - - - Employee Date Date Mon. Tue. Wed. Thu. Fri. Sat. Sun. Total Record of Overtime Date Overtime hours Compensation Time off (indicate dates and hours) - - - - - - - - - - - - - - - - - - - - - - - - Pay (indicate date paid and hours) INSTRUCTIONS: 1. Each department is responsible for maintaining a record of overtime hours earned and when and how com• pensated. This record must be retained for 3 years. 2. Overtime must be approved in advance by department c'iairman or supervisor on a weekly basis ending with Sunday. 3. Complete a separate form for each employee, including student employees. 4. Overtime hours worked must be recorded doily. 5. Compensation for overtime should be determined by the supervisor or department chairman. A. Time Off (1) When time off for overtime hours can be given in the same work week, then time off shpuld be given on on hour-for-hour basis. This is the preferable treatment for overtime hours but cannot be applied to hours in excess of 40 hours in a work week. (2) Time off in a subsequent work week must be given at one• and one-half hours for each overtime hour worked (in excess of 40 hours in a work week). However, if the employee cannot be given time off on or before the last day of his current regular pay period, then the employee must be paid for the overtime hours. B. Pay (1) When an employee is to be paid for overtime hours, process a red payroll time card with the next regular labor payroll. Overtime hours only should be reported on the red payroll time cqrd. 6. The employee should sign this form to indicate that he understands how compensation will be given. 7. This form does not apply to employees covered by a Union contract. 0-5647 Page: Date: Pa 10 3-1-67 ( ( .·· ....................... '"' ................. .__. . ·-.: ...... r ..... : ._. .. ·-...................... . . ... •.• ......... •,• . . :· -: ._.L_-----_ -_ -_ -_ -_ -_ -_-_N=A=M=E=============~D=E~P~. ===1:::o:::e:::N:::11=:F1:::c=A=T:::10:::N==NO==· =~=s:::.s:::.~•=c:::,1:::. :::0:::1:::10:::a=N=U=M=Bf=R~=DE:;:P:;:r.:::c:::Dl:.~==T=IM==E==~====R=A=T=E====~====A=M:::o:::=:u=:N:::r:=_- . . ' I > J I ·' - HOOIIS TfNTH ; "!AME (PRINT l,4ST't1AME FIRST}_ : I I IDENTIFICA'TION NUMBER, . ' . ' . ' > IrB~~CT CLASS I BLDG. NUMBER I DIV._~0-, LEAVE BLANK I : 1- . I ' I ACCT. OR. JOB NUMBER PHYSICAL PLART ONLY . MONDAY TUESDAY WEDNESDAY THURSDAY «>IDM SATURDAY SUNDAY MONDAY • TUESDAY WEDNFTE 1~~ I Jo~''ilu~~R JU AMOUNT I TIME L, SUNDAY "l,"r'J ':t/ut u""' mr MULTIPLY BY TOTAL HOURS IDENTIFICATION NUMBER 1 n?EPT. ·I ii GROSS AMOUNT SATURDAY, CARD ' - ; . 1n1v NO 1.5 I NAME I TITLE ' - I - l • • ·. '" ;..· . , I : ( ( Page: Pe 1 Date: 4-1-65 Michigan State University MANUAL OF BUSINESS PROCEDURES EMPLOYMENT 1. FILLING EXISTING VACANCIES - Departmental offices should complete a "Help Requisition" Form as shown in Exhibit 1, Page Pe 5 , or telephone the Personnel Office - Telephone Numbers 5-0290 or 5-0286 - 8 - 9 - request ing the referral of qualified candidates for existing vacancies. The amount of overlap or training time for the new employee should be discussed with the Personnel Office. Normally, this period will not exceed two weeks but this must include all accrued vacation time. Notification of the termina- tion of employees should be made as far in advance as possible so that adequate time will be available for the testing and screening of applicants. NOTIFY THE PERSONNEL OFFICE IMME DIA TEL Y WHEN SALARIED EMPLOYEES TERMINATE SO THAT THE NECESSARY ADJUSTMENTS CAN BE MADE ON THE FINAL PAYCHECK. 2. REQUESTING NEW POSITIONS OR RECLASSIFICATIONS - Requests for new or additional salary-payroll positions must be made in writing to the Director of Personnel. The letter should outline a brief description of the duties and responsibilities , and the account number to which the posi- tion should be charged. All such requests must contain the signature of the Head of the Department and the Dean or Administrative Head. Repre sentatives of the Personnel Office will make a complete survey to determine the need, the proper classification and salary range. This will then be dis cussed with the Department Chairman and the Dean or Administrative Head. Recommendations will be made accordingly to the Board of Trustees for the requested action. The Office of the Secretary of the Board of Trustees will notify the department of the Board action approving the new position of reclassi fication. The Personnel Office should then be contacted as di rected in Section 1 above for the recruitment or hiring . 3. REFERRAL OF APPLICANTS FOR INTERVIEW - The Personnel Office will carefully screen all applicants for employment. Tests will be given where required and information and references on past employment will be obtained. Test results and a work history will be given to the departments for their use in interviewing and considering the applicants . Applicants will be given the Employee Recommendation Form (see Exhibit 2, Page Pe 6), to present to the department at the time they are sent for a personal interview with the hiring official. Departments will note rejection or acceptance of the appli cants on this form. If accepted, then the starting rate of pay and the effec tive date should be stated, along with the necessary signatures. The yellow copy of this form must be immediately returned to the Personnel Office. ( ( Page: Pe 2 Date : 4 - 1 - 6 5 EMPLOYMENT 4. EMPLOYMENT PROCESSING - The accepted applicant should return to the Personnel Office for the necessary employment processing. This will include the following : a. E x planation of the employment benefits including hospitalization , life insurance, social security, retirement , vacation, sick leave , and visiting nurse s ervices. b. Signing of all forms, such as oath card and W-4 form. c. Arrangements for physical examination , issuance of driving permit, and taking of fingerprints, if required. The employee will be directed to report to work when the above procedures are completed. THE EMPLOYEE MUST HAVE A CARD FROM THE HEALTH CENTER SHOWING THAT HE OR SHE IS PHYSICALLY FIT TO ST ART WORK. ANY NOTATION OTHER THAN "SATISFACTORY" OR "TEMPORARY PERMISSION TO WORK" SHOULD BE DISCUSSED WITH THE PER IF "UNSATISFACTORY" THE SONNEL OFFICE IMMEDIATELY. PERSON SHOULD NOT BE ALLOWED TO WORK . 5. EMPLOYMENT OF APPLICANTS BY CORRESPONDENCE - Departments who are considering the employment of individuals who are not residing locally or within a reasonable traveling distance , should notify the Per sonnel Office before any firm offer of employment is made . The Per sonnel Office will mail an application for empl oyment to the candidate so that t he qualifications, educational background , and employment references may be carefully examined. When this has been completed, and agreement is reached with the department on the starting salary, the Personnel Office will make arrangements to mail the necessary forms for a physical examination, along with instructions , to the applicant. Charges for this physical are borne b y the hiring depar t m e nt. The physical examina tion must be given by a qualified physician, chosen by the applicant in his home area , who mails the completed report to the Health Center . This procedure may take from ten days to two weeks . The Director of the Health Center will evaluate the report and notify the Personnel Office of his approval. A letter will then be sent to the applicant confirming his appointment , along with i nstructions for completion o f the processing procedure s when he reports for work . 6 . HIRING OF ALIENS - Immigration regulations place cert ain restrictions on the employability of aliens with student or student-wife visas . therefore, necessary to consult with the Foreign Student Offi c e whenever an alien is being considered for employment who does not have a permanent visa . The Foreign Student Advisor will give advice as to the employability of the applicant insofar as immigration laws are concerned. Aliens with permanent resident visas may be employed . However, it will be necessary to employ them on a temporary basis , no t to e xc eed s ix months , unless It is , Page: Pe 3 Date : 4 - 1 - 6 5 EMPLOYMENT 6. HIRING OF ALIENS (continued) they obtain and show to the Personnel Office a "Declaration of Intention to Become a United States Citizen" or show evidence that they have taken out citizenship papers. During this period, it will be necessary for such employees to sign a waiver of insurance and retirement benefits. After evidence of intent to be.come a citizen has been presented, these employees will then be eligible for insurance and retirement, provided the other neces sary qualifications for these programs are met. Aliens may obtain the application to file a Declaration of Intention from the Lansing Branch of the Ingham County Clerk's Office, located in the City Hall of Lansing. 7. HIRING OF HIGH SCHOOL STUDENTS OR MINORS - Minors, 14 years and over, can be hired by the University. They must be processed through the Personnel Office in somewhat the same manner as regular full-time employees. This does not, however, entitle the minor who is working while he is attending school or during vacation periods to the privileges of a full-time employee; i. e., participation in retirement and life insurance, hospitalization insurance, paid vacation and sick leave, paid holidays and overtime. The procedure for hiring a minor is as follows: The minor, whether applying for work at the Personnel Office or sent there by a unit for processing, must obtain an "Offer of Employment and Request for Working Permit" from the Personnel Office. The Personnel Office will fill out the "Offer" with information furnished by the applicant and the supervisor in the unit. In Lansing, the "Offer" is signed by the school principal and then taken to the Board of Education where a working permit is issued. In other communities surrounding Lansing, the school principal issues the working permit. The minor must present the working permit to the Personnel Office. The permit must be kept on the job for inspection by the Department of Labor , if necessary . The Personnel Office then gives the minor forms for a preliminary physical examination and two copies of the "Employee Recommendation Form" to take to the supervisor before he is allowed to start work . When the employee presents the two copies of the "Employee Recommendation Form, " the Department Head must fill out the bottom half and sign them to signify his approval of the conditions . The first copy is kept in the unit and the second is sent to the Personnel Office. This should not be delayed since the Personnel Office must , after their copy is returned, send a "Notice of Employment" to the University Business Office to authorize payment. The Personnel Office has the newly employed minor fill out a W-4 form and an oath card and also sends these to the University Business Office. The working permit issued to minors states the e x piration date as December 31. Any minor employed after December 31 must have renewed permission. Permits are returned to the Personnel Office with the "Notice of Termination" within five days after services of the minor are terminated. Page: Pe 4 Date: 3-1-67 EMPLOYMENT 8 . HIRING OF UNIVERSITY STUDENTS - The responsibility for the employ ment of University students rests with the Director of Placement Service. Requests for information pertaining to the recruitment of students should be directed to the Student Placement Office . The Personnel Office is , however , responsible for controlling the wage range for students . The basic rate is $1 . 40 per hour. Exhibit 3, Page Pe 7, shows the "Student Pay in Excess of Regular Rate" Form, that must be submitted for any rate being paid to University students above $1. 65 an hour . The pay ment of rates in excess of regular student rates normally is made for special skills or requirements in a given situation . The Personnel Director shall make certain that these rates do not exceed the normal University rates paid for similar work to regular University employees. To be paid on the student payroll, one must be enrolled at Michigan State University and regularly attending classes. He is considered to retain the student status between terms until the degree sought is obtained . Students who do not attend classes during the summer months must be transferred to the regular labor payroll at the end of the spring term . Form No . 0-5158, "Student Summer Employment" should be used for this purpose. See page Pe 16. ( Page: Date: Pe 5 4-1-65 ......... ............................. .... .... ............................................................... • ............................. : Exhibit I HELP REQUISITION TO NON - ACADEMIC PERSONNEL OFFICE PLEASE RECRUIT APPLICANT FOR Dote Issued _ __;J,,_a=n=u::..:a==r=--y'--=2=-i,L....::l'-"'9-=6c...:4_ Requ ired by Date February 1, 1964 ______ _..B...,L .... ANK.......,..___ _______ _____ DEPT. Correct Title of Position ___ C_l-e~r-k~--I"ry .... p_i~s~t~----- - - - Part time Sa lary per year $3480 Full time _ __,X,..___ Perm. ---'X..____T emp. __ _ _ Temp. ___ _ Perm . _ ___ ___ per mont h _______ per hou r Account Paid From -----'7C-'l,,__-_,O"--'O"--'O"--'O"----- - - - - - - - - - - - - , Replacing .:;_M:....a....cr:....r.y--=B:..cr:....o:....w.;...cn:c...L.J, p._o.:....s_:::.i..::.t=i..::.oc:.:n:.......:cn:..::u:..::m=bc..::e:..::r:__::3:....0:....1=--- Resigned -=X'---- Dote Res. January 1 7 , 19 64 * Date T r an s . - - - - - - - - - Transferred Requirements of Position (please be specific) Heavy typing load; will also act as a receptionist. Remarks ____ N=e=a=t--=a""p-"p'-"e'-=a=r:..:a=-=n=c=e=----:1.=· s=---d::::.e=s.=,.i.=c.r=ac::::b-=l'-'=e'-'-.----- -- - - - - - - - - - - - - - - - Approved by _____________ Approved by ___ D_r:.....'--'G:....e_o_r'-.1,g.,_e'--'S:....m_i.:....t_h _ __ _____ _ Director of Pers onnel DEPARTMENT HE4D ( see other side) Requested by __ -=-M=rc.=s:...::•c.....::J:..:a=-=n=e::........:D=-o=-e=------------ T e I ephone __ __,5"--_.9'-'7-'l"-'7 __ . . . . 0 -230 *This date should include all vacation time due employee ............................................................................................................................................ Page: Pe 6 Date: 4-1-65 : ... ............. ............. ~ .......................................................... ................................................ : Exhibit 2 RUSSELL BUSINESS FORM>l, INC, - LANSING MICHIGAN STATE UNIVERSITY EMPLOYEE RECOMMENDATION To ___ ---'B=L=ANK.=.cc=-- - - -- - - - Department Date_-'l=/'-2=-8"""'/._6""-4-'---- Attention Mrs. Jane Doe This will introduce_--'M=-==-r=-s_,_. --=S=a.=.l.=.l.,_y_J=-=.o.:.:n.::.e.::.s _______________ __ _ _ who is qualified for a position as. ___ ~I=I~C~l~e=r=k~ .. ~T-YP.....:i=s~t~1/~3~0'""1,__ __ at the rate of $, _ __.3'-4,.,,8..,.0'-----per __ y.,.e:.::a .... r ______ _ plus perquisites valued at $ per month L. Bates /lr Department should complete information below this line. PERaoNNELoFF1cER Kindly interview this person and return the yellow c:opy to the Personnel Office immediately with the following information: Applicant accepted: ~ Yes; D No; at the rate of $ 3480 per_~yuae__.a.,.r __ _ __ beginningEebrnary J 5, J 9 64 This position is : D Temporary; QJ: Permanent. Funds paid from __ 7L..J ... -_,O....,O....,O....,O..__ _____________ _ This is : A new Position O; Replacement of _ __._M..,,a._.r....iyL........l,B ..... r....,,o,..w ..... n...__ ____ _______ a; Transfer O. (NAME OF FORMER EMPLOYEE) Perquisites value: $. ______ per month. Participant in Retirement System: D Yes; D No. D Rejected. (signature) DEPARTMENT HEAD ------ TO PEHSOl\lNEL O M ,.· ·t' E FOR PROMPT- PAYROLL PAYMENT ~' ,..., - ........... .... .... ..... .... ...... ....................................................................................................... Page: Date: Pe 7 10-1-66 ( Exhibit III .. ··~ ............................... •-·• .............................. ·-......... _ ... -.... -............ ·-· ................................................... . ( To the Personnel Office: Date _____________ _ MICHIGAN STATE UNIVERSITY STUDENT PAY IN EXCESS OF REGULAR RATE (Last name) (First name) (Initial) (Student number) Employed in the Department of _ __ _ ______ _____ ___ ___ _ __ _ __ _____ _ _ College of _ ____ ___ ________ __ _ is to receive pay at the rate of $ _________ _ per hour, effective- - - - - -- - - - - - - - - - -- - - - - - - - - - - - - - -~ Nature of Work: ___________________________________________ _ Dean or Admin istrative Head Department Head - -- - - Above request has been approved - - - -- Above request has not been approved for the following reasons: Date ______________ __________ _ Director of Personnel (Send original and 3 copies to the Personnel Office. The original will be forwarded to the University Business Office, one copy to Tabulating, one copy will be retained in the Personnel Office, · and o ne copy will be returned to the Departmental Office.) PERS - 20 . ...................... ..........•...........•................................... .... .................•...............••.•..•.••..•.... . . Page: Pe 8 Date: 4-1-65 Michigan State University MANUAL OF BUSINESS PROCEDURES ( ( WAGE AND SALARY ADMINISTRATION 1. JOB CLASSIFICATION - All nonacademic regular positions have been classified according to responsibility and degree of skill required. A job classification plan has been approved by the Board of Trustees establishing minimum and maximum rates of pay for each classification. The advantages of this type of plan to the employee are many . Most important, however, is the fact that it permits comparable pay rates for comparable positions. also is a help to the administration in preparing budgets, and serves as a useful tool in keeping pay scales comparable with other institutions or organi zations. Employees are carried on two payrolls, as follows: It ADMINISTRATIVE - PROFESSION AND CLE RI CAL-TE CHI CAL PAYROLLS LABOR PAYROLL 2 . ADMINISTRATIVE-PROFESSIONAL AND CLERICAL TECHNICAL PAYROLLS a . SALARY LEVELS - All administrative-professional and clerical-technical positions have been approved and established by the Board of Trustees and are included individually by number in the budget for each department. Budget series numbers are as follows : Administrative-Professional Clerical-Technical, Levels I - V Clerical-Technical, Levels VI - XII 201 - 299 301 - 399 401 - 499 Specific salary amounts are designated in the budget for each fiscal year to cover the current salary of the employee in the position. The salary cannot exceed the upper limit of the salary range. However, an employee may be placed in these positions below the beginning rate of classification where there is a deficiency in qualification, or for some other valid reason. The level of the position can only be upgraded by action of the Board of Trustees. The salary levels for the administrative-professional payroll are shown in Exhibit 4 , Page Pe 13. The salary levels for clerical technical payroll are shown in E xhibit 5, Page Pe 14. b. MERIT INCREASES FOR ADMINISTRATIVE-PROFESSIONAL PAYROLL - Consideration for merit increases for administrative-professional employees is given on an individual basis, on a basis of employee performance and service, to be effective July 1 of each year. There are no set increments for these merit increases. The amount is determined by the departmental chairman in conjunction with other administrative officials . Recommenda tions for merit increases, must of course, be made in the light of available ( ( 2. b. MERIT INCREASES FOR ADMINISTRATIVE-PROFESSIONAL PAYROLL - (continued) Page : Date : Pe 9 4-1- 65 funds authorized for this purpose . Merit increases for administrative professional employees that have been approved by the administration will appear in the new budget . Departments will not be required to sub mit a "Change of Status" form , E xhibit 6, Page Pe 15), for these annual merit increases . c. MERIT INCREASES FOR CLERICAL-TECHNICAL PAYROLL - The schedule for the clerical-technical group (Exhibit 5, Page Pe 14), shows the merit step increases for the various levels and the amount of service required for eligibility for these increases . Where a larger merit increase is recommended , a written statement outlining the reasons for this request must be submitted to the Personnel Office with the approval of the Dean or Administrative Head. Merit increases are not to be considered an auto matic procedure and should be granted only on the basis of performance and service . For employees in levels I - V, merit increases become effective on the first day of the month following a six-.month period of service from the date of employment, or from the date of the last increase. Employees in class levels VI - XII are eligible for merit increases January 1 of each year. To be eligible for an increase January 1, an employee must have worked for the University at least six months; in other words, if an employee is hired after July 1 in a given year, the first merit increase would not fall due until one year from the following January 1. Departments will be notified by letter, from the Personnel Office, when employees have completed the service requirements for merit increases. These letters are sent out to the Deans' Offices on the first of each month with instruc tions for their return by the 20th of the month . When an employee reaches the top of the classification salary range , no further merit increases can be granted. d. PAYROLL PROCEDURES - All administrative-professional and clerical technical employees are paid on a monthly basis; L e. , on the last work- ing day of each month. Departments are not required to submit time cards. However, all changes that would affect the rate of pay or the dates of employ ment should be promptly reported to the Personnel Office. Failure to do this may result in the issuance of an incorrect check. Departments must submit changes to the Personnel Office by the 15th of each month where possible. Any actions taking place after the 15th, such as unexpected ter minations or unauthorized absences, should be reported immediately by telephone to the Personnel Office so that adjustments can be made on the final check . The department should then follow up with the proper written notice. Changes should be submitted on the "Change of Status" report , as shown in Exhibit 6, Page Pe 15 . ( ( ( Page : Pe 10 Date : 4 - l - 6 5 2. e. PAY CHECKS - Delivery of pay checks is made to the departmental offices not later than the afternoon of the last working day of the month. If an employee's check is not received, or if the employee reports a discrepancy, the Personnel Office should be contacted immediately . If a check is not included, the University Business Office will send Form Co-pa-12b, explaining the reason. A call to the Payroll Office is usually unnecessary since the e x planation can almost always be found in the per sonnel records. Some reasons for delay in the issuing of a pay check are as follows: Failure to present a social security card at the time of employment. Failure to take or complete the physical examination. Employed after the deadline for the payroll report (the time due would be added to the check for the following month) . Failure of departments to notify the Personnel Office of transfer from labor payroll to administrative-professional or clerical-technical payroll. The Personnel Office should be called to straighten out any of the above situations . f. TERMINAL CHECKS - Terminal checks will not normally be issued in advance of the regular pay day. The department chairman or admini strative head should request the Personnel Office to make the necessary arrangements for advance issuance where unusual circumstances exist and a delay would work a hardship on the employee. Whenever a termination of employment is initiated by the University , it will be necessary to prepare and deliver a final check to be given to the employee at the time of termination. 3. LABOR PAYROLL - In general , employees on the labor payroll are mainly those in the operations and maintenance staff, temporary and part-time employees, and in those cases where it is most practicable from a budgetary standpoint. Employees' wages may be calculated on a monthly , biweekly, or hourly basis. However , in all cases it will be necessary to submit time cards biweekly to the Payroll Office for processing and issuance of checks. Funds for labor payroll are budgeted for the departments i n total rather than by individual positions. a. SALARY LEVELS - A complete list of salary ranges for the positions carried on the labor payroll are contained in the rate manual. The Board of Trustees has approved the salary ranges that are shown . It should be noted that it is not permissible to exceed the maximum established for each classification. However, it is possible to promote employees to higher levels where the work justified such action and ( ( 3 . a . SALARY LEVELS (continued) Page : Pe 11 Date : 4-1-65 where a highe r level position exists. Promotions must be submitted on a "Change of Status II form, (E xhibit 6, P age Pe 15.) b. MERIT INCREASES - All merit inc reases must be originated by the depar tment or administrative head, since there is no set schedule of salary increments for labor payroll employees. These merit increases are to be granted on the basis of job performance and meritorious ser vice. The effective date of any merit increase must be made effective on the first day of a pay period; recommendations are to be made on the "Change of Status II form , (Exhibit 6 , Page Pe 15). Merit increases must be made within the limits of the salary ranges for e ach classifica tion. Requests for merit increase s must be received by the Personnel Office not later than one week prior to the date of increase . c. PROMOTIONAL CHANGES - Any changes in classification or rates due to promotion should be dated to be effective on the first day of the next pay period, These changes are to be requested on a "Change of Status 11 form , (Exhibit 6, Page Pe 15) . d. PAYROLL PROCEDURES - All labor payroll employees are paid every other Friday. The payroll period begins on Monday and ends on Sunday. The standard work week for most regular full-time employees is 40 hours and each pay period will cover a two-week period, or 80 hours. Time cards must be submitted to the Payroll Office not later than 11:45 a . m. the Monday following the end of the pay period. These time cards will be processed by the Payroll Office for payment on Friday . Time cards received after the deadline for submission will be held for processing with the next biweekly payroll. Employees inconvenienced by failure to receive pay on the expected date , may obtain 80 per cent of the net amount due. The inconvenienced e mpl oyee is to present the Payroll Division, University Business Office , with a written request from the department chairman so that the advance can b e arranged. The Physical Plant Department and Dormitories and Food Services use a mechanized time system and procedures for these groups will vary somewhat from the steps outlined above. e. PAY CHECKS - Checks will be delivered to the Mail Room at noon on pay day for Friday afternoon delivery . Departments are requested not to send special messengers to the Payroll Department or the Mail Room to pick up checks. The Payroll Office will subm it a form to departments listing those employees whose checks were not issued. for holding checks are as follows : Some of the reasons Submission of time cards after the deadline. Failure to take or complete physical examination. Failure to present a social security card at the time of employment. Page: Date : Pe 12 4-1-65 3 . e . PAY CHECKS (continued): The Personnel Office should be called to rectify any of the above situations. f. TERMINAL CHECKS - Te r minal checks will not normally be issued in advanc e of the regular pay day . The department chairman or admini strative head should r e quest the Personnel Office to make the neces- sary arrangements for advance issuance where unusual circumstances exit and a del a y would work a hardship on the employee. Whenever a termination of employment is initiated by the University, it will be neces sary to prepare and deliver a final check to be given to the employee at the time of termination. ( ( ( ( E xhibit IV ADMINISTRATIVE ·· PROFESSIONAL SCHEDULE OF CLASSIFIED SALARY RATES BY GRADES Effective Julz: 1, 1966 Page: Pe 13 Date: 7-1-66 Annual Salary Grade Min. Max. Diff. Between Min. and Max. Range Monthly Salary Min. Max. AP-I $6780 $8520 $1740 $565 $710 AP-II AP-III AP-IV AP-V 7200 7560 8100 8700 9120 9840 10500 11280 AP-VI 9300 12060 AP-VII 10200 13260 AP-VIII 11220 15060 AP-IX 12240 16920 AP-X 15420 Above 1920 2280 2400 2580 2760 3060 3840 4680 600 630 675 725 775 850 935 1020 1285 760 820 875 940 1005 1105 1255 1410 Above Merit increases to be considered on an individual basis, July lat. each year. E x hibit V CLERICAL-TECHNICAL Page: Pe 14 Date: 7 - 1- 6 6 SCHEDULE OF CLASSIFIED SALARY RATES BY GRADES Effective July 1, 1966 Annual Salary Min. Max. Monthly Salary Min. ffax. Amount of Step Increase at End of the Designated Number of Months 6 12 18 24 30 36 42 48 54 60 66 72 78 84 $3780 $4440 $315 $370 5 5 5 5 5 5 5 5 5 5 5 3900 4680 325 390 5 5 5 5 5 5 5 5 5 5 5 5 5 Grade I II III 3960 4800 330 400 5 5 5 5 5 5 5 5 5 5 5 5 5 5 IV V 4140 5100 345 425 5 5 5 5 5 5 5 5 5 5 5 5 10 10 4440 5340 370 445 5 5 5 5 5 5 5 5 5 5 5 5 5 10 Amount of Annual Step Increase as , Designated on January 1st of Each Year 1 yr. 2 yr. 3 yr. 4 yr. 5 yr. 6 yr. 7 yr. VI VII 4560 5880 4680 6060 380 390 490 505 VIII 5280 7020 440 585 IX X XI 5880 7560 490 630 6360 8100 530 675 6780 8520 565 710 XII 7200 9120 600 760 15 15 20 20 20 20 20 15 15 20 20 20 20 20 15 15 20 20 20 20 20 15 15 20 20 20 20 25 15 15 20 20 20 20 25 15 20 20 20 20 20 25 20 20 25 20 25 25 25 Employees in grades VI through XII are eligible for merit increases January 1st of each year. To be eligible for an increase January 1st, an employee must have worked for the University at least six months. In other words, an employee must start on or before July 1, 1966 to be eligible for consideration for a merit increase January 1, 1967. Employees hired after July 1, 1966 become eligible for an increase on January 1, 1968. Merit increases will be based on the reconmendations of the Department Heads and Deans of the ~mployees concerned. ·- { ( ( ,.,........_ ------ ~ To the Personnel Department: CHANGE OF STATUS REPORT Please effect the following change of status for Doe (Last) John (First) Date January 29, 1964 A. (Initial) /ft36975 Exhibit 6 MICHIGAN STATE UNIVERSITY now classified OS Effective Date of Change Electrician I I February 1 1 19 64 x..:___ Change rate of compensation from $ X Reclassify employee to 3 • 12 • ectr1.c1.an I I I El • in Blank Department per hour $ to 3. 18 per hour Transfer employee to - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - ' - - - - - - Other reason Promotion ==~=-=---------~--~-~--- Department or division Funds to be paid from,_~l""l~~-=Q'--'Q"-Q=--=Q'------------------ -- - - - - - - - - - - - - - - - - - - - - - - - - Reason for above action: 1 hereby certify that any changes In wages or salary above requested are in accordance with budget allotments. Dean or Administrative Head Department Heod ·Signatures of the Dean or Administrative Head and Department required. - - - - - - Above request has been approved - - - - - - Above request has not been approved for the following r e a son s= - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Date ____ __ __ __ __ __ _ __ _ __ __ _ __ _ Director of Personnel (Send original and 3 copies to the Personnel Office. The original will be forwarded to the University Business Office, one copy to Tabulating, one copy will be retained in the Personnel Office, and one copy will be returned to the Departmental Office.) PERS -30 tJ "O Ill Ill e+ (1Q -~ (1) -.J "O (1) I ...... I I-' m - c.,, c.,, Page : Date : Pe 16 3-1-67 ( ;~ .. I\•·"-">"" ' • • >. •'•'"'•.•• .... ..... ._.. _.._~e..-..-o.•, L'-' ·~· • •, , ., •' • • ! • •. ••,, • I, !,!'.. •'•.••.: •••• •: .••'.''.' •••••••' ' ', • • • '. ' .• •. '. • • • • ~ • • • • • ~., .• •. • • • • • • .•' • • ! ,. o,.J,: •. • ' ' •. • .... .. -C Q. GI C Ill Cl Cl Q. Cl u Cl ·;;; u >- ·- .J:. ~Q. .Z. GI a. .z. 0 .... 0 - ""Cl .. GI Ill Ill GI ::, ·-E a. 0 U -111 0 .. 0 i l ~ -g 'I . .z.. GI '.. 3:: Ill 01 "•o• • MATR'L $ I . I . I . I . I . I . I . I .. .1 TOTAL .. I .. I : . . . M N "' M 6 TOTAL $ ' ................ • .................... · ........................................................................................................ ,.. t.tj X ..... P"" ..... O" rl- !--1 ,:I !)) (l'q (D ,:I g c,:, ( ( ( Page : lDa t e : Po 1 12- 1-63 M i chi gan Sta te University MANUAL OF BUSINESS PROCEDURES POSTAGE CHARGES 1. GENERAL In order to provide a more accurate method and t o make our postage charges mo r e adaptable t o machin e a c counting, a new syst em o f autho r iz ing post age charges against University accounts at the Campus Mail Room is being inaugurated. 2. PROCEDURE Ea c h letter, group of letters, or package sent to the Mail R o om must contain a punched card authorization from the department. 3. HOW TO OBTAIN PUNCH CARDS Punch cards are being provided to all departments indicating that the charges will be against the supplies and services account for postage. This system will allow for charges against other accounts, such as t hose in the research and agency groups. It will also be possib l e for depart ments to have a breakdown of their postage charges for various uses within the department. A postal classification code can be us e d if you are interested in further breakdown of postage by uses within t h e department. An example of this might be the mailing for a special r esear c h project or the mailing of literature to prospective graduat e students. This may be done by assigning a three-digit code to be punched in the card, starting with 001. Cards for postage against these accounts, as well as an additional supply of the original cards, can be obtained b y sending a written request to Data Process i ng con taining your account name, account number, and a classification code if used. Since the punching and delivery takes approximately one week, please allow sufficient time for delivery when placing your order, The o r i ginal request for punched cards should be sent to Data Processing by December 13, 1963, giving account name, account number and a classi fication code, if any, so that they may be returned to the department by December 30, 1963, 4. REPORTS Postage charges will be cut off on the 25th of each month. Charges between the 25th of the month and the last day of the month will be charged on the statement for the following month. POSTAGE CHARGES 4. REPORTS (continued) Page: Date : Po 2 12-1-63 Each department will receive a tabulating list of all postage charges against accounts for its department at the end of each month. 5. EFFECTIVE DATE This procedure will become effective January 2, 1964. ( ( ( ( ( Page: Pu 1 Date: · 1-31-66 Michigan State University MANUAL OF BUSINESS PROCEDURES PURCHASING DEPARTMENT 1. PURCHASE REQUISITION A. Form B. Purpose 1. 2. 1. 2. Two-part form. See Exhibit I, Page Pu 8. Forms may be obtained at Stores, Telephone No . 355-1700. To procure equipment, materials, supplies or services from an off-campus source. Certain materials and supplies are stocked at Stores. A purchase requisition is not necessary to obtain mater;ials from Stores. See General Stores, Page Ge 1. C. Preparation 1. Each department is responsible for determining 2. that funds are available to cover the total cost of the purchase. Instructions for completing the requisition are listed on the back of the form. See Page Pu 9. 3. The form is specifically designed for double space typing. D. Distribution 1. After the form is completed, the white copy should be forwarded directly to the Purchasing Department. The yellow copy should be retained for the depart ment records. 2. Purchasing Department will price the requisition or secure quotations and information as to availability, then forward to Bookkeeping Division, University Business Office. 3. Bookkeeping Division will review the account classi fication and check for available funds. The requisi tion is then returned to the Purchasing Department for preparation of the purchase order. ( 2. PURCHASE ORDERS A. Form 1. Eleven-part form. See Exhibit II, Page Pu 10. B. Purpose 1. To officially authorize a vendor to supply and charge the University for goods and services that he pro vides. Page: Pu 2 Date: 9-1-66 2. B. Purpose (con't) 2. Without a properly prepared purchase order, the University has no obligation to recognize any vendor charges. Any verbal orders are the personal responsibility of the one giving them. c. Preparation 1. The purchase order is written and distributed by the Purchasing Department. 2. All questions about an order up to the time of delivery and acceptance of the materials or services should be referred to the Purchasing Department. D. Distribution 1. Form 2. Campus Routing 1. White - vendor 2. White - vendor acknowledgment 3. Salmon - Department Receiver 4. Canary Yellow - Comptroller's Budget 5. Goldenrod - Purchasing (numerical file) 6. Blue - Stores (alphabetical file) 7. White - Stores (numerical file) 8. Green - Inventory Department 9. Pink - Requisitioner 10. Yellow - Follow up 11. Buff - Purchasing (alphabetical file) 1. The forms are distributed by Purchasing 2. The pink and salmon copies are sent to the depart ment after the purchase order is written. 3. The department should compare its purchase requisition with the pink copy and determine that Purchasing has ordered exactly the items requested. 4. The salmon copy, "Department Receiver, 11 is to be used as a receiving report and should be returned to Purchasing Follow Up within three days after receipt of materials. 5. The salmon copy is used by Voucher Audit Division, University Business Office, as a basis for paying the vendor's invoice. After payment of vendor's invoice, the salmon copy is attached to the invoice and filed alphabetically by vendor in Voucher Audit Division. ( ( ( ( E. Reporting Materials Received ( Page: Pu 3 Date: 10-1-66 1. The "Department Receiver" (salmon copy of purchase order) is to be used as a receiving record to report complete shipments or the initial partial shipment. When the 'bepartment Receiver" is used for initial partial shipments, ( 1) circle item not received, and (2) cross off and indicate the correct quantities for the items that were received. "Department Memo Receivers" (see Page Vo 10) should be used to report materials received on subsequent partial shipments including back ordered items and to report procurement of materials on open purchase orders. Also may be used when the "Department Receiver" cannot be located. "Department Memo Receiver II forms may be obtained at General Stores, Telephone No. 355-1700. 2. 3 . A "Receiver" should be prepared each time materials are received. Payment will be made only for the materials received. 4. For deliveries made by General Stores delivery truck on subsequent partial shipments and on open purchase orders, a copy of the "Department Memo Receiver II will be attached to the "Receiving Record and Delivery Report". The "Department Memo Receiver" should be completed by the per son who inspects and verifies the materials received. 5. When completing a "Department Memo Receiver 11 , list the actual quantities received or attach a copy of the vendor's packing slip and/or vendor's delivery receipt. 6. Check box "Order Complete" when all materials listed on the purchase order have been received. Indicate "partial shipment" when additional materials on the purchase order are to be received . 7. Check box "Items Not Received" when applicable and circle these items on the purchase order or packing slip. 8 . Check box "Extra Items" (over shipments) when applicable and list the excess items on the reverse side. Indicate if the items will be returned to the vendor. 9. Check box "Breakage or Concealed Damage" when applicable and list on reverse side. This also applies to unacceptable materials. Pur chasing Department will file claims where neces sary. Voucher Audit Division will deduct these ( ( r \ Page: Pu 3a Date : 10 - 1-66 E. Reporting Materials Received (continued) 9. items from the vendor's invoice before making payment . 10. The person who received and inspected the materials should sign on the line designated "Material Received By". (See "Authorized Signatures", Page Pu 6). 11. A person authorized to approve vouchers must sign on the line designated "Payment Approved By". This will authorize the University Business Office to process the vendor's invoice for payment. 12. Two signatures are required on the "Department Receiver" or "Department Memo Receiver" even when one person performs both functions of receiving materials and approving payment. "Department Receivers" and "Department Memo Receivers" should be completed and forwarded to Purchasing Follow-up within three days after receipt of materials. 13. F. Open Purchase Orders 1. These orders are issued to cover certain supplies, services, or emergency repair items. 2. Open orders usually cover a specified period of time and a fixed dollar amount. 3. Equipment items (object classification 11090 11 ) should not be charged against open orders. 4. Open orders may be arranged for University departments where frequent small purchases are necessary and such items are not available from a campus source . Requests for open orders should be directed to the Purchasing Department. 5 . General Stores delivery trucks make pick ups twice daily and will pick up and deliver items purchased on open orders. Call Telephone No . 355-1700 for information . 6. General Stores has several open orders with local vendors. These facilities should be utilized whenever possible (see Page Ge 1 for ordering procedures). "Department Memo Receivers" should be used to report each purchase of materials on open orders. 7. 1. Call Purchasing and give specifications, account number, and requisition number. The order will be placed immediately for delivery by the fastest method. G. Emergency Orders G. Emergency Orders ( continued) Page: Pu 3b Date: 10 - 1 - 6 6 2 . 3. Items that can be obtained locally will be picked up by Stores truck the same or the following day and delivered where directed. If the above procedure is impossible to follow because of a breakdown or an unusual emergency, you may procure required material or services and send a confirming requisition which must explain the emergency. Materials or services costing $20 . 00 or less may be obtained and paid by a direct payment voucher. In this case, a copy of the vendor's invoice must accompany the direct payment voucher. See Page Vo 3. ( ( ( Page : Pu 4 Date : , 1- 3 1-66 2. H. Maintenance Service Contracts 2. 3. 1. Departments desiring a maintenance service contra ct for equipment (other than offi c e machines) to be serviced periodically should prepare a Purchase Requisition indicating type of equipment, serial number, and length of contract. Purchasing will issue a purcha s e order and initiat e a contract. The contract will be sent to the department for review and approval and should the n b e returned to Purchasing where it will be signed by the Pur chasing Agent and mailed with the purchase orde r. It will be the responsibility of the company perform ing the service to send the Purchasing Department a copy of the maintenance slip after it has been signed by the department showing the service per formed. This information will be recorded on th e maintenance card. the inspection noted by the contract, an appropri a t e credit will be claimed by the Purchasing Department and returned to the department that paid the charge. Renewal notices sent to the department upon expira tion of contracts should be forwarded to the Purchas ing Department with a purchase requisition . If the company fails to make 4. 5. 6. When a contract is terminated, due to sale, trade-in, transfer of equipment or any other purpose , notify the Purchasing Department immediately. If prior to the expiration date, a proportionate refund will be obtained by Purchasing and returned to the account originally charged. 7. Office machines will be serviced by University personnel. Call 355-1705 for immediate service. See Typewriter Service, Page Ge 2. 1. 2. 1. Six-part form, No. CO-Ge-36. See Exhibit III, Page Pu 11. Form may be ordered from or obtained by calling Stores, Telephone No. 355-1700. This form should be used when merchandise is returned to the vendor for damaged goods, duplicate shipments, etc . This form should also be used when merchandise is exchanged or sent off-campus for repair. 3. RETURNING MERCHANDISE TO VENDOR A. Form B. Purpose ( ( ( ( ( Page: Date: Pu 5 1-31-66 3. C. Preparation 1. It is imperative that the department returning the merchandise completely fill out the form giving a full description of the articles being returned so that if the shipment is lost, a claim can be filed with the carrier. 2. Particular attention should be given to the completing of the block "Material Received on P . 0. No., 11 and the block "Account No . ". D. Distribution and Routing 1. Departments determine merchandise to be returne d, complete the material return slip and forward all copies to Purchasing Department. 2. Purchasing assigns a consecutive number, indicates buyer's name, returns yellow copy to the departm e nt , and files the salmon copy in a numerical file. 3. Purchasing must obtain approval from vendor befor e merchandise can be returned. 4. After approval, Purchasing will forward the first four copies of the material return s lip to Stores. If not approved, the copies will be returned to the department with an explanation for disposition of the materials. 5. Stores will pick up the merchandise and leave the green copy with the departm ent. The green copy will indicate driver's name and date picked up. 6. The pink copy will be returned to the vendor with the merchandise and used as a packing slip . 7. Stores will indicate the shipping information on the white and blue copies . The blue copy is returned to Stores and filed alphabetically by vendor. 8. The white copy is forwarded to Voucher Audit Divi sion where a Debit Memo is pr epared . The amount of the Debit Memo will be deducted from the next invoice processed for that vendor. A copy of the Debit Memo will be forwarded to the department. See Exhibit IV ,, Page Pu 12. The account originally charged will receive credit. If a check is receive d in settlement of a Debit Memo for over $10. 00, the account originally charged will receive credit except in those cases where the original payment was made from funds budgeted for a prior year. 9. Departments inquiring about the status of the mer chandise should call Purchasing (355-0352) prior to the time that the merchandise is picked up and Stores ( 355-1700) after the pickup has be e n made. 3. E . Noti ce of Exch a nge Page: Pu 6 Date: . 1-31-66 1. 2. When the material return slip indicates that m a t erial is being returned for exchange, Voucher Audit Division, University Busin ess Office, will s end the department Form CO - Vp - 6, "Notice of E xchange. ~\ See example Page Pu 13. When exchange material is received from the v endor, the ·11Notice of Exchange" form should be c o mpl eted and returned to Voucher Audit Division, University Business Office. ( 4. AUTHORIZED SIGNATURES FOR PURCHASES AND EXPENDITURES A. Form 1. Fo rm N o. CO-Va-3b, "Approved Signature Card," is suppli e d by Bookkeeping Division, University Busine s s O ffice. For detail procedures and sample s of c o mpl eted cards, see Pages Pu 14 4:hru Pu 18 . 2 . Form No . CO-Va-3b requires the signature of t h e p e r s on b e i ng authorized to sign and signatures of the d e partment head and dean of college approving . Rubb er stamps of signatures are not acceptable . B. Purpose 1. Requisitions, vouchers, and other forms authorizing C. Responsibility D . Personnel Change an ex p en diture of funds cannot be processed unless a p ro perly a p proved signature card for the person signi n g the form is on file in the Bookkeeping Divis ion, University Business Office . 1. Admini st rative or department heads may designate another p erson or person s, to sign various papers in th eir behalf by filing signature cards . e xam pl es Pu 14 thru Pu 18. See 2. Th e administrative official delegating authority to sign f orms i s still responsible for transactions appr ove d for h im by another person. 1. Wh enev er changes in personnel or assignments affe c t t he right to approve financial documents, a new signa ture card should be filed and the Boo k keeping Division, University Business Office, shoul d be requ ested in writing to v oid out dated , c a r d s. P ersonnel changes may be indicate d on the ba c k of t h e signatu re card . 4. E. Student Organization Account Page : Pu 7 Dat e: .. 1-31-66 1. A signature card must be completed by the faculty advisor. 2. Due to the changes which con stan tly take place within student organizations, it is not possible to authorize students to sign requisitions, pay cards , or invoice vouchers. ( ( ( ( Exhibit I MICHI GAN STATE UNIVERSITY Page: Pu 8 Date: 1-31-66 Do te Suggested Source Deportment Nome REQUISITION NUMBER Account Number A 848 ( Previous Purchase Order Number and Date Item No. Quantity and Unit Ca.talog ar Part Number Deliver To: Building or Area Room BEFORE COMPLETING THIS FORM, READ Dote Needed INSTRUCTIONS ON REVERSE SIPE + DESCRIPTION Please be explicit Unit Price Leave Blank c-···-·· ······························· ....... _ ............... ............................ _ ........................................................................................................................................................................................................................................................... .. .............. ............................. - ......................................... ...................................................................................................................................................................................... ........................................ ........................ ....... ................................ .. . . •••·• •••• •••• • • • • ••• •• •••• • ••••• • ••••••••• •• • • ••• •••• • •••••• • •••••• •••••• • ••••••• ••• •• •••••• •• • • •••••••• •• ••• • ••·•••·••••••••••••••••••• •••· ·••••••••·• • ·•• • ••• ••••••• • •·•••••••• • • ••••••••••• v•••• •••••••••••••• ~·· • ••• • ••••••••••••••••• •• ••••••• •• •"••••••••• •••••.•• • ••• ••••••• •• •••••••••• •• • • ••• • •••••••••• •• • •••"••••••••• • ••• • •••••• •• ••••••••••••••• • • ••••• .. ••• • •• .. . . .............. ........................................................................................................................................................................................................................................................................................................................ , ............ .............................. .. . . ( \ Deon or Division Head Dote REQUIRED SIGNATURES AND DATES Dept. Head or Authorized Rep. Date 0 eseorch Grants Dote Accounting Dote Ordered by · Phone Number F.O.B. Terms Quotation DO NOT WRITE BELOW THIS LINE .. . ,_ \ ~ .1 Purchase Order Number Budget Shipping Dote Buyer I Page: Date: Pu 9 1-31-66 ( ( IN STRUCTIONS FOR COMPLETING REQUISITION FORM This form will co n ve y to the Purchasing Department your requirements for supplies, services and equipment and from it a Purchase Order wi 11 be wri tten. The Michigan State University Purchasing Department is empowered by the Board of Trustees to commit the University for approved departmentol requirements of supplies, · services and equipment ond does so when re quested on this REQ UI SITION form. The following may assist in the prompt procurement of your needs: REQUISITION forms may be obtoined from General Stores. 2 DESCRIPTION is important and needs to be concise but clear and complete to enable Purchasing to know the exact materials needed . Use catalog or parts numbers when possible : Note name and number of catalog when used as a reference. Unit prices or cost estimates assist in identification. 3 SPECIFICA TIONS for unusual re quirements may need to be given in a separate memorandum, accompanied by drawings or samples. 4 SUGGESTED SOURCES will be welcomed; olso, reference to previous Purchase Orders. Copies of any correspondence or price information secured by the department preliminary to ordering would be of assistance if attached to the requisition. 5 QUOTATIONS will be secured by the Purchasing D!'lpartment as necessary to make an adequate price determination. If de sired, memorandum req uest fo r quotations may be made to Purchasing prior to writing a requisition. AWARD OF ORDERS, where multiple quotations have been secured, will be on the basis of price, quality and service. These considerations be ing equal, preference is given to Michigan manufacturers and suppliers. An adequate wr itten justi fication is necessary from the using department to purchase from other than the low bidder. 7 SIGNATURES required are (1) the Department Head or person responsible for the department budget, (2) the Dean or Div is ion Head, if required by him, (3) the Auditor for Research contracts if certain grant funds are involved. The name and phone number of the person res.ponsible for the order, or the one who will use the material ordered, will be of assistance if addi tional information is needed. 8 DATE NEEDED is import ant to the handling of the order . When early delivery is urgent Purchas .ing will make every effort to meet the date given. It should be kept in mind, however, that" rush" orders mean extra expense and often higher prices. 9 DELIVERY is expected to be made to Stores Receiving dock and from there to you by Stores truck. Please notify Stores of anything delivered by the supplier directly to you. 10 GENERAL STORES may have in stock the material you need . Check their catalog or call them (Ext. 5-1700) for office sup plies, maintenan ce supplies, miscellaneous hardware and electrical supplies, etc., and also laboratory suppl ies. Use a Stores requisition form. 11 ERRORS, DAMAGED SHIPMENTS, etc. should be reported to Purchasing Follow-up immediately (Ext. 5-0344). Please check your copy of the Purchase Order w ith your copy of this requisition. 12 PROCUREMENT for all Un,versity departments is the business of the Purchasing Department. When in need of service, materials or eq ui pme nt use this requisition form, or IF URGENT phone Purchasing. Refer procurement problems , questions requests for ass·istance, etc. to us. Phone individual buyers on their extensions or the department, Ext. 5 -0357. Address; 210 Manly Miles Building. 0-462~ ~ ----.. ( . . ... ... ..••• R!:0 ~ . · No: ...... . ·. · 1 ·oEPART~ersonal toll calls must not be charged to University telephones but may be placed through operator and charged to home telephone. 6. ~f after checking the monthly listing prepared by Data Processing, there are toll calls which you have no record, the University Business Office (355-3778) will assist in tracing these calls. c. Transfer of Charges 1. A department may wish to charge an account other than the one designated for telephone service or long distance toll charges. 2. This may be done by sending a memo to Bookkeeping Division, University Business Office, indicating the following: (a) Account number charged (b) Account number to be charged (c) Amount of charge (d) Date of service or toll charge (e) Itemize the services or toll charges 3. To keep bookkeeping to a minimum, these memos should not be prepared more often than once a month. Page: Te 3 Date: 1-1-67 4. TELEPHONE DIRECTORY CHANGE OF INFORMATION (other than students) a. Form 1. Form No. MSU 71 7, "Address Change Card" should be used for reporting changes in telephone listings. See Page Te 4, Exhibit II. b. Preparation C. Changes to be Reported>~ 2. Forms may be obtained by calling Data Processing, Telephone No. 355-3320. 1. 2. 1. 2. 3. 4. Print person's full name, social security number, and only the changes to be made. Forward to Data Processing Lab., Olds Hall Change to a new or different telephone number within the department. Transfer to a different department (to be reported by the new department). Change in home address or home telephone number. Change in last name as a result of marriage (enter maiden name directly above the new married name in the space designated as "last name" on the card). ,:,should NOT include students. ( ( l ( Page: Date : Te 4 3-1-66 ( ( Exhibit I , ........................................................... ·• . : MICHIGAN STATE UNIVERSITY East Lansing Long Distance Telephone Record a.m. Date _ __ _ __ _ 19_ _ Time ____ p.m. Call from Telephone No·-- - - - -----,- Chargeable to University Account No. _______ _ Call to Name or Firm _ ___ _______ _ _ City & State _ __________ _ Telephone No. _ _ Instructions 1. Fill out one form for eoch completed long distance telephone call or for each accepted collect call. 2. Give to departmentol clerk or ~ecretary to use in reconciling monthly long distance charges. 0 -3430 Exhibit II . •·························································································································· ·· : ATTENTION DEPARTMENTS - IT IS Tl-IE RESPONSIBILITY . • ( MICHIGAN STATE UNIVERS!TY ADDRESS CHANGE CARD FOR FACULTY, STAFF & REGULAR EMPLOYEES •- - - - - - - - - - - - - - PLEASE PRINT OF EACH DEPARTMENT TO REPORT ANY CHANGE OF ADDRESS . TELEPHONE NUMGER . OR TRANSFER FROM ONE DEPARTMENT TO ANOTH ~R. INSTRUCTIONS - PRINT PERSON s NAME AND SOCIAL SECURITY NUMBER AND ONLY THE CHANGE YOU ARE MAKING . . .. : __ SOCIAL SECURITY _ NUMBER __ _ __ ) . _____ f ________ _J_ ___ _L ____ --- _ }_ ____ li _____ _ • HOME i, _ ADDRESS ___ _ . LAST NAME OC,A,,:;i:··::::~S~H~ . I FIRST NAME I . . ""'" ,s '"0~: <, l aoM, ,:~:·: .. r .. ~ . .. ·-----i [ •0··~.i:'~-~~i .... -I - - --- -- - - - ~ INITIAL -- -- - • Msu m , ........................................................... ··· ·································································· ' " " " ' ' -- NOTE: FOR AuD!TIONAL CA RDS CONTACT PH YS!( /\L PL/\N T - HLEPH C,Nc OF•l ( E 52374 IMMEDIATELY TO DATA PROC(S ) ING PLEASE FORWARD - - Page: Date: Tr 1 7-1-66 .Michigan State University MANUAL OF BUSINESS PROCEDURES TRAVEL AND TRANSPORTATION Any person traveling for the benefit of the University may be eligible for some reimbursement. He should follow the regulations set forth in the pamphlet entitled, "Travel Regulations. " This pamphlet and the forms listed below may be obtained at Vault 3, Administration Building, Telephone No. 355-5055. 1. FORMS - The following forms were designed for use when requesting reimbursement for travel expense or permission to travel out-of-state: Form No. Exhibit No. Page No. CO-tr-ld Out-of-State Travel Authorization CO-tr-2b In-State Travel Authorization CO-tr-3 Michigan State University Transportation Receipt Form 731 Exemption Certificate CO-tr-5d Travel Voucher CO-tr-6 Application for Use of University- Owned Motor Vehicle in Out-of-State Travel I II III IV V VI Tr 2 Tr 3 Tr 4 Tr 4 Tr 5 Tr 6 2. List of organizations in which the University has a membership Tr 7 ( ( ( ( f orm No CO - tr - Ii Issued to : Travel from : Purpose or justification of trip: ( Exhibit I MICHIGAN STATE UNIVERSITY OUT-OF-STATE TRAVEL AUTHORIZATION Pag e : Tr 2 Date: · 1-31-66 Ronk, Title or Position: To: Deportment: Account Nome: Account Number: Dote of Departure: Dote of Return: c( K THE EXTENT OF REIMBURSEMENT UNDER THE PROPER QUALIFICATIONS AND MODE OF TRAVEL Qualification for Travel on University Business [Ref.: Sec. IIA I for definition and qualification l O Maximum reimbursement (expenses to be ite mized for Travel, Lodging, Meals, and Miscellaneous, on Travel Voucher) [Ref.: Sec. IIA2] O Lump Sum [Ref. : Sec. llA3] Estimated Travel $ _____ _ Lodgings Meals Misc. Total $ - -- -· Allowable amount $ ( Not to exceed 90% of estimated total.) Qualification for Travel to Professional and Scientific Meetings [Ref.: Sec. II BI for qualification l D Partial reimbursement !expenses to be itemized for Travel only, on Travel Voucher) [Ref. : Sec. IIB2a&b) D Lump Sum-estimated Travel only, $ - - - - - - Amount approved by Deportment Chairman $ [Ref. : Sec. IIB2c&d] Travel on Gift, Grant, or Contract Funds [Ref.: Sec. IIC for qualification) O Maximum reimbursement (expenses t o be itemized for Travel, Lodging, Meals, and Miscellaneous, on Travel Voucher) [Ref.: Sec. IICla, b, c, & d] D Partial reimbursement (expenses to be itemized for Travel only, on Travel Voucher) [Ref.: Sec. IIC!e] Lump Sum-Indicate one of the above [See restriction of these funds, Sec. IIClf) D Travel outside the Continental United States or Canada [Ref.: Sec. IIE] Authorization to Travel at No Expense to the University [Ref.: Sec. IA4d] D Not reimbursable; approval of trip only. Mode of Travel [Ref.: Sec. 111 l D Airline [Ref. : Sec. IIA2o (I) or Sec. IIB2o] "] Railroad [Ref. : Sec. IIA2a (2) or Sec. IIB2o] D Bus [Ref.: Sec. IIA2o (3)] 0 University vehicle [Ref. : ~ec. IIIC&El D Private car [Ref. : Sec. 111 B] D Ride with another traveler Ito be enforced by Deportment Chairman, Director, or Dean) [Ref.: Sec. IIIB2b] Vicinity mileage D Yes D No [Ref.: Sec. IIIB3al [See Sec. IIIB4 for split costs of extr.i cars] Approved by ( authorized signatures only) : ( Deportment Director Deon Office of the President INSTRUCTIONS 1. Prepare with typewriter, or ink, and submit in duplicate. 2. The distance to be traveled governs the approval signatures which ore necessary. [Ref. : Sec. IA4 of the Travel Regulations.] 3. Original is to be returned to the traveler as his authorization for travel and for submission with his claim for reimbursement. 4. All references to Sections pertain to the Travel Regulations effective July 1, 1964. 0 -4454 l=orm No . co-,r:-ib Issued To: Exhibit II MICHIGAN STATE UNIVERSITY IN-STATE TRAVEL AUTHORIZATION Department: Page: Date-: Tr 3 1-31-66 ( - ,vel From: To: Dates of Travel Purpose of Trip: ( ( ( EXTENT OF REIMBURSEMENT !Check one) D None D Transportation and Subsistence D First Class Transportation D Coach or Bus D Car Mileage D Subsistence D Lump sum of$ is authorized in lieu of the folh1wing estimated expenses: 1 [Ref.: 115- (4) l [Ref.: 116-(4) l Describe $ Transportation Meals ....... Lodging , . , , .. , Miscellaneous MODE OF TRAVEL (Check one) D By air line D Railroad D Bus D University vehicle D Private car D Ride with another traveler EXPENSE TO BE PAID FROM Account Name Account No. APPROVED BY Department (Authorized Signature I Director (Authorized Signature I Dean *These colu mns are for the use of offices under the Dormitories and Food Services Division Remarks (50- 80 ) - - t= Authorization to bill the above accou nts. Depart ment - --- - - TOTA L L__Li $ Signatu re - - - - --- - - - - ---·- - - -- ----·---- - - - · -- Department Chai rm an or Authorized Re presentative - - C -d:; !7 Date (19 24 ) Form No. CO-ar -32c '0 0 0 0 • • o . • o o • • 0 . • . 0 0 • • 0 • • 0 0 • 0 0 0 • 0 . • • • 0 . • 0 0 0 0 0 0 0 0 o O e O O O O O O O O o O • C O O • 0 • o o O O O o O o o o o o o o o o o o • o • 0 • o O < ' • 0 o O ' • • 0 • o • o O O O O • o O O O O • 0 0 0 o O O O O • 0 o O O O O O O O O o O O o O o o O O O O O O O O O O O o O O O O O O O O O O O o O o o o O o O o O O O • 0 0 0 0 0 0 0 • . , Actual size : 80x ll . White with black ink. tJ "d p) PJ .-+ (YQ ~ (1) :i::, --J ~ t-j ~ --J , l'.:l 2. CAMPUS FACILITIES a) State Room - Monday th rough Saturday Page: Me 2 Date: 7-1-72 (continued) Breakfast - 7 :00 a. m. - 10 :00 a. m. Luncheon - 11 :30 a. m. - 2 :00 p. m. Dinner - 5:30 p. m. - 8:00 p. m. Sunday Breakfast - 8 :00 a. m. - 11 :00 a. m. - 12: 15 p . m. - 6:00 p. m. Dinner b) Private Room - Monday t hrough Friday Breakfast - 7:00 a. m. - 8:30 a. m. Lunch Dinner - 11 :30 a. m. - 1 :00 p. m . - 5:30 p. m . - 7:00 p. m. Saturday Breakfast - 7 :00 a. m. - 8: 30 a. m. - 11 :30 a. m. - 1 :00 p. m. Lunch - 5:30 p. m. - 6:30 p. m. Dinner 2. The Union Building, Telephone No. 355-3460, maintains the following schedule for serving meals: a) Cafeteria - Monday through Friday Luncheon - 11 :15 a. m. - 1 :15 p. m. Dinner - 5:00 p. m. - 7:00 p. m. Saturday Luncheon - 11 :30 a. m. - 1 :00 p. m. Sunday Luncheon - 12 :00 - 2 :00 p. m. b) Pr i vate Room - Monday through Saturday Breakfast - 7 :00 a. m. - 8: 30 a. m. Luncheon - 11:30 a.m . - 12:30 p.m. Dinner - 5 : 0 0 p. m. - 6 : 4 5 p. m. 3. The University Club, Telephone No. 353-5 111 , maintains the following schedule for serving meals: a) Monday Dinner -6:00p.m. -8: 30p .m. b) Tuesday through Saturday Luncheon - 11: 30 a. m. - 2 :00 p. m. Dinner - 6:00 p. m. - 8:30 p. m. c) Sunday Dinner - 12 :00 - 3:00 p. m. 4. Crossroad s Cafe teria, Telephone No. 35 5-45 51 , is open Monday through Friday from 7 :30 a. m. - 4:00 p. m. 5. Whenever meals and/or lodging are rendered on campus, a person authorized to sign for the department will be requested to sign a charge ticket and indicate the department name and the departme nt account number to be char ged. July 1, 1972 Michigan State University OFFICE OF THE COMPTROLLER The enclosed pages are supplements to the MANUAL OF BUSINESS PROCEDURES. Please delete and add the pages as indicated below: Subje.ct Delete P ab ~ No . Add Dated Page No. Dated Accounts Receivable Ar 4 10-1-69 Ar 7 Ar 8 10-1-69 10-1-69 Ar 4 Ar 4a Ar 7 7-1-72 7-1-72 7-1-72 Meals & Lodging Charges to University Accounts Me2 11-2-70 Me 2 7 - 1-72 If you need additional copies of the supplements, please call Systems and Procedures. Telephone 355-5026. 3. Preparation (continued) Page: Ar 4 Date: 7-1-72 12. Credit adjustments should be shown on separate "Collection Advice" form and should be clearly marked as credit entries. 13. The original copy of the Collection Advice should be signed by the d epartment chair man or his authorized representative. ( 4. Distribution and Routing 1. The original copy of the "Collection Advice" should be sent to the Comptroller's Office, attention of the Accounts Receivable Division. 2. The duplicate copy should be retained for departmental file. 5. Uncollectable Accounts 1. Accounts for other than currently enrolled students with an unpaid balance in excess of $10. 00 should not be written off by departments but should be assigned to the Accounts Receivable Division. 2. Departments billing t h eir customers directly should assign uncollected accounts 90 days overdue to the Accounts Receivable Division. 3. After accounts become 180 days old and are deemed uncollectable , t hey are assigned by t he Accounts Receivable Division t o collection agencies. 4. Collection efforts by the Accounts Receiv able Division that are unsuccessful on balances of less than $10. 00, after six months from the b ill ing date, will be written off. 5. Accounts assigned to collection agencies by the Accounts Receiva ble Division will be charged back to the departmental acc ount wh ich or iginally r eceived t h e cre dit . 6. Sales ( Page: Ar 4a Date: 7-1-72 1. The following types of accounts should be handled on a prepayment or cash basis upon performance of services: a) Miscellaneous material sales which may include such items as books, publications manuals, etc. b) Sales for services under a total amount of $10. 00, which would include animal clinics, lab. services, shop orders, etc. 2. Due to collection costs, all departments should require advance payment for services and materials sold if the total cost is less than $1 O. 00. 3. Departments that need assistance in developing sales records should contact the Systems and Procedures Division, Comptroller's Office, Telephone No. 355-5026. ---- -------- ,··································· ······················ ······················································· ······························ ··········· ··· ······ ···· ····· ······· ··· ······· : Michigan Stat e Universi ty COLL ECTI ON A DVI CE This Form Includes Credits O Only This Form Includes Charges O Only O J } O H O L O N These squares are to be filled out by the Accounts Receivable Division St udent Num ber Name Amount {1 -9) Last (10.11) First Initial (13-1 8 ) (25 26) {27 19) ( 27 . )2 ) $ -· STUDENT RECEIVABLES * HSG * Dist . Acct . No. *Documen t No. ------------- (37 43 ) * REF * CAT {44-46) {47 49) O BJ. Code (34 36) *These colum ns are for the use of offices under the Dormitories and Food Services Division Remar ks {50-80 ) Authorization to bill the above accounts. $ TOTA L Depar tmen t Signature ----------~-- - - ---------- -- - - - - - - - - - - - - - Department Chairman or Aut ho rized Representative C- o.~·-17 Date ( 19- 24) Form No. CO-ar-32c ~ ... ................................................................. ...... ....... ..... .................. ............................. .. ........................................ ....... ... .. "' ~ Actual size : 81/,xll . White with black ink. t; "'CJ PJ PJ c+ ()"q ~ (D -.J > ~ '1 -.J I -.J N 2. CA M PUS FACILITI ES a) State Room - Monday through Saturday Page: Me 2 Date: 7-1-72 (co ntinued) ( Breakfast - 7:00 a.m. - 10:00 a.m. L uncheon - 11 :30 a. m. - 2 :00 p . m. Di nner - 5 :30 p. m. - 8 :00 p . m. Sunday Breakfast - 8: 0 0 a.m . - 11:00 a . m . - 12:15 p.m. - 6:00 p.m. Di nner b) Private Room - Monday thr ough Friday Breakfast - 7:00 a . m . - 8:30 a. m. L unch Dinn er - 11 :30 a . m. - 1 :00 p. m. - 5 :30 p. m . - 7 :00 p. m. Saturday Bre akfast - 7:00 a. m. - 8:30 a. m. L unch Din ne r - 11 :30 a. m. - 1 :00 p. m. - 5:30 p. m. - 6:30 p. m. 2. The Union Building, Telephone No. 355-3460, maintains the following schedule for serving meals : a) Cafeteria - Monday through Friday Luncheon - 11 :15 a . m. - 1 :15 p. m . Dinne r - 5:00 p. m . - 7:00 p. m. Saturda y L uncheon - 11 :30 a. m. - 1 :00 p. m. Sunday Luncheon - 12:00 - 2:00 p.m. b) Pr i vate Room - Monday through Saturday B r eakfast - 7:00 a. m. - 8:30 a. m. Luncheon - 11:30 a .m. - 12:30 p.m. Dinner - 5:00 p. m. - 6:45 p. m. 3 . T h e University Club, Telephone No. 35 3 - 5111 , maintains the following schedule for serving meals: a) Mon day Dinner - 6:00 p. m. - 8:30 p. m. b) Tue sday through Saturday L uncheon ·- 11:30 a.m. - 2:00 p.m. Dinner - 6:00 p. m. - 8:30 p. m. c) Sunday Dinner - 12:00 - 3:00 p. m. 4. Crossroads Cafeteria, Telephone No. 355- 4551, is open Monday through Friday from 7: 30 a. rn. - 4:00 p. m. 5. Wheneve r m e a ls and/ or lodging are rendered on c a m pus, a person authorized to sign for t h e depar tment will be requested to sign a charge ticket and indicate the department n am e and the department account number to b e charged. Page: Se 1 Date: 9-1-72 0 D Michigan State University MANUAL OF BUSINESS PROCEDURES STUDENT EMPLOYMENT OFFICE 1. Functions ( 1. The Student Employment Office located at 110 Student Services Building, Telephone No. 355-9520: --a) Coordinates all policies and activities connected with student employment; b) Provides assistance to enrolled or admitted MSU students in getting suitable campus or off-campus jobs as a means of obtaining supplementary income to help defray the cost of a college education; c) Maintains equitable distribution of jobs among students seeking employment; d) Insures that students receive comparable wages for comparable jobs performed by regular MSU employees; e) Makes every effort to place students in avaHable jobs which are in line with the special interests of the individual student; f) Keeps up-to-date student employment and placement records. 2. Student Employee Defined 1. Any individual enrolled and regularly attending classes at MSU and employed by the University and whose primary purpose for being at the University is to secure an educatibn rather than to earn a livelihood. 2. A person whose employment is interim or temporary and incidental to the pursuit of a degree. Insofar as these procedures are concerned, specifically excluded are Graduate Assistants, Undergraduate Assistants, Assistant Instructors, Academic Advisors, and Living Unit Advisors. 3. 3. To Hire a Student 1. A student wanting work in a specific area Page: Se 2 Date: 9-1-72 4. To Place a Student on the P ayroll may apply directly to the department for a particular job and departments may hire such student workers to fill job vacancies., Or 2. Departments may either complete a "Student Employment Personnel Requisition" Form No. Z27D0020 (See page Se 10., Exhibit III). available at the Student Employ ment Office, or telephone 355-9520 to request referral of qualified applicants. a) The Student Employment Office will identify potential applicants through the application files and pre-screen students prior to job ref err al. b) Job vacancies which cannot be filled by the Student Employment Office will be posted on the Student Employment Bulletin Boards. 1. Each stt1dent must complete the 'applica tion' (section I) and the employer the 'authorization' (section II) of the "Student Employment Data Sheet" Form No. Z27D0010 (See page Se 9). This form is available at the Student Employment Office. Departments must be sure to designate the correct Classification and Pay Scale for the particular job. Refer to the pamphlet entitled "Student Job Descriptions and Classifications, " dated September 4, 1972, available at the Student Employment Office. 2. The student must carry the Student Employ ment Data Sheet to the Student Employment Office for approval. Whenever discrepan cies occur in Classification, Grade Level, or Wage Rate, the Student Employment Office will notify the Hiring Department of the neCf!Ssary corrections. 3. The student will complete a Withholding Exempt ion Certificate, Form W-4, at the Student Employment Office. This form must indude both Student Number and Social Security Number. NOTE: This form 4. To Place a Student on the Payroll (continued) 5. College Work-Study Program l Page: Se 3 Date: 9-1-72 3. will be forwarded to and retained by the Payroll Division. Amended form W-4's. therefore. should be submitted directly to the Payroll Division. 4. The Student Employment Data Sheet will be returned to the student together with a "Student Payroll Authorization Card, " Form No. Z27D0070 (See page Se 10. Exhibit II). to be delivered to the Hiring Department. 5. A PAYROLL .AUTHORIZATION CARD MUST ACCOMPANY THE STUDENT'S FIRST TIME CARD WHEN SUBMITTED TO THE PAYROLL DIVISION, OFFICE OF THE COMPTROLLER, IN ORDER FOR THE STUDENT TO RECEIVE A PAYCHECK. 6. The Hiring Department will keep the "Student Employment Data Sheet 1' until the student is terminated. Section IV of the Data Sheet should then be completed and returned to the Student Employment Office. 1. The College Work-Study Program pro vides work opportunities for financially needy students who might otherwise be unable to find employment. 2. College Work-Study Program students' wages are derived from federal funds (80%) and the employing department (20%). 3. Responsibility for the allocation of these funds rests with the Office of Financial Aids. Once a student has earned his allocated Work-Study amount the campus employer assumes responsibility for 100% of the student's wages. 4. Under Federal law, Work-Study employees who are in school may not average more than 15 hours work per week. 6. Processing Work-Study Students 1. The Office of Financial Aids refers Page: Se 4 Date: 9-1-,.72 ( 7. Restrictions on Hours Worked eligible Work-Study students to the Student Employment Office, with the extent of the award indicated on the "College Work Study Program" (section III) of the_ "Student Employment Data Sheet''. 2. The Work-Study section of the "Student 3. Employment Data Sheet" must be completed by the Student Employment Office, the department, signed by the student, and returned to the Student Employment Office. If a department hires a College Work-Study student who has worked elsewhere prior to coming to that department, the student must obtain and complete a new "Student Employ ment Data Sheet, " and return it to the Student Employment Office. 4. Federal contributions for Work-Study students are authorized through an account number supplied on the "Student Employment Data Sheet. " If a new or different account number is assigned from which a student is to be paid, the Student Employment Office must be notified at least one pay period in advance, and a new "Student Payroll Authorization" card will be sent to the employing department for submission to the Payroll Division with the affected pay card. 5. When a student is to be paid from two different accounts, both account numbers must be identified on the Authorization for Hiring, (section II) of the "Student Employ ment Data Sheet 11 • 1. Departments are requested to employ students no more than 2 9 hours per week while on the Student Payroll except during: a) sumrner months, b) vacations, c) periods between terms, when students may work a full 40-hour week. 7. Restrictions on Hours Work ed (continued) ( 8. Employment in More than One Department 9 . Students Not Enrolled for Co ur se Work Page: Se 5 Date: 9-1-72 2. No student may be simultaneously employe d on both Labor and Student Payrolls. 3 . Work-Study students will be allowed an average of 15 hours per week during periods of enrollment. Work in exce s s of this allowance will automatically b e charged 100% to the department. 4. Work-Study students may be given p e r mis sion to work a full 40-hour week between terms and during the summer months depending on the availability of Federa l funds. The Office of Financial Aids will make periodic announcements to that effect. 1. While on the University student payroll, no student should hold concurrently m ore than one regular job and one casual or occ a sional position. a) A regular job is normally conside r ed to have established or uniform working hours on a continuous basis. b) A casual job is usually one-time , short duration work (public events attendant, registration assistants, etc. ). 1. Students may be employed and paid by the University on the Student Payroll during regular breaks between terms. Thes e students are to be processed in the same manner as they would be processed dur ing regular school term. 2. Students not enrolled for course wor k during summer vacation should be pro cessed through the Personnel Office on th e "Student Summer Employment Form" (See page Se 11, Exhibit IV). 3. Students not enrolled during othe r t e r ms or during the term prior to enrollment, will be processed by the Personnel Office on the r egular hourly payroll. 10. Hiring Foreign Students 1. Immigration regulations place certain r e strictions on the hiring of alien p ersons who are enrolled as students in educational institutions in the United States. 10. Hiring Foreign Students (continued) ( 11. Changing Job Classification 12. On-the-Job Injuries Page: Se 6 Date: 9- 1 -.72 2. Foreign students who have com plet ed at least one term of study with satisfactory grades are permitted to work p art-t ime on campus for a maximum of 20 h ours without requesting special permission to work. 3. To work part-time off campus a nd/or full time during summer. foreign s tudents must obtain permission from the Imm i gration Office through the Office of the Foreign Student Advisor, 109 Center for Inter national Programs. Telephone No. 353-1720. Enrolled for Course Work," page Se 5.) 4. Foreign student employees must also bring (See also, "Students Not their visa to the Payroll Divis i on, 350 Administration Building. prior to be g inning work at MSU during a ny term in which they are not enrolled. 1. Changes in job classification m u st be reported immediately to the St udent Employ ment Office on a student ''Cha nge of Classification" card, Form No. Z27D0040 (See page Se 11, Exhibit V). 2. Students must carry the "Change of Classification" card to the Student Employ ment Office where they can obtain a new "Student Payroll Authorization" card. 3. Students will then return the new "Student Payroll Authorization" card to the employer. 4. The "Student Payroll Authorization" card must accompany any payroll t ime card for a student hired, rehired, or for change in classification. 1. All University employees who are injured in connection with their jobs a re required to report to Olin Medical Health Center for me dical attention. In c ases of emergency. contact the E mergency Division of the De p artment of Public Safety, Telephone No. 123. 2. 12. On-the-Job Injuries (continued) 13. Unemployment Compensation 14. Resignations/ Terminations Page: Se 7 Date: 9-1-'.72 3. If a serious injury or an unusual accident occurs. notify Safety Services, Telephone No. 355-2208 or 355-2221 as soon as possible for a report and investigation of the accident. 4. Students are covered under the Workmen's Compensation Act. Procedures for report ing and processing these students should be based on individual cases and in consultation with the Workmen's Compensation Di.vision, Telephone Number 353-5394. Em 1 - Em 7.) (See pages 1. MSU students employed by the University are not covered by the Michigan Employ- . ment SE·curity Act since the Act specifically excludes from coverage those services rendered by students enrolled and regularly attending classes. 2. Students not enrolled in course work, employed for a summer. or during a simi lar non-enrollment period are in covered employment. 3. Questions related to Unemployment Compen sation should be addressed to Unemployment Compensation Division, Office of the Comptroller, 308 Administration Building, Telephone No. 355-9631. 1. Departments should give at least one week's notice prior to releasing students from their work, except in cases of willful violation of University rules. 2. Student employees are expected to give at least one week's notice to their employers when resigning from a University job. 3. Procedures for processing resignations should be handled the same as for terminations. 14. Resignations/ Terminations (continued) Page: Se 8 Date: 9-1-72 4. All University property, keys, uniforms and tools must be returned to employers before final paychecks are delivered to departing student employees. 5. The 'Termination of Employment and Evaluation' section on the "Student Employ ment Data Sheet" should be completed by the department, signed by the student and returned to the Student Employment Office. 6. Generally the period of employment is considered to be for the duration of the term; nevertheless, this employment may be carried over from one term to the next. Z-2700010 I. APPUCA TION FOR EMPLOYMENT EXHIBIT I MICHIGAN STATE UNIVEISITY PLACEMENT IUIIAU STUDENT EMPLOYMENT OFFICE Stuolellf Sl'rvlc• lulWl119 E•t leMI- Mlchl,-11 41123 (517) 3U-'520 STUDENT EMPLOYMENT DATA SHUT Office Use Only Page: Date: Se 9 9-1-72 (lo,~ (Fi,a~ (lnllloQ (Molden) (Street)/(Dorm) (City) (Stole) (Zip) STUDENT SOCIAl SECURITY NUMBER-------- - - - - - - NUMBER - - - - - - - - - - - - - BIRTH DATE___j_J __ Mo. Doy Year 1s1r .. ~ (City) (Stole) (Zip) IF NOT, TYPE OF VISA ________ STATUS ________ _ MILITARY PHONE-- - - -- - - - (A,eo Code) Clan Stc-.,ding: Frosh. __ Sr . --.- - - - - - , Soph. __ Grod. Jr . Student __ Other Name of Employer and Addreu Immediate Superv isor You, Position or RHpon1ibilitiH NAME LOCAL ADDRESS PERMANENT ADDRESS U.S. CITIZEN EMPLOYMENT EXPERIENCE From IMonthond Year) To (Month and Year) EDUCATIONAL RECORD Names of Colleges or Universities and location Attendance Fields of Study From To ( Month and ( Month and Major Minor Year) Yea r) I Doo,oe Grode Point Average ~-0 System Typingl....,pm) - - - - - Shorthand l wpm) - - - - - Numbe..- of hours ynu desire to work per week: - - - - - - Check ! XI HOURS AVAILABLE FOR WORK Employment Preferred: 1) - - - - - - - - - - - - - 2) __________ _ 3) _______________ _ Addilional Information: Include hobbies, interests, activities, special skills, tolenh, language competencies, e t c . - - - - - - - - - - - - - - -- - - - - - - - - - - - - - - - - - - - - - - - Dote available for work? ____ __ _ _ Available for work between terms' Ye,__ No __ Term : Foll__ Winter__ Spring__ Summer __ This plocement file is accurate to the best of my knowledge and may be mode available to employers. Signoture - - - - - -- -- - - - - - - - - Dote ________ _ The Michigan Stole University Placement Bureau is committed to equal oppo rtunity employment principles and practices. II. AUTHORIZATION FOR HIRING Instructions: Employer, please complete this section when the above student is being hired . Deportment Nome: - - - - - - - - - - - - Account Numberl s) - - - -- - - -- -- - - Job Number: - - - - - - - Job Title: - - - - - - - - - - - - - Pay Rote: - - - - - - - - Unit of Time: Haun __ Event __ Other ____ _ Starting Date for Employment: Grode Le vel: I __ IV __ II __ Other ___ _ Ill __ Superv iso r - - - - - - - - - - - - - - -- - - Signature of Department Chairman or Director - - - - - - - - - - - - - - Dote: - - - - - - - - Student Employment Office: ___ Dote: G.l. _ _ _ _ DO NOT WRITE IN THIS AREA IJI. COLLEGE WORK-STUDY PROGRAM To be Completed By: 11) Student Employment Office This student h o s - - - - terms to seek to e a rn$ - - - - - . We would suggest thol the student work ___ hours per week . This award coven the following terms: SS ___ . Fall _ _ _ Winter _ __ ~ Spring ___ . SS - - - · Student Employment Offt-- · - -·-+- . _L --+-- -r- ---+- - . -~-- --+---l - ---r --+-i -- --±- L , t - - . ii ___ >-. - Employment Preferred: I ) - - - - - - - - - - - - - 21 - - - - - - - - - - - - 3) - - - - - - - - - - - - - - - Dote available for work? ____ ___ _ Available for work between terms? Ye, __ No __ Additionol lnformotion: Include hobbies, interests, activities, 1peciol skill1, tolents, language competencies, etc. - - - - - - - - - - - - -- -- - - - - - - - - - - - - - - - - - - - - - - - This placement fil• it occurote to the best of my knowledge and may be mode available to employers . S ign a tu r e - - - - - - - - - - - - - - - - - Dote ___ _____ _ The Michigan State University Placement Bureau is committed to equal opportunity employment principle1 and practices. Term: Foll__ Winter__ Spring__ Summer __ 11. AUTHORIZA !ION FOR HIRING Instructions: Employer, please complete this section when the above student is being hired . Deportment Nome: - - - - - - - - - - - - Account Number!s) - - - - - - - - - - - - - - Job Number: - - -- - - - Job Title: - - - - - - - - - - - - - - Pay Rote: - - - - - - - - Unit of Time: Hours __ Event _ _ Other ____ _ Supervi1or _ ______________ __ _ Starting Date for Employment: Grode l evel: I __ IV __ II __ O th e r - - - Ill __ Signature of Department Chairman or Director - - - - - - - - - - - - - - Dote: - - - - - - - - DO NOT WRITE IN THIS AREA Student Employment Office: _ _ _ Dote: - - - - - - - - G.l. - - - - 111. COLLEGE WORK-5 !UDY PROGRAM To be Completed By: t I) Studenl Employment Office 121 Employe< 13) Student This student h o s - - - - terms to seek to earn$ _ __ __ . We would 1uggest that the ,tudent work ___ hours per week. This award coven the following terms; SS ___ . Foll _ _ _ Winter ___ . Spring ___ . 55 - - - · Student Employment Office: - - - - - - - - - - - - - - - - Remarks: Dote: - - - - - - - - - Person Who Will Handle P ay ro l l : - - - - - - - - , - - - - - - - - - - - - - - - - - - Nome Address Telephone I hereby accept this j ob - - - - - - - - - - - - - - - Student Signature JV. TERMINATION OF EMPLOYMENT AND EVALUATION Work Performance: !Circle one) EXCELLENT GOOD FAIR POOR T e,minoted for the following re c 1on: Comments: - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - lost Day of Service: - - - - - - - - - Signature of Superviaor: - - - - - - - - - - - - - - -D a t e: - - - - - Signature of Student ______________ _ D a t e : - - - - - - - - - - Signature of Departme nt Choirmal or Direclor - -- - - - - - - - - - - - Date: - - - - - - - - Page: Date: Se 10 9-1-,72 · · · · · · · · · · · · · · · · · ·~::: · · · ·· · · · · ·· · · · · · ·r · ·· · · · · :.:· ~:· · · · · · · -r · · · · · ~::: · · · · -r~ :r ~:.: · 1 · ~:: · r · ~ · r · · · ··~·: · · ···· · · ....... EXHIBIT II • Name (Print Last Name First) 0 0 STUDENT PAYROLL AUTHORIZATION N 0 Acct. Number t w r i Department Name t ,. e b 0 Soc. Sec. Number V e Grade Level Unit of T,me Hrs. D Other D I New D ~nge D ete D , Approved : Sfudent Number wjs D Job Number Note: Any new student hires, re- hires or changes of classification must have this au- sub- thorization milted with the student time card to the Payroll Office. T ~ I Effective Date : 0 .... s g 0 .... N N ~ I n e Student Employment Office Date Name Dept . Name I Stu. Number I I Acct. No. : Mf.glr: I 11 1, ....... 1 Soc. Sec. No. I I I I 2 J • 5 & 1 a .g 10 11 11 n " 1s 1& 11 1a 19 20 21 n n 24 2516 11 2a 1~ Jo Jt 32 J} 1; JS 36 1; 1139 40 c, 42 u "" •~ ,s , 1 4849 so ~' s2531:,, 55 56 s, sa 59 so &1 &2 &J 64 E5 6& s1 &as, m 11 n n 74 is 15 n ;a i. eo • •••••••••••••••••eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeee,ee,eee,,e,eeeeeeeeG••••••••••••••••••••••••••••••••••••••••••• ......................................................................................................................... . Z-2700021 STUDENT EMPLOYMENT PERSONNEL REQUISITION Complete and send to: Student Employment Office 110 Student Services Building EXHIBIT III Department Name Account Number Job Classification and Grade Level Person to Contact Telephone Location Date Needed Date Listed Duration of Job Number of Openings Rate of Pay If you have a specific student( s) you would like to employ, please provide the name of the student(s): Preference: ORegular Student 0Work Study Will you accept either? YesD NoD ... Hours of Work: OTo be arranged. If specific hours are required, please indicate: : General Description of Duties . : Qualifications Required : Department Head Signature Title Date ·············································· ··········································································· . . . Page: Date: Se 11 9-1-,,72 EXHIBIT IV ••••i,•••••·····································.,······!O ········································································· . . . : "· MICHIGAN STATE UNIVERSIT Y Student Summer Employment - Student Payroll To the Personnel Office: Date ____________ _ Last Name First Name Initial Social Security Number Address Student Number is not enrolled for course work, and is to be employed in the department of: . . ·, , College of - -- - - - - - - - - - Account Numbe" at the rate of $ per hour effective ________ _ Citizen: Yes 0 NoO Married : Yes 0 NoO Nature of work . . . Approval Date (A I iens must submit a signed permit to work fr om the Foreign Student Advisor.) I understand that if I am employed in more than one department, I cannot exceed a combined tota l of (40) forty hours in one week . Employee Department Head Director of Personnel !The prospective student employee should personally carry the signed original and three copies to the Personnel Office where he will be asked to present his Social Security and W-4 Withholding Tax cards. Social Security and Withholding Taxes will be deducted from the employee's pay.) ................................................................................................................................. 0-7391 • , • EXHIBIT V STUDENT CHANGE OF CLASSIFICATION NOTE: This form is presently in draft form only. A revised Page Se 11 will be distributed illustrating the form when it becomes available. Mi c higan State University MANUAL OF BUSINESS PROCEDURES TABLE OF CONTENTS ACCOUNT NUMBERS ACCOUNTS RECEIVABLE CASH HANDLING CENTRAL STENOGRAPHIC SERVICES CLASSIFICATION OF EXPENDITURES DAT A PROCESSING SERVICES DEPARTMENTAL BOOKKEEPING EMPLOYEE INJURY REPORTS AND WORKMEN'S COMPENSATION EQUIPMENT TRANSFERS AND DISPOSALS FELLOWSHIP AND TRAINEESHIP APPOINTMENTS FIELD TRIPS FLOWERS - PURCHASING POLICY FORMS GARAGE SER VICE GENERAL STORES AND SCIENTIFIC STORES, Page Ac 1 Ar 1 Ca 1 1 Ce 1 Cl Dp 1 De 1 Em 1 Eq 1 Fe 1 Fi 1 Fl 1 Fo 1 Ga 1 FEDERAL SURPLUS PROPERTY, SALVAGE AND TYPEWRITER SERVICE Ge Li LIBRARY--ZEROX CHARGES FOR COPYING MATERIAL LOCK SERVICE, BUILDING KEYS, AND DUPLICATION OF KEYS Lo MAIL DISTRIBUTION LABELS MEALS OBTAINED FROM KELLOGG CENTER OR 1 1 1 Ma 1 UNION FOOD SERVICE MIMEOGRAPH AND PRINTING SERVICE MOTOR POOL PAYROLL DEPARTMENT PERSONNEL DEPARTMENT - EMPLOYMENT AND JOB CLASSIFICATIONS PHYSICAL PLANT DEPARTMENT PHOTOGRAPH DEPARTMENT POSTAGE CHARGES PURCHAfilNGDEPARTMENT RADIO BROADCASTING DEPARTMENT RETENTION OF RECORDS TELEPHONE SERVICE AND CHARGES TRAVEL AND TRANSPORTATION UNION BOOK STORE SERVICES - MSU BOOKSTORE VOUCHERS INDEX Me 1 Mi 1 Mo 1 Pa 1 Pe 1 Ph 1 Pho 1 Po 1 Pu 1 Ra 1 1 Re Te 1 Tr 1 1 Un 1 Vo f ( ( I I Aprill,1 9 72 Michigan State University OFFICE OF THE COMPTROLLER The enclosed pages are supplements to the MANUAL OF BUSINESS PROCEDURES. Please delete and add the pages as indicated below: Subject Page No. Dated Page No. Dated Accounts Receivable Ar 5 Ar 6 10-1-69 10-1-69 Ar 5 Ar 6 4-1-72 4-1-72 Classification of Expenditures Cl 1 8-1-70 Cl 1 4-1-72 Workmen's Compensation Em 4a Em 5 3-1-72 10-1-66 Em 4a 4-1-72 4-1-72 Em 5 Forms Payroll Vouchers Fo 1 Fo 2 Fo 3 Fo 4 Pa 9 Vo 7 Vo 8 12-1-70 12-1-70 12-1-70 12-1-70 Fo 1 Fo 2 Fo 3 Fo 4 Fo 5 4-1-72 4-1-72 4-1-72 4-1-72 4-1-72 9-1-69 Pa 9 4-1-72 3-1-72 3-1-72 Vo 7 Vo 8 4-1-72 4-1-72 If you need additional copies of the supplements, please call Systems and Procedures, Te l ephone 355-5026. ( ( ( ( ........................................... ··················· ··"··············· ................... ............... ····················· ......... , Page: Date: Ar 5 4-1-72 Form No. CO-ar4e To: Comptroller's Office Departmental Receivables Accounts Receivable Division Michigan State University COLLECTION ADVICE BEFORE COMPLETING THIS FORM, READ INSTRUCTIONS OH REVERSE SIDE + The individuals and/or off-campus organizations listed below ore indebted to the Uni ver sity for the reason indicated . Please credit our account and bill them accordingly . ACCOUNT NAME ACCOUNT NO. AMOUNT - - - - - - - - - - - ---------------------· - - - - -·- -- - LEAVE BLANK Deportment Bil ling Dato Poyer Name ond Address Desc r ipti on of Ch1ngc Amount - - f-- ----- - It is understood by this department that any remittance received on these collection obligations will be transmitted to Departmental Receivables, Accounts Receivable Division, Comptroller's Office. TOTAL Dote S ign a tu r e~ - - - - - - - - - - Department Chairman or Authorized Representative .......................................................... " ............................................. ~ ....................................... . Actual size: 8 V,xJ J. White with black ink . Front, two sided form. ~ • • • • • • • • " • o • • o o o o o o o "o o o o O • o" o O o O O' • O O O "O O <- ~ " 0 O o o o <> o" o " o o o o o o o o ",o O o o O O O OD O O O,. O " O O O O O ~ O • • o O o o o o o o o O o o o o o o o • o o o O o o o o o o o o o o o o o O O O O O O O O O O O O O O O O O O O O O : P a ge: Da t e : Ar 6 4-1-72 INSTRUCTIONS FOR COMPLETING COLLECTION ADVICE This form is used to transmit to the Comptroller's Office collection obligations of individuals or off -campus organizations indebted to the University. Accounts to be assigned should be submitted within ninety (90) days after date of earliest account charge and should include all charges to that account. If this form is not properly completed, it will be returned to the department for correct ion. The following will assist you in preparing this form. 1. Collection Advice forms may be obtained from Room 80 John A. Hannah Administration Building. 2. Complete each Advice in duplicate ·- retain one copy for department file, and send original copy to Depart- mental Receivables, Accounts Re,.:.~ivable Division, Comptroller's 0-Hice. 3. Enter complete name of department to be credited. 4. List appropriate account number(s) and amount(s) to be credited to each . 5. Insert original departmental billing date for each account listed. 6. List the complete name of person or organization as the "payer" who is expected to pay the charge as bill ed. 7. The complete address of each account should be shown to include street, city, state, o r foreign country, if necessary . If mailing address is on campus, write "campus," not East Lansing, or MSU. 8. Description of each charge should include brief description of goods or services provided: (a) Itemize additional items, and show cost for each. (b) List additiona l shipping or service address for materials or services supplied if different from item 7 above. (c) Attach copy of purchase order. letter of authorizer, or other authorizing document. 9. Provide one line space betwoon each account charge listed. 10. Total dollar amount for each Collection Advice should be shown . 11. Any specific billing information; i.e., billing dates, etc., should be noted on each Advice. 12. Credit adjustments should be shown on separate Advice Form(s) and should be properly noted as credit entries. 13. The original copy of the Collection Advice should be signed by the department chairman or his au t horized representative. 14. Coilection Advice will be returned to the department for any correction(s) . ( ( ( 0-6310 'I • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • I> . . . . . . . . . . . . .. . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ~ • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • Re verse side of the form that is illustrated as preceding page. Page: Cl 1 Date: 4-1-72 Michigan State University MANUAL OF BUSINESS PROCEDURES CLASSIFICATION OF EXPENDITURES GENERAL - The proper classification of all expenditures aids in budget plan ning and control. The object classification becomes a basis for the preparation of reports and expense studies. To insure accuracy of reports, it is important that all expenditures be classified by departments. ( OBJECT CLASSIFICATION CODE: 010 - PERSONAL SERVICES: This code embraces all salaries and wages for personal services. Includes - (a) Anyone on the payroll of Michigan State University (b) Workmen's Compensation (c) Retirement compensation to all former employees who have been retired under the established University retirement plan NOTE: The Extension Department will continue to use the Federal codes for Personal Services. 011 - RETIREMENT 012 - SOCIAL SECURITY 013 - PAYROLL DEDUCTIONS (Office of the Comptroller use only) 014 - HOSPITALIZATION 015 - LONGEVITY 016 - UNEMPLOYMENT COMPENSATION 020 - TRAVEL IN STATE: Includes transportation of persons, lodging, subsistence while in an authorized travel status, and other expenses incidental to travel which are to be paid by the University. Includes - (a) The cost of rail, air or bus tickets and tokens when travel is performed by a commercial carrier; mileage allowance is granted when traveling by private conveyance or a rented car. (b) Subsistence includes reimbursement for food and lodging. (c)Incidental travel expenses include telephone, telegraph, taxi fares, registration fees at conventions, etc. NOTE: The Extension Department will continue to use the Federal codes for travel. C. INJURY REPORT FORMS (continued) 1. Request for Medical Attention (continued) 2. Accident Report 3. Accident Disability and Return to Duty Report Page: Em.4a Date: 4-1-72 4. If attending physician is completing this form off campus, it should be signed by the physician and mailed to: MEDICAL DIRECTOR, OLIN MEMORIAL HEAL TH CENTER, MICHIGAN STATE UNIVERSITY, EAST LANSING, MICHIGAN 48823. 1. The "Occupational Accident Report. " Form No. CO-wo-3e (see example, Page Em 7), must be used to report all injuries suffered by University employees in connection with their employment. This form is a vailabfo at the Department of Public Safety. Telephone No. 355-2208. 2. The injured employee's supervisor should prepare the form with the assistance of the safety engineer after making a complete investigation. 3. Forms should be distributed as follows: - Personnel Office White - Office of the Comptroller Blue Yellow-· Department of Public Safety Green - Retained by Department 1. The "Accident Disability Time Sheet 2 L Return to Duty Report, " Form No. CO-wo-1 b (see example, Page Em 6 ), must be used: a) to report lost time, and b) in place of the regular time card to · report hours lost due to an employment- inflicted injury and starts with the first full day's absence. 2. This form can be obtained at Room 80, Administration Building, Telephone No. 353-4419. 3. The completed forms must be signed by the department chairman and dean or director and distributed as follows: White - Office of the Comptroller Blue Pink Buff - Personnel Office - Retained by Department - Department of Public Safety ( ( ( Exhibit I , .... ................ ........................................................................................... ................................. -: Page: Date: Em 5 4-1-72 MICHIGAN STATE UNIVERSITY REQUEST FOR EMERGENCY MEDICAL EXAMINATION AND/OR TREATMENT FOR UNIVERSITY PERSONNEL DISTRIBUTION TO BE MADE BY OLIN MEMORIAL HEAL TH CENTER White - Olin Health Center Yellow - Comptroller Green - Personnel Pink - Department To OLIN MEMORIAL HEAL TH CENTER: Date - - - - - - - - - - - -- - - - - - - - Year Month Dav 1. Name-- - - -- - -- - - - - - - - - - - - - - - - 2 . Clas sification - - - - -- - - - - - - - - - - - - - - Las1 First Middle 3 Date of Accident---- - - -- - - -- - - - - - - - 4. Time of Acc iden t - - · - - - - - - - - -- - - - - - Month O av Year 5. Nature and Extent of Injury - - - - - - - - - - - - - - -- - 6. THE ABOVE EMPLOYEE WAS INJUR ED IN THE COURSE OF EMPLOYMENT . You are authorized to provide medical service to this employee subject to the following conditions: D Provide medical. surgical , or hospital treatm ent which may be necessary for the effects of this injury exclusive of elective surgery . D There is doubt whether the employee's disability is caused by an injury sustained whi le in the performance of duty and you are requested to examine the employee and advise the undersigned whether you believe the disability is due to the alleged injury. Pending further advice you may prov ide necessary emergency treatment if you believe the disability may be due to the injury . 7 Examining physician is reque sted to submit a written report to: Medical Director, Olin Memorial Health Center, Michigan State University, East Lansing, Michigan 48823 (See Item# 1 below). 8. Signature of Authorizing Official: - - - - - - - - - - - - - - - - - - - T i t le - - - - - - - Telephone No. ____ _ (Dept. Chairman or Supervisor) 1. After you examine this employee (first See Item # 7 above), you are req uested to submit a med ical report using the form pro vided below or in a narrative form. If a narrative report is made, attach it to this form . ATTENDING PHYSICIAN'S REPORT 2 . When did you first see this employee?--- - - - - - - - - - - - - - - - Month Dav Year 3 Have you discharged this employee? Yes D No D If no, when do you expect to discharge him) 4. Do you believe this disability is job related? Month Day Year (Please explain your answer if there is doubt). Yes D No 0 5. Did the injury ca use disability for work) Yes D No D If yes, when was he able to return to work) or When do you expect he can return to work? Month Dav Year Month Day Year 6. What type and frequency of treatment did you provide? 7. Did the injury require hospitalization Yes D No D If yes, what was the date of admission? What was the date of discharge? Month Day Year Month Day Year 8. What are your further recommendation s and remarks? 9. Physician's s igna tu re : - - - - - - - - - ________ Date of Report Month Dav Year IF OFF -CAMPUS, PLEASE: al give Address of Physician-------- - - - - - - - - - - - - - - - - - - - - - - -- - - - - - - and b) forward completed report to : MEDICAL DIRECTOR 24300090 0 8308 OLIN MEMORIAL HEAL TH CENTER MICHIGAN STATE UNIVERSITY EAST LANSING , MICHIGAN 48823 , ................................................................................................................................................ . Actual size: 8!/, x I I. White with black ink. Multiple part form . ( ( Page: Fo 1 .. Date: 4-1-· 72 Michigan State University MANUAL OF BUSINESS PROCEDURES FORMS · Form Name Form No. Page Where Available Teleehone. No. Accident Disability Time Sheet CO-wo-1b Em6 Appointment Recommendation of Graduate Fellow or Graduate Trainee Appointment Recommendation of Undergraduate Trainee Approval for Overtime Hours for Non- Exempt Employees Comptroller Supply Room 80 Administration Bldg. Graduate Office Room 246 Administration Bldg. Comptroller Supply Room 80 Administration Bldg. 353-4419 35S..-0330 353-4419 Fe 2 Fe 3 CO-pa-25 Pa 19 General Stores 355 .. 1700 Assignment of Keys by Department CO-ge-33 Lo 3 General Stores Authorization to Deposit Payroll CO-pa-3c Pa 21 Check in Bank Bookkeeping Record for Departments CO-de-1 De 6 Payroll Division Room 350 Administration Bldg. Comptroller Supply Room 80 Administration Bldg. 355, .1700 355 .. 5010 353--4419 Book Requirements 0-5057 Bo 4 MSU Book St.ore 355- 3(34 Books - Departmental Special Order 0-4201 Bo 5 MSU Book Store 355-3454 Books - Individuals Special Order 0-5000 Bo 7 MSU Book Store Books - Supplemental Text Book Information 0-4477 Bo 6 MSU Book Store Change of Status Request Z27C0040 Pe 7b General Stores Collection Advice CO-ar-4e Ar 5 Collection Advice Student Receivables CO-ar-32b Ar 7 Comptroller Supply Room 80 Administration Bldg. Comptroller Supply Room 80 Administration Bldg. 355-3454 355-3454 355-1700 353-4419 353-4419 Consignment Equipment - Gifts 0-8159 Gi 9 Inventory Dept. 355-1712 Cooperative Research Agreement Gi 6 Research Development 35S..0300 Form Name Form No. Page Where Available Telephone No. Page: Fo 2 D ate: 4-1-72 Debit - Credit Memo CO-va-12 Pu 12 Comptroller Supply Room 80 Administration Bl dg, Deposit Receipt CO-ca-4Sb Ca 7 General Stores Direct Payment Voucher CO-ge-17a Vo 7 General Stores Employee's Withholding Certificate for City Income Tax Employee Withholding Exemption Certificate CW-4 0 - 6339 W-4 0-8253 Pa 15 Pa 15 Employee Withholding 0 - 8254 Pa 15 Exemption Certificate - Student Employees Comptroller Supply Room 80 Administration Bldg. Comptroller Supply Room 80 Administration Bldg. Comptroller Supply Room 80 Administration Bldg. Equipment Transfer Notice CO-ge-38a Eq 6 General Stores Field Trip Deposit Card CO-ca-7 Fi 6 Comptroller Supply Room 80 Administration Bldg, General Receipt CO-tr-4 Tr 4 General Stores Gifts and Grants .CO-ge- 12d Gi 7 Comptroller Supply Room 80 Administration Bldg. Hours Worked Record CO- p a-26 Pa 18 General Stores Invoice Voucher CO-ge- 1 Vo 6 Comptroller Supply Room 80 Administration Bldg. Kellogg Center Receipt M e 3 Kellogg Center Long Distance Telephone Record 0-3430 Te 4 General Stores Mailing Address Card MSU 716 Pa 22 Te 4 Data Processing Room 44 Administration Bldg. 353-4419 355-1700 355-1 700 353-4419 353- 4419 353-441.9 355-1700 353-4419 355-1700 353-4419 355-1700 353-4419 355-5090 355-1 700 353- 4420 Maintenance Service Contract Notice CO-ge- 1Sc Pu 17 Purchasing Dept. 355-0357 Materi al Return Slip CO-ge-36 Pu 11 General Stores 355-1700 Multiple Check Voucher CO-ge-7a. Vo 8 Comptroller Supply Room 80 Administration Bldg. 353-441 9 Non-Academic Personnel Z27C0010 Pe 7 General Stores 355- 1700 Requisition Page: Fo 3 Date: 4-1-72 Form Name Form No. Page Where Available TeleEhone No. Notice of Employment Non-Academic Personnel Z27C0030 Pe 7a Personnel Dept. 353-4352 Notice of Exchange CO-vp-6 Pu 13 Oath Card MSU 671 Pa 20 Comptroller Supply Room 80 Administration Bldg. Payroll Division l\oom 350 Administration Bldg. 353-4419 355-5010 Occupational Accident Report CO-wc>-3e Em 7 Dept. of Public Safety Quonset 103 355-2208 Offer of Employment and Request for Worldng Permit P102 - CA-6d Pe 7c Personnel Dept. 353-4352 Official University Travel CO-tr-7b Authorization Tr 2 Mol General Stores 355-1700 Overtime Hours Pay Card MSU 652 Pa 20 Data Processing Room 44 Administration Bldg. Comptroller Supply Room 80 Administration Bldg. 353-4420 353-4419 Gi10 Z27C0050 Pe 7d General Stores 355- 1700 Patents - Supplementary Statements Regarding Disposition Personnel Notice -Employment Termination-Leave of Absence- Layoff Personnel Record CO-pa-4a Pa 16 Payroll Division Room 350 Administration Bldg. 355-5010 Personnel Referral Notice Z27C0020 Pe 7a Personnel Department 353-4352 Photo Lab Receipt R-5321 Pho 3 Professional Development Form CO-ge-44 Fb 3 Photographic Dept. Room 11 Agriculture Hall Staff Benefits Division Room 344 Administration Bldg. 355-0230 353-4434 Purchase Order Purchase Requisition Pu 10 Purchasing Dept. 355-0353 Pu 8 General Stores Receipt Fa:m (sample not CO-st-4b Ca 1 shown) Regular Labor Payroll Card 422 Pa 17 Comptroller Supply Room 80 Administration Bldg. Data Processing Room 44 Administration Bldg. 355-1700 353-4419 353-4420 Form Name Form No. Page Where Available Telephone No. Page: Fo 4 Date: 4-1-72 Reimbursement Voucher CO-ge-4a Vo 9 General Stores Report on Out-of-State Travel CO-tr-8b Tr 3 General Stores Request for Change in Social Security Recor~ OAAN-7003 Pa 23 Request fer Emergency Z43D0090 Em 5 Medical Examination and/ or Treatment Request fol' Interdepartmental Material or Service 0-5884 Request fer Keys CO-ge-34 Fi 5 Ph 6 Lo 3 Payroll Division Room 350 Administration Bldg. Comptroller SupplyRPom 80 Administration Bldg. General Stores 355-1700 Gen.era! Stores 355~1700 355-1700 355-1700 355-.5010 355- 4419 Request for Retirement for Y43D0040 Rb 6 Academic Faculty and Staff Request for Retirement for Z43D00SO Rb 5 Non-Academic Personnel Staff Benefits Division Room 344 Administration Bldg. Staff Benefits Division Room 344 Administration Bldg. Request for Supplies from Stcres 0-3528 Ge 3 General Stores Request to Establish a New Account CO-fu-1c Ac 3 Scholarship and Loan Fund Gifts CO-ge-14e Gi8 Bookkeeping Division Room 360 Administration Bldg. Comptroller Supply Room 80 Administration Bldg. Signature Card CO-va-3c Pu 14 Pu 15 Bookkeeping Division Room 360 Administration Bldg. 353- 4434 353-4434 355-1700 355-5000 353-4419 355-5000 Signature Card - Student Organizations CO-va-14 Pu 16 Bookkeeping Division 355-5000 Student Pay in Excess of PERS-20 Pe 7e Personnel Dept. 353-4352 Regular Rate Student Payroll Card 421 Pa 17 Data Processing Room 44 Administration Bldg. 353-4420 Student Summer Employment 0-7391 Pe 7e Personnel Dept. 353-4352 Page: Fo 5 Date: 4-1-72 Form Name Form No. Page Where Available TeleEhone No. Transmittal Sheet for Sponsored Research Proposals Gi 5 Research Development 355-0300 Travel Voucher CO-tr-Sf Tr 5 Uniform Deposit Card CO-ca-8b Comptl'oller Supply Room 80 Administration Bldg. Comptroller Supply Room 80 Administration Bldg. Union Receipt Me4 Union Building Worksheet for Commitments 7240 De 5 Comptroller Supply Room 80 Adminiso'ation Bldg. 353-4419 353-4419 355-3460 353-4419 ( ( ( ( 8. COMPENSATION FOR NON-REGULAR ASSIGNMENTS OR DUTIES Page: Pa 9 Date: 4-1-:72 A. Temporary Appointees (Includes Honoraria) 1. Payment for one week or less, and amount ing to $1,000.00 or less, must be made on a Direct Payment Voucher. 2. The payee's home address and Social Security Number must be shown on the Direct Payment Voucher, as the Internal Revenue Service requires that the University send the payee Form 1099 at the end of the calendar year. 3. All Direct Payment Vouchers for temporary appointments including honoraria must be sent to the Budget Office. 432 Administra tion Building. for approval. 4. Every department paying personnel with faculty status for part time work needs the approval from the Provost's Office. 5. Departments requiring the services of regular salary payroll employees must: a) send a letter of request, original and one copy, to the Personnel Office stating the name of the person, home address, Social Security Number, type of work, rate of pay and the account name and number from which the person will be paid; b) submit the corresponding time card to Payroll Division, 350 Administration Building. letter of request and will mail copy to the Payroll Division. ) (Personnel Office will file the 6. All salary and wages paid for temporary appointees and honoraria (if $1. 000. 00 or less), should be charged to either the Salary account or to the Supplies & Services account, using Object Classification Code: -72. 7. Any portion of the payment designated for travel must be charged to the Supplies & Services account, using the appropriate Object Classification Code (Codes 020 through 026 ). ( ( ( Page: Date: Vo 7 4-1-72 #' • • 0 • • • • • ' o o o O o o O O ' o O o o O o o O o o O O o O O O O O O O O O O O O o O O O O ~ 0 0 O O ft o o o o o o o O O O O O O O O O O O O O O O 8 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o O 0, 0 0 0 0 0 0 0 o O O O O O o O o o o o o o o o O o O O O O O O O O O O O O O O O O O O O O O - : Exhibit II ( £~ CO-GE-17-A MICHIGAN STATE UNIVERSITY DIRECT PAYMENT VOUCHER INSTRUCTIONS 1. Prepare with typewriter in quintuplicate. 2. Send first four copies to University Business Office. 3. The fourth copy will .accompany check, and the 'second will be returned to Department as evidence of payment. PAYEE Date January 3, 1972 ACCOUNT TO BE CHARGED Name Address Rotenn, Nan sstt 381-42-2 26!2 Department Communication 4306 N. ShQ:i;:e Dr. Account No. 71-2020-072 Woodstock, Alabama 53~21 Account Name MSU[AID PURPOSE: This voucher is ·fo be used when the issue of a requisition and purchase order is not possible because of the nature of the payment. PLEASE BE EXPLICIT IS INVOLVED, GIVE THE RECEIPT NlJMBER THAT RECORDED PAYMENT. IN THE REASON FOR EXPENDITURE. WHERE A REFUND - AMOUNT FOR: Honor aria for serving as a staff member for the Communication Workshop ftti.13, January 2-8, 1972. Atwood Lake Lodge, Dellroy, Ohio $400.00 I CDTil'Y THAT THE AIIOVE PAYMENT IS CORRECT ANO JUST. °'R::":'' H"d or Authorized R:gr•1ent•tive Dir•ctor or Deen Signed Approved Bu- Approv•I TOTAL PAYMENT $400.00 AUDIT CHECK NO. ond °" TE VOUCHER NO. ' . . ' • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • 0 • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • Actual size: 80 x I I. White with black ink. Multiple part form. Page: Date: Vo 8 4-1-72 E x hib it III .... ...................................................... .......... ..................................... .. ................................... .. .. Form No . C O-ge ·?o MICHIGAN STATt UNIVtRSITY MULTIPLE CHECK VOUCHER Di1tribution: Wh ite - Bookkeeping Canary - Voucher Audit Blue - Department Purpose (reason and period covered): Students withdrawing or dropp i ng credits in Winter term 1972 Account to be charged: Name Number Sehl. Clearing Account 21-3339-130 ( Pay•• Addreu -·· Agonnes, David SN478359 Al276 1 · - - - - · · · lQlO Rov St.. Marauette. Michil!an _ __N_nrl ''-··en, IJ Jinoi s AJ2]..52-. Amounk ol Chock Ch•ck Number 181. so - ---- 183. so 225. :,O 106. so 197. so ·- - 1 so 1 Q7 <;() - - I -- · - ·- - - - · - - --·· - -~- -- I HEREBY CERTIFY the above amounts are due and hereby approved for payment. Signed Date 0-1!177 Special Instructions Total $1093. so Checks Dated Voucher No. ····· ·································································· ······· ··········· ·· ·· ··················································· A c tual size: 80x Il. White with black ink. Multiple part/arm . April 1, 1972 Michigan State University OFFICE OF THE COMPTROLLER The enclosed pages are supplements to the MANUAL OF BUSINESS PROCEDURES. Please delete ?,nd add the pages as indicated below: Subject Page No. Dated Page No. Dated Accounts Receivable Ar 5 Ar 6 10-1-69 10-1-69 Ar 5 Ar 6 4-1-72 4-1-72 Classification of Expenditures Cl 1 8-1-70 Cl 1 4-1-72 Workmen's Compensation Em 4a Em 5 3-1-72 10-1-66 Em 4a 4-1-72 4-1-72 Em 5 Forms Payroll Vouchers Fo 1 Fo 2 Fo 3 Fo 4 Pa 9 Vo 7 Vo 8 12-1-70 12-1-70 12-1-70 12-1-70 Fo 1 Fo 2 Fo 3 Fo 4 Fo 5 4-1-72 4-·1-72 4-1-72 4-1-72 4-1-72 9-1-69 Pa 9 4-1-72 3-1-72 3-1-72 Vo 7 Vo 8 4-1-72 4-1-72 If you need additional copies of the supplements, please call Systems and Procedures, Telephone 355-5026. Page: Date: A r 5 4-1- 72 .. ....... ...... ...... ······ .............. ········· ... ....... .... ··"··· ··························· ......... ...... ... ··········· .................... , Form No . CO-ar-4e ( Michigan State Un iversity COLLECTION ADVICE To: Comptroller's Office Departmental Receivables Accounts Receivable Division BEFORE COMP LETING THIS FORM, RE AD IHSTRUCTIOHS OH REVERSE SI DE + T he indi vid uals and / or off-ca mpus orga n izat ions l is ted below are indebted ta the Uni versity for the reason indi ca ted. Ple a se credi t our account and b il l the m accord ingly. AC COUNT NAME - - - -- -- ACCOUNT NO. AMOU N T LEAIIE BLANK Department Billing Date Payer Name and Address - Descripti o n o f Charg o A mount -- ---- - ( It is understood by this department that any remittance received on these collection obligations will be t ransmitted to Departmental Receivables, Accounts Receivable Division, Comptroller's Office. TOTAL Do te Signature-- -- - - - -, .......... - -----,--- - -- -- - - - Deportment Choir mo l'l or Auth~rized Representat ive • • • • • • • • • ~ • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • u . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Actual size: 8V,xJJ . White with black ink . Fron t, t wo sided f orm . ~ · ~- o • o •" o • • 0 o o O O · ·~ • • • • • • • • • • • • • • ' o . . . . . . . . ~ • 000000 o . . . . ~ - · · · · · · -~8···········~·~ ·····""""""""" ··~· 0 .. 0 • • 0 • • • • • • • • • • • • • • • • • • o o • • • • 0 0 0 • • 0 0 ...... O O O ~ - P a ge: Da te: Ar 6 4-1-72 INSTRUCTIONS FOR COMPLETING COLLECTION ADVICE This form is used to transmit to the Comptroller's Office collection obligations of individuals or off-campus organizations indebted to the University. Accounts to bt! assigned should be submitted within ninety (90) days after date of earliest account charge and should include all charges to that account. If this form is not properly completed, it will be returned to the department for correction. The following will assist you in preparing this form. 1. Collection Advice forms may be obtained from R com 80 John A. Hannah Administration Building. 2. Complete each Advice in duplicate ·- retain one copy for department file, and send original copy to Depart- mental Receivables, Accounts Receivable Division, Comptroller's 0-/"fice. 3. Enter complete name of department to be credited . 4. List appropriate account number(s) and amount(s) to be credited to each. 5. 6. List the complete name of person or organization as the "payer" who is expectex Il. White with black ink. Multiple part form. Page: Date : Vo 8 4-1-72 Exhibit III .......... .. .. .... ...................................... ............................. ~ ........... ... .... ... .. .. ........... .. .... ....... .... .... . .. F o rm No CO-ge -7o MICHIGAN STATE: UNIVERSITY MULTIPLE CHECK VOUCHER Di1fribution : White - Bookkeepino Canary - Voucher Audit Blue - Department Purpose ( r11ason and period covered): Students withdrawing or dropping credits in Winter tenn 1972 Account to b" charg.,d: Nam" Numb"r Sehl. Clearing Account 21-3339-130 Pay•• Add,eu -- Agonnes, David SN478359 _ Al2761 ____ 191Q Rox St,, Marguette, Michigan North TPresa SNSQ345Q Al2758 ~ 324Q Kenwax, Fielder, Mas~308 Yanoff Karen SN495734 A12756 2043 Burton Pa. ___ ______RQ_tla .. m!..._Jlea.n.....S.N5.1U62 A12:Z_5_5_ 2.Q.D......S.u.t.tQu._ Lake, Michigan 312 65 Vance, Darwin SN493478 A12746 - · 114 Miedle St., Fieldstone, Ky. Rl~rk Rhnnrl~ T !';1'T/,7f>135 A12L4'i ?l'\'i4 111 r..o ...... _,...ri. ~f- Nr,r th ; 11 0 M, rhi~n" -- Wi) 1 s Norma ' SNS7t.9.8.L. AJ27..52.... ___ 1/,':\?', l.'~~"roo ' r----' u~ en, Illiuois Amount ol Chock Check Number 181. so ·---=3 183. )0 - - -~ 225. )0 106. so 197. 50 _L so 1 Q7 ,c;n -- - · · - - - -- -- I 1-11:RE:BY CE:RTll=Y the above amounts are du" and h.,reby approved for paymont. Signed Date 0-8177 Special Instructions Total $1093. so Checks Dated Voucher No. ..... .... ............................................................. .. .............. ...................................................... ... .. A c tual size: 8 Vix 11. White with black ink. Multiple part form . ( ( Corrected Copy Comr;troller Memo randum June 2, 1853 Michigan State Coll e g e East Lansing CLASSIFICATION OF MAJOR REPAIR OR REPLACEMENT ITEMS IN DORMI- . TORIES AND IN THE UNION GENERAL - In order to segregate exp e nditure s for maint e nance pro jects that occur less frequently than once a year, a n e w classification is deem e d de s irable. This will enable dor mit ory managers to more readily ch ec k up on the cost of the routin e maintenance, for which n L> rms may be estab lished without distortion due to the occasional necessity of more extensive expenditures for such as: ITEMS COVERED- painting, refurnishing, recarpe ting, major building re pairs, etc. DE SIGNATION OF EXPENDITURE - Charges falling witnin the catagory mentioned are t o be designated 890. Thus, if it should be desired to paint the trim on Snyder-Phillips Hall the job request would indicate tnat account 23-2832-890 be charged. EFFECTIVE - This new classification is to be placed in use imm 1:: diately. Philip J. May Distribution: 5-Mgr. Dormitories & Food Servic e 1-Each dormitory 1-Union MICHIGAN STATE COLLEGE EAST LANSING OFFICE OF COMPTROLLER AND TREASURER May 15, 1953 Memo to Graduating Seniors: In other years there has been some confusion and misunderstanding because a number of Seniors did not receive their diplomas at graduation. This situation resulted from the fact that the College withholds . all diplomas until every type of indebtedness to the College has been settled. To eliminate, if possible, any recurrence of such misunderstanding, I would like to call to your attention that any indebtedness to the College must be settled by Friday, June 5th. The teller windows will be open until 4:00 P.M. on that date to accept payments on your college bills. If you are in doubt as to whether you have any indebtedness to the College, please contact the Cashier's Department in the Administration Building where you can receive information relative to llbrary fines, notes, board and room bills, and other miscellaneous accounts. (---?9. )nA A /<~ P. J. May Comptroller and Treasurer I Comptroller Memorandum March 23, 1953 Michigan State College East Lansing CLASSIFICATION OF MAJOR REPAIR OR REPLACEMENT ITEMS IN DORMITORIES AND IN THE UNION GENERAL - In order to segregate expenditures for maintenance projects that occur less frequently than once a year, a new classifica tion is deemed desirable, This will enable dormitory managers to more readily check upon the cost of the routine maintenance, for which norms may be established without distortion due to the occasional necessity of more extensive expenditures for such as: ITEMS COVERED - painting, refurnishing, recarpeting, major building re pairs, etc. DESIGN.ATION OF EXPENDITURE - Charges falling within the catagory men tioned are to be designated 089. Thus, if it should be desired to paint the trim on Snyder-Phillips Hall the job request would indicate that account 23-2832-089 be charged, EFFECTIVE - This new classification is to be placed in use immediately. P. J. May Distribution: 5-Mgr. Dormitories & Food Service 1-Each dormitory 1-Union MICHIGAN ST ATE COLLEGE EAST LANSING OFFICE OF COMPTROLLER AND TREASURER September 30, 1952 To All Residents Livirig in Permanent Apartments and Facu~ty Housing : The· Sta.te Board of Agricult.ure at its meeting on September 19 reviewed present occupancy regulations and rental rates. It was the Board's opinion that certain of the present housing regula tions which make it possible for faculty members and other fuard appointees to live in such housing for long periods was defeating the Board's objec It requested College tive of providing housing· for new staff members. officials to review these regulations and make a study of the average length of occupancy of present tenants, and to report back its findings for the Board ' s consideration at the next meeting. It was the Board's unanimous opinion tha.t our rental schedules which were set in 1946 do not reflect the increased cost of utility services, maintenance, and . so forth, and that an adjustment of rentals should be .made at .an early date. In order to give the tenants as muqh notice as possible, the Board decided that the adjustment would not become eff'ec ... tive until January 1, 1953, The exact amount of the increase has not been set, but I was instructed to advise all tenants that they should expect an increase of not less than 10% on January 1 1 I feel certain 'that any increase which the Bbard makes will sti ll leave your rentals below those for comparable quarters in this communi ty. Yours sincerely , Philip .J. May Comptroller MICHIGAN ST ATE COLLEGE EAST LANSING OFFICE OF COMPTROLLER AND TREASURER Nov. 6, 1952 To all Michigan State College Employees: The month of November has again been selected for the annual re-enrollment period for the Micldgan Hospital Service (Blue Cross) and the American Hospital Medical Benefit. Enclosed you will find an application card and a descriptive folder for each company. All employees who are not members of one of the companies have an opportunity to enroll during this month. Any employee who holds a policy and wishes to make changes in either the type of coverage or number of dependents may do so. If an employee is currently enrolled in one of the companies and wishes to change his enrollment to the other company it is necessary to send a written statement to that effect along with the application card. If you are currently enrolled in one of the companj_es and do not wish to make a change of any kind you should disregard this noUce. Yours truly, '-·· / ! / r-;,.·., .-{J..,,.~ .-' X"') () V I Helen M. Evans Supr. of Payroll, MICHIGAN ST ATE COLLEGE EAST LANSING OFFICE OF COMPTROLLER AND TREASURER December JO, 1952 Mem o to Retired Employees: Effective Decemoer 1, 1952 the State Board of Agriculture assumed responsi"hility for the cost of group insurance for those on retirement who we re over 65 years of age. In accordance with the a"hove action, your check has oeen increased $1.25 per month. Yours very truly, C7J~J.~ Philip J. May Comptroller PJM/vs RESI:DENC.E HALLS FOR 1101,filif - MICHIGAN ST.A.TE UNIVERSITY Table 1. Direct fringe benefits, expressed as percentages of labor payroll and food service income (July 1, 1952, to June 30, 1953). - ------ - - -... .:...__.:=:· ·- -- - . · --- -- - - ·- ··- ·- - - ---- -- - - - - - - -- --- Direct Fringe Benefit Amount Percent of Labor Payroll Percent of Food Service Income Vacations Holidl'l.ys Sick leaves Workmen's c omp ensation ····- · - - · - -·- - - - - · - - -- - - - Total $ 8,801.05 5,596 .36 6,096.03 363.63 4.15 % 2.78 % 3 .. 03 % 0.1s % 0.78 % 0.52 'i& 0.57 "h 0.03 "b $20,357.12 10.37 qs 1.94 1a Table 2 . Direct fringe benefits , expres sed as dollQrs per employee and per person served (July 1, 1952, to June 30, 1953) . Direct Fringe Benefit Amount Cost Per Employee Cost p8r Person Served Vacations Holidays Sick leaves Workmen 's compensl'l.tion $ 8,801 .05 $ 36. oo s3.26 5,596 .36 6,0'.)6.03 363.68 57.69 G2.s5 3.75 2.19 2.33 0 .14 - - - - - - - - - - -···- - - - - - - ---- - - - --- - - - -·- -·---·-·-- Tota l $20,8~.12 $215 . 02 . -- -- - - -~ RESIDENCE RALLS FOR 1•TOMEN - MICHIGAN STATE IDJIVE.RSITY Table 3. ------------------- Indirect fringe benefits, expressed as percentages of labor payroll and fond service income (July 1, 1952, to June 30, 1953). - - - - -. . - - -- "·- - - Indirect Fringe Benefit .Amount Percent Of Labor Payrnll ·-· -==-·----·-·-" Percent of Food Service Income - ··- - - - - - - · · - - - Rest Periods Laundry Meal::; Uniforms Health-service charges Total $ 9,652.17 4.80 % 0.90 % 3,035.41 2,195.26 1,307.13 148.50 1.51 % 0.28 % 1.c9 % 0.20 6h 0.65 % 0.07 % 0.12 % 0.01 % --- - - - - -- 8.12 % l. 52 "b -----·---·--------------- Table 4. Indirect fringe benefits, expressed as dollars per employee and per person served (July 1, 1952, to June 30, 1953). Indirect Fring8 Benefit Amount Cost per :&nployee Cost per Person Served :Rest periods Laundry Meals · Uniforms Eealth~service ch~rges Total $. 9,652.17 $ 99.51 3,039.41 2.195.26 31.33 22 .. 63 13.48 1.53 $168.43 :!,3.77 1.19 0.86 0.51 0.06 $6.39 RESIDENCE HALLS FOR WOl,tIEN - MICHIGAN STAT]j UNIVERSITY Table 5. Cost of fringe benefits (July 1, 1952, to June 30, 1953)., === -·-·---~ ------ Fringe Eenefi ts Amount ===--·· Pct. r,f Labor Payroll - ·-·----- - - -···- ·- I'c t. of Food Service Income - -·- - -·- - - Cost ;per Person Served Cost Per Employee Direct $20,347.12 Indirect 10.37 % . 3 12 o .. t , $215.c2 $ 3.16 168.43 6.39 Total $37.199.59 3.46 % JOB EV.I\.LUA.TION FACTOl1S Figure 1. Subdivision of job factors into attributes and subattributes. Factors Attributes Suba ttributes .,-Ability to do Detail Work ! ·~--~~versatility I 1-- Abili ty to Make Decisions I '- Ini tia ti ve and Ingenuity 1 Mental- l l I Sk i l l - - - - -~ ! ~Social --------i l I l L..MR.Ilual-----~---~-----1-j·Dexterity ~-Leadership . i '-Ability to get Along with People rPhysical Property---- - ! ! 1 n e s-o onsibili ty---i I ! '--Work of Others--------1 Supervision ~ 1 Material and Product ;_Appliances, Eq_uipmen t and Tools E f fo r t - - - - - ---i r- Physical I ;~Menta l - Visual rEnvironment ~orking~~---~ Conditions i ·-Hazards POilifT VALUES OF JOB EVALU-li.TION FACTORS Table 6. Point values assigned to the attributes and the subattributes in the job of the Class I, the Class II, and the Class III manager. Attribute or Subattribute Manager Classification Class I Class II Class III Ability to do detailed work Versatility Ability to m~ke decisions Ability to wake decisions Initiative and ingenuity Leadership Ability to get A.long with people Manual dexterity Responsibility for material ~nd product Responsibility for appliances, e~uipment, and toolc Responsibility for Su.J?e·rvicion Physical effort Mental-visUAl effort Total 20 l10 4o 20 20 60 4o 20 80 4o 120 20 80 560 15 30 30 15 15 45 30 30 60 30 90 30 60 10 20 20 10 10 22.5 20 4o 4o 20 4o 317.5 POINT V.A.L11:ES OF JO:B "SWALUATIOM FACTORS Table 7. The point value of each attribute and subattribute in the composite job of the lunchroom manager; the percentage to which each attribute and subattribute entered into the composite job. ----- - --- -- -- .. - ---. - ···- --- ·~- -- - Percentage Composite Job Attribute and Subattribute Ability to do detailed work Versatility Ability to make decisions Initiative and ingenuity Leadership Ability to get along with people Manual dexterity Responsibility for w.aterial and product Responsibility for appliances, eq_uipment and tools Responsi~ility for supervision '.Physical effort Mental-visual effort 15 30 15 15 30 60 30 30 60 3.39 3.39 9.60 13.56 19.21 Total 442.5 100.0 Monthly Statement of Dormitory and Union Earnings Month .............................................................................................................................. . Trust 2509 2-2.20 - 2,30 - 2.6Cf'/o 1962 Issued $ 2,575,000 Outstanding June 30, 1953 Interest Payments Required 1953-54 Principal Payments Required 1953-54 Total Required Total Applied to Debt Service 1951-52 Total Applied to Debt Service 1952-53 ?.2 4 31..z. 000 - --·----· $ 48,740 119,000 167,J.40 $ 205,713 210,867 Year to .. ...................................................... 195 ........... .. J.,, .. 11 .. ""'''''""'""""''lli''""'"'"'"'"""""""'"'"'"""'""'"""'"''"""'"""""'""''""'""'W,11,•,111,""'""'""'"""·'''""'"'"'''"""''""'''"'""'"~'"''""''""'"''''''"''"""""'"""'"""'"'"""'"'""'''"''""''''''""''"'""""""""''"'''~"'""""''"''""'""'""'"''"''""''""'""'"''"''""""'"''"""'""'""~'"""""''"§' ...................................................... 195 .................... Entire Year 1952-53 Individual Net Earnings Year to Campbell Hall i $ 32,903 Apartments (43.478%) 55,960 _ J ! 'f''-.l.V,U - - - "6" ( ;;;,,.,,,,11u11hllli•Ull1l1llrll"ll .. j11<1l11hhl> II P':il!ll1H,Ji1 111w,11111,,mmlll111\•l•hlUhpH<1UIIIUJrt11111 1iiiu1, 1111 111 111 1illlllillll ,111 11,u;u1thl• '11•1111u111 •11t!llftllt l4tl"t/•llll, •>O,,,,,,,,, , ,,,,,.,, .. ,. ,,.,, ,, , .. ,, ... .. .................... ,, . .. ......... ,, .. ,., , ,,., ,, ,, ,, ,,, .. ,,, .. ,,,, ,,,. ,; ,.,, ,,, ,,,. . ..... ,,,,,, .... ,,, .... .. ...... ............ .. ,,, .. ,,,.,, .... '"'"''; .... ............. , . .. , .... , ...... ,@ ' l,, . ,. Monthly Statement of Dormitory Earnings Month .................................................................................................................... .. Trust 2496. 2. 2$_:1;,Q.__._3 .,._3..,....Cf/o _ __ _ Issued $ J z675,000 Outstanding June 30, 1953 Interest Payments Required 1953-54 Principal Payments Required 1953-54 Total Required 3,672, 000 $ 173,680 -0- .173, 680 Total Applied to Debt Service 1951-52 $ 200,069 Total Applied to Debt Service 1952-53 "'"'""'"'""""'""""'"''"""'""'''"""'""'"'"""""'"''"'""'"'""'""""''•!•• ,111,; ,,,;,,.,,1,u1u,n,,u,,i,,, 1ou,,.,1muh1111m,11•1tl•1,m,111o••,11uuu1m11111,11,,.,;11, ... ;,,1 .. 11111h,1thlllt1/ll,,,,.,,,,,,,m,.,11,,,.,,.,,,,.,,,,,,,,,lll,.,.,,,,,.,,.,.,11,.,.,.,,.,.,.,.,.,,m,i""'"'"i"'""''"""""''""'""""'""""''""""'""'''"""'"'"""'"""'""'''"""'"'""""''~ Individual Net Earnings ~ • t Entire Year 1952-53 ~ i ................... ~~.~~ .... ~.~ ....... 195 ! t··· $ Shaw Hall t . ; ............... ~ ........................................................................................... .. $353,323 ................................................ , ... , .... ~· ...................................... ,.,., ................... ,,.,1,,,, ................. .. f1;1u1i l'lti\ll)1Uhl1!i1Uj>llll[ lll1ll!l11tlUhill(lill,1,,!1j11,i /jll1i11;1 iul,11 IIHUUUl h· • .. ,l,HH,1H 11" ,'"" " " ' " '" "''~' '' ''""'''" ' ""''''" ' ''' '''" " ' ·11;n1'•:1li'>i"IUf>>:"'"'''WPIIIIH"""iU•IUf<,>""'l!'"'ll>IIIU,IIU>i'IIUlll'IU>iiUIU•>"l''IUU('Jll>'llil>l>iU>li>il>•>>'•'"'""lii/>U>"/lf>,,.//UUUill//l[i >>illll//UUI/Ul/>1Wf/llli>llli/U/IIU"li>li1U"Ul>l"'"llili//UU,i>illl "l//>ll/i"Ulli•/l///1i/l/ll>IIJ"'ill"'""""'"'/llll/">l'i/>l"l" i'>"l!IU/H>//IIUUi/lU",ii1/l" ll'"'"'ll!•l/ill /il""'""""'iilil'I i ! ............. ..................... 195 .................................................................... 195 .................. '! Year to Year to Monthly Statement of Dormitory Earnings Month Trust 1988 3% 1974 Outstanding June 30, 1953 Interest Payments Required 1953-54 Principal Payments Required 1953-54 Total Required Total Applied to Debt Service 1951-52 Total Applied to Debt Service 1952-53 Issued $ 750,000 $ -1~7.,00Q __ -·----·.,-.. _ ' $ 20,085 -0- $ 20 085 ----~---- ·----------· $ $ 143,531 ll8,074 ¥ Entire Year 1952-53 1111l11111s"'11111111H11111a111111''""1"''"j;''"'""'''""""""''"''"''"'"""'""""'"'""'!j,JIJIIIIJIJ•;·JIIIJlli1i5I~ '{54 ;; 11111111,,11111•1,i•l!llll!illl11itlll11•11/Jl1!1IIUIJlllli llllll!rl!iUl lltliillffll11lll!tl,1/1 l11 IJIJ lftf11!•111111 1u111 ,11,111111111111111r,1 11111•!l!11!UU1:,111;,11ljl11,1lfllliflir/jlll!1!1)(if!f/'•1l;11t1l/1J11,1u •1111·11,11111,11111;,1i1111J j/j!j ll-'1!ll11mr11111:11111i111/!!fl'' lllh:l/llj;ilti/ljllll lli•II /JJ1/l/f/!l•l !l!Jlll!IUllt/lllillj11111,11,1,,1;;/lf1 jr11!1!1'11u11 1111:11Jr1;11111111u1/J11i1ll!lf/1 i ~ l individual Net Earni.ngs i 1·"'"''"'"w'''"e111111l1 I ................................................. 195 ................... .. .............................................. 195 .. : ..... .. 111111,;,u1111i• u•1, •1 •Uhl11/W•i:!::,1;:i1111u.,,.111,.11,,,ii1!/i11111;;111uwh11w111,,,1uuu,uu:1uuwuuu11~11m1u1W•,,um,1,11111,'l1111Aj 11,1t11mu1111r1•,•11m111uu111uJtmuu1,,1ii!!IIMWU1/!lt/11"1J1,w111• h111iu1iu,, • Year to Year to $ ·· , f $::::~: ! $ ; I$ ; l I Out ot' State Fees 'f'1mu J• 11,l1!Jll,UJUI IUtf1Ul!UjU,Ujl tl liJl!Ui!I U:11w,uu1u1u1111111tullU1 !lll•l•IUIJUU!ltllllll•HUUtlllUi:fill/UIJIUtlt1IH!i/UilHl•11!!t11 l:1m1.111H,,l,Hl!ll1t,,1U1ill!!'j111UUUIU1U IH•JHUl•II IU U1l1i11rlll!•!il,1 IIJ!l/lli•l1U/l;.,!11!/ill/l/lUi1•11!1Hll,t•U lll!.ll/l UJ11!l/WU•'IU'J!l•lll/ljl/j//llJ1'4 W11jl/1/U! U•!,ll /llj Util•ll lJ/'1'fJU,1(/l)tltlll'911HIJIUI/H1UUllh : (1 . OFFICE OF COMPTROLLER AND TREASURER To the Deans: MICHIGAN STATE COLLEGE EAST LANSING August 28, 1953 Enolosed are budget forms for submission of departmental requests for the 1954-55 school year, These. forms have been revised but follow the general pattern cf the forms previously used. The following excerpts from the State ]udget Office 1. s policy statement reflect the tenor on which budget re~uests are to be prepared: 1. The total budget recommendations for appropriations from the general fund for 1954-55 will be held within estimated revenues. Careful review of revenue prospects will be made in December, but until that time we assume that general purpos~ revenues will be about $350 millions. 2. Budget requests should, in general, be held to the current level of operations,---in fact, below current levels where such reductions will not seriously affect state services. Every possible saving should be sought--..large or small. 3. Increases may be allowed when thoroughly justified on the basis of a heavier work load, if revenues permit. For example, new hospital facilities should be staffed .and operated, Requests for such in creases cannot be considered, however, unless completely documented. 4. Some increases may be allowed in instances where agencies cannot meet their full statutory obligations within present budgetary limitations, or where the public health or the public safety are involved. For example, an increased emphasis on the preventive and curative aspects of mental heal th work, a stronger rohabili tative effort in corrections work; or better protection of life and limb upon the public highways, may be so completely justified by long run savings to the state and to the people of the state ' that full consideration should be given to such needs. However, any increases proposed upon such a basis must be supported by statistical and factual materials proving incontrovertible necessity. 5, Efficiency and economy in the operation of our state government may require heavier appropriations for a section, division, or agency of state government than those currently in effect, in order to achieve much larger savings and benefits to the state treasury over a period of years. It would be folly to deny consideration for re~uested increases based on such a justification; but, again, the evidence must be clearly and specifically outlined. With rising enrollments and our present fund deficiencies, Michigan State College should be one of the agencies eligible for increased appropriations, It is im portant that departments use the reverse of the budget forms to explain and justify their needs, as this information will be very valuable in preliminary hearings with the State Budget examiners, J ( -2- The State Board of Agriculture has not discussed budget policy; therefore, departments have been req_uested to submit data using present prices and wage scales. Adjustments will be made by this office in accordance with Tioard policy. A brief explanation of the forms and the req_uired data follows: 1. Supply and Service Budget Forms-- Space for student credit hours is intended to show in part the department work load. This information will be ·filled in by the Comptrollerls Office after return of the forms. Expenditure data has been taken from the IBM statements which have already been distributed to departments. Reference to those reports will give departments detailed information on past expenditures, The 1?54-55 req_uests should be detailed by object expenditure classification. 2. Regular and Student Labor Budget Forms--- The Comptrollerfs Office has entered the total amount spent for labor in 1952-,53. Departments are req_uested to enter amounts spent for the various classes of labor. In many instances this year's labor budgets are bel('lW depo.rtmento.1 req_uests. Therefore, it is re11.uested that department heads allocate the 1?53-54 labor budget to student labor, regular labor hourly rated, and regular labor monthly rated. It is not · intended that this in formation will be used for control purposes, and departments will still exercise their own judgment on the type of help to be employed, 3. Eq_uipment Budget For~s--- This yearl s eq.uipment forms have been designed to furnish additional information on equipment needs. It is believed that requests for eq_uipment can be justified better if.we have information on whether obsolete eq_uipment is being replaced, ' whether more of the same e<1.uip ment is needed for higher enrollments, and whether the need is for e~uipment not now owned. The time table this year is again very tight . The State Budget Office has set a deadline of October 12. This means that departmental requests must be submitted to this office several weeks ahead of that time to permit review and adjustment to reflect Board policies referred to above. To avoid conflict insofar as possible with registration, we are req_uesting that the forms be returned to this office by Seutember 18. Dean Combs will again handle the requests for staff additions and will advise you more fully concerning them. PJM/vs Very tP\\lY yours 1 Philip J. May Comptroller I September 16, 1953 Memorandum to All Departments: In order to keep departments informed as to accounting procedures, this 6)ffice has published a group of Comptroller Bulletins. These will be added to from time to time. Bulletins still in effect are listed below for your guidance: Eulletin No. 1 3 4 G 8 9 11 12 13 Title Comptroller Bulletin Date Issued 11-3-47 Procurement of Supplies From Stores Department Undated New Procedure for Physical Education Deposits Procedure to Obtain Mimeographing Procedure to Obtain Service From Buildings & Utilities Department Information and Procedure for Faculty Advisors and Officers of Student Organizations That Have College Accounts Procedure to Obtain Creamery Supplies 9-19-47 Undated 6-16-49 2-27-48 3-9-48 Procedure to Obtain Service From Photographic Dept. 4-16-48 Procedure to Obtain Medical Aid From Health Service Department 14 14 .. Amendment # 2 Procedure for Garage Operations Procedure for Garage Operations 15 16 17 18 19 20 22 23 Classification of Expenditures Classification of .f.<~xpenditures from Experiment Station and Extension Accounts Account Numbers Procedure to Obtain Art Services from Public Relations Procedure to Obtain Supplies from Chemistry Dept. 8-23-48 Procedure to Obtain Material from Union Book Store 12-8-48 Procedure to Return, Ship or Mail Goods 3-30-49 Procedure to be Used in Making Long Distance Tele phone Calls and in Sending Telegrams 5-9-49 5-6-48 5-17-48 8-20-51 10-1-52 10-1-52 8-31-48 8-23-48 -2- 24 25 26 27 28 29 30 31 32 Field Trips-Cost to be Assumed by Participating Students 8-16-49 Workmen's Compensation and gmployment Injuries 3-23-53 Procedure to Obtain Service from Radio Department 12-22-49 Procedur e to Obtain Service from Tabulating Dept , G-13-50 Overtime Cost on Buildings & Utilities Work Orders 12-28-50 Procedure for Approving Invoices 9-14 - 51 Receipting for Cash By Use of Pre-Numbered Receipts 12-5-51 Taxability of Stipends Paid to Special Graduate Research Assistants and Fellows 2-20-52 Authorized Signatures for Purchases & Expenditures 2-29-52 P, J , May Comptroller MICHIGAN ST A TE COLLEGE EAST LANSING 6FFICE Oil COMPTROLLER AND TREASURER Nov. 4, 1953 To all Michigan State College F,mployoes: The month of November has again been selected for the annual re-enrollment period for the Michigan Hospital Service (Blue cross) and the A,nerican Hospital Medical Benefit. Enclosed you wUl find an appHccl.tion card and a descriptive folder for earh company. All employees who are not members of one of the companies have an opportunity to enroll during this month. Any employee who holds a policy and wishes to make change s j_n either the type of coverage or nu~ber of dependents may do so. is currently enrolled in one of the companies and wis~os to change his enrollment to the other company it is necessary to send a written statement to that effect along with the application card. If an employee If you are currently enrolled in one of the companj_es and do not wish to make a change of any kind you should disregard this notice Yours truly, 1 ~~M. Y-!}ms Li~ Gupr. of Payroll Michigan State College ESTIMATE OF STUDENT FEE INCOME 1953-54 Fall Term - 15,000 Full time Veterans Part time Evening 13,650@$55 200@ $135 700@ $30 450@ $15 Out-of-state fees 2,730@ $75 ~ inter Term - 14, 300 Full time Veterans Part-time Evening 13,150@ $55 100@ $135 600 @ $30 450 @ $15 Out-of-state fees 2,630@ $75 $750, 750 27,000 21,000 6, 750 805,500 204, 750 $723,250 13, 500 18,000 6, 750 761,500 197, 250 Spring Term - 13, 700 Full time Veterans Part time Evening 12, 750@ $55 100@ $135 600@ $30 250@$15 $701,250 13, 500 18,000 3, 750 736, 500 __ .11Ll50 - Out-of-state fees 2, 550 @ $ 75 Summer Term - 4, 000 $1,010,250 958, 750 927, 750 135,000 Total Estimated Income Student Fees $3, 031, 750 MICHIGAN ST ATE COLLEGE EAST LANSING OFFICE OF COMPTROLLER AND TREASURER May 4, 1954 Our auditors are making th e ir r e gular examination of our finan cial statements and wish to obtn.in direct confirmation of your de posit with us as of April 30, 1954, which our records show was as follows: Amount $ .......................................... . Please compare the above data with your records, note any excep tions in the space provided below, sign and return to our auditors, Ernst & Ernst, 507 Bank of Lansing Building, Lansing, Michigan, in the enclosed self-addressed envelope. Very truly yours, p~tf/'hr Comptroller The above is correct (note e xc e ptions, if any). Signature MICHIGAN ST ATE COLLEGE EAST LANSING OFFICE OF COMPTROLLER AND TREASURER May 14, 1954 Dear Sir: It is requir~d that all loaned books be returned at the end of Spring Term 1954. To enforce this requirement so that these books will b~ available for students ~uthorized such loans in future terms, it is our policy to send a. bill for the replacement of ~ny books not return~d And to ask the Registrar to withhold all credits, di plol!l!ts and transcripts until a clearance is given. This notic~ is sent early as a reminder and with the suggestion that any books not being used be returned before the end of the term. Should you desire a list of books which have been charged to you please call at the Comptroller's Vault Office in the basement of t~e Administration ~uilding. This officP- is open from 8:00 to 11:45 s.m. and from 1:00 to 5:00 p.m. Monday through Friday. Very truly yours, L. E. J')emorest Book loan Library Comptroller's Vault Office MICHIGAN ST A TE COLLEGE EAST LANSING OFFICE OF COMPTROLLER AND TREASURER May 14, 1954 Memo to Gra.duating Seniors: In other years there has been some confusion and misunderstanding because a number of Seniors did not receive their diplomas at graduation, This situation resulted from the fact that the College withholds all diplomas unt i l every type of indebtedness to the College has been settled. To eHm.tnate, if possible, any recurrence of such misunderstanding, I would like to call to your attention that any indebtedness to the College must be settled by I1'riday, June 4th, The teller windows will be open unt:tl 4:00 P.M. on that date to accept payments on your college bills. If you are in doubt as to whether you have any indebtedness to the College, please contact the Cashier's Department in the Administration Building where you can receive information relative to library fines, notes, board and room bills, and other miscellaneous accounts. C:?J Jn~ P . J. May Comptroller and Treasurer (T ) May 26, 1954 STUDENT DEPOSITORY For the convenience of Michigan State College students the Comptrollerr s Office in the Administration Building provides facilities to deposit money for safekeeping - similar to a savings account at a bank. However, no interest accumulates on deposit balances and no charge is made for the service. TO OPEN AN ACCOUNT Send or bring your deposit to the Cashier's Office in the Admin. Building identifying yourself as a student. DEPOSITS AND WITHDRAWALS Deposits and withdrawals can be made during regular office hours from 8: 15 a. m. to 4:00 p. m. Monday through Friday. Withdrawals will require presentation of the student identification card as well as the pass book that was issued when the account was opened. requested that no more than one transaction be made in any one day. It is GENERAL During registration these facilities are not available at the Admin. Bldg. but are moved to the Auditorium to be available for students in connec tion with the payment of fees. When personal checks in excess of $ 25. 00 are deposited the Cashier may stipulate that withdrawals in excess of $ 25. 00 will not be permitted until the check has had time to clear the bank. MICHIGAN ST ATE COLLEGE EAST LANSING OFFICE OF COMPTROLLER AND TREASURER June 15, 1954 In accordance with our policy annual bud.gets will be released as follows: labor - 25% each quarter. Supplies and Services - 25% each quarter. Equipment - 90% on July 1 and 10~ on Aprill. Exceptions to the general pattern of release are made upon the written request of the department when approved by the Dean for those having seasonal or special requirements. If you desire a change in the budget releases indicated below please advise the Comptroller by letter at an early date. Account Number Total ·~~~~-T_i_t_l~e--~--~·~ AEproE• Available on Oct. 1 Jan. 1 Philip J. May Comptroller (Tl MICHIGAN STATE COLLEGE East Lansing Office of Comptroller and Treasurer June 9, 1955 SOCIAL SECURITY The following questions and answers have been prepared to keep the employees of Michigan State College fully advised regarding the Social Security coverage now under consideration. Referendum Questions: 1. Q. - Who is eligible to vote ? A. - Employees covered by the college retirement system on May 20, 1955 and on August 19, 1955, except employees covered by Federal Civil Service Retirement. 2. Q. - If a majority of eligible employees vote in favor of Social Security, will they be the only ones covered? A. - No. All regular full-time employees ·,vill be covered except the following: 1. Students and graduate assistants enrolled in college and working toward a degree, 2, Employees holding Cooperative Extension appointments who are covered under the Federal Retirement System. 3. Q. - What if I fail to vote? A, - It has the effect of a "No" vote because a majority of those eligible must vote in favor of social security in order for anyone to be covered. 4. Q, - If Social Security becomes effective retroactive to January 1, 1955, how will the employee contribution for the retroactive period be made? A. - 1, By a lump sum payment, or 2. Through payroll deductions over a 5-month period, or 3. If needed, an effort will be made to collect obligations over a longer period. 5, Q. - Where can absentee ballots be obtained? A, - At the office of your dean or at the Comptroller's Office in the Admin. Bldg. 6. Q. - When can absentee ballots be voted? A. - The absentee ballot can be voted at any time prior to election day but it must reach the office of the Comptroller prior to the official voting date of August 19, 1955, at which time the ballots will be opened and counted, -2- 7. Q. - Assuming that a majority of employees vote in favor of Social Security, will those persons working for Michigan State College who terminate prior to September 1, 1955 have retroactive cover age from January 1, 1955? A. - No. There is no provision to make retroactive coverage available for employees who will no longer be on the College payroll. Social Security5zuestion·s: 1. Q. - Am I entitled to old-age and survivor benefits if I own real estate and securities? A. - Yes. You are entitled to benefits no matter what your financial status may be, 2. Q. - Can I work on a job and still collect benefits? A. - Only if your earnings from employment or self-employment do not exceed $1, 200 per year. There is no limit on your earnings when you reach age 72. 3, Q. - Suppose that I earn $1, 200 a year. In addition, I have income frorr. securities and interest from savings bank accounts. Can I still collect Social Security benefits ? A. - Yes. Income from rents, securities (unless you ar e a real estate or securities dealer). savings, etc., does not count in determining the $1, 200 per year earnings limitation. 4. Q. - If I receive more than $1, 200 a year under the College or another retirement system, will that make me ineligible to receive Social Security benefits? A. - No. Income from retirement benefits or an insurance program is not considered earnings. 5. Q. - Are benefit payments subject to income tax? A. - No. Federal old-age and survivors benefit payments are non- taxable. 6. Q. - How much will I collect if I am single and retire at age 65? A. - Between $ 30 and $108. 50 per month, depending upon your average monthly earnings while you worked on covered employment. 7. Q. A. - How much will I collect if I am married and my wife is also over 65 ? - Between $ 82. 50 and $16 2. 80 per month, depending upon your average earnings while you worked in covered employment. -3- 8. Q. - How much will my family collect if I die? A. - Assuming that Social Security coverage is made retroactive to January 1, 1955 and you die after :March 31, 1956, your family would be entitled to benefits as follows: 1. If you have 3 children under 18 and your average earnings were $ 250. 00 per month, your family would receive monthly benefits of $ 200. 00 per month. 2. If you have 2 children under 18 and your average earnings were $ 300. 00 per month, your family would receive monthly benefits of $19 7. 10 per month. 9. Q. - Can my survivors work and still collect benefits? A. - Yes, providing each beneficiary does not earn more than $1, 200 per year. 10. Q. - Are wage-earning women insured on the same terms as men? A, - Yes. 11. Q. - How does an unmarried working woman benefit? A. - You build up credits towards old age benefits for yourself and protection for your dependent parents. 12, Q. - Must everyone whose work is covered by Social Security have a social security account number? A. - Yes. 13. Q. - Where does a person get a social security card? A, - At any local Social Security office. 14, Q. - How do I become fully insur ed? A. - The law makes "special provisions" for new groups to become fully insured. To take advantage of thes8 "special pro'!J'isions" the coverage must be retroactive to January 1, 1955 in which case a fully insured status can be obtained on April 1, 1956. ( Revised 3-9-56 GIF'TS AND GRANTS - Numerical (3X-1100) 1100 - 1199 Student Govt. -Text Books (Library) MSU Fund-Library Books (Library) Fred P. Warren-Television (MSU Fund) Associated General Contractors ( Ci V • Engr • ) Allstate Foundation (D/Cont . Ed.) Willy, John Memori al Foundation (D/Cont. Ed.) McKee, Senator Engr. Library (Library) Oldsomobile Band Trips (VLU.sic) ~.SU Fund-Library Items (D/Stu .) ~.SU Fund (D/S. & A.) .MSU Fund-Awards & Prizes (D/Stu .) Sidn0y Hillman Foundation (D/B. C.) Exec. Hous ekeeping Course (Hot el, Rest., & Gen. Inst. Mgt.) 1136 1137 1138 1139 1140 1141 1142 lllJ.3 111+4 1145 1146 111J.7 :u48 114.9 1150 1151 1152 1153 1154 1155 1156 1157 1158 1159 1160 1161 1162 1163 1164 1165 1100 1101 1102 1103 1104 1105 1106 1107 1108 1109 1110 1111 1112 1113 1114 1115 1116 1117 1118 1119 1120 1121 1122 1123 1124 1125 1126 1127 1128 1129 1130 1131 1132 1133 1134 1135 (Mech . Engr .) Mobile Homes Industry (Forest Products) Mich. Aspha lt Paving Assn. ( Ci V. Engr • ) MSU Fund-Annual Events MSU Fund-Study Class of '57 (D/B. C.) Institution Administration (D/H.E.) Class of 1955 (D/Stu.) Traffic Curriculum (Gen . Bus.) Foods & Nutrition (D/H. E.) Di s cretionary Gift Fund #2 (Inf'. Serv .) General Electric Co. Louis J. Lepper Estate (D/V. M.) Veterinary Medicine-Special Dona tions (D/V.M.) Bayha Memorial Fund-Home Ee. Discretionary Gift Fund (Pres .) Mich . Council Econ. Ed . (D /B. & P. S. ) Eustance , Harry J. Lecture Series (Hort.) MSU Corn Foundation (MSU Fund) ·}ettemy , Winifred Fund (H.E.) Resources for the Future Inc. ( Cons . Div . ) GancL.~i Memorial Library Kellogg Foundation-Bio Station Const . (Sec. ) Kedz i e, Frank Estate (Library ) Ke llogg Farm Bldg. Acct. (Kellogg Farm) R-.r~kyus Leader Project (D/Stu .) Haskell L. Nichols (Centennial) President's Fund Ford Foundation (Health Center ) Packaging Laboratory Equip. (Forest Products) Roll Call (MSU Fund) Christmas Adventure in World Understanding (Cont . Ed.) Spec ial Gifts (MSU Fund) Webb , Ethel Memorial (H. E.) Parents Committee Drive (MSU Fund ) Amer . Da iry Science Assn. (Cont . Ed .) MSU Fund-Parents ' Day (D/Stu .) Corporation Gifts (MSU Fund ) MICHIGAN STATE UNIVERSITY OF AGRICULTURE AND APPLIED SCIENCE • BAST LANSING OFFICE OF COMPTROLLER AND TREASURER June 25, 1956 STUDENr DEPOSITORY ,. '"· -·~·---...... - ..•. "~'"""- · ... -·- ··'"""'''"' .. *·-•*·' .......... ~-" For the convenience of Michigan State University students Office in the Administration Build:Lng provides facilities for safekeeping - simi l ar to a savings account at a bank. interest accwnulates on deposit balances and no charge is service. the Comptroller's to deposit money However, no made for the TO OPEN AN ACCOUNT Send or bring your deposit to the Cashier's Office in the Ad.ministration Building identifying yourself as a student. DEPOSITS AND WITHDRAWALS Deposits 11.nd withdrawals can be made during regular office hours from 8:15 a , m, to 4:00 P. m. Monday thru Friday. Deposits will require completion of Student Bank Account deposit receipt to be presented. to the teller. Withdrawals will require presentation of the student identification card as well as a passbook that was issued when the account was opened. It is requested. that no more than one transaction be made in one day . GENERAL During registration these facilities are not available at the Administration Building but are moved to the Auditorium. to be avail able for students in connection with the payment of fees. When personal checks in excess of $25,00 are deposited the Cashier may stipulate that withdrawals in excess of $25,00 will not be permitted until the check has had time to clear the bank. (T) MICHIGAN STATE UNIVERSITY Graduate Council Meeting November 7, 1956 9 :00 a. m. Present: T. H. Osgood, W. H. Combs, W.R. Fee, R, A. Fennell, I, Gross, K. Hance, R. M. Herbst, C. G. Hildreth, R. T. Hinkle, C, C. Morrill, H. 0, Reed, F. W. Reeves, R. M. Swenson, H. Weisinger, K. Wilson. Dean Osgood called the meeting to orde1·. The meeting was held one week earlier than usual to avoid conflict with the meetings of the .lunerican Association of Land-Grant Colleges and Universities in Washington, D. c., November 12-15, 1. The minutes of the October 10, 1956, meeting were a_pproved as distributed. 2. Discussion of the Proposed Organizational Pattern of the School for Advanced Graduate Studies was continued. A copy of the proposal was attached to the Graduate Council minutes of October 10, 1956. 3, Dr. Reeves moved that Item 4 (b) be amended to read in part as follows: " •••• Deans of the Colleges, the Dean of International Programs, and appointed members of the Graduate Council. ••• " Seconded. Carried. 4. After discussion of the necessity of having the Library adequately represented in the School for Advanced Graduate Studies, it was moved, seconded and carried that Item 4 (b) be amended further to read in part as follows: " •••• Deans of the Colleges, the Dean of International Programs, the Dean of University Services, and appointed members of the Graduate Council,, •• ". 5, Although Item 4 (d) was approved by the Council on June 13, 1956, discussion of it was invited again by the Chairman, Dr. Herbst moved that Item 4 (d), Para. 3, be amended to read in part as follows: " ••• ,shall be made by the heads of departments and approved by the Deans of the appropriate Colleges and shall. ••• ". Seconded, After some discussion the motion was carried. 6. Dr. Hance moved that Item 4 (d), Para. 3, be amended further to read in part as follows: " •••• shall be made by the heads of departments and approved by the Deans of the appropriate colleges and shall be supported by written recommendation of at least one other member •••• 11 Seconded. Carried. • 7, Referring to Item 3, discussed at the October Graduate Council meeting, Dr. Herbst moved that Paragraph 2 be amended to read in part as follows: " •••• Normally the Deans of the Colleges, and department heads shall not be •••• ". Seconded. Upon vote, the motion was lost. ( T) 8. Dean Combs then moved: -2- That the document, Organizational Pattern for the School for Advanced Graduate Studies, be approved as amended. Seconded. Carried. A copy of the amended document is attached to these minutes. 9. Meeting adjourned. NCYI'E: Following a request from several department heads for the policy statement "Teaching Loads of the Graduate Faculty" that was a,pproved by the Graduate Council and the Administrative Group during the Winter term, 1955, a copy is attached to these minutes. (T) The following Guidanc e Cammi ttee Reports were ap,proved since October 10, 1956: -3- Horticulture Horticulture Sociology and Anthropology Agricultural Engineering Agricultural Economics Administrative & Educational Services Horticulture Agricultural Engineering Dairy Microbiology and Public Health History Economics Horticulture Poultry Husbandry Sociology and Anthropology Physics and Astronomy Administrative & Educational Services DOCTOR OF PHILOSOPHY Ernest L. Bergman Prithwish C. Bose Arturo DeHoyos Joseph D. Hovanesian William H. Heneberry Marvin s. Kaplan Dale W. Kretchman John J. McDow A. Dare McGilliard Frederick J. Post Roland C. Rieder Harold E. Simmons Harold B. Tukey, Jr. Russell E. Williams Simon Yasin Kenneth L. Zankel DOCTOR OF EDUCATION William E. Clark (T) I I January 16, 1957 MEMORAMDUM To: From: Deans and Department Heads P. J, May Subject: Payroll Problems Approval of social security, which has added approximately seven hours to the time required for processing payroll checks, together with late submission of time cards has made it impossible to process payrolls on schedule without a great deal of over time. To overcome this problem the cooperation of all departments in adhering to a rigid time schedule is required. For the information and guidance of all concerned, there are listed below changes in procedure and policy which will become effective irrmediately. 1. Deadline for submission of Time Cards Bi-weekly pay periods for regular and student labor end on Saturday night. Time cards must be in the Payroll Department, Administration Building, not later than 11:45 a.m. the following Monday morning. The only exception to this rule is for time cards from out-state stations which will be accepted until 5:00 p.m. on the Monday following the close of a pay period. 2. Delivery of Checks Checks will be delivered to the Mail Room at noon on payday for Friday afternoon delivery. Departments are requested » ot . to send special messen gers to the Payroll Department or the Mail Room to pick up labor, student, or salary checks. 3. _Procedure. for Processing Time _Cards Received _After __ Deadline. a. Cards received after deadline for submission will be held for processing with the next bi-weekly payroll. b. Deans or department heads will receive a report listing names of em ployees not paid because of late arrival of time cards. This report will accompany other checks. c. Em12_l9yees inconvenienc.ed ~Y- fai 1:ure to receive _p~ ~~~~pec!i!:.!_ da~~ mal obtain temporary loans of not more than __ 80% at the Cashier I s Office_ on the Fridal._9f payday. ( T) -2- 4. Chan&e in Status and Rate ofP§:.Y Changes in job classifications and rate of pay will be effective not earlier than the beginning of the pay period following date of approval by the Personnel Office. This rule also applies to students being paid in excess of the regular rate. 5, Pay of New Staff Departments are reQuested to have new staff holding Board appointments call at the Payroll Department as soon after arrival as possible. This call is necessary in order that the employee may fill out withholding tax forms, personnel forms, furnish social security number, apply for hospital insur ance, etc. The continued cooperation of all concerned will help in processing checks and hold to a minimum the number of time cards which must be held over to the next pay period. P. J. May Comptroller (T) IMPORTANT NOTICE On September 5, 1975, the MSU Board of Trustees adopted a special fee in crease of $1 per credit hour for Winter and Spring terms as a contingency against additional cutbacks by the Governor and the State Legislature in the University's current-year budget. At this point, the University is not certain of the means or the amount of such a cutback. However, in the event the contingency tuition increase must be imposed, students should be aware of the procedures that will be followed in collecting the additional $1 per credit hour. For Winter term, students who pay their fees at early registration Dec. 8-12, 1975, or regular registration Jan. 5-6, 1976, would be assessed tuition at the present level. The University subsequently would bill them for the ad ditional amount as determined by their individual credit-hour loads. By Spring term, the increase would have been incorporated into the fee structure at the time of registration. In the event that some or all of the University funds cut back by the state would be restored to the University, the Board of Trustees action provided that a propor tionate refund of the special increase be made to the students. Office of the Controller IMPORTANT NOTICE On September 5, 1975, the MSU Board of Trustees adopted a special fee in crease of $1 per credit hour for Winter and Spring terms as a contingency against additional cutbacks by the Governor and the State Legislature in the University's current-year budget. At this point, the University is not certain of the means or the amount of such a cutback. However, in the event the contingency tuition increase must be imposed, students should be aware of the procedures that will be followed in collecting the additional $1 per credit hour. For Winter term, students who pay their fees at early registration Dec. 8-12, 1975, or regular registration Jan. 5-6, 1976, would be assessed tuition at the present level. The University subsequently would bill them for the ad ditional amount as determined by their individual credit-hour loads. By Spring term, the increase would have been incorporated into the fee structure at the time of registration. In the event that some or all of the University funds cut back by the state would be restored to the University, the Board of Trustees action provided that a propor tionate refund of the special increase be made to the students. Office of the Controller A BUDGET PLAN FOR MICHIGAN STATE STUDENTS The response to the Budget Plan announcement indicates that it will help many parents in providing a college education for their children. Every effort has been made to simplif:/ the plan and make it easy for the parent to deposit funds and for the student to withdraw funds to meet college expenses, To enroll in the Budget Plan, follow the procedure outlined below: 1. Buc!_get Plan Application _ - Fill out the Budget Plan application and return to the Comptroller's Office, Michigan State College. Your application will be acknowledged and you will receive 12 deposit slips to be used in making monthly deposits. 2. Student Account Card - This form should be signed by the individual authorized to make withdrawals from the account and returned with the application for m o 3, D~ESlsits_ - Each month you should forward your monthly deposit with If possible, the deposit slip that has been furnished for that purpose. deposits should be made starting June 1 in order that the 12th in stallment will be available to your son or daughter for expenses for the last month of the school year. Deposit forms will be receipted by machine to show the amount deposited and the new balance in the account. The receipted form will be returned to the depositor. 4. Withdrawal.§_ - Withdrawal of funds can be accomplished by using a Student Account Withdrawal Voucher signed by the student and pre sented for payment at the Cashier 1s Office in the Administraticn Building or to the Cashier in the Auditorium while registraticn is in process, or finds it necessary to withdraw from :=::chool, the balance to his credit may be withdrawn on the written request of the depositor. In the event a prospective student does not enter school If you desire any additional information on this plan, please write the Comptroller, Michigan State College, East Lansing, Michigan. MICHIGAN ST ATE COLLEGE EAST LANSING Date ....................................................................................... . OFFICE OF COMPTROLLER AND TREASURER To Subject - Michigan State College Insurance Program Our records reveal that you have completed six months service to the college and have successfully passed your physical examination. Accordingly, under the rules of the State Board of Agriculture, you now are covered by the Michigan State College Retirement, Disability and Group Life Insurance program . The cost to you from these benefits will be $3.00 per month which will be withheld from your pay beginning ............................................................ . Your life insurance policy in the amount of $ ........................... will be effective ......................................................... : .............. . Please read the attached pamphlet describing the program, particularly the insurance plan on pages 9 and 10, before designating your beneficiary on the application card. insurance in force decreases. Although the pamphlet does not explain optional death benefits, it is possible for you to arrange to have a part or all of the insurance paid to your beneficiary in monthly installments over a period of years instead of in a lump sum • In the plan you will note that as you grow older the amount of . To assist you in selecting the terms of settlement, if you wish other than a lump sum payment, the following suggestions are made as to beneficiary designations: A. $ .............. in cash, and the remainder in monthly installments. for ....................... years. B. Monthly installments for ....................... years. Your selection of settlement must be written in full on the back of the yellow application card enclosed. Please read and verify or correct the information that has been typed on the application card. Note carefully the information required in the spaces checked with red pencil. Your next payroll check will be withheld until the card is ..r_~urned to the payfoll _depart.~nt , this insurance, kindly contact the Payroll Department, Extension 221. If there rs-any que'stion in regard to P. J. May, Comptroller (T ) MICHIGAN ST ATE COLLEGE EAST LANSING OFFICE OF COMPTROLLER AND TREASURER According to our records you will be sixty years of age and June 30. between .JuJ.y 1. The r evised re tirement program requires that you now se lect the parti cular retirement plan under which you wish to retire. Two copies of a form on which to indicate your selection are enclosed~ Please complete both copies and forward the white copy to the Accounting Office, a ttention of Miss Helen Evans. The yellow copy is for your files. The tables of percentages referred to in the attached forms were print;3d in the pamphlet, "Retirement, Disability and Life Insura::ice", which was handed to you with your new life insurance policy in August of this year •. If you are unable to locate the pamphlet now or if you have any questions about the operation of any of the plans, call Miss Evans on Extension 221. Proof of the date of birth of your wife (or husband) will be required if you select plan 2, 3, or 4. A birth certificate is the most positive evidence if available. If one cannot be furnished, consult Miss Evans for an acceptable substitute. Yours very truly, P. J. May Comptroller ( 'l') MICHIGAN STATE COLLEGE EAST LANSING OFFICE OF COMPTROLLER AND TREASURER CONTROL OF GASOLINE COUPONS The following regulations have been established to effect all departments own ing motor vehicles and using gasoline coupons: 1. Gasoline coupons are authorized for use only when gas and oil cannot be obtained from College sources, 2. Coupons will be supplied by the College Garage, 3, Receipts will be obtained for all purchases mace with cou 'fhese will be turned in to the College Garage for pons. audit upon completion of the tr.;.vel which necessitated the use of the coupons, 4. An accurate log of travel and mileage will be kept when using ·a gasoline coupon book, 5. Each travel log is to be signed by the department head as approving the mileage recorded as necessary to the opera- tion of the department. · 6. Charges to the department will be based upon the actual value of coupons used. P, J. May Comptroller Distribution: All departments requesting gasoline coupon books. November ' , 1 95 1 TITL:S : G?..A.~,uAT::S ASS ISTAI"T D:SCRIPTIOH: nevotes half-time to l aroratory instruction or other service connected with instruction in the d.epartment to which a:p')Ointed. At the saue time he 1)ursue s studies on r,, h8,lf-time "basis (maxi rm:un, 1 0 credits ')e r,quarter). FI.JES: $1200 (5A standing) , S1400 (IIA stanc1.ing and cancUo.ate for doctoro.te) fo r 9 months. Stipend sul:ject to income ta:;::. E2. ch half-time gradua, te assistantshi :i_) , upon recommendation ·by the department hPad, carries a 10-cred.i t scholarshi :) covering course fees and out-of-stnte tuition. on a quarter-time "basis , each carries a. sh1ilar 5-cred.it scho l arsh b) (u:)on recommendation), If anarcled_ DUTIES : (For hri,lf-t ime a1,)oin tment s) R:? l f -tirn e s tucly ::) l us · ass is ting in teach i n," or in services connPcted ,,r i t h teachinp;, m) to 20 ::1ours per week . TITLE: GI'u'\DUAT::J RJS::JARCH ASSIST.AlTT DESCRIPTIOlT: Devotes half -time to assisting in res ea rch ~0ro 1ects of the Co llege or Exper i ment Station , the re sea rch 1·r ork maz,r re counted for {Trncluate c r eel.it , Thus the effective ra.te of ea,rning g r 2.duo,t e credits m9.y li e, in the r ange 10 - 1 6 cred.its ·oe r ouarter . In man~" cases, ~)art or o,11 of STIPDlTD : FEES : $1000 (3A standing) , doctorate) for 9 months . Sti 1)end suo,iect to income tax, (MA stancUnf.' anr candid.ate for f; J. 200 ,- c . Telegrams - Charges are allowable when necessary for official business when letters will not suffice. The person's name and position to whom the telegram was sent must be indicated on the travel voucher. d. Telephone - Charges are allowable when necessary for o:f'ficial business. Date, place and person called must be shown on the voucher for all toll calls. e. Convention Expenses - In the event an employee who is authorized f to travel with lodging or meals allowed attends a convention or special meeting at which lodging or meals are furnished as a con venience to those attending and their cost exceeds the limitations set forth herein, reimbursement of actual expenses will be made providing a receipt or program listing the convention charges is furnished with the travel voucher. Occasionally dinner meetings ai·e held in hotels where the charge for use of a meeting room is added to the price of the meal. Usually the,re is no printed state ment available . The traveler's statement of the circumstances on the travel voucher will be accepted as the basis for full reimburse ment of such expenses. 10. EXPENSES NOT ALLOWABLE ON TRAVEL VOUCHERS General - The following expenses when are occasionally incurred while in a travel status cannot be cla.imed as reimbursable items . expected that these costs will be borne by the traveler. It is a . Fees and tips to waiters, porters and bell boys; charges for clean ing and pressing clothingj and similu.r personal expenses are not allowable as reoimbursable expense . b . Automobile storage and parking expense is net reimbursable except when a University-owned vehj_clc is us ed and the claim is supported by a receipt. c . Charges for gasoline, lubrication, repairs, anti-freeze, tow service and other similar expenditures are not allowed as reimbursable items when privately-owned cars are used. 11. CASH ADVANCES FOR TRAVEL Normally, all employees t:cavcling an official business are expected to pro provide themselves with :funds to cover their expenses . For those who find it a hardship to use their own funds for out-of-state travel, an advance may be arranged at the Cashier's Office in the Administration Building. The travel authorization must be presented when requesting such an advance . 12. LIABILITY INSURANCE -7- The Unj_ve rsity carrie s liability and property damage insur a nce that covers the University a nd drivers of Uni vEo r s ity vehi cles . event a privately-owned car on Unive rsity busine ss is involved in an accide nt, the owner is not prote cted by University insuro.nce . In the 13. OUT-OF-STATE TRAVEL REPORTS I n all cases involving out-of -stat e travel cover ed by thes e r egula tions, r e gardles s of whe t he r or not r eimbursement is cla i med, a t rip report is r equired. The r eport, addressed t o the Pres ident in conventiona l l ette r form> should be a brief narrati V <~ a ccount of the meeting atte nded or dutie s pe rformed, including the dat e and plac e visited. Pe rsona l observations, suggestions or r e commendations which may help in strengthe ning the university's :programs should be incorporated in the report. The travel r eport should be signed by the trave ler and submitted to his departme nt head for tra nsmittal through the divis i onal dire ctor a nd dean of the school to the Administrative As s istant on Academic Matters. Whe n reimbursement is r e que sted, the trave l r eport s hould be f 2ste ned to the trave l authorization, rece ipts, and voucher s and transmitted through the s ame cha nne ls . The Administrative Assistant will refer the business papers to the Comptrolle r's Office ; the trave l report is r ef erre d to the Pres ide nt. It is expe cted that the above r eport will be a ccomplished by the tra vel e r within a wee k after the trip is completed. 14. PREPARI\TION AND SUBMISSION OF TRAVEL EXPENSE VOUCHERS a . Voucher Forms - All trave l expe ns e cla iL1s will be submit t ed on Trave l Voucher Form CO-tr-5 supplied by the Comptroller's Office . b. Memorandum of Expenditure s - It is suggested that each trave l er keep a memorandum of expenditures chargeable to the University so that the a ccumulated information will be ava ilable f or prepara tion of the cla j_m. c. Submission of Travc'l Vouchers - Trave l vouchers f or r e i mburs ement are t o be submj.tted at the earliest pra ctic2ble dat e after r eturn from a trip . Routing of travel cla im within department s will be determined by the dean or director. d. Preparation of Vouchers - (1) The expe nse of only one employee shall be included on a single expense voucher which is to be submitted to the Comptroller's Of fic e in duplicat e . If' a third copy is subrnittE:d, it will be r eturned to the depar t me nt when the voucher is paid. ( 2) Purpose of the t :ci p should be st at e:d in a brief form. -8- (3) The voucher must show detailed i temj_zation of the travel and the type and cost of accommodations us ed. Claims for subsistence and misce llaneous items must be clearly detailed;' i. e., Breakfast $.97, Dinner $1.03, Supper $2.06 . (5) Claims for reimburs ement of out-of-state tra vel must have the travel authorization and the trip report attached. (6) (7) (8) Receipts for travel tickets, hotel, etc. are to be securely attached to the original travel voucher. The signature of the travel.er and the persons approving the claim are required only on the page of the original voucher which carries the final total. Out-of-s t ate travel vouchers, together with authorization, receipts and trip report should be cl:i.pped together, with the trip report topmost, and forwarded to the Administrative Assistant on Academic Matters. The trip report will be detached for the President's perusal :::.nd the business papers forwarded to the Comptroller's Office for action. (9) The normal time required fo~ processing a travel voucher aft er it reaches the Comptroller's Office is three working days. 15 • FIELD TRIPS a. Reimbursable Mileage - Staff members may transport students and be reimbursed for car mileage in connection with fi eld trips from funds collecte d from students and deposited with the University treasurer. b. Student Drivers - It is a State Board policy that students are not permitted to drive cars .or take other students with them on field trips and assignments involving transportation except in special cases and with the prior approval of the Secretary of the University. c. Insurance - The Univers ity does not carry insurance for the pro tection of the driver or a privately-owned car who transports students. 16. TRAVEL INFORMATION For questions regarding authodzation to travel and prepa,ration of trip reports call the Administrative Assistant on Academic Matters, Ext. 658. For questions regarding submission of reimbursement claims call the Supervisor, Voucher Audit Section, Comptroller 's Office, Ext. 221. 1 7 • MILEAGE REI.MBUHSEMENT SCHEDULE -9- This mileage schedul e ho.s been prepared from t he 1955 Michigan Off i cial Highway Map . Distances given are t hose from East L'msing t o fr equently vis i ted plac es and t o all cities wi th population of J., 000 or mor e . Thi s schedul e , subjec t t o yearl y r evi sion, will be the bas i s of r eimbursement for t r avel within the s t at e at Univers i ty expense . Whenever it is neces sary for a staff member t o drive to pl ac es some dist ance from t he center of a ci ty , ~ddit i onal mileage will be po.id, provided i t i s listed s epa r ately on t he voucher. For exrnnplc : Travel i n vi cini ty of Traverse City to co.11 at Cedar Nursery - 5 mi les . MILEAGE REH1BURSEMENT SCHEDULE • • • • • • • Adrian • • • • • • • • • • • • 79 43 Al bion . • • • • • • • • • • Al gonac . • • • • • • • • • • • 111 Allega n • • • • • • • • • • • • 90 Al ma • • • .. • • • • • • • • • 53 91.~ Almont • • • • u Al pena . • • • • • • • • • 209 Ann Arbor • • • • • • • • • • • 60 Auburn Hei ghts • • • • • • • • 72 Bad Axe • • • • • • • • • • • • 134 Bangor • • • • • • • • • • • • 106 Bar aga • • • • • • • • • • • • 47'7 Bat t le Creek • • • • • • • • • 49 Bay City • • • • • • • • • • • 81 Be l di ng . • • • • • • • • • • • 51~ Bel l a i re • • • • • • • • • • • 75 Bel l evur • • • • • • • • • • • 36 Benton Harbor • • • • • • • • • 119 78 Berkley . • • • • • • • • • • Ber ri en Springs • • • • • • • • 131 Bessemer • • • • • • • 55 ~ • • Beverly • • • • • • • • • • • • 69 Bi g Rapi ds • • • • • • • • • • 108 • • 72 Bin ni nghrun • • • • • Blissfield . • • • • • • • • 88 Bloomfi el d • • • • • • • • • • 75 Boyne City • • • • • • • • • • 203 Brighton • • • • • • • • • • • 41 Bronson • • • • • • • • • • • • 78 Buchanan . • • • • • • • • • 135 Cadill ac • • • • • • • • • • • 135 Calumet • • • • • • • • • • • • 516 • • 97 Caro . • • • • Car r ol lton . • • • • • • • • 70 Carson City • • • • • • • • • • 47 Caspi an . • .. • • • • • • • • • l~ 77 Cass City . • • • • • • • • • 112 Cassopolis • • • • • • • • • • 118 • • 81 Ceda r Spr i ngs . Cedar l a ke • • • • • • • • • • 70 Center Line • • • • • • • • • • 82 Charlevoj_x • • • • • • • • • • 21 5 • • • • • • • . . . . . . . . . • • • • • • • • • • • • • • • • • • • • . . • • • ~ . . . . . . • • • . . . . . . . . . . . . . . . Charlotte. Chathwn . • • • • • • • • • • • Cheboygan • • • • • • • • • • • Che lsea • • • • • • • • • • • • Ches ani ng • • • • • • • • • • • CJ.o.r kston • • • • • • • • • • • Cl ar e • • • • • • • • • • • • • Cl awson • • • • • • • • • • • • Cl~ar La ke • • • • • • • • Cli nton •• Cl io • • • Coldwat er . Comstock . Constant i ne . • Coopr., rsvi l l e • • • • • • • • • Corunna • • • • • • • • • • • • Croswel l • • • • g • • • • • • Crystal Falls • • • • • •• •• Davi son • • • • • • • • • • • • Dearborn • • • • • • Decatur. Detroi t . Dowagi ac • • • • • • • • ., •. • Drayton Plc,i ns • • • • • • • • Dunbar Exper i ment Stati on • • • Dundue • • • • • • • • • • • • Durand •• • • • • • • • • • • E. Grand Re.pids . • • • • • • • East Jordan . • • • • • • • • • Eaton Rapids • • • • • • • • • Edmore • • • • • • • • • • • • . . . . . . . . . . . . . . . . . . . Esc o.no.be. • . . • • . . . . . . Ess exvill e • • • • • • . . . . . ~ . . • • • • Evnrt . • •. • • • • • • • • • • Far mi ngton • • • • , • • • • • Fenton • • • • • • • • • • • • Ferndale •• • • • • • • • • • Flnt Rock •• Flint • • • • • • • • • • Flushing • • • • • • • • Fowlervil l e • • • • • • • . . . . . . . . . • • . . . Frankenmut h . • • • • . . . . . • • • 23 411 226 62 45 66 89 82 40 75 60 68 65 103 83 32 136 464 58 83 99 82 11i~ 68 302 87 32 63 207 20 74 384 83 11 6 62 54 84 96 49 5l~ 22 70 -10- • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • Beach . Springs • Frankfort . Fremont •• Galesburg . Go.ylord . • Gladstone . Gladwin . • • • • • Grahrun Experiment Station . • • • Grand Blanc . • • • Grand Haven . Grand Ledge . Grand Rc.pi ds Grandvi l le • Grant •• Grayling • Greenville Gull lake . Hancock . Harbor Harbor Hart • • Hartford . Haslett . • • • • • • • • • • Hastings . . Haven Hill • Higgins Lake Hidden Lake . Hillsdale •• Holland • • • Holly • • • • Holt • • • Homer • • • • Houghton •• Howard City . Howel l • • • Hubbe ll • • • Hudson . Imlc.y Ci ty • I onia . • • • I ron Mountain . Iron River . Ironwood . Ishpeming , Itha ca • Jackson . Jonesville Kalamazoo • Kalkaska • Kellogg Farm . Kellogg Forest • Kingsf c.,rd . Krump. • • • L ' Anse • Lake City Experimc.mt La ke Linden . La ke Odessa . • • • • Lake Orion • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • Stat i on • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • . . . . . . . • 194 • 117 61 • 177 • 375 • 115 71 51 97 15 67 74 96 • 150 62 • 65 • 504 • 149 • 220 • 14-0 • 103 5 • 50 56 • 155 67 72 89 59 11 52 • 505 94 31 • 514 73 81 40 • 435 • 475 • 560 • 418 43 42 67 • 72 • 186 65 75 • 437 • 105 • 472 • 1l~8 • 516 42 76 • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • . • • • • • • • • • • • • • . . Lapeer • L.1.urium. Lawton • Leslie • Levering •• Li tchficld • Lowell Ludington • Mackinaw City • Mancelona • I'.13.nchester Manistee Ma11istigue M'.=mton •• Marcellus • • Marine City , Marlette • Marquette . Marshall . Marysville Mas on . Menominee , • Me sick • • Middleville . Midland • • • Milan . Milford • Mill Lake . Mohawk . Monroe • Montague Morenc i. Mor rice • • • Mount Clemens . Mount Morris l'flt • Pl easant • Munising •• Muskegon • • • l'/IUskegon Heights •• Nashville , • • Negaunee • New Baltimore . New Buffalo •• Newaygo • • • • Newberry • Niles . North Muskegon • Northport • • • • Northville • • • Norway • Olivet • • Onaway •• Ontonagon . Otsego • Ovid •• Owosso • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • 68 515 92 25 240 71 50 166 240 186 67 181 329 146 112 119 102 402 45 119 11 1+39 162 63 85 77 52 48 522 99 121 91 20 92 55 74 360 105 102 38 415 96 148 102 305 129 107 210 60 424 35 236 527 Bo 30 29 • • • • • • • • • • 0 Q • • • n • • • • • • • • . . • • • • • • • . . • • • • • • • • • • • • • • • • . . . • • • • • • • • • . . . . . . . . • • • • Oxford •• Painsdale. Parma • • • Paw Paw •• Perry. • • Petoskey. Pigion o • • • • • • • • • • Pinconning • • • • • • • , • Plainwell • • • • • • • • • • Plymouth • • • • , • • , • • Pontiac • • • Port Huron. Portland •• Quincy. • • • • • • • • • Ramsay • • • • • • • • • • • Reading • • • • • • • • • • • Reed City • • • • • • • • • • Reese . • • • • • • • • • • • Richmond •• • • • • • • • • Rochester. • • • • • • • • • Rockford. , • • • • • • • • Rockwood • • • • • • • • , • Rogers City • • • • • • • • • Romeo. • • • • • • • • • • • Russ Forest • • • , •• • • • Saginaw •• , • • • • • • • o Saline • • • • , • • • • • • Sandusky • • • • • • • • • • Saranac • • • • • • • • • • • Sault Ste, Marie • • • • , • Scottville • • • • • • • • • Sebewaing • • • • • • • • • • Shelby • • • • • • • • • • • South Haven • • • • • • • • South Haven Exp, Sta. • , • South Lyon • • • • • • • • • Sparta • • • • • • • • • • • Spring Lake • • • • • • • • • Spring Port. • • • • • • • • St. Charles. • • • , • • • St. Clair, • • • • • • • • st. • • . • Ingace • • , • • Johns. • • • • , , • • • St. St, Jos eph • • • • • • • • • St. Louis • • • • • • • • • • St • Mary ' s lake • • • • • • • Stambaugh, • • • • • • • • • Standish • • • • • • • • • • Stanton, • Sturgis, • • • • • • • • • 8 Sy 1 van Lake • • • • • • • • • Tawas City • • • • • • • • • Tecumseh • • • • • • • • o Three Oaks • • • • • . . • • • Three Rivers . . • • • • • • Traverse City . • • • • • • • • • • • • • • • • • Union City • • • . • • • . . • 66 u. P. Exp, Station • • • • • 399 . • • • • • • • • • • Bo Utica, Vassar • • . . • • 82 81 Vicksburg. • • • • • • • • • 90 Wahjarnega . • • • • • • • • • • Wakefi eld, • • • • • • • • • • 548 Waldenwoods. • • . • • • 45 62 Wall ed Lake . • • • • • • Watevliet . • • • • • • • • • • 108 Wayland. • • • • • • • . • . • 83 18 Webberville;, • • • • • • • • • 136 West Branch, • • • • • • . • • 104 White Pigeon • • • • • • . • . 120 Whitehall. • • • • Williamston . • • • • • 11 • • • Willow Run • • • • • . • • • • 72 Wyandotte. • • • . • • . • • • 95 Yale • • • • • • • • • • . • • 107 Ypsilanti, . • • • • • • • • • 68 88 Zeeland. • • • • • • • • • 71 Zilwaukee. • • • • • • • • • • -11- 79 503 46 88 19 213 125 102 . 77 65 66 117 23 74 551 76 129 84 107 76 78 99 238 96 120 68 72 128 43 292 170 109 135 116 116 56 81 96 34 50 127 240 21 121 52 52 476 114 61 92 66 143 Bo 149 94 185 \ I NDE X Air travel . Authority for travel . Cash advances Cormnon carrier. Conventions . • • • • • • . . . . . . . • . Expenses not allowable . . • • . . • • . . . • . . . . . . . . . . . . . . . . . . . . . . . • . • . . • • . • . • . . • • . • . . field trips • • • • • • • • • • • • • . • • 0 Lodging • . . . . Meal allowance . • • • ' • . • Within s tate Out-of-stat e Lump swn . . • • . • . . . • . • Reimbursable mileage Student drivers . Insura nce . Frequency of trave l General expenses . Guest meals In state authorization . I n state l odging. I nsurance IntE::rview for positions . . • • • • . . . • • • • • • • . . • • . • • • • • . • • • . • . • • • • . Meals obta ined locally Withi n state Out-of - state Gue s t mea ls . • • • • Allowa nce for meals , • • • Memor a ndum of expenditures . . • • • • • . . Mileage r ate . M:i.leage r e imbursement schedule . • Miscellaneous expenses . • • • • • • • • • . • • • • . • • . • . • • . • . . . . . . • . • • • • . • . . • • . • . . Mode of travel . . • . . • Common carrier Privately owned auto . • University owne d auto . Out -of ~state travel reports . Out- of - state authorization. • . . . • Out-of-state lodging . Preparation & submission of travel vouchers . Ge ner a l . • Taxicab. Telegrams . Te lephone . Conve ntions . Vouche r & forms . Memorandum of expenditures . . . . • • . • . • . . . . • • • • • • Submission of trave l vouchers . . . . . Preparation of vouchers . . . • . • . . . . . . • • • Par . 3d 3 11 8a • • • 10 15 15a 15b 15c 2 i)a '7d • • • • • • . • • . . . 9e . . . • . . • • • • • • • • • • • • . . • • . • • . • . • • . . . • . • • • • . • . • • • 3a 6a . • 12 • • • . • . 3c . . • • • • • • • . . 6a 6b • • . . • • 5c • • . . • . • . • . • 7 . . . . 7c • • • . . • . 7b • • • • • . . • • . 7e • • 7d 7a 6 • • • 14b 8b (2) • • • • • • • • . . . . • . • • . • . . . • • • . . • • . . • . . . . • • . • • • . . . 17 9 9a 9b 9c 9d 9e . 8 • . . • • . • . • . . . • . . 14b • • • • . • 14c • . • • • 14d • Ba 8b Be 13 :~b ~b 14 14a Page 2 1,2 C 0 4 6 6 8 8 8 8 1 5 4. 1 3 7 2 3 3 3 3 3,4 4 3 4 4 4 7 5 9 5,5 5 c:: ) 6 ,) 6 4,5 4 5 5 7 1 3 '( 7 7 7 7, 8 -2- . . . . . expenses . . • Privat e car in 1i.eu of cor;rrne rcial carri er. Privately owned auto . Re i mbursement for t r ansportation & subsistence . • . . . . . . • . . . . . • Transportation expense . Transportat ion plus lodging & meals . . Lump sum . Routing of travel. Student drivers. • . . • . . . . Taxicab. . • • . . Telegrams . . . . . . . • . • . Telephone . . . . . . . . • • Travel vouchers, preparation of. • Travel vouchers, submission of . . Univers ity-owned auto . • • • . . • Voucher forms. . • Trailer mileage . . Routing of travel . . . . . . • • • . Transportat ion . . • • • • • • • • • • • • • . . • • • • • . . • • . . • • • • • • • • . • . • • • • . Par. 8b 8b 5 5a 5b 5c ~- 15b 9b 9c 9d 8b(2 ) 4 14 14c 8c 14a Page 5 5 2,3 2 2,3 3 2 8 5 6 6 5 2 7 7 5 7 YOU ARE INVITED JVE No. 053102 TO: Friends of Greg and Colleen Sober D Transfer or correct previous revenue or expense transaction 181 For services rendered D Other , Check Reason for Journal Voucher and Provide Explanation Instructions: You are invited to attend a reception for Greg and Colleen Sober, who are leaving MSU after many dedicated years of service. Details are provided below. EXPLANATION PURPOSE: JOINT RECEPTION FOR SERVICES RENDERED • GREG SOBER, CHIEF ACCOUNTANT, RETIRING AFTER 26 YEARS OF SERVICE AT MSU • COLLEEN SOBER, SENIOR FINANCIAL ANALYST, 16 YEARS OF SERVICE AT MSU When: Friday, May 31, 2002 4:00 p.m. to 6:00 p.m. (Remarks@5:15) Where: Lincoln Room, MSU Kellogg Center * * * * * * * Send letters and contributions (for either or both) to: Marge Toomey Controller's Office 305 Administration Building East Lansing, MI 48824-1046 by May 17, 2002 ' Department Name Acctg. T.C. Obj. Account Number Code Amount X Debit BUSINESS OPERATIONS Credit MANY FUN Fil,LED YEARS cc: FAMILY, FRIENDS, COWORKERS SOBER SOBER Oll Oll PRICELESS PRICELESS Description to be put on Ledger: SOBER RETIREMENT