MICHIGAN STATE UNIVERSITY OFFICE OF TI-IE CONTROLLER 305 JOHN A. HANNAH ADMINISTRATION BUILDING TELEPHONE (51 7) 355- 5020 June 25, 1990 MEMORANDUM EAST LANSING • MICHIGAN • 48824-1046 TO: Deans, Directors, Chairpersons and Executive Managers ( FROM: Lowell E. Levi, Controller .. , SUBJECT: ANNUAL UPDATE TO THE MSU MANUAL OF BUSINESS PROCEDURES Revisions to the Manual of Business Procedures dated March 31 , 1990 are enclosed. Pages of the sections referenced below should be substituted for corresponding pages with earlier dates. The listing of section/page numbers and the appropriate dates that should be contained in an up-to-date manual has also been updated. Updated Table of Contents and Indexes are also included for both volumes . ( A brief explanation of the changes follows: VOLUME I Section 1 I. A(l)(f). Clarification of Physical Plant monthly billing statements in item Section 5 - Updates include new research account series (61-0000 - 61-9999) and sample "Agency Account - Non-Student Organization" form. Section 10 - Effective 7/1/90, a service fee will be charged for all invoices generated for non-General Fund accounts. Contact addresses revised throughout. Section 12 - Budget Reallocation form to be prepared in triplicate; send original and first copy to the Office of Planning and Budgets. Sample New Budget Reallocation form on page 12.4 . Section 25 - Revision of reference. on page 25.1 . Section 35 Reporting of injuries to students and inclusion of revi sed "Student Accident Report" form added to section . Policy on CDW & LDW for rental vehicles revised. International sos, Ltd. (SOS Access Program). Information added on MSU's membership with Section 53 - Moving Expense policy procedures updated to be consistent with the new Payroll system • ( \ ( . HSU is an Affirmative A ction / Eq ual Opportu nity Institution ANNUAL UPDATE TO THE MSU MANUAL OF BUSINESS PROCEDURES June 25, 1990 Page 2 Section 55 - Section updated to include procedures and sample forms in the new Payroll system; also, policy on the $25.00 late fee for hand-drawn Payroll checks added. Section 70 - Travel revisions include: foreign travel authorizations no longer require the approval of the Office of Planning and Budgets unless there is an exception to the travel regulations; updated discount refusal codes; charter air service must be documented on the Travel Voucher; CDW & LDW policy revised; policy on undergraduate students and non-MSU personnel eligibility for travel advances added; revision of policy on obtaining a travel advance while away from the area; Reimbursement Chart updated to reflect mileage increase effective 1/1/90 to 25.5 cents; the Selected Travel Policies and Procedures form is no longer available through General Stores -- copies can be made from this Manual or contact the Travel Coordinator at 353-4882. Section 74 - Addition of detailed explanation on vendor invoice payment procedures. Updated sample forms including the "Vendor Invoice Payment Notice." Section 75 - Direct Payment Voucher preparation revised to include tax reporting issues; Deans and Vice Presidents may authorize their own reimbursement on Reimbursement Vouchers; sample forms of new Reimbursement Voucher and "Request for Tax Payer Identification Number and Certification;" new policy ~n special handling charges for voucher checks added. Independent Contractors - NEW SECTION - Section 76 - "Professional Personal Services Contract with Independent Contractor" form. Procedures and use of the aforementioned form are mandatory effective September 1, 1990 for contracting with self-employed individuals. Earlier adoption is encouraged. including MSU's ( ( ( VOLUME II section 200 - Note changes under "Authorization." Cross references made to sections 223 and 260 in this Manual. ( Section 205 - General revision of section. Note changes to items I.e.; II.D.; V.B . ; VI.B.,E. & F.; VII.C. & D.; XI.B. & C; and XIII. Section 210 - Update on page 210.3 concerning mail labels; revision to the AIS IBM 3090/200J mainframe. Section 220 - Overall reorganization and update of section incorporating Stores' new location, services and forms . Section 223 - Section revised to include additional procedures and cross references made to sections 200 and 260 in this Manual. Section 230 - "Non-Professional Services" changed to "Technical Services." New ULAR order form included. ANNUAL UPDATE TO THE MSU MANUAL OF BUSINESS PROCEDURES June 25, 1990 Page 3 Section 235 - Update to Copy Center charges and locations. Section 240 - Mail Labels (job D44ADLBL) are now printed 32 to a page (used to be 40 to a page). Section 255 - Updates include: electronic mail; orders relating to leased office machines can be taken over the phone. new software being used; addition of Section 260 - Correction and addition of Physical Plant departmental office telephone numbers. Addition of University Architect under Service Descriptions. Section 265 - Note correction in business hours. "Types of Service" revised to include liquid crystal display panels for use with overheads for computer projection. Section 270 - Revisions to item ~II., "Purchase Order," include changes in distribution and to report the receipt of damaged materials to the Receiving Section at 355-1700. All General Stores' service numbers in this section updated to 355-1700. Section 275 - Overall revision of the department's services. Section 280 - which was not included in the last update. Inclusion of Telephone Toll Credit Request form (page 280.5) Section 285 - Note changes (current and future) in University Printing locations. Section 290 - Publication fee update in item II.C; change of address in item III. Section 305 - Revision to "Stipends" concerning withholding on fellowships. Section 310 - SECTION DELETED -- NEW POLICY UNDER REVIEW. Section 325 - Reorganization and revision of section. Section 335 - General Guidelines detail expanded to clarify the retention of departmental and original copies. Section 340 - Section rewritten to include changes concerning definitions and procedures; also, note $2.00 charge for Archival boxes. mt Enclosures ( ( ( ( I \ ( ( ( ( ( Date: 3-31-90 MANUAL OF BUSINESS PROCEDURES VOLUME I PAGE(S) LAST UPDATE PAGE(S) LAST UPDATE i.1 - i. 2 TOG I.1 - TOG I. 2 1.1 1. 2 - 1. 3 1.4 - 1. 5 1. 6 1. 7 1. 8 5.1 - 5 . 2 5 . 3 - 5 . 4 5.5 5 . 6 5.7 5.8 10.1 - 10.4 10.5 - 10.7 12.1 12 . 2 - 12.3 12.4 15 . 1 - 15.6 16 . 1 18.1 - 18 . 5 19.1 - 19.4 20.1 20 . 2 20.3 20 . 4 20 . 5 - 20.6 20.7 25 . 1 25.2 - 25.7 30.1 - 30 . 3 35 . l - 35 . 20 40.l 40.2 - 40.3 40 . 4 43.1 9-30-87 3-31-90 3-31-89 3-31-90 9-30-85 3-31-80 9-30-85 9-30-77 3-31-90 9-30-85 3-31-89 9-30-87 3-31-90 3-31-89 3-31-90 9-30-85 3-31-90 3-31-83 3-31-90 3-31-90 3-31-90 9-30-86 9-30-85 9-30-85 9-30-86 9 - 30-77 9-30-85 3-31-80 3-31-89 3-31-90 9-30-87 3-31-90 3-31-90 9-30-86 3-31-83 9-30-86 9-30-85 45.1 - 45.6 9-30-87 46.1 - 46.2 3-31-89 46.3 - 46.7 5-31-84 47.1 9-30-87 47.2 3-31-89 50.l - 50.5 3-31-83 53.1 - 53.3 3-31-90 3-31-89 53.4 3-31-90 55 . 1 - 55.28 3-31-83 60.1 5-31-81 60.2 60.3 - 60.6 9-30-86 65.1 3-31-80 5-31-84 65.2 3-31-89 65.3 66.1 - 66 . 3 5-31-81 66.4 - 66.6 5-31-84 68.1 - 68.6 5-31-84 3-31-90 70 . 1 70. I. l - 70. I. 2 3-31-90 70. II . 1 - 70. II. 8 3-31-90 70.III.l 3-31-90 70. IV . 1 - 70.IV.8 3-31-90 70.V . l - 70. V . 11 3-31-90 70. VI. l - 70. VI.11 3-31-90 74.1 - 74.6 3-31-90 75.1 - 75.10 3-31-90 3-31-89 75 .11 3-31-90 75.12 3-31-89 75 .13 76.1 - 76 .11 3-31-90 IND I. l - IND I.4 3-31-90 Page: TOC I.1 Date: 3-31-90 ( MANUAL OF BUSINESS PROCEDURES - VOLUME I Michigan State University Table of Contents *********** CONTROLLER'S OFFICE Section Name Section # ( Introduction Accounting for Departmental Transactions Account Numbers and Account Requests Accounts Receivable Budget Reallocations Cash Handling Check Cashing Encumbrance Adjustment Procedures Equipment Depreciation Policy for Revolving Accounts Expenditure Codes (see Section 65 for Revenue Codes) Field Trips Identification Cards Risk Management and Insurance, Office of Journal Vouchers Lost, Stolen or Destroyed Checks Expenditure Policies and Guidelines for Food, Lodging and Beverages ( ( Food and Lodging Purchased On Campus Charged to ( University Accounts Membership Dues Michigan Sales and Use Tax i 1 5 10 12 15 16 18 19 20 25 30 35 40 43 45 46 47 50 Page: TOC I.2 Date: 3-31-90 MANUAL OF BUSINESS PROCEDURES - VOLUME I Michigan State University Table of Contents - Continued *********** CONTROLLER'S OFFICE Section Name Section # Moving Expenses Payroll Department Petty Cash Funds Revenue Codes (see Section 20 for Expenditure Codes) Signature Requirements Authorized Signature Forms Travel Regulations Invoice Processing System Vouchers Independent Contractors 53 55 60 65 66 68 70 74 75 76 ( ( ( ( ( ( (Accounting for Departmental Transactions Continued) Page: 1. 2 Date: 3-31-90 c. When the weekly invoice summary is received: 1) -Attach the departmental copy of the weekly invoice summary to the copies of the requisition and purchase order. 2) Cross off the entry which was made on the Worksheet for Commitments and enter the expenditure in the Bookkeeping Record for Departments as outlined in Section 2. d. After payments are posted to the bookkeeping sheets, the weekly invoice summary, which has been attached to the copy of the requisition and purchase order, should be filed in a folder labeled "completed file." It is recommended that these closed items be filed together by months for each account. e. When materials or services are requested from interdepartmental (on campus) sources, an estimated amount supplied by the department should be entered on the worksheet. f. After interdepartmental 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 is not completed within the month. For Physical Plant job orders, the ·monthly billing statement (reporting current ·month and project-to-date charges) can be compared with the original cost estimate listed on the work ( ( ( ( ( (Accounting for Departmental Transactions Continued) Page: Date: 1. 3 3-31-90 order. This will provide an estimate of the remaining project cost. 2 • Bookkeeping Record for Departments - 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 allocation for the account. b. Income - These entries record the amounts received by the department and are to be entered in the column headed "Credit." If a previous cash entry must be reversed due to an error, enter it in this column. Circle it, or write it in red to show that it is a deduction. c. Expenditures - There are nine columns to provide for the breakdown of expenses. Suggested headings for academic departments are: Office supplies Laboratory supplies Classroom supplies Postage Travel Books Equipment Other expenses A department can substitute other headings if they are needed. This information is designed to give information to a department head. Expenditures may be charged by check or by charges for services performed by other departments. Items paid on a purchase order or voucher check should be entered ( ( ( ( ( Page: 5.1 Date: 3-31-90 ACCOUNT NUMBERS AND ACCOUNT REQUESTS I. PURPOSE OF PROCEDURE A. To briefly explain the components of University account numbers. B. To set forth procedures to be followed when requesting the establishment of a new account or amending an existing account. II. COMPONENTS OF UNIVERSITY ACCOUNT NUMBERS University account numbers have the following format: AA-BBBC. The components of an account number are as follows: AA - The first two digits indicate the type of account. 11 = General fund accounts 21 = Auxiliary revolving, designated revolving and clearing and deposit accounts 31 = Trust, agency, gift and grant, fellowship, scholarship, student aid, student note and student loan accounts 41 = Plant fund accounts 51 = General ledger accounts 61 = Sponsored research accounts 71 = Sponsored research, Experiment Station and Cooperative Extension accounts 91 = General fund REED project accounts. BBB - For general fund accounts (excluding the 91-series), these three digits represent the departmental account number. For all other accounts, these three digits have no special significance. C - For general fund accounts (excluding the 91-series), this digit has four designations: ( ( ( ( ( Page: 5.2 Date: 3-31-90 (Account Numbers and Account Requests Continued) 1 = Salary budget and expenditures 2 = Labor budget and expenditures 3 = Supplies, services and equipment budget and expenditures 5 = Special budgets (Contingency and Special Purpose accounts) For all other accounts, this digit has no special significance. III. ACCOUNTS REQUESTS A. Revolving Accounts 1. Requests to establish new accounts or to amend existing accounts must be submitted to the Controller for approval on a completed form CO-fu-lf, "Revolving Account Request Form" ( see sample, page 5. 5) . The form is available from the Controller's Office. 2. When completing the form, certain items deserve special attention as follows: a. For revel ving accounts, the indicated sources of income (item 5), and types of expenditures (item 7) must be related. Only those expenditures which are incurred to generate the indicated sources of income can be charged to the account. b. Item 13 must be completed on both new and amended account requests. Accounts are not permitted to in excess of working capital accumulate balances needs. c. The request must be signed by a Dean or Vice President. d. All items on the reverse side will be completed by the Controller's Office or Internal Audit. 3. Internal Audit regularly audits accounts to determine that operations are in conformance with the information · indicated on approved account request forms. ( ( . ( ( ( Pa g e : Date : 5. 7 3 - 3 1- 9 0 AGENCY ACCXXJNI' - NON-SIUDENI' ORGANIZATION Michigan State University NEW RENEWAL Date - - - - - - - - - - - Account Name - - - - - - - - - - - - - - - - - - - - - - - - - - Account Number-------------------------- Name of O rg an i z a t io n - - - - - - - - - - - - - - - - - - - - - - -~ Pt.n:pose of O r g an i z a t ion - - - - - - - - - - - - - - - - - - - - - - What is your source of income? - - - - - - - - - - - - - - - - - - What is University faculty or staff :member's relationship to organization? For what pericd of time will the relationship exist? - - - - - - - - - The organization agrees to comply with University procedures regarding receipts and expenditures. The organization also agrees that no cornmibnents .for expenditures will be made unless there is a sufficient balance in the account. We acknowledge receipt of a copy of the "Policies and Guidelines for the Establishment, Maintenance and Termination of a Non-Student Agency Account," effective Februacy 15, 1979. Administrative Responsibility: Faculty or Staff Member (please print) Faculty or Staff Member ( signature) Oeparbnent - - - - - - - - - - - - - - - - - - - - - - - -~ College/ MAU - - - - - - - - - - - - - - - - - - - - - - - - Common Unit Code ___ _______ ..;._ __ ___ _____ __ ~ APPROVED---------------~ Vice President or Dean APPROVED---------------~ Controller Date Date ( ( ( Page: 10.1 Date: 3-31-90, ACCOUNTS RECEIVABLE I. GENERAL ( ( ( A. The Departmental ~eceivables Department provides services for University departments lacking facilities or personnel to issue monthly billings, which are of an infrequent, casual nature, for materials sold or services rendered to individuals or off campus organizations. Effective July 1, 1990, a service fee will be charged on all invoices generated for non-General Fund accounts. This service fee, which is charged to user departments monthly based on the number of invoices processed, is a combination of an initial invoice processing cost plus the cost of follow-up collection procedures required. The fee is reviewed annually and may be correspondingly revised. For more information, contact Department.al Receivables at 355-3313. B. Delinquent Receivables administers ac·counts that were initialiy billed by departments, but which have subsequently become delinquent (see item IV of this section). c. Miscellaneous charges between University departments should be processed by completing a journal voucher (see Section 40). II. DEPARTMENTS WITHOUT BILLING FACILITIES A. Departments can submit their accounts receivable due from individuals and off-campus organizations to the Departmental Receivables Department by completing a Collection Advice Form (see item V). B. All receivables should be submitted within 30 days of the origin of the charge. (Accounts Receivable continued) Page: 10.2 Date: 3-31-90_ C. The Departmental Receivables Department credits departmental accounts for all receivables properly submitted and will assume billing and collection responsibilities. D. It is very important that any remittance subsequently received by the department as payment on these accounts be forwarded immediately to Departmental Receivables, 110 Administration Building. E. New users of the Departmental Receivables billing service should contact the Assistant Manager at 355-3313 prior to the submission of their first collection advice. III. DEPARTMENTAL BILLING A. Departments that elect to do their own billing are responsible for maintaining good collection procedures which include: 1. A current billing status each month. 2. Follow-up prior to an account becoming 90 days old. 3. A complete and auditable bookkeeping procedure. 4. Proper processing of delinquent accounts (see item IV). B. Departments needing assistance in developing receivables procedures should contact the Office of Financial Analysis, Office of the Controller, 394 Administration Building. c. Due to the collection and billing cost · involved ALL DEPARTMENTS ARE ENCOURAGED TO REQUIRE CASH PAYMENT FOR SERVICES AND MATERIALS IF THE TOTAL CHARGE IS LESS THAN $25. IV. DELINQUENT ACCOUNTS A. Departmental billings still outstanding after 90 days from the date the materials were sold . or services were rendered are considered DELINQUENT and should be immediately submitted to ( ( ( ( ( (Accounts Receivable continued) Page: 10.3 Date: 3-31-90 the Delinquent Receivables Department of the Accounts Receivable Division via a collection advice form manually labeled "Delinquent" and signed by the department head (see sample, page 10.6). The collection advice should include the following information concerning the account: 1. Account numbers, names, addresses, etc. 2. Correspondence or records of phone conversations regarding the account. 3. All charges for the account, delinquent or not. 4. Any partial payments received to date. B. ANY REMITTANCE SUBSEQUENTLY RECEIVED BY THE DEPARTMENT AS PAYMENT ON A DELINQUENT ACCOUNT MUST BE REMITTED TO THE DELINQUENT RECEIVABLES DEPARTMENT, 110 ADMINISTRATION BUILDING. c. Accounts with an unpaid balarice of $25 or less will not be accepted by Delinquent Receivables unless the account is for a University employee. All other delinquent accounts under $25 remain the responsibility of the department. D. Collection obligations are assumed by Delinquent Receivables and any amounts subsequently collected will be redistributed to the departments quarterly, less collection fees incurred, if any. E. If an account originally submitted to Departmental Receivables for billing (and credit) becomes delinquent, THE DEPARTMENT WILL BE CHARGED BACK FOR THE DELINQUENT AMOUNT PENDING COLLECTION. F. NO FURTHER CREDIT MAY BE EXTENDED TO ANY PARTY WHOSE ACCOUNT HAS BECOME DELINQUENT. ( ( ( ( ( (Accounts Receivable continued) Page: 10.4 Date: 3-31-90 . V. COLLECTION ADVICE A. These forms are used to assign collection obligations to the Receivables Department (Departmental, Delinquent or student) for individuals or off-campus organizations indebted to the University. Collection advice forms may be obtained from Stores. 1. To assign non-student and off-campus organization accounts to Departmental or Delinquent Receivables, use Stores stock order #140-2445 (see samples, pages 10.5 and 10.6). 2. To assign student accounts to Student Receivables, use Stores stock order #140-2447 (see sample, page 10.7). B. The non-student collection advice form should be prepared and distributed per the instructions on the reverse side of the form. Questions .regard·ing preparation of the Student Receivables collection advice should be directed to the Student Receivables Department, 142 Administration Building, phone number: 355-3343. ( ( ( ( ( Page: 12.1 Date: 3-31-99 BUDGET REALLOCATIONS I. GENERAL INFORMATION Changes to the University budget cannot be made without the approval of the University Budget Officer. There are two categories of budget reallocations. A. To reallocate special funds budgeted centrally in the office of the dean or vice president. B. To reallocate funds among accounts to accommodate changes in program needs or requirements. This category consists of all reallocations not described in I.,A. above. II. GENERAL PROCEDURES The procedures to follow in requesting a budget reallocation are presented here for the General Fund, Intercollegiate Athletics, the Agricultural Experiment Station and the Cooperative Extension Service. A. The "Budget Reallocation" form is the proper document on which to request all budget reallocations. An example of the form is provided on page 12.4. This form may be obtained from the General Stores Department, stock #140-2417. B. The Budget Reallocation should be prepared in triplicate. Send the original and first copy to th~ Office of Planning and Budgets, Room 321 Administration Building. Retain the green copy for department/unit files. ( ( ( ( ( CO-ac-5 BUDGET REALLOCATION TO: Office of Planning and Budget Room 321 Administration Building Phone: 5-9271 12.4 3-Jl-90 Page : Dace : JVE No . - - - - - - - (For Accounting Use Only) In the space below, provide a brief statement of the intended use or purpose of the reallocation. If required by Section 12 of . ,:, Manual of Business Procedures, attach a letter of justification and support rationale. REALLOCATION REQUEST Provide Department Name, Common Unit Code, Account Number and Amount for Each Entry (Shaded Areas for Accounting Depanment Use Only) Department Name Common Unit Code Acctg. T.C. Account Number Amount X Debit Credit - I I I I I I I I I I I I I I - - $ $ I I I I I I I I I I I I I I ( ( ( ( Description To Be Put On Ledger I I I I I I I I J j I j j j j j j j j j Date Date Authorized Signature Phone Budget Office Approval cc: ( 0-17170 MSU is an Affirmative Action/ Equal Opportunity Institution Routing: 1. Send original and first copy to the office of Planning and Budget . 2. Retain the green copy for · your records. STOCK# 140-2417 Page: 15.1 Date: 3-31 - 90 . CASH HANDLING I. RESPONSIBILITY ( ( ( ( ( A. Each department is responsible for cash and checks it receives for the University. Funds may be received from sales of items, tickets, meals, etc. B. If funds are received and the department does not have a cash register to record sales, prenumbered receipt forms must be used. The only exception to this would be in the case where prenumbered tickets are sold. c. Upon receipt, all checks for deposit must be restrictively endorsed by the department. At a minimum, the endorsement is to read "for deposit only, Michigan State University" and include the depositing department's name and account number on the back. This action is mandatory for funds to be covered by the University's Crime Insurance Policy. D. If a check has a payee other than Michigan State University, it must be endorsed as drawn and then restrictively endorsed as indicated in item C above to be eligible for deposit. Federal Reserve Bank regulations limit our endorsement field to the first 1 1/2" from the trailing edge of the reverse side of the check. No other markings may be placed on the remainder of the reverse side. E. Departments are responsible for the deposit of cash, checks and/or bankcards no less than once per week. When receipts are infrequent, deposits of a nominal amount ($50.00 or less) may be made less frequently, but in no case less than every two weeks. All funds received must be accumulated in a secure place until deposited. II. CASH RECEIPT FORMS A. The following forms are to be used for receipting trans I actions involving cash or checks: 1. Uarco numbered receipt form for use in an Uarco machine. This form may be obtained from Stores, stock order #140-2814. 2. For temporary or infrequent use, booklets of prenumbered receipt forms can be obtained from Stores, stock order #140-2483. III. DEPOSITS A. Departmental Deposit Receipt Form, form number co-ca-45c (see sample, page 15.6) is to be used by the department to deposit money with the Cashier's Office, 110 Administration Building. This form may be obtained from Cash Handling (continued) Page: 15.2 Date: 3-31-90 Stores, stock order #140-2450. the following manner: It should be prepared in 1. Prepare the deposit form in duplicate. 2. The grid for "Description To Be Put On Ledger" should be completed with information to identify the deposit when it is reported on the fund ledger. 3. Account number(s) and appropriate revenue code(s) (see Section 65, Revenue Codes) must be indicated. 4. Print your name, office address and phone, date and sign the bottom of the deposit form. 5. Total for the top half of the form must be identical to the total for funds being tendered (bottom half). 6. All checks being deposited must include the depositing department's name and account number (handwritten or by stamp) on the back. 7. For deposits consisting of four or more checks, an adding machine tape must accompany the checks. If no adding machine tape is available, a list of the check amounts and a total on a piece of paper is acceptable. 8. Itemize checks, currency and coinage separately. 9. All currency should be banded by denomination and coinage rolled where possible and must bear the name of the department or in the case of coin, name and address of the individual from whom the roll is accepted. These supplies may be obtained from Stores. 10. Prior to the initial acceptance of bankcards as a form of payment, please contact the Head Teller, Cashier's Office, 355-5023, for specific information on how to deposit these items. B. If receipts are large, deposits should be made daily. The University has a contract with an armored car service that will make scheduled pick-ups of departmental deposits from a department on a per trip fee basis and deliver them to the Cashier's Office in the Administration Building. For further information, contact the Manager of the Cashier's Office, 110 Administration Building, 355-5023. C. When receipts are infrequent or of a nominal amount ($50.00 or less), departments should make deposits at least every two weeks. The funds must be accumulated in a secure place prior to making the deposit. ( ( ( ( ( Cash Handling (continued) Page: 15.3 Date: 3-31-90_ D. The Cashier's Office, 110 Administration Building, is open from 8:15 . a.m. to 4:15 p.m., Monday through Friday. For deposits at other hours, a department may use the night depository located at the front of the Administration Building. E. For all deposits, the Cashier's Office will validate the deposit and return the duplicate copy to the department for its records. IV. CASH HANDLING POLICY A. Checks should be made payable to Michigan State If checks are received by mail, the senders University. should be notified in advance to make their checks payable as indicated above and to mail them to the attention of the department involved. Checks which have been made payable to persons or departments must be endorsed by the payee prior to deposit. All checks must be restrictively endorsed "for deposit only, Michigan State University" at a minimum, in writing or with a stamp when received by a department. B. Checks drawn outside the continental United_States should be made payable to Michigan State University in U.S. funds payable through a U.S. bank. Any check drawn on a foreign bank not having a correspondent bank in the United States may be returned for compliance with this policy. Any fees associated with the depositing of these checks will be charged to the depositing account number. Further information regarding the acceptance of checks drawn outside the U.S. may be obtained from the Manger of the Cashier's Office, 110 Administration Building, 355-5023. c. No personal check(s) in excess of the amount of the purchase should be accepted. Checks CANNOT be cashed at a department for the accommodation of the University faculty, staff or students. Persons responsible for handling University funds should, under no circumstances, cash personal checks from these funds. ( ( ( ( D. ALL RECEIPTS MUST BE DEPOSITED WITH THE CASHIER'S OFFICE. Refunds or other expenditures must NOT be made from cash receipts. Large numbers of similar refunds can be made from petty cash funds obtained by the department for that purpose- (see Section 60, Petty Cash Funds). Miscellaneous or infrequent refunds may be made through the use of a multiple check voucher or a direct payment voucher. mailed to the individuals. In these instances, checks will be V. OVERAGES AND SHORTAGES All large or unusual overages/shortages or reconciling problems must be reported to the Manager of the Cashier's Office and the Director of Internal Audit on a timely basis. Cash Handling (continued) VI. CASH CONTROL RECORDS Page: 15.4 Date: 3 - 31 - 90. Daily records should be kept of the inclusive receipt or ticket numbers and total amount for which the receipts were written or tickets sold. Deposits with the Cashier's Office should also reflect the inclusive receipt or ticket numbers and the total amount collected. VII. RECEIPTS The maintenance of a numerical file of all receipts is the responsibility of the department. Since all prenumbered receipts must be accounted for, all original copies of voided receipts should be stapled together and must be retained by the department. Copies of receipts are to be retained by the department and attached to the departmental copy of the deposit slip. VIII. SECURITY Funds should not be left unlocked or unattended and should be concealed from general view. Receipt records should not be kept with the funds received. The University has a contract with an armored car service that will make scheduled pick-ups of departmental deposits from a department on a per trip fee basis and deliver it to the Cashier's Office in the Administration Building~ For further information, contact the Manager of the Cashier's Office, 110 Administration Building, 355-5023. IX. CHECKING ACCOUNTS THE USE OF CHECKING OR OTHER BANK ACCOUNTS BY UNIVERSITY PERSONNEL FOR THE DEPOSITING OF UNIVERSITY FUNDS IS STRICTLY PROHIBITED. X. CHECKS REFUNDED OR CANCELLED A. Refunds from vendors or individuals - Occasionally departments have checks returned from vendors or individuals because of erroneous payments, the return of . me~chandise, or unfulfilled services. In such cases, departments can have the check redeposited into the account from which the original payment was issued by sending the check and a note stating the circumstances and the account number to the Accounting Department, 360 Administration Building. When applicable, a copy of the document authorizing the payment initially should also be attached. B~ Cancelled Checks - Checks drawn on an MSU account which a department wishes to cancel should be sent to the Accounting Department accompanied by a note stating the reason for the cancellation. The note must be signed by an authorized departmental signer. Valiq reasons for canceilation are: ( ( ( Cash Handling (continued) Page: 15. 5 Date: 3-31-90. 1. Wrong payee or amount. 2. Cancellation of the purchase or service the check was to cover. Checks cannot be cancelled where there still exists a legal obligation to pay for services rendered. No refunds or cancellations will be credited to General Fund accounts in the current fiscal year for payments made or checks drawn in a previous fiscal year. XI. WIRE TRANSFERS The University accepts wire transfers of funds as payment of outstanding student and departmental debt. Wire transfers should be sent to the University's bank, Michigan National Bank, marked "for the account of the Board of Trustees, Mi.chigan State University." The indicated ABA routing number should be 0720-0080-5, our account number should be listed as 1933-20986-6. Having the sending party indicate that the funds being wired are to be forwarded to the MSU Cashier's Office, by order of the individual/business who is to receive the credit, along with the department to be credited. Transfers coming from outside the United states may take as long as 10 days to be credited to the University's bank account. For further information, contact the Manager of the Cashier's Office, 110 Administration Building, 355-5023. ( ( ( ( Page: Date: 15 . 6 3-31-90 Form No. CO-ca-45c MICl-ll6AN STATE UNIVERSITY · East Lansing DEPOSIT RECEIPT Refer to Manual of Business Procedures. Section 15. Prepare in duplicate . Use typewriter or print. Enter Account Name, Account No .• Revenue Code and amount deposited to each account. Sales tax collected , if any. should be entered on line indicated. Departments desiring additional information for their records, use reverse side. Present both copies, with funds to be deposited, to the Cashier's Office, 110 Administration Bldg . ( ( ( \ ( Source of Funds DESCRIPTION TO BE PUT ON LEDGER I I I I I I I I I I I I I I I I I Account Name Account No. , Rev. Code Amount I I I I ' ' I I I I I I I 995 Sales & Use Tax Collected 21-3236 TOTAL (Must .Agree With Total Deposit Belowl Itemize Checks Currency Coins $100 $ 50 S 20 $ 10 $ 5 $ l Other 50¢ 25¢ 10¢ 5¢ 1¢ Other Sub Totals Deposited by Signature Campus Address TOTAL DEPOSIT I Do Not Write Below This Line { Please Print) CSH NO. Date Phone MSU ;s·an Aff;rmative Action / Equal Opportunity Institution 0-14243 Must Be Machine Receioted To Be Valid tive Services Office (r.btor Pool 353-5280) with the following information (see Sec. 245, Vol. II): ( ( ( ( Page: 30.1 Date: 3-31-90 IDENTIFICATION CARDS I. GENERAL A. The Student and Faculty-Staff Identification Card Department of the Controller's Office is located in Room 110, Administration Building. Hours: 8:15 a.m. to 4:15 p.m., Monday through Friday. B. Identification cards are issued without charge to faculty, staff and hourly personnel who are full-time or half-time regular employees working at least 20 hours per week. The identification card is non-pictured and the replacement cost is $6.00. If it is deemed necessary or desirable to have a pictured identification card, one can be obtained for a $10.00 fee payable at the time the card is issued. II . OBTAINING INITIAL ID CARDS A. New Support Staff Employees ID cards for new support staff are processed at the time of employment by the Personnel Office. B. New Faculty Members The ID card is obtained by mailing a faculty-staff background card, properly filled out, signed by the employee and authorized by the unit administrator to the ID Card Department, Room 110 Administration Building; blank cards are available at this location. ID cards .are processed daily and returned to the department by Campus Mail. Only pictured-ID cards are processed on a walk-in basis. In an emergency, a temporary ID can be obtained. c. Temporary Faculty or Support Staff Faculty or support staff members working full-time for . six months or less may, . in certain cases, be . issued a temporary ( ( ( ( Identification Cards (continued) Page: 30.2 Date: 3-31-90 card valid for the period of employment. These are obtained through the ID Department, 110 Administration Building. D. Retirees Retiree ID cards are available at either the ID Department, 110 Administration Building or at Staff Benefits, 140 Nisbet Building. Expiration of appointment for a retiree should read "Retiree - Permanent." E. Expiration Date ID cards expire on the employee's birthday five years from the date of issue or expiration of appointment, whichever is earlier. Relevant dates must be included on the ID card. F. Library Use Stickers used for checking out books at the Library are affixed to all regular, full-time employee ID cards. Other employees may obtain a sticker at the Circulation Desk in the Main ( ( ( Library. III. RENEWAL, CHANGE OR REPLACEMENT ID'S If the ID has expired or there is a name change or change in title or department, a new ID is . obtained by mailing a faculty-staff background card, properly filled out, signed by the employee and authorized by the unit administrator to the ID Department. Only replacement pictured-ID's are processed on a walk-in basis; all others are returned daily to the qepartment by Campus Mail. Blank background cards are available at the ID Department, 110 Administration Building. Lost or stolen ID's are replaced at the ID Department upon receipt of $6.00 and verification of employment. ( IV. ID CARDS FOR SPOUSES OF FACULTY OR STAFF A. The spouse of a University faculty or staff employee may obtain an ID card by submitting the background card properly filled Identification cards (continued) Page: 30. 3 Date: 3-31-90 out, signed by the spouse and authorized by the employee's supervisor. B. ID cards are not available for children or dependents of employees. c. Spouses of adjunct/clinical faculty, physicians working at the Clinical Center, religious advisors or temporary (6 months or less) employees are not eligible for spouse ID cards. D. Library cards for spouses are available at the Circulation ( Desk, Main Library, by making application for a special permit to use the library. V. ISSUANCE OF ID CARDS New ID cards processed by Personnel will be issued by the Personnel Office. New and replacement ID cards processed by the ID Department will be mailed directly to the employee's departmental chairperson, director or supervisor for delivery to the employee. ID cards are normally processed and mailed daily. VI. RETURNING ID CARDS A. The person responsible for maintaining departmenta~ personnel records should obtain the ID card from the person terminating before they are issued their last paycheck. These ID cards should be returned to the ID Department, 110 Administration Building, with a note that the employee has terminated. B. Employees transferring to a different department should surrender their original ID card when leaving the old department and obtain an updated card through the new department. ( ( ( ( ( ( ( Page: Date: 35.1 3-31-90 ~FFICE OF RISK MANAGEMENT & INSURANCE I. ADMINISTRATION AND FUNCTION A. The Office of Risk Management & Insurance, Controller's Division, located at 372 Administration Building, telephone (517) 355-5022 is charged with responsibility: - for the management and daily supervision of the University's Board of Trustees approved General and Quality Assurance & Risk Management Programs relating to liability and property exposures; - for administration of the University's responsibilities as a member of the nonprofit corporation (MUSIC), created by ten Michigan universities; - for coordination of the activities of the University Quality Assurance & Risk Management Program relating to the medical services; - to serve on all primary Risk Management and Quality Assurance Committees as an ex-officio member; - to identify University risks and exposures and make recommendations as to the appropriate risk management technique to apply; - - for the administration of all self-insured funds; for the procurement of all liability and property insurance prudent to protect the University's interests; and - for administration of all claims and various policies and procedures relating to the University's Risk Management ( Programs. (OFF IC E OF RISK MANAGEMENT & INSURANCE CONT. ) Page: Da te : 35.2 3 - 3 1-90 B. Descriptions of coverages afforded by the Uni v ersi ty' s self-insurance and insurance policies are of necessity herein stated in general terms as the provisions of the policies are complex and often can be interpreted o nl y with reference to specific circumstances. Inquiries should be made directly to the Office of Risk Management & Insurance. II. DUTIES OF COVERED INDIVIDUALS As a condition of coverage, those covered by t~e University's liability self-insurance and insurance p o licies are required to cooperate fully on a continuous basis wi t h the University Risk Manager and Attorney. Accordingl y , all bodily injury, medical, auto, and property damage incidents must be reported promptly to the Office of Risk Manage ment & Insurance. III. GENERAL LIABILITY A. The University and persons acting within the scope of their duties or while performing services on behalf of or under the direction of the University are covered by the University's general liability self-insured and / or , i nsured policies . B. Applicable coverage provides payment o f a l l s um s i nc l ~d in g defense costs, for which the Universi t y and t he cov er ed persons become legally liable to pay because of bodily injury to a third person , personal injury ( i.e.- l i b el , slander or defamation of character), or damage to proper t y of others arising out of the operations of the University. ( ( ( ( ( ( ( (OFFICE OF RISK MANAGEMENT & INSURANCE CONT. ) Page: Date: 35.3 )-31-90 1. Reporting Accidents or Incidents a. Accidents/incidents resulting in injury or property damage which occur on the MSU campus must be reported to the Office of Risk Management ( see form on page 35.19) and to the Department of Public Safety. Accidents/incidents involving hazardous materials must be reported to the Office of Risk Management (see form on page 35.19) and to the Office of Radiological, Chemical & Biological Safety. b. If the accident/incident occurs off-campus , the MSU employee must report the accident / incident to the Office of Risk Management & Insurance as soon as practicable. A copy of the local police or investigator's report must also be for~arded whenever available. c. Injuries to students involved in classroom / lab/or academic activities should be reported to the Office of Risk Management (see Form 140 2583 on page 35.20) and to the Department of Public Safety. 2. ?reventi0n - Every chairperson, director, supervisor or manager of a unit must make every effort to assure that working conditions are as safe as possible, physical facilities are free from unguarded hazards , and usage or storage 6f hazardous materials are r~gidly controlled. (OFFICE OF RISK MANAGEMENT & INSURANCE CONT. ) Page: 35.4 Date: J-31-90 IV. PROFESSIONAL - (Medical Malpractice) A. University employees working within the scope of their duties and students engaged in academic medical programs are covered by the University's professional (medical malpractice) liability self-insured funds. B. Coverage is provided for the rendering or failure to render (medical) professional services. C. Those covered under the provisions of the University's human and veterinary medicine self-insured programs are required to participate in the University's Board of Trustees approved Quality Assurance & Risk Management Program. A copy of this Program, which also requires participation in the incident reporting system, credential process and peer review, is available from the Office of Risk Management. V. AUTOMOTIVE A. University-Owned Vehicles 1. The University carries bodily injury and property damage insurance to cover the University's legal liability for the operation of motor vehicles. The University and its authorized drivers are covered for claims of negligence which result in the damage to property of others or bodily injury to third parties within the limits of the Michigan No-Fault Act. 2. The University does not purchase collision insurance to cover damage to University-owned vehicles. ( ( ( (O FFICE OF RIS K MANAGEMENT & INSURANCE CONT. ) ? a g e : Date: 35. 5 3-31- 90 3 . Physical damage to University vehicl e s is u su a l ly t he responsibility of the department , howe v er , a ll accidents should be reported to the Office o f Risk Management so that a claim may be filed if appr o pr i at e under the No-Fault law. 4. University-owned vehicles may not be used by s t udent c lubs, student organizations, non-Uni v ersi t y groups , o r by employees engaged in private consulting. B . Privately-Owned Vehicles 1. The University does not carry property damage o r personal liability insurance for the protecti o n o f the owner of a privately-owned vehicle. 2. Those using privately-owned vehicles on Uni v ersity business should purchase insurance in an amount whi ch will cover their legal responsibility. C. Rental Vehicles - Physical Damage 1. The Collision Damage Waiver (CDW) and Loss Damage Waiver (LDW) for rental vehicle agreements are not reimbursable by the University. 2 . The employee's personal automobile insurance policy may include CDW or LDW coverage when renting v e hicl es o r the employee may utilize the rental agen c ies under contract with the Big Ten which include this co v erage in their rates. ( ( ( (OFFICE OF RISK MANAGEMENT & INSURANCE CONT. ) Page: 35.6 Date: 3-31-90 3. Cost of the CDW and LDW is not reimbursable by the University. 4. Visitors who are reimbursed for automobile rentals are excluded from the above policy, however , they should be encouraged to use the available options . D. Rental Vehicles - Liability 1. Personal automobile liability policies nor~ally provide liability coverage while driving another vehicle . The University's liability policy also provides excess coverage for the University over any other valid and collectible insurance. 2. To protect the University and its authorized driver, rental vehicles used for University business should be made in the name of the University with the employee signing for the vehicle. 3. Cost of the liability waiver in the United S:ates of America and Canada will not be reimbursed by the University. ( ( ( ( (OFFICE OF RISK MANAGEMENT & INSURANCE CONT.) Page: Date: 35.7 J-3 '.:.. -90 ( ( ( 4. Because of unique laws in foreign countries , complications in settling claims and personal policy limitations, it is recommended that travelers on University business be instructed to "buy back" the liability waivers from rental agencies in all areas except the United States of America and Canada. 5. Cost of the liability waiver buy back in areas other than the United States of America and Canada will be reimbursed by the University. E. Qualification of Drivers 1. A person driving a University-owned vehicle must have a valid U.S. or Canadian driver's license, must be experienced in handling the type of vehicle requested, and must have a satisfactory driving record. The responsibility for enforcing these requirements rests with the Department Chairperson, or equivalent. 2. Employees (including graduate assistants) may be assigned and drive University vehicles on authorized trips. Students (except graduate assistants) may drive only if they are accompanied in the same vehicle by an employee to whom the vehicle is assigned or if a special request for authorization to drive has been filed by the Department Chairperson and approved by the Director of Planning and Budgets. A copy of the approved authorization must then be sent to the Office of Risk Management & Insurance. (OFFICE OF RISK MANAGEMENT & INSURANCE CONT. ) Page : Date : 3 5. 3 3- 3 1 -90 F. Passengers - Unauthorized persons are not permit t ed to ride in University vehicles . G. Reporting Vehicle Accidents - ( ( ( 1 . The driver of an MSU vehicle involved in an accident must immediately report the accident to the police department in the enforcement jurisdiction. 2 • The driver of the MSU vehicle, or an authorized representative of the department , must fill out form number Z43DOD80, ''Michigan State University Automobile Accident or Loss Notice Report" (see pages 35.17 and 35.18). Accident Kits including this form and Proof of Insurance may be found in the glove . compartment of each MSU vehicle or obtained from the Office of Risk Management & Insurance, 372 Administration Building, telephone 355-5022. 3. The Automobile Accident or Loss Notice Report form must be delivered to the Office of Risk Management & Insurance on the day of the accident or as soon as practicable thereafter. 4 . Drivers of MSU vehicles involved in accidents must make every effort to obtain the name , address and tele~hone number of insurance companies and/or agents covering the other vehicles involved. 5. Accidents involving injuri~s must be reported at once by telephone to the Office of Risk Management & Insurance, 355-5022, 8 a.m. 12:00 noon and 1:00 p.m. - 5:00 p.m., Monday through Friday, and to the Department of Public Safety, telephone 355-2221 at all other times. (O FFICE OF RIS K MANAGEMENT & I NSURANCE CONT. ) Page : Date: 35.9 3-31-90 6 . Accidents involving injuries t o e mployees mus t al s o be reported to the Workers Compensati on Offi c e, t el eph o n e 353-5394. VI. PROPERTY The University carries insurance to protect its real and pers o nal properties against the perils of fire, windstorm, e x plosi o n , vandalism, sprinkler leakage and various other exposures . A. Reporting Property Losses 1. The chairperson, director or authorized personnel must report by telephone to the Department o f Public Safe ty, telephone 355-2221 followed by a written repor t outlining circumstances of loss, date of loss , building and room number, steps taken to recover proper t y , a nd a complete description of missing or damaged items. 2. Copies of the above written report must be mail e d to the Inventory Department, 88 Service Road, and t he Office of Risk Management & Insurance, 37 2 Administration Building. B. Prevention - There are many departments prepared t o assist the chairperson, director, manager or superv i s o r in r e d uc ing the loss potential. These include Safe ty Ser v i c es , t elephone 353-5360, the Office of Radiol o gical, Ch e mi c a~ & Biological Safety, telephone 355-0153, the Office of Ris k Management & Insurance, telephone 355-5022 and the Department of Public Safety 355-2221. ( ( ( (OFFICE OF RISK MANAGEMENT & INSURANCE CONT. ) Page: Date: 3 5 . 1 0 3-31 -9 0 C. Security 1 . To achieve the highest degree of security, valuable equipment must be stored in secure areas, duplicate copies of valuable records should be made and stored in remote locations, and areas open to the public should be under surveillance at all times where there is a loss potential. 2 • Key control, identification, secure storage of purses and personal belongings and other aspects of security need to be considered. The Department of Public Safety can provide assistance in improving security. D. Equipment Taken Off-Campus - University policy stipulates that equipment cannot be taken off-campus. Any exception to this policy can only be made with the approval of the department chairperson, director or administrative head prior to written approval of the Secretary to the Board o f Trustees. VII . SAFETY INSPECTIONS A. Follow-up Procedures 1 . The Department of Public Safety is responsible for compliance with safety regulations and practices within University facilities. To this ~nd, they will c onduct periodic inspections of all facilities. Preference will be given to facilities known to have high potential risk factors of life safety and property value. The Department of Public Safety will also participate in inspections made by external insurance loss prevention inspectors/consultants, State, Federal ( ( ( \ (OFFICE OF RISK MANAGEMENT & INSURANCE CONT. ) Page: Date: 35.11 3~31-90 or other agencies. All meetings / inspecti o ns Nith University personnel involving insurance / self-insurance loss prevention inspectors/consultants will be arranged by the Office of Risk Management. 2. The insurance/self-insurance loss prevention ( ( ( inspector/consultant will review Department of Publ ic Safety reports prior to inspecting property in order to reduce duplication of recommendations. She/He will make inspections of facilities accompanied by a Department of Public Safety representative, a department representative and/or the Risk Manager. She/He will also review the proposed recommendations with the Department of Public Safety representative as inspections are made, and shall forward the f i nal written recommendations to the Risk Manager. The Risk Manager will computerize the recommendations and forward them to the Department of Public Safety representative. The Department of Public Safety representative will review the loss prevention inspector / consultant recommendations, and if there is conflict, note the reason for objection on the report and return to the Risk Manager, who will resolve the conflict. If there is no conflict, the Department of Public Saf2ty representative will send a copy of the recommendations to the appropriate department or unit with a copy to the Risk Manager, as indicated below. (O FFICE OF RISK MANAGEMENT & INSURANCE CONT. ) Page: Date: 35.12 3-31-90 ( ( ( ( ( The Department of Public Safety representative will issue a report for every facility inspected indicating recommendations made by them or the outside source. 3 • The Department of Public Safety will designate these deficiencies by four (4) groupings, as follows: a. Housekeeping and equipment deficiencies b. General building maintenance , repair and utilities c. Grounds maintenance and repair d. Major building deficiencies and alterati o ns 4. Responsibility for correcting deficiencies noted in the inspection reports will be assigned by the Depart ment of Public Safety as follows: a. Housekeeping and equipment deficiencies: In classrooms, lecture halls and seminar rooms - to Facilities Planning and Space Management Academic space in residence halls, Kellogg Center and the Union Building - to the Assistant V.P. of Housing and Food Services Departmental - to the Department C~airperson or Director of the assigned space involved H&FS - to the Assistant V. P. f o r Housing and Food Services University Farms and off-campus properties - to the Director of Land Management Grounds - to the Director of Campus Park and Planning (OFFICE OF RISK MANAGEMENT & INSURANCE CONT.) Page: Date: 35.13 3-31-90 b. General building maintenance, repair and utilities: H&FS - to the Assistant V.P. for Housing and Food Services Academic areas - to the Assistant V.P. for Physical Plant Auxiliary areas - to the Department Chairperson, Director or Manager C. Grounds maintenance and repairs: to the Director of Campus Park and Planning d. Major building deficiencies and alterations: The Risk Manager will keep an up-to-date compiled list for semiannual review by the Safety Inspection Committee for Property and Casualty (SICPAC). 5. The Department of Public Safety will set the specified time when the department must respond to the Safety Inspection Report in 4a, 4b or 4c. The department/unit will prepare and submit a written response to the Department of Public Safety with a copy of the response to the University Risk Manager, giving comments , proposed course of corrective action, and the t i me frame in which corrective action will be taken. IT IS THE RESPONSIBILITY OF THE DEPARTMENT / UNIT RECEIVING THE RECOMMENDATION TO TAKE CORRECTIVE ACTION. Housekeeping and general maintenance recommendations should be within the financial capability of most departments/units, however, if adequate funding is not ( ( ( ( (OFFICE OF RISK MANAGEMENT & INSURANCE CONT.) Page: Date: 35.14 3-31-90 ( ( ( available the department/unit will return a copy of the recommendation to the Department of Public Safety and Risk Manager noting response to that effect. THERE MUST BE SOME TYPE OF RESPONSE TO ALL RECOMMENDATIONS. 6. The University Risk Manager shall maintain a listing of recommendations made and course of action taken. 7. The SICPAC Committee shall review and determine the priority of those items listed in 4d. The SICPAC Committee shall consist of the Assistant Vice President for Finance, the Assistant Vice President for Physical Plant, the Assistant Vice President for Housing and Food Services, the Associate Director of Public Sa:ety, the University Architect, the Director of ~acilities Planning and Space Management, the Controller, the University Risk Manager, and the Environmental nealth & Safety Officer. The Committee shall meet a minimum of every six months. B. Office of Radiation, Chemical & Biological Safety 1. The Office of Radiation, Chemical & Biological Safety (ORCBS) has responsibility for providing specialized safety services with regard to the use of hazardous chemicals, radioactive material, radiation emitting equipment and facilities, and potentially hazardous biological materials and organisms. a. Any incident/accident relating to these areas must be reported immediately to ORCBS, C124 Research Complex-Engineering, Telephone 355-0153. (OFFICE OF RISK MANAGEMENT & INSURANCE CONT.) Page: Date: 35.15 3-31-90 VIII . TRAVEL ACCIDENT INSURANCE All regular and temporary personnel employed full or part-time (50% time or more), members of the Michigan State University Board of Trustees, students and graduate students, or anyone else traveling on an authorized business trip for the University, are covered by the University's travel accident policy. Certain conditions of the policy exclude coverage for pilots or crew members of aircraft. This policy provides certain benefits for covered persons who suffer accidental death or dismemberment while traveling on University business. IX. SOS ACCESS PROGRAM Michigan State University is a member of International SOS, Ltd. SOS is a service organization providing medical and personal services to inter.national travelers. Services range from simple referrals of English-speaking physicians to sophisticated medical evacuations worldwide. The SOS Access Program is available to MSU employees traveling overseas on official University business (international travel on an authorized MSU account number). It is not a medical card and does not provide any type of health or accident insurance. Contact the Office of Risk Management, 372 Ad~inistration Building, telephone (517) 355-5022 for details of the program or to request a membership card. X. ADDITIONAL INSURANCE A. Additional or supplemental insurance purchased by University departments, regardless of the source of funds, may duplicate existing protection and result in inherently unequal University-paid insurance coverage between units and ( ( '( ( ( (OFFICE OF RISK MANAGEMENT & INSURANCE CONT. ) Pa g e: Date : 35 . 16 3 - 31- 9 0 employees. Therefore, no insurance policy of any ki n d ~a y be purchased directly with any insurance carrier b v a University department. All existing policies purchased by departments with University funds should be allowed t o expire at the end of the current policy year and mus t not be renewed . B. Should exceptional circumstances indicate addi t ional protection is desirable, a request for property or liabi l ity insurance must be made to the Office of Risk Management & Insurance. A request for life, medical and disabili t y insurances must be made to the Staff Benefits Office. ( \ ( ( ( ( Form No. Z43COOIO MICHIGAN STATE UNIVERSITY AUTOMOBILE ACCIDENT OR LOSS NOTICE REPORT Bodily Injury - Property Damage to Others - Damage to MSU Vehicle Page: Date: 35.17 3-31-90 1. MSU VEHICLE DESCRIPTION I"-- 1-·· I Boer, Stv•• MSU 11 ........ No. Pur ..... IOf' Wfticft CM' . . . . . . . . . UMd I i..r,a1 l\lum.,.,. ,- I City 0r, ..... Oak' .... _ Of MSU ( Orh•w·,1.--. 2. DATE. TIME. PLACE OF ACCIDENT - MSU DRIVER I s,a,. I L.ocatieft 1strwt. 1-.ctieft . .re., ,--: -- s~- u Offlw l°"t· Of ''""' City IT.._No.,0.-t-t State E"""°'" St•tus UAt-W 0 GrM. A11f. WM a« - , - , . . te - w • • c,,., ... i . . . . ? 1SNC1f¥I DOiie•? u ., .. ,1 ... I ]Y• u- Ta-? [ l - . ? 1 PERSONS INJURED (Additional space on reverse side - if needed) , ...... - lfttUI' ... OMSUCM Oo...c. o'"-tri., ,A-DY 4. DAMAGE TO PROPERTY OF OTHERS ,..t __ .. ____ -·- -·Or·- .... 1111 ----- --,--~ 1-·- . _______ _ 5. DAMAGE TO MSU VEHICLE --- -·orr- 1•-at•- . . . . Style -·"--'-" ,---·- I "9" 1- t ......... KC-t? 1 •111-- cwt o, ,_rs Pl.EASE GIVE INFORMATION REQUESTED ON REVERSE SIDE . Complete one copy il!ld deliver ~ the Insurance Office. Ra. 372 Administration Bldg. ( ( ( ( ( ( ( ( 8. NAME & ADDRESSES OF OCCUPANTS & WITNESSES Occu-11 Of MSU ,., a b C a b C 4 b C Occu-11 ot 0 - c:a, Qtt,e, wu ........ 7. CONDITIONS OF ROAD AND WEATHER -- -- '"'-"· w•ATN•a o,,_ O••"' o," Os- L.IONT 00er1o Oo.• o= 0 Sir"' L.i9"" aOAo suaPaca aOAD C:ONDITION Oer, o .... - ... Ow .. o: 0 --IC· 0 , __ z- 0~ Page: Date: 35.18 3-31-90 T • t - • No. T • • - • No. T • t -No. TOTAL. U.NH 0 Olvi- 0 L.1m,tect Accns 8. SHOW HOW ACCIDENT OCCURRED BY USING THIS DIAGRAM (Give strNt namea, directions & location• of objec:ta invotved): + -- ~ ,,, \ I ' \ '\ \ -------------------------------------- ' ' \'\\ : I . : i I ----------- I 1 I \ ' \ Accident Oeecripdon and Aemarka: 9. ADDfflONAL PERSONS INJURED - .._. ..... _ 0 MIU c:., 0 OW. C:. D .._._ , ... - IY Signature of lna,red or Driver 1-- 1--·-- --? Date of this report----- 19 - - - - - ,~ ( ( ( inc-rept Time & Place MICHIGAN STAT! U?fIV!RSITY INCIDENT REPORT Page : Date : 35.19. 3- 31 - 90 (Do not use this torm to report employee injuries.) Date & Time Ot Accident/Injury Location (Bldq.,City,State - be specific) Condition Ot Premises (i.e. - wet, uneven) Police Dept. Reported To: Incident Description Describe What Happened: Name Address Occupation Employed By: Injury - Describe The Type, Extent And Body Part Involved: Injured Person The Injury Age Phone No - 'las The Injured Transported To A Medical Facility: Yes - Name Of The Facility/Doctor Probable Disability? Owner's Name Phone Property Damag-e Address Describe Property Damag-ed Estimated Cost To Repair/Replace 'litnesses Name Name Address/Phone Address/Phone Name/Title Of Person Submitting This R epo r t - - - - - - - - - - - - - - - -~ - -~~~ - - - Date Of This Report __________ _ P hon e~ - - - - - - - - - - - -~ - - - - -~ Forward Completed Form To: Risk Management & Insurance, 372 Administration Building If you have questions regarding- this torm please call 355-5022 (PLEASE USE THE REVERSE SIDE FOR ADDITIONAL COMMENTS/DETAILS RELATING TO THIS INCIDENT) RM/3-90 STUDENT ACCIDENT I\EPOI\T (CLASSROOM/LAB/ ACADEMIC ACTIVITY ACCIDENTS) Page: Date: 35 .. 20 3-31-90 Type or Print Police/Fire Emergency Dial Q11 Name of Injured Student - - - - - - - - - - - - - - - - - - - - Student, No. - - - - - - - - - - Age__ Gender: Female__ Mole __ Campus Address Home/Parent's Address Phone No. Phone No. Accident Do te - - - - - - - - - - - - - - - - - - Time of Acc iden t - - - - - - - - - a .m./p .m. Accident Location : (Course/Sec. /!31dg . & Room) Activity Student was Engaged in at Time of Accident Describe What Happened _________________________________ _ Injury-Describe the Type, Extent and Dody Port Involved Witnesses : Name/ Address Phone No. Medical Treatment- Was the Student Advised to Seek Medical Attention either at Olin or their personal physician? Yes__ No __ Did Student Refuse Medical Treatment? Yes __ No __ · Does the Student Acknowledge any Allergies/Conditions of which the Medical Facility should be Informed? __ _ Exp la in - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Transported to Medical Facility by: __ Olin Courtesy Car (dial 5-4510) __ Ambulance (dial Q11) __ Other - - - - - - - - - - - - - - - - - Response Time: - - - - - Minutes Medical Facility Rendering Treatment: __ Olin Health Center __ Other - - - - - - - - - - - - - - - - - Nome & Title of Person in Direct Charge at Time of Accident: ____________________ S igna tu re - - - - - - - - - - Department/College: - - - - - - - - - - - - - - - - - - - - - - - Department Administrator's Signature - - - - - - - - - - - - - - - - - - Date - - - - - - - - - Notify Safety Services of Accidents Requiring IMMEDIATE Investigation at J-5J60 or 5-2221 . 0·18817 Distribution: Vhlt•-1\Jsk Mgmt .. J72 Admln. Oldg. / YELLOV-D~t. of Public Sof~IV / G"EEM-O~t. Stock #140 256J ( ( ( ( ( Page: Date: 53.1 3-31-90 MOVING EXPENSES I. ELIGIBILITY Faculty (at the rank of instructor and above), academic, professional, and executive management staff who are either new or reassigned and are moving from outside a radius of 35 miles to the MSU work location. Reimbursement for actual moving expenses is not an entitlement; in all cases, it is an option to be agreed between the unit administrator(s) and the prospective faculty/staff member. II. AMOUNT Up to $5,000 with the recommendation and approval of chairpersons or directors and deans. Amounts exceeding $5,000 must be approved by the Provost (or designate) or the Vice President for Finance and Operations (or designate). A college/division may establish a more restrictive moving expense policy. III. PAYMENT A. Prior to processing a moving expense reimbursement, the department should process a new employee for payroll purposes. This includes providing the Payroll Depart~ent with a completed Form W-4 and a copy of the employee's social security card. All moving expenses must be charged to a general fund labor account or appropriate non-general fund account. The employee's department must complete an IRS Form 4782, Employee Moving Expense Information, which may be obtained from the Payroll Department (see sample of form on Page 53.4). This form should include all moving expense payments and reimbursements made to/for the employee. B. All moving expense payments must be submitted to the Payroll Department, 350 Administration Building. Current tax laws provide that moving expenses must be reported as compensation on the employee's Form W-2. c. Moving expenses should be processed in one of the two following ways, depending on the nature of the expenses: 1. Payment of moving expenses limited to moving household goods and personal items. If all of the following conditions are met, actual expenses incurred to move household goods and personal items should be submitted for payment on a direct payment voucher (when making payment directly to a moving company) or on a reimbursement voucher (when reimbursing the employee): ( ( ( ( ( ( ( ( Moving Expenses (continued) Page: 53.2 Date: 3-31-90 a. The moving expenses are incurred within one year from the date the individual begins working. b. The new MSU work location is at least 35 miles from the individual's former home. c. No other expenses, except the cost of storing and insuring household and personal effects for a sinqle consecutive 30-day-period. are included for payment. Expenses for a period greater than 30 days should be submitted on a yellow Additional Payments Form, along with any other moving-related expenses (discussed below). If the above conditions are not met, see section 2 below. Vouchers for payment are to be submitted to Payroll. Actual receipts and documentation for expenses, as well as Form 4782, must be attached. Payroll will mail the original copy of Form 4782 to the employee as provided by law. After review by Payroll, the voucher will be forwarded to Accounts Payable for processing. The payment will be sent directly to the payee. Moving expenses processed on a voucher will not have federal, state or FICA taxes withheld. Since reimbursements for moving expenses are reported as compensation and are not deductible on the Michigan individual tax return, the employee should be advised to consider adjusting her/his state tax withholding. 2. Payment of moving expenses other than moving household goods and personal items. Moving expenses other than moving household goods and personal items must be handled on a reimbursement basis. Reimbursement to the employee for these expenses must be paid on a yellow Additional Payments Form as a lump-sum payment. The earnings type "MOV" should be used for all moving expense reimbursements other than those for moving household goods and personal items. The payment form and IRS Form 4782 are to be submitted to the Payroll Department, 350 Administration Building. The payment to the employee will be issued with the next scheduled labor payroll. Actual receipts and documentation for reimbursements submitted on the payment form should be maintained by the department. The Payroll Department will mail the original copy of Form 4782 to the employee as provided by law. Moving Expenses (continued) Page: 53.3 Date: 3-31-90 Due to the uncertainty of the deductibility of moving expenses other than those for moving household goods and personal items, moving expenses processed on a yellow Additional Payments Form will be subject to withholding of income tax and FICA tax. Withholdings for federal tax, state tax and FICA tax will approximate 32%. If the employee's moving expenses are deductible and the employee itemizes expenses on IRS Form 1040, Schedule A, when filing her/his annual tax return, the employee may receive a refund of the federal tax withheld. Since some moving expenses are not deductible or may have limitations for tax purposes, the employee should be advised to check with a tax accountant, tax attorney, or to refer to the tax laws if such information is desired. D. If an employee is to be paid for moving expenses as described in C.1. and C.2. above, a voucher (with receipts and documentation) and a yellow Additional Payments Form should be submitted to the Payroll Department, along with the Form 4782. ( ( ( ( PAYROLL DEPARTMENT I. DETERMINING EMPLOYMENT STATUS - EMPLOYEE VERSUS INDEPENDENT CONTRACTOR A. Employee Page: 55.1 Date: 3-31-90 1. Every individual performing services for the University and compensated by the University is presumed to be an employee unless she/he can meet the criteria of independent contractor status (discussed in item I.,B.). Generally, every individual who performs services that are subject to the will and control of the University, as to both what must be done and how it must be done, is an employee. It does not matter that the University allows the employee considerable discretion and freedom of action, as long as the University has the legal riqht to control both the method and the result of the services. 2. University policy requires that the following workers be compensated as employees: a. Anyone teaching a course for credit. b. Generally, anyone teaching a noncredit course of more than five sessions during one term. session can be any length of time up to and including a full day.) (A c. Anyone currently employed by the University who performs additional services outside his/her regular job description (discussed in item v.,B.). d. Anyone currently enrolled as a University student. 3. The status of any worker not falling into one of the above categories must be evaluated based on the Internal Revenue Service common law rules for distinguishing between employees and independent contractors. B. Independent Contractors 1. The general rule of thumb is that an individual is an independent contractor if the University has the legal right to control or direct only the result of the work and not the means and methods of accomplishing the result. Generally, independent contractors hold themselves out in their own names as self-employed and make their services available to the public. 2. Examples of individuals who might meet the criteria for independent contractor status include: ( ( ( ( ( ( ( ( Payroll Department (continued) Page: 55.2 Date: 3-31-90 a. Guest performers or artists who otherwise are notaffiliated with the University. b. Guest speakers or guest lecturers brought to the University for very short durations because of their expertise. c. Individuals providing professional services, such as attorneys, accountants and other consultants. 3. See section 76 for instructions for processing independent contractors. 4. When the status of a worker cannot be determined from the above guidelines, contact the Payroll Department (355-5010) or Accounts Payable (355-0331) for guidance prior to the services . being performed. II. UNIVERSITY PAYROLLS A. Pay and Pay Dates 1. Academic and salaried nonacademic employees - Employees under these classifications are paid on a monthly payroll ending the last day of the month. Paychecks are distributed on the last working day of the month. 2. Graduate Assistants - Graduate assistants are paid on a monthly payroll ending on the 15th of the month. Paychecks are distributed on the 15th of the month or on the last working day before the 15th. 3. Hourly employees - Regular hourly employees and clerical-technical employees are paid on a biweekly payroll. Paychecks are distributed on the Friday following the pay period ending Sunday night. 4. student employees - student employees are paid in the same manner as hourly employees except that the student payroll date falls on alternate weeks. B. Information Required for Payroll Processing 1. Form W-4, Employee's Withholding Allowance Certificate a. Form W-4, Employee's Withholding Allowance Certificate, must be filed by every employee (see sample, page 55.18). Federal law requires that the employee complete the form in its entirety. If an employee does not complete a Form W-4, withholdings will be taken from tpe employee's earnings at the highest withholding rate (i.e., single marital status, zero exemptions). Payroll Department (continued) Page: 55.3 Date: 3-31-90 b. The employee must file a new Form W-4 each time the employee wishes to increase or decrease the number of exemptions claimed or to have additional amounts withheld per pay period. c. Forms W-4, as well as information ror determining withholding allowances, are available in the Payroll Department, Office of the Controller, 350 Administration Building. d. Employees wishing to file a Form CW-4, Withholding Certificate for City Income Tax, may do so in the Payroll Department (see sample, page 55.19). 2. Verification of Social Security Card Information All University employees must present a valid social security card at the time they are processed for employment in order to be paid. The University is required by federal law to pay its employees under the exact name and number that appear on the social security card. Because of this requirement, the Payroll Department cannot release an employee's paycheck until the information on the social security card has been verified. A military draft card is the only document that will be accepted in place of a social security card. 3. Nonresident Alien Employees a. Nonresident alien employees who are not students should present their visas in the Payroll Department to determine if they may be eligible for exemption from federal, state and/or FICA withholding taxes. b. Changes in residency status should be reported to the employing department and processed through the appropriate personnel office. The employee also should bring the appropriate documentation of change in residency status to the Payroll Department to change his/her tax withholding status. c. Optional Forms 1. Direct Deposit Authorization Regular employees and Graduate Assistants may have their paychecks directly deposited into personal checking or savings accounts by completing the Direct Deposit Authorization card (see sample, page 55.20). Employees who desire this service should also contact the financial institution and advise them that their paychecks are to be direct deposited. ( ( ( ( ( ( ( ( ( ( Payroll Department (continued) 2. U. s. Savings Bonds Page: 55.4 Date: 3-31-90 Payroll deductions for United States Savings Bonds are available at the request of the employee. Authorized payroll deduction cards must be signed by the employee and filed with the Payroll Department. 3 • Employees wishing to participate in employee benefit programs such as retirement, health, accident and life insurance, etc., should contact the Staff Benefits Office. D. Appointment and Hiring 1. Academic Appointments All academic appointments are processed through the Office of Planning and Budgets. Each academic employee is required to complete Form W-4 and to present a valid social security card for verification of name and social security number. social security number verification are not submitted by the department, the employee must complete this information in the Payroll Department, 350 Administration Building. Departments are requested to notify new staff members of this requirement. If Form W-4 and 2. Salaried Nonacademic and Hourly Employees All employees under these classifications are processed by the Personnel Department, where the required forms are completed and forwarded to the Payroll Department. 3 • Graduate Assistant Appointments All graduate assistants must be registered in order to hold an assistantship and be paid on the graduate assistant payroll. number verification are not submitted by the department, the employee must complete this information in the Payroll Department, 350 Administration Building. Departments are requested to notify riew graduate assistants of this requirement. If Form W-4 and social security · 4 • Student Employees a. All University students compensated for services rendered must be paid through the Payroll Department. Direct Payment Vouchers or other payment mechanisms should not be used. b. Departments are responsible for obtaining the completed Form W-4 and for verifying social security information and must submit the information to the Student Employment Office, Payroll Department (continued) Page: 55.5 Date: 3-31-90 together with the Student Employment Application, Form Z27D0010 (Stores stock order #140-2578). For further details on hiring student employees, see the Student Employment Manual prepared by the Student Employment Office. c. University student employees retain their student status between terms until the degree sought is obtained. E. Forms Required for Payroll Processing 1. Academic, Graduate Assistants, Salaried Nonacademic, and Clerical-Technical a. Payrolls are prepared automatically from appointment and personnel forms/reports. b. Departments are responsible for reconciling all employees' time. Any factors that would alter an employee's compensation, such as termination, leave without pay or ' days lost without pay, should be reported to the appropriate personnel office immediately. 2. Hourly Employees (excluding Clerical-Technical) a. Preprinted blue "Payroll Time Report" for Biweekly Labor Payroll (see sample, page 55.21). Employees who have been authorized by the Office of Personnel will appear on a preprinted Payroll time report. ,Enter an X in·the first column next to the name of each employee who is to be paid. Enter the number of hours worked for the pay period. Fractional hours are to be rounded to the nearest tenth of an hour. For example, 3 hours and 24 minutes should be recorded as 3.4 hours. If a one-time change is required, cross Review the other information printed for each employee. out incorrect data and write correct data above. Initial all changes. Permanent changes require filing a PAN form with the Office of Personnel. Items than can be changed. include: earnings type, rate of pay, account number, and department number. Draw a thick line through the information for each employee who is not to be paid for the pay period. Add the total number of hours, the total rates, and the number of employees to be paid. Enter these totals in the appropriate boxes. The time report must have the handwritten signature of the Unit Administrator or someone ( ( ( ( ( ( Payrol l Department (continued) Page: 55.6 Date : 3- 31 - 9 0 authorized to sign on all accounts listed on the time report . b. Blank blue "Labor Payroll Time Report" (see sample, page 55.22). A blank Labor Payroll Time Report may be used to pay employees who do not appear on the preprinted time reports and to pay unusual payments, e.g., late, overtime, and retroactive pay. To complete the blank Labor Payroll Time Report, enter the name and social security number of the employee, as well as other information per the instructions printed on the form. The name must be the same as it appears on the employee's social security card. Add the total number of hours, the total rates, and the number of employees to be paid. Enter these totals in the appropriate boxes. The time report must have the handwritten signature of the Unit Administrator or someone authorized to sign on all accounts listed on the time report. 3. Student Employees a. Preprinted green "Payroll Time Report" for Biweekiy Student Payroll (see sample, page 55.23). Students who have been authorized by the Student Employment Office will appear on a preprinted Payroll Time Report. Enter an "X" in the first column next to the name of each student who is to be paid. Enter the number of hours worked for the pay period. Fractional hours are to be rounded to the nearest tenth of an hour. For example, 3 hours and 24 minutes should be recorded as 3.4 hours. Review the other information printed for each student. Make changes where necessary and initial each change. Items that can be changed include: earnings type, rate of pay, account number, and department number. Draw a thick line through the information for each student who is not to be paid for the pay period. ( b. Blank green "Student Payroll Time Report" (see sample, page 55.24). This form may be used to pay student employees who do not appear on the preprinted time reports and to pay unusual payments, e.g., late and retroactive pay. To complete the blank Student Payroll Tim~ Repo~t, ente~ the name and social security number of the student (these must be the ( ( ( ( Payroll Department (continued) Page: Date: 55.7 3-31-90 same as they appear on the student's social security card), as well as all other information per the instructions printed on the form. If a student employee is new to the payroll, his/her student number should be entered in the last column of the time report. Add the total number of hours, the total rates, and the number of students to be paid. Enter these totals in the appropriate boxes. The time report must have the handwritten signature of the unit administrator or someone authorized to sign on all accounts listed on the time report. University student employees must be enrolled and attending classes to be eligible for payment. To ensure that students are enrolled, the time reports are compared to the Registrar's current enrollment records. Students who have gained employment by assuring the department they will enroll must enroll promptly or be terminated. F. Rate of Pay 1. Academic a. Rate of pay is determined from the appointment form. b. Rate changes are made on the basis of new appointment forms or "Change of Status Recommendation" forms and must be approved by the Provost and Board of Trustees. c. The forms are available in the Provost's Office. 2. Graduate Assistants a. Rate of pay is determined from the appointment form. b. Rate changes are made on the basis of an amended or new appointment form. c. The forms are available in the Provost's Office. 3. Salaried Nonacademic Employees - Rate of pay is approved and provided to the Payroll Department by Personnel. 4. Hourly Employe_es - Rate changes for hourly employees are approved by Personnel, Human Resource Systems, and forwarded to the Payroll Department. Time reports will not reflect a new rate until approved and processed by Personnel, Human Resource Systems. Payroll Department (continued) Page: 55.8 Date: 3-31-90 5. Student Employees - Job classification and grade level must be reported to the Student Employment Office using the "Student Employee Change of Status" form (see "Student Employment Manual" prepared by the Student Employment Office). G. Deadline for Submitting Payroll Information and Changes 1 . Time Reports a. Biweekly pay periods for hourly and student employees end on Sunday at midnight. Payroll time reports for hourly employees, excluding clerical technical, must be delivered to the Payroll Department by 10:00 a.m. the following Monday morning. When a short week occurs, specific instructions will be issued by the Payroll Department regarding the deadline. b. Time reports received after 10:00 a.m. on Monday will be held and processed with the next biweekly payroll. 2. Employment data information for salaried employees must be received in the appropriate personnel office on or before the 15th of the month in which the employee is to be paid in order for the Payroll Department to process the employee's check with the current payroll. 3. Employment data information for graduate assistants must be received in the Office of Planning and Budgets on or before the 1st of the month in which the employee is to be paid in order for the Payroll Department to process the employee's check with the current payroll. 4. Except for salary direct deposit authorizations, all changes in exemptions, payroll deductions and direct deposit authorizations must be processed according to the above dates to be effective with the current payroll. Salary direct deposit authorizations must be received in the Payroll Department by the 15th day of the month to be effective the following month. H. Distribution of Checks 1. Direct Deposit a. Salaried employees may have their checks directly deposited into their personal checking or savings account by completing a "Direct Deposit Authorization" form (see sample, page 55.20). This form may be completed at the Payroll Department, or at the MSU Credit Union for direct deposits at that institution. ( ( ( ( ( Payroll Department (continued) Page: 55.9 Date: 3-31-90 b. Checks for these employees will be deposited into their bank accounts on the morning of payday. The employee will receive a "Direct Deposit Notification" showing gross pay, itemized deductions and net pay deposited. c. Direct deposit may be discontinued if the Payroll Department has received the notice for salaried employees by the 15th day of the month and for hourly employees by the Monday preceding the paydate. d. Graduate Assistants and employees paid on the biweekly labor payroll may have their paychecks directly deposited into their personal checking or savings account by completing a "Direct Deposit Authorization" form. However, the financial institutions available for direct deposits are limited to eight (8) local banks. A listing of these banks is available in the Payroll Department. e. Direct deposit service currently is not available to employees paid on the biweekly student payroll. 2. Distribution to Departments a. Checks are picked up by the Campus Mail Service for delivery to the departments. b. Checks or Direct Deposit Notifications ~hould be handed directly to the payee or placed in sealed envelopes for delivery by a designated employee. c. Payroll checks that must be cancelled and rewritten due to any of the following reasons should be delivered immediately to the Payroll Department, 350 Administration Building: 1) Late termination. 2) Leave of absence without pay. 3) Too many hours submitted for a Student or Hourly employee. d. Payroll checks not delivered to employees within ten days should be returned to the Payroll Department with a memo indicating the reason why the employee did not receive the check. The Payroll Department will. attempt to locate the employee and deliver the check. I. Checks Not Distributed with Regular Payroll 1. Checks will be held in the Payroll Department and not distributed on payday for the following reasons: ( ( ( ( Payroll Department (continued) Page: 55.10 Date: 3-31-90 a. The Payroll Department has not received verification of the employee's social security number. b. The various personnel offices may have employees' checks held for the following: 1) The employee is not authorized to be paid on the submitted account number. 2) INS Form I-9 information has not been completed. 3) A student employee (including graduate assistants) is not currently enrolled. Note that student employees who were enrolled during Spring term and expect to be enrolled during Fall term may work Summer term without being enrolled. ( ( 2. When a paycheck is held, a "Hold Notice" is sent in lieu of the paycheck. The Hold Notice explains why the check was held and how the employee may obtain its release. J. Checks Not Prepared with Regular Payroll ( 1. A check may not be prepared due to the following reasons: a. Employment data for nonhourly employees was received in the appropriate personnel office after the processing deadline. b. Hourly or student employee time reports received after the processing deadline. c. Student employee was not registered for the current term or student authorization was not properly completed. d. Graduate assistant was not registered for the current term. 2. Once the required information and processing are completed, a petty cash check may be obtained per the guidelines below. K. Payroll Petty Cash Checks (Hand-Drawn Checks) 1. Petty Cash Checks - Employees failing to receive a check on the expected paydate may obtain a petty cash check for wages earned. An appointment form, approved personnel information, or authorized time report must be on file in the Payroll Department · before a petty cash ' check can be issued. Departments will be charged a $25.00 processing fee for all petty ( ( ( Payroll Department (continued) Page: 55.1 1 Date : 3-31- 9 9 cash checks. Because of required processing time, a petty cash check generally is available to an employee 24 hours after the request is received by the Payroll Department. L. Final Payments to Terminated Employees 1. Academic Employees a. When an employee terminates employment prior to the ending date of his/her appointment, the employing department must process the required documents for termination through the Office of Planning and Budgets. The Payroll Department is notified of terminations for academic employees by the Office of Planning and Budgets. To avoid an overpayment to the employee, the termination notification should be submitted in sufficient time to allow processing by the Office of Planning and Budgets and the Payroll Department. · b. Sailing Permits - All nonresident alien employees leaving the United States, except students on an "F" visa, must present a certificate of compliance ("sailing permit") at the place of departure from the United States. A letter from the chairperson of the employing department should be sent to the Payroll Department, stating that the employee is leaving the country, the date through which the employee is to be paid, and when the final paycheck is to be released. The Payroll Department will then prepare the final paycheck and sailing permit for pick-up by the employee or a representative from the employing department. 2. Non.academic Employees a. The employing department must submit a Personnel Information to be submitted with the Action Notice (PAN) form to the Nonacademic Personnel Office when an employee terminates employment. PAN form includes the last day worked, number of hours worked on the last day, effective date of termination, vacation balance, and any absences not reported on the most recent attendance report. The Payroll Department is notified of terminations by the Nonacademic Personnel Office. To avoid overpayment to the terminating employee, it is important that the PAN form be submitted in sufficient time to allow processing by the Nonacademic Personnel Office and the Payroll Department. b. Nonacademic Personnel should be notified by the employing department when a terminating employee requests a final paycheck prior to the scheduled pay date. Nonacademic Personnel will then notify ( ( ( ( Payroll Department (continued) Page: 55.12 Date: 3-31-9_0 the Payroll Department that a final paycheck has been requested. Any final paychecks released prior to the scheduled pay date should be picked up in the Payroll Department by a representative from the terminated employee's department. M. Record of Hours Worked Requirement 1. The Fair Labor Standards Act requires that a record of hours worked be maintained for all nonexempt employees. Faculty, specialists, and executive managers are exempt under the law. Professional and supervisory staff at the 12 level or above are treated as exempt employees. All other employees are nonexempt. 2 . The "Time Record" (see sample, page 55.25) is an appropriate record for all hourly employees including students. Other departmental records are acceptable, as long as they record hours worked on a daily basis. To meet the requirements of the Fair Labor Standards Act, departments must maintain time records of hours worked per day. To meet other tederal and state requirements, these daily records must be retained for seven years. The time reports sent to the Payroll Department do not contain daily time records. III. FICA WITHHOLDING INFORMATION A. Graduate assistantship stipends are not subject to FICA taxes. B. Student employees generally are not subject to FICA taxes. However, student employees who work during summer term and are not enrolled will have FICA taxes withheld from their wages. IV. CHANGES IN NAME AND/OR ADDRESS AND CORRECTION OF SOCIAL SECURITY NUMBER ERRORS A. Change of Name 1. Nonacademic Employees a. The name of an employee on the payroll records must be the same as the name indicated on the employee's social security card. b. Name changes must be processed through Personnel by the employee's department on the Personnel Action Notice (PAN). Name changes cannot be made on payroll records (including changes of name on preprinted time reports) until a copy of the changed social security card has been submitted to Personnel to change the employee's records. ( ( ( ( ( Payroll Department (continued) Page: 55.13 Date: 3-31-90 2. Academic - Academic personnel must communicate changes in name by an Address Information Notice (AIN) to the Academic Personnel Records Office. The AIN should be accompanied by three copies of the employee's social security card. The Academic Personnel Records Office will forward one copy of the social security card to the Payroll Department and one copy to the Office of Planning and Budgets to change the employee's name in these areas. 3. students - Students must make name changes at the Registrar's Office, 150 Administration Building. addition, a copy of the social security card with the corrected name must be sent to the Payroll Department. In 4. Graduate Assistants - Graduate assistants must make name changes at the Registrar's Office, 150 In addition, a copy of the Administration Building. social security card with the corrected name must be sent to the Payroll Department. 5. Changing Forms W-4 - Every employee who changes his/her name also must submit a new Form W-4, Employee's Withholding Allowance Certificate (see sample, page 55.18) and, if applicable, a Form CW-4, City Income Tax Withholding Certificate (see sample, page 55.19) to the Payroll Department. B. Change of Payroll Address 1. current Employees - Faculty and staff addresses are entered into the payroll system from the faculty/staff address system. The change should be made through the employee's department. The Personnel Action Notice (PAN) for nonacademic employees or the Address Information Notice (AIN) for academic employees should be used. Graduate assistant and student address changes should be made at the Registrar's Office, as they are entered into the payroll system from the Registrar's address system. 2. Terminated Employees - Terminated employees who wish to have their Form W-2 sent to an address other than the one on file at the time of termination should contact the Payroll Department to change the address to which the Form W-2 is to be sent. C. Correcting Errors in Social Security Number - If an error in a social security number is found on any earnings information from the University, the employee should take or send a copy of the social security card to the appropriate personnel office to have the number corrected. The employee also should send a copy to the ( ( ( ( ( Payroll Department (continued) Page: 55.14 Date: 3-31-90 Payroll Department so correction of the employee.' s earnings records can be made with the Social Security Administration. V. COMPENSATION FOR NONREGULAR ASSIGNMENTS OR DUTIES A. Overtime 1. Definition a. The Fair Labor Standards Act stipulates that nonexempt employees must be appropriately compensated for overtime hours worked. "Nonexempt employees" are all employees except faculty, specialists, executive management, and professional and supervisory staff at the 12 level or above. Overtime is earned when an employee works in excess of 40 hours in a standard work week. The standard work week is a 168-hour period which, for the University, generally starts at 12 midnight on Sunday and ends at 12 midnight on the following Sunday. However, some units of the University have established different work weeks. Such changes must be approved by the Controller. b. Hours worked in excess of a standard work day or week by a nonexempt employee should be approved in advance of the work being performed by completing Form co-pa-25a, Approval for Overtime Hours for Non-exempt Employees (Stores stock order #140- 2604; see sample, page 55.26). 2. Compensation a. Time Off 1) As a general policy, overtime hours are to be compensated by time off, if the equivalent time off can be mutually agreed on and the time off can be scheduled within the pay period. 2) If time off cannot be given on or before the last day of the current pay period, the employee must be paid for the overtime hours. b. Payment for Overtime Hours 1) Nonexempt employees (all ~mployees except faculty, specialist·s, executive managers, and professional and supervisory staff at the 12 level or above) who work in excess of 40 ·hours in a week must be compensated for overtime if time off is not scheduled within the pay period when the overtime was worked. For ( ( ( ( ( ( ( ( ( Payroll Department (continued) Page: 55.15 Date: 3-31-90 hourly, clerical-technical, and nonexempt salaried employees, overtime must be submitted on a blue labor payroll time report. page 55.22 for sample of Labor Payroll Time Report.) Hours reported on the Labor Payroll Time Reports must be actual hours worked and must be rounded to the nearest tenth of an hour. Do not increase by 50% the overtime hours worked by employees; the system automatically calculates a time-and-one-half payment. (See For student employees, overtime must be submitted on a green Student Payroll Time Report (see sample, page 55.24) using the STO earnings type and actual hours worked. 2) All Labor Payroll Time Reports and Student Payroll Time Reports should be submitted per the schedule outlined in item II.,G., Deadline for Submitting Payroll Information and Changes. 3) All blue and green Payroll Time Reports should be submitted to the Payroll Department on Wednesday of student pay week. 4) Labor Payroll Time Reports and Student Payroll Time Reports may be obtained from the Payroll Department. c. Rate of Payment 1) Hourly employees should be paid their regular rate. 2) The hourly rate for a person on an annual salary is determined by dividing the annual salary by 2,080 (40 hours for 52 weeks). 3) Approval of the Personnel Department is necessary when overtime is submitted for A-P employees classified at the 12 level or above. B. Compensation for Services Apart from Regular Work Assignments 1. Academic Employees - Every department paying individuals appointed in the academic personnel system for part-time work involving teaching or service activities in excess of load needs prior approval of the dean of the college. Deans should forward a yellow "Additional Payments" form (see sample, page 55.27) to pay overload to the Office of Planning and Budgets for processing. For details, consult the Office of Planning and B~dgets at 355- 9271. This type of pay is subject to the Board Payrol l Department (continued) Page: Date: 55 . 16 3-3 1-90 policy found under Overload Pay in the Faculty Handbook. 2. Nonacademic Employees a. Michigan State University employees performing services apart from their regular work assignments are considered University employees in such capacity. They may not be processed as independent contractors. b. The employee is at liberty to accept or reject without prejudice any work offered in excess of regular work assignments. c. To pay the employee for these services, a white "Special Payment Authorization" form (see sample, page 55.28) must be submitted to Nonacademic Personnel for approval. d. If approved by Nonacademic Personnel, services apart from regular work assignments may be compensated at a rate different from the employee's regular rate. However, nonexempt employees must be appropriately compensated when total hours worked are in excess of 40 hours in a standard work week. C. Military Pay 1. Regular, full-time employees who are ordered to temporary active duty for military training will be allowed fifteen (15) days leave of absence. The University will pay the difference between regular pay and military pay when the military pay is less. The military pay, which will be supplemented by .the University, is the base pay. The employee must present a copy of the pay voucher from the government to document the amount of military pay received. 2. Military pay will be deducted from regular pay as follows: a. Faculty - a copy of the military pay voucher should be forwarded to the Payroll Department. Payroll will determine the amount to be deducted. The military pay will be ·deducted from the next paycheck. b. A-P and C-T - a copy of the military pay voucher should be submitted to the Personnel Department. The Personnel Department will determine the amount to be deducted and will report the amount to the Payroll Department. The military pay will be deducted from the next paycheck. ( ( ( ( Payroll Department (continued) Page: 55.17 Date: 3-31-90 c. Hourly - a copy of the military pay voucher should be forwarded to the Payroll Department along with a blue Labor Payroll Time Report showing the military pay and using the earnings type, "MIL." The system will automatically deduct the amount of military pay from the employee's gross pay. D. Jury Duty 1. The University will pay the difference between the jury duty compensation and the regular University compensation. 2. The procedures for processing documented evidence of jury duty compensation are the same as for military pay. E. Court Witness Fees - Court witness fees paid to University employees must be deposited into account number 11-0739. A duplicate receipt is to be sent by the employing department to the Payroll Department, where the duplicate receipt will be placed in the employee's file. VI. SPECIAL HANDLING A late fee charge of $25.00 will be charged to departments when notices of personnel action result in the need for a hand-drawn check to pay employees on a timely basis. Notices of personnel action, for purposes of this policy, which could result in the late fee charge if received too late to meet payroll processing deadlines are defined as: academic or non-academic appointment forms; academic or non academic forms which increase the employee's gross pay; time reports for student and labor payrolls. ( ( ( Page: Date: 55.18 3-31-90 ( ( ( ( Page: Date: 55 . 19 3-31-90 CW-4 (MSU) EMPLOYEE'S WITHHOLDING CERTIFICATE FOR CITY INCOME TAX 1. Please type or print your name: Last, First, Middle 2. Taxing City PAYROLL USE ONLY Your Home Address 3. Social Security Number Student Number Tax Code City, State and Zip Code EXEMPTIONS: The number of exemption allowances you claim for state tax withholding will be used to determine the amount of city tax withheld. 4. PAYROLL Osa1arv TYPE 0Grad Asst Oother O CT / Labor Ostudent I certify that the information submitted on this certificate is true, correct and complete to the best of my knowledge and belief. b. Employee's Signature Date MICHIGAN STATE UNIVERSITY PAYROLL DEPARTMENT 350 Administration Building East Lansing, Ml 48824-1046 Fed. Tax ID# 38-6005984W State Tax ID# S69-0350502 MSU is an Afflrmatiw Action/ Equal Opportunity Employer 0 -17994 ( ( ( ( Page: Date : 55.20 3-31-90 PLEASE PRINT DIRECT DEPOSIT AUTHORIZATION CO-PA-42 "EFFECTIVE - - - - - - - I I I · I I • I I i I I · I I I I I I Check One: D Salary Soc. Sec. No. I I I Stu. No.IO IO I I • I Name I I I authorize Michigan State University to deposit the net amount of my regular payroll check to my account in: I I D Checking I I Is this a change in Financial Institution? Attach a Dapoait Tlckat to thla Direct Dapoait Authorization I I I I I D Graduate Assistant Account Number Including Dashes Name of Financial Institution D Bi-weekly I I I Firlt City 1.811 M.I. I I I I I I I I I I I I I I I D Summer School D Yes D No I I I I D Savings X Employee Signature Date MSU is an Affi,.,,,,._ Action/ Equal Oppo,trJnity Institution Michigan State University Printing I wish to discontinue deposit of my payroll check in: -----,.-=--,-.,....----------------- I I I I I I I I I I I I I I Name of Financial Institution D Checking D Savings I I I Account Number Including CUMS X Employee Signature Date 0 -18068 ( ( ( PLACE AN 'X'~EXT TO ALL EMF"' ' 0 ES TO BE PAID --- AGRIC ENGINEERING . 216 FARRALL AGR H ,....------ 'iALL E LANSING Ml · BIWEEKLY LABOR PA YROLL HOURLY POSITIVE REPORT! . ~ QUIRED Ml~GAN ST A TE U~VERSIT"- p A YROLL Tlf\ ~EPOI XI !~ ~i~~fe~~ #ii Beach• Sandy I EMPLOYEE NAME/ID NO. [~~~~~~~rngu~~n~~~I ~gu~~l~~~~f~gu~~ IRATE OF PAYI ~~~l c~~~s X. A . 44~-:-_44-444~---1 TX J_REG _j 40.0 · l - - - f - - - -+--~ - -- • • · Fir ,Douglas • X B 909-90-90~0 ,Ce ia e X c 303-30-3030 • I TX I REG I 80. 0 l...:::O~TP~1_!..!10~·~0 1---1---+----t---J---t-- KHED. ~ ~ 091 - - -- ACCT NO. DEPT l'jQ. 1 . 360 I 4.000-1 6.~1 u . 280 I I 115000 I 113181 I 115100 I 1u,10 . I 115000 I 113489 I 113000 I 11:wn - 57038 .. 57038 57634 570::J@ 'f.:i 8.0 1'' j.,.J~~,O. ~X REG 42.0 TX REG 20.0 TX REG 20.0 - -1 TX REG 20.0 • • I -- - 1 · ·- - ----------.-1--+---,---f------------_J'---- - - - ·--- t----1 l_-~~~--t-~~~~~~~i...:1.:.:::..::.:....--+....:.:.:.:-~------I -... u_.,._,.~ .. L ..... J .. ~-~~-- 6 . 750 115000 I - - - . ._ __ ,_ I 6 . 250 115000 712246 57038 I I - --- - - - - ---L -- - ·---·-·- ··- ••• 71334$ ••• 713054 ••• 712813 5703J J: 57410 0203~ ·--··-- ·· I ---1~-1-~-~---I ~.Q~Q 1 __ 1 _______ 1 _____ 1 __ ___ 1---·---~ 1 -.,,. 1 1 r - I 115100 - 11~31!,1,J2.s1ut : --i·-·--·1---41---"r--:---~'~,_--~--,------ f 4 "'lAI'\ f fCrv"!,.1"1. .,.._ ..... ,, . ·· ·""':'· -~: ....... 115009 6.250 4,DD~~- , I . r I I ! i I I , ·•• 1 I ·1 -· I l. 2. 3. ~. D 505-50-5050 Rose,Red ROSE.Red 505-50-5050 --· -·- -5~-~~.-oi :s~;~n 616-61-6161 5.< I X SCHMIOT Susan GI 616-61-6161 ,... -1 - - -1 - - ··x \" IX 6. 7. 8. SCHMIDT Susan HI 616-61-6161 Pine,Peter II 202-02-2020 '~iteiiKT1ei J u~ 4§ l fi189 COMMENTS I I T I I l I · 1 ··t··t·······················t•••t••••t••••••t••••t••••••t••••t••••••t•··········t···l········t······································ ....... ... .... I · -·-+· ·-··- ··- I ::·:: :: : : : : :E: :~:: :::: ::1: :::::: : : :; :;:; :.:: :::::: :: :: :: :: :: .... ································•······•····•······•····•······•···········~··· ········•················•••1•••··············· •.· .. ·.t~·_t~.· : ... ~ ...... __ ··~·~······•t•••t•••• ._ ___ I •••••• ··~·~t•• ·······~····~················ · - - ---1---· I---·-·+ -- - ·- l - - . , . . . : . . . . . •••••• ....... ····t······ I ............ a 10.0 • ••• • ••• R COLUMN TOTALS IP 308.0 s 64.34 10. INSTRUCTIONS: Review uch enlfy printed above. Only p,eprinted TX IP01ilive Timel on1rie1 aro allowed. Type or prent in ink . 1. If correct as prinled: enter an ·x· in the X column and enle, numbe, uf hou,s wo,ked. 2. 11 a one-lime change is required: enler an •x • in 1he X column, enter number ol hou11 worked, c1 oss out _ incorrect_ dale and w, ile corr eel data tabove. lni1ial 1111 changes. l . If a permanflnt change ls required adjUsl employee ' s PAN Form IRoguhul OR complcla • S1uden1 Employment Change ol Slatus Form IS1Uden1). Enter an ' X' in the X column, enter nunahet of hours wo1ked, cross out incor,c,CI da_u and w,ild co11ec1 data it1bovu. ln1h11I all changes. 4. U an en,ployoe should nol Lie paid. 00 NOT enter an')( ' in 1ho X column. Cross out employee nit1mc and rale of pay . Employ~e will not utcc1vo p.symo n l tor 1h11 enuy . If employee has 1,.uminatod, process a PAN Fo,nttRcguldd 01 complell! the 1u11nuu111on suc11on ol the Studenl Employment Application Form IS1udentl 10 c.Jelelc namu from fulure Pay,oll Time Rcporls . 5. 00 NOT use lh1s Imm 10 tepur I numl.le, ol l!our s wmktHJ on ,m 1tdd111onal account . Cmnplete a hit1ndw1 illcn oulry on a blank T ,me Re pot t lo, lhl! h o urs ch,u g c d to tho t1dd1honal it1c,;uun t. 8 . Add column and page totals . Do nol me ludo rate~ th11t hAve h c cn c,osscd oul . Obum auchoti,cd signature and deliver lo Payroll D1v1s1on, 350 Adm rn1suat1on Bldg. , rn • SEALED envelope . TOTAL NO. OF HOURS (add boxes P. Q, and RI TOTAL RATE OF PAY (from box SI 318.0 64. 34 l 1 ~, ALLOWABLE EARNINGS TYPES FOR STUDENT EMPLOYEES: sru PRO STO stw..lenl huu,ly etumnys sludl!nl p,oject pay ldo not enler hours ; enter amount in Rate of PayJ S1udent houdy ovellime lenter no . of hours worked; do nol change Rate of PayJ NO. OF 'X' LINES THIS flAGE ALLOWABLE EARNINGS TYPES FOR LABOR EMPLOYEES. REG - 1c9ulc1r houdy ea,n ings OTP · regular hou1ly overtime lenler no . ol hours worked. do not c hange Ra le ol Pay) -----·- -·- ····- -- - -· - · · ------- ' co, lily lh d t lh c 110.,c rcporlcd 11 hove represents a lruo s1a·1cmen l. II lhc empl u yoe is a Uudent employed und c 1 the W o rk Study prog,am. I i1 l so~1 t i ly lhal lhe work wasperlormed salislzc 011ty . \{}. S-!8'SS' . .. Pl _ .. -- .. ... ---- _________ 9 __ ,/;_7_ ______ ·····- ·---· --·--- / f ti_ . . , 11 ...... x - , -or, · ,.. ,,- .. , ~ fllf"'- r.AT r ri1t n l'1r H ,.--.. bj r4 §1 t-1 ;; 0 :::a '-../ t:Pd P> Ill rt GQ (D (D W Vl I lJ1 W · t--' N , I 1-' \0 0 ,,--- ---- Payroll Use Only ~ fsciio/NOI : ! iitiii Niiiii\ !iii fi9i l ~,~,- ---- -'EPT. !NAME ROOM NO. I BLDG. ~ ~ ~ "'h~rllGAN ST A TE u1'11IVER~1 1 Y LABOR PAYROLL TIME REPORT q~l'H$ USE THIS FORM TO: A . Report number of hours worked by an employ•• not included on the p,ep,lntad Tim• Report. IUH Tran Code TX for cu11en1 pay parlod houu.l B. Charge on oddl1ional accounl numberl1I during lhis pay period. IUH Tran Code TX .I II change 11 to be permanenl, adjust employH'I PAN Form and submit to Personnel Ruource Sy1tam1. C. Raporl hours worked bul nol reporlad In a prior pay.period. (Use Tran Coda LX lor Lala Pay.I 0. Reporl Iha number of hours worked and lhe DIFFERENCE belween lhe rate paid and Iha ra1e lhal should have bHn paid In e p,lor pay period. (UH Tran Code TX .I INSTRUCTIONS: Type or prinl in Ink. 1. Enter department name and addre11. 2. Complete an entry line for each employee uaing aocial aecurity number as 1.0. Two earnings 1ype1 may be uHd on one line ii both have the same Tran Code and Raia ol Pay. II an employee is to be paid from more than one account, complete an entry line showing hours to be charged to each account . For an LX tran1ac1ion, enter the Pay End Date for the pay period in Which the work was performed. 3. Cross oul all unused lines. i ' i TOT AL NO. OF HOURS (add boxes O illld RI TOTAL RATE OF PAY (from box SI ALLOWABLE EARNINGS TYPES: REG - OTP TSE - TSO CTO SOT RTH - SHD - regular hourly earnings regular hourly overtime tentet no. of hour s worked and normal hourly rate of payl theatrical s1age employees ' earnings lheatrical stage overtime lenter no. ol hours worked and no,mal hourly rate of payl CT overtime Center no. ol hours wotked and normal hourly rate of payt salary overtime (enter no. of hours worked and normal hourly rate of pay) retroactive pay increase Center no. of hour s worked and a m ount al inc:1ease in Rate ol shift differential lenter amounl of differential/hr. in Rate of Payl Payl NO. OF COMPLETED LINES THIS PAGE I CERTIFY THAT THE TIME REPORTED ABOVE REPRESENTS A TRUE STATEMENT . . I -~· I CJ 4 . Add column and page totals and obtain authorized signature. Enclose lhis time report w ith prep,inled Time Repor11 in a SEALED envelope and deliver 10 lhe Payroll Division, 350 Adminls1ra1 ion Bldg. X AUTHORIZED SIGNATURE PATI: PHONE # ,......_ tp t:""i c::: [rj '-" c, t-o Ill Ill rt OQ (D (D W Vl I Vl W · t-' N IN , ,o 0 ,...-- ~ - . ~,, .. t AN 'X' NEXT TO ALL EMPLOYEES TO OE PAID CONTROLLER 305 ADMINISTRATION BUILDING E LANSING Ml 48824 [mi_lfill ~~ 02 26/89 IPAY ~D DATE I ~ -~ BIWEEKLY STUOtNT PAYROLL HOURLY POSITIVE REPORTING REQUIRED MICHIGAN ST A IE UNlv1:AS1TY PAYROLL TIME REPORT X 1 .EMPLOYfl; N~(IO ~9: : [~~-~~~T~8u~fl§~:~1~~1~~r~~rlRATE Of PAV ADVANCE . CASH I TX I STU _..._ _______ .,...... __ i......,...+~--1-.--,t---;---;--1 Al36J507992 ~...-'.~-- . AUDIT , AUOijiY Pl~6960317 BANKS.ROBIN Cl37:l708721 · :1 P' IP~~ ITX ISTU ,. 4 . 000 239000 ; - - f - - - -+ - - 112532 239000 I I uu2 5 . 000 239000 I 112532 76200 lli=lOO --. I I ~~g. NO.I ~~T cf:.6s ACCT 0. oi:"PT NO. I 76200 COMMfNTS 1 , ~~ 0 6.000 ~~~ - TX I STU 239000 I q2:1a2 239000 I , 12632 I;·1t,•, l_-~Tµ,: KNOW, I DA fl 363923263 : DI =~~~i~~~,r.·,,)}ir1l;\:·(!::;:}~ili;:1i.t , I ;~~=2~~:~ ,: ::t:1rJ:1:,:~:If:r;i~tjf r r;~-~prl · • :· • ••• •••••• . ........... •••• 2ai009 I ~ ta!l•!J • ••••••• . ..•.•....•...•... , ..•.....•.••.•.... •••• •••••• ··t··t······················· ••• ••••• ,,.n,,rt,,,;_,,,,, ~-·· '"'' . ,, ... •••• , ..... ••••••••••• .... • ••••••• . ....... , ............................. ~:- •• •• ••••••••••••••••••••••• ••• •••• •••••• •••• • ••••• • •••••••••• • •• • ••••••• ··················~·················· ., .. •••••• .... ,,,, ... ., .. •••••••• ..... " ............. -~~ •••••• , • ··~·•n.r.• ··t·· ~ ............ ,.·.· ...... , ...... .... •••• ··-~·· ··r·· ••••••••••••••••••••••• • ••• • ••••• ••••••••••• .... • ••••••• ··················~·················· • ••• •••••• ••••••••••• • ••• •••••••• ··················~·················· , .. , .. ··i·' ~ .. , .. ,, .. ,.~····~~ .. , .. ~~· "'"' , ... •••••• ••Ill!'••••···· • • f 111 • ••••••• . .. , .... ~ .... , .... ~.~ ... ~ .... , ... ~.~ . .... ., .. ,. •Htt,••••• •••• • ....... !' ··············i•·~~·,··········•,,••• ., ,. tt~•t•U!••,,,,,,,,,f,• '" ·,~· •••••• ··r·· ••••••••••••••••••••••• ••• •••• •••••• •••• •••••• • •••••••••• •••• • ••••••• ··················~·················· •••• •••••• ••••••••••• f f f II •••••••• ··················~·················· •• •• ••••••••••••••••••••••• ••• •••• •••••• ~! ,~ tf ~· ~· • ~ ~, • • ?~t ~t' ,, n,,. ,,~,;,, ''-' t .,, ..... , ! , ,. r· ··~ ~ ·r •' •• r • , .. t., ~, ' .. ··r· ., '• 'f • •. , •• ,. • • ,. r .,.,.,,,,u,o, ~,,1····~" "'' ,,..,.,,, ••r,·t~· 0 • • , •~ · · · ·~ , • • ~~ • • ~-·t~··t~··,~«!t••·t····t······t····t······t·········,·t···1········t··················~······~·········~· s •••• ~ ...... '' .. . , .... •••• "'· ...... ., .. ~• ., ... ••• •••• •••••• •••• ••••••••••••••••••••••• ••• •••• •••••• ~ I 1oaop · : "T I I ------' I - : I •••• •••••• •••• • ••••• •••• •••••• •••• •••••• •••• •••••• •••• •••••• COLUMN TOTALS IP 76200 76200 1 , 000 a R I I INSlRUCJIONS: R•view e.ch enuv p,in1ed above. Onlv p,ep,in1ed TX 11'o&i11ve Timel enuiu ••e allowed. Tvpe 01 p,in1 In inll. I. II coue" u piinlect en1e, an 'X' in lhe X column and en1e1 numb•• "I how• wu1kull. 2.11 • one•1ime ch·ange ie 1equi1ect en1e, an 'X' in lhe X column, en••• num1>01 ol h.,..,. wu,kc". lifOII O•d iCSUlftfl !lt!t and w1i1• coueCI data abovt. lni1ial all change& . l . II a pe1manen1 · change i& ,equi,ect edjuu employee'• PAN fo1m 1Regula1I OR cumplo1e • S1ud,.,.I Emp1uvmon1 Chang• ol S1a1111 fo,m IS1uden1). En••• an 'X' in Iha X culumn. enla, number ol houu worked, s,011 O\fl iOf9!11SI 111ft and w1ila cou•<1 d••• ab,n,a. lnili•I •II changu. 4. II an employee &hould nol I>• paid: 00 NOT en••• an 'X' in lhe X column. c,on oul empll>~ae namo anCI u1e ol P•"f· Employee will no1 ,eceiv• paymenl lo, 1h•1 anuy. II ampl <-yoer o, hOUf I wo,11.ed on •n addiliooal .,,ouot. Compl••• • , ...... ,.._. ,11..:•• , ... .,, .... ,. 1.,1,-0111 I 1mu Ra1pu1 t to, lhe how, ,ha,ged 10 11'1• •dd11ion•I ,,,ounl . &, .... 1.1 ... , ....... ..... 1 ,, .. vu 1u1111h . Ou 001 ,ndu(je ••••• lhal h•v• b1•n ~,o,t.ed out. Obt•in .... inu"'"" •·wu-1u111 •11<1 dul•vo, 10 P,rr ol! Piv•11011. l~O Admi111111111011 lll<1g., 111 • SEAUO an .. nln nrt · AlLOWAllli iAHNINl.5 lll't:; fOH :;tul>ti.l lMPl0Wli$ SlU &IUIIOIII hOUlly ••lll•na• PRO STO &1udan1 ho,,., ~ avc11im~ lai1 1a, !lo. ol t,:,ure tv t:,1 h•d; d11 AQI ~henge l\ale ol P•rl &1ud1111 p,cj,~I p•r IJu 1101 . .. ,., .,,..., , ; on1a1 ""'ounl In Rel• ol Pavl NO. Of 'X' LINES THIS PAGE D AlLOWAlltf lARl~INCiS l' rt()Q I» I» WLn lJl I Vo>. l-'' N ·~ I.Cl 0 ,,-- ,,-- -- Payroll Use Only ~ I SCHEI). NO. I c : ~;if2x§~: N+MEfaesi'. §~§2.N&. J i ~io . if~~f~R : l~:~l.~8~~gJ~:~1~8G~E.r~ii~ e.ft~~v· NO. ~- locoo r--.. MIC ~N ST A TE ur STUDENl PAYROLL TIME REPORT :RSIT ,.-., c;) ~ tx1 z .._,, USE THIS FORM TO: A . Report number of hours worked by a student employee not included on the preprinted Time Reporl. (Use Tran Code TX for current pay period hours.I Include student number in lasl column. B. Charge an additional account number(sl during this pay period. (Use Tran Code TX .I In 'addition, process a Student Employment Change of Status Form. C . Report hours worked but not reported in a prior pay period. tUse Tran Code LX .for late Pay.) 0. Report the number of hours worked and the DIFFERENCE between the rate paid and the rate that should have been paid in a prior pay period. (Use Tran Code TX .I INSTRUCTIONS: Type or print in ink. 1. Enter department name and add,ess. 2. Complete an entry line for each employee using social security number as 1.0. Enter student number in the last column. Two earnings types may be used on one line if both have the same Tran Code and Rate of Pay. If an employee is to be paid from more than one account, complete an entry line showing hours to be charged to each account. For an LX transaction, enter the Pay End Date for the pay period in which the work was performed. ! g ii TOT AL NO. OF HOURS (add boxes Q and Rl I _ l NO. OF COMPLETED LINES THIS PAGE C ] TOTAL RATE OF PAY (from box S) ALLOWABLE EARNINGS TYPES: STU - student hourly ea,nings PRO - student project pay ldo not enter hours; enter amount in Rate of Pay) STO - student hourly overtime tenter no. of hours worked and normal hourly rate of pay) RET - retroactive pay increase tenter no. of hours worked and amount of increase in Rate of Pay) I certify that the time reported above repre:.ents a true statement. If the employee is a student employed under the Work Study program, I also cerlify that the work was performed satisfactorily. 3. Cross out all unused I ines. 4. Add column and page totals and obtain authorized signature. Enclose th i s time ,eport with preprinted Payroll Time Reports in a SEALED envelope and deliver to the Payroll Division, 3l>O Administration Bldg. X A4TH9fll;!gl ~l(J~A fl.JR!; PAH1 PHQNfi ~ d'U Ill Ill rt 'JQ CD CD L,..) lJl lJl I L,..) . ,-..N I +:' \0 0 ,,---. ,,---. ,,---. TIME RECORD ~ MICHIGAN ST, UNIVERSITY ~ ~ Deportment ______ __ ____ ____________ _ Timekeeper _ ____ _ ________ _ Account No. ___ ___ ____ _ __ __ __ _ Pay Period From _ __________ ___ _ Time Certl 1e "f" d by Deportment Heo or d foreman 19 ' inclusive • 19 - - to ------==:::;:· MAN OR STUDENT NUMBER NAME OF EMPLOYEE FIRST WEEK SECOND WEEK 1 lostl lfirstl linilioll Mon. Tues. Wed . Thur . Fri. Sot. Sun. Mon. Tues . Wed . Thur . Fr i. Sot. Sun. TOTAL TIME RATE AMOUNT c:: .g j -E' I Q. 8- ~ .a C: .g <> ~ ~ ·.-:: "' § :i: ~ fii •!!! :::> ~ ~ 6 - - -- t:I '1:1 Ill Ill rt 'JQ (I) (I) Lv VJ I VJ Lv. t-' N I VJ I..O o · - - - · Stock Order # 140-2730 Form No. C O- pa-25a Page : Date : 55.26 3-31-90 APPROVAL FOR OVERTIME HOURS FOR NON-EXEMPT EMPLOYEES Michigan State University Nome of Emp loy e e - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - ( Soc ial Security No . - - - - - - - - - - - - - Date(s} overtime will be in cu r r ed - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - ( ( ( ( Estimated number of overtime hou r s - - - - - - - Compensation for overt ime 0 Pay D Time off { Reason fo r ov e r t im e - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - S ign a t u r e - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Unit Administrator ar Supervisor Signature - - - -- - - - - - - - - - - - - - - - - - - - - - - - - Emp1ovee Date Date Mon . Tue . Wed. Thu . F r i. Sat. Sun. Total Rec ord of Overtime Dote Overtime hou r s Compensation T ime off (ind icate dates and hours) - - - - - - - - - - - - - - - - - - - - - - - - - Pay (ind icate date paid and hours} INSTRUCTIONS: 1. Each department is responsible for maintaining a record of overtime hours earned and when and how compensated. This record must be retained for 3 years. 2. Overtime must be approved in advance by unit administrator, or supervisor on a weekly basis en- ding with Sunday. 3. Complete a separate form for each employee, including student employees. 4. Overtime hours worked must be recorded daily. 5. Compensation for overtime should be determined by the supervisor or unit administrator. 6. When an employee is to be paid for overtime hours, process a payroll overtime card with the next regular bi -weekly payroll. Overtime hours only should be reported on the payroll overtime card . 7. Employees should sign this form to indicate that they understand how compensation will be given. 0-1 4467 MSU is an Affirmative Action/ Equal Opportunity Institution Stock Order # 140-2604 ,_~ .----- PA YRvLl USE ONLY SCHEDULE NO. ,,,----- Db , . NAME ROOM NO . BLDG . ,,-- po.I L:J ,.,---.._, ~ ~ , MICHIGAN STATE UNIVERSITY ADDITIONAL PAYMENTS FORM EMPLOYEE NAME/ SOC. SEC. NO. PAY END DATE EARN TYPE NO.OF HOURS RATE OF PAY JOB CLASS ACCT . NO. DEPT . NO . COMMENTS/APPROVALS ' ALLOWABLE EARNINGS TYPES: MIS - Miscellaneous MOV- Moving Expense Reimb. OLD - Faculty Overload OVA- Overseas living Allow. OVI - Overseas Increment PAR - Prizes and Awards SHF - Shift Differ. -Salary ,....._ ~ rt rt 0 ~ '-" Total No. of Hours I Total Rate of Pay I No. of Payments This Page D d :-a Ill Ill rt JQ CD CD Wl/1 I V1 Lu • 1-'N I -..J ~ 0 Authorized Signature Oalt• Phon e # Column Totals Use this form to report additional types of payments not reported on Time Reports. INSTRUCTIONS: 1. Enter Department Name and Address. 2. Complete an entry line for each payment. In the PAY END DA TE column, enter the pay period end date to which the payment applies. Enter an EARN TYPE from the list at the right. It is not necessary to enter time for these earnings types . Enter the amount to· be paid in the RA TE OF PAY column. 3. Cross out all unused lines. 4. Add Column and page totals. Obtain authorized signature Send to appropriate offices for additional approval if necessary . Form will be forwarded to the Payroll Division, 350 Admin . Bldg 0 ·1lt/!ill MIOiI~ STATE ~IVERSITY SPECIAL PAYMeIT AUTI-mIZATI~ FCR-1 Page : Date : 55 . 28 3-31-90 ....-----+Jayro 11 Use o, 1 v - - -....... Sched __ Pay Cyc l_e __ Batch Pay Period End Date - - - EMPLOYEE NAME: _ _____________ e-t=>LOYEE IO flO.: r ~'.OYING DEPARTMENT: _________ _____ _ __ _ .RTMENT Fe.A v.HIOi SERVICE WAS PERR:ff,iEO: _ ___ ___ ____ ___ ______ _ a:J+Oi UNIT CCOE: _____ _ DEPARTMENT ACCOJNT TO BE OiARGED: DATE( S) ~K WAS PERR:ff,iED: _ _ ___ _ J""°-"IT TO BE PAID (Shaw calculation): LI..ITlJ SUn Payrrent: $ : MOUrly Payment: No. of Hours* X Hourly Rate$ * Enter nurt>er of actual hours worked over 40 hours per week. = Total Gross $ _____ _ TYPE CF SPECIAL PAYMENT: Earn ~ Description Special Project Pay SPP VA::> Vacation Payoff HRP Higher-Rated Job Pay ( REASCN Fe.A PA~: Earn ~ Description AP 12 and Aoove Overtirre (straight tirre) /:4f'O MIS Miscellaneous SOT Salary Overtime (tirre and a half) ,._,y IN) °"TE ( I / I f I I I , , ·1 I I I A I RATE CF PAY [ - y'.:al Jlal~I (>'I,)] ~ ~ I I .. ' ' - I I I I I __ I ....... _._, ...... ,_.__. 1.c.ari>lete the .entry line using the end date of the pay period in l'lf'licn the pa)1T&'lt is to be rrede. Ent.er the ~ropriate earnings type fran the list ab:>ve. 2.Enter the rurber of hours worked and the actual rate of pay. Do not adjust rate for overtirre payn-ents. If the paynent is a luii, sun arrcuit, leave l'UoeER CF ~s blank and enter the am:iunt in RATE CF PAY. 3.Enter the accxu,t rurber to be charged and the corresponding five digit department l"'llll'tler. 4.ctJtain OEPAR'TM:NTAL ~IZATI~ and forward to Perscniel Rescurce Systems, 140 Nisbet Building. -------=-------- PERSC:U,,EL USE OILY --------==--==---=-== - - - - - - - - - - - - - - - -~ DATE: ~""'LOYEE RATE/SALARY: \ .CENT e-FLOYED: __ _ TER-iINATIOI DATE: TITLE: __________ LEVEL: ___ ____ _ RETIREMENT DATE: _____ _ ~L '4PF'FCNAL: ____________ __ _ __ _ _ DATE: _______ _ TRAVEL REGULATIONS TABLE OF CONTENTS I. GENERAL POLICY . II. DOMESTIC TRAVEL A. General Information B. Authorization C. Transportation D. Lodging E. Reimbursement III. LOCAL TRAVEL A. General Information B. Authorization C. Reimbursement IV . FOREIGN TRAVEL A. General Information B. Authorization C. Transportation D. Reimbursement E. Travel Vouchers F. Source of Funds for Foreign Travel G. All-University Research Funds H. Officers in International Organizations I . Special Foreign Travel Fund . . . . . . V. OTHER INFORMATION A. B. C. D. E. Travel Advances Travel Vouchers . Report of Out-of - State Travel Insurance . . . . . . . . . Travel under Contract, Gift and Grant Funds . . . Page: Date : 70 . 1 3-31-90 . . . 70. 1.1 70 . II .1 70. II . 1 70. II . 2 70 . II . 6 70. II. 7 70.III.1 70 . III.1 70 . III.1 70.IV . 1 70 . IV . 1 70 . IV . 1 70.IV.1 70 . IV.2 70 . IV.3 70 . IV.4 70 . IV . 5 70 . IV . 6 70.V.1 70.V.5 70. V. 7 70 . V.8 70. V .11 VI . APPENDICES Reimbursement Chart . . . . . . . . . . . . Federal Key Cities - Meal Per Diem In-State Mileage Chart Out-of-State Mileage Chart Travel Authorization Form Travel Vouchers (Foreign Travel) Pocket Guide (Selected Travel Policies and Procedures) 70. VI.1 70 . VI.2 70 . VI.3 70 . VI. 5 70.VI.7 70.VI.8 70. VI.10 f ( ( ( ( Travel Regulations (continued) I . GENERAL POLICY A. General Policy Page: Date: 70.I . l 3-31-90 Travel by University personnel should be in support of a specific program of instruction, research or public service, or more general programs of professional improvement or University operations. Decisions regarding the use of travel funds will be made by the individual units of the University. Travel regulations and reimbursement rates apply to all University travel regardless of source of funds. When travel is funded by a grant or contract, the use of travel funds will be governed by the more restrictive of either grant, contract or University policies. B. Eligibility All employees, persons who are invited to the University or who are asked to travel for the University, graduate students and undergraduate students employed by the University or representing the University in intercollegiate athletics, scholastic or music competitions and other sanctioned University events are eligible to travel . Exceptions must be approved in advance by the Office of Planning and Budgets. C. Limitations and Exceptions 1. All travel must be authorized or approved in advance of departure. Each traveler must have a separate authorization. 2. The administrator responsible for the funds must sign the authorization part of the Travel Voucher in advance of the travel. 3. Foreign travel authorizations must be approved by the Office of Contract and Grant Administration if the travel is funded by a grant or contract under account numbers 61-0000 through 61-9999 and 71-0000 through 71-5999. 4 . Exceptions to the travel regulations must be authorized by the Office of Planning and Budgets in consultation with the Controller's Office. 5. University personnel returning from foreign or out-of-state travel are required to fill in the Report on Out-of-State Travel portion of the Travel Voucher. 6. Reimbursement is generally limited to actual cost of business related expenses, except for mileage and per diem meals. 7 . Sabbatical leave travel can be approved if a travel plan related to the sabbatical leave assignment is submitted. 8. University employees are responsible for travel costs for both domestic and foreign travel and must request reimbursement via ( ( ( Travel Regulations (continued) Page : Date: 70 . I. 2 3-31-90 the Travel Voucher using original receipts. Airfare for non University personnel may be prepaid on a Direct Payment Voucher . 9. Conference fees should be paid in advance where possible on a Direct Payment Voucher. The conference application and payment form should accompany the voucher. D. University Travel Office The MSU Travel Program is designed to provide improved service to faculty and staff who travel on University business while simultaneously reducing costs. The travel office coordinates the Corporate Card program and works closely with the Preferred Travel Agency. MSU travelers are encouraged to contact the office, located in 390 Administration Building, 353-4882, with questions or concerns about the program. Travelers with questions about travel expense documentation or reimbursement should contact Accounts Payable at 355-0343. E. American Express Corporate Card Faculty and Administrative Professionals who are expected to travel at least once per year on behalf of the University and earn a minimum annual salary of $15,000, are eligible to apply for a Corporate Card . Clerical Technical employees who have traveled at least twice during the past fiscal year on behalf of the University and would be expected to travel at least twice per year in the future, are eligible to apply for a Corporate Card. Applications are available in the University Travel Office, 390 Administration Building. F . Preferred Travel .Agency Spartan Travel, Inc., has been selected as the Preferred Travel Agency for Michigan State University . While not mandatory, the units are encouraged to use this single agency which can guarantee the lowest available airfare will be offered the traveler. Air Travel Reports are available monthly to assist the University and unit administrators in managing their travel dollars. The MSU Corporate "pod" is located at 3032 Lake Lansing Road, East Lansing, 353-9898. ( ( ( ( ( ( Travel Regulations (continued) II. DOMESTIC TRAVEL A. General Information Page: Date : 70.II . l 3-31-90 1 . In-state travel is defined to include travel for which the destination is outside the local area but within the state of Michigan. 2 . Out-of-state travel is travel for which the destination is outside the state of Michigan but within the United States, including Alaska , Guam, Hawaii, Puerto Rico, the U. S. Virgin Islands, Canada or Mexico . For U.S. government supported projects, Canada and Mexico may or may not be considered foreign travel, as determined by the grant limitations . 3. Student Field Trips - see the Manual of Business Procedures, Section 25 . 4 . Conference fees should be paid in advance where possible on a direct payment voucher. The conference application and payment form should accompany the voucher. B. Authorization 1 . Before departure, the travel authorization part of the Travel Voucher should be submitted to and approved by someone administratively senior to the traveler. The form provides evidence that the traveler is on University business and may be critical in the event of an insurance claim, worker's compensation claim or other litigation. These forms are available from General Stores, stock nwnber 140-2786 . 2 . If reimbursement is requested, the form must·be signed by a person responsible for the account being charged. 3 . For persons who travel in-state on a regular basis for the same purpose which is within the prescribed scope of their duties or. when several related in-state trips are to be made by the same person during a short period of time, it is not necessary to prepare an authorization for each trip. following procedures are prescribed: In instances as those noted above , the a . An authorization form or letter outlining the reasons for and extent of the authorization of the trips should be completed and kept on file in the departmental office before departure to docwnent that the traveler is on University business . b . Whenever reimbursement is requested, the authorization portion of the Travel Voucher must be completed with the appropriate approval. 4 . Non-University personnel invited to the University or asked to travel for the University need to have this part of the Travel Voucher filled out before reimbursement is requested. These indiv{duals are not covered by the University Travel Accident Insurance policy (see page 70 . V. 9 for details). Travel Regulat i ons (continued) C. Transportation 1 . Common Carrier Page: Date : 70. II . 2 3-31 - 90 a . When choosing a common carrier, time enroute should be a factor. b . Plane fare must be at economy, coach, or tourist class rates unless the traveler certifies on the Travel Voucher that such classes were not available . c . Taxi or limousine services incurred in connection with authorized travel by common carrier are reimbursable. Taxi expenses are allowable for travel related to business . For example, taxis between hotel and airport are allowable; taxis from hotel to a restaurant to eat a meal, or taxis for sight-seeing trips are not allowable. d. When travel is by ship or rail, the fare may not exceed the cost of the lowest available airfare. Sleeping car accommodations are limited to berth or roomette. 2 . Preferred Travel Agency Air Policies a . Travelers will be provided the lowest fare within two (2) hours of the requested arrival or departure time. If arrivals within this two hour "window" are not available, an alternative schedule will be offered to provide maximum cost savings with minimum time i nconvenience for the traveler . b . Lowest a i rfare for travel is defined as travel in coach , economy, or tourist class, unless the preferred agency certifies that such classes were not available . Subject to prior approval by the dean, separately reporting director, or equivalent level or above University official , a less than first class fare , other than coach/economy/tourist, may be selected for continuing flights , ex ceeding five (5) hours, to destinations outside the contiguous United States. c . Travelers not accepting the lowest airfare will have such refusals coded according to their "reasons" for such refusal (see Discount Refusal Codes listed below). The agency will document all lowest airfare offers and refusals in the passenger name record (PNR) for inclusion in the monthly Air Travel Report for the University . d . ' Employees are not required to accept 100% nonrefundable airfares as a condition for meeting the lowest fares and refusals to accept flights on which the lowest fares are completely nonrefundable will not be considered as coded refusals for management reporting purposes . e .- University travelers will be offered the lowest airfare on , departures from Lansing , Detroit, and Grand Rapids (or any major commercial airports within 100 miles of their primary ·office or residence). Refusals to accept flights from other than the nearest airport will not be considered as coded refusals for_ ( ( ( ( ( Tr ave l Regulations ( continued) Page : Date : 70 . II . 3 3-31-90 management control. reported to provide planning . However, the lower fare will be separately information that may be helpful for other f . If the lowest airfare is capacity controlled and not available at the time of reservation , the travel manager will waitlist the traveler for the flight and will note this waitlist on the invoice/itinerary . The agency will contact the carrier to see if the waitlist has cleared prior to departure, and will advise the traveler . g . To maintain eligibility for travel advances, reservations may be t i cketed no more than 45 days prior to departure, unless recommended by the preferred agency to obtain the lowest fare . The University Travel Office will be notified by the preferred agency of all recommendations. h . Travelers may travel on weekends, utilizing excursion fares, if the cost savings for the fare exceeds the additional lodging and per diem costs . This must be documented on the Travel Voucher . i . When changes in travel plans require either cancellation or revision of airline tickets, the preferred travel agency is to be notified immediately so that alternate arrangements can be made . Changes to flight reservations while en route, which do not require airfare changes, may be made directly with the participating airline. University traveler must use the agency-provided toll-free telephone reservations number (printed on the traveler's itinerary) for either domestic or international travel in order to ensure complete travel management reporting . If a fare change is required , however , the j. Unused tickets or flight coupons (partial use of an itinerary ) should be returned immediately to the travel agency for refund to be processed. The traveler should retain the Passenger Receipt Card for documentation of the unused ticket and the refund process . The Passenger Receipt Card should then be attached to the travel reimbursement voucher . k. When prepaid tickets for non-MSU employees are not picked up at the airport counter, the sponsoring University employee should notify the preferred travel agency within forty-eight ( 48 ) hours. The preferred travel ageney will then request authority to refund the prepared ticket advice (PTA) from the issuing airline and process the refund. Prepaid ticket service charges are NOT refundable from the airline . 1 . MSU departments may establish an account with the preferred travel agency for non-MSU persons traveling on behalf of the University . This will enable the department to make the travel arrangements for the traveler and have the . tickets delivered to the MSU department office . The department can FEDERAL EXPRESS the tickets directly to the non-MSU person by using the MSU Federal Express number and save substantial dollars for the unit budget . ( ( ( ( Travel Regulations ( continued) Page : Date : 70. II. 4 3-31- 90 m. University employees are responsible for travel costs for both domestic and foreign travel and must request reimbursement via the travel reimbursement voucher using original receipts. Airfare for non-University personnel may be prepaid on a Direct Payment Voucher . n . Monthly Air Travel Reports from the preferred travel agency are forwarded to unit administrators to analyze travel costs for their unit. Discount Refusal Codes are listed on these reports as information for the unit administrator to analyze lost savings and as information to the Travel Office in determining needs of the travelers. These codes are as follows: DISCOUNT REFUSAL CODES A. B. C. D. E. F. G. H. I . J . K. L. M. N. 0 . P. Q. R. T. U. V. W. X. Y. Z. AIRLINE PREFERENCE FLIGHT TIMES INCONVENIENT TO SCHEDULE DIRECT FLIGHT PREFERRED TO USING CONNECTING FLIGHTS FREQUENT FLIER CARRIER PREFERENCE CONTRACT FARE REFUSED USING CERTIFICATE TO UPGRADE SEATING TRAVELER REQUESTS SEATING UPGRADE CANCELLATION/CHANGE PENALTIES ARE RESTRICTIVE ADVANCE PURCHASE REQUIREMENTS ARE RESTRICTIVE TICKET EXCHANGE (may result in overstated savings/understated lost savings) (NO CERTIFICATE) (Lower fare is applicable, but restrictions may apply) U . S . FLAG CARRIER REQUIRED BY CONTRACT ROUTING REQUIRED FOR LOWER FARE WOULD RESULT IN EXCESSIVE DELAYS (Lower fare is applicable, but flights are capacity controlled) TRAVELER CONFIRMED ON ALTERNATE FLIGHT BUT WAITLISTED FOR LOWER FARE CARRIER WILL NOT ACCEPT WAITLIST ON FLIGHT (Lower fare is applicable for travel from alternate gateway city) COST DIFFERENCE BETWEEN CITY WITH THE LOWEST APPLICABLE FARE AND THE PASSENGER'S CHOSEN DEPARTURE GATEWAY IS $50 OR LESS PASSENGER DECLINED THE OPTION TO DESTINATION ALTERNATE/SECONDARY AIRPORT INFORMATION REPORTING CODES CONVENTION RATE/CONTRACT FARE/SENIOR CITIZEN FARE/OR FARE BROKEN AT INTERMEDIATE STOP (LOWER FARE THAN LOWEST PUBLISHED THROUGH FARE - WILL RESULT IN OVERSTATED SAVINGS/UNDERSTATED LOST SAVINGS ) (Lowest fare city - to be used when reporting codes "O" or "P") DETROIT/WAYNE METROPOLITAN AIRPORT GRAND RAPIDS KENT COUNTY AIRPORT LANSING CAPITAL CITY AIRPORT (Business and personal travel is mixed on itinerary) FOR BUSINESS- ONLY ITINERARY, FARE WOULD HAVE BEEN GREATER FOR BUSINESS-ONLY ITINERARY, FARE WOULD HAVE BEEN LOWER AMERICAN EXPRESS CORPORATE CARD USED FOR TRAVEL PURCHASE LOWEST FARE ACCEPTED TRAVEL PURCHASE CHARGED TO DEPARTMENTAL ACCOUNT - NON-MSU ONLY 3 . Private Car a . Reimbursement for transportation by private car is generally authorized only : 1) When common carrier services are not available without undue loss of time . 2) When two or more persons are eligible for similar authorized travel and their riding together would mean a savings to the University. Employees should be encouraged to drive together on authorized travel. 3) When use of a car will permit the traveler to perform his/her duties more effectively. 4) When it will cost the University no more than common carrier . ( ( Travel Regulations ( continued ) Page : Date: 70 . II. 5 3-31-90 5) When the use of a private vehicle will not require the traveler to be away from his/her duties for a substantially l onge r per i od than travel by common carrier. b . Expenses for gasoline, repairs, towing, etc. are included in the mi leage allowance. Expenses for parking, storage, tolls-and fer ri es are separately reimbursable . See Reimbursement Chart ( page 70 . VI . l) for mileage . 4 . Rented Vehicles a . Unde r certain circwnstances, the use of a rental car may be necessary. Many rental car agencies will give a discount or offer " specials" to employees for either personal or business travel upon presentation of University identification. Rental cars should be economy class whenever they are available. b . The Collision Damage Waiver (CDW) or Loss Damage Waiver ( LOW) is not reimbursable by the University. Employees have two options for coverage while driving rental automobiles. Their personal automobile insurance policy may include CDW or LOW coverage when rent i ng automobiles or they may utilize the rental agencies under contract with the Big Ten which include this coverage in their rate . Refer to the latest memorandwn to Deans,. Directors , Chairpersons, referring to the Big Ten contract for rental vehicles for details. While visitors who are reimbursed for automobile rentals should be encouraged to use the available options , they are excluded from this policy. 5 . Preferred Travel Agency Car Rental Policies a. Travelers will be offered car rental reservations at discounted c orporate or specially-negotiated rates. b . Rental cars should be economy class , when available . c . Rental cars will be confirmed through the preferred travel agency reservation system and confirmation information will be printed on the travel itinerary. The preferred agency will provide the traveler with the name of the rental agency, pick-up date, pick-up city, and confirmation nwnber for the rental. d . When traveling by rental car , car rental co·sts and· time constraints should be considered. 6 . University-owned Vehicles a . Travel over 500 miles one way must be approved in advance by the Office of Planning and Budgets. Within the limits of availability and the time limits outlined above, University-owned vehicles may be used for any authorized travel. University-owned vehicles may not be used by student clubs , student organizations, non University groups , or by employees engaged in private consulting. Travel Regulations (c ontinued ) b . Procedures Page: Date : 70. II . 6 3-31-90 1) 2) If the vehicle is a departmental vehicle and the trip is local or is short enough so that no request will be made for subsistence, approval for travel may be handled by "signing out" and "signing in" in a record book in the department office . Voucher form should be completed . If a request for subsistence will be made, the Travel If a Motor Pool vehicle is requested, the completed authorization part of the Travel Voucher serves as a vehicle It does not, request as well as authorization for the trip . however, guarantee that a vehicle will be available. Priority decisions with respect to vehicle requests will be made by the Manager of Automotive Services. c . For further information on Motor Pool policies , see Section 245 of the Manual of Business Procedures. 7 . Charter Air Service Charter air service may be authorized when it reduces travel costs and travel time. This must be documented on the Travel Voucher. 8 . Private Plane Reimbursement will be made on the basis of personal car mileage or commercial airfare; whichever is less . D. Lodging 1 . General Information a . Lodging rooms should be single rate with hotel or motel original receipt. b . If two or more MSU travelers share a room, request individual room receipts, if available. If not , submit the reimbursement vouchers together for processing. c . If the other occupant(s) who shares a room is not an employee , request the single rate be noted on the receipt. 2. Preferred Travel Agency Hotel Policies a. Travelers will be offered the lowest rack rates for all lodging reservations. In addition, the preferred travel agency will use corporate, consortium, or University-negotiated discounts, where appropriate, in order to obtain any available lower r a te for a standard room at a requested property . b . Travelers not requesting a .specific lodging property and travelers who may request a specific property which is not available for their desired travel dates will be offered at least two (2) choices of hotels, by either comparative cost or by requested location (e.g. near airport , convention center, downtown, etc.). ( l ( ( Travel Regulations (c ontinued) Page : Date: 70.II.7 3-31-90 c . When obtaining lodging reservations for the University traveler , the preferred travel agency will provide the traveler with the hotel address, telephone number , per diem rate, and reservation confirmation number. d . University travelers will be offered VIP Traveler Profile Forms in order to notify the preferred travel agency of travel preferences. The preferred travel agency will then be required to maintain all information, including travelers' hotel preferences, in a computer-stored personal account record (PAR). e . Room guarantees and deposits, not required by hotel policy, will only be made at the request of the University traveler and will be the responsibility of the traveler . The University will not be liable for any financial arrangements made for individual travelers. f . Cancellations for lodging reservations will be the responsibility of the traveler . For their own protection when cancelling guaranteed reservations, the traveler should make note of the name of the person through whom the cancellation was made. E . Reimbursement 1 . Travel reimbursements will be based on travel by the usual direct route for the authorized mode of travel . a less direct route or more expensive mode of travel than authorized, bearing the extra costs him/herself, these plans should be noted on a separate sheet attached to the Travel Voucher (Stores stock number 140 - 2786) . Additional cost resulting from stops for personal reasons will not be reimbursed . If the traveler plans to use 2 . Claims for reimbursement of expenses incurred with.the use of University vehicles must be supported by receipts. 3 . Original receipts and original ticket stubs are required for r eimbursement of all travel expenses except as noted on page 70.VI.l (Reimbursement Chart) . 4 . The following persons are eligible for reimbursement : a . Employees of the University. b . Persons who are invited to the University (for lectures , consulting, recruiting, etc.) or who are asked to travel for the University. Meals and lodging furnished to guests in the local area and charged to University accounts must be furnished by on campus facilities when available. c . Graduate students. University general funds may not be used for travel to collect data primarily for theses and/ or dissertations. d. Undergraduate students employed by the University or representing the University in intercollegiate athletics, scholastic or music competitions and other sanctioned University events. ( ( Tr av e l Regulations ( continued) Page : Date : 70 . II . 8 3 -3 1-90 5. Rates of Reimbursement See Reimbursement Chart ( page 70.VI.1) for rates of reimbursement and listing of receipts required. The unit administrator may authorize an amount less than full reimbursement. 6. Reimbursement for Nonrefundable Air Tickets a . b . c. d . If an employee is unable to travel because of illness on the dates originally ticketed, the airlines will usually refund the cost of the ticket upon request when accompanied with a written statement from a physician. If an employee had an illness within his/her immediate family (spouse or children) on the dates originally ticketed, the employee is eligible for departmental reimbursement. If an employee had a death in his/her family on the dates originally ticketed, MSU will follow the Personnel Policies and Procedures Manual Funeral Policy , Page F-21, to determine whether the employee is eligible for departmental reimbursement. If the Unit Administrator requests the employee to be performing other duties on the dates originally ticketed, the employee is eligible for departmental reimbursement . Travel Regulations (continued) III . LOCAL TRAVEL A. General Information Page: Date: 70 . III.l 3-31-90 Local travel is travel within the home community of the traveler's residence or place of employment exclusive of on-campus travel. B. Authorization 1. If University business requires an employee or University representative to travel extensively and repeatedly in the local area, and if no University vehicle is available for such travel, reimbursement for expenses related to transportation may be authorized . A letter outlining the reasons for and the extent of such authorization should be filed with Accounts Payable. Local travel letters are approved by the dean or vice president and must be renewed each fiscal year. 2 . An authorization form or recording of the trip should be completed and kept on file in the departmental office before departure to ensure that the traveler is on University business. a vehicle has been assigned, the most common procedure is for the traveler to "sign out" and "sign in" in a record book in the departmental office. In departments to which C . Reimbursement 1. On-campus travel is not reimbursable. 2 . Local travel is not normally reimbursable. Exceptions are: a . Meals . Reimbursement will not be made for meals taken in the local area, except when attendance at a meal is necessary for participation in a conference or meeting. Reasons for the exception must be stated when requesting reimbursement. Receipts are required in all instances . b . Lodging. No reimbursement will be made for lodging in the local area . However, employees whose home offices are elsewhere in the state are eligible for reimbursement for meals and lodging in the East Lansing area . facilities when available. It is expected that they will use on-campus ( ( Travel Regulations (continued) IV . FOREIGN TRAVEL A. General Information Page: 70.IV.l Date : 3-31-90 1 . Foreign travel includes travel for which the destination is outside the United States . The United~tates is defined to include Alaska, Hawaii, Puerto Rico, Guam, the U. S. Virgin Islands, Canada and Mexico . 2 . For travel supported by contracts and grants, the funding agreement must be examined for the definition of foreign travel. Travel from t he point of origin and return is considered part of foreign travel. 3 . University employees are responsible for travel costs for both domestic and foreign travel and must request reimbursement via the Travel Voucher using original receipts. Airfare for non-University personnel may be prepaid on a Direct Payment Voucher. 4 . Conference fees should be paid in advance where possible on a Direct Payment Voucher. The conference application and payment form should accompany the voucher. B. Authorization Authorization forms and policies for foreign travel are the same as in Domest i c Travel . In addition, foreign travel authorization forms must be approved by the Dean or Vice President. Any foreign travel to be charged to contracts or grants under account numbers 61-0000 through 61-9999 and 71-0000 through 71-5999 must be approved by the Office of Contract and Grant Administration. C. Transportation 1. Grants and contracts supported by the U.S. Government require that travel be on American Flag carriers by the most direct and expeditious route and at less than first class rates. For all other funding sources, subject to prior approval by the dean, separately-reporting director, or equivalent level or above University official, a less than first class fare, other than economy, coach or tourist class , may be selected for continuing flights exceeding five (5) hours to destinations outside the area contiguous to the United States . 2 . When travel is by ship, the fare may not exceed the cost of the lowest available airfare as authorized by the most direct and expeditious route . Per diem is not payable on board ship wh~re meals and lodging are included in the fare . D. Reimbursement 1 . Reimbursement for lodging and subsistence will be made on a per diem basis in accordance with the U.S . Department of State rates. 2. The per diem allowance in lieu of actual expenses includes all charges for meals, lodging, personal use of room during daytime, baths, all fees and tips to wait staff, porters, baggage handlers, bell staff , hotel maids, dining room stewards and others on vessels, telegrams and ( ( ( Travel Regulations (continued) Page: Date: 70.IV.2 3-31-90 telephone calls reserving hotel accommodations, laundry, cleaning and pressing of clothing, fans and fires in rooms, and transportation between places of lodging or business and places where meals are taken . The term "lodging" does not include accommodations on airplanes, trains, or steamers, and these expenses are not subsistence expenses . Per diem is the maximum daily allowance. 3 . Receipts for lodging must be secured to verify lodging expenditures. 4 . Per diem is computed on a daily basis with the day divided into four quarters. They are: midnight to 6:00 a.m., 6:00 a.m. to noon, noon to 6 : 00 p.m., and 6:00 p.m. to midnight. 5. The per diem allowance is considered to be one-half for "lodging" and one-half for "non-lodging" costs. Per diem will be authorized on a "flat - rate" basis. Times of departure and arrival must be listed in order to compute the allowable amount of per diem. 6 . The international rate is used for the time enroute to foreign It is also used for travel between foreign locations destinations . when the total time enroute exceeds a full quarter. This rate is $6 . 00 per day . Foreign countries are assigned a daily rate by the U. S. Department of State, subject to review and change every month. This information is available in the Office of Contract and Grant Administration. 7. When a staff member leaves his home on a foreign assignment, the international per diem rate is effective as of the beginning of the quarter of the day on which he leaves. This rate continues through the end of the quarter of a day in which he arrives at a location where he will remain for at least the next full quarter. 8. The rate in effect at the beginning of a quarter applies through the end of the quarter in which a change takes place. 9 . When either meals or lodging are furnished without charge, the per diem claim should be reduced by 50 percent. This applies to "in country" not "international" per diem. 10 . If a staff member travels by an indirect route for personal reasons, per diem will normally be paid only for the time it would take to travel by the most direct route. E. Travel Vouchers 1 . A sample Travel Voucher for foreign travel is included in the Appendix, pages 70.VI.8 and 70.VI.9. Please note, if more than one account number is to be charged, the various costs claimed should be marked, e.g . using an asterisk, to indicate the appropriate account . 2. In case of indirect routing for personal reasons, the extra transportation costs will be at the traveler;s expense and the additional time should be charged as vacation. ( ( ( ( Travel Regulations (continued) Page: 70.IV.3 Date: 3-31-90 3. All original airline ticket stubs must be attached to the reimbursement voucher. Ticket stubs are necessary to provide audit documentation. attached to the Travel Voucher, along with any documentation available for verifying expenses. Any foreign currency exchange rate used should be noted. Itemized original receipts for lodging should also be 4 . Taxi expenses are allowable for travel related to business. For example, taxis between hotel and airport are allowable; taxis from hotel to a restaurant to eat a meal, or taxis for sight-seeing trips are not allowable. 5 . Dates and times of departure and the amount claimed for per diem. correct quarter-day allocation. arrival should be listed across from This is necessary to establish the F . Source of Funds for Foreign Travel 1 . Travel related to overseas projects of the University. Such travel is authorized, arranged and supported through the Office of International Studies and Programs. 2 . Travel by faculty members to participate as officers in international organizations. Applications for support from this fund should be addressed to the Dean of International Studies and Programs . 3 . Travel supported by the International Centers and Institutes. The International Centers and Institutes may support a limited amount of foreign travel if it is essential to their operation. 4 . Travel to participate in international meetings or to do research in foreign areas. Applications for support from this fund should be addressed to the Dea~ of International Studies and Programs. 5. Travel supported by contracts, gifts or grants from outside agencies . Reimbursement may be made for necessary foreign travel from contract , gift or grant funds provided that the agreements by which the University has accepted the funds cover such travel and that such travel does not interfere with the performance of the normal duties of the traveler. 6 . Travel supported by All - University Research grants. Foreign travel may be supported by an All-University Research project to the extent that f oreign travel was included in the project application and approved by the All-University Research Committee. 7 . Travel supported by cost-of-education allowances . With justification , the cost-of-education allowance which has been allocated to a college or department may be used to support foreign travel by faculty or graduate students . Cost-of-education allowances are usually designated for underwriting costs and improving the quality of graduate education rather than for the benefit of an individual. They should not be used for foreign travel unless the unit has sufficient funds to meet other more urgent needs related to graduate programs. Travel Regulations (continued) Page: Date: 70 . IV.4 3 - 31-90 8 . Travel related to teaching courses in foreign areas . Such courses are normally in one of the following categories: a . Courses supported by outside agencies. Travel related to such courses is essentially the same as travel supported by gifts, grants or contracts . b . Courses taught through the Lifelong Education Programs: 1) 2) 3) If the revenues from off-campus credit courses in foreign areas are credited to the general fund , the corresponding expenditures for travel and teaching may be charged to the general fund . If the revenues from off-campus courses in foreign areas are credited to a revolving fund, as is normally the case for non credit offerings, the corresponding expenditures must be carried by the revolving fund. If the students, or an outside agency, underwrite "Courses abroad" taught by MSU faculty primarily for MSU s t udents. the cost of transporting the course to a foreign area and providing the necessary physical facilities, the regular salary of the instructor may be paid from the general fund. In addition , the University may provide operational funds to the extent that such funds would have been required had the course been taught on campus . The net cost to the , University should not be greater than if the course were taught on campus. 9 . Travel by persons invited to the University or asked to travel for the Univers i ty may be supported by the general fund or other appropriate funds . Meals and lodging furnished to such guests while in the local a r ea and charged to University accounts must be furnished by on-campus facilit i es if available . G. All -University Research Funds 1 . Funds made available under the All-University Research grants may be used to inc lude foreign travel subject to the administration of such funds as indicated below. 2 . Faculty wishing to use All-University Research funds to cover travel costs wil l be expected to apply, in addition, for such international funds as may be available from off-campus sour.ces such as foundations and government agencies. 3 . The appl i cation for international travel funds which is to be supported by an All-University Research grant should include information on points to which the individual will travel, and the research which will b~ conducted at each point . Reimbursement will be limited to round-trip tourist fare , for MSU faculty members only, and for most direct routing, unless exceptions are made by the dean. In many instances there will be insufficient funds under All - University Research grants to cover the total transportation cost. The balance, ( ( ( ( Travel Regulations (c ontinued) Page: Date : 70.IV.5 3-31-90 additional travel costs, as well as other ·costs, are to be borne by the faculty member or other approved sources . 4. The All-University Research Project involving international travel is to be carefully screened by the respective unit administrator and the dean of the college before submission of the application to the Vice President for Research Development and Graduate Studies. With the approval of the Office of Research Development and Graduate Studies, the grant will be given a project number and an account number, which should be noted on the travel application request . H. Officers in International Or~anizations 1 . Policy a . The review of applications for international travel for faculty members who are officers of international organizations will be primarily focused on professional benefits which are expected to accrue to the faculty member and to the prestige of the University as a result of participation in such organizations. Participation in such organizations is to be construed as an integral aspect of the career and work assignments of the faculty member. b . Preference will be given to faculty members w~o hold officership in international organizations which are wholly or primarily academic in orientation and which are well established or have good prospects of being permanently established . c . Reimbursement for the above purpose will be limited to part or all of the round-trip tourist fare for MSU faculty members only. All other costs are to be borne by the faculty member or the organization of which he / she is an officer . Approval of any one request for funds for international travel will not prejudice a request for additional trips during the tenure of office of a faculty member. trip per year will be considered. It is assumed, however, that no more than one 2 . Procedure a . Faculty members who apply for international travel funds under the above policy will be expected to supply the following information : 1) Information about the international organization such as name, purposes, date of establishment, membership, publications , sources of financial support of the organization and such other information as will provide understanding of the work of the organization. 2) Length of time the applicant has been a member of the organization, the nature of his / her participation before becoming an officer and the duties of the office which he / she holds. Travel Regulations (continued) Page: Date : 70 . IV . 6 3-31-907 3) Certification that the organization is unable to finance the travel or that there are no other known sources of support available to bear the travel costs for participation in the meeting(s) of the organization. 4) Certification by the unit administrator and the dean that participation in the organization is in the best interest of the faculty member and the University. b . Applications for travel for faculty members who are officers in international organizations will be reviewed by the same committee as prescribed for the Special Foreign Travel Fund . I . Special Foreign Travel Fund (SFTF) (Effective June 1988) 1. Purposes - The SFTF is meant to: a . Be a source of funds to assist faculty travel to international professional meetings and congress~s; b . Supplement departmental and/or college funds available to faculty; and c . Serve to equalize MSU units' ability to support international travel by their faculty . 2 . Policies Governing the SFTF a . All MSU faculty are eligible for SFTF support . However, high priority will be given to faculty appointed in the tenure s y stem . b . An individual may not receive two separate SFTF awards within a 24 - month period. c . SFTF support is for faculty attendance at international congresses and meetings held outside the United States . d . Normally, SFTF support may be used for air transportation expenses from Lansing only. related meeting costs . It cannot be used for per diem and e . The SFTF is intended to be a source of last resort . Applicants are thus urged to first explore and secure support from other sources whenever possible, such as departmental or college funds ; .NSF or NIH grant monies, other grant monies , foundations, and/o r personal resources . f . The SFTF is intended to be supplemental in nature . Normally , departments and colleges must match part or all of the SFTF gran t made to a faculty member . Grant funds dedicated to travel costs can be used for matching SFTF grants . Onl y funds allocated to offset travel costs will be considered as being matching monies - that is, funds allocated for conference fees and subsistence costs cannot be used to match SFTF grants . ( ( ( ( ( ( ( ( Travel Regulations ( continued) Page: Date: 70.IV.7 3-31-90 g. h . SFTF support may not be sought for retroactive reimbursement of travel expenses. If two or more faculty members from the same department or major academic unit apply for support to attend the same meeting, the maximum award will generally be no more than the full round trip cost for one person, to be split among the individuals in a manner recommended by the relevant unit administrator. i . Complete applications will be reviewed three times each calendar in February, June and October. The deadlines for year : submitting completed applications are: February 1, June 1, and October 1. The review and rating committee will review applications by the 15th of each of the applicable months. Applicants will be notified as to the decision made by the last day of each of these applicable months. j . A SFTF review committee will review eligible applications. This committee consists of the Dean of International Studies and Programs, or his designee, one other Dean, a representative of the Provost's Office and a representative of the Vice President for Research and Graduate Studies . k . The Dean of International Studies and Programs, or designee, will use the advice of the review committee to make final decisions on award recipients and levels of funding. 1 . The Dean of International Studies and Programs, or designee , will notify applicants, their Chairpersons or Directors, and Deans of the decisions made and provide information on procedures for using the award to those who received them. m. Individuals who rece,ive a SFTF award are requested to submit a brief report of their travel and international meeting experience on returning to MSU. 3 . Procedures a . Interested faculty should obtain an up-to-date application form from the Office of the Dean of International Studies and Programs . b . The application should be filled out and signed. c . The filled-out application form should be submitted to the Dean of International Studies and Programs by the appropriate deadline with the following supporting documents: 1) A letter of recommendation from Department Chairperson and an endorsement from the Dean of the appropriate College . These should indicate the financial commitment the units will make to match part or all of the potential SFTF award . 2) A copy of the invitation to the Conference/Congress and/or letter accepting the paper to be presented at the Trav el Regulat i ons ( continued) Page : Date : 70 . I V. 8 3 - 31-90 Conference/ Congress, which indicates the lev el and t ype of partic i pation . d . Applications are reviewed three times each year . The three deadlines for submitting applications are: February 1, June 1 , and October 1 . Unless dictated by early deadlines for responding to meeting organizers , applications for SFTF support should be submitted as follows : 1) Applications for meetings in March through June should be submitted by the February 1 deadline; 2) Applications for meetings in July through October should be submitted by the June 1 deadline; and 3) Applications for meetings in November through February should be submitted by the October 1 deadline. ( ( ( ( Travel Regulations (continued) V . OTHER INFORMATION A . Travel Advances 1. General Information Page : Date: 70 . V . l 3-31-90 Regular Faculty, Academic staff and Administrative Professionals of Michigan State University who are expected to travel annually on behalf of the University and earn a salary of more than $15,000 are eligible to be considered for an American Express Corporate Card. Clerical-Technical employees who earn a minimwn annual salary of $15 , 000, have traveled at least twice during the past fiscal year on behalf of the University and would be expected to travel at least twice per year in the future a r e eligible to apply for a corporate card . Use of this corporate card by the employee will eliminate the need for most travel advances. Information on how to obtain a card may be received from the Travel Office, 390 Administration Building, 353-4882. Travel advances cannot be obtained by one person to cover multiple individuals' expenses. 2 . Graduate Students and Emplovees Not Eli~ible for a Corporate Card a . Graduate students and all employees not eligible for the American Express Corporate Card are' eligible for a travel advance . b . The minimwn amount allowed for a travel advance for eligible travelers is $350. A lesser amount can be obtained ONLY if reimbursable expenses on the Travel Voucher will be $350 or more . If the travel authorization section of the Travel Voucher limits reimbursement on expenditures to less than $350 , the traveler is not eligible for a travel advance . Accounts are monitored for misuse of the $350 minimum. Misuse can result in loss of the privilege of obtaining travel advances. The minimwn amount for a graduate student is $50. c . No advance (domestic or international) will be issued to a In cases where transportation reservations are traveler more than 35 days prior to the departure date on the Travel Voucher. made through the "preferred travel agency" and payment is required more than 35 days in advance of the trip to insure that the reservations are at the lowest possible fare , an exception to the 35-day limit will be granted with prior approval of the Travel Office. d . The amount of each advance is to be determined by the unit administrator . The advance is to cover reimbursable travel costs and should not exceed estimated expenditures . Any limitations on the reimbursement amount must be set by the unit prior to issuance of an advance . e . No advance will be made for travel to be charged against an agency account (account numbers 31-3500 through 31-4999). Travel Regulations ( continued) Page : Date : 70 . V. 2 3-31-90 f . When a trip is cancelled for any reason , the travel advance must If the trip is rescheduled , a new Travel be repaid immediately. Voucher and advance must be issued. g. NO ADVANCE WILL BE ISSUED TO A TRAVELER HAVING AN EXISTING PAST DUE ADVANCE. EXPRESS CORPORATE CARD REVOKED WILL NOT BE ELIGIBLE FOR AN ADVANCE. FURTHERMORE, ANY TRAVELER WHO HAS HAD THEIR AMERICAN 3 . Undergraduate Students and Non-MSU Personnel Eligibility a . Undergraduate students on approved travel are not eligible for travel advances. An exception is made when a faculty or staff member is willing to be responsible for the advance. The facult y or staff member must accompany the student to the Cashier's Office and request the exception. For more information see item 5. ,d. below. b. Non-Michigan State University personnel (visiting professors , visiting research associates, community volunteers , etc .) on approved travel are eligible for advances when reimbursable travel expenses are expected to exceed $350 and the request is for at least $350. The nonemployee must pick up the advance in person. When the person is not available to pick up the advance , a faculty or staff member ~ay request an advance in their name for the nonemployee. The faculty or staff member will be held responsible for the repayment of the advance . In all cases in which an advance is not repaid and becomes uncollectable, the unit administrator's signature guarantees repayment from departmental funds . Delinquent advances may be reported to a credit bureau and assigned to an external agency for collection. c . Independent contractors conducting business with Michigan State University are not eligible for travel advances. d . No advance will be issued to cover conference registration fees when the registration fees are the only reimbursable expenditure . Conference fees may be paid by Direct Payment Voucher (see page 70 . I .2, item I . ,C. , 9 . ). e . Advances wi-1"1 not be issued for stipends , honorariums or consulting fees . 4. Employees Who are Eligible for a Corporate Card a . Travel advances will be issued to employees who are eligible for the American Express Corporate Card to cover airfare only , when it exceeds $350, under the following two conditions: \ 1) !fan airline reservation is made 45 days or less prior to the departure date of the trip and the resultant charge for the airfare to the employee ' s corporate card requires repayment ( ( Travel Regulations ( continued) Page: Date: 70 . V.3 3-31 - 90 prior to reimbursement, then the traveler may requ·est a travel advance . 2) If the "preferred travel agency" acknowledges a need to make an airline reservation more than 45 days prior to the departure date of the trip and the resultant charge for the airfare to the employee's corporate card requires repayment prior to reimbursement, then the traveler may request a travel advance . Under both conditions, the traveler is required to bring a copy of the Travel Voucher and the American Express Corporate Card statement to the Travel Office for approval. No advance will be made more than 20 days after the traveler's return date. For travelers who receive a corporate card statement under these conditions prior to making the trip, advances will be given to avoid delinquency . b . If the authorized travel is international and it can reasonably be assumed that dependence on the American Express Corporate Card will not meet the traveler's needs, then a request for a travel advance may be made. MSU travelers on extended foreign travel who do not expect to return home before the American Express Corporate bill is received will be eligible for a travel advance. A trayel advance may be obtained no more than 7 days prior to departure. The minimum advance, based on estimated reimbursable nontransportation expenses, is $350. c . If the employee is eligible and has applied for the American Express Corporate Card and the card has not yet been received, a minimum advance of $350 may be requested and will be treated as described under item V. ,A. ,2 . ,b above . 5 . Obtaining an Advance a . Travel advances may be obtained by presenting the signed original (white) and goldenrod copies of the University Travel Voucher with the authorization section completed to the Travel Advance Section of the Cashier's Office, 110 Administration Building . Office hours are 8 : 15 a.m. to 4:15 p.m. Monday through Friday , phone 355-5025. Graduate assistants also need to present appointment papers . The social security number or student number of the traveler is required on the authorization part of the Travel Voucher . b . Faculty , staff or graduate students requesting an advance must do so in person. No third-party advances will be issued unless the traveler is away from the East Lansing area through the departure date . In this case, the advance will be issued as a check made payable to the traveler only and will require their endorsement prior to deposit . c . A non - interest bearing promissory note will be issued for each advance by the Travel Advance Section . This note specifies the repayment date . When the traveler is away from the East Lansing Travel Regulations ( continued) Page: Date : 70.V.4 3-31-90 area and requests an additional advance, the original authorization must be presented again to the Travel Advance Section and signed for the employee by the unit administrator . d . If an advance is requested for approved undergraduate student travel, the authorization part of the Travel Voucher must be prepared in the name of the student(s) and a faculty or staff member responsible for the student(s). The promissory no t e will be issued to the faculty or staff member who may then cash it and distribute it to the student(s). The faculty or staff member will be held responsible for the repayment of the advance. e . Advances may be received in either of the following two ways : 1) Cash - the promissory note may be exchanged for cash in the Cashier's Office. other than the traveler, it will be issued by check only . If exchange of the note is done by a person 2) Check - the promissory note for any amount over $200 may exchanged for a cashier's check in the Cashier's Office . check may be made co-payable to a third party when, for example, it is to be delivered to a travel agency. be This 6 . Repayment of an Advance a . All travel advances are due no later than 30 days after the date the trip is completed (return date). Due dates may be e xte nded for an additional 30 days upon approval of a written request submitted to the Travel Advance Office prior to the original due date . b . If a travel advance is not paid by the due date, the amount will be deducted from the employee's payroll or stipend check . If pay ro ll or stipend deductions become excessive for a traveler , loss of the travel advance privilege may result. c . The unit administrator's signature guarantees repayment of a travel advance from departmental funds if the appropriate vo uchers are not submitted . The advance will remain as an obligation of the traveler until the completed Travel Voucher is submitted . d . All payments must be made to the Travel Advance Section . If made in person , the traveler will receive a validated receipt . 7 . Graduate Fellow Advance a . A Graduate Fellow advance is available for graduate students going overseas to collect data for their doctoral dissertations under grants and contracts administered by MSU. of travel is usually six months to one y ear . The adv ance will provide operating , funds for such items as travel expenses, data collection expenses, assistant fees , clerical assistance, etc ., whose costs are reimbursable under grants or contracts . The amount of the advance will normally be equal to three months estimated reimbursable expenditures where it is possible to mail In general , the period ( ( ( Tr avel Regulations ( continued) Page: Date : 70 . V . 5 3-31-90 replenishment vouchers back to MSU campus. The repayment date of In cases the advance will be 30 days after the return to campus . where a Fellow extends his / her travel en route to campus, the advance will be due 45 days from the departure date from the research location . b . Requests for the advance should be in letter form addressed to the Director of Contract and Grant Administration. The letter should contain the following information: 1) Name and social security number of the Graduate Fellow 2) Dates of departure and return 3) Research location 4) Grant or contract account, account name, account number 5) Amount of estimated expenditures per month by type of expenditure 6) Amount of advance requested 7) Requested payment date 8) Signature of unit administrator c . After approval , the advance may be obtained from the Cashier' s Office by the Graduate Fellow . B . Travel Vouchers 1 . Voucher Forms a . If reimbursement is requested, travel e x pense claims should be itemized in the expense reimbursement section of the Trav e l Voucher form obtainable from General Stores , stock numbe r 140 - 2786. b . Each traveler must submit a separate Travel Voucher for h is / her own expenses unless the travel is team trav el . c . A pocket guideline of University travel policies and procedures , containing a memorandum space , is found on pages 70 . VI . 10 & 70 . VI . ll to assist the traveler in keeping records . This form is available from the Travel Coordinator or may be copied from pages 70 . VI . 10 & 70 . VI . ll. d . Travel Vouchers must be t y ped and all copies submitted according to instructions printed on the rev erse side of the pink copy of the Travel Voucher form . The complete name and addr ess of the payee must be included. must conform to requirements established by the Campus Mail Service . If the pay ee is on campus , the addr ess 2 . Preparation of Vouchers a . Trav el Vouchers for reimbursement are to be submitted a t ear l iest practicable date after return f rom a tr i p . t he ( ( ( ( ( Tr avel Regulations (continued) Page : 70.V.6 Date: 3-31-90 b . If more than one account number is to be charged, the various costs claimed should be marked, e.g. using an asterisk, to indicate the appropriate account. c . The expense reimbursement section of the Travel Voucher must show detailed itemization of the travel and the type and cost of the accommodations used. If claiming expenses for business guests, give name(s) of person(s), position(s) and specific business purpose . d. Cost of individual meals should be itemized if away for less than a day . should be lumped together for the three meals. In case the traveler is away for a full day, the claim e . Tips for taxi or limousine service (not to exceed 10% of cost) should be listed on the left side of the voucher with other transportation expenses and labeled accordingly (e . g . Tips - taxi) . Each payment of a taxi/limousine tip should be listed adjacent to the expense for the taxi/limousine transportation . Other permissible tips should be listed on the right side of the voucher with other subsistence and miscellaneous expenditures . f . g . h . i. j . k . 1. Original ticket stubs and original receipts are to be stapled to the original Travel Voucher. Refer to the Reimbursement Chart on page 70.VI . 1 for reimbursement rates. If the traveler's reimbursable expenses were limited to an amount less than actual, this limit amount should be clearly noted in the travel authorization section and below the "Total Claim" space of the voucher and labeled as "Limit . " The final total and the signatures of the traveler and the persons approving the claim should be on the FIRST page of the Travel Voucher. write "Non-MSU" in the signature block of the voucher . If the traveler is not an employee of the University, Travel Vouchers and the applicable receipts are forwarded to Accounts Payable, 360 Administration Building , 355 - 0343 . Accounts Payable audits all Travel Vouchers . related to a Travel Voucher being processed has not yet been repaid , the Travel Advance Office will deduct the amount owed and refund the difference or bill for the balance due . If a travel advance After audit, - Accounts Payable forwards the voucher to Accounting for verification of authorized signatures and correctness of account numbers . Accounting prepares a check and inserts the check number on the voucher. ( ( ( ( ( ( Travel Regulations (continued) Page: Date: 70.V . 7 3-31-90 m. The Travel Voucher is distributed as follows: White - Accounting Goldenrod - Retained by the Travel Advance Office when a travel advance is issued. Yellow - After audit, this copy is sent to the Office of Planning and Budgets. Pink Blue - Retained by the originating department for their records. - Sent to payee with check . n . The check is mailed to the payee at the address indicated on the voucher . o . Weekly Voucher Check Summary Report. Each week the Accounting Department mails a Weekly Voucher Check Summary Report which summarizes, by account number , all checks written for that week . For each check, the summary report indicates the payee name, check number, pay date, type of voucher, account number and object code charged and the amount. Manual . ) (See sample on page 75 . 13 of this C . Report of Out - of-State Travel 1 . General Policy a . Employees returning from foreign or out-of-state travel, either with or without reimbursement, are required to complete this section of the Travel Voucher. 2 . Purpose The Report on Out - of - State Travel serves several purposes : a . b . It provides the permanent travel records for the Office of Planning and Budgets and the University Archives . It provides the basic data from which the Office of Planning and Budgets compiles the annual report of out - of - state and foreign travel . c . Each traveler is asked to indicate on the travel report the major purpose for which the trip was undertaken,. as follows : 1) Travel in support of professional improvement . This includes attendance at meetings of professional Societies, institutes, workshops , training courses, etc . traveler may present a paper , or serve on a committee at a national meeting, but the basic purpose of the meetings is professional improvement . ) Travel in this category also includes visits to other institutions for the purpose of "keeping up to date" on methods , materials, procedures, policies , etc . (The ( Travel Regulations ( continued) Page: Date : 70.V.8 3-31-90 2) Travel in support of instructional programs . This includes travel to plan, coordinate , recruit faculty or secure resources for, or conduct programs of instruction for University students. 3) Travel in support of research. This includes travel to It also includes attendance at meetings or symposia plan, coordinate, secure resources for, or conduct research programs. in which the discussion involves a limited portion of the discipline , and is centered primarily around the research interests of the participants. 4) Travel in support of the public service programs of the University. This includes travel to serve as a resource person at meetings of industrial, governmental, educational, grower or lay groups . It includes serving on federal panels, site visits and accreditation visits, and it includes many of the programs of Lifelong Education Programs and the Cooperative Extension Service. 5) Travel in support of administration. This includes travel related primarily to the administrative or supportive functions of the University rather than to the disciplinary programs . 6) Travel in support of intercollegiate competition . This includes travel in support of or in connection with intercollegiate athletic contests, music or art competitions , debates, forensic programs, judging contests or other sanctioned University events . 7) Travel in support of international programs. Travel may be either foreign or domestic, but is concerned with programs designed to improve conditions in foreign countries or to improve relationships with foreign countries . 8) Miscellaneous. Travel not defined in other categories . D. Insurance 1 . Insurance on Vehicles a . University-owned Vehicles. The University carries bod ily injury and property damage insurance to cover the University's liability. b . Private Vehicles. Drivers of privately-owned veh i cles used on University travel are not protected by liability and property damage insurance carried by the University . For their own protection , employees driving private cars should carry insurance in an amount that will cover their legal responsibility. For rental vehicles, refer to page 70 . II.5 in this section . Passengers who are employees on authorized travel are covered by the Travel Accident Insurance Policy described below. Tr av el Regulations ( continued) Page : Date: 70.V.9 3-31-90 2 . Travel Accident Insurance a . The University carries a group Travel Accident Insurance Policy which provides for a flat coverage of $50,000 for accidental death or loss of any two members (hand, foot or eye) to anyone while traveling on authorized University business. b . Official University business and approved activities are defined as : 1) Travel in the course of employment. 2) Traveling to professional or technical conferences, seminars, or meetings which are necessary or required in the performance of duties. Travel for which reimbursement is authorized shall be covered; however, it is not necessary that reimbursement be authorized for coverage to apply . 3) Traveling in connection with an activity of an organization of which the University is a member; and when such participation is of benefit to the University and the travel has been authorized by the University. 4) Acting as a consultant, within University rules and regulations, for any Federal, state or local government, or any private organization, when services rendered are directly related to the employee's primary employment at the University. Private consulting pursuant to the Additional Work for Pay policy is not covered. · 5) Working as a part of his/her required duties for another organization at the direction of the University, whether or not his/her travel expense is paid directly b y the University . c . Persons or circumstances excluded from coverage are : 1) Employees commuting to and from work, on vacation travel , on sick, sabbatical, terminal leave or leave with or without pay. Sabbatical leave travel with approved travel plans related to sabbatical leave assignment will be covered . 2) Persons who are traveling to the University for job intervi ews ev en though reimbursed by the University . 3) Persons whose salaries are paid by other organizations . 4) Employees acting as private consultants . 5) Losses caused by or resulting from a) suicide or intentionally self - inflicted injuries, b) war or losses sustained while in the armed services, c) piloting or serving as a member of the crew of any aircraft. ( ( Travel Regulations (continued) d . Beneficiaries Page: Date : 70 . V. 10 3 - 31-90 Beneficiaries for Travel Accident coverage are identical to the first of the following University programs in which an employee participates; Group Life Insurance; optional Accident Insurance Protection or TIAA-CREF. An employee may designate in writing and file with the Staff Benefits Division a separate beneficiary statement if desired. of the above programs or if there has been no beneficiary designated, payment for loss of life will be made to the employee's estate. If the employee does not participate in any A detailed brochure describing the Travel Accident Insurance Policy is available from the Employee Compensation and Benefits Office, Staff Benefits Division. 3 . Field Trip Insurance The University carries bodily injury and property damage insurance that covers the University's liability if University - owned vehicles are used . Students traveling in privately-owned vehicles are protected only by the insurance carried by the owner of the car and their own personal insurance. 4 . Worker's Compensation Insurance Worker's Compensation benefits are in effect to all employees for disability or death as a result of personal injury sustained in the course of their employment for the University. 5 . Reporting Accidents a . Notification of immediate supervisor . In all cases of sickness, accident or emergency which occur while traveling for the University, the employee should notify his/her immediate supervisor by telephone or telegraph. reached, the employee should inform the on - duty University telephone operator (517 - 355-1855) and have the message forwarded. The University switchboard is open at all times . If the supervisor cannot be b . Notification of Police . The driver of an MSU vehicle involved in an accident must immediately report the accident to the Police Department in the enforcement jurisdiction . c . Notification of the Office of Risk Management . The driver of the MSU vehicle or an authorized representative of the department must fill out form No . Z43D0080 , "Michigan State University Automobile Accident or Loss Notice Report." See Section 35 of this Manual. This form may be found in the glove compartment of each MSU vehicle or obtained from the Office of Risk Management, 372 Administration Building, 355-5022 . The Automobile Accident or Loss Notice Report form must be delivered to the Office of Risk Management on the day of the accident or as soon as practicable . Drivers of MSU vehicles involved in accidents should make every effort to obtain the name, address and telephone number · of ( ( ( ( ( Trav el Regulations ( continued ) Page: Date : 70.V . ll 3-31-90 insurance companies or agents covering the other vehicles involved. d . Accidents involving injuries must be reported at once by telephone to the Office of Risk Management, 355-5022 Monday through Friday or the Department of Public Safety, 355-2221 at all other times . Accidents involving injuries to employees should also be reported to the Worker's Compensation Office, 353-5394. 6 . Refer to Section 35 of this Manual for further information on insurance . E . Travel under Contract, Gift and Grant Funds 1 . When travel is funded under contract, gift or grant funds, all requests for authorization and reimbursement must be in accordance with the regulations of the University, or research grant or contract , whichever is the most restrictive. 2. Travel must be restricted to those who are closely associated with the contract , gift or grant . Unit administrators and deans must make sure that travel authorizations and Travel Vouchers clearly state the relationship of the travel to the contract, gift or grant . Expenditures disallowed for failure to conform to contract gift or grant regulations are charged against departmental or college budgets . ( ( Page : Date: 70 . VI . 1 3-31 -90 REIMBURSEMENT CHART rpe of F.:g,cnditure Reimbursement Rate Lodging Room At actual cost ( single rate) Suite or Conference Room At actual cost Itemized receipt from hotel or motel (single occupancy) Itemized receipt and statement of its use Tips Only once each occupancy not to eD:eed $2.00 None Meals-not included in conference fees. Includes tipso ( Full Day Breakfast Lunch Dinner Guc:5t (1, 2) S&mdud $25.00 maximum 4.50 maximum 6.50 maximum 14.00 maximum Full RcimbU111Cment Pcdcral ic.:r Cities (1) $33.00 mamnum 6.00 maximum 8.00 maximum 19.00 maximum Full Reimbursement Transportation Personal car-miles (3) Mileage-vicinity travel Brid~ and toll road Drivmg extra car Lansing ( 4) Commercial ~ e r - . Plane, train, bus, ship Taxi Limousine Taxi/Limo tips ,tiversity vehicle . .ental vehicle (5) Private plane Parking - private or MSU car Other Conference expenses (6) Telephone and telegram Travelers checu Misc:cllancous Limited Rcimbu111Cment 25.5 cents per mile 25.5 cents per mile Full reimbursement Split of single car reimbursement 25.5 cents per mile LoM:st round trip fare l..oM:st po55iblc cost l..oM:st po55ible cost 10% of actual fare None None None None Specific business purpose, name of guest(s) and his/her affiliation. Receipts if more than maximum for one individual. None Itemized separate from enroute miles. None None None Commercial carrier's oJjginal receipt (ticket stubs for airfares) None Receipt required None Gas, repairs and towing (no mileage) Economy daSI rate l..oM:st of round trip air fare or car mileage Up to $3.00 per day Over $3.00 per day Receipt for payment made Itemized receipt from rental agency None None Itemized receipts Full reimbUniCment Actual cost Actual cost/Intl only Up to S2.50 per day Over S2.50 per day Determined prior to depanure for an amount less than anticipated expense Itemized receipts Date of call, name, business affiliation and location of person contacted Receipt required Itemize Itemize and receipts Same as listed above ,.) MSU staff members who entertain guests may also receive reimbursement in excess or the maximum allowance if (a) entertainment of guests is a J)Brt of the approved purpose of the trip, (b) on-campus facilities are used if . possible, (c) reimbursement excludes alcoholic beverages and (d) receipts, names and business affiliations of guests are provided. (2) In cases involving gr.ints and contracts, the Office of Contract and Grant Administration should be consulted in order to determine whether this expense is reimbursable. (3) Personal car mileage is taken from the Rand McNally Standard Higbwa7 ~ Guide which assumes that travel is to the center of the city to which you are going. If your destination 1s not located at the center of the city., be sure to rep9rt the destination and the mileage difference as vicinity travel on a separate line of your Travel Voucner. Since the University does not reimburse mileage for commuting, mileage must be computed to and from the point of em~IOl'ffleDt. 1) Reimbursement for two round trips to and from the Lansing airport. Taxi fare limited to the fare amount to and :om camtus. sl CDW/ LDW and Liability Waiver costs are not reimbursable. i 6 Conference registration fees ma)'. be paid on a Direct Pay Voucher. 7 Reimbursement at Federal Key City per diem rates is provided when the lodging purchased is located within the ~ity limits of the key city. · ( Page : Dat e : 70 . VI. 2 3-31-90 FEDERAL KEY CITIES FOR FOR $33 . 00 MEAL PER DIEM MASSACHUSETTS Andover Boston Martha' s Vi neyard MICHIGAN Detroit NEVADA Las Vegas NEW JERSEY Atlantic City Eatontown Newark Ocean City/Cape May Pr inceton/ Trenton NEW MEXICO Cloudcroft Santa Fe NEW YORK Monticello New York City Saratoga Springs White Plains OHIO Cleveland PENNSYLVANIA Philadelphia Valley Forge RHODE ISLAND Newport SOUTH CAROLINA Hilton Head TEXAS Dallas / Fort Worth Houston VIRGINIA Williamsburg WASHINGTON Seattle ALASKA All locations CALIFORNIA Death Valley Los Angeles Palm Springs Sacramento San Diego San Francisco San Jose San Mateo Santa Barbara Santa Cruz South Lake Tahoe Yosemite National Park COLORADO Aspen Boulder Denver Keystone/Silverthorne Vail CONNECTICUT Hartford Salisbury DISTRICT OF COLUMBIA Washington, D. C. FLORIDA Miami GEORGIA Atlanta HAWAII Island of Oahu ILLINOIS Chicago LOUISIANA New Orleans MARYLAND Baltimore Colwnbia Ocean City ( I \ ( \ ( Adrian Albion Algonac Allegan Allendale Alma Alpena Ann Arbor Auburn Heights Bad Axe Baldwin Bangor Baraga Battle Creek Bay City Belding Bellaire Benton Harbor Berkley Berrien Springs Bessemer Big Rapids Birmingham Blissfield Bloomfield Hills Boyne City Brighton Bronson Buchanan Cadillac Calumet Caro Carrolton Carson City Cass City Cassopolis Cedar Cedar Springs Centreville Charlevoix Charlotte Chatham Cheboygan Chelsea Chesaning Clare Clarkston Clawson Clear Lake Clinton Clio Coldwater 73 40 119 87 81 49 211 63 80 134 134 102 468 49 82 55 194 120 78 132 534 107 78 87 75 196 45 85 136 129 510 98 69 44 113 118 196 85 95 206 23 356 216 61 50 80 77 77 60 74 57 69 IN-STATE MILEAGE CHART Comstock Constantine Coopersville Corunna Croswell Crystal Falls Davison Decatur DeTour Detroit Dowagiac Drayton Plains Dunbar Exp. Sta. Dundee Durand E. Grand Rapids East Jordan Eaton Rapids Edmore Entrican Escanaba Essexville Evart Farmington Fennville Fenton Ferndale Flat Rock Flint Flushing Fowlerville Frankenmuth Frankfort Fremont Galesburg Gaylord Gladstone Gladwin Graham Exp. Sta. Grand Blanc Grand Haven Grand Ledge Grand Rapids Grandville Grant Grayling Gull Lake Greenville Hancock Harbor Beach Harbor Springs Harrison Hart Hartford Hastings Hidden Lake Higgins Lake 71 110 86 35 125 453 59 102 286 85 118 71 280 88 35 62 196 20 73 76 372 86 106 63 106 59 77 95 50 49 25 71 177 114 63 168 363 111 71 54 96 15 66 74 94 143 61 65 496 150 216 96 136 105 50 64 130 Page: Date: 70. VI. 3 3-31-90 Highland Park Hillsdale Holland Holly Holt Homer Houghton Howard City Howell Hubbell Hudson Imlay City Ionia Iron Mountain Iron River Ironwood Ishpeming Ithaca Jackson Jonesville Kalamazoo Kalkaska Kellogg Bio. Sta. Kellogg Farm Kellogg Forest Kettunen Ct. Kingsford L'Anse Lake City Exp. Sta. Lake Linden Lake Odessa Lake Orion Lapeer Laurium Lawton Leslie Litchfield Livonia Lowell Ludington Mackinaw City Mancelona Manchester Manistee Manistique Manton Marcellus Marine City Marlette Marquette Marshall Marysville Mason Menomine·e Middleville Midland Milan Milford 80 70 88 63 11 6() 504 94 34 505 71 84 38 423 469 535 409 43 32 72 75 172 61 61 66 130 430 457 138 508 36 82 71 510 92 24 68 70 54 158 221 182 68 171 318 138 110 123 107 404 45 125 14 426 61 86 79 59 Page: Date: Airports 70. VI. 4 3-31-9 0 Willow Run Metropolitan Capitol City 72 88 10 Colleges & Universities Central Michiga~ U. Eastern Michigan U. Grand Valley Northern Michigan U. Oakland University Saginaw Valley Western Michigan U. Univ. of Michigan 65 An 79 392 80 71 76 62 Hospitals Ingham MedicaJ Lansing General Sparrow St . Lawrence MDPH Red Cross 5 .5 4.5 4 . 5 7 8 4 . 5 Scottville Sebewaing Shelby Shouthfield South Haven South Lyon Sparta Spring Arbor Spring Lake Springport St. Charles St . Clair St. Ignace St. Johns St. Joseph St . Louis St. Mary's Lake Stambaugh Standish Stanton Sturgis Sylvan Lake Tawas City Tecumseh Three Oaks Three Rivers Traverse City Troy Tustin Union City Utica Vassar Vicksburg Wakefield Walden Woods Walled Lake Warren Watervliet Wayland Webberville West Branch White Pigeon Whitehall Williamston Wyandotte Yale Ypsilanti Zeeland 158 111 134 71 110 58 85 45 96 36 52 130 231 21 120 51 48 471 114 61 91 65 146 78 145 102 172 86 147 76 85 85 77 530 45 58 85 105 87 19 126 111 121 14 96 108 71 88 Mill Lake Mohawk Monroe Montague Morenci Morrice Mt. Clements Mt. Pleasant Munising Muskegon Nashville Negaunee New Baltimore New Buffalo Newaygo Newberry Niles Northport Northville Norway Olivet Onaway Ontonagon Orchard Lake Otsego Ovid Owosso Oxford Parma Paw Paw Perry Petoskey Pinconning Pigeon Plainwell Plymouth Pontiac Port Austin Port Huron Port Sanilac Portland Quincy Ramsay Reed City Reese Richmond Rochester Rockford Rogers City Roscommon Russ Forest Saginaw Sandusky Saranac Slt . Ste. Marie ( \ ( 59 517 101 120 87 23 94 65 348 104 39 407 105 148 103 298 128 199 64 416 34 217 505 71 80 26 31 85 46 92 20 202 102 128 78 70 70 149 119 134 25 77 535 119 82 115 80 78 249 141 112 70 122 48 278 ALABAMA Birmingham Huntsville Mobile Montgomery Tuscaloosa ARIZONA Phoenix Tucson ( ARKANSAS Little Rock CALIFORNIA Los Angeles Sacramento San Diego San Francisco COLORADO Boulder Colorado Springs Denver CONNECTICUT Hartford New Haven Stanford DELAWARE Dores Wilmington DISTRICT OF COLUMBIA Washington, D. C. ( FLORIDA Ft . Lauderdale Miami Orlando Tampa GEORGIA Atlanta Augusta Savannah IDAHO Boise OUT-OF-STATE MILEAGE CHART 706 610 945 797 754 1891 1869 805 2219 2243 2240 2336 1201 1222 1196 763 735 696 635 604 551 1325 1348 1142 1160 790 774 892 1884 ILLINOIS Champaign Argonne Chicago Chicago (O'Hare) Peoria Springfield INDIANA Evansville Fort Wayne Gary Indianapolis South Bend IOWA Cedar Rapids Des Moines KANSAS Kansas City Topeka Wichita KENTUCKY· Bowling Green Lexington Louisville LOUSIANA Baton Rouge New Orleans MAINE Augusta Caribou MARYLAND Annapolis Baltimore MASSACHUSETTS Boston MINNESOTA Duluth Minneapolis St. Paul MISSISSIPPI Columbus Jackson 326 266 216 233 241 375 415 132 184 248 134 426 529 688 747 872 460 351 356 1043 1030 967 1196 573 548 843 647 611 601 560 893 Page: Date: 70. VI. 5 3 - 31-90 MISSOURI Columbia Kansas City Springfield St. Louis MONTANA Helena NEBRASKA Hastings Lincoln Omaha NEVADA Carson City Las Vegas Reno NEW HAMPSHIRE Concord Manchester NEW JERSEY Atlantic City Newark Trenton NEW MEXICO Albuquerque Santa Fe NEW YORK Albany Buffalo New York City Syracuse NORTH CAROLINA Charlotte Greensboro Raleigh Winston-Salem NORTH DAKOTA Bismark Fargo 560 683 682 470 1631 814 713 656 2124 1969 2110 835 844 679 661 641 1465 1433 680 402 682 545 687 650 726 624 1037 844 Page: Date: 70 . VI. 6 3-31-90 CANADA Montreal Quebec Toronto 634 795 298 COLLEGES & UNIVERSITIES Indiana University Northwestern Univ. Notre Dame Ohio State Univ. Purdue University Univ . of Chicago Univ . of Illinois 298 236 134 244 235 216 (Champaign-Urbana) Univ . of Minnesota Univ . of Wisconsin 326 611 354 OHIO Cincinnati Cleveland Columbus Dayton OKIAHOMA Oklahoma City Tulsa OREGON Eugene Portland Salem PENNSYLVANIA Harrisburg Philadelphia Pittsburgh RHODE ISLAND Newport Providence SOUTH CAROLINA Charleston Columbia SOUTH DAKOTA Pierre Sioux Falls TENNESSEE Chattanooga Knoxville Memphis Nashville 271 215 244 228 970 866 2322 2289 2327 519 618 332 836 832 - 874 766 969 753 610 524 682 513 TEXAS Austin Dallas El Paso Fort Worth Houston San Antonio UTAH Provo Salt Lake City VERMONT Burlington Montpelier VIRGINIA Norfolk Richmond Roanoke WASHINGTON Olympia Seattle WEST VIRGINIA Charleston Huntington Parkersburg WISCONSIN Green Bay Madison Milwaukee WYOMING Casper Cheyenne 1284 1100 1614 1124 1234 1361 1610 1587 776 811 711 628 579 2259 2219 399 371 337 403 354 293 1235 1151 ( ( \ ( MICHIGAN STATE UNIVERSITY TRAVEL AUTHORIZATION This section must be completed prior to departure. See back of pink copy tor complete instructions. TRAVEL VOUCHER Page __ ot __ ACCOUNT TO BE CHARGED 70. VI. 7 Page: DEPARTMENT~-.....;;;D~a~t~e_:_~3_-~3_1-_9~0 ____ _ Nam" 'l..astl (Firstl (Soc. Sec. or Student #) Oepartment _______________________ Unit Cod•.._ ____ _ ADDRESS~~~~~~~~~~~~~~~~ ACCOUNT NUMBER OBJECT CLASS AMOUNT RoomtBuildlng : 0 Faculty 0 Staff 0 Graduate Student 0 UnderQraduate D other Date of Departure _____________ Date of Return ____________ _ I I I I Destlnation(sl:. ______________________ ...,,.. __ __, _____ _ Adminiatratlve Approvals (Signatu,..sl City State Country (ii foreign traw!I Travel Reimbursed by: MSU Funds ___ Non-MSU Funds ___ Travel Advance s ___ None __ _ Reimbursement Limited to: Appr,- · • tor use of Motor Pool llehlcle: Yea_ No __ App\ , ..Jr Overseas Travel-Dean or Vice President ___________________ _ Unit Administrator Unit Administrator I I I I I Date Date I PURPOSE OF TRIP: EXPENSE REIMBURSEMENT Contract and Grant Cashier's Planning and Budgets SUBSISTENCE AND MISCELLANEOUS Br· Breakfast LU · Lunch DI . Dinner Lo· Lodging M • Mlacellaneous DATE STARTING POINT DESTINATION Man,- of Travel MILEAGE RATE AMOUNT DATE AMOUNT ( :_ ( Travel Sub-Total $ Subsistence and Misc-Sub-Total S I certify that the expenses claimed herein were necesssary and reasonable in carrying out my Uni•· 'ty responsibilities and are reimbursable under University policy. \ Contracts and Granes Travel Sub-Total $ Traveller's Signature Date Unit Administrator Designate Date Accounts Payable ~ on Out-of-State Travel ..oH of trtp. (Check one onlyl This section should be completed II !ravel took place outside · of the State of Michigan . , 1. 0 Travel in support of professional improvement 5. D Travel in support of administrative function 2. D Travel in support of Instructional program 6. D Travel in support of intercollegiate competition Accounllng 3. 0 Travel in support of re-ch program 7. D Travel in support of international programs , , 4. D Travel in support of public service program 8. O Miscellaneous travel not covered above Check number Date #140-2786 MSU is an Allirmative Ac11on/Equa1 Opcorrumty Institution Total Claim $ Limit S MICHIGAN STATE UNIVERSITY TRAVEL VOUCHER 1 Page_ot __ 2 TRAVEL AUTHORIZATION Thi s section must be completed prior to degarture. See oacx of pink copy tor complete Instructions. l' -"""• Smith (LUU John (First) International Programs 123-44-5678 (Soc. Sec. or Student •> 12345 UnitCoCI• u•partment Room/Building ~- 207 International Center ~One: oCFacully a stall 0 Graduate Student 0 Undergraduate a Oth• 6/1/87 6/8/87 Date ol Departure Desllnallon(s~ Brasilia & Rio de Jan. 2 Brazil 2 S.A. Date of Retum City Slate Country (11 loreiQn traffl) ACCOUNT TO BE CHARGED baEe : 70. VI. 8 a e: 3-31-90 DEPARTMENT International Programs ADDRESS ACCOUNT NUMBER OBJECT CLASS 207 International Center AMOUNT I 1,734.60 589. 00"' I I 026 026 I I I 71-XXXX 71-XXXl I I 2-•tratiff Approvals .(Signatur~s) ,_;;/d-'7 Travel Reimbursed Oy: MSU Funds_X_ Non-MSU Funds __ TraYel ACIYance s __ None_ll_ Un r t~~~ Reimoursement Umlled to: Approval tor use of Motor Pool \/elliele: Yes __ ~o . . .£ ,val tor Overseas Travel-Dean or \/lee President ~ /vt · / .... PURPOSE Review progress under the contract OF TRIP: EXPENSE REIMBURSEMENT ~ ~>r '-" - , Contractfa?a Grant I ~snier's Date I f)J".-c/>.1 PIAnninq'~Q BuCIQOIS SUBSISTENCE ANO MISCELL.ANEOUS Br· Breakfast LU. Luncn Ci· 01nner Lo · LoCIQino · M . ~i.sceu~eous DATE STARTING POINT DESTINATION Manne, of Travel MILEAGE RATE AMOUNT DATE AMOUNT 6/1 MSU Lansing Airport LV Lansing 1:30 PM 10 mi. .20 2.00 Air c;aq on* ARR Rio de Janeiro 9:0b AM 6/2 o/2 6/3 6/3 6/3 Rio de Jane ti.re Airnort Rio de Jane tro Hor-Pl 6/3 Hotel Airnort LV Rio de Janeiro 12:30 PM Brasilia Airport 6/4 Hotel - Embassy 6/4 AID ARR Brasili. 3:00 PM Hotel Embassy AID Hotel Taxi 1':ov; Air Taxi Taxi Taxi Taxi 6/1 6/2 6/2 Int'l P/D 2/4 @ 6.00 Int'l P/D 2/ 4 @ 6.00 Rio de Janeiro P/D 2/4 @ 95.00 Rio de Janeiro 6/2 Airport Tax 6/3 6/3 Kio ae Janeiro P/D 3/4 @ 95.00 Brasilia P/D 1/4@ 86.00 7.50 7 .so 300.00 5.25 25.00 6/4 .l)rasi.u.a P / D 4/4 @ 86.00 10.00 12.50 I ! ' ! 3.00 3.00 47,c;n 2.25 71 . 25 21. 50 86.00 I I I I certify that the expenses claimed herein were necesssary and reasonable in carrying out my University responsibilities and are reimbursable under University policy. Contracts and Grants Travel Sub-Total s 1764.50 Travel Sub-Total s Subsistence and Misc-Sub-Total I s 559.10 if ~L. 11r's Sionature 3',,,.,, ,·+ p., J,.,-'f{ .Q '7 Date IRev i~e r i f~ Unit Administrator O•s&QMte ..1SU ,s an ,Mllfmauve Acr,on t €auat Oooorruni,y lnsr,ruc,on STOC~ • t 40· 2786 MICHIGAN STATE UNIVERSITY TRAVEL AUTHORIZATION Thia Mellon mual be complelecl pnor to d -.. •· See - TRAVEL VOUCHER . ACCOUNT TO BE CHAiGEO ~- 0~, O"OffllllutldlftQ Smith (1..UII John (Firs!) of pink copy for complete lnSINcttonL 123-44-5678 (Soc. Sec. or Sludenl II International Programs Unit Cod• 12345 207 International Center DEPARTMENT International ADDRESS 207 International Center AMOUNT ACCOUNT NUMBER OBJECT Ct.ASS 71-XXXX I I I 026 I 0 Faculty 0 Staff C Gtaclume Student C Undef,i,ad .... 0 Ollw ckO-- ( Oeleot~ure c.aeot Rftlrn Oatlnet~,¢ Brasilia · & Rio de Jan. I Brazil 1 S.A. Clty SI- C-try(lf kniQn-1 I I ,._.,;atratlweA..-a (SIQnetuni(SI r . - Aelmllursecl by: MSU F ___ ,.._MSU Funde T . -A~a $ ,_H - - Unll Admilllalr810f Reim--..1 Umilecl ta: ~=• for uH ot "4otor Pool Valltclc .-Pr{ lven.a T~o r Vice Prealclent P\JRPOSI: OF TRIP: Review progress under the contract. EXPENSE REIMBURSEMENT v • ._ Na ,_ Unit Admlnialraor I Contract - Grant eun1.-a Plannln11 and Bud11e1s L Paoe~ot_L age:, 70. VI. 9 .pate· 3-31-90 rograms I ' I I Oa&a Oaie I DESTINATION 1.1an ... o1r,_ MILEAGE RATE AMOUNT DATE Ain:,ort a Taxi 5. 25 SUBSISTENCE ANO MISCELLANEOUS Br•&.MI- LU· Luncn 01· 01n.- L,)-~inQ M -M ' -1 -a Brasilia P/D 2/4 @ 86 .00 Belo Horizonte P/D 2/4 @ 105.00 Belo P/D 2 Days@ 105.00 200.00 6/5 6/5 4.75 6/6- 4.75 6/7 589.00 6/7 Belo Airport Tax 6/8 Int'l P' 1D 1/4 ra Ii nn AMOUNT 43.00 52.50 210.00 2.10 4.50 12.50 Air ARR Belo Ho .. izonte 11: 30 AM Hotel Airport ARR Lansing 6:00 PM Taxi Taxi Air DATE STARTING POINT Brasilia 6/5 Hotel 6/5 LV Brasilia 10:30 AM 6/ sr --- 6/7 Belo ',irport JeJ.o LV Belo 10:00 PM 6/7 Hotel $/8 Lansing Airport 1 MSU 10 mi. .20 2.00 6/8 Airport Parking Travel Sub-Total $ Subsistence and Misc-Sub-Total $ I certify that the expenses claimed herein were necesssary and reasonable ln carrying out my ''niversity responsibilities and are reimbursable under University policy. . I R.- - - Verified: ( C-··able, Room 360. Administration 'ing. - PAYEE MICHIGAN ST ATE UNIVERSITY DIRECT PAYMENT VOUCHER DISTRIBUTION: WHITE - Controller's Office GREEN - Return to Department with BLUE Check Number Remittance Advice (to be returned with check) NAME I .ESS PURPOSE: This voucher 1s to be used when the issue of a requ1sit1on and purchase order is not possible because of the nature of the payment. PINK Department Copy DEPARTMENT ACCOUNT TO BE CHARGED Page: Date: 75 . 9 3-31 - 90 ADDRESS ACCOUNT NUMBER OBJECT CLASS I I AMOUNT - - I I I I I I I I I I I PLEASE BE EXPLICIT IN THE REASON FOR EXPENDITURE. WHERE A REFUND IS INVOLVED. GIVE THE RECEIPT NUMBER THAT RECORDED PAYMENT . AMOUNT ~ ( I CERTIFY THAT THE ABOVE PAYMENT IS CORRECT AND JUST TOTAL PAYMENT OVED UNIT ADMINISTRATOR DATE AUDIT CHECK NUMBER ANO DA TE - BUDGET APPROVAL DATE · 40- 2478 ! REV 8-83! Form W•9 (Re v December 1987 ) Department of th e Treasury In ternal Revenue Servic e Request for Taxpayer Identification Number and Certification Page: Date: 75. 10 3-31-90 Give this form to the requester . Do NOT send to IRS. Address Name ( If 101nt na mes . 11st T1r st and ci rcl e the name oi the person or entity wh ose num ber yo u enter in Part I below. See instructions it yo ur name has changed. ) " Q. :?;- 0 '§ Q. ~ - - -- - - - - - - - - - - - - - -- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- -- - "' City, state. and ZIP code " a: List account number(s) here (optional ) ... lilrrll Taxpayer Identification Number ----._:_:=:.:::1.--=--=-----=--=-=-:..:_:.:..:..:.=:..:..::.:..:....:...:.=.:..:..=-=-=------------------1 Enter your taxpayer 1dent1fication number in the ap propriate box . For individuals and sole prop rie tors, th is is yo ur soc ial secu rity number. your employer it For ot her entities . identification number. If you do not have a n umber . see How To Obtain a TIN. below . I Social security number I I ± I ± [ OR 1s 1::r.1•••• For Payees Exempt From Backup Withholding (See Instructions) Requester's name and address ( optional) Note: If th e account is in more than one name, see the chart on page 2 for guidelines on whose number to enter. ( Employer identification number I I + l I l Certification.-Under penalt ies of pequry, I c ertify that: (1) The number sh ow n on t h is form is my correct taxpayer identification number (or I am waiting for a number to be iss ued to me). and (2) I am not subject to bac k up w ithhold ing either because I have not been notified by the Internal Reve nue Service ( IRS) that I am subiect to backup w ithholding as a result of a failure to report all interest or dividends . or the IRS has notified me that I am no longer subject to backup withholding (does not apply to real estate transactions , mortgage interest paid , the acquisition or abandonment of secu red property , contributions to an individual retirement arrangement (IRA), and payments other than interest and dividsnds). Certification lnstructions.-You must cross out item (2) above if you have been notified by IRS that you are currently subject to backup withholding beca use of underreporting interest or dividends on your tax return . (Also see Signing the Certification under Specific lnstruct,ons. later.) ( Please Sign Here I I Signature..,. Date..,. . Instructions (Section references are to the ·internal Revenue Code.) Purpose of Form .-A person wh o 1s required t o file an information return wi th IRS must obtain your co rrect taxpayer id entification number (TIN) to re port income paid to you , real estate transactio ns , mortgage interest yo u paid . the acqu isition or abandonment of secured property , or co ntri butions you made to an individual re t irement arrangement ( IRA) . Use Form W-9 to furnish you r co rrect TIN to the requester (t he person asking you to furnish your TIN) . and , when applica ble. ( 1) t o cert ify that t he TIN you are furn 1sh1 ng 1s correct . (2) to certify that you are not su bJect to backup withhold ing, and (3) to clai m exemption from backup wit hholding if you are an exempt payee. Furnishing your correct TIN an d making the app ropriate cert ificati ons will preven t certain pa yments from being subject to the 20% backup withholding. Note: If a requester gi ves you a form other than a W-9 to request yo ur TIN. you must use the requ ester ·s fo rm . How To Obtain a TIN .- l f you do not have a TIN , yo u should ap pl y for one immediatel y. To apply for the num ber , obtain Form SS-5 , Application for a Social Securi t y Number Card (for individ ual s), or Form SS-4, Application fo r Employer Identificat ion· Number (for businesses and all other entities), at your local office of the Socia l Sec urity Administration or t he Internal Reven ue Service . Complete and file t he app ropr iate form according to its instructions . To complete Form W-9 if you do not have a TI N. write ··A pplied For " in the space for the TIN 1n Part I, sign and date the form. and give it to th e requester. For payments th at could be subj ect to back up withholding, you will then have 60 days to obtain a TIN and furnish it to the requester . During t he 60-day period, t he payments you receive will not be su bject to the 20% backup wi thholding, unless you make a withdrawal. However, if t he requester does not receive your TIN from you within 60 days , backup withholding, if applicable , will begin and continue until you furnish your TIN to the requester . Note: Writing "Applied For " on the form means that you have already applied for a TIN OR that you intend to apply for one in the near future . As soon as you receive your.TIN , complete another Form W-9 , include your new TIN, sign and date the form . and give it to the requester. What Is Backup Withholding?-Persons making certain payments to you are requ ired to withhold and pay to IRS 20% of such payments under certain conditions . This is ca lled "backup withholding." Payments that co uld be subject to bac kup withh olding in clude int erest, dividends. broker and barter exchange t ran sact ions , ren ts , royalties , nonemployee compensation. and certain payments from f ishing boat operators. but do not include real estate transactions . If you give the requester your correct TIN, make the appropriate certifications, and report all your taxable interest and dividends on your tax return . your payments will not be subject to backup withholding . Payments yo u receive will be su bject t o backup with holding if : (1) You do not fu rnish your TIN to the req uester, or (2) IRS notifies the requester that yo u fu rnished an incorrect TIN , or (3) You are notified by IRS tha.t you are sub ject to backup withholding because yo u fail ed to report all you r interest ana dividends on yo ur tax return ( for interest and dividend accounts only), or (4) You fail to cert ify to the requester that yo u are not subject to backup wi thhol din g under (3) above (for interest and dividend acco unts opened after 1983 only) , or ( 5) You fa ll to certify your TIN . This appl ies only to interest. dividend. broker . or barter exchange accounts opened after 1983 . or broker acco unts co nsi dered inactive 1n 1983 . For other payments. you are subject t o backup withholding onl y if ( 1) or (2) above applies . Certain payees and payments are exempt from backup withholding and information reporting . See Payees and Payments Exempt From Backup Withholding, below . an d Exempt Payees and Payments under Specific Instructions. on page 2. if you are an exempt payee . Payees and Payments Exempt From Backup Withholding.-The fo llowing li sts payees that are exempt from backup with hold ing and information reportin g. For int erest and d1v1dend s. all listed payees are exempt except item (9) . For broker transactions. payees listed 1n (1) through (13) , and a person registered under th e Invest ment Advisers Act of 1940 who regula rly acts as a broker are exempt. Pa ymen ts su b1ect to reporting under sect ions 6041 and 604 lA are generally exempt fro m backup withholding only 1f made to payees described in items ( 1) through (7), except that a co rporation that provides medical and health care services or bills and collects payments for such services is not exempt from backup withholding or informati on reporti ng. Only payees described in items (2) th rou gh (6) are exempt from backup withholding for barter exchange transactions , patronage dividends , and payme nts by ce rta in fis hing boat operators. (1) A co rp oration . (2) An orga nization exempt from tax under sectio n 50l(a) , or an individ ual retirement plan (IR A), 0( a custod ial accou nt under 403(b)(7). (3) The United States or any agency or instrumentality the reof . Form W-9 (Rev 12·87) ( Form W-9 (Rev. 12-87) (4) A state. th e District of Columbia . a possession of the Un,tea States . or an y political subdivision or ,nstrumental,ty thereof . (5) A foreign government or a political subdi v1s1on . agency or ,nstrumental1ty thereof . (6) An 1nternat1onal organization or an y agency or 1nstrumental1ty thereof. (7) A foreign central bank of issue. (8) A dealer 1n securities or commodities requi red to register in the U.S . or a possession of the U.S. (9) A f utures commission merchant registered with the Commodity Futures Trading Commission . ( 10) A real estate investment trust . ( 11) An ent1ty registered at all t imes during the tax year under t he In vestment Company Act of 1940. (1 2) A comm on trust fund operated by a bank under section 584(a) . ( 13) A financial institution. (14) A middleman known in the investment community as a nominee or listed in the most rec ent publication of the American Society of Corporate Secretaries . Inc .. Nominee List . ( 15) A trust exempt irom tax under section 664 or described in section 494 7 . Pa yments of dividends and patronage dividends generally not subject to backup withh old ing also include the following : • Payments to nonresident aliens subJect to withholding under section 1441. • Payments to partnerships not engaged 1n a tra de or business in the U.S . and that have at least one nonresident partner. • Payments of patronage dividends not pa id 1n money . • Payments made by certain foreign organizations . Payments of interest generally not subject to backup withholding include the following : • Payments of interest on obligations issued by individuals. Note: You may be subject to backup withholding if this interest is $600 or more and is paid in the course of the payer's .trade or business and you have not provided y our correct TIN to the paye r. • Pa yments of tax-exempt ;nterest (i ncluding exempt-interest dividends under section 852) . • Payments described ,n section 6049(b)(5) to nonresident aliens . • Payments on tax-iree covenant bonds under section 1451. • Pa yments madoe by certain ioroeign organizat;ons . • Mortgage ,nterest pa,a by you . Payments that are not sub1ect to ,nformation reporting are also not suoject to backup wi thholding. For details . see sections 6041. 6041A(a) , 6042 . 6044 . 6045 , 6049 . 6050A . and 6050N . and the regulations under such sections . Penalties Failure To Furnish TIN.-lf you fail to furnish your correct TIN to a requester . you are subject to a penalty of $50 for each such failure unless your failure is due to reasonable cause and not to willful neglect. Failure To Include Certain Items on Your Tax Return.-11 you tail to properly include on your tax return certain items reported to IRS . such failure will be treated as being due to negligence. and you will be subject to a penalty of 5% on any part of an underpayment of tax attributable to that failure unless there is clear and convincing evid ence to the contrary. Civil Penalty for False Information With Respect to Withholding.-11 yo u make a false statement with no reasonable basis that results in no imposition of backup withholding, you are subject to a penalty of $500. Criminal Penalty for Falsifying lnformation.- W,i ifu:1, ia1 s,fy1ng cert1ficat1ons or affirm ation s may sub:ec: yo u to criminal penait1 es including fin es ana or 1i""i1 pnsonm ent . lf you are an 1nd1v1dual . generally Specific Instructions Name.- provide the name sh own on you r socia l security card. However . ,f yo u have changed yo ur last name. for instance. due :o marriage. without ,nform,ng the Soc ia l Security Administration of the name change . you may enter your first name and both the last name shown on your social security card and your new last name . Signing the Certification.- (1) Interest, Dividend, and Barter Exchange Accounts Opened Before 1984 and Broker Accounts That Were Considered Active During 1983.-You are not required to sign the certification : however. you may do so . Yo u are required to provide your correct TIN . (2) Interest, Dividend, Broker and Barter Exchange Accounts Opened After 1983 and Broker Accounts That Were Considered Inactive During 1983.-You must sign the certi fication or backup withhold ing will apply. Jf· yo u are subject to backup withholding and you are merely providing your correct TIN to th e requester . you must cross out item (2) 1n t he certification before signing the form . (3) Real Estate Transactions.- You must sign th e certification . You may cross out ite m (2) of the certification if you wish . (4) Other Payments.- Yo u are required to f urnish your correct TIN . but you are not required to sign the certification unless you have been notified of an incorrect TIN . Other payments include payments made in the course of the requester's trade or business for rents. royalties. goods (other than bills for merchandise). medical and health care services . payments to a nonemployee for services (i ncluding attorney and accounting fees). and pa yments to certain fishing boat crew members . (5) Mortgage Interest Paid by You, Acquisition or Abandonment of Secured Property, or IRA Contributions.-You are required to furnish your correct TIN . but you are not required to sign tne certification . (6) Exempt Payees and Payments.-lf you are exempt from bacKu p withhol di ng, you sh ould complete this form to avoid possible erroneous · bacKup w,tnho:ding . Enter your correct TIN in i=>art I. write ·· EXEMPT" ,n the bloc~ ,r, Part II cross out item (2) c,f th e c ert ir;..:2i t 1on . sign arid uate the' i0 ((t 1 1i: ,c.u Jri::.:: r"1·:.1 ·1r C'S1..:!C(,t ~ i1t:(1 ur foreign entity not subJect to backup withholding, give tr,e requestc:r a comp leted Form W-8, Certificate of Fore,gn Status . (7) T:N ""Applied For.''-Foli ow the ,nstruct1ons under How To Obtain a TIN. earlier. sign and date this form . Signature.-For a 101nt account . onl y th e person whose TIN is shown 1n Part I sh ould sign th e fo rm . Privacy Act Notice.-Sect ion 6109 requires you to furnish your correct taxpayer identification number (TIN) to persons who must file information returns with IRS to report interest. dividends , and certa in other income paid to you. mortgage interest yo u paid. the acquisition or abandonment of secured property . or co nfr1but1ons you made to an ind ivid ual retirement arrangement (IRA) . IRS uses th e numbers for identification purposes and to help verify the accuracy of your tax return . Yo:.i must provide your TIN-whether or not you are required to fi le a tax return . Paye rs must generally wit hhold 20% of taxable interest. dividend . and certain other payments to a payee who does not furnis h a TIN to a payer . Certain penalt ies may also apply . What Name and Number To Give the Requester Page 2 Give the name and I SOCIAL SECURITY number of: , The ind1v1dual • The actual owner of , the account or . 1f combined funds . the firs t individual on the · account 1 The minor 2 The grantor-trustee 1 For this type of account: 1. Individual 2. Two or more individuals (join t account) 3. Custodian account of a minor (Uniform Gift to Minors Act) 4. a. The usual revocable savings trust (granter is also trustee) b . So-called trust The actual owner 1 account that 1s not a legal or va lid trust under state law 5. Sole proprietorship The owner 3 For this type of account: 6. A valid trust. estate , or pension trust Give the name and 1EMPLOYER IDENTIFICATION number of: Legal entity ( Do not : furnish the 1den - tificat1on number of the personal representati ve o r trustee unless t he lega l entity itse lf 1s not design ated 1n the ac co unt title .)" 7. 8. The corporation Corporate Association. club. The organization religious. c haritable. educational . or other tax -exempt o rga n,z,rno n 9. 10. 11. , The partnership The broker or nom inee The public entity Partn ership A bro ker or registered nominee Account with the Department of Agr iculture in the name of a public entity (su ch as a state or local government . school d istr1ct. or · prison) that receives agricu ltural pro gram payments 1 List first and circle th e name of the person whose number you furn ish ., 2 Circ le the minor's nam e and fu rn ish the minor 's social secu rity number . ' Show the name of th e owner . • List firs t and ci rc le the name of the legal trust. estate. or pension trust . Note: If no name 1s circled when there ,s more than one name. the number will be considered to be that of the first name listed. '-'" U.S. GOVERNMENT PRINTING OFFICE: 1987-205-416 ( ( ( ( ' ( INSTRUCTIONS: 1. Prepare with a typewriter. 2. Refer to Manual of Business Procedure Section 75. 3. Send white and blue copies to Accounts Payable, 360 Administration Building. MICHIGAN STATE UNIVERSITY REIMBURSEMENT VOUCHER Pap;e : Date : 75 . 12 3-31-90 DISTRIBUTION' White-Controller's Office. Blue- Mailed to PIIVN with the checlt. Plnk-Oepanment copy. PAYEE ACCOUNT TO BE CHARGED Name Dept. Roo Buildinn Mailing Addl'8SII (if other than departmentl ( Purpose: Department Account Name Accoum Number Amount Object Claa I I I I I I I I I I I I I I DATE ITEM DESCRIPTION I I TOTAL SIGNATURE (Raquinld w1W1 lacking '9Ceipt-itama $10 or ieal . ( ( . $ TOTAL CLAIM I CERTIFY THAT THE ABOVE PAYMENT 15 CORRECT ANO JUST. " - ' • Siglwan Adminiolrlniw Senior Audit I I Data Data Signed Approved STOCK # 140-2646 CHECK NUMBER and DATE MSU is an Affirmative Action/Equal Opportunity Institution 0 -18217 INDEPENDENT CONTRACTORS I . Determining Employment Status A. Employee Page : Date: 76.1 3-31-90 1 . Every individual performing services for the University and compensated by the University is presumed to be an employee unless she/he can meet the criteria of independent contractor status (discussed in item I.,B.) . Generally , every individual who performs services that are subject to the will and control of the University as to both what must be done and how it must be done, is an employee. University allows the employee considerable discretion and freedom of action, as long as the University has the legal right to control both the method and the result of the services . It does not matter that the 2. University policy requires that the following workers be compensated as employees: a. Anyone teaching a course for credit . b . Anyone teaching a noncredit course of more than fiye sessions during one term. time up to and including a full day . ) (A session can be any length of c. Anyone currently employed by the University who performs additional services outside his/her regular job description (discussed in section 55, item V. ,B.). d . Anyone currently enrolled as a University student. 3 . The status of any worker not falling into one of the above categories must be evaluated based on the Internal Revenue Service common law rules for distinguishing between employees and independent contractors. B. Independent Contractors 1 . The general rule of thumb is that an individual is an independent contractor if the University has the legal right to control or direct only the results of the work and· not the means and methods of accomplishing the result . Generally, independent contractors hold themselves out in their own names as self-employed and make their services available to the public. 2 . Examples of individuals who might meet the criteria for independent contractor status include: a . Guest performers or artists who otherwise are not affiliated with the University. ( Independent Contracto rs (continued ) Pa ge : Date: 76.2 3 -31- 90 b . Gu e s t speakers or guest lecturers brought to the Univers ity fo r v ery short durations because of their expertise . c . Indiv iduals providing professional services, such as attorneys, accountants and other consultants. C . When the status of a worker cannot be determined from the above gu idelines , contact the Accounts Payable Department (5-0331 ) or Pay roll Department (5 - 5010) for guidance in advance of the serv ices being performed . II . Inde pendent Contractor Professional Personal Services Contract A. Fo rm - The Professional Personal Services Contract with Independent Contracto r form (see sample, pages 76 . 7 and 76.8) may be obtained from S tores , stock order# 140 - 2601. B . Purpose 1 . The contract formalizes and documents independent contrac tor relationships with the University. 2 . The cont ract must be completed for all independent contractors who: a . b . c . are being paid from Contract and Grant accounts (61 - 0000 through 61-9999 and 71-0000 through 71-5999) , or are teaching noncredit courses of five or fewer sessions during one term , QI. are being paid $600 . 00 or more for the total contract ( i ncluding honorarium payments). 3. Payments to research subjects or simulated patients do not require a c ontract . 4 . The contract can be completed in other instances at the discretion of the department . C . Restrictions 1 . Payments to independent contractors cannot be made whe r e a conflict of interest exists . For guidance , consult the Fa cu lty Handbook o r the Purchasing Department . 2 . This contract form should not be used for any work - related alterations, renovations or construction of facilities . Engineering Services should be contacted for guidance in these matters . 3 . General Fund salary and labor accounts may not be used for payments to independent contractors . ( ( ( ( Inde pendent Contra cto rs (c ontinued ) Page : Date : 76 . 3 3-31 - 90 4 . Part ial payments totaling more than the original contract canno t be processed for payment. They will be returned to the orig i nating department for completion of a new contract . D. Preparation , Processing and Routing 1. The contract must be typed by the initiating department . 2. Only one person or company can be paid on a single contract . 3. All applicable sections of the contract must be completed. 4 . The contract must be routed for acceptance and signature to : a . The independent contractor. b . An authorized signer on the account being charged. c . Other persons as required by the college or MAU . d . Contract and Grant Administration, if charging accounts 61- 0000 through 61-9999 and 71-0000 through 71 - 5999 . Documentation on the bidding and selection process or sole source justification must accompany the contract when charging accounts 61-0000 through 61 - 9999 and 71-0000 71- 5999 . e . The Purchasing Department, for contracts greater than $2 , 500 , except those for speakers , guest lecturers and guest performers or artists. The Purchasing Department wi ll review information submitted and determine the app r opria t e bidding and selection procedures to follow . 5 . When terms to this contract are to be modified, any modifications must be approved in advance by the Vice President for Finance and Operations or a designee. 6 . When using General Fund accounts for payments to independent c ontr a c tors, the costs should be charged to a supplies and services account , using object code 071 or 072, depending upon the servi ce . 7 . Cop i es of the completely-signed contract are distributed as follows : a . The yellow copy of the signed contract is given to the contractor . b . The pink copy of the signed contract remains in the originating department . c . At the completioD of the services , the white original copy , along with a Direct Payment Voucher and the appropriate documentation, should be sent to Accounts Payable, 360 ( ( ( Independent Contractors ( continued) Page : Date: 76.4 3-31-90 8 . The Direct Payment Voucher must be completed and processed in accordance with instructions detailed in Section 75 of this Manual . a . The independent contractor's home or business address and social security or employer identification number must be shown on the Direct Payment Voucher. For a sole proprietor or individual, the social security number must be given . The Internal Revenue Service requires that the University report these payments at the end of each calendar year on Form 1099-MISC. b . Documentation on the Direct Payment Voucher should include a full description and the dates of the services rendered and/or products provided . c . Attachments to the Direct Payment Voucher should include the contractor's signed invoice, original receipts and tickets for travel expenses reimbursed, the original copy of the Professional Personal Services Contract , and documentation on the bidding and selection process or sole source justification, if applicable. d . Any portion of the payment to the independent contractor that is designated as reimbursement for travel expenses is not included in the amount reported to the Internal Revenue Service on Form 1099-MISC. These expenses must be documented as outlined above. 9 . When partial payments to an individual contractor are being made, a copy of the Professional Personal Services Contract must be attached to the Direct Payment Voucher with each payment . The bottom section on the front side of the contract must be completed indicating the current payment, prior payment(s) and total payments . III . Nonres i dent Alien Independent Contractors A . Unless exempted by a current tax treaty with an individual independent contractor ' s country of citizenship, payments for s ervices rendered by the independent contractor are subject to federal income tax withholding of 30% and state income tax withholding of 4.6%. Nonresident alien partnerships or c orporations may be exempt if payments to them are attributable to their engaging in trade or business in the United States . Ta x treaty information can be obtained from the Accounts Payable Department, 5 - 0331 . B . I n order for an individual independent contractor to claim e x emption from income tax withholding under a current tax treaty , the contractor must complete Internal Revenue Service Form 8233 , Exemption from Withholding on Compensation for Independent-Personal ( ( ( ( ( ( ( Independent Contractors (continued) Page : Date: 76 . 5 3 - 31-90 Services of a Nonresident Alien Individual . See pages 76 . 9 and 76 . 10 for a sample of the form . 1 . IRS Form 8233 can be obtained from the Accounts Payable Department, 360 Administration Bldg. , 5-0331. Departments may also make copies of the sample on pages 76 . 9 and 76 . 10 for their use . 2. The contractor should complete IRS Form 8233 through item 3.b . and sign where indicated. 3 . The contractor must have applied for a social security number . Proof of application from the Social Security Administration must be attached to IRS Form 8233. 4 . IRS Form 8233 should accompany the Direct Payment Voucher and other required documentation and be forwarded to the Accounts Payable Department, 360 Administration Building . 5 . The Accounts Payable Department will complete IRS Form 8233 and mail it to the Internal Revenue Service. 6 . The exemption from withholding must be approved by the Internal It takes approx imately Revenue Service before payment is made . 15 days for the IRS to respond to a request to exempt payment from withholding . C. Foreign fiduciaries , partnerships or corporations engaged in trade or business in the United States may claim exemption from withholding by completing Internal Revenue Service Form 4224, Exemption From Withholding of Tax on Income Effectively Connected With the Conduct of a Trade or Business in the United States (sample on page 7-6 . 11). This exemption does not apply to c ompensation for personal services performed by an individual. 1 . 2. I RS Form 4224 can be obtained from the Accounts Payable Depar tment , 360 Administration Building, 5-0331. I RS Form 4224 must be completed in duplicate by the contractor and should accompany the Direct Payment Voucher and other required documentation and be forwarded to the Accounts Payable Depart ment, 360 Administration . 3 . The contractor must have applied for an employer identification number (EIN) . Proof of application from the Social Security Administration must be attached to IRS Form 4224 . If the payment is determined to be exempt from withholding, a check wi l l be issued for the gross amount of the Direct Payment Voucher . If the payment is determined not to be exempt from withholding, a check will be issued for the net amount of the Direct Payment Voucher after deducting taxes . ( \ D. E. Independent Contractors (continued) Page : Date : 76.6 3-31 -9 0 F . Departmental accounts will be charged for the federal and state income tax withheld using a Journal Voucher entry prepared by Accounts Payable . G. IRS Form 1042S, Foreign Person's U.S. Source Income Subject to Wi thholding, is issued annually to each nonresident alien independent contractor, whether or not the individual has taxes withheld. Form 1042S, which is issued by the Payroll Department no later than March 15, reports all payments made during the previous calendar year . The Payroll Department also provides a letter of payments and state tax withholdings that can be used when filing the State of Michigan income tax return. Questions about Form 1042S should be addressed to the Payroll Department, 5-5010 . ( ( ( ( Page: Date: 76.7 3-31-90 MICHIGAN STATE UNIVERSITY . PROFESSIONAL PERSONAL SERVICES CONTRACT WITH INDEPENDENT CONTRACTOR 1ichigan State University (referred to in this Contract as University) enters into a binding agreement with: Contractor: Phone No.: Contract No. - - - - - - (optional) Address: - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - ".ity: State: Zip Code: ,.J.'S. Resident: Yes __ No __ If No. Country of Residence: Incorporated: Yes __ No __ If Yes, Profit __ Nonprofit __ If No. circle type of business (Partnership/Sole Proprietorship) and give name of Partner or Sole Proprietor, if different from Contractor above: - - - - - - - - - - - - - - - - - - - - - - - Social Security Number or Federal Employer Identification Number (R eq u i r e d l= - - - - - - - - - - - - - - - - - - - - Subject to backup withholding: Yes __ No __ NATURE OF SERVICES TO BE RENDERED: PERFORMED AT (LOCATION}: ( PERFORMANCE SCHEDULE: Starting date: - - - - - - - - - - - - Ending date: ____________ Total hours: - - - - - - - - - - - - COURSE INFORMATION (If applicable): D CEU Term:------ Course number: _______________ _______ T i t l e : - - - - - - - - - - - - - - - - - - - - - - Meeting days: COMPENSATION INFORMATION: Meeting ho u r s : - - - - - - - - - - - - - - - - - - - - - Account(s) to be charged: - · - - - - - - - - - - - - - - - - Payment terms: - - - - - - - - - - - - - - - - - Rate of Pay (indicate hourly, daily, total project, etc.) Services shall not exceed: $ Expenses shall not exceed:$ - - - - - - - Nature of Expenses: DEPARTMENTAL CONTACT PERSON: The Contractor should communicate with the following departmental representative regarding this contract: Name: Phone No.: Address=- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - The Department's responsibility for supporting the performance of services is limited to the following: _________ _ CONTRACTOR ACCEPTANCE: I agree to the terms above and on the reverse of this Contract. The amount of the charges for services under this Contract does not exceed my normal and customary rate. I certify that the above Social Security Number or Federal Employer Identification Number is correct and I am not subject to backup withholding unless otherwise noted. I am not a current University employee. .gnature: Date: MICHIGAN STATE UNIVERSITY ACCEPTANCE: The services to be provided are essential and the service cannot now be provided by current University employees . The attached selection process has been employed to secure the most qualified contractor available for amounts greater than $2,500. Signature: Signature: {O ptional) ~nature: Signature: Authorized signer for account to ~ charged {also responsible for auaching documentation of biddine proc~ures followed or sole source justification) Date: Dean 's Office or other authorized sicnature, if rt>quired bv College or MAU Date: Date: Contract and Grant approval . if chareinc accounu &1-0O 10 71-S999. Purchasing Department for contracts greater than S2.SOO. 1Stt stttion 7& of the Manual of Busineu Procf!'dure-s for gu idance) Date: " l:E REVERSE FOR CONDITIONS AND ROUTING PROCEDURE. Use this section when processing payments for partial performance of services Personal Services . . . . . . . . . . . . . . . . . . . . . $ Expenses .. Total . $ · $ $ Current Payment (A) Prior Payment(s) (Bl Total Payments (A+ B) $ $ MSU is .1n A.flirm~ti\~ A.ction."lqu~J Qpparrun,ry lnswur,on Stock # 140-lbOl FURTHER, in accordance with the laws of the State of Michigan and the policies of Michigan State University, the parties agree as follows: Paf-e: Date : 76 . 8' 3-31-90 1. INDEPENDENT CONTRACTOR. The Contractor will act as an independent contractor under this Contract, and neither the Contrac tor nor any employee or agent of the Contractor is an employee of the University due to this Contract. The Contractor will provide the services and achieve the results specified by the University free from the direction or control of the University as to means and methods of performance. 2. ACCESS TO RECORDS. The Contractor shall maintain reasonable records, including evidence that the services actually were per- c· formed and the identity of all individuals paid for such services. and shall allow access to those records by the University, any sponsor, the State of Michigan , or the Comptroller General of the United States or their authorized representat ives . 3. OWNERSHIP OF WORK PRODUCTS. Any discovery, patent, copyright, invention, work papers, software, software appl ications. written materials, publications, data, information, by-product or end-product arising as a direct result of the performance of thi s Contract shall tie the sole property of the University. The University hereby grants to Contractor a non-exclusive royalty-free right and license to use for the Contractor's internal non-commercial research and development activities all unpublished data, know how, materials and unpatented inventions or discoveries arising from this contract, reserving a right to the University to use such subject matter for any non-commercial uses . 4. TERMINATON. Either the University or the Contractor may terminate its obligations under this Contract by giving the other party prior written notice of such termination, specifying the intended date of termination; provided, however, that upon request from ( the University, the Contractor shall continue performance until the University can f ind a replacement contractor or fo r an addi tional thirty (30) days after the specified termination date, w~ichever is the shorter time period. Upon termination, an equitable settlement shall be made for actual costs incurred by the Contractor up to the date of termination. 5. UNIVERSITY EM.PLOYEES. The Contractor will not hire any em~ioyee of the University to perform any services covered by this agreement without prior written approval from the Office of the Provost for academic employees or from the Office of Personnel and Employee Relations for non-academic employees. 6. CONFIDENTIAL INFORMATION . The Contractor shall not publish or otherwise disclose, except to the University and except mat ters of public record, any information or data obtained in the course of performance of this Contract from private individuals, organizations, or public agencies , in a publication by which the information or data furnished by any particular person or establish ment can be identified, except with the written consent of such person or establishment. 7. ACKNOWLEDGMENT OF SPONSORSHIP. The Contractor agrees that in any publication acknowledgment shall be made of sponsor ship by the University and/or other sponsor by use of the following statement: "This work was performed under the sponsorship of THE BOARD OF TRUSTEES OF MICHIGAN STATE UNIVERSITY and (insert any other sponsor). This work does not necessarily represent the views of the University or the sponsoring agency." If the publication is copyrighted, the statement, "Reproduction of this article, with the customary credit to the source, is permitted." shall be added. With the exception of acknowledging sponsor- ( ship of research, the name of the University may not be used in publications, news releases, advertising, speeches, technical papers, photographs, and other releases of information regarding this Contract or data developed under this Contract without written ap proval of the University. 8. CONFLICT OF INTEREST .. The Contractor affirms that to the best of his/her knowledge there exists no actual or potential conflict between Contractor's family, business, or financial interests and his/her services under this Contract, and in the event of change in either his/her private interests or service under this Contract, he/she will inform the University regarding possible conflict of in terest which may arise as a result of such change. 9. TOTAL AGREEMENT. This Contract contains the entire agreement between the parties superseding any prior or concurrent agreements as to the services being provided. and no oral or written terms or conditions which are not conta ined in this Contract shall be bind ing. This Contract may not be changed except by mutual agreement of the parties reduced to writing and signed. 10. ASSIGNMENT/TRANSFER/SUBCONTRACTING. The Contractor shall not assign, transfer, subcontract, or otherwise give to or im pose on any other party any obligation or right of the Contractor under this Contract, without the prior written consent of the University. 11 . INDEMNIFICATION. The Contractor shall indemnify, defend and hold the University harmless from any charge, fine, penalty, or judgment arising out of, or in any way resulting from, the Contractor's performance under this Contract, and should the University( be required to make payments or incur costs of defense (including reasonable attorney fees) for any such reason, the Contractor shall fully reimburse the University. The obligations of the Contractor under this paragraph 11 shall survive any termination of this Contract or completion of the Contractor's performance under this Contract. Procedure for routing of Contract: 1. Originating department for Contractor's signature and authorized signer for account to be charged. 2. Appropriate Dean or other author ized signer, if required by college or MAU. 3. Contract and Grant Administration, if charging accounts 61-0000 to 71-5_999 . 4. Purchasing Department, if required (see section 76 of the University's Manual of Business Procedures for guidance). 5. Originating department, 1)1aintain until completion of services . 6. At completion of services (or for each partial payment). originating department acknowledges performance. forwards original contract with the Direct Payment Voucher (for partial payments send original contract with the first payment and copies thereafter). original travel receipts, Contractor's signed invoice and other documentation, to Accounts Payable in the Controller's Office for payment. Copy Distribution: . White Pink · Accounts Payable • Originating Department Yellow · Contractor Please refer to Sections 55.1 and 76 of the Manual of Business Procedures for specific procedures on determining employee versus independent contractor status and processing of payments . Contact the Accounts Payable Dept. (5--0331) to determine proper payment procedure of nonresident alien Contractors and available tax treaty provisions. 0·18581 f'orm 8233 . October 1987) _...rtment of the Trusury Page: Date: Exemption From Withholding on Compensation for Independent Personal Services of a Nonresident Allen Individual 76.9 3-31-90 0MB No. 15"'5-0795 ~ires 8·31·90 tntemal Revenue Service This exemption is applicable for compensation for calendar year 19 ___ , or other tax year beginning ______ ___ ___ , 19 ___ , ( -.,d endinN;;,~;jd~~; Ail~~ ·,~:l;ld~~I Students, teachers, and researchers: See Chan es You Should Note below.) -,.Md-,ea-(_nu_moar __ and_strNt __ )_in_tlle_U_nud __ ......,.Sta_t_es----------~ Taxpayer identification number ______________________ _ (see instructions) United States visa number (if any) ____________________ _ City, state, •nd ZIP Cllde Citizens of Canada « MexicD ~ either item 1 or item 2: all other filers complete items 1 and 2. 1 Country issuing passport _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ 2 Permanent foreign address o Passport number --- - --------------- - - ------ _ 3 Compensation for independent personal services a Description-------------- --- ------------------------------------------------------------- -------------------------------------------------------------------------------------- b Amount (see instructions)$ _________ ----- ___ ____________ . ______ -------- ____ ----- _____________ _ c If compensation is exemPlfrom withholding because of a U.S. tax treaty, provide: (1) Tax treaty and provision under which you are claiming exemption from withholding _____________________________ _ (2) Your country of residence ______ ___________ ________________________________________________ _ d Is your compensation otherwise exempt (or will it be otherwise exempt) from income tax during the tax year? D Yes D No (ff you checked ·ves, • attach a statement explaining why.) ~ Additional fads to justify the exemption from withholding __ ---- ____ ------------ __________________________ _ 4 Number of personal exemptions you are claiming: - - - see instructions S Number of days in the period during which independent personal services are to be rformed in the United States: Under penalties of perjury, I deda,. that I hew aamined ttlil form and any aca,miianyinc statements, and, to the bast of my~ Ind belief, they.,. true, corrKt, and Qlfflpl9!e. lallocleclar9, under penalties of perjury, that I am not a citiZ9n or raident of the United States. Signature of nonresident alien individual • WlthhokUn ent Certification me dichigan State University Board of Trustees Meir.a (IUllller and strwt) Controller's Office Qty, ltatil, and ZIP Cllde East Lansing, Ml 48824-1046 \ ( \ gnature of withholding qent • General Instructions (Section ,.,.,.lea$ .,. to the Internal q•venue CotM unless t1therwm indk:atwl.) iperwortl Reduction Act Notlce.-We ask ,r this information to carry out the Internal Revenue laws of the United States. We need It to ensure that taxpayers are complyinc with these laws and to allow us to filure and collect 1he right amount of tax. If you want to receive .xemption from withholding on compensation for Independent personal services, you are required _to live us this information. Changes You Should Note • Withholding agents will now attach all Forms 8233 to the Form 1042, Annual Withholding Tax Retum for U.S. Source Income of Foreign Persons. that they file with the IRS. Previously, Form 8233 was attached to Form 1042S, Foreign Person's U.S. Source Income Subject to Withholdinz . • Form 8233 should be used by nonresident alien students, teachers, and researchers to claim exemption from withholding on compensation for services that is exempt from taxation under a U.S. tax treaty. Students must provide the information required by Revenue Procedure 87·8, 1987-21.R.B. 8. Teachers and researchers must provide th'! Information required by Revenue Procedure 87·9, 1987-21.R.B. 10. All these individuals Form 8233 (Rev. 1().87) Date• ~~-- 38-6005984 TNllhOne number (517 )355-5010 Date• form 8233 (Rev. 10·87) must also provide the information required by Form 8233, disregarding references to independent personal serw:es, and then submit the form to their withholding agent. Purpose of Form.-ln general, section 1441 requires that 30% of amounts paid to a nonresident alien individual as compensation for independent personal services (i.e., services performed where there is no employer-employee relationship) be withheld by the person paying the amount (the · withholding agent) to the individual. This form is used by nonresident alien individuals to claim exemption from withholding on compensation for independent personal services (under section 1441 and its regulations) if the exemption is based on a U.S. tax treaty or on the personal exemption amount. The form is completed by the nonresident alien individual claiming exemption and presented to the withholding agent for review . If the withholding agent accepts Form 8233, the withholding agent so certifies on the same form and forwards it to the Director, Office of Compliance, Assistant Commissioner (International), at the address shown on this page. An accepted Form 8233 is effective only for the tax year shown on the form. Do not use Form 8233 if you have an office in the United States regularly available to you for performing personal services. If you have an office in the United States regularly available to you, contact the Director, Office of Compliance, Assistant Commissioner (International), for more information . Definitions Nonresident Allen lndlvldual.-Any individual who is not a resident or citizen of the Llnited States is a nonresident alien individual. The term also includes a nonresident alien fiduciary. An alien individual meeting either the •green card test· or the ·substantial presence test" for the calendar year is a resident. Those not meeting either test are nonresident alien individuals. Note: Nonresidtmt alien individuals married to U.S. citizens or resident aliens may choose to be treated as resident aliens for income tax purposes (e.g., for purposes of filing a joint income tax return). However, these indi11iduals are considered nonresidents for purposes of withholding taxes on nonresident aliens. For further information on resident and nonresident alien status, the tests for residence, and the eaceptions to them, see Publlcatlon 519, U.S. Tax Guide for Aliens, available from the IRS . Nonresident Allen Flduclary.-A nonresident alien fiduciary is a nonresident alien guardian, trustee, executor, administrator. receiver, conservator, or other person acting in any fiduciary capacity for any person. However, a nonresident alien fiduciary is not a nominee. Compensation for Independent Personal S.rvlces.-lndependent personal services are personal services performed in the United States by an independent nonresident alien contractor, rather than by a nonresident alien employee. Included in compensation are payments for profeuional services, such as fees of an attorney, physician, or accountant made directly to the person performina the services, consulting fees, and payments for performances by public entertainers. such as artists, actors, musicians, and athletes. For further information, see Publication 515, Withholding of Tax on Nonresident Aliens and Forecn Cor;x,rations, available from the IRS. Wlthholdln1 Ajent.-Any person required to withhold tax on payments made to a nonresident alien individual is a withholding agent. Generally, the person who pays or conveys the item of U.S. source income to the nonresident alien individual (or to his or her agent) is liable for the tax and must withhold . The withholding agent may be an individual, corporation, partnership, trust, association, or any other entity. For further information, see Publication 515. Specific Instructions Part I Taxpayer Identification number. Nonresident alien individuals (other than nonresident alien fiduciaries) must enter their social security number. If you have applied for one but have not yet received it, enter "Applied For· and the date you applied in the space provided. If you do not have a social security number, apply for one using Form SS-5 , Application for a Social Security Number Card, and enter "Applied For" and the date you applied in the space provided . When the number is received , promptly give it to the withholding agent. If you are a nonresident alien fiduciary, enter your employer identification number. Items I and 2.-AII filers must complete items 1 and 2 , except citizens of Canada or Mexico, who can complete either item l or item 2. Item 3a.-Describe the independent personal services for which the compensation is being (or will be) received, and describe the manner of compensation (e.g:, lump sum, monthly payments , etc.). Item 3b.-Enter the amount of compensation for independent personal services you will be receiving during the tax year to which this Form 8233 applies. Enter an estimated amount if the exact amount is not known. Item 3d.-lf the exemption from income tax withholding is (or will be) based on other than a U.S. tax treaty (e.g., the personal exemption amount), explain this in an attached statement. Item 4.-For determining the amount of compensation exempt from 30% withholding because of the personal exemption amount, one personal exemption is allowed a nonresident alien individual who is not a resident of Canada or Mexico, or is not a U.S. national during the tax year. However, a nonresident alien individual covered by a U.S. tax treaty with his or her country may be entitled to exemptions for a spouse and dependents under certain circumstances. See the applicable tax treaty for further information . A nonresident alien individual who is a resident of Canada or Mexico or is a U.S. national is generally allowed the same personal exemptions as a U.S. citizen or resident. (For further information, see Publication 519.) Each allowable exemption must be prorated according to the number of days in the period during which the personal services are to be performed in the United States (item 5 on Form 8233). To figure the daily proration amount for each allowable exemption, divide the personal exemption amount (for example, $1,950 if the individual's tax year begins in 1988) by 365 (366 for a leap year). Round off the result to the nearest cent. Note: The personal exemption amount for any year can be obtained from the IRS. Sl1nature.-The nonresident alien individual, or his or her legally authorized representative, must sign and date Form 8233 in the appropriate place. •u.a. - - • - - n_, ... _ _. Page: Date: 76 .10 3-31-90 · Page 2 Part 11 Wlthholdln1 A1ent'1 Responsibilities Re11rdln1 Form 8233.-When you are presented Form 8233 by the nonresident alien individual, review it to see if you are satisfied that the exemption from withholding is warranted. If, based on the facts presented , you are satisfied. accept Form 8233 by making a certification, under penalties of perjury: • That you have examined Form 8233 and any accompanying statements; • That you are satisfied that an exemption from withholding is warranted ; and • That you do not know or have reason to know that the nonresident alien individual's compensation is not entitled to exemption or that the eligibility of the nonresident alien individual's compensation for the exemption cannot be readily determined. Forward Form 8233 and any attachments within 5 days of your acceptance to: Assistant Commissioner (International) Director, Office of Compliance IN:C:E62 Internal Revenue Service 950 L'Enfant Plaza South, S.W. Washington , DC 20024 Give the nonresident alien individual a copy of Form 8233 , and attach a copy of Form 8233 to the Form 1042 that vou file with the IRS. Keep a copy of Form 8233 for your records. Note: The copies of Form 8233 must also include any attachments submitted by the nonresident alien individual originally. The exemption from withholding becomes effective for payments made at least 10 days after you have mailed Form 8233 to the IRS. (See the instructions for Part I, item 4, for information on amounts exempt from withholding because of the personal exemption amount.) You must not accept Form 8233 if either of the following applies: If you know or have reason to know that • any of the facts or statements on Form 8233 may be false; or • You know or have reason to know that the eligibility of the nonresident alien individual's compensation for the exemption cannot be readily determined (e.g., if you know or have reason to know that a nonresident alien individual has an office in the United States regularly available for performing personal services). If you accept Form 8233 and subsequently find that either of the situations described immediately above applies . you must promptly notify the Director, Office of Compliance . Assistant Commissioner (International), in writing, and you must withhold on any amounts not yet paid. If you are notified by that office that the eligibility for the exemption of the nonresident alien individual's compensation is in doubt or that the compensation is ineligible for the exemption, you must withhold. See Regulations section l .1441-4(b)(2)(iii) for examples illustrating these rules. Sl1nature.-The withholding agent. or a duly authorized agent of the withholding agent, must sign and date Form 8233 in the appropriate place. (See Regulations section l.1441·7(b) for further information regardin& duly authorized agents.) ( ( ( Page: Dat e: 76 . 11 3-3 1- 90 (FRONT) Form 4224 (Rev September 1987) Deoartment of the Treasury Internal Revenue Service Exemption From Withholding of Tax on Income Effectively Connected With the Conduct of a Trade or Business in the United States (For use by a nonresident alien individual or fiduciary. foreign partnership , or foreign corporation) OMS No. 1545-016~ Expires 7-31-90 This exemption 1s applicable for calendar year 19 Owner of income (type or print name) , or other tax year beginning U.S. identifying number . 19 Withholding agent (type or print name) . and ending . 19 Employer identification number F ore1gn address (Including country) United States address (including ZIP code) Trade or business in the U.S. (speedy type and give name and address) Descrioe each item of income that 1s . or 1s expected to be. effectively connected with the owner' s U.S. trade or business: •••••••••••••••••••• • ••••••••••••. _ ••• • _. I certify to the best of my knowledge and belief that this income of the owner named above is. or is expected to be. effectively connected with the conduct of the owners trade or bus,ness 1n the United States and 1s includible in gross income for the tax year. Signature of owner. fiduciary . trustee. or agent If an estate or trust. give name here Address of fiduciary . trustee. or agent Date For Paperwork Reduction Act Notice. see back of form. File in duplicate with your withholding agent. ( ( (BACK) Instructions (Section references are to the Internal Revenue Code.) Paperwork Reduction Act Notice.- We ask for this information to carry out the Internal Revenue laws of the United States . We need it to ensure that taxpayers are complying with these laws and to allow us to figure and collect the right amount of tax. You are required to give us th is information . A Change To Note.-W1thhold1ng agents should now attach Form 4224 to Form 1042, Annual Withholding Tax Return for U.S. Source Income of Foreign Persons . when that form 1s filed. instead of to Form 1042S, Foreign Person's U.S. Source Income Sub1ect to Withholding . See Withholding Agent below. Purpose of Form.- This form ,s used to obtain an exemption from w1thhold1ng of tax on certain ,ncome for nonresident alien ind1v1duals and fiduciaries . foreign partnerships. and foreign corporations . See Publ ication 519, U.S. Tax Guide for Aliens . for details on al,en status. The exemption from w,thhold,ng applies only to eligible ,ncome paid after the withholding agent receives this form . It applies only for the tax year of the owner (the person entitled to the income) whose name appears on the form . See Publication 515, Withholding of Tax on Nonresident Aliens and Foreign Corporations . for further information . Income Eligible for Exemption.-ln general , to be exempt from withholding , tpe i_r,~o_me must be effectively connected with the conduct of the owner's trade or business in the United States. and must be included in the .. owner's ·gross income under section 87 l(bi(2) . 842. or 882(a)(2) for the tax year. The follow·ingitems of income may be exempt from withholding if the two requirements above are met: interest. dividends . rent. roya lties . salaries , wages. premiums , annuities . compensation. remuneration. emoluments, and other fixed or determ inable annual or periodic gains. profits, and ,ncome: gains described ,n section 402(a)(2). 403(a)(2). or 63 l(b) or (c); amounts subject to tax under section 87l(aXl)(C) or 881(a)(3); gains subject to tax under section 87l(a){l)(D ) or 88l(a)(4); and gains on transfers described in section 1235 made by October 4. 1966. If a nonresident alien individual or foreign corporation ,s a member of a domestic partnership, the exemption applies only to the income ,terns that are included in the distributive share of that partnership's ,ncome Income Not Eligible for Exemption.-The following are not eligible for exemption from withholding: Compensat ion for personal services by a nonresident alien individual (but see Form 8233, Exemption From Withholding on Compensation for Independent Personal Services of a Nonresident Alien Individual). compensation described ,n section 543(a)(7) received by a foreign corporation that ,s a personal hold ing company, and income resulting from a section 897 d1spos1t1on of an investment ,n United States real property . Filing Form 4224 (a) Owner of Income: File two copies of th,s form w,th your withholding agent to obtain exemption from withholding. (If you do not know the withholding agent's employer identification number . please get it from the withholding agent.) File Form 4224 before payment of any income to which it applies. When the income to which the form applies ,s no longer effectively connected with the conduct of a trade or business in the United States , promptly notify your agent by letter (send two copies) . (b) Withholding Agent: Attach the duplicate copy of Form 4224 to the Form 1042 required for the calendar year. Send it to the Internal Revenue Service Center, Philadelphia, PA 19255. Keep the original copy of Form 4224 for your records . Page: IND I . l Date: 3-31-90 MANUAL OF BUSINESS PROCEDURES - VOLUME I Michigan State University Index *********** CONTROLLER'S OFFICE ( ( Accidents, Reporting of Account Numbering Account Request, New Accounting Accounting Corrections Accounts Receivable Alcoholic Beverages ( Authorized Signature Forms Bookkeeping Budget Reallocation Cash Handling cash Receipts Change of Name, Address Checking Accounts Checks Refunded or Cancelled Check Cashing Checks: Lost, Stolen, Destroyed Pages 35.3 5 . 1 5 . 2 1.1 40.1 10.1 45.2 - 45 . 6 68 . 1 1.1 12.1 15.1 15.1 55.13 15.4 15.4 16.1 43.1 Collection Advice 10.4 10.6 Compensation for Nonregular Assignments or Duties 55.15 Conference Registration 70.I.2, 70.II.l, 70 . IV . l, 75.1, . 75.7 Delinquent Receivables Departmental Bookkeeping 10.2 1.1 Departmental Invoice Summary 74.2, 74.5 Page: IND I. 2 Date: 3-31-90 MANUAL OF BUSINESS PROCEDURES - VOLUME I Michigan State University Index - Continued *********** CONTROLLER'S OFFICE Departmental Receivables Deposits Depreciation Policy Direct Payment Voucher Employees, New Pages 10 . 1 15 . 1 19.1 75.1, 75.9 55.4 - 55.5 Employees Withholding 55.2 - 55.3, 55.12 Encumbrance Adjustments Expenditure Codes Field Trips Food and Lodging Purchased On Campus Charged to University Accounts Foreign Checks Graduate Assistant Stipends Honoraria Identification Cards 18.1 20.1 25.1 46.1 15.3 55.2 75 . 2 30.1 Incident Reporting (Risk Mgmt) 35.3, 35 . 4, 35.8, 35.9, 35.14 Independent Contractors 55.1, 55.2, 75.2, 75.3, 76 . 1 Insurance Department Invoice Processing System Invoice Summary Journal Vouchers 35 . 1 74.1 74.1 40.1 Loss Prevention (Risk Management) 35.1 - 35.16 Meals and Lodging 4 5 . 1 , 4 6 . 1 , 7 0 . VI • 1 ( ( ( Page: IND I. 3 Date: 3-31-90 MANUAL OF BUSINESS PROCEDURES - VOLUME I Michigan State University Index - Continued *********** CONTROLLER'S OFFICE ( Membership Dues Military Pay Moving Expense Policy Multiple Check Voucher Nonresident Aliens Object Codes Expense Revenue Payroll Department Pages 47.1 55 . 16 53.1 75.5 55.3, 75.8, 76.4 20.1 65.1 Cash Advances (Petty Cash/Hand-drawn Checks) 55.10, 55.17 Direct Deposits New Employees Overtime Pay Periods and Dates Time Reports Petty Cash Reconciling Accounts Refunds (Vouchers) Reimbursement Voucher Revenue Codes ( Safety Inspection (Risk Management) 55.3 55 . 4 - 55.5 55 . 14 55.2 55.5 - 55 . 7, 55.17 60.1 1.4 75.1, 75.5 75.6 65.1 35.10 Page: IND I.4 Date: 3-31-90 MANUAL OF BUSINESS PROCEDURES - VOLUME I Michigan State University Index - Continued *********** CONTROLLER'S OFFICE I Sales and Use Tax, Michigan Scholarships Si gnature Requirements Si gners on University Accounts SOS Access Program (Risk Management) Pages 50.1 75.3 66.1 68.1 35.15 student Employees· 55.2, 55.4, 55.6, 55.8, 55 . 12, 15.13, 55 . 15 Student Receivables Taxes, Sales and Use Tips Transfer of Funds Travel Advances Travel Insurance Travel Regulations Travel Voucher Vehicle Insu~ance Vouchers Worksheet for Commitments ( 10.4 50 . 1 4 5 . 1 , 7 0 . VI . 1 40.1 70.V . 1 35.15 70 . 1 70 . V. 5 35 . 4 75.1 1.1 ( ( ( ( Date: 3-31 - 90 MANUAL OF BUSINESS PROCEDURES VOLUME II PAGE LAST UPDATE 290 . 3 PAGE 3-31-90 LAST UPDATE 300 . 1 - 300 . 7 305 . 1 - 305 . 2 305 . 3 310 . 1 315 . 1 - 315 . 10 315 . 11 315 . 12 315 . 13 - 315 . 14 J20 . l 320 . 2 320.3 325.1 - 325 . 3 330.1 335.1 - 335.2 340.1 - ·340. 2 IND II . 1 - 9 - 30-86 3-31-90 9 - 30 - 85 DELETE 3-31 - 89 9-30-85 9-30-77 9-30-85 9-30-86 5 - 31 - 84 9--30-86 3 - 31-90 9 - 30 - 77 3-31-90 3-31-90 IND II . 4 3-31-90 TOC II . l - TOC II . 2 200 . 1 - 200 . 3 205 . 1 - 205 . 9 210 . 1 - 210.2 210 . 3 210 . 4 210 . 5 - 210 . 6 210 . 7 - 210 . 11 210 . 12 210 . 13 - 210.15 220 . 1 - 220 . 25 223 . 1 224 . 1 .. 224 . 13 225 . 1 - 225 . 4 230 . 1 - 230 . 2 230 . 3 230 . 4 230 . 5 230 . 6 - 230 . 7 230.8 - 230 . 10 235 . 1 236 . 1 236 . 2 240 . 1 240 . 2 - 240 . 3 245 . l - 245 . 7 250 . 1 255 . l - 255 . 3 260 . 1 - 260 . 3 260 . 4 265 . 1 - 265 . 4 270 . 1 - 270 . 1,4 275 . 1 - 275 . 2 280 . 1 - 280.5 285 . 1 - 285 . 4 290 . 1 - 290 . 2 3 - 31 - 90 3- 31-90 3- 31 - 90 3- 31-89 3 - 31 - 90 3- 31-89 3 - 31-90 3- 31-89 3-31-90 9 - 30-87 3- 31-90 3- 31-90 9 - 30-86 3 - 31 - 89 3-31-90 3-31-89 3- 31-90 3- 31-89 3- 31 - 90 3-31-89 3- 31-90 9-30-87 9-30-86 3- 31-90 3-31-89 3-31-89 9-30-87 3-31-90 3- 31-90 3-31 - 89 3-31-90 3-31-90 3 - 31-90 3- 31-90 3-31-90 3-31-89 MANUAL OF BUSINESS PROCEDURES - VOLUME II Michigan State University Page : Date : TOC I I.1 3- 31-90 Table of Contents *********** SERVICE AREAS Section Name Section # ( ( Alterations and Improvements of Facilities MSU Bookstore Administrative Information Services Department Stores Interior Design Inventory Keys and Lock Service University Laboratory Animal Resources Library Copy Centers Library - Database Searching Services Mail Distribution Labels Vehicle and Transportation Services MSU Press Office Services Department Physical Plant Division Instructional Media Center Purchasing Department 200 205 210 220 223 224 . 2 25 230 235 236 240 245 250 255 260 265 270 Page: TOC II . 2 Date: 3-31-90 MANUAL OF BUSINESS PROCEDURES - VOLUME II Michigan State University Table of Contents - Continued *********** SERVICE AREAS - continued Section Name Section# ( Broadcasting Services Department Telephone Service, Directory Information and Telephone Charges University Printing University Relations (Broadcast/Marketing/Photo; News Bureau; University Publications) *********** MISCELLANEOUS Equipment Responsibility, Credits, Transfers and Disposal Fellowship and Traineeship Appointments Gifts, Grants or Contracts Lease, Lease-Purchase and Installment Purchase Agreements Postage Charges Publications Jointly Funded by the General Fund and a Revolving Account Retention of Fiscal Records Retention of Non-Fiscal Records ( 275 280 285 290 300 305 315 320 325 330 335 340 ALTERATIONS AND IMPROVEMENTS OF FACILITIES I. POLICY Page: Date: 200 . 1 3- 3 1-90 A. B. To insure integration with existing University facilities and to comply with safety and building codes, statutes, regulations all alterations or improvements to the facilities of MSU must receive proper authorization. and University specifications, All interior alterations or improvements are under the initial jurisdiction of the Office of Facilities Planning and Space Management, 412 Olds Hall, Telephone No . 355- 1842. C. Before undertaking any alteration or improvement within a building, departments must: 1. Obtain approval from Facilities Planning and Space Management cqncerning room use and design; and 2. Specify arrangements to cover the . cost of the project . appropriate adequate and funding D. E . An alteration or improvement within an existing building is a change which requires a modification to the walls, floors, ceilings, utilities, attachment of furniture or partitions to such surfaces. Installation of equipment which will change consumption of utilities is considered an alteration within the building. II. INITIAL REQUEST A. B. The department or unit prepares in triplicate the form "Request for Interdepartment Material or Service" (Stores stock order #140-2842) to get an estimate of the cost of the project describe.ct thereon; the form signed by the unit administrator is forwarded through the corresponding dean or appropriate administrative officer to Facilities Planning and Space Management . Facilities Planning and Space Management will either disapprove the request and return it to the department, forward it to the or will approve Physical Plant Division for an estimate . The estimate will be . returned to the requesting department either directly by through Facilities Planning and Space Management. the Physical Plant Division or the request and ( ( ( Page: Date: 200.2 3-31-90 (Alter ations and Improvements of Facilities Continued) c . Before reaching a final decision on the proposed alterations, consideration should be given to funding, timing, urgency and priorities or plans for the space involved. Planni ng and Space Management at this stage. Departments are to consult with Facilities II I. FINAL REQUEST - If the department wishes to proceed with the project, it will prepare in triplicate a second set of "Request for Interdepartment Material or Service" forms and forward it to Facilities Planning and Space Management, requesting that the project be undertaken in accordance wi.th the estimate received. All accounts to be charged and corresponding amounts must be clearly specified on the form. IV . AUTHORIZATION - Facilities Planning and Space Management will either approve and immediately forward the request to the Physical Plant Division or, depending on the total cost involved (over $15,000.), forward it to the Associate Provost for approval before sending it to the Physical Plant. V. DOCUMENTS A. After the alterations or improvements are authorized, the project is then designed and all construction Departments must allow documents are developed. adequate time for this phase of the project. B. Some work will be performed by University service units , but frequently, competitive bids are solicited from outside contractors and once accepted, a contract or purchase order is issued to the successful bidder . VI . OBLIGATIONS OF CONTRACTORS - SUPERVISION, INSPECTION AND PAYMENT A. Contractors working on University property must: 1.) 2 . ) 3.) 4 . ) carry proper insurance coverage; satisfy equal employment opportunity requirements ; provide necessary bonding; assure quality of materials, workmanship, and completion of the project. B. The above matters, along with job supervision and inspection, are the responsibility of the Physical Plant Division . ( ( Page: Date: 200.3 3-31-90 (Alterations and Improvements of Facilities Continued) C. Payment cannot be made to contractors until authorized by the Physical Plant Division. ( ( ( ( See Section Title Interior Design, Section Number 223.1; see also Section Title Physical Plant Division, Section Number 260.1-260.4 PAGE : DATE: 205 . 1 -3-31-90 ( ( MSU BOOK STORE I. BOOK LISTS A. General 1. The MSU Book Store, located in the Center for International Programs Building, telephone 355- 3450, is responsible for purchasing required and optional textbooks and materials for courses offered each term by all departments of the University. 2. At the beginning of each term, the MSU Book Store sends blank forms and instruction sheets to all departments for completion based on required and optional materials for the following term. 3. Departments must return the completed forms as soon as possible to the MSU Book Store to insure that the required books and materials needed for specified courses are in stock before registration for the following term. 4. The MSU Book Store accepts book lists each term as the current and complete requirements. Departments should not assume that books and materials are on hand from past book list requirements. 5. The MSU Book Store photocopies all book lists and sends them to all area bookstores which subscribe for this information. B. Request Form and Its Preparation 1. The "Textbook/Supply Request" form is a five-part form (see sample, page 205.6) . Additional copies, if needed, are available at the MSU Book Store. 2. The department must list all: a. Required books and materials for courses even though a majority of the students may already have the books and materials from preceding or prerequisite courses; b. Optional or supplementary readings; c. Art and engineering materials or other scientific items which they feel should be made available to students. C. Distribution 1. After the department and the Office of the Dean have signed all copies, the department distributes the form as follows: a. White original and yellow - MSU Book Store b. Pink - Instructor c. Gold - Dean d. Green - Retained by the MSU Book Store as a reference source 2. The book lists should not be delayed pending late additions; instead, the departments may supplement the requests by sending an additional list. II. BOOKS - DESK COPIES PAGE : DATE : 205.2 ,3-31-90 (MSU Book Store Continued) A. The "Desk Copy Request Form" (see sample, page 205.7) is available at the departmental offices for requesting desk copies from the publishers. Additional forms may be requested from the MSU Book Store. B. Publishers furnish desk copies directly to the department (do not have them sent fo the MSU Book Store.) C. Books obtained by departments from the MSU Book Store for use as desk copies are charged to the departmental account the same as any other purchase. D. When the department receives the desk copy from the publisher, the original copy purchased from the MSU Book Store may be returned within 30 days for full credit. The book must be in new and saleable condition (no markings of any type within book.) Ill. PURCHASING BOOKS- POLICY A. Except as noted below, all book purchases are to be directed to the MSU Book Store and not to the Purchasing Department. B. Periodicals, with the exception of those originating from the Superintendent of Documents and National Technical lnforl')1ation Service; solution manuals and answer books; and examination copies of books for review purposes, must be ordered through the Purchasing Department. C. In general, the MSU Book Store cannot furnish the following and an alternate method of procurement should be considered (i.e., Purchasing or Direct Pay Voucher): 1. Material offered by an organization which lists one price (usually lower) for members and another price (usually higher) for nonmembers; 2. Material at special prepublication discounts; 3. Other special offers by vendors (e.g. buying book A for $12.00 and getting book B [which usually retails for $9.95] for $2.00.) D. Requests for individual articles from journals or books which are not in the University Library collection should be directed to Interlibrary Borrowing and not to the MSU Book Store. IV. BOOKS AND SUPPLIES IN STOCK A. Departments may obtain books and supplies at the MSU Book Store by signing an itemized receipt ticket (interdepartmental charge.) The signed receipt ticket authorizes the MSU Book Store to issue an interdepartmental charge against the department's account. B. A 10% discount on books and a 20% discount on supplies is allowed on departmental purchases from in-st.eek merchandise charged to University accounts. V. BOOKS NOT IN STOCK A. Books not in stock will be ordered and, upon delivery, billed by the MSU Book Store at current list price plus shipping and/or handling charges from the publisher. ( ( ( ( ( PAGE: DATE: 205 . 3 3-31-90 (MSU Book Store Continued) B. Books not discounted by publishers will be billed at cost plus shipping and/or handling charges from the publisher plus a handling charge from the Book Store. (MSU Book Store handling charge is 2% of the order or a $2.00 minimum.) C. Free materials will be sent out at no charge, however, the department/individual will be billed a handling charge from the MSU Book Store. VI. SPECIAL DEPARTMENTAL ORDERS A. Special orders for books and supplies are accepted from University departments. B. Requests are to be made by using the green "Departmental Special Order'' forms (see sample, page 205.8) which are available from the MSU Book Store. (Please do not use Purchasing Department Requests.) C. The form should give a complete and unambiguous name and departmental address of the department ordering the material - the name must be that of the account number given. Do not abbreviate the name of the department. Do not give the name of an individual in the department in the space marked "Department.· D. Only one title per order should be submitted. E. In the space marked "Deliver To Person," type or print the name and address of the individual who is ordering the material. Enter the telephone number of the individual ordering the material. The name is listed on the interdepartmental charge ticket and is necessary for later verification of charges against departmental accounts when they appear on the fund ledgers. F. Special Orders are NON.flETURNABLE (Except for defective or incorrect material.) VII. SPECIAL PERSONAL ORDERS A. Special orders for books and supplies are accepted from individuals and from companies or institutions not affiliated with the University. B. Requests should be made by using the white "Special Order'' forms (see sample, page 205.9) which are available from the MSU Book Store. C. A deposit from the price shown in Books in Print plus sales tax is required on all special orders. When the Books in Print price is not available, a deposit of $5.00 plus sales tax, on all books, will be required. A customer may request that the order be telephoned to the publisher and that the material be shipped special handling. Charges for these services are as follows: Telephone $3.00 Special handling charges differ with method of shipment. Telephone and shipping charges are not refundable. D. Special Orders are NON .flETURNABLE (except for defective or incorrect materials.) VIII. SHIPMENT OFF CAMPUS ( ( ( ( ( ( ( ( PAGE: DATE: 205 . 4 ·3-31 - 90 (MSU Book Store Continued) A. The MSU Book Store will ship books and/or other merchandise to off-campus locations, either on a departmental account or credit card charged to an individual. B. Off-campus shipping will have a shipping and handling charged assessed. IX. SUPERINTENDENT OF DOCUMENTS AND NATIONAL TECHNICAL INFORMATION SERVICE A. All materials to be purchased from the Superintendent of Documents and the National Technical Information Service (NTIS), including subscriptions, microfiche, microfilm, and computer tapes, must be ordered through the MSU Book Store using Special Order forms. If the stock number or document number is known, it must be included on the order. B. Subscriptions from these two sources should be clearly marked as such on the order form. The MSU Book Store will have subscriptions mailed directly to the department to expedite delivery. Because of direct mailing, departments will also receive the renewal notices on subscriptions, which are generally sent out well in advance of the expiration dates. A renewal should be so noted on the Special Order form and the renewal card sent with the order to avoid duplication or lapses of the subscription. X. MERCHANDISE RETURN POLICY A. In-stock merchandise purchased from the MSU Book Store may be returned within 30 days from the date of purchase. together with the corresponding invoice ODD, only if merchandise is new and in saleable condition. With the exception of merchandise which is defective or which is received incorrectly from the vendor, special imprint or special order merchandise not normally carried by the MSU Book Store may not be returned. XI. RECEIPT TICKET (INTERDEPARTMENTAL CHARGE) A. A prenumbered receipt ticket is issued to make interdepartmental charges. The date, account name and number, and detail of the merchandise received is entered on the ticket. B. The receipt ticket is a six-part form distributed as follows: 1. White - Accounting Department, Office of the Controller, 360 Administration 2. Yellow - MSU Book Store Accounting 3. Pink - Department 4. Green - Department - Packing List for General Stores delivery 5. Blue - General Stores - Signature copy for delivery - Returned to the MSU Book Store 6. Onion Skin - Numerical book copy C. Copies of Interdepartmental Charges 1. It is the responsibility of all university departments to keep track of their purchases from the MSU Book Store. All purchases from the MSU Book Store are receipted with at least one copy given to the department. PAGE: DATE : 205.5 3-31-90 (MSU Book Store Continued) 2. If departments request the MSU Book Store to make copies of IDT'S, a $1 .00 charge per copy ( will be assessed. XII. BUDGET RESPONSIBILITY A. Departments are responsible for requesting only materials that can be paid from available balances and used exclusively for University business. B. Encumbrances are not posted to the fund ledgers for materials and services furnished by the MSU Book Store. XIII. PUBLICATION OF MATERIALS FOR RESALE A. The MSU Book Store will print course pack materials. All course pack materials will be shelved along side required textbooks. Desk copies will be furnished to faculty at no charge. Unsold copies will not be the responsibility of the individual faculty member or academic department. B. Procedure for Obtaining Course Packs 1. Materials for publication must be brought to the MSU Book Store to the attention of the textbook buyer. 2. Permission to reproduce copyrighted materials must be submitted to the MSU Book Store by the faculty member requesting the course pack. 3. The MSU Book Store will have the materials printed in the most cost effective, efficient manner. ( ( T ~ X T 3 0 C K / S U P c L Y , iJ _ . T f =---------------------------- T":: ~~ =-----·------------- .:;;uRSc ~UMB.cr<: ___________ .:. :':TI ",N \,U :'4 ~ -::~: ____________ _ PAGE: DATE: 205.6 3-31-90 F !I.LL ',./'~ 'lT ~~ 3 " ' ; ' : -~ 11 / C ~ / '"' r"': nucTO?i: ---------------------------- ( : .. : : : : : : : : : : : : : : : : : : : : : : : ·: = N: ~~;~ L ! "' ! += C -> ~ .i T ! 0 ,·J : : : ! : : : : : : : ~: : : : : ~ : : : : : : : : : : : : : HA3 THIS S~ OK ~~EN U~t) ?i~VI~USLY? Y~ ~----- ~-----T~1~S------------------- WILL THI3 300K 2a USiD I~ TH~ fUTUi~? ,~~----- ~ : _____ T- ;~ s _________________ _ ; Ru ~~ ?~! j R c1u1~:? y=~-------- ~: ______ _ SHOULD TH~ STUD~NT HAVE THI S 2J OK r; ;:; J ~< 5 T ,J, E 1 :: ~ I ·: ~ i 12 -~ . :~ ;"-.' LY: : : : : : : : : : : : : : : : : : : : : : : : : : . : : : : : : : : : : : : : : : : : : : : : F UR --------- ------·--- pi; ·;'-!: : ~ ~ T INITIAL ANi> .~ :'. S ~i..; ·-: C ."t .; ·) - - - - - - - ____ .... ... ...... : ': ~ __ ------ ___ : \~ 7': ~ = ... ---- --- ---- __ : N ,:, 0 U_ : : ,, ; T ~ IJ :: ' .., ~. -===-=-=======~=====~-===~======-====~=-======~=== --=~===== =======~===========-- ------------------------ ------- --------------- --------------------------------- - ------------------------------------------------ -------------------------------- ,; UT i C : / T: TL : : •r, !)t '-: - - - - - 0 ": TT""' T := ;:, ,:, :: \/ ; ( 1. KSvr=w 30GK 2 . .:R.v . .:.~; :~ODIT!ONS OR D:~LcTI0 :'IS C· ? T ~lT S IF ··:c CHA :-; r; ;. ,~, ;-A ,H -.: r ·~\i 1.l , c ··. j ,) V> • D : * ~~ST .~UCT I ~· 1r .. :.: · .. ·:"}P ' T': :i ·~ ':)T. 3 -c~ET!. ) y ''·l ;~it: =-:q•~ ; ZF f XT :"·:::TV: \ . 4. :) ., wH::N ASK FO~ .'\>:i .; ,; /~,·~,;/ :~ , iL'l-~iK FJ ,1 A. IJSI:'Vi dL,\JK FO i, ·-~ ·J::: ?U ;L .ISH~R, V0LU(~ '.:: , Y : ., ,:; Jf;UIR~J, 0 1Ti0~~L J ; su : aL ~~~ NT ; L ** ?LEASE ~~CLUD; TH ~ I ~~ ~ 1UM ~ ~? ** INOICAT~ THi NU~3~~ OF o~Tiv i &l AN0 / J 7 SU ? ~L~M ~ NT ~L r;xT Q= , u ~~ T :) . ?L~AS2 IMOIC~T~ •NJ T ~XT ~~~J!~5) * !F ,2 ~~j~~;>TS ~=Tu~~ r ~ ?~C~~T~~, ~I~7: WHIT~/YiLLCW/~!NK - S~\) ~;:x T0 ~r : K~T: ~;; =~t 0 - ~ - ~A O~ A~ TRU CT JR• s Sii ;,1;., i!J ,~.:: =----------- ____ --·----- ______________ -, ~ r..,: ____________ _ DE?T. OEAN 1 S srs~~TU i E: ___________________________________ )iT~ : ____________ _ ; r:TL: =L '.: ,) .. LI ·: -: :-n: ::' 'T : ·)IT~: ·1., - '!1"'1 -,,- , .: ·rn r= !7: : G~ { ~ ~~3T=~) ( ~~ LL 0~ ~~~~~~ 0~ .., ,,.::,c:- ~, ,:. L _;- ,.; 'FTI_ '? ·. :-: DESK COPY REQUEST FORM (See notes at bottom) PAGE: DATE: 205. 7 3-31-90 (Rev . November 1972) Publishers and bookstores prefer that instructors write directly to the publishers for desk copies . Date - - - - - - - - - ( To: (Publisher) (Street) (City, State, Zip Code) ( ( ( Your book __________________________________ ~ (Specify author, complete title, and edition) Publishers Book Number ----------------- has been adopted as a required - - - - - - - - - - - - recommended text in my course (Course number and Title (Number) My order for copies of this text was placed vyith - - - - - - - - - - - - - - - - - - - - - - - - - - - -- - -- - (Name of Bookstore) · - - - - - - - - - (Dau!) on text. . I have not previously received a desk* or complimentary* copy of th is Name --------------------------- Rank Department - - - - - - - - - - - - - - - - - - - - - - - - - - -- - - - · - -- - - School Street Address - ---------------------------------- City & State ----------------------------------- 1. This form should be used to request Desk copies only . Complimentary copies should be requested directly from the publisher on departmental stationery, including your rank, course title, and projected enrollment. It should be recognized that some publishers do not make complimentary copies available . 2. When ordering texts for class use please allow sufficient time for order processing, mailing , shipping , etc . 3. In order to standardize terminology, the Association of American Publishers , Inc . has adopted the following terms and definitions : *Desk Copy - A book furnished free for a faculty member's use when copies of that book have been ordered for use in a specific course . A complimentary_ copy previously sent should be considered a desk copy on adoption. *Complimentary Copy - A book sent to a faculty member for consideration for adoption . On-Approval Copy - A book sent to a faculty member, accompanied by or followed by an invoice or bill seeking payment or return of the book within a specific period of time, for consideration toward purchase or course adoption . Review Copy · A book sent to a journal , newspaper, or other periodical to be used for the (eventual) writing of a review . Printed in U.S.A . ,--- ,,--- DEPARTMENTAL SPECIAL ORDER SPECIAL ORDER NUMBER D 56369 MSU BOOK STORE MICHIGAN ST ATE UNIVERSITY DATE ________ _ DEPARTMENT __ ___________ _ ACCOUNT NUMBER _____ ______ _ DELIVER TO: _________ ___ __ _ Person Room Number And Bldg. Must Be Given TELEPHONE NUMBER ______ _ TITLE NUMBER OF COPIES _ __ __ _ AUTHOR _ ___ _ __ ___ ___ __ __ __ _ _ PUBLISHER _________ _ ISBN # HARDCOVER PAPERBACK ____ _ _ INSTRUCTIONS 1. Special Orders Are NON-RETURNABLE 2. Only One Tille Per Order 3. Retain While Copy For Your Files 4. Send Green And Yellow Copies To Tiie Book Store 5. One Copy Will Be Returned With The Book BOOK STORE USE ONLY Signature ___ __ __ _ __ __ _ Purchase Order No. ___ _____ _ Billed on IDC No. ___ _ _ ____ _ SIGNED Authorized Representative Dale Billed MSl J i~ ,rn Ajfirn1olivti Ac:tiu n/J;11u11/ ( Jpportu11il}1 Jnslitution 0 -17962 Cl -0 ):::,):::, -jG) rn rr, WN .- 0 WUl ....... I CO '° 0 ~ ,,---. ----- --- MSU BOOK STORE • MICHIGAN STATE UNIVERSITY • East Lansing, Michigan 48824-1035 • Phone (517) 355-3450 SPECIAL ORDER N~ 10148 Date Name (Print) Address Street Phone Area Code ( )- Quantity Title Publisher Bank Card: Current Retail Price P / H from Publisher Michigan Sales Tax Total Gross Amount City St(jte Zip Code Author PLEASE FILL IN BELOW FOR CHARGE ORDERS I I Paper I I Cloth C g i, ;co g t ~ard I I I I I I I I I I I I I I I I I I I I i I 11 11 l [.I EXPIRATION rl DA TE OF CARD [] VISA D MASTERCARD Cl Check or money order enclosed ~ a 1 C ~l~~s~~f~:mN~u~a~r~~~: CHECK ONE Deposit Price from Books in Print or Others $ $ $ Deposil ·Phone-Telex -Sp. Handling Net Due after Deposits Bookstore P.O . No. Date Received Dale Picked Up Picked Up By 1. You will be charged al lhe current retail price when you pick up 1he merchandise . 2. No refunds will be given on any order cancelled wi1hin one month from dale of order. Full refunds may be given on orders cancelled aher one month, if merchandise has 1101 yet been delivered. Deposits for telephone charges. telex orders and special handling requests are not refundable . 3 . We cannot guarantee delivery of any merchandise. 4 . You will be notified in writing when your merchandise arrives. 5. Pick up your order at our customer service department. 6. Prices subject to change without notice 7 . Special order merchandise is not returnable . 8. Inquiries on your order. Call 517-353-3745 Monday -Friday 8:00-4:30 p.m. ·e ",1'1C,-t''.Ja me ?Ri::''' IOUS OR SUGGESTED SOURCE : ( PURCHASING SOURCE EXHIBIT I Page: 270.8 Date: 3-31-90 DATE · Budget I" i . . . ' i ' I i :; I I Instructions - DO NOT r' l;_t. IN S:-.:..C::: .:..~~-:: READ RE\' ERSE SIDE pc: ,;::; ;:, T C, COMPLE, 1•,G Th !S ~:,::; rv. . ~ ; · - ---- ·-·- - · · - .. j.- ··' · . •. PURCHASc: CROES ~ i' 2% 10 Net 30 (E) NO. Buyer I Del i\',n' Due Da:s I Da te I I I I I i ~D Net 30 days (B) D Ii I I Buyer Code ,P.O. Code i 'DATE NEED ED : ?"iEV IOUS J e;r-~ NO .: 8 .J Destination-MSU (A) I ~:-.. ~otation No . l CJ Shipping Point - I Vendor Quotation No./Name VENDOR NO: . I I Item No . Quantity & Units Catalog or Part N umber Description (Please type only on lines indicated) Untt Pr:~e Co--;mo~ ·:, CO(;:' _( - ~ """\ I I I I I ! i I I i i I I I I i CONFIRMING ORDER '10 NOT DUPLICATE- THIS ORDER WAS PHONED TO YOUR Oivision Head ~E'sen rcn Grants Date Date REQUIRED SIGNATURES AND DATES Accounting Date I I I I ! I I I ! I • t i I ' i I i I I I I I i I i ! i l I ON Dept. Head or A u thorized R ec C,..; . n z = ._._ - r-..: - -- . . .\fSC is .in Ar_fir miJll~T· A crw n E q ut.JI Oppo rt11ni"ry lnst1turtc111 '.~,Ct )1~. 1' >·~;,;- ~ I Stock ;; ·,~0 26 7- Back of Requisition (Yellow Copy) Page: Date: 270.9 3-31-90 INSTRUCTIONS FOR COMPLETING REQUISITION FORM This form will con vey to the Purchasing Department your requirements for supplies . services and equipment and from it a Purchase Order will be written. The Michigan State University Purchasing Department is empowered by the Board of Trustees to commit the University for approved departmental requirements of supplies . services and equipment and does so when requested on this REQUISITION form . The follow ing may assist in the prompt procurement of your needs: 1 REQUISITION forms may be obtained from General Stores. 2 TYPE on lines only. Use second sheet if needed . 3 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. 4 SPECIAL CODES FOR DEPARTMENT USE may be entered in this block by requisitioners for internal processing or record keep ing within their own department. Such codes will be printed on the Purchase Order when typed . 5 SPECIFICATIONS for unusual requirements may need to be given in a separate memorandum. accompanied by drawings or samples . 6 SUGGESTED SOURCES will be welcomed : also. reference to previous Purchase Orders. Copies of any correspondence or price informa tion secured by the department preliminary to ordering would be of assistance if attached to the requisition. 7 QUOTATIONS . It is not the responsibility of requisitioning departments to get quotations. Quotations will be secured by the Purchasing Department as necessary to make an adequate price determination. If desired. memorandum request for quotations may be made to Purchasing prior to writing a requisition . 8 AWARD OF ORDERS. where multiple quotations have been secured, will be on the basis of price. quality and service. These considera tions being equal, preference is given to Michigan manufacturers and suppliers. An adequate written justification is necessary from the using department to purchase from other than the low bidder. 9 SIGNATURES required are (1) the Department Head or person responsible for the department budget. 12) the Dean or Division Head . if re quired by him , 13) the Auditor for Research contracts if grant funds are involved. The name and phone number of the person responsible for the requisition, or the one who will use the material ordered , will be of assistance if additional information is needed. 10 DATE NEEDED is important to the handling of the order. When early delivery is urgent Purchasing 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. 11 DELIVERY is expected to be made to the General Stores ' Receiving dock and from there to you by General Stores' truck. Please notify General Stores Receiving of anything delivered by the supplier directly to you . 12 GENERAL STORES may have in stock the material you need. Check their catalog or call them (Ext. 5- 1700) for office supplies , maintenance supplies. miscellaneous hardware and electrical supplies. etc .• and also laboratory supplies. Use a Stores requisition form . 13 ERRORS. DAMAGED SHIPMENTS. etc . should be reported immediately to Expediting section of Purchasing !Ext. 3-53901. Please check your copy of the Purchase Order with your copy of this requisition. 14 PROCUREMENT for all University departments is the business of the Purchasing Department . When in need of service. materials or equip ment use t his requisition form. or IF URGENT phone Purchasing . Refer procurement problems , questions . requests for assistance . et.c. to us. Phone individual buyers on their extensions or the department. 355-0357 , Address : Purchasing Building, West Service Road. · ( ( ( ::>EPT NO . DEPT ..,,.,~E STOR ES DELIVER TO · BLDG NO . BL::>G N MI.E I ST O••< -IF NOT AS ABOVE i BLDG N .4. f-~E ,, of 2. . .,,. ,1e,,011no ,,., I I MO. DAY YR. MICHIGAN STATE UNIVERSITY East Lansing, Michigan 48824·1234 I EXHIBIT II ACCOUNT NO. BUDGET ROOM NO . Page: Date : 270.10 3-31-90 .. ~OOM NO REQUISIT ION NO DE?T SPE C C O:JE PURCHASE ORDER This number must appear on all documents and containers. I_ OU.<.NTITY I UNIT I _J I M.S.U . 8 10 NO. I VENDOR BIO NO I TERMS I EXPECTED .:. RR IVA L I BUYER I co:iE DESCRIPTION I UN 17 P~!CE F .O . R J ITEM NO. ( INVOICE TO MlrYIGAN STATE UNIVERSITY Al. 3b EAST LANSING , Ml 48824-1046 UNTS PAYABLE DEPT HANNAH ADMINISTRATION BLDG . ORIGINAL TO VENDOR EXEMPT STATE/ FEDERAL TAX STATE 040110 FEDERAL 38760130K DELIVER TO MICHIGAN STATE UNIVERSITY STORES RECEIVING 133 WEST SERVICE ROAD P.O. NO . EAST LANS.ING . M l 48824-1234 HIGAN STATE UNIVERSITY Richard P. Kasuba PURCHASING AGENT " This purchase order is by reference subject to Executive Order 11246. as amended. and Sections 402 and 503." !iEE INFORMATION ON REVERSE SIDE DIRECT CORRESPONDENCE PERT.<.INING TO TH!S ORDER TO THE· PURCHAS ING DEPARTMENT ATIN .: Back of Purchase Order Page: Date: 270.11 3-31-90 ( ( 3 FORM IS USED FOR SEVERAL DIFFERENT PURPOSES. EACH SEP 1l.RATE USE IS DESCRIBED BELOW TH E ~JMv11:: , __ ,. THE FORM INDICATED IN THE SHADED AREA ON THE FRONT SIDE SHOULD BE MATCHED VVITH Tf '~ Crn:1- F~ESPONDING INSTRUCTION BLOCK BELOW . DOCUMENT INSTRUCTIONS PURCHASE ORDER This document 1s our normal method of o rder ing . S~1 p Hie ,t prns i:s ted 1n t1rne to a rr 1•1e by It U1ere is any problem w:111 111,: df• s,; 111)t 1on s or1ces . 01 !( ; rrn s tlw · exmicted arrival date ·· ·Dc1:vt !r To" l1st f,d , contact the " Buyer " 1rnrned1ately Sl11p :o li H' ;1dl1 r,0 ,c:-: ,r,0v111 111 t!ie ·1nvo;ce To " b :oc k block. After shipment send your Invoice to the aadr,,~ s sf1owr ,n ;:i ~ I "'1-iANGE ORDER ( This document is used to issue an authori zed chanqe o r co rrt-> ct1on to a or " Purchase Order Draft." This document 1s used to add add1t1onal paq es to a 1ong " Purchase Order " or " Purcli ase CONTINUATION FORM Order Draft " o r ·'Ch;:inge Order " . This does not r~: olac e documents listP.d 1n the text o f the ( HUl!f d ~, [)(JIil<,) ; tltnd l , iJ . CONDITIONS < ( 3. 4 . 5. 6. PLEA$E ACKNOWLEDGE PROMPTLY IF SHIPPING DATE IS NOT AS SHOWN DO NOT SUBSTITUTE OR MAKE ANY ALTERATIONS TO THIS ORDER WIT HOU T PROPER AUTHO RIZATION FROM THE PURCHASING DEPARTMENT OF M .S.U IF SHIPMENT IS MADE BY ANOTHER FIRM IT MUST BE IDENTIFIED BY PuRCHASE ORDER NUMBER ADD NO CHARGE FOR BOXING OR CARTAGE UNLESS OTHERWISE SPECIFIED SHIPMENT SUBJECT TO OUR INSPECTION . PRIOR PA YMENT NOTWITHSTAr~DING . THE VENDOR CERTIFIES THAT THEIR COMPANY DIRECTORS AND tOR PRINCIPAL OFFICERS ARE NOT EMPLOYED AND/OR AFFILIATED WITH MICHIGAN STATE UNIVERSITY ( l o1SCRIMINATION CLAUSE. In l 11i1fl(J 1111 s 0 1\Je r 1111 : :,upp111,1 ,1<1 r, ·1 ·); no t 10 llr:;L111111n,ilt' .1u.J 11 ,, 1 " " Y .:1: ,1110,,, .. <.> < dnp1,c,1nt lo, emril o vm~,nl . wclh re~pect to hire. tenure . terms. c onctct1ons or pr1vrleges ol empcoyment. or any ma tter d11t:ct ly or ,nrnrectly