( ( ( ( MICHIGAN STATE UNIVERSI1Y OFFICE OF TI-IE CONTROLLER 305 JOHN A HANNAH ADMINISTRATION BUILDING EASf IANSING, MICHIGAN 48824-1046 June 3, 1992 Telephone • 517 355-5020 Fax• 517 353-1706 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, 1992, are enclosed. Pages of the sections referenced below should be substituted for corresponding pages with earlier dates. An updated listing of section/page numbers and the appropriate dates is provided to establish exactly what comprises an up-to-date manual. Table of Contents and Indexes are also included for both volumes. Brief explanations of the changes follow: VOLUME I Section 5 - Correction to form numbers. Section 11 - NEW SECTION - BANKRUPTCY PROCEDURES. Procedures concerning bankruptcy notices which list MSU as a creditor -- timeliness is imperative. Section 20 - Effective 7/1/91, object code 111 was implemented (page 20.5 has a revision date of 5/31/91 and was distributed 6/26/91). Page 20.5 dated 5/31/91 may already be in your manual. Section 23 - New "Graduate Fellowship/Traineeship Appointment/Amendment" form. Revisions to AWARD PAYMENTS include explanation of methods used to disburse funds to students under Student Information System effective Fall Semester 1992 and other instructions. Section 35 - Note changes under AUTOMOTIVE pertaining to University-Owned Vehicles and Reporting Vehicle Accidents. Accident Report," and "Automobile Accident or Loss Notice Report" forms have been revised. "Incident Report," "Student Section 40 - New JVE form has the added statement: transactions should be submitted within 90 days of their initial date, and should not cross fiscal years . " "Corrections to previous Section 45 - Definition of on-campus catered functions expanded and issue concerning receptions to present awards has been clarified. MSU is an Affirmative Action/Equal Opportunity Institution ( ( ANNUAL UPDATE TO THE MSU MANUAL OF BUSINESS PROCEDURES June 3, 1992 Page 2 Section 46 - Addition of "Take-5 Snackbars" and an updated "Interdepartmental Transfer/Hospitality Services" form included for the University Club of MSU. Section 53 - Restrictions on charges to general fund accounts clarified; note items III,C,l and III,C,2. Section 55 - Form W-4 (MSU) for 1992. Section 70 - Spouse travel addressed under GENERAL POLICY; complimentary lodging requires documentation to pay per diem -- see page 70.II.6, item D,l,d for information required; complete revision to item 7 on page 70.II.8 concerning Reimbursement for Nonrefundable Air Tickets; Special Foreign Travel Fund (SFTF) procedures revised effective June 1992 (beginning on page 70.IV.6). Revisions to appendices include Reimbursement Chart and Selected Travel Policies and Procedures brochure have the new mileage rate of 28 cents per mile and tips for entertainment of guests are limited to 15%; In-State and Out-of-State mileage charts have been updated; new Travel Authorization/Travel Voucher form includes the disclaimer "THIS FORM DOES NOT AUTHORIZE TRAVEL RELATED TO OUTSIDE WORK FOR PAY" -- international travel scenario on the new voucher form is also included. VOLUME II Section 200 - FINAL REQUEST - prior to submission of the second set of Request for Interdepartment Material or Service forms, appropriate administrative signatures must be obtained. Section 205 - Updated for semester system. New form, "Textbook and Supply Adoption," included . Other revisions concerning the information required on Interdepartmental Transfers when purchasing supplies at the Bookstore and also revisions on ordering. Section 210 - Updates to Network Access and Equipment Considerations items. Section 221 - For determination of whether item(s) are appropriate for Salvage pick up and resale, contact Salvage at 5-0364 (not Waste Reduction Hotline). Other updates on recycling program concerning office paper . Section 223 - Appropriate administrative approval stressed prior to submission of initial and final requests . Section 230 - Note updates/changes concerning SPACE ASSIGNMENT; late charge if order for animals placed after noon on Thursday for shipment the following week; new animal order form #0-19313 is on page 230.4; also note revisions under BUDGET RESPONSIBILITY. Section 235 - Increase in charge to copy material on transparencies. ( Section 236 - Item III lists librarians to contact for appropriate field of interest for specifics on databases. New item VIII explaining charges to MSU departmental accounts. ANNUAL UPDATE TO THE MSU MANUAL OF BUSINESS PROCEDURES June 3, 1992 Page 3 Section 245 - Revision to item on VEHICLE LICENSING AND REGISTRATION; statement concerning revenue from sale of vehicles has been added to VEHICLE RECEIPT, SALE, TRANSFER. Section 255 - leased office machines are addressed in section 220; section has been reduced to two pages. Items VI & VII concerning renting office machines and ordering Section 260 - Item Fon Page 260.2 revised" . . . broadband cable systems." Section 265 - Revision and reorganization to "Distribution Services" include availability of catalog of IMC's film and video tape collection on 3.5" or 5.25" diskette -- IBM compatible. campus courses have been included and "Graphic Services" provides lettering and sign production in accordance with Americans with Disabilities Act (ADA). Instructions for use of IMC services in off Section 290 - Reorganized. Section 315 - Clarifying revisions throughout section and update of Development Fund to University Development. Section 325 - Telephone extensions added. Section 340 - Revision concerning support staff personnel records (item VI,B). Enclosures ( ( ( MANUAL OF BUSINESS PROCEDURES VOLUME I PAGE(S) lAST UPDATE PAGE(S) lAST UPDATE Date: 3-31-92 i. l TOG I. l - TOG I. 2 1.1 - 1. 6 1. 7 1. 8 1. 9 5.1 5.2 - 5.3 5.4 5.5 5.6 5.7 5.8 10.1 - 10.2 10.3 10.4 10.5 - 10.7 11.1 - 11. 7 12.1 12.2 - 12.3 12.4 15.1 - 15.5 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 23.1 - 23.4 25.1 25.2 - 25.7 30.1 - 30.3 35.1 - 35.13 40.1 40.2 40.3 40.4 43.1 45.1 45.2 - 45.4 45.5 45.6 - 45.7 46.1 46.2 46.3 46.4 46.5 46.6 3-31-91 3-31-92 3-31-91 9-30-85 9-30-77 3-31-91 3-31-90 3-31-92 9-30-85 3-31-89 9-30-87 3-31-90 3-31-89 3-31-90 3-31-91 3-31-90 9-30-85 3-31-92 3-31-90 3-31-83 3-31-90 3-31-91 3-31-90 3-31-91 9-30-86 9-30-85 9-30-85 9-30-86 9-30-77 3-31-91 5-31-91 3-31-91 3-31-92 3-31-90 9-30-87 3-31-91 3-31-92 9-30-86 3-31-83 3-31-91 3-31-92 9-30-85 3-31-92 11-11-91 3-31-92 11-11-91 3-31-89 3-31-92 5-31-84 3-31-91 5-31-84 3-31-91 ( ( ( \ 46.7 3-31-92 47.1 9-30-87 3-31-89 47.2 50.1 - 50.5 3-31-83 53.1 - 53.2 3-31-92 53.3 3-31-90 53.4 3-31-91 55.1 - 55.18 3-31-91 3-31-92 55.19 55.20 - 55.29 3-31-91 3-31-83 60.1 60.2 5-31-81 60.3 - 60.6 9-30-86 3-31-80 65.1 5-31-84 65.2 65.3 3-31-89 66.1 - 66.3 5-31-81 66.4 - 66.6 5-31-84 68.1 - 68.6 5-31-84 70.1 3-31-92 70. I. l - 70. I. 2 3-31-92 70. II .1 3-31-91 70.II.2 - 70.II.3 3-31-90 70. II .4 3-31-92 3-31-91 70. II. 5 70. II. 6 - 70. II .8 3-31-92 3-31-90 70.III.l 70.IV.1 - 70.IV.5 3-31-91 70.IV.6 - 70.IV.8 3-31-92 70.V.1 - 70.V.2 3-31-90 70.V.3 - 70.V.6 3-31-91 70.V.7 - 70.V.ll 3-31-90 3-31-92 70.VI.1 3-31-91 70.VI.2 70.VI.3 - 70.VI. 7 3-31-92 70.VI.8 - 70.VI.10 3-31-91 70.VI.ll - 70. VI. 12 3-31-92 70.VI.13 3-31-91 70.VI.14 -70.VI.15 3-31-92 74.1 - 74.6 3-31-90 75.1 - 75.8 3-31-91 75.9 - 75.10 3-31-90 3-31-89 75.11 3-31-91 75.12 3-31-89 75 .13 76.1 - 76.2 3-31-90 76.3 - 76.8 3-31-91 76.9 - 76.11 3-31-90 3-31-91 76.12 IND I. l - IND I.4 3-31-92 Page: TOC I.l Date: 3-31-92 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 Bankruptcy Procedures Budget Reallocations Cash Handling Check Cashing Encumbrance Adjustment Procedures Equipment Depreciation Policy for Revolving Accounts Expenditure Codes (see Section 65 for Revenue Codes) Fellowship and Traineeship Appointments (prev. Sec. 305) 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 i 1 5 10 11 12 15 16 18 19 20 23 25 30 35 40 43 45 46 Page: TOC I.2 Date: 3-31-92 MANUAL OF BUSINESS PROCEDURES - VOLUME I Michigan State University Table of Contents - Continued '***-***-**-*** CONTROLLER'S OFFICE Section Name Section # Membership Dues Michigan Sales and Use Tax 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 47 50 53 55 60 65 66 68 70 74 75 76 ( ( ( ( ( ( Page: 5.2 Date: 3-31-92 (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-lh, "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 revolving 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 accumulate balances in excess of working capital 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. ( ( ( (Account Numbers and Account Requests Continued) B. Clearing and Deposit Accounts - These accounts may be Page: 5.3 Date: 3-31-92 established when deposits must be held for disbursements to others (e.g., sales tax collections to be remitted to the State of Michigan). Requests to establish new accounts or to amend existing accounts must be submitted to the Controller for approval on a completed form CO-fu-2b, "Clearing and Deposit Account Request Form" (see sample, page 5.8). C. General Fund account requests must be approved by the Office of Planning and Budgets. D. Trust account requests must be arranged through the Office of Investments and Trusts, telephone 355-5018. E. Gift and Grant, Fellowship and Sponsored Research Accounts - 1. Refer to Volume I, Section 23, concerning Fellowships; refer to Volume II, Section 315, concerning Gift and Grant or Sponsored Research accounts. 2. Any further questions concerning Fellowship accounts should be directed to the Office of Fees and Scholarships, 146 Administration Building; questions concerning Gift and Grant or Sponsored Research accounts should be directed to the Office of Contract and Grant Administration, 302 Administration Building. F. Scholarship accounts must be arranged through the Office of Financial Aids. G. Agency Accounts - Student Organizations 1. Use "Application for Agency Account - Student Organization" (see sample, page 5.6). Items 1-8 must be filled in. This ( form is available in the Accounting Department, Office of the Controller and the Student Activities Division, Office of the Vice President for Student Affairs and Services. BANKRUPTCY PROCEDURES Page: 11.1 Date: 3-31-92 times departments Often receive throughout bankruptcy notices which list Michigan State University as a creditor. These notices are legal documents which prohibit the University from pursuing collection of outstanding obligations while the account is in bankruptcy. the University Upon receipt of a bankruptcy notice (see samples on pages 11.3 & 11.4), departments must cease collection activity, by law, on the account in question (for debts incurred prior to the date of filing bankruptcy) and forward the bankruptcy notice to the: Controller's Office 140 Administration Building Attn: Bankruptcy Department Please note the department forwarding the notice and whether any debts are covered by the bankruptcy action. If you have questions regarding a bankruptcy please contact 3-7788. Notices must always be forwarded to the Controller• s Office, regardless if the department receiving notice of bankruptcy has an outstanding receivable balance with the debtor. Other departments throughout the University may also have business pending with the debtor and must also be notified of the bankruptcy status. Upon receipt in the Controller's Office, a notice (see samples on pages 11.5 & 11.6) is circulated to various offices around campus which typically deal with receivable accounts and who may be maintaining a collection account with the debtor. Departments wishing to be included in the routing on a regular basis should contact the Controller's Office at 3-7788. If a department receives correspondence from the Controller's Office requesting information on outstanding debts involved in a bankruptcy, the department should complete and return requested information, with supporting documents, within 48 hours of receipt. The Controller's Off ice will consolidate information from the University as a whole and prepare and file a claim on a timely basis. Failure to file a claim (see sample on page 11.7) with the court by the deadline generally prohibits the University from further pursuit of any part of the debt. Departments which utilize outside collection agencies should notify the agency that upon receipt of a notice of bankruptcy, the agency is required to close and return the account to the University immediately. Under no circumstances should an outside agency file a bankruptcy claim on behalf of the University. ( ( ( ( BANKRUPTCY PROCEDURES (cont.) Page: 11. 2 Date: . 3-31-92 Upon receipt of a bankruptcy discharge or dismissal, departments involved will be notified by the Controller's Office. A dismissal allows the department to resume collection of any debt outstanding. A discharge will typically require any department involved to write-off any debts outstanding and to cease collection activity on any debts incurred up until the debtor filed for bankruptcy. An exception to the discharge rules involves obligations to repay funds received as an educational benefit, scholarship or stipend (including student loans) if outstanding less than seven (7) years. (Effective for bankruptcies filed on or after May 28, 1991). Please be aware that a bankruptcy action frequently takes many months to be finalized and that a Chapter 13 Bankruptcy may take as long as five (5) years to complete. ( ( ( CU.!'..1Al<..,.S COFY • RETAIi~ P.:'.RT 1 UNITED STATES BANKRUPTCY COURT FOR THE WESTERN DISTRICT OF MICHIGAN rf"RUSTEE µ OHN L. BOLENBAUGH ~710 WEST SAGINAW F L, .. ,SING, MI BOX 81007 48908 IN Rli-e (H) - OJ) Page: Date: 11. 3 3-31-92 CHAPTER 13 . CASE NUMBER GL-92- . NOTICE RE: MEETING OF CREDITORS, CONFIRMATION HEARING, AND OTHER RELEVANT MATTERS ( , the debtor . his creditors, and other parties in interest : An order for relief under Title 11 U.S.C. Ch11pter 13 h11ving been entered on a petition filed by the above debtor(s) on: NOTICE IS GIVEN THAT: l AMEETINGOFCREDITORSpursu11nt11U.S.C.R341shallbeheld11t : TRUSTEE'S OFFICE, 4710 W. SAGINAW ST. Ma 1- ch 18, 1992 on : Apr i 1 22, 1992 Time: 9: 3'71 A• M • . It"" Thee deotor1 s I shall appear in person at that time and place for the purpose of being examined. he meeting may be cont in • • meeting. without further written notice to the creditors. At the meeting the creditors may designate a person to supervise the meeting, examine the debtor, and transact such othe t>usmess as may property come befC>fe the meeting. AUTOMATIC STAY· Certain acu and proceedings againn the debtor(s) and his property and certain co-debtors are prohibited in pursuant to 11 U.S .C . § 36~ and § 1301. Pertinent parts of these sections are on the reverse side of this notice. f or a JC)Urned rem tome to 1· ,me y no ,ce a · ued d. · b 1· T · · LANSING, MICH 48917 ( 11 Ill · A HEARING ON CONFIRMATION of the plan will be held Time : 9: 00 A. M. Date: Address:u. S. BANKRUPTCY COURT, RM 101, U.S. POST OFFICE ~ 05-15-92 COURTHOUSE, 315 W. ALLEGAN, LANSING, MI 48933. . Ob1ections to confirmation or attorney fees must be filed 5 days before confirmation and a copy served upon the Trustee, the Debtor and h,s Attorney CLAIMS -In order to have his claim allowed and participate in the distribution of any dividends, a creditor must file a claim in duplicate, even if the credito· is .not on the list of creditors filed by the debtorls). Claims entitled to interest will not receive interest unless the rate of interest is reQuested on the face o· the proof of claim form. will not be allowed except as provided by law Cla ims which are not filed by SECURED CLAIMS AND VALUATIONS - No creditor may be Vealed as secured for more thao the fair market value of the debtor(s) property on which. the creditor holds a perfecte< lien. Secured claims shOuld be filed prior to the first meeting of creditors to enable the trustee to calculate the plan. H prior to the confirmation hearirig, no Claim or valuation of coflater. is fued by the eredrtor then the valuation in the debtor(s) schedules will control for the purpose of confirmation. The debtorts) and a secured party may file a written stipulation a, to valuation of collateral prior to the hearing oo confirmation. H no agreement on value is previously reached, a trial on valuation will be held at the confirmation hearing. Ju 1 y 22 1992 JV V The deb:or shall, when practicable, obtain the approval of the trustee prior to incurring additional consumer debt . The failure to obtain such approval, if practicabl1 may cause the claim for such debt to be unallowable to the creditor, (11 U.S.C. § 1305 [cl ) and the debt to be nondischargeable for the debtor (11 U.S .C. § 1328( d] ) Unless s;:>ecified differently, below, after payment of administrative costs, the plan proposes monthly payments to certain secured and/or priority creditors wit l the balance to other creditors on a pro-rata basis. Unless the court extends the time, any objection to the debtor(s) claim of exempt property (Schedule B-4) must be filed within 30 days after conclusion of th meeting of creditors. DEBTORS ATTORNEY FEES $800.00 INTEREST SHALL BE PAID dN THE SECURED PORTION AT THE CONTRACT RATE OR 10Y. WHICHEVER IS LOWER. > ( The plan propos~s payMents of 283.00 per Month to the Trustee, who will pay 50.00X to unsecured creditors. You are listed as UNSECURED creditor to receive full payr1ent over the lirt-Jo......,..,...,'--,o...,,.._~~'ft'-11~------------- ( ATTORNEY FOR DEBTOR : DEBT RELIEF LEGAL CLINIC . MICHIGAN P.C • . /10 W SAGINAW ST STE. 7 ~~aw 'iNJ'11rrAc~~71N DUPLICATE WITH THE BANKRUPTCY CLERK AT: ~· I\ GRAND RAPIDS, MI BANKRUPTCY COURT-CLERK BOX 3310 49501 ADDRESSEE : ICHIGAN STATE UNIVERSITY 10 HANNAH AST LANSING MI 48824 Your Acct. No. 99906598 BY THE COURT : BANKRUPTCY JUDGE DATED April 1, 1992 SECuRED SCHEDULED DEBTS: UNSECURED I 13361. 00 I 6479.80 I I PRIORITY 809.00 FORM B9A 6 / 90 BANKRUPTCY COURT 15 NORTH 7TH STREET CAMDEN, NJ 08102-1104 United States Bankruptcv Court P9000311s 03 DISTRICT OF NEW JERSEY Page: 11.4 Da.te: 3-31-92 IN RE (NAME OF DEBTOR) OTICE OF COMMENCEMENT OF CASE UNDER CHAPTER 7 OF THE BANKRUPTCY CODE. IVIEETING OF CREDITORS, AND FIXING OF DATES (Individual or Joint Debtor No Asset Case) ( CASE NUMBER: 91- MEETING OF CREDITORS FILED: 12/31/91 SOC. SEC./TAX ID NOS. ADDRESS OF DEBTO~ DATE: MAR. 20, 1992 HOUR: AT: U.S. TRUSTEE, HEARING 2.00 P.M. ( 15 NORTH 7TH STREET 1ST FLOOR CAMDEN, NJ DEBTOR'S ATTORNEY ROBERT H. OBRINGER, ESQ. Two GREENTREE CENTRE PO BOX 259 MARLTON, NJ 08053-0269 609-983-1600 TELEPHONE: ROOM TRUSTEE MORTON BATT 1804 MORRIS DRIVE CHERRY HILL, NJ 08003-3304 TELEPHONE: DEJ>.DLINE TO FI:.E A COMPLAINT OBJECTING TO DISCHARGE OF THE DEBTOR OR TO DETERMINE DIS:=HARGEABILITY OF CERTAIN TYPES OF DEBTS: MAY 19, 1992 ,.. r THIS TIME THERE APPEAR TO BE NO ASSETS AVAILABLE FROM WHICH PAYMENT MAY BE MADE TO UNSECURED CREDITORS. DO NOT FILE A PROOF OF CLAIM UNTIL YOU RECEIVE NOTICE TO DO SO. COMMENCEMENT OF CASE. A petition for liquidation under chapter 7 of the Bankruptcy Code has been filed in this court by or against the person or persons named above as the debtor, and an order for relief has been entered. You will not receive notice of all documents filed in this case. All documents filed with this court. including lists of the debtor's property, debts, and property claimed as exempt are available for inspection at the office of the clerk of the bankruptcy court. · CREDITORS MAY NOT TAKE CERTAIN ACTIONS. A creditor is anyone to whom the debtor owes money or property. Under the Bankruptcy Code, the debtor is granted certain protection against creditors. Common examples of prohibited actions by creditors are contacting the debtor to demand repayment, taking action against the debtor to collect money owed to creditors or to take property of the debtor, and starting or continuing foreclosure actions, repossessions, or wage deductions. If unauthorized actions are taken by a creditor against a debtor, the court may penalize that creditor. A creditor who is considering taking action against the debtor or the property of the debtor should review section 362 of the Bankruptcy Code and may wish to seek legal advice. The staff of the clerk of the b~nkruptcy court is not permitted to give legal advice. MEETING OF CREDITORS. The debtor (both husband and wife in a joint easel is required to appear at the meeting of creditors on t"'e date and at the place set forth above for the purpose of being examined under oath. Attendance by creditors at the meeting is ' comed, i:>ut not required. At ti"le meeting, the creditors may elect a trustee other than the one named above, elect a committee ;reditors, examine the debtor, and transact such other business as may properly come before the meeting. The meeting may ( _,, continued or adjourned from time to time by notice at the meeting, without further written notice to creditors. LIQUIDATION OF THE DEBTOR'S PROPERTY. The trustee will collect the debtor's property and turn any that is not exempt into money. At this time, however, it appears from the schedules of the debtor that there are no assets from which any distribution can be paid to creditors. If at a later date it appears that there are assets from which a distribution may be paid, the creditors will be notified and given an opportunity to file claims. EXEMPT PROPERTY. Under state and federal law, the debtor is permitted to keep certain money or property as exempt. If a creditor believes that an exemption of money or property is not authorized by law , the creditor may file an objection. An objection must be filed not later than 30 days after the conclusion of the meeting of creditors. DISCHARGE OF DEBTS. The debtor is seeking a discharge of debts. A discharge means that certain debts are made unenforceable · ~ainst the debtor personally. Creditors whose claims against the debtor are discharged may never take action against the debtor iollect the discharged debts. If a creditor believes that the debtor should not receive any discharge of debts under section 727 (41, or 161 of the the Bankruptcy Code or that a debt owed to the creditor is not dischargeable under section 5231all2), Dankruptcy Code, timely action must be taken in the bankruptcy court by the deadline set forth above labeled ·Discharge of Debts.• Creditors .considering taking such action may wish to seek legal advice. DO NOT FILE A PROOF OF CLAIM UNLESS YOU RECEIVE A COURT NOTICE TO DO SO ( \ ( :OR THE COURT, JAMES J. WALDRON, CLERK, DATED FEB. 5, 1992 ( ( ( ( MICHIGAN STATE UNIVERSITY omcE Of TifE CONTROLLER • LOANS RECEIVABLE DMSION EAST LANSING • MICHIGAN • 48824-1046 140 JOHN A. HANNAH ADMINISTRATION BUii.DING Page: Date: 11.5 3-31-92 DATE: SUBJECT: Bankruptcies Received NAME: SIi SIi SSII SSII CHAPTER: 7 11 13 BANKRUPTCY FILED: Will Be Filed ---- * Please provide copies of the account breakdown if a claim is to be filed. Will Not Be Filed CLAIM: HOLDS: Dept. Yes No DELINQUENT/DEPARTMENTAL STUDENT RECEIVABLE STUDENT LOANS PERKINS GSL RETURNED CHECKS Thank you, Arleen Lampman 36447 37788 Judy Ferguson MSU iJ an A/Ji,-,,.ative Action!Eq..al Opportunity Institution MICHIGAN STATE UNIVERSITY omcE OF 1lIE CONTROllER • LOANS RECEIVABLE DMSION EAST LANSING • MICHIGAN • 48824-UM6 140 JOHN A. HANNAH ADMINISTRATION BUILDING Page: Date: ·11.6 3-31-92 ( DATE: TO: Clinical Center Business Office Debbie Owen, Patient Accounts A202 Clinical Center, CAMPUS Veterinary Clinical Center Business Office Carolyn Stevens, Accounts Coordinator Al98 Veterinary Clinical Center, CAMPUS Olin Health Center Business Office Matilde Aguilar, Patient Accounts Room 128, Olin Health Center, CAMPUS FROM: Loans Receivable Office SUBJECT: Bankruptcy Papers Received CHAPTER: 7 11 13 NAME: BANKRUPTCY FILED: SIi SI I --------- --------- SS# S SI I ----------- ----------- CLAIM: ---- Will Be Filed Will Not Be Filed * (Please provide copies of the account breakdown if a claim is to be filed) PLEASE COMPLETE: Open Account --- ~$ ___ Balance as of Filing Date Closed Account PLEASE INITIAL, DATE, AND RETURN THIS FORM TO ME NO LATER THAN: Clinical Center Initial ---- Date ----- Olin Health Center Initial Date ----- Veterinary Center Initial Date ----- ( ( Thank you, Arleen Lampman 36447 37788 Judy Ferguson 140 Administration Building MSU iJ on Affirmative Action/ Equal OpportMnity /nstitMtion Page: Date: ·11. 7 3-31-92 For th e - - - - - - - - - - - - - District of ____________ _ Case No . - - - - - - - - - - - - - - - BOF19 (Rev S/8S) In re Debtor• ( ( 1. [If claimant is an individual claiming for himse/.f] The undersigned, who is the claimant herein, resides at .. PROOF OF Cl.A™ [If claimant is a partnership claiming through a member] The undersigned, who resides at .. is a member of composed of the undersigned and of .. doing business at .. and is authorized to make this proof of claim on behalf of the partnership. [If claimant is a corporation claiming through an authorized officer) The undersigned, who resides at .. . , a partnership, . , and is the a corporation organized under the laws of and doing business at•• and is authorized to make this proof of claim on behalf of the corporation. of [If claim is made by agent) The undersigned, who resides at•• of*• authorized to make this proof of claim on behalf of the claimant. , is the agent of . , and is 2. The debtor was, at the time of the filing of the petition initiating this case, and still is indebted [ or liable) to this claimant, in the sum of$ ( 3. The consideration for th:s debt [ or ground of liability) is as follows : [/f jilTGIVEN .• IN--STATESTA11J.S .. .., . .Appo.iatee·111.ast.•pey·01tt7 of :--1late .. nitioa.•if. iioa-.-11.icligaa ~ldoat. B. FELLOWSHIP AWARD TUITIONRESIDENCY: In-State - - Out-of-State - - PERIOD OF APPOINTMENT SEMESTER I YEAR % of TUITION FIXED DOLLAR CHARGES AMOUNT TO PAY %OF FEESTO PAY ACCOUNT NUMBER CREDIT LIMIT (IF APPLICABLE) COMMENTS/ OTHER SUMMER FALL 19 19 SPRING FELLOWSHIP{I'RAINEESHIP STIPEND A WARD 19 (.;. Name of Fellowshin/Traineeshin TUTAL STIPEND MONTHLY STIPEND ACCOU!IIT NUMBER Period of Annointment SUMMER FALL SPRING -- - - OR SPECIFY DATES FROM: TO: f ~. AMENDED APPOINTMENT Name of Fellowshin/Traineeshin TUTAL STIPEND MONTHLY STIPEND ACCOU!IIT NUMBER Period of Annointment SUMMER FALL SPRING - -- -- OR SPECIFY DATES FROM: TO: CERTIFICATE I hereby certify that under this appointment there will be no ::::'J'lg~e&-;fvi:fsli°y.ee relationship existing between the appointee The appointee wrrl not be required to perform any services for Michigan State University or the granting agency. F. APPROVED DEAN OF COLLEGE CHAIRPERSON DATE 19 19 19 - - - 19 19 19 - - - DATE DATE Form mast be received •1 PEES AND SCHOLARSHIPS at 146 Admiai1tratioa Baildiag, 3SS-SOSO, witltia csta•Ii1lted deadliae1 to auare payment oa requested dates. OFFICE OF RISK MANAGEMENT & INSURANCE Page: 35.1 Date: 3-31-92 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; MUSIC membership includes twelve 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. B. Descriptions of coverage afforded by the University's self-insurance and insurance policies are herein stated in general terms as the provisions of the policies are complex and often can be interpreted only 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 the University's liability self-insurance and insurance policies are required to cooperate fully on a continuous basis with the University Risk Manager and Attorney. Accordingly, all bodily injury, medical, auto, and property damage incidents must be reported promptly to the Office of Risk Management & 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, insured policies. ( ( ( ( OFFICE OF RISK MANAGEMENT & INSURANCE Page: 35.2 Date: 3-31-92 B. Applicable coverage provides payment of all sums including defense costs, for which the University and the covered persons become legally liable to pay because of bodily injury to a third person, personal injury (i.e. - libel, slander or defamation of character), or damage to property of others arising out of the operations of the University. 1. Reporting Accidents or Incidents a. b. c. 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 .10) and to the Department of Public Safety. Accidents/incidents involving hazardous materials must immediately be reported to the Office of Risk Management and to the Office of Radiological, Chemical & Biological Safety. 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 forwarded whenever available. Injuries to students involved in classroom/lab/or academic activities should be reported to the Office of Risk Management (see form Stock# 140-2583 on page 35.11) and to the Department of Public Safety. Students should look to their own health insurance to cover their medical bills. 2. Prevention - 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 of hazardous materials are rigidly controlled. IV. PROFESSIONAL - (Medical Malpractice) A. B. C. 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. Coverage is provided for the rendering or failure to render (medical) professional services. 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. ( ( ( ( OFFICE OF RISK MANAGEMENT & INSURANCE Page: 35.3 Date: 3-31-92 V. AUTOMOTIVE A. University-Owned Vehicles 1. 2. 3. 4. The University carries bodily injury and property damage insurance to cover the University's legal liability for the--0peration of motor vehicles. The University and its authorized drivers (refer to Volume I, Section 70 of the Manual of Business Procedures) 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. The University purchases collision insurance to cover damage to university owned vehicles, subject to a $1,000 deductible. Contact the Office of Risk Management to file a claim. Funding/reimbursement of the physical damage deductible when damage is caused to University vehicles is usually the responsibility of the department, however, all accidents should be reported to the Office of Risk Management so that a claim may be filed if appropriate under the Michigan No-Fault Act. University-owned vehicles may not be used by student clubs, student organizations, non-University groups, or by employees engaged in private consulting. B. Privately-Owned Vehicles 1. 2. The University does not carry property damage or personal liability insurance for the protection of the owner of a privately-owned vehicle. Those using privately-owned vehicles on University business should purchase insurance in an amount which will cover their legal responsibility. C. Rental Vehicles - Physical Damage 1. 2. 3. 4. The Collision Damage Waiver (CDW) and Loss Damage Waiver for rental vehicle agreements are not reimbursable by the University. The employee's personal automobile insurance policy may include CDW or LDW coverage when renting vehicle or the employee may utilize the rental agencies under contract with the Big Ten which include this coverage in their rates. Cost of the CDW and LDW is not reimbursable by the University. Visitors who are reimbursed for automobile rentals are excluded from the above policy, however, they should be encouraged to use the available options. ( ( ( ( OFFICE OF RISK MANAGEMENT & INSURANCE Page: 35.4 Date: 3-31-92 D. Rental Vehicles - Liability 1. 2. 3. 4. 5. Personal automobile liability policies normally provide liability coverage while driving another vehicle. The University's liability policy also provides excess coverage for the University over any other valid and collectable insurance. 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. Cost of the liability waiver in the United States of America and Canada will not be reimbursed by the University. 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. 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. 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. F. G. Passengers - Unauthorized persons are not permitted to ride in University vehicles. Reporting Vehicle Accidents 1. 2. The driver of an MSU vehicle involved in an accident must immediately report the accident to the police department in the enforcement jurisdiction. The driver of the MSU vehicle, or an authorized representative of the department, must complete the "Michigan State University Automobile Accident or Loss Notice Report" (see page 35.12 and 35.13). Accident kits ( ( ( ( ( ( ( OFFICE OF RISK MANAGEMENT & INSURANCE Page: 35.5 Date: 3-31-92 including this form and Proof of Insurance may be found in the glove compartment of each MSU vehicle or can be obtained from the Office of Risk Management & Insurance, 372 Administration Bldg., telephone 355-5022. The Automobile Accident -0r 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. MSU drivers involved in accidents must make every effort to obtain the names, addresses and telephone #'s of the following: 1) driver(s) of other vehicle(s) involved, 2) owner(s) of the other vehicle(s), 3) insurance. carriers/agents covering the other vehicles involved and the policy number(s). Accidents involving injuries 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. Accidents involving injuries to employees must also be reported to the Workers Compensation Office, telephone 353-5394. 3. 4. 5. 6. ( VI. PROPERTY ( The University carries insurance to protect is real and personal properties against the perils of fire, windstorm, explosion, vandalism, sprinkler leakage and various other exposures. A. Reporting Property Losses 1. 2. The chairperson, director or authorized personnel must report losses by telephone to the Department of Public Safety, telephone 355-2221, followed by a written report outlining the circumstances of loss, date of loss, building and room number, steps taken to recover property, and a complete description of missing or damaged items. Copies of the above written report must be mailed to the Inventory Department, 88 Service Road, and the Office of Risk Management & Insurance, 372 Administration Building. B. Prevention - There are many departments prepared to assist the chairperson, director, manager or supervisor in reducing the loss potential. These include Safety Services, telephone 353-5360, the Office of Radiological, Chemical & Biological Safety, telephone 355-0153, the Office of Risk Management & Insurance, telephone 355-5022 and the Department of Public Safety, telephone 355-2221. OFFICE OF RISK MANAGEMENT & INSURANCE Page: 35.6 Date: 3-31-92 C. Security 1. 2. 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. 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 of Trustees. VII. SAFETY INSPECTIONS A. Follow-up Procedures 1. 2. The Department of Public Safety is responsible for compliance with safety regulations and practices within University facilities. To this end, they will conduct 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, or other agencies. All meetings/inspections with University personnel involving insurance/self-insurance loss prevention inspectors/consultants will be arranged by the Office of Risk Management. The insurance/self-insurance loss prevention inspector/consultant will review Department of Public 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 final written recommendations to the Risk Manager. The Risk Manager will compile 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 it to the Risk Manager, who will resolve the conflict. If there is no conflict, the Department of Public Safety representative will send a copy of the recommendations to the appropriate department or unit with a copy to the Risk Manager, as indicated below. The Department of Public Safety representative will issue a report for every facility inspected indicating recommendations made by them or the ( ( ( OFFICE OF RISK MANAGEMENT & INSURANCE Page: 35.7 Date: 3-31-92 outside source. 3. The Department of Public Safety will designate these deficiencies by four (4) categories, as follows: a. b. c. d. Housekeeping and eqYipment deficiencies General building maintenance, repair and utilities Grounds maintenance and repair Major building deficiencies and alterations 4. Responsibility for correcting deficiencies noted in the inspection reports will be assigned by the Department 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 Chairperson or Director of the assigned space involved H&FS - to the Assistant V.P. for 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 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 ( ( ( ( OFFICE OF RISK MANAGEMENT & INSURANCE Page: 35.8 Date: 3-31-92 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. 6. 7. The Department of public Safety will set the specified time when the the department must respond to the Safety Inspection Report in 4a, 4b, or 4c. 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 time 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 available the department/unit will return a copy of the recommendation to the Department of Public Safety and the Risk Manager noting response to that effect. THERE MUST BE SOME TYPE OF RESPONSE TO ALL RECOMMENDATIONS . The University Risk Manager shall maintain a listing of recommendations made and course of action taken. The SICPAC shall review and determine the priority of those items listed in 4d. The SICP AC 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 Safety, the University Architect, the Director of Facilities Planning and Space Management, the Controller, the University Risk Manager, and the Environmental Health & Safety Officer. The Committee shall meet a minimum of every six months. B. Office of Radiation, Chemical & Biological Safety 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. Any incident/accident relating to these areas must be reported immediately to ORCBS, Cl24 Research Complex-Engineering, telephone 355-0153. ( VIII. TRAVEL ACCIDENT INSURANCE All regular and temporary personnel employed full or part-time (50% 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 OFFICE OF RISK MANAGEMENT & INSURANCE Page: 35.9 Date: 3-31-92 who suffer accidental death or dismemberment while traveling on University business. Benefits under this coverage are administered by the Staff Benefits Office phone 353-4434. 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 international 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 Administration Building, telephone 355-5022 for details of the program or to request a membership card. X. ADDITIONAL INSURANCE A. B. 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 employees. Therefore, no insurance policy of any kind may be purchased directly with any insurance carrier by a University department. All existing policies purchased by departments with University funds should be allowed to expire at the end of the current policy year and must not be renewed. Should exceptional circumstances indicate additional protection is desirable, a request for property or .liability insurance must be made to the Office of Risk Management & Insurance, 372 Administration Building. A request for life, medical and disability insurance must be made to the Staff Benefits Office, 140 Nisbet Building. ( ( ( ( ( ( ( ( ( ( MICHIGAN ST A TE UNIVERSITY INCIDENT REPORT Page: Date: 35.10 3-31-92 THIS FORM IS FOR INTER-DEPARTMENTAL USE ONLY-COPIES SHOULD NOT BE GIVEN TO THE INDIVIDUAL SUFFERING THE LOSS PLEASE DO NOT WRITE lli THE SHADED AREAS . (USE THIS FORM TO REPORT NON-EMPLOYEE INJURIES .I ·-:.·.;-:·.·-: ............. :,:-:-:,·-::-·. C>at11mm11 Qf Incident location (Bldg,, Room, c::ity, State - Bo Spocjlicl .. ·: ... _ .. · .. · • , ' .... ····-:- ·· ·.··· Condition of Promises li.o. , wot, uneven) . . •.·.:..-·.··· .. ·.··-·· Describe What Happened: Ag11 • Phone I ·:·-·:-:::·...-·:-···::-_;:.·:: .. -::'.:·:":<:··-:::\-:· ·. l:mploy11cf !:Iv: • ,me & Title of Person Submitting This R epo r t - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Office Phone I---------------- Date Of Thia R epo r t - - - - - - - - - - - - - - - - - - - - - - - - - Complete thla form and !!!!JY!! to tho Risk Management & ln•uranco Office, 372 Admlni•tratlon Building H •oon H possible lphono I 355-60221 INC·RPT RM/1-81 ( ( ( ( ( ( Page: Date: 35.11 3-31-92 STUDEHT ACCIDEHT P.EPOP.T (CLASSROOM/LAD/ ACADEMIC ACTlVITY ACCIDENTS) Type or Print Police/Fire Emergency Dial 911 Name of Injured Student - - - - - - - - - - - - - - - - - - - Student No . - - - - - - - Age__ Gender: Female__ Mole __ Campus Address - - - - - - - - - - - - - - - - - - - - - Phone No. Home/Parent's Address Phone No. Accident Date - - - - - - - - - - - - - - - - - - Time of Accident - - - - - - - - - a.m./p.m . Accident Location: (Course/Sec./Oldg . & Room) Activity Student was Engaged In at Time of Accident Describe What Happened ________________________________ _ Injury-Describe the Type, Extent· and Dady Part Involved Witnesses: Nome/ Address Phone No. Medical Treatment- Was the St~dent Advised ta 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? __ _ E xp la in - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Transported to Medical Facility by: __ Olin Courtesy Car (dial 5-4510) Response Time: _____ Minutes __ Ambulance (dial 911) __ Other - - - - - - - - - - - - - - - - - Medical Faclllty Rendering Treatment: __ Olin Health Center __ Other - - - - - - - - - - - - - - - - - Nome & Title of Person In Direct Charge at Time of Accident: - - - - - - - - - - - - - - - - - - -S igna tu re - - - - - - - - - - Department/College: - - - - - - - - - - - - - - - - - - - - - - Deportment Administrator's Signature - - - - -~ - - - - - - - - - - - - Date - - - - - - - - - Notify Safety Services of Accidents Requiring IMMEDIATE Investigation at ;)-5360 or 5-2221. Dlsutbutlon: Vh11e-Nsk Mgm1 .• J72 Admln. llldg. / YULOV-Oep1. cl Public 5ofery / GP.EEN-Oepl._ 0-18817 Stock 11,0 2~&J ( I ( ( ( p·age: Date: 35 .1 2 3-31-92 MICHIGAN ST ATE UNIVERSITY AUTOMOBILE ACCIDENT OR LOSS NOTICE REPORT Bodily Injury - Property Damage to Others· - Damage to MSU Vehicle PLEASE DO NOT WRITE lli. THE SHADED AREAS . DATE, TIME, LOCATION OF ACCIDENT Date Stet• . · .. -.-.· Location Iba •pacific) MSU DRIVER INFORMATION Name of Msu Driver ..•• < Home Addren Honie Phone # Birth Date or Age : Driver'• lie II: Cempua Telephone II : MSU Department: Employee Statue : Regular Student Grad.Ant . Other !please •pecily) Accident reported to the police 7 If yee - what police agency? Accident Report # Wea • citation ltickel) inued7 If yee - to whom7 Nature of violation: MSU VEHICLE DESCRIPTION Body Style Purpose for which MSU vehicle was being used: Estimate of Repair Cost: PERSONS INJURED (Additional space on reverse side - if needed) Jiame Nature of Injury: Passenger in: MSU Vehicle_ Other Vehicle_ Pedestrian _ Other (explain) __ Did the injured party refuse medical treatment? If no - where/who treated them7 Wes en Ambulance celled? DAMAGE TO PROPERTY OF OTHERS - INon-MSU Vehicle information) Auto (Year/Makel I Demage Extent/Nature !indicate location of damage on auto) ,, Name of Owner·, lnsurence Company: ===========================================I PLEASE COMPLETE THE REVERSE SIDE OF THIS FORM Repair Estimate : Policy I: Address: License Plate II or VIN II Body Style Complete thia form end deliver to the Ri•k Management & ln•urance Office, 372 Admini•tretio,:.. Building 111 100n III ponible (phone II 355 -50221 euto-frm Pa,ge: Date: 35.13 3-31-92 NAMES & ADDRESSES OF PASSENGERS ~ WITNESSES Peuenger• in MSU Vehicle Local Add~~u Phone I .. Passenger• in Non-MSU Vehicle Local AddrHI Phone I Other WitnotHI Local Addreu Phon1 I II II ( ROAD & WEA THEA CONDITIONS . WEATHER> LIGHT ROAD SURFACE TOTAL LANES OCl1111r 0 Fog D Rein D Snow DD11y D Dawn/Duak D Derk 0 Street light, 0 Dry 0 Wot D Snowy/Icy D Slushy/Muddy D Divided D One-way SHOW HOW ACCIDENT OCCURRED BY USING THIS DIAGRAM IGiVI 1trHt n1mH, direction• & loc1tlon1 of V1hlclH/obJ1ct1 Involved! - + -- - - /// / / - - . . - I I I I I 1- I I I I I I \\\ , - - - - - - - - I Accident dHcription and ramarkl: ( \ ' - \ - - - - - - \ \\\ ( ADDITIONAL PERSONS INJURED N11m11 ' ... ... · ,- .· .. ·.' Addr1111 Pllon11 I/Age I ···. ·.· Nature of Injury: Pauenger In: MSU Vehicle Pedestrian Other l11xpl11inl Other Vehicle - Did th1"1njured p11ny refuH medic111 treatment1 II no· where/who tr1111ted them1 WH en Ambulance c11ll11d1 SIGNATURE OF MSU DRIVER _________ _ DATE OF THIS REPORT --------------- ,, ., ~ CO-ac-6 JOURNAL VOUCHER JVE No. Page_: Date: 40.4 3-31-92 (For Accounting Use Only) TO: Accounting Department Controller's Office Room 360 Administration Building Phone: 5-5000 D Transfer or correct previous revenue or expense transaction D For services rendered D Other Check Reason for Journal Voucher and Provide Explanation Instructions for completing this form are in Section 40 of the Manual of Business Procedures. Explain adjustment in detail provide date, period covered, type of expenditure or revenue, reforences (CHK No., JVE No. etc.). Include in your explanation the reason for making the entry. An incomplete explanation will result in the return of the voucher for additional information. Corrections to previous transactions should be submitted within 90 days of their initial date, and should not cross fiscal years. EXPLANATION ( ( ( Debit ( Credit Provide Department Name, Account Number, Object Code and Amount for Each Entry (Shaded Areas for Accounting Department Use Only) Department Name Acctg. T.C . Account Number I Object I Code Amount X 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 $ $ I I I I I I I I I I I I I I cc: Description To Be Put On Ledger I I I I I I I I I I I I I I I I I I I I Date Authorized Signature Phone 0-19576 MSU is an Affirmative Action / Equal Opportunity Institution STOCK# 140-2528 Routing : 1. Send the original according to Section 40 of the Manual of Business Procedures. 2. Retain the green copy for your records . Blue copy may be sent to a sec ond department involved in the entry . EXPENDITURE POLICIES AND GUIDELINES FOR FOOD, LODGING AND BEVERAGES Page: Date: 45.1 3-31-92 I. GENERAL The University has limited resources to carry out its mission of teaching, research and service. The University is held accountable by the people of the State of Michigan for wise and effective use of its resources. It was with this understanding that the following policies and general guidelines were developed. While responsible discretion and judgement should always be used for expending University funds, particular caution should be exercised for these types of expenditures. Under unusual circumstances, exceptions to this policy may be considered in advance by the appropriate Vice President. Such exceptions also require advance approval of the Vice President for Finance and Operations. In order to carry out its academic programs, the University constructed food service, lodging and conference facilities. Therefore, University programs and activities should be held in these facilities whenever possible. For on-campus catered functions, 1 University services shall be utilized. Kellogg Center shall be utilized for lodging unless unavailable. While meals and other activities may take place off campus, use of campus facilities is strongly encouraged. 1. On-campus, catered functions are defined as: an outside company serving units on campus using service staff and warming and/or refrigeration equipment. Therefore, small fast-food items (e.g. pizza) are not considered catered functions. ( ( ( ( ( ( ( EXPENDITURE POLICIES AND GUIDELINES FOR FOOD . LODGING AND BEVERAGES ( continued) Page : Date : 45 . 5 3 - 31 - 92 B. Academic units may have receptions for faculty, staff and students/families when the predominant number of those in attendance are students. Academic units may have receptions to present awards to faculty, staff, and alumni for outstanding accomplishments . C. Spouses or partners/guests may attend these receptions. The reimbursement from University funds shall not include alcoholic beverages. The use of campus facilities is strongly encouraged . VII . HOLIDAY AND OTHER FUNCTIONS/EXPENDITURES A. Holiday functions , including receptions, luncheons, etc., functions for secretaries ' week, birthday parties and other social events are not reimbursable from University funds . Personal gifts, cards and holiday decorations are also not reimbursable from University funds except those noted below in item B. B. Holiday decorations may not be paid for with University funds for offices and public areas . Exceptions are allowed for public areas of operations which are supported by revenues from the general public. Holiday decorations may also be provided in the Student Housing and Food Services areas with University funds . Holiday cards for contributors and benefactors are also reimbursable from University funds when part of an overall development strategy . VIII . HOME ENTERTAINMENT Home entertainment is limited to major administrative unit (MAU) heads. Such entertainment events are reimbursable pursuant to other sections of these policies and guidelines. Home entertainment may be provided through bulk purchases (see item IX below) or MSU catering. Also, see section X. ,B . ,l., relating to the purchase and serving of alcoholic beverages . ( ( ( ( Food and Lodging Purchased on campus Charged to University Accounts (continued) Page: 46.2 Date: 3-31-92 D. The specific business purpose for use of meal tickets must be documented on the Housing and Food Service Transfer Charge or on the Meal Ticket Record as specified above. III. PURCHASES FROM CROSSROADS CAFETERIA, KELLOGG CENTER, TAKE-5 SNACKBARS, MSU UNION, AND UNIVERSITY CLUB A. A prenumbered charge slip is to be used to make interdepartmental charges for food services and/or lodging (see examples of charge slips for each of the above starting on page 46.4). B. The prenumbered charge slip must contain the following information: 1. Name of department making the charge 2. Account number to be charged 3. Date of the charge 4. Name of person(s) served. The name(s) of any non- University person(s) should be further identified by listing their affiliation(s). If more than five people are involved, names need not be listed. Simply indicate the name or purpose of the group and the number of people in the party. 5. Specific business purpose of the expense. 6. Signature of authorized departmental representative. ( ( \ ( Page: Date: 46.7 3-31-92 MICHIGAN STATE UNIVERSITY INTERDEPARTMENTAL TRANSFER/HOSPITALITY SERVICES UNIVERSITY CLUB OF MSU 353-5111 IDT No. 14 8 2 5 DATE ISSUED ACCOUNT NUMBER DEPARTMENT ADDRESS EXPENSES FOR FOOD, BEVERAGE AND LODGING MUST CONFORM TO SECTIONS 45 AND 46 OF THE MANUAL OF BUSINESS PROCEDURES. THE FOLLOWING INFORMATION IS REQUIRED BY SECTION 46. LIST NAME AND AFFILIATION OF PERSON(S) SERVED. IF MORE THAN 5; NUMBER, NAME AND PURPOSE OF GROUP. NAMES (OR NUMBER IF MORE THAN 5) AFFILIATIONS/ ORGANIZATIONS REPRESENTED DATE OF FUNCTION I SPECIFIC BUSINESS PURPOSE: NUMBER SERVED DESCRIPTION OF HOSPITALITY SERVICES RENDERED COST YOU ARE AUTHORIZED 10 CHARGE THIS TOTAL AMOUNT TO THE DEPARTMENT AND ACCOUNT NUMBER SHOWN ABOVE Authorized Signature I I Dote Phone SALES TAX TOTAL $ FOR PURCHASE OF ALCOHOLIC BEVERAGES, THIS VOUCHER MUST BE SIGNED BY A DEAN OR VICE PRESIDENT. MSU IS AN AFFIRMATIVE ACTION / EQUAL OPPORTUN ITY INSTITUTION ( ( ( Page: 53.1 Date: 3-31-92 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 Department with a completed Form W-4 and a copy of the employee's social security card. 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) with the expenses charged against a general fund supplies and services account or other appropriate non-general fund account: ( ( ( ( ( ( ( ( ( ( ( ( Moving Expenses (continued) Page: 53.2 Date: 3-31-92 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 salary payroll. These expenses should be charged to a general fund salary or labor account or other appropriate non-general fund account. 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. Page: Date : 55.19 3-3 1-92 See IRS 111112 W-4 lnatructlona 1992 2b. If Student. your atudent number 0 SALARY 0 GRAD. AHT. D Married D Married, but wltllhotd at higher Sing le rat• D etno•• O CT /LABOR O SUMMER SCHOOL 0 STUDENT MOTE: ~ :.':'.~ !i:1'a.S::~i: :':~ .. FORM W-4 (MSU) Hom• addreaa City, State, and Zip Code aa. PAYROLL TYPE lib. Marllal Statue 4. Total number of allowancea you are claiming (from the Federal Form W-4 Workaheet) NOTE: SH lnatructlona for clalmlng FEDERAL STATE STATE exe111ptlena when completing UnH 4, Ii , and 8. 6. Additional amount, If any, you want deducted fron1 each pay. e . I claim exemption from withholding and I certifr that I meet ALL of the following condition• for eaempUon: • Lui year I had a right to a refund of ALL Federal Income tax withheld becauH I had NO tax nablllty; AND • Thia yur I expect a refund ot ALL Federal lnaome tax withheld becauH I expect to nave NO tu llablllly;AND • Thia year II my Income exceeds 1600 and klcJudea nonwage Income, another peraon cannot clalm me aa a dependent. It you Meet all of the above conditions, enter the year effective and •EXEMPT• here·· ·• · · · · • •• •· • •• · · · · .... 19 NOTE:••• State of Michigan lnatructlone for clalmlng STATE "EXEMPT" etatua. 7 . Are you a lull-time atudent? (Note: Fall·ti11111tlld1nr, " ' NI 111to.,11ic,l/y ,x110pt.) ,------+'""'l-' .................... '+-' .................... --1 ._-----+--+-----..L..-----~ .. • Under penaltlH of perjury, I certify that I am entllled to the nuo,ber of withholding allowancH clallllad on tllle certificate or, ff claiming exemption from wlthholdlng, that I ao, entitled to clalo, ,.,. exe1Dpt atatua. EMPLOYEE'S SIGNATURE ____________________ DATE ________ _ 1111-77C MSU IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER MICHIGAN STATE UNIVERSITY PAYROLL DEPARTMENT 360 ADMINISTRATION BLDG. EAST LANSING, Ml. 41S24-1048 FEU. TAX IO# 31-80051184W STATE TAX ID# 8811-0350502 Cl ., .. :::) .. :IE ( ( ( ( ( ( Page: Date : 70 . 1 3- 31- 92 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. Special Foreign Travel Fund V. OTHER INFORMATION A. Travel Advances B. Travel Vouchers C. Report of Out-of-State Travel D. E. Travel under Contract, Gift and Grant Funds Insurance VI. APPENDICES 70. I. 1 70 . II .1 70 . II.l 70 . II.2 70. II. 6 70 . II. 7 70 . III . l 70.III.l 70.III.l 70 . IV.l 70.IV.l 70.IV.l 70.IV.l 70.IV . 4 70.IV.4 70.IV.6 70.IV.6 70.V.l 70.V.5 70.V.7 70.V.8 70.V . ll Reimbursement Chart . . . . . . . Federal Key Cities - Meal Per Diem In-State Mileage Chart . Out-of-State Mileage Chart . . . Travel Authorization Form International Reimbursement Work Sheet International Travel Scenario Completed Travel Vouchers/Work Sheets (Foreign) Pocket Guide (Selected Travel Policies and Procedures) . 70. VI. l 70. VI. 2 70 . VI. 3 70. VI. 5 70.VI. 7 70. VI. 8 70. VI.10 70.VI. ll 70 . VI.14 ( ( ( Travel Regulations ( cont i nued ) Page : Date : 70 . I.l 3 -3 1 - 92 I . GENERAL POLICY A. General Policy 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 r e garding 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 . As a general policy, expenses attributable to spouse travel are not reimbursable. Prior approval for specific trips or a series of trips with the same function must be obtained from the MAU head, the Provost, and the Vice President for Finance and Operations . In order to be approved , these situations must meet the bona fide business criteria provided for by IRS regulations. 6. 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 . Travel Regulations (continued) Page: Date : 70 . I. 2 3-31-92 7. Reimbursement is generally limited to actual cost of business related expenses, except for mileage and per diem meals . 8. Sabbatical leave travel can be approved if a travel plan related to the sabbatical leave assignment is submitted. 9. 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. 10. 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) Page : 70.II.4 Date: 3-31-92 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 Tr.avel ,0£fice in determining needs of the travelers . These codes are as follows: DISCOUNT REFUSAL CODES A. B. C. D. E. F. G. H. I. J. 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 (NO CERTIFICATE) CANCELLATION/CHANGE PENALTIES ARE RESTRICTIVE ADVANCE PURCHASE REQUIREMENTS ARE RESTRICTIVE TICKET EXCHANGE (may result in overstated savings/understated lost savings) (Lower fare is applicable, but restrictions may apply) K. L. 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) M. N. 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) 0. P. Q. 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 HOH or HPH) R. S . T. U. DETROIT/WAYNE METROPOLITAN AIRPORT AIRLINE PROMOTIONAL FARE UTILIZED GRAND RAPIDS KENT COUNTY AIRPORT LANSING CAPITAL CITY AIRPORT (Business and personal travel is mixed on itinerary) V. W. X. Y. Z. 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, i.e. lowest available discount airfare . ( ( ( ( ( ( ( ( ( ( ( Travel Regulations (continued) b. Procedures Page : 70 ; !1 . 6 Date : 3-31-92 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 request as well as authorization for the trip. It does not, 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. c. d. If two or more MSU travelers share a room, request individual room receipts, if available. If not, submit the reimbursement vouchers together for processing. If the other occupant(s) who shares a room is not an employee, request the single rate be noted on the receipt. If lodging is complimentary (e.g. staying with family, friends, etc.), documentation is required in order to pay per diem. The traveler should indicate date(s) of lodging, address of lodging, and name of lodging provider. 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 rate for a standard room at a requested property. Travel Regulations ( continued ) Page : 70 ; 11 . 7 Date : 3 - 31 -92 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 l east two (2) choices of hotels , by either comparative cost or by requested location (e.g . near airport, convention center, downtown, etc . ) . 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 reimbursement of all travel expenses except as noted on page 70.VI . l (Reimbursement Chart). 4. Effective September 1, 1990, the University no longer reimburses for meals taken while not in overnight travel status -- travel to an out of-town meeting and return on the same day . This decision was made to assure compliance with IRS income tax regulations. 5. 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 . Kellogg Center shall be utilized for lodging unless unavailable . While meals and other activities may take place off campus, use of campus facilities is strongly encouraged . ( ( ( ( Travel Regulations (continued) Page : 70.II.8 Date: 3-31-92 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. 6. Rates of Reimbursement See Reimbursement Chart {page 70.VI.l) £or rates of reimbursement and listing of receipts required . The unit administrator may authorize an amount less than full reimbursement . 7. Reimbursement for Nonrefundable Air Tickets a. b. c. If an employee is unable to travel because of personal illness, illness within his/her immediate family (spouse or children) or because of a death in hisjher family (follow Human Resources Policy and Procedure Manual on "Funeral Days" to determine eligible family members) on the dates originally ticketed, the employee should ask the travel agency or airline to reschedule the flight, providing that the business can be done at a later date. The University will reimburse the employee for any change fee. If the Unit Administrator requests the employee to be performing other duties on the dates originally ticketed, the employee should ask the travel agency or airline to reschedule the flight providing that the business can be conducted at a later date. The University will reimburse the employee for any change fee. If the traveler meets either condition in a orb above and the business trip cannot be rescheduled, the traveler may seek reimbursement by requesting the University Travel Office to hold the original ticket packet for a future MSU business trip. A University account must be charged for this reimbursement. Contact the University Travel Office for detailed procedures. ( ( ( Travel Regulations (continued) Page : 70 .JV.6 Date : 3-31-92 9. Travel by persons invited to the University or asked to travel for the University may be supported by the general fund or other appropriate funds . Meals and lodging furnished to such guests while in the local area and charged to University accounts must be furnished by on-campus facilities if available. G. All-University Research Funds 1. Funds made available under the All-University Research grants may be used to include 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 will be expected to apply, in addition, for such international funds as may be available from off-campus sources such as foundations and government agencies. 3. The application 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 be 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, 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. Special Foreign Travel Fund (SFTF) (Effective June 1992) 1. Purposes - The SFTF is meant to: a. Be a source of funds to assist faculty travel to international professional meetings and congresses; 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, higher priority will be given to faculty appointed in the tenure system. b. An individual may not receive more than one separate SFTF award within a 24-month period . c. SFTF support is for faculty attendance at international congresses and meetings held outside the United States. ( ( ( ( ( ( ( ( ( ( Travel Regulations (continued) Page: 70.~V.7 Date: 3-31-92 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/or personal resources. f. The SFTF is intended to be supplemental in nature. Normally, departments and colleges must match part or all of the SFTF grant made to a faculty member. Grant funds dedicated to travel costs can be used for matching SFTF grants. Only 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. g. SFTF support may not be sought for retroactive reimbursement of travel expenses. h. 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 120% of 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 receive a SFTF award are required 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 . Travel Regulations (continued) Page: 70 .-IV . 8 Date : 3 - 31-92 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. A copy of the invitation to the Conference/Congress and/or letter accepting the paper to be presented at the Conference/Congress, which indicates the level and type of participation should be attached to the application. 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 August should be submitted by the February 1 deadline; 2) Applications for meetings in July through December should be submitted by the June 1 deadline; and 3) Applications for meetings in November through April should be submitted by the October 1 deadline . ( ( ( ( ( ( Page: Date : 70. VI.1 3-31-92 REIMBURSEMENT CHART Type of' Ezpcnditure Reimbursement Rate Original Receipts Required Lodging Room At actual cost (single rate) Suite or Conference Room At actual cost Itemized receipt from hotel or motel (single occupancy) Item12ed receipt and statement of its use Tips Only once each occupancy not to exceed $2.00 None Meals-not included in conference fees. Includes tips. Full Day Breakfast Lunch Dinner Guest (1, 2) Standard $25.00 maximum 450 maximum 650 maximum 14.00 maximum Full Reimbursement Federal Key atics (1) $33.00 maximum 6.00 maximum 8.00 maximum 19.00 maximum Full Reimbursement Transportation Personal car-miles (3) Mileage-vicinity travel Bridie and toll road Driving extra car Lansing airport (4) Commercial Carrier - Plane, train, bus, ship Taxi Limousine Taxi/Limo tips University vehicle Rental vehicle (5) Private plane Parking - private or MSU car Other Conference expenses (6) Telephone and telegram Travelers checks Miscellaneous Limited Reimbursement 28 cents per mile 28 cents per mile Full reimbursement Split of single car reimbursement 28 cents per mile Lowest round trip fare Lowest possible cost Lowest possible 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 original receipt (ticket stubs for airfares) None Receipt required None Gas, repairs and towing (no mileage) Economy class rate Lowest of round trip air fare or car mileage Up to $3.75 per day Over $3.75 per day Receipt for payment made Itemized receipt from rental agency None None Itemized receipts Full reimbursement Actual cost Actual cost/Intl only Up to $250 per day Over $250 per day Determined prior to departure 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 (1) MSU staff members who entertain guests may also receive reimbursement in excess of the maximum allowance if (a) entertainment of guests is a _part of the approved purpose of the trip, (b) on-campus facilities are used if possible1 (c) reimbursement excludes alcoholic beverages, (d) receipts, names and business affiliations of guests are providea, and (e) tips are limited to 15%. (2) In cases involving grants 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 Highwaf Mil~ Guide which assumes that travel is to the center of the city to which you are going. If your destination as not located at the center of the city, be sure to report the destination and the mileage difference as vicinity travel on a separate line of your Travel Voucher. Since the University does not reimburse mileage for commuting, mileage must be computed to and from the point of employnient. (4) Reimbursement for two round trips to and from the Lansing airport. Taxi fare limited to the fare amount to and from cam11.us. 5} CDW /LDW and Liability Waiver costs are not reimbursable. 6 Conference registration fees may 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 city limits of the key city. 1 · ( ( ( ( ( Adrian Albion Algonac Allegan Allendale Alma Alpena Ann Arbor Auburn Hills 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 Comstock Constantine 73 40 119 87 81 49 211 63 74 134 134 102 468 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 so 80 77 77 60 74 57 69 71 110 IN-STATE MILEAGE CHART 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 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 so 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 so 64 Page : Date : 70. VI. 3 3-31-92 Higgins Lake 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 130 80 70 88 63 11 60 504 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 Page : 70.VI.4 3- 31 - 92 Date : Airports Willow Run Metropol i tan Capitol City 72 88 10 Colleges & Universities Central Michigan Eastern Michigan Grand Valley Michigan, Univ of Northern Michigan Oakland University Saginaw Valley Western Michigan 65 69 79 62 392 80 71 76 Hospitals Ingham Medical Lansing General Sparrow St. Lawrence MDPH Red Cross 5 . 5 4 . 5 4 . 5 7 8 4.5 ( ( ( ( ( ( ( Menominee Middleville Midland Milan Milford 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 426 61 86 79 59 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 Saginaw Sandusky Saranac Sault Ste Marie Scottville Sebewaing Shelby Southfield 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 70 122 48 278 158 111 134 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 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 706 610 945 797 754 1891 1869 805 2219 2243 2240 2336 1201 1222 1196 763 735 696 635 604 DISTRICT OF COLUMBIA Washington, DC 551 FLORIDA Fort Lauderdale Miami Orlando Tampa GEORGIA Atlanta Augusta Savannah IDAHO Boise 1325 1348 1142 1160 790 774 892 1884 ( ( ( ( OUT-OF-STATE MILEAGE CHART ILLINOIS Argonne Chicago Chicago (O'Hare) Peoria Springfield Urbana-Champaign INDIANA Evansville Fort Wayne Gary Indianapolis South Bend IOWA Cedar Rapids Des Moines KANSAS Kansas City Topeka Wichita KENTUCKY Bowling Green Lexington Louisville LOUISIANA Baton Rouge New Orleans MAINE Augusta Caribou MARYIAND Annapolis Baltimore MASSACHUSETTS Boston MINNESOTA Duluth Minneapolis St . Paul MISSISSIPPI Columbus Jackson 266 216 233 341 375 326 415 132 184 248 134 426 529 688 747 872 460 351 356 1043 1030 967 1196 573 548 843 647 611 601 560 893 Page : Date : 70.VI. 5 3-3 1 - 92 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 OHIO Cincinnati Cleveland Columbus Dayton 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 844 271 215 244 228 Page : Date : 70 . VI. 6 3-3 1 - 92 CANADA Montreal Quebec Toronto 634 795 298 COLLEGES & UNIVERSITIES Chicago, Univ of 216 Illinois, Univ of Urbana-Champaign 326 Indiana University 298 Iowa , Univ of 418 Minnesota, Univ of 611 Northwestern Univ 236 134 Notre Dame 244 Ohio State Univ Penn State 438 235 Purdue University Wisconsin, Univ of 354 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 1610 1587 776 811 711 628 579 2259 2219 399 371 337 403 354 293 1235 1151 OKI.AHOMA Oklahoma City Tulsa OREGON Eugene Portland Salem PENNSYLVANIA Harrisburg Philadelphia Pittsburgh State College RHODE ISLAND Newport Providence SOUTH CAROLINA Charleston Columbia SOUTH DAKOTA Pierre Sioux Falls TENNESSEE Chattanooga Knoxville Memphis Nashville TEXAS Austin Dallas El Paso Fort Worth Houston San Antonio 970 866 2322 2289 2327 519 618 332 438 836 832 874 766 969 753 610 524 682 513 1284 1100 1614 1124 1234 1361 ( ( ( ( ( MICHIGAN STATE UNIVERSITY TRAVEL VOUCHER Page __ of __ TRAVEL AUTHORIZATION This section must be completed prior to departure. See back of pink copy for complete instructions. ACCOUNT TO BE CHARGED 70. VI. 7 3-31'-92 Page: Date: DEPARTMENT (First) (Soc . Sec. or Student #) Unit Code ADDRESS ACCOUNT NUMBER OBJECT CLASS AMOUNT '118 (Last) I Department / P-~m/Building One: D Faculty D Staff D Graduate Student D Undergraduate D Other I Date of Departure Destination(s): Date of Return Travel Reimbursed by: MSU Fund• Non-MSU Fund• Travel Advance $ ___ None ___ Reimbursement Limited to: ,val for use of Motor Pool Vehicle: Yes __ No __ ( ,-...'"'t,.1roval for Overseas Travel-Dean or Vice President PURPOSE OF TRIP: THIS FORM DOES NOT AUTHORIZE TRAVEL RELATED TO OUTSIDE WORK FOR PAY. EXPENSE REIMBURSEMENT DATE STARTING POINT DESTINATION Manner of Travel MILEAGE RATE AMOUNT I I I I Administrative Approval (Signature) Unit Administrator Unit Administrator I I I I I Date Date I Contract and Grant Cashier's Planning and Budgets SUBSISTENCE AND MISCELLANEOUS Br - Breakfast LU - Lunch Di - Dinner Lo - Lodging M Miscellaneous DATE AMOUNT f Travel Sub-Total $ Subsistence and Misc-Sub-Total $ I -.,rtify that the expenses claimed herein were necessary and reasonable in carrying out my ( ~rsity responsibilities and are reimbursable under University policy. I Reviewed and Verified: Contracts and Grants Travel Sub-Total $ Traveller's Signature Date Unit Administrator Designate 'i \ ) Ort on Out-of-State Travel l.na;or purpose of trip. (check one only) This section should be completed if travel took place outside of the State of Michigan . Date Accounts Payable 1. 0 Travel in support of professional improvement 5. 0 Travel in support of administrative function 2. 0 Travel in support of instructional program 6. 0 Travel in support of intercollegiate competition 3. '.J Travel in support of research program 7. 0 Travel in support of international programs Accounting Total Claim $ Limit $ 4 . '.J Travel in support of public service program 8. D Miscellaneous travel not covered above Check number Date - . -, - o:::: .~ f C:: 11 , e: ~" j ' f ,.,....., ,n ,v.o A r , ,,., ,, 1,=,..,,,::11 nnnnrr ,1n,tv ,,,c::,,,,11,r,n MICHIGAN ST ATE UNIVERSITY TRAVEL VOUCHER Page _l_ of _2_ TRAVEL AUTHORIZATION This section must be completed prior to departure. See back of pink copy for complete instructions. ACCOUNT TO BE CHARGED -ne Newhouse (Last) Loismarie (First) 123-45-6789 (Soc. Sec. or Student #) Department Accounts Payable/Controller Unit Code 76200 0 m/Building 360 Administration Bldg - , One: D Faculty 0 Staff D Graduate Student D Undergraduate D Other Jan 211 1991 Date of Departure Jan 7z 1991 - Destination(s): London 1 Oxford 1 Cambridge 1 UNITED KINGDOM Travel Reimbursed by: MSU Funds X Non-MSU Fund• Date of Return Travel Advance $ ___ None ___ Reimbursement Limited to: ,,. OF TRIP: wal for use of Motor Pool Vehicle: Approval for Overseas Travel-Dean or Vice President s. fh.. ~ PURPOSE Visit various British universities to discuss Yes.__ No..lL_ methods of travel reimbursements. DEPARTMENT Accounts PayablelController ADDRESS 360 Administration Bldg ACCOUNT NUMBER OBJECT CLASS 11-2533 I 026 I I I (Signature) AMOUNT I 31507.76 I 70. VI.11 I Page: I Date: 3-31-92 Administrative Approval ,,..f,q{'it1 ~~ Unrt Administrator Unrt Administrator I Date Date I Contract and Grant Cashier's Planning and Budgets SUBSISTENCE AND MISCELLANEOUS Br - Breakfast LU - Lunch Di - Dinner Lo - Lodging M - Miscellaneous THIS FORM DOES NOT AUTHORIZE TRAVEL RELATED TO OUTSIDE WORK FOR PAY. DATE EXPENSE REIMBURSEMENT DATE STARTING POINT DESTINATION 1/7 1/7 j LV 2:00 PM Detroit MSU LV 5:40 PM Detroit ARR 8:00 AM London 1/8 Airport hotel Manner ot Travel MILEAGE Limo Air Airline Bus 1/10 LV 7:00 AM ARR 8:00 AM London hotel 1/10- 1/13 1/14 LV 7:00 AM ARR 8:00 AM Train Oxford Oxford University Bus Trips Various Train CambridQe Cambridge Various Universitv Bus Trips Oxford 1/15- 1 /] 7 hotel 8 LV 1:00 PM ARR 2:00 PM Train Cambridge London University Various of London hotel 1/19- 1/20 1/21 hotel airport Bus Trios Airline Bus - .. RATE AMOUNT 12/17 Passport 75.00 1/7 Limo tip 1/7 i London M&IE 352.00 1/8 London M&IE 8 }, 15.22 1/8 London Lo 10.21:i 19.45 1/9 London fgIE 1Zl:88 7 }, 13.32 1/10 Oxford M&IE 18. 41:i 35.00 1/10 Oxford Lo 5 }, 9.52 1/11 1 / 11 3 @ Oxford Lo M&IE 54.00 61.00 10. 21:i 19.45 6 }, 8 }, 11.42 15.22 AMOUNT 40.00 7.50 48.50 97.00 144.00 241.00 54.00 61.00 345.00 ' "rtify that the expenses claimed herein were necessary and reasonable in carrying out my ersity responsibilities and are reimbursable under University policy. Contracts and Grants Travel Sub-Total $ 992.60 Travel Sub-Total $ 992.60 Subsistence and Misc-Sub-Total $ 2,515.16 . ' ~ ' f( ' .~ and Verified: ~ . /A~ /?L ,JJ )1/_/,J.'J,r/1(./ ?t ~ Total Claim . h¥;, . Date Unit Administrator Designate < ...-'frave!ler's Signature ,O 1, ' ,,. - Date Accounts Payable $ 3,507.76 Limit $ port on Out-of-State Travel Ma1or purpose of trip. (check one only) This section should be completed if travel took place outside of the State of Michigan. 1. D Travel in support of professional improvement 5. XI Travel in support of administrative funct!on 2. D Travel in support of instructional program 6. O Travel in support of intercollegiate competition Accounting 3. O Travel in support of research program 7. O Travel in support of international programs 4. O Travel in support of public service program 8. O Miscellaneous travel not covered above Check number Date ' ' MICHIGAN STATE UNIVERSITY TRAVEL VOUCHER Page _2_ of _2_ TRAVEL AUTHORIZATION This section must be completed prior to depanure. See back of pink copy tor complete instructions. ACCOUNT TO BE CHARGED •· ... me Newhouse (Last) Loismarie (First) 123-45-6789 (Soc. Sec. or Student #) Depanment Accounts PayableLController Unit Code 76200 DEPARTMENT Accounts PayableLController ADDRESS 360 Administration Bldg ACCOUNT NUMBER OBJECT CLASS AMOUNT - Rnom/Building 360 Administration Bldg ( One: D Faculty D Graduate Student D Statt Date of Depanure Destination(s): Date of Return D Undergraduate D Other 11-2533 I 026 I I I Administrative Approval (Signature) I I 70.VI.12 1Page: 1Date: 3-31-92 Travel Reimbursed by : MSU Fund• Non- MSU Funds ___ Travel Advance $ ___ None ___ Reimbursement Limited to: - . - - ,val for use of Motor Pool Vehicle: Yes_ No __ Unit Administrator Date ~~ /:J./1c, /t::;o Unit Administrator Date ( , .,.. ,.., oval for Overseas Travel-Dean or Vice President PURPOSE OF TRIP: .J. r,t. ~ I I Contract and Grant Cashier's Planning and Budgets SUBSISTENCE AND MISCELLANEOUS Br - Breakfast LU - Lunch Di - Dinner Lo - Lodging M - Miscellaneous AMOUNT 82.00 104.66 560.00 97.00 144.00 144.00 241.00 97.00 7.50 THIS FORM DOES NOT AUTHORIZE TRAVEL RELATED TO OUTSIDE WORK FOR PAY. DATE EXPENSE REIMBURSEMENT DATE 1/21 DESTINATION STARTING POINT LV 10:45 AM ARR 3:40 PM London Detroit ARR 6:10 PM Lansine 1/21 Detroit - - Manner of Travel MILEAGE Air Limo RATE AMOUNT 1/14 Cambridge M&IE 352.00 1/14 Cambridge Lo - 75.00 :t:taIE 82.00 Cambr1.f~e104.66 3 @ 1/15- 1/17 1/18 London M&IE ***** ************ ************ ~********* ~***** "******** 1/19 Meals paid by conf M&IE 97.00 Excha inge rate: 144.00 Lo 1/20 London London Lo 1.9030 .... . 1/18 London Lo ,_. Maxin !Um per diem rates: Lodging ( 144.00 dcln M&IE 97.00 Oxfo11d 61.00 54.00 Cambi idge 114. 00 82.00 Actual pe t diem u. s. & rates: L bdging equiv 1/21 Limo tip 1/21 London M&IE 97 ti $184.59 35 ti $ 66.61 55 ti $104.66 1 ~tirtify that the expenses claimed herein were necessary and reasonable in carrying out my I \ ersity responsibilities and are reimbursable under University policy. I Reviewed and Verified: Contracts and Grants Travel Sub-Total Total Claim Travel Sub-Total $ Subsistence and Misc-Sub-Total $ $ $ Traveller's Signature ... ,, . .>ort on Out-of-State Travel Date ~,a;or purpose of trip. (check one only) Unit Administrator Designate Date Accounts Payable This section should be completed ii travel took place outside of the State of Michigan. Limit $ 1. D Travel in support of professional improvement 5. D Travel in support of administrative funct!on 2. D Travel in support of instructional program 6. D Travel in support of intercollegiate competition Accounting 3. 0 Travel in support of research program 7. D Travel in support of international programs 4. '.J Travel in support of public service program 8. D Miscellaneous travel not covered above Check number Date 0 ' 00-2786 MSU ,s an Affirmauve Acr,on!Eoual Opportumty Institution Type of Expenditure Rcimbul'liCmcot Rate Original Receipts Required Lodging Room At actual cost (single rate) Suite or Conference Room At actual cost Itemized receipt from hotel or motel (single occupancy) Itcm1Zcd receipt and statement of its use Tips Only once each occupancy not to exceed $2.00 None MICHIGAN STATE UNIVERSITY --::t .-- ...... • C") 01 r-- C") ~ ;2 Ji Local Travd - Local travel is authorized by the • C") Dean of your college sending an authorization letter w w to Accounts Payable, 360 Administration. If : ~ reimbursement is requested, a trip log must be i:i... A kept. Instate, Out-of-State and Foreign Travd are authorized on the Travel Voucher, General Stores Stock #140-2786. Private Vehicles Gas, repairs, towing etc. are included in the mileage. Parking, tolls, etc. are separately reimbursable. For purposes of reimbursement, personal car mileage is taken from the most recent version of the Rand McNally Standard Highway Mileage Guide. This reference assumes that travel is to the center of the city you .ire going to. If your destination is not located at the center of the city, be sure to report the destination and the mileage difference as vicinity travel on a separate line of your Travel Voucher. University-owned Vehicles If a vehicle has been assigned to a department, sign out and sign in on departmental records. If a Motor Pool vehicle is requested, present the signed Travel Voucher, General Stores Stock #140-2786. An Insurance card for the vehicle is in the glove box of the Motor Pool car and gasoline credit cards are in the key holder. Rental Vehicles Economy class when available. Request MSU Corporate rate or any lower advertised specials. See "Travd Regulations; Manual of Business Procedures, Section 70, for reimbursement policy. 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. For Foreign travel, see Manual of Business Procedures, Section 70. -..__,,, Deductible Eipenses In many instances, the expenses that you incur in excess of the amounts reimbursable under the University Travel Regulations may be a deductible expense for income tax purposes. Please consult with your tax preparer. Travel Advances Advances are limited to graduate students, employees who are not eligible for a Corporate Card and enroute foreign travel expenses. Obtaining an Advance Present authorization form (graduate assistants appointment papers also) to Cashier's Office, 110 Administration Building 8:15 a.m. to 4:15 p.m. If a trip is cancelled, the advance is due immediately. Repayment of an Adwnce Advances are due 30 days from the trip completion date. Prepare a Travel Voucher for reimbursement and submit it with original receipts to Accounts Payable. The voucher should be made out to "MSU for the account of traveler's name." The Travel Advance Office will deduct the amount owed and refund the difference or bill for the balance due. Insurance For personal injury, report circumstances to immediate supervisor, University Office of Risk Management (355-5022) and Workers Compensation Office (353-5394) as soon as possible. For further explanation of insurance coverage, refer to the Manual of Business Procedures, Section 35. IND I.1 Page: Date: 3-31-92 ( MANUAL OF BUSINESS PROCEDURES - VOLUME I Michigan State University Index *********** CONTROLLER'S OFFICE Accidents/Incidents, Reporting of ( Account Numbering Pages 35.2 - 35.5, 35.10 - 35.12 5.1 Account Request, New Accounting Accounting Corrections Accounts Receivable Alcoholic Beverages Authorized Signature Forms Bankruptcy Procedures Bookkeeping Budget Reallocation Cash Handling Cash Receipts Change of Name, Address Checking Accounts Checks Refunded or Cancelled Check Cashing Checks: Lost, Stolen, Destroyed 45.2 - 5.2 1.1 40.1 10.1 45.7 68.1 11.1 1.1 12.1 15.1 15.1 55.13 - 55.14 15.4 15.4 16.1 43.1 Collection Advice 10.4 - 10.6 Compensation for Nonregular Assignments or Duties 55.14 Conference Registration 70.I.2, 70.II.1, 70.IV.1, 75.1, 75.6 Delinquent Receivables Departmental Bookkeeping 10.2 1.1 ( ( ( ( ( ( IND I.2 Page: Date: 3-31-92 MANUAL OF BUSINESS PROCEDURES - VOLUME I Michigan State University Index - Continued *********** CONTROLLER'S OFFICE Departmental Invoice Summary Departmental Receivables Deposits Depreciation Policy Direct Payment Voucher Employees, New Pages 74.2, 74.5 10.1 15.1 19.1 75.1, 75.9 55.4 - 55.5 Employees Withholding 55.2 - 55.3, 55.12 - 55.13 Encumbrance Adjustments Expenditure Codes 18.1 20.1 Fellowship and Traineeship Appointments (prev. Sec. 305) 23.1 Field Trips Food and Lodging Purchased On Campus Charged to University Accounts Foreign Checks Graduate Assistant Stipends Honoraria Identification Cards 25.1 46.1 15.3 55.2 75.1, 75.3 30.1 Incidents/Accidents Reporting of 35.2 - 35.5, 35.10 - 35.12 Independent Contractors 55.1 - 55.2, 75.2, 75.3, 76.1 Insurance (Office of Risk Management & Insurance) Invoice Processing System Invoice Summary Journal Vouchers 35.1 74.1 74.1 40.l IND I.3 Page: Date: 3-31-92 MANUAL OF BUSINESS PROCEDURES - VOLUME I Michigan State University Index - Continued *********** CONTROLLER'S OFFICE Loss Prevention (Risk Management) ( Meals and Lodging Membership Dues Military Pay Moving Expense Policy Multiple Check Voucher Nonresident Aliens Object Codes Expense Revenue Payroll Department Pages 35.1 - 35.13 4 5. 1, 4 6. 1, 7 0. VI. 1 47.1 55.17 53.1 75.4 55.3, 75.8, 76.4 20.1 65.1 Cash Advances (Petty Cash/Hand-drawn Checks) 55.11, 55.18 Direct Deposits New Employees Overtime Pay Periods and Dates Time Reports Petty Cash Reconciling Accounts Refunds (Vouchers) Reimbursement Voucher Revenue Codes 55.3 55.4 - 55.5 55.14 55.2 55.5 - 55.7, 55.17 60.1 1.4 75.1, 75.4 75.6 65.1 ( ( I IND I.4 Page: Date: 3-31-92 MANUAL OF BUSINESS PROCEDURES - VOLUME I Michigan State University Index - Continued *********** CONTROLLER'S OFFICE Safety Inspection (Risk Management) Sales and Use Tax, Michigan Scholarships Signature Requirements Signers on University Accounts SOS Access Program (Risk Management) Pages 35.6 50.1 75.3 66.1 68.1 35.9 Student Employees 55.2, 55.4, 55.6, 55.8, 55.12, 55.13, 55.15 ( student Receivables Taxes, Sales and Use Tips Traineeships (prev. Sec. 305) Transfer of Funds Travel Advances ( Travel Accident Insurance Travel Regulations Travel Voucher Vehicle Insurance Vouchers Worksheet for Commitments 10.4 50.1 4 5 • 2 , 7 0 • VI . 1 23.1 40.1 70. V .1 35.8 70.1 70. V. 5 35.3 - 35.5 75.1 1.1 Date: 3-31-92 MANUAL OF BUSINESS PROCEDURES VOLUME I I PAGE(S} IAST UPDATE TOG II.1 - TOG II. 2 200.1 - 200.2 205.1 - 205.6 205.7 - 205.8 205.9 210.1 - 210.9 210.10 - 210.12 220.1 - 220.37 221. 1 - 221. 5 221. 6 223.1 224.1 - 224.12 225.1 - 225.4 230.1 - 230.5 235.1 236.1 240.1 - 240.3 245.1 - 245.4 245.5 245.6 - 245.7 250.1 255.1 255.2 260.1 260.2 260.3 260.4 265.l - 265.8 270.1 - 270.3 270.4 270.5 - 270.9 270.10 - 270.11 270.12 - 270.14 275.1 - 275.2 280.1 - 280.5 285.1 - 285.4 290.1 - 290.3 300.1 - 300.8 315.1 - 315.5 315.6 - 315.10 320.1 320.2 320.3 325.l - 325.3 330.1 335.1 340.1 340.2 IND II .1 - IND II .4 3-31-92 3-31-92 3-31-92 3-31-90 3-31-92 3-31-92 3-31-91 3-31-91 3-31-92 3-31-91 3-31-92 3-31-91 3-31-89 3-31-92 3-31-92 3-31-92 3-31-91 3-31-91 3-31-92 3-31-91 3-31-91 3-31-91 3-31-92 3-31-90 3-31-92 3-31-90 3-31-89 3-31-92 3-31-90 3-31-91 3-31-90 3-31-91 3-31-90 3-31-91 3-31-90 3-31-91 3-31-92 3-31-91 3-31-92 3-31-91 9-30-86 5-31-84 9-30-86 3-31-92 9-30-77 3-31-91 3-31-91 3-31-92 3-31-92 ( ( ( ( ( ( ( MANUAL OF BUSINESS PROCEDURES - VOLUME II Michigan State University Page: TOC II.1 Date: 3-31~92 ( Table of Contents *********** SERVICE AREAS Section Name Section # Alterations and Improvements of Facilities MSU Book Store Administrative Information Services Department Stores Recycling/Salvage Interior Design Inventory Department 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 ( ( 200 205 210 220 221 223 224 225 230 235 236 240 245 250 255 260 265 270 Page: TOC II. 2 Date: 3-31-92 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 Gifts, Grants or Contracts Lease, Lease-Purchase and Installment Purchase Agreements U.S. Mail and Postage Charges Publications Jointly Funded by the General Fund and a Revolving Account Retention of Fiscal Records Retention of Nonfiscal Records 275 280 285 290 300 315 320 325 330 335 340 ( ( ( ( ( ( ( ( ( ( ALTERATIONS AND IMPROVEMENTS OF FACILITIES I . POLICY Page: 200.1 Date: 3-31-92 A. B. C . D. E. To insure integration with existing University facilities and to comply with safety and building codes, statutes, regulations and University specifications, all alterations or improvements to the facilities of MSU must receive proper authorization. All interior alterations or improvements are under jurisdiction of Management, 412 Olds Hall, Telephone No. 355-1842. the Office of Facilities Planning the initial and Space Before undertaking any alteration or improvement within a building, departments must: 1. 2. Obtain approval from Facilities Planning and Space Management concerning room use and design; and Specify appropriate and adequate funding arrangements to cover the cost of the project. 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. C. 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 described thereon; the form signed by the unit administrator is forwarded through the to corresponding dean or appropriate administrative officer Facilities Planning and Space Management. Facilities Planning and Space Management will either disapprove the request and return it to the department, or will approve the request and forward it to the Physical Plant Division for an estimate. The the requesting department either estimate will be returned to directly by through Facilities Planning and Space Management. the Physical Plant Division or Before reaching a final decision consideration should be given to priorities or plans for the space consult · with Facilities Planning and the proposed alterations, on funding, timing, urgency and involved. Departments are to Space Management at this stage. Page: 200.2 Date: 3-31-92 III. FINAL REQUEST - If the department wishes to proceed with the project, they will prepare in triplicate the form "Request for Interdepartment Material or Service"; the form signed by the unit administrator is forwarded through the corresponding dean or appropriate administrative officer to Facilities Planning and Space Management requesting that the project be undertaken in accordance with 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. B. After the alterations or improvements are authorized, the project is then designed and all construction documents are developed. Departments must allow adequate time for this phase of the project. 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 i s issued to the successful bidder. VI. OBLIGATION 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. C. The above matters, along with job supervision and inspection, are the responsibility of the Physical Plant Division. Payment cannot be made Physical Plant Division. to contractors until authorized by the 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 3-31-92 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 semester by all departments of the University. 2. At the beginning of each semester, the MSU Book Store sends Textbook and Supply Adoption forms and instruction sheets to all departments for completion based on required and optional materials for the following semester. 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 semester. 4. The MSU Book Store accepts book lists each semester 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 that subscribe for this information. 8. Request Form and Its Preparation 1. The "Textbook and Supply Adoption" form is a three 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 packets 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 non-book 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 - MSU Book Store b. Pink - Instructor c. Yellow - Departmental Office 2. The book lists should not be delayed pending late additions; instead, the departments may supplement the requests by sending an additional list. ( ( ( ( ( PAGE: DATE: 205 . 2 3-31-92 ( ( ( ( (MSU Book Store Continued) II. BOOKS - DESK COPIES 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 to 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 Information 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 non members; 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 that 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. Departmental personnel must note the specific business purpose on the IDT. B. A 10% discount on books and a 200,{, discount on supplies is allowed on departmental purchases from in-stock merchandise charged to University accounts. C. Faculty are entitled to a 100,{, discount on any book purchase. PAGE: DATE : 205 . 3 3-31-92 ( ( I \. ( ( (MSU Book Store Continued) 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. 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 departmenVindividual 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-RETURNABLE (Except for defective or incorrect material.) VII. SPECIAL PERSONAL ORDERS A. Special handling charges differ with method of shipment. Shipping charges are not refundable. B. Special Orders are NON-RETURNABLE (Except for defective or incorrect materials.) VIII. SHIPMENT OFF CAMPUS A. The MSU Book Store will ship books and/or other merchandise to off-campus locations, either on a departmental account, credit card, or by prepaid check. 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. PAGE: DATE: 205.4 3-31-92 ( ( ( ( ( ( (MSU Book Store Continued) 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 (IDTI, only if merchandise is new and in saleable condition. With the exception of merchandise that is defective or which is received incorrectly from the vendor, special imprint or special order merchandises 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. Purchases made at the MSU Book Store are receipted with a four part form (White, Yellow, Pink, and Onion Skin as above.) D. 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. 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. PAGE: DATE: 205.5 3-31-92 (MSU Book Store Continued) 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. 8. 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. r ( ( ( \ MSLJ BOOK STORE - IN1ERNATI0NAL CENTER CAMPUS TEXTBOOK AND SUPPLY ADOPTION F ORM PAGE: DATE: 205.6 3-31-92 DUE DATE: APRIL i5, 1992 ( .PARTMENT=----- - ------·---·-------------- SEMFSTER =---------------------·- COURSE NUMBER=--------·---- SECTION NUMBER=---·--------- EST ENROLL : ________ _ ( ,TF,UCTOF~: - ····-·-·-··············-·-·-····-·-·····-··-·-·····-·-·-·-·-··-·-.. ········-·· -· PHOi'lE: ·-·-··-··-·-·-·-·--·-··-·-·-··--··-····-·-·- SHOUL.D THE STUDENT HAVE THESE BOOKS FROM PRIOR COLff~SE? YES ____ NO _ _ _ _ YES ____ NO ___ _ WILL THESE BOOKS BE USED IN THE NEXl. SEMESTER? ************************************~****************************************** FDR BODI< STOF~E l.J[>E ONLY RESEARCHED BY=------·------ COPIED BY: _____________ ENTERED BY=------------- ---- *Y-*********************************~****************************************** •d CRS REQ/OPT **~**************************************************************"************* ISBN/PUB AUTHOR TITLE YR/ED SECT ( ( INSTRUCTIONS •~rn- PLEASE RETURN WHITE COPY TO: HSU BOOK STORE - INTERNATIONAL CENTER CAMPUS j_ ( ~.:.. . .. "> \ 3. 4. ,::-( ... } ~EVIEW BOOK ORDER. MAKE SURE YOU HAVE THE CORRECT EDITION!!! PLEASE INDICATE IF BOOKS ARE REQUIRED OR OPTIONAL OR NO TEXT IF APPROP. RETAIN PINK COPY FOR THE INSTRUCTOR'S COPY. RETAIN YELLOW COPY FOR THE DEPARTMENT'S COPY. IF NO CHANGES, PLEASE RETURN TO THE MSU BOOK STORE. S IGNATURE