MICHIGAN STATE UNIVERSITY OFFICE OF THE CONTROLLER • TELEPHONE (517) 355-5020 EAST LANSING • MICHIGAN • 48824 September 30, 1981 MEMORANDUM TO: Deans, Chairpersons, Directors and Department Heads FROM: Lowell E. Levi, Controller ; /~~ SUBJECT: ANNUAL UPDATE TO THE MSU MANUAL OF BUSINESS PROCEDURES The 1981 revisions to the Manual of Business Procedures are enclosed. Pages referenced below (dated May 31, 1981) should be substituted for corresponding pages dated earlier. A brief explanation of the changes in some of these revisions follows: VOLUME I: Table of Contents - Addition of section 1/66, "Signature Requirements." Section 5 - Changes in account request signature requirements; addition of section, "Agency Account - Exemption from State Sales Tax." Section 15 - Addition of information regarding foreign checks. Section 16 - Change in check cashing amount and fee. Section 20 - Items costing· $300 or more (rather than $50 or more) now classified as equipment; new expenditure code for equipment fabrication components. Section 30 - Section revised. Section 45 - Clarification of items which must be furnished by on-campus facilities. Section 47 - Change in approval requirement. Section 55 - Section revised. Section 60 New approval requirements and procedure to increase petty cash funds. Section 66 - New section on signature requirements. Section 70 - Section revised. MEMORANDUM Page 2 September 30, 1981 Section 75 - Appropriateness of paying individuals via direct payment vouchers. Changes in distribution of all vouchers and changes in signature requirements. VOLUME II: Section 200 - Signature requirement changes. Section 205 - Section revised. Section 210 - Section revised. Section 225 - Changes in signature requirements. Section 240 - Change in ordering mail distribution labels. Section 300 - Section revised. Section 305 - Change in source of forms and elimination of Undergraduate Trainee form. Section 315 - Changes in signature requirements; revised Gifts and Grants form and source of forms. Section 325 - Section revised. You will note that many of the revisions reflect the new policy on signature requirements. To keep the procedures outlined in the Manual current, we need input from all units within the University. We request that suggested changes, additions or deletions to be included in the next annual update at March 31, 1982 be in the Office of Financial Analysis, 394 Administration Building on or before January 15, 1982. However, urgent changes can be made whenever necessary. Questions on content or distribution should be directed to the Office of Financial Analysis, 355-5026. ts Enclosures ( ( ( Date: 5-_31-81 MANUAL OF BUSINESS PROCEDURES - VOLUME I Michigan State University Table of Contents CONTROLLER'S OFFICE Section Name Section {fa Accounting for Departmental Transactions Account Numbers and Account Requests Accounts Receivable Cash Handling Check Cashing Encumbrance Adjustments Expenditure Codes (see Section 65 for Revenue Codes) Field Trips Identification Cards Insurance Department Journal Entry Requests Lost, Stolen or Destroyed Checks Meals and Lodging in the Local Area Charged to University Accounts Membership Dues Michigan Sales and Use Tax Payroll Department Petty Cash Funds Revenue Codes (see Section 20 for Expenditure Codes) Signature Requirements Travel Advances, Procedures for Processing Invoice Processing System Vouchers 1 5 10 15 16 18 20 25 30 35 40 43 45 47 so 55 60 65 66 70 74 75 Page : Date: 5.2 5- '31-81 (Account Numbers and Account Requests Cont.) 2 = Labor budget and expenditures 3 = Service and supplies budget and expenditures 4 = Equipment budget and expenditures 5 = Special budgets (Contingency & Special Purpose accounts). For all other accounts, this digit has no special significance. III. ACCOUNT 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-le "Revolving Account Request Form" (see Sample, Page 5. 5) .· The form is available in the Accounting Department, Office of the Controller. 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 revenue can be charged to the account. 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. b. c. The request must be signed by a Dean or Assistant Vice President. d. All items on the reverse side will be completed by the Controller's Office or Internal Audit. Page: 5.3 Date: 5-31-81 . (Account Numbers and Account Requests Cont.) 3. Internal Audit regularly audits accounts t o determine that they are operating in conformance with the infor mation indicated on the approved account request form. B. General fund account requests must be approved by the Budget Office. C. Trust account requests must be arranged through the Investments and Trust Office , Telephone 355-5018. D. Gift and Grant, Fellowship and Sponsored Research Accounts - 1. Refer to Volume II, Section 315 2 . Any further quest i ons regarding these accounts should be directed to the Office of Contract and Grant Administration , Room 30 2 Administration Building . E. Scholarship accounts must be arranged through t he Financial Aids Office. F. Agency Accounts - Student Organizations 1. Use "Application for Agericy Account - Student Organization" (see sample page 5 . 6). Items 2-6, the account name and the date 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. 2. The form must be submitted to the Office of the Vice President for Student Affairs and Services for verification of organization registration and approval of request. 3 . After approval from the Office of the Vice President for Student Affairs and Services, the form must be submitted Page : Date: 5 . 4 5--31-81 (Account Numbers and Account Requests Cont.) to the Accounting Department, 360 Administration Building, for approval . G. Agency Accounts - Non~Student Organization 1. Use "Application for Agency Account - Non-Student Organization." (See sample page 5.7). The date, items 1-5, administrative responsibility, and the account name must be filled in and submitted to the Dean or Assistant Vice President for approval. 2 . After approval by the Dean or Assistant Vice President, this form must be submitted to the Office of the Controller for approval. 3. Forms are available in the Accounting Department, Office of the Controller. H. Agency Accounts - Exemption from State Sales Tax 1. Agency accounts do not automatically qualify for exemption from State of Michigan sales tax. 2. Organizations requesting a tax exempt account number must present with their account application a letter from the State of Michigan, Treasury Department, indi cating their tax exempt status. Page : Date: 15 .J 5-31-81 CASH HANDLING I. RESPONSIBILITY A. Each department is responsible for cash and checks it receives for the University. Funds may be received from sales of items, tickets , meals, etc . B. If funds are received and the department does not have a cash register to record sales , pre-numbered receipt forms must be used. The only exception to this would be in the case where pre-numbered tickets are sold. II. CASH RECEIPT FORMS A. The following forms are to be used for receipting trans actions involving cash or checks: 1. Uarco numbered receipt form for use in a Uarco machine. This form may be obtained from General Stores. 2. For temporary or infrequent use, booklets of pre numbered receipt forms can be obtained from General Stores, stock number 1402483. III. DEPOSITS A. Form CO-ca-45c (see sample page 15.5) is to be used by the department to deposit money with the Cashier's Office, 110 Administration Building. This form may be obtained from General Stores . It should be prepared in duplicate with all applicable information included (see Section 65 on Revenue Codes). If receipts are large, deposits should be made daily. When receipts are infrequent or of a nomi nal amount ($50.00 or less), departments should make a Page: Date: 15 . _2 5-31-81 ( ( (Cash Handling Cont.) deposit at least every two weeks. The funds should be accumulated in a secure place prior to making the deposit . B. The Cashier's Office, 110 Administration Building, is open from 8 : 15 a.m. to 4:15 p.m., Monday through Friday. For deposits at other hours a department may use the night deposit vault located at the front of the Administration Building. C. For all deposits, the Cashier ' s Office will validate the deposit receipt and return the duplicate copy to the department for its records. IV. CASH HANDLING POLICY A. Checks should be made payable to Michigan State University . If checks are received by mail, the sender should be noti fied in advance to mak e checks payable as indicated above and to mail them to the attention of the department involved. Checks drawn outside the continental United States should be made payable to Michigan State University in U.S . funds payable through a U. S. bank. Any check drawn on a foreign bank not having a correspondent bank in the United States may be returned for compliance with this policy. Checks which have been made payable to persons or departments must be endorsed by the payee prior to deposit . All checks must be endorsed with the departmental stamp or endorse ment at the time they are received. B. No personal checks in excess of the amount of the purchase Page: Date: 15.2a s-j1-a1 (Cash Handling Cont . ) should be accepted. Checks CANNOT be cashed at a depart ment for the accommodation of University faculty, staff, or students. Persons responsible for handling University funds should, under no circumstances, cash personal checks from these funds. Page: Date: 15'. 5 5-31-81 • '. • • <' , ..,_..,.,. __ .... ~ - L· «~•-~ ~ - ...-:,,, .... ""'!"' '>l' !"i~ ~ .. _,,~ ·~ • ....,..,.: .. ~ .~ -, ~ .... ....,"!'"."""~""-.. '--::-~., {( ...... ~-- ·~ --~ -r.-~·_- -......,,..,.., .. •"•• ";. ~: ,,, ~ r .. "- f: I Form No. I co~,_.., . ··,. . ·(,,..~IC~IGAN STATE UNIVERSJ,D. · f . ·. -.._/ . ·- ' Prepare in duplicate. Use typewriter or print. Present both copies, with funds to be deposited, to the Cashier's Office. f i,_. r, . Enter Account Nanie, Account No., Revenue Code and amount deposited to each account. ~ ( Separate sales tax collected, if any, should be entered on line indicated. Departments desiring additiona information for their records, use reverse side. Eut L•n1ing DEPOSIT RECEIPT '{ \ - _..~·'.'·t - . .- l . ! SOUR CE OF FUNDS (Indicate information to be recorded on fund ledger and description of revenue type. ) f -1 [ Fund Ledger Info: (Limit to 19 spaces): [~o~e~s~c~r~ip~t~i~o~n~:~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~= i !· f l- ! f; 1 I ;· '· I ' ,. ' t. t· r 1· f ' < ' f Account Name Account No. Rev. ' Code I I Amount - . I I I I I I I I I I I Sales Tax Collected 22-3236 TOTAL (Must Agree With Total Deposit) I 995 I I I Itemize Checks Currency Coins $100 $ 50 $ 20 $ 10 $ 5 $ l Other 50¢ 25¢ 10¢ 5¢ 1¢ Other Sub Totals - Deposited By .. Date Fsu is Ml Alf-Action/ Equal Opponunity ln1titution ·ehigl,n sr.r. u-.;,,, Printing Total Deposit Do Not Write Below This Line No • l-°"123151 t~---- ·~-~ - .. Must Be Machine Receipted To Be Valid (Stock I 140-2450) ' ;ti -."'°i,: a · . • . , . ... ...... -• ~..: ' J i _i 1 1 f 1 l ~ ' i j :] ] Page : Date : 16..1 5-31-81 CHECK CASHING Effective February 12, 1981, the Cashier's Office, 110 Administra tion Building instituted a policy of cashing checks in the amount of $100 or less under the following guidelines: A. This service is available to all persons with a current validated University ID card. B. No more than one check per person per day may be cashed. C. There will be a charge of 50¢ for each check cashed . D. No two party checks will be cashed except checks received by students from their parents with an amount of $100 or less. E. No checks presented by students drawn on banks located in Lansing or East Lansing will be cashed during the period between May 15th and the first day of classes for Surmner School. (Expenditure Codes Cont.) 072 Contractual Services - This classification includes: Page : Date : 20. A 5-31-81 (a) Alterations, repairs and maintenance to buildings which are not capital improvements (b) Professional services and physical examinations (c) Honoraria (d) Consultant services (e) (f) Laundry and dry cleaning (g) Payment of insurance premiums carried on retired Insurance and surety bonds University employees 073 Contractual Overhead - For Office of Contract and Grant Administration use only 082 Supplies and Materials - Cost of commodities which are ordinarily consumed or expended within a comparatively short length of time or converted into the process, construction and manufacture of equipment or form a minor part of it. Includes office supplies, chemicals, fuels, forage and stable supplies, carpeting, drapes, small tools, etc. · 090 Equipment - New or used items costing $300.00 or more with a useful life of three years or more. Examples include vehicles, livestock not purchased for slaughter, museum and art collections, scientific apparatus, etc. NOTE - ABOVE ITEMS COSTING LESS THAN $300.00 MUST BE CLASSIFIED AS SUPPLIES AND MATERIALS (082). 091 Equipment Leases - To be used for periodic payments under an authorized lease-purchase agreement. See Volume II Section 320. 092 Equipment Fabrication Components - For Office of Contract and Grant Administration use only. 093 Freight on 090 Equipment Page : Date: 5-31-81 30 . 1 IDENTIFICATION CARDS I. GENERAL A. The Student and Faculty-Staff Identification Card Depart ment of the Controller's Office is located in Room 110, Administration Building. Hours: 8 : 15 a.m. to 4:15 p.m., Monday through Friday. B. Identification cards are issued without charge to faculty, staff and hourly personnel, who are full-time or half-time permanent employees working at least 20 hours per week. The identification card is non-pictured and the replace ment cost if $6.00. If it is deemed necessary or desirable to have a pictured identification card, one can be obtained for a $10 . 00 fee, payable at time of issue . II. OBTAINING INITIAL ID CARDS A. New Staff Employees: ID cards for new staff are processed at the time of hire at the Personnel Office. B. New Faculty Members: The ID card is obtained by presenting or mailing to the ID Department a faculty-staff background card , properly filled out, authorized by the unit administrator and signed by the employee. Blank background cards are available at the ID Department, 110 Administration Building. C. Temporary Faculty-Staff : Faculty-staff members working full-time for six months or less may, in certain cases, be issued a temporary card , valid for the period of employment. These are obtained Page : Date: 5-31-81 30 ~2 (Identification Cards Cont . ) through the ID Department, 110 Administration Building. D. Retirees: Retiree ID cards are available at either the ID Department, 110 Administration Building or at Staff Benefits, 140 Nisbet Building. Expiration of appointment for a retiree should read "Retiree - Permanent." E. Expiration Date: ID cards exp i re on the emplo yee's birthday five years from the date of issue. However , if the chairperson, director , or supervisor specifies that the expiration date of appoint ment will be earlier, such date will be indicated on the ID card. F . Library Use: Library stickers used for checking out books at the library are obtained at the circulation desk at the main library. III. RENEWAL, CHANGE OR REPLACEMENT ID'S If the ID has expired , or there is a change of department, title or name, a new ID is obtained through the ID Department by presenting or mailing a faculty-staff backgr ound card, properly filled out , authorized by the unit administrator and signed by the employee. Blank background cards are available at the ID Department , 110 Administration Building. Lost or stolen r'D's are replaced at the ID Department upon receipt of $6.00 and verification of employment . IV . ID CARDS FOR SPOUSES OF FACULTY-STAFF A. The spouse of a University faculty-staff employee may Page: Date: 30 .. 3 5-31-81 (Identification Cards Cont.) obtain an ID card by submitting the background card properly ( filled out, signed and authorized by the employee's supervisor. B. ID cards are not available for children or dependents of employees. C. Spouses of Adjunct/Clinical faculty, or of doctors working at the Clinical Center or of religious advisors are not eligible for spouse ID cards. D. Library cards for spouses are available at the circulation desk at the main library by making application for a special permit to use the library. V. ISSUANCE OF ID CARDS ID cards processed by Personnel will be issued by the Personnel Office. ID cards processed by the ID Department will be mailed directly to the employee's department chairperson, director, or supervisor for delivery to the employee. ID cards are normally processed and mailed within two working days. VI . RETURNING ID CJ...RDS A. The person responsible for maintaining departmental person nel records should obtain the ID card from the person terminating before they are issued their last paycheck. These ID cards should be returned to the ID Department, 110 Administration Building, with a note that the employee has terminated. B. Employees transferring to a different department should surrender their original ID card when leaving the old depart ment and obtain an updated card through the new department. Page: Date: 45 ,,l 5-31-81 MEALS AND LODGING IN THE LOCAL AREA CHARGED TO UNIVERSITY ACCOUNTS I. GENERAL POLICY A. The University recognizes that meals and lodging arranged to permit staff members to interview prospective employees and similarly justifiable purposes may be in the best interest of the University. Staff members authorized to charge such expenditures against University funds or funds under University control, however, should be advised of the need to justify every such expenditure. B. Meals and/or lodging provided to staff members and their guests in the local area and charged to University accounts must be furnished by on-campus facilities. This includes groceries, cookies, pizza, and other refreshments. 1. Kellogg Center (meals and lodging) - Telephone No. 355-5090 2. The Union Building (meals) - Telephone No. 355-3460 3. The University Club (meals) - Telephone No . 353-5111 4. Crossroads Cafeteria (meals) - Telephone No. 355-4551 C. Whenever meals and/or lodging are rendered on campus, a person authorized to sign for the department will be requested to sign a charge ticket, indicate the department name and the department account number to be charged; in addition, the authorized signer must prepare a list of the names of persons served, organization which they represent , and purpose of the meeting. D. If individuals claim reimbursement for meals and/or lodging obtained in the local area they must meet the requirements set forth in C. above and submit a Reimbursement Voucher Page: Date: 5-31-81 45 : 2 (Meals and Lodging in the Local Area Charged to University Accounts Cont.) for reimbursement of expenses (see Section 75 for details). IT IS IMPORTANT TO REMEMBER THAT UNIVERSITY FACILITIES MUST BE USED WHEN AVAILABLE. WHEN OFF-CAMPUS FACILITIES, IN THE LOCAL AREA ARE USED, VOUCHER PROCESSING WILL CHECK TO BE CERTAIN THAT UNIVERSITY FACILITIES WERE NOT AVAILABLE. E. CHARGES FOR ALCOHOLIC BEVERAGES ARE NOT PERMISSIBLE AND WILL NOT BE PROCESSED UNDER ANY CIRCUMSTANCES. F. TIPS IN EXCESS OF 15% ARE NOT PERMISSIBLE. II. INTERDEPARTMENTAL CHARGES A. A prenumbered receipt form is to be used to make .inter departmental charges for food services and/or lodging (see examples of Kellogg Center, Union Building, Dormitories and Food Services Transfer Charge, Crossroads Cafeteria and University Club starting on page 45.4). B. When the interdepartmental charges are for food services provided by the Union Building, Kellogg Center, Dormitories and Food Services, or Crossroads Cafeteria and ar~ not intrafund charges, e.g. between dormitories, then the following information must be indicated on the forms: 1. Name of department making charge. 2. Account to be charged. 3. Date of the charge. 4. Name of person(s) served. (If non-University, indicate relationship to department.) 5. Purpose for charging food and services. 6. Signature of authorized department representative. Page : Date: 47 .1 5-31-81 MEMBERSHIP DUES I. UNIVERSITY POLI CY - The University recognizes that memberships in professional organizations and associations may benefit faculty and staff members when carrying out their respective University responsibilities. Because of limited resources to carry out the mission of the University, funds are not avail able to pay all the numerous and various membership dues. In view of the above, the following criteria must be met before membership dues to professional organizations or associations will be processed for payment: A. The payment of dues must be for an institutional membership and not an behalf or in the name of an individual faculty or j staff member. B. Occasionally, it is necessary to pay nominal membership dues in order to obtain needed subscriptions. When subscriptions are for departmental use, the membership may be in the name of the chairperson or director of the department or school. Membership dues which are a substantial portion of the com bined cost of membership and subscription will not be paid. C. The Medical Service Plan may continue to pay membership dues for MSP members as authorized by the respective college and/or department in accordance with provisions of the Plan. D. Under special circumstances, subscriptions or combined membership-subscription dues may be allowed on an annually approved basis if essential to a specific research project . This requires approval of the unit administrator and the dean (not authorized designates). Page : Date: 5-31-81 55 . 1 PAYROLL DEP&.~THENT I. UNIVERSITY PAYROLLS A. Pay Periods and Pay Dates 1. Academic, Clerical-Technical, and Administrative Professional - Employees under these classifica tions are paid on a monthly payroll ending the last day of the month. · Paychecks are distributed on the last working day of the month. 2. Graduate Assistants - Graduate assistants are paid on a monthly payroll ending on the 15th of the month. the month or on the last working day before the 15th . Paychecks are distributed on the 15th of 3. Hourly Employees - Hourly employees are paid on a bi-weekly payroll. Payche~ks are distributed on the Friday following the pay period ending Sunday night. 4 . Student employees - Student employees are paid in the same manner as Hourly employees except that the Student payroll date falls on alternate weeks . 5. High School Students - High School students are included with the Hourly Payroll . B. Required Payroll Forms 1. Employee's Withholding Exemption Certificate a. Form W-4, Employees Withholding Certificate must be filed by every employee . Page 55.17). Federal law requires that the employee must complete the form in its entirety. (See Sample, b. The employee must file a new form W-4 each time the employee desires to increase or decrease the number of exemptions claimed or to have additional withholding per pay period. c. Employees wishing to file a form CW-4 , Withholding Certificate for City Income Tax, may do so in the Payroll Department. (See Sample, Page 55.18). (Payroll Department Cont.) Page: Date: 55.2 5-31-81 2. Personnel Record Form - All academic employees and Graduate Assistants are required to complete the Personnel Record Form, Co-pa-4a. Page 55.19). (See Sample, 3. Where Required Forms are Available - The required form Co-pa-4a is available in the Payroll Department, Office of the Controller, 350 Administration Building, and must be filed in the Payroll Department before a check can be released. C. Optional Forms 1. Direct Deposit Authorization: Employees may have their paychecks directly deposited into personal checking or savings accounts by com pleting the Direct Deposit Authorization card (see Sample, ·Page 55. 20). Employees who desire this service should also contact the financial institution advising them that their paychecks are to be direct deposited. 2. U.S. Savings Bonds: Payroll deductions for United States Savings Bonds are available at the request of the employee. Authorized payroll deduction cards must be signed by the employee and filed in the Payroll Department. 3. Earned Income Credit Advance Payment Certificate: Employees that meet certain requirements can receive the Earned Iricome Credit in advance during the year as they earn their income. To qualify for the credit, employees must expect their income (including spouse's income if married) to be less than $10,000 for the year. They also must expect to claim an exemption for a child who will live with them. The Earned Income Credit can provide payments of up to $500 in a year. Employees eligible for the advance credit should fill out Form W-5, Earned Income Credit Advance Payment Certificate, avail able at the Payroll Department, Room 350 Administration Building (see Sample, Page 55.27). The credit will be given on the annual tax return even if advance payment is not requested. The Form W-5 certificate expires on December 31 of each year. 4. Employees wishing to participate in employee benefit programs such as retirement, .health, accident and life insurance, etc., should contact the Staff Benefits Office. (Payroll Department Cont.) D. Appointment and Hiring ( 1. Academic and Graduate Assistant Appointments Page : Date: 5-31-81 55 . 3 a. All Academic and Graduate Assistant personnel must stop at the Payroll Department, 350 Adminis tration Building as soon as possible after arrival on campus to complete all the required forms. Departments are requested to bring this to the attention of new staff members. b. All employees will be required to present their Social Security card when completing the Personnel Record and W-4 forms. Military draft cards will also be accepted in place of social security cards, but only these two documents are acceptable by Federal law. 2. Clerical-Technical, Administrative-Professional and Hourly Employees - All employees under these classifi cations are hired through the Personnel Department where the required forms are completed and forwarded to the Payroll Department. 3. Student Employees (See Sample, Page 55.21). Employees a. Students are required to complete a "Student Employees Withholding Allowance Certificate" Form W-4. who can qualify may take advantage of the exempt status by completing line "6" on the W-4 form. If an employee is claiming exemption from with holding and wishes to continue this status, the employee will have to file a new W-4 certificate between January 1 and April 30th of each year. The current amount of earnings exempt from with holding tax are published in the MSU Bulletin and the State News each year in March or may be obtained by calling Payroll and asking for "Current Federal and State Exempt Earnings Amounts" telephone 355-5010. Employees must revoke the Certificate of Exemption within ten days if it becomes reasonable for them to anticipate that they will have a tax liability during the current taxable year. This may be done by completing a new W-4 form using proper allowances and marital status. b. Departments are responsible for obtaining the com pleted form W-4 and must submit it to the Student Employment Office together with the employment application Form Z27D0010 (See Student Employment Office Section, Volume II). Page: Date: 5-31-81 55 ,. 4 (Payroll Department Cont.) ( c. University student employees retain the student status between terms until the degree sought · is obtained. E. Payroll Time Cards 1. Academic, Clerical-Technical, Administrative-Professional and Graduate Assistants. a. Payrolls are prepared automatically from appointment and personnel forms. b. Departments are responsible for reconciling all employees' time and any factors which would alter an employee's compensation, such as terminations, leave without pay or days lost without pay, should be reported to Personnel immediately. 2. Hourly Employees a. Form Required - "Daily Time Record" card. (See Sample, Page 55.22). b. Preparation of Form 1) The first time card submitted for an employee, must have the complete name, social security number, account number, department and rate. The name must be the same as it appears on the employee's social security card. After an initial time card has been submitted for an employee, a prepunched time card will be returned to the department for submission with the next payroll. · The department should review the pre punched information and if incorrect, make the necessary corrections on the time card. DO NOT write any information above the heavy black line. 2) Record the detail hours or days worked. Frac tional hours are to be rounded to the nearest tenth of an hour. For example, a person working 3 hours and 24 minutes or 3.4 hours. 3) Add hours or days for the pay period and enter the total under "Total for Period" and "Time." 4) Check the "Unit of Time," insert the rate and compute the gross earnings in the gross amount block (omit dollar signs). Complete the "From and To" dates in the pay period block. (Payroll Department Cont.) Page: Date: 55 .,5 5-31-81 5) The card must have the handwritten signa- , ture of the unit administrator. 3. Student Employees a. Form Required - "Student Payroll Card." (See Sample, Page 55.23). b. Preparation of Form 1) Preparation of student employee time cards is the same as for hourly employee time cards except that the student number is used rather than the Social Security number. 2) University student employees must be enrolled and attending classes to be eligible for pay ment. To insure that students are enrolled the time cards are compared to the Registrar's current enrollment records. For this reason, the name and student number on ·the time card must be exactly the same as it appears on the Registrar's record. Students who have gained employment by assuring the department they will enroll must enroll promptly or be terminated. 4. Deadline for Submitting Payroll Time Cards a. Bi-weekly pay periods for hourly and student employees end on Sunday at midnight. Payroll time cards must be delivered to the Payroll Depart ment by 10:00 a.m. the following Monday morning. When a short work week occurs specific instructions will be issued regarding the deadline. b. Time cards received after 10:00 a.m. Monday will be held and processed with the next bi-weekly pay roll. Employees not paid because of late arrival of time cards may obtain an advance of 90% of the net amount earned. The employee should request an advance in person at the Payroll Department between 1:00 and 4:00 p.m. on the regular pay date or between 8:15 a.m. and 4:00 p.m. the week following the regular pay date. Page: Date: 55.6 5-31-81 (Payroll Department Cont.) ·F. Rate of Pay 1. Academic a. Rate of pay is determined from the appointment form. b. Rate changes are made on the basis of new appoint ment forms or "Change of Status Recommendation" forms and must be approved by the Provost and Board of Trustees. c. The forms are available in the Provost's Office. 2. Graduate Assistant a. Rate of pay is determined from the appointment form. b. Rate changes are made on the basis of an amended or new appointment form. c. The forms are available in the Provost's Office. 3. Clerical-Technical and Administrative-Professional a. Rate of pay is determined and approved by the Personnel Department. 4. Hourly Employees - Rate changes for hourly employees are approved by the Personnel Department and forwarded to the Payroll Department. Time cards should not reflect a new rate until it has been approved and the Payroll Department has a record of the change. 5. Student Employees - Job classification and grade level must be reported to the Student Employment Office using the "Student Employee Change of Status" form (see Student Employment Manual" prepared by the Student Employment Office). G. Distribution of Checks 1. Direct Deposit a. Employees may have their checks deposited directly to their personal checking or savings accounts by completing a "Direct Deposit Authorization" form. (See Sample, Page 55.20). This form may be com pleted at the Payroll Department or at the MSU Credit Union for direct deposit at that institution. Page: Date: 55.7 5-31-81 (Payroll Department Cont.) b. Checks for· these employees will be deposited in their bank accounts on the morning of pay day. The employee will receive a "Direct Bank Deposit Notification" showing gross pay, itemized deduc tions and net pay. c. Direct deposit may be discontinued if the Payroll Department has received the notice fifteen (15) days before the pay date. 2. Distribution to Departments a. Checks are picked up by the Campus Mail Service for delivery to the departments. b . Checks or Direct Deposit Notifications should be handed directly to the payee or placed in sealed envelopes- for delivery by a designated employee. c. Payroll checks which must be cancelled and rewritten due to: 1) Late termination, 2) Leave of absence without pay, 3) Too many hours on Student or Hourly , 4) Students paid on incorrect student numbers, should be delivered to the Payroll Department, 350 Administration Building immediately. d. Payroll checks not delivered to employees within thirty days should be returned to the Payroll Department with a memo indicating the reason the employee did not receive the check. The Payroll Department will attempt to locate the employee and deliver the check. 3. Checks Not Prepared a. A payroll check may not be issued due to the following reasons: 1) Employment data was received by the Payroll Department after the deadline. 2) Hourly or student employee time cards were received after the deadline. ( Page : Date: 55.8 5-31-81 (Payroll Department Cont.) 3) Student employee was not registered for the current term or student authorization was not properly completed. b. In order to process an employee's check with the current payroll, employment data information must be delivered to the Payroll Department on or before the dates indicated below: 1) Salary - 15th of the month 2) Graduate Assistant - 1st of the month 3) Hourly & Student - by 10:00 a.m. on the Monday preceding the pay date. c. Changes in exemptions, payroll deductions. and Direct Deposit authorizations must also be pro cessed according to the above dates to be effec tive with the current payroll, except for . Salary Direct Deposit Authorizations, which must be must be processed by the last working day of the month prior to the month of deposit. H. Payroll Cash Advance 1. Purpose - Employees failing to receive a check on the expected pay date may obtain a payroll cash advance of not more than 90% of the net amount earned. 2. Procedures a. A request for a payroll cash advance should be made in person at the Payroll Department, on or after the regular pay date. b. Before a payroll cash advance can be made, salary employees or Graduate Assistants must have on file at the Payroll Department the appointment form or approved personnel form. Salary employees must make their request by the 15th of the month follow ing the month in which they did not receive an expected paycheck. Graduate Assistants must make a request by the last working day of the month in which they did not receive an expected payc.heck. For hourly and student employees, a completed payroll time card must be on file at the Payroll Department or be presented by the employee when requesting an advance. Page : Date: 55 . 9 5-31-81 (Payroll Department Cont.) I. Record of Hours Worked 1. Requirement a. The Fair Labor Standards act requires that a record of hours worked be maintained for all non exempt employees. Clerical-technical and hourly employees are non-exempt, Faculty and Administra tive-Professional personnel ranked AP 11 and above are considered to be exempt employees. b. Payroll time cards are appropriate records for student and hourly employees. 2. Retention of Records - Each department is responsible for keeping a record of hours worked on each non-exempt employee four months after the end of the fiscal year. II. GRADUATE ASSISTANT CERTIFICATE OF WITHHOLDING TAX EXEMPTION A. Graduate assistantship stipends are not subject to Social Security taxes. B. C. D. If the assistantship is primarily for research, and is supported by gift, grant or Experiment Station funds , and if all candidates in the degree program in which the assistant is enrolled are required to do equivalent research, the stipend may be exempted from Federal , State and local income tax withholding. The taxability of such stipends is subject to review by the Internal Revenue Service. If the assistantship is primarily for teaching, applicable Federal,State and local income taxes will be withheld. If all candidates in the degree program in which the assistant is enrolled are required to do equivalent teaching, the assistant may file for refund of the amount withheld as part of his or her annual tax return. The Internal Revenue Service may hold, however, that such stipends are taxable. If the Chairperson of the department determines that the graduate research assistant qualifies for tax exemption, the exemption certificate on the appointment form should be completed. exemption certificate should be crossed out. If the appointment does not qualify, the ( Page: 55.10 Da t e: 5-3·1-81 (Payroll Department Cont.) III. REQUIREMENTS FOR CHANGE OF NAME, ADDRESS OR TELEPHONE NUMBER A. Change of Name 1. Administrative-Professional and Clerical-Technical a. The name of an employee on the payroll records must be the same as the name indicated on the employee's Social Security card. b. Name changes cannot be made on payroll records (including changes of name on prepunched time cards) until the employee has submitted a changed copy of their Social Security card. c. ' The name change process is not complete until a Directory Information card has been processed using Form MSU 716 which may be obtained from Academic Personnel, Personnel, or Payroll. Sample, Page 55.24). (See 2. Faculty - Faculty personnel must communicate changes in name by letter to the Office of the Secretary to the Board of Trustees, 467 Administration Building, with copies to the Academic Personnel Records Office, 312 Administration Building, (formerly Asst. Provost, 310 Administration Building) and to the Payroll Depar~ ment, 350 Administration Building. 3. Graduate Assistants - Graduate Assistants must make name changes at the Registrar's Office, 150 Adminis tration Building and file a new W-4 with the Payroll Office, 350 Administration Building. 4. Hourly - Name change information must be processed through the Personnel Office on a Directory Information card (see Sample, Page 55.24) . 5. Students - Student employees must notify the Registrar's Office, 150 Administration Building. 6 . Changing Withholding Certificates - Every employee who changes their name must also submit to the Payroll Department a new Withholding Exemption Certificate for Federal and State of Michigan Income Taxes (Form W-4) , (See Sample, Page 55. 1 7) and a Withholding Certificate for City Income Tax (Form CW-4) , (See Sample, Page 55.18), if applicable. (Payroll Department Cont.) B. Change of Address Page: Date; 55 .,11 5-31-81 1 . Home addresses are printed on payroll checks for all salary and hourly employees. address or to make a correction, a new Directory Information form (MSU 716) must be completed in its entirety. be si ned b (See Sample, Page 55.24). The card should the individual and the de artment and In order to change an orwarded according to the instructions on t e card. ( 2. Each department must report address changes as soon as possible and mark the appropriate boxes in the Directory Information Card to indicate if the employee is: a. Board Appointed b. Classified personnel (A-P, C-T and Hourly) c. Affiliated with the University. 3. All classified personnel (A-P, C-T and Hourly) Directory Information Cards are to be sent to the Personnel Office. Directory Information Cards for Board Appointed are to be sent to the Academic Per sonnel, 312 Administration Building . Persons affiliated with MSU should send cards to Office of the Registrar, 208 Administration Building. C. Error in Social Security Number - If an error in a social security number is discovered on any record used by the University, the employee should bring his or her Social Security card to the Payroll Department where a photocopy will be made and forwarded to the Social Security Adminis tration Office for the correction of the employee's records. IV. COMPENSATION FOR NON-REGULAR ASSIGNMENTS OR DUTIES A. University Personnel - Every department paying personnel with faculty status for part-time work needs to process these persons through the Continuing Education overload payment system. The Department of Continuing Education should be consulted. For details call 355-0140. B. Temporary Appointees (Including Honoraria). 1. Individuals included in this classification: a. Persons engaged as lecturers, speakers or other program personnel for a eriod not to exceed ten da sand for an a more than 1,5 0. u on sti en or ee o not (Payroll Department Cont.) Page : Date: 55 . 12 5-31-81 b. Persons retained by the University as consultants, specialists , editors, reviewers or in similar capacity on a fi~ed fee basis. c. Excluded from the designation of Temporary Appointees are persons hired by the University and paid on an hourly, weekly, monthly, or other pro-rata basis, and any others for whom a employer-employee relationship exists. d. General fund labor and equipment accounts may not be used. 2. Payment to persons covered under la . and lb. above must be made on a Direct Payment Voucher. 3. The payee's home address and Social Security Number must be shown on the Direct Payment Voucher as the Internal Revenue Service requires that the University report these payments on an Information Return , Form 1099, at the end of the calendar year. 4. All Direct Payment Vouchers on general fund accounts must be sent to the Budget Office, 443 Administration Building for approval. 5. All compensatton paid to temporary appointees including honoraria should be charged to either the Salary account or to the Supplies and Services account, using Object Ciassification Code 072. 6 . Any portion of the payment designated for travel must be charged to the Supplies and Services account , using the appropriate Object Classification Code (Codes 020 through 026). C. Independent Contractors and Interviewers 1. Definition - Michigan State University employees per forming services in their homes or working as inter viewers off-campus apart from their regular work assign ments are considered independent contractors and not employees in such capacity if the following conditions are met. a. Not a continuing work relationship, but rather a single job transaction or an occasional performance of the service. Service is available to general public as well as to employees of MSU. (Payroll Department Cont.) Page : Date: 55 .,13 5-31-81 b. Service is performed during non-working hours and is not related to regular job. c. d. e. f. Individual performing the service schedules own working hours and furnishes own supplies and equipment. Individual performs the service off-campus, under no direct supervision as to the means and method of operation. The individual uses own methods and receives no training from the one who purchases the service. Individual is at liberty to accept or reject the work offered without prejudice . Individual is paid on a piecework basis and is not guaranteed a minimum quota of pay or work. 2. Method of Payment a. Persons classified as independent contractors must be paid on a Direct Payment Voucher. The Direct Payment Voucher must include the payee's home address and Social Security Number. b. Persons unable to meet the independent contrac tor requirements are considered "employees" of the University and paid according to the method used for regular employees. D. Overtime 1. Definition a. The Fair Labor Standards Act stipulates that non exempt employees (clerical-technical and hourly) must be appropriately compensated for overtime hours worked. Overtime is earned when an employee works in excess of 40 hours in a standard work week. The standard work week is a 168-hour period which, for the University generally starts at 12 midnight on Sunday and ends at 12 midnight on the following Sunday. However, some units of the University have established different work weeks. Such changes must be approved by the Controller. Page: Date: 55 . 14 5-31-81 (Payroll Department Cont.) b. Hours worked in excess of a standard work day or week should be approved in advance by completing Form CO-pa-25, "Approval for Overtime for Non (See Sample, Page 55.25). Exempt Employees." 2. Compensation a. Time-Off 1) As a general policy, overtime hours are to be compensated by time-off, if the equivalent time-off can be mutually agreed upon and the time-off can be scheduled within the work week. 2) If time-off cannot be given on/or before the last day of the current pay period the employee must be paid for the overtime hours. b. Payment for Overtime Hours 1) Hourly overtime must be submitted on a red payroll overtime time card (See Sample, Page 55.26). Salary overtime must be submitted on a blue payroll overtime card (See Sample, Page 55.26). The red and blue payroll over time cards provide for increasing overtime hours earned by 50% to reflect a time and one half payment. Hours reported on the red and blue payroll overtime cards must be rounded off to the nearest tenth of an hour. 2) All red payroll overtime time cards should follow the same schedule of submission detailed in section Payroll Time Cards." I.E. 4., "Deadline for Submitting 3) All blue payroll overtime time cards should be submitted to the Payroll Department on Wednesday of Student Labor pay weeks. 4) A separate red or blue payroll overtime time card must be prepared to pay overtime hours applicable to the shift differential. (Does not apply to payroll of Physical Plant or to Residence Halls and Food Services hourly employees.) 5) Overtime cards may be obtained from the Pay roll Department. Page : Date : 5-31-81 55 . 15 (Payroll Department Cont . ) c. Rate of Payment 1) Hourly employees should be paid their regular rate . 2) The hourly rate for a person on an annual salary is determined by dividing the ann ual salary by 2,080 (40 hours for 52 weeks). 3) Approval of the Personnel Department is necessary when overtime is submitted for A-P emplo yees classified as AP-11 or above. E. Military Pay 1. Regular, full-time employees who are ordered to tempo rary active duty for military training will be allowed fifteen (15) days leave of absence . The University will pay the difference between regular pay and mili tary pay, when the military pay is less. The military pay, which will be supplemented by the University, is the base pay. The employee must present a copy of the pay voucher from the Government to document the amount of military pay received. 2. Military pay will be deducted from regular pay as follows: a. Faculty - a copy of the military pay voucher should be forwarded to the Payroll Department. Payroll will determine the amount to be deducted. The net amount will be paid to the employee in the next paycheck. b . A-P and C-T - a copy of the nilitary pay voucher should be submitted to the Personnel Department. The Personnel Department will determine the amount to be deducted and report to the Payroll Depart- ment. The military pay will be deducted from the next paycheck. c. Hourly - a copy of the military pay voucher should be forwarded to the Payroll Department . Each department is responsible for deducting military pay on the payroll time cards. The military pay should be shown separately and deducted from the gross amount. The net amount will be paid to the employee and will be subject to withholding and social security taxes. Page: Date: 5-31-81 55 . 16 (Payroll Department Cont . ) F. Jury Duty 1 . The University will pay the difference between the jury dut y compensation and the regular University compensation . 2. The procedures for processing documented evidence of jury duty compensation are the same as for military pay . G. Court Witness Fees - Court witness fees paid to University employees must be deposited in Account Number 11-0739. A duplicate receipt is to be sent by the employing department to the Payroll Department, where the duplicate receipt is to be placed in the employee's file. Page : Date : 55 ,17 5-3 1-81 (PLEASE PRINT) EMPLOYEES WITHHOLDING /\LLC ',,f.1-.iCE CE RTIFICATE;.._ ____ _ .----------------------"'-'<....;a~;..;a;..;;.,;.._.;.;...'r-'.;.;..;;..;;;.:;..."i-""--::This certificct '! i s for income tax withho :di ng p urposes . LAST NAME FIRST MIDDLE Soc ial Secur ity No. only, you cla im exen ,pt '. on fro m wi thholding , rou wi !I h ove to It will re main inc/feet until you change It, file a n e w c erti f !cct e o n or before Ap ri 3Q o f ne x t year.• If QMALE 0SINGLE 0 Married, but wi t hheld at higher sing le rate If this is a change In exempt ions p lace on •x• D DEPARTM ENT in the block provided, FILE THIS FORM WITH MICHIGAN STATE UNIVER SITY OTHERWISE THE UNIVERSITY MUST WITH HOLD INCOME TAXES WITHOUT EXEMPTIONS. FORM W-4 I certify that t he number of w ithho lding exemptions claimed on this certificate does not exceed the number to which I am enti•led. WH EN CO MPLETING THI S FORM REFER TO INSTRUCTIONS ON FORM W-4, 1;;,5 REV I SED JUNE 1, 19i7 YOU MA Y NOT CLAIM EXEMPTIONS A LRE A DY CLAIMED BY YOURSELF OR YOUR SPOUSE WITH AN OTHER EMPLOYER - - - - - - Federa l Stole 1. YOURSELF •• ••••••• •••• o sPousE ................. o REGULAR 6S OR OVER o o BL IND D D ADDITIO NAL EXEMPTIONS FOR DEPENDENTS 2. (DO NOT CLA IM EXE MP T IONS FOR DEPEND- ENTS UNLESS YOU ARE QUALIFIED) 3. ADDITIONAL WITHHOLDING ALLOWANCE 4. TOTAL EXEMPTIONS CLAIMED ABOVE 5. ADDIT IONAL WITHHOLDING PER PAY PERIOD 6 I CLAIM EXEMP T ION FROM WITHHOLDING '(SEE INSTRUCTIONS ENTER EXEMPT) s DA TE - - - - - - - - - -19 ____ S IGNATURE - - - - - - - - - - - - - - - - - - - - - - - - PO F 77XC7 4 MSU e&&( .. / 781 Page: Date: 55 . 18 5-jl-81 11 Nom• of Ta xi ng C ity I Soc; o l Secu, ; ty Nu mb., I I Sto• • I Z; p Code 40 % 600",, BO% - 10 cw., EMPLOYEE'S WITHHOLDING CERTIFICATE FOR CITY INCOME TAX 2 . Print Full Name Deportment I Srude n, Num be, 3 . Addreu , Num ber and St reet Ci ty , Tow nsh ip or V illage where you reside 4 . H Ru;dent Hon Res, de n t YOUR WITHHO L DING EXEM PTION S, } of Tax ing City I Check 5 . Exemp, ;on, Ch ec k Here ;J ,h;,;,.D wh i~h blocks opp Y change in exemptions for yourself 6 . e.emptions for your w,fe (husband ) . 1 7. (•) Exemptions for your chi ldr•n HONRESIOEMTS - Circle clo . . •t % of Totul Earnings in Ta xing City I Undo, I 25% exe mp t to n D Reg\.l lo~ $600 D Addit io nal $600 enmp ti on D Add it ional $600 ex• D Regula~ $600 D Addit ional $600 uemption D Additional $600 u- I Numbe, I Numbe, if 6 5 or O¥er CH end of y•or if 65 or ovu at end of year empt ion if bl ind empti on if blind •••mpt,on 7. (b) Ex•mpt ions for your oth•r dep•ndent1 E n1• r nu mber of • • •mo1 1on s e hec lc e o Ent• r r11.,mbe, o f exemptions c:r'utd:ea" Er,ter t oro l ol li r,e 7 (c:i pl 1,1, b ) EMPLOYER: K••P this c•rtifica t• with yo11r rec:ords . II t"- info rmo- tion submiu.d by ,,,_ •mploye• is not beli•v.d to be ,...,., corr•ct ,1,e CITY CON· ond complete, TROLLER must be so odvis.J. 8. TOTAL EXEMPTIONS Add Lines 5, 6 and 7 I c •rtify that the informat i on submitted on this ce rtificate is tru•, co,rect ond compl•t• to the b . . t o f my knowl•d9e and beli•f. I I s;.n.,u •• 0-6340 9 . Dote 19 Page: Date: 55 . 19 5-31-81 Form No . CO-pa -4o MICHIGAN STATE UNIVERSITY PERSONNEL REC ORD Name in Fu l l - - - - - - - - - - - - - - - - - - - (First) (Middle) (Print) (Last) Social Security No · - - - - - - - - - - - - - Married: Dyes Ono Citizen: Dyes Ono Sex: OMale DFemale Date of B i r th : - - - - - - - - - - Mo. Day Yr. Date of Employment:~--------- Mo. Day Yr. D e p t :~ - - - - - - - - - - - - - - - - - - - - - -~ T i t l e= - - - - - - - - - - - - - - - - - - - - - -~ Rate of P ay= - - - - - - - - - - - - - - - - - - -~ Do you have relatives working on campus? Dyes D no Names & Relationship:~--------------- If you have worked for the university before, indicate when (last employment) ____________ _ In what department ______________ _ Page: Date: 55 : 20 5-31-81 DIRECT DEPOSIT AUTH081ZATION CO-PA-42 PLEASE PRINT Soc. Sec. No . ._I _,__._I __._I -...... 1 __._I _l._-....,_I __._I _.I.__._I __,j Check One: 0 Salary Stu. No. I O IO I O ! -I I I - I I I I I 0 Grd Asst J I I I I I J I J I J I I I I I I I I Is this a change in Financial Institution? Name Last First M . I. 0Hourly 0 Sum Sch 0-11849 MSU is an Affirmativr Action/ Equal Opporruniry /n,citution 0 Yes 0No I authorize Michigan State University to deposit the net amount of my regular payroll check to my account in: ~~~~~~~~~~~-'II I I I I I I I I I I I I I I I · · City Account Nu mber Includi ng Dashes Name of Financial Institution X - : : - - , - - - , , , , - - - - - - - - - - - - - - - - - - - - - - - - - - - Employee Signature Da te 0 Checking 0 Savings I w ish to discontinue deposit of my payroll check in: - - - - - - - - - - - - - - - - - - - - - - - - - - I I I I I I I I I I I I I I I I x _____________________________ _ Account Number Including Dashes Name of Financial Institution Employee Signature Date Page: Date: 55 . 21 5-31-81 (PLEASE PRINT) STUDENT EMPLOYEES WITHHOLDING ALLOWANCE CERTIFICATE , LAST NAME FIRST MIDDLE Social Security No. This certificate is for~ income tox withholding purposes only. you claim exemption from withholding, rou will have to file o new certificate on or before A ri 30 of next ear.• 11 will remain in effect until you change it. If WHEN COMPLETING THIS FORM REFER TO INSTRUCTIONS ON FORM W-4, IRS REVISED JUNE 1, 1977 YOU MAY NOT CL.AIM EXEMPTIONS AL.REAOY CLAIMED BY YOURSELF OR YOUR SPOUSE WITH ANOTHER EMPLOYER .-----,---, Federal State~ D FEMALE 0MALE D SINGLE D MARRIED 0 Married, but withheld at higher single rate If this is a change in exemptions place an ·x,. O in the block provided. -=--...,,,..-,.,--,,,...,,...,,.--1 T D NT NUMB R REGULAR 1. YOURSELF ••••••••••••• 0 SPOUSE ••••••••••••••••• 0 ADDITIONAL EXEMPTIONS FOR DEPENDENTS 65 OR OVER 0 0 2. (DO NOT CLAIM EXEMPTIONS FOR DEPEND- ENTS UNLESS YOU ARE QUALIFIED) BLIND 0 0 FILE THIS FORM WITH MICHIGAN STA TE UNIV ER SITY OTHERWISE THE UNIVERSITY MUST WITH HOLD INCOME TAXES WITHOUT EXEMPTIONS. FORM W-4 I certify that the number of withholding exemptions claimed on this certificate does not exceed the number to which I am entitled. 3. ADDITIONAL WITHHOLDING ALLOWANCE 4. TOTAL EXEMPTIONS CLAIMED ABOVE 5. ADDITIONAL WITHHOLDING PER PAY PERIOD 6 I CLAIM EXEMPTION FROM WITHHOLDING • (SEE INSTRUCTIONS ENTER EXEMPT) s DATE - - - - - - - - - -19 ____ S IGNATURE - - - - - - - - - - - - - - - - - - - - - - - - POF'77Xe75 MSU 10!5(.0/711 Page: Date : 55 :2 2 5-31-81 NAME DEP. IDENTIFICATION NO. S.S. I ACCT. OR JOB NUMBER DEPT. (DE. ! TIME RATE AMOU NT NAME (PRINT LAil NAME FIRST) I I i I IDENTIFICATION NUMBER I I ACCOUNT NO. LEAVE BLANK I OBJECT CLASS I BLDG . NUM BER I DIV . NO .! I PH YSICAL PLAN T ON LY DE PA RTME NT N AM E TIME I I I UNIT 0 HOURS D MONTH I GROSS AMOUNT DE'::; ?I OF D DAYS 0 EVENT TIME 0 WEEKS 0 OTHER RATE n,v N, TITLE I i ' ! I i I i I i MO ND AY TU ES DA Y WEDNES DA Y TH URSDA Y FR IDAY SATUR DA Y SUN DAY MO N.DA Y TU ESDAY . W•DNi,~,I, MULTIPL Y BY TOTAL HOUR$ NAME , 11 11 12 12 " 11 11 11 11 11 alz.Jzz z, "'a a 11 a a a JI » 11"' a a JI a _ 1.5 I DAILY . -RECORD OVERTIME HOURS ONLY PAY PERIOD 19 __ 19 __ (TOI APPROVED FOR PAYMENT ' IFROMI D 0 N 0 : T w It I T E A I 0 V ! OEPT. CHAIR.MAN lorigin•I signature! E T H I s DEAN OR DIRECTOR L I N f APPROVAL DA TE • ::o ~ , . . . .. ... .. ... , ... ...,. DO NOT FOLD • STAPLE OR MU"fl LATE THIS CARO i i ltl .. .., u .. • • o • • • 11J» » 54 a a 111» » • 11 12 a.i.ola • 12 a, a 10111 n 1;i 1,11, 11 11 71 71 IO I 10~c;lu~~R I ~ I AMOUNT I TIME L, IDENTlFICATION NUMIER I tl: A ~ r r ,., ,- - .,,..,,....~--~-"\.-4' ·· • • -" ' _.,, __ ,, ,.,.,~ •• ····-··· Page: Date: ss .. 27 5-31-81 CO-PA-40 EARNED INCOME CREDIT ADVANCE PAYMENT CERTIFICATE (PlsaH Print/ Form W-5 This certificate expires on December 31, __ _ Last Name First Middle Number and Street Social Security Number Student Number City NOTE: If you file Form W-5 with an employer to receive advance payments of the earned income credit for _____ , you must file Form 1040 or Form 1040A_ for . If married, you must file a joint return . Zip Code State Year Salary O Labor O Grd Ast O Student 0 ,. I expect to be eligible for the earned income credit for ___ , I have no other certificate in effect with any other Year Year YES NO current employer, and I choose to receive advance payment of the earned income credit ..•• , ........•...... 2. If you are not married, check "No" ..... ...•......... . . . ... ..... . ........ . ...... . .• . .... · ... . .. .. . .. If you are married, does your spouse have a certificate in effect for_·· ___ with any employer? ................ ·- , Year Under penalties of perjury, I declare that the information I have furnished above, to the best of my knowledge, is true, correct, and complete. S igna tu re - - - - - - - - - - - - - - - - - - - - - - Date O~ 11499 Michigan State Univllf'Sity Printing Page: Date: 60 .. 1 5-31-81 PETTY CASH FUNDS I. GENERAL A. Petty cash funds are used for making change and for making small purchases of items NOT AVAILABLE AT GENERAL STORES . Such purchases should only be for items appropriate to charge to a University account. When needed, the fund is reimbursed through the submission of a reimbursement voucher to the Voucher Processing Department. B. Refunds can be made from petty cash funds obtained by departments for that purpose. Reimbursement vouchers must be used to record the signatures of persons receiving refunds through a petty cash fund. C. There are two types of petty cash funds which may be established . 1. Petty cash funds secured by departments as change funds .or to be used to make refunds or purchase materials. These are not charged to the department's account, but are carried as cash advances by the Cashier's Office. The department's account is charged as reimbursement vouchers are submitted . 2. Petty cash funds established for agency or dormitory clubs are initially chareed to the or8anization's account. II. OBTAINING MONEY FOR A PETTY CASH FUND A. Departmental Funds 1. The unit administrator should send a written request to the Manager of Cashier's Office, 110 Administration (Petty Cash Funds Cont.) Page: Date: 60 . 2 5-31-81 Building for approval, specifying the amount of funds needed, the reasons for the request, the individual who will be responsible for the fund and his/her address and telephone number. If approved, the department will be notified. The funds will then be made available at the Cashier's Office between the hours 8:15 a.m. and 4:15 p.m . 2. The petty cash fund is issued to, and a note must be signed by, the person requesting the funds or by a full time staff member designated by the unit administrator. 3. It is the responsibility of the unit administrator to inform the Manager of the Cashier's Office, 110 Adminis tration Building, in writing, when there is a change of a staff member who is responsible for the petty cash fund. A new note, prepared in the Cashier's Office, must be signed by the individual assuming responsibility of the fund whenever a change in custodianship occurs. 4. Any request to increase the amount of the fund will be considered upon presentation, in writing, detailing the need for such increase. Requests should be made to the Manager of the Cashier's Office, 110 Administration Building. If approval is granted a new note must be signed for the new total of the fund. The former note will be returned to the department. 5. Departmental petty cash funds are reviewed periodically by Internal Audit. Page: Date: 5-31-81 60 .. 3 (Petty Cash Funds Cont.) B. Agency or Dormitory Club Funds Prepare a Direct Payment Voucher payable to the individual to be in charge of the fund for an amount not to exceed $50. This voucher must be approved by an authorized person whose signature is on file at the Accounting Department, Office of the Controller, where a check will be issued. The money for the fund will be charged against the club or agency's account. III . USE OF PETTY CASH FUNDS A. The handling of the petty cash fund should be the responsi bility of the individual authorized by the department chairperson or administrative head. No loans of any type or travel advances are to be made from the petty cash fund. UNDER NO CIRCUMSTANCES SHOULD THIS FUND BE USED TO CASH CHECKS OR FOR PERSONAL REASONS. B. If a person makes an authorized purchase of an item with their own money, that person must obtain a receipt or invoice, sign it, and present it to the person in charge of the petty cash fund for reimbursement. No money should be disbursed from the petty cash fund to reimburse a person unless a paid receipt or invoice is presented. However, if such documents ·are not issued for the type of expense incurred (e.g. parking, taxi, etc.), a written note on how the funds were expended is required. C. For persons who must have advance cash to make authorized purchases, it is necessary that they sign a petty cash Page: Date: 5-31-81 60 : 4 (Petty Cash Funds Cont.) advance slip . for the amount of money they have received. The petty cash advance slip is to be destroyed when any unspent money and a paid receipt for the purchase are returned to the fund . D. No purchase of an item costing more than $50 should be made from a petty cash fund . If an item costs more than $50, it should be requisitioned in the approved manner through Purchasing. E. When use of a petty cash fund is no longer required , the funds should be returned to the Cashier's Office. IV. REPLENISHING PETTY CASH FUND A. The person authorized to handle the petty cash fund is responsible for keeping it in balance, thus, THE PAID RECEIPTS OR INVOICES PLUS THE CASH SHOULD ALWAYS EQUAL THE FUND BALANCE. B. To replenish the petty cash fund, a Reimbursement Voucher, form CO-ge-4a (see Sample, Page 60.6) should be typewritten in duplicate for the amount of the paid receipts or invoices in the petty cash box. Each purchase must be listed on the voucher, showing the date of purchase , vendor's name, and amount paid. The paid receipts should be attached to the voucher and sent to the Voucher Processing Department, Office of the Controller. The person in charge of the petty cash fund should sign the voucher and should be listed on the voucher as the payee . The voucher must be signed by the person in charge of the fund and the unit administrator. Page: Date: 60.5 5-31-81 (Petty Cash Funds Cont.) C. Any overages or shortages should be shown on the reimburse ment voucher. An overage should be deducted from the total amount to be reimbursed. A shortage should be added to the total amount to be reimbursed. The reimbursement voucher should indicate the reason for the overage or shortage . ( D. Allow five working days from the time the reimbursement voucher reaches Voucher Processing for the reimbursement check to be written. Requests for reimbursement of the fund should be made before all of the cash has been spent. V. SECURITY Funds should not be unlocked or unattended and should be concealed from general view when not in use. Unreimbursed I petty cash vouchers, with attached receipts, should not be kept in the cash box . SIGNATURE REQUIREMENTS I . GENERAL Page : Date : 66 . 1 5:31-81 Because of the n umber o f administrative forms utilized in carrying on the fiscal and personnel activities of an insti tution the size of Michigan State University, it is appropriate and necessary to have a single consistent set of signature requirements. Without such requirements , excessive or inappropriate signatures may be obtained with the end result that such activities may not take place on a timely basis or have proper approval . The attached list sets forth the minimum signature requirements for the various existing University forms. The signature levels required are indicated by separate categories. These categories and a description of the administrative levels they encompass are as follows: A . Unit Administrator Designate (Personnel granted signature authority by Unit Administrator) B. Unit Administrator (Chairpersons and Directors) C. Dean or Assistant Vice President Designate (Personnel granted signature authority by the Dean or Assistant Vice President) D. Dean or Assistant Vice President (Deans, Associate or Assistant Deans and Associate or Assistant Vice Presidents) E. Vice President/Provost (Vice President and Provost) For the Vice President/Provost category, signature authority may be delegated to responsible administrators within their respective units. Page : Date : 66 . 2 5.:.31-81 (Signature Requirements Cont.) For all categories, the designated administrator may require that other individuals sign or initial the various forms prior to their signing them. In order for the forms listed to be processed on a timely basis, the signature of a person at the administrative level designated must be on the form. The signature of a person at a higher administrative level than that required will be accepted in all cases. Many of the listed forms which are currently stocked do not provide for signature titles as provided above. All forms at the point of reorder, should be changed to provide for the signatur'e designations set forth above. SIGNATURE REOUIFED Unit Administrator Designate Unit Administrator Dean or Assistant Vice President Designate Dean or Assistant Vice President Vice President/Provost Approval Office for Personnel Actions (Provost or Personnel Office) FORM - - ive Action Report for Faculty ademic Staff quipment Inventory Insurance ion for Agency Account - Non- t Organization ion for Agency Account - t Organization ent Recommendation - Academic - uing Employment (Tenure /Job Securtiy System) ent Recommendation - Academic - ary Employment (with ending Position Request Academic Affirmat and Ac Annual E Report Applicat Studen Applicat Studen Appointm Cantin System Appointm Tempor dates) Appointm Gradua Appointm Fellow Appointm gradua Appointm gradua Approval Exempt Authoriz Organi Certific Change o Cantin System /Job Security System) or Graduate Trainee for Overtime Hours - Non- Employees ed Signature Card - Student zations ation of Inventory f Status - Academic - uing Employment (Tenure ent Recommendation for Under- te Assistant ent Recommendation of Under- te Trainees ent Recommendation for te Assistant ent Recommendation of Graduate i ! X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X 1 I I xi /'"'. Ul t-'• ~ Ill rt ~ ti (D :;ti (D .0 ~ I-'• ti (D El (D !:J rt en () 0 !:J rt '-../ t:P"'d Ill Ill rt (JQ (D (D Vl°' I °' W ' • 1-'W I co I-' SIGNATURE REQUIRED Unit Administrator Designate Unit Administrator Dean or Assistant Vice President Designate Dean or Assistant Vice President Vice President/Provost Approval Office for Personnel Actions (Provost or Personnel Office) X X X FORM - - Status - Academic - Temporary ent (with ending dates) n Advice - Student Receivables - an 90 days past due n Advice - Student Receivables - ore days past due n Advice - Departmental Receiv- Less than 90 days past due n Advice - Departmental Receiv- 90 or more days past due yrnent Voucher al Assistance Request Performance Evaluation X X Screening Certification - Note P Transfer Notice Grants X sence Report rtmental Transfers (Various 1 service billings) ntry Request Absence - Acaaemic - Continuing ent (Tenure System/Job Security Leave of Absence - Academic - Temporary ment (with ending dates) vice Request Return Slip and/or Shipping store Special Order Check Voucher emic Personnel Requisition Change o Employ Collecti Less t Collecti 90 or Collecti ables Collecti ables Direct P Educatio Employee Equipmen Equipmen Gifts an Injury A Interdep intern Journal Leave of Employrn System Employ Mail Ser Material Permit MSU Book Multiple Non-Acad X X X X X X X X X X X X X X X X X X X X 1 X X I i I I x r I X X X X X ,..._ C/) ..... (JQ :;=j Ill rt ~ Ii ro ~ ...0 ~ ..... Ii ro ~ :;=j rt Ul () 0 :;=j rt '-" t:1'"'d Ill Ill rtuQ ro ro Ln °' I,°' W • 1--' .p l ()) 1--' ~ SIGNATURE REQUIRED Unit Administrator Designate Unit Administrator Dean or Assistant Vice President Designate Dean or Assistant Vice President Vice President/Provost ~pproval Office for Personnel Actions (Provost or Personnel Office) FORM - - Occupati Official Overtime Personne Recommen as Res Fellow Reimburs Request onal Accident Report University Travel Authorization Payroll Cards 1 Action Notice dation for Temporary Appointment earch Associate or Post-Doctoral ement Voucher for Emergency Medical Examination and/or Treatment - Note B Request Request Request Request Request to Establish a Petty Cash Fund for Gasoline and Oil Credit Card for Interdepartmental Material or Servic e for Keys for Long-Term Use of Ownership of sity Vehicle for Position Classification/ sification/Reactivation for Programming Support for Publication of Material for Reclas Univer Request Request Request Resale Request Request Person Request Proced Positi Requisit Revolvin Staff I. Student tor Retirement - Academic for Retirement - Non-Academic nel for Waiver of Affirmative Action ures for Filling Academic ons - Note C ion to the Purchasing Department g Account Request Form D. Card Employment Application X X X X X X X X X X X X X l i i I I I I I X X X X X X X I x X X X x : xi X , I X I X X X X X X ,,...,. Cl) ~- '§ Ill rt c:: ti rt> ~ rt> ..0 c:: ~ ti (1) El rt> ::I rt Ul (') 0 ::I rt ..._, t:Pu Ill Ill rt ()Q rt> (1) V, ()'\ I, ()'\ vJ . t-' V, I 00 t-' SIGNATURE REQUIRED Unit Administrator Designate Unit Administrator Dean or Assistant Vice President Designate Dean or Assistant Vice President fice President/Provost Approval Office for Personnel Actions (Provost or Personnel Office) FORM 11 Cards Student or Labor Payro Termination of Employm ent - Academic - Continuing Employmen t Job Security System) Termination of Employm Temporary Employment ent - Academic . - (Tenure System/ (with ending dates) Transmittal Sheet for and Education Propos Travel Voucher - Note Sponsored Reserach als D X X X X X 1 I xi xi i I Ix X I X X X X Note A - The required signature for this form depends on the cost of the equipment to be purchased. For equipment costing $1,000 or more, a unit administrator must sign. For equipment costing $5,000 or more, a dean or equivalent must sign. For equip ment costing $10,000 or more, the Vice President for Research and Graduate Studies must sign. Note B - If the unit administrator is not available then a unit administrator designate may sign. Note C - If category "Other" is utilized for explanation of reason waiver is requested then Provost must sign. Note D - Travelers up to the dean level must have their travel vouchers approved by an administrator senior to them. ,,..... C/l I-'• ~ Pl rt i:: Ii (l) ~ ..0 C I-'• Ii (l) El (l) ::, rt C/l () 0 ::, rt ' - / d >tj Pl Pl rt (JQ (l) (l) lnO"I I , O"I L,.) • t-' °' I CX> t-' Pag e : Date: 5--31-81 70 . 1 TRAVEL - FOR.~S AND ADVANCES I. GENERAL POLICY - Any employee of the University , or its representative, who has been duly authorized to travel for the benefit of Michigan State University, may be eligible for some reimbursement. Complete details concerning travel regulations are set forth in a pamphlet entitled "Travel Regulations" available from Voucher Processing Section, Room 366B Administra tion Building. II . The following forms are to be used for travel : A. CO-tr-7c - Official University Travel Authorization - All travelers must use this form to request permission to travel and to obtain a travel advance, if appropriate. B. CO-tr-8b - Report on Out-Of-State Travel C. CO-tr-51 - Travel Voucher - to request reimbursement for allowable travel expenses incurred. These forms are available at General Stores, Telephone No. 355-1700. III . The above forms must be signed b y the traveler and the persons designated in the following situations: A . In-State Travel 1. The unit administrator's signature guarantees repayment of a travel advance from departmental funds if appropriate vouchers are not submitted . 2 . Travelers up to the dean level must have all travel forms approved by an administrator senior to them . Deans must have only their travel authorization for foreign travel approved by the Provost's Office. (Travel - Forms and Advances Cont.) Page : Date: 5-31-81 70 .. 2 B. Out-Of-State Travel - same individuals must sign as for In..:State Travel and in addition, all forms covering this category of travel must be submitted to the Budget Office, Room 443 Administration Building upon return of traveler. C. Foreign Travel - same individuals must sign as for In-State Travel and, in addition, the forms must be signed by the Budget Office and the Office of Contract and Grant Adminis tration. (NOTE - A TRAVEL ADVANCE WILL NOT NORMALLY BE GIVEN TO AN INDIVIDUAL FOR INTERNATIONAL TRANSPORTATION FARES, SINCE THE UNIVERSITY WILL MAKE PAYMENT DIRECTLY TO THE TRAVEL AGENCY OR AIRLINES ON A DIRECT PAYMENT VOUCHER. A TRAVEL ADVANCE MAY, HOTtJEVER, BE OBTAINED FOR AN AMOUNT TO COVER ENROUTE CHARGES). IV. TRAVEL ADVANCES - SPECIFIC POLICIES A. The amount of each travel advance -is to be determined by the Chairperson or Director on form CO-tr-7c "Official University Travel Authorization." 1. No advance will be made for an amount less than $750 , except for graduate assistants for whom the minimum is $50 . 2. No advance will be issued to a traveler more than 30 days prior to the departure date on the travel authorization. 3. No advance will be made for travel to be charged against an agency account (nos. 31-3500 through 31-4999). (Travel - Forms and Advances Cont.) B. The following people are eligible for travel advances: Page: Date: 5-"31-81 70 . 3 1. Regular full-time employees of Michigan State University - to cover reimbursable travel costs. The advance should not exceed estimated expenditures. 2. Graduate assistants may obtain a travel advance by presenting their graduate assistant appointment papers each time they travel. Since this advance is guaranteed by the stipend, the amount of the advance will be de ducted from the stipend if the submission of travel voucher is delayed. Advances in excess of the monthly stipend or when the return date is after the end of the appointment are guaranteed by departmental funds. 3. Graduate students not on the University payroll and graduate students who hold fellowships and are authorized to travel may obtain a travel advance by presenting their signed authorization form to the Cashier's Office. Travel advances for graduate students and fellows not on the University payroll are guaranteed by departmental funds. 4. Undergraduate students are not authorized for travel under the travel regulations. For an exception to this policy, the following must be done: a. Prepare a Travel Authorization in the names of the student and a full-time staff member. b. The Budget Office must approve the exception for undergraduate students to travel. A letter of (Travel - Forms and Advances Cont.) Page : Da te: 70.4 5--31-81 explanation in support of the exception must accompany the travel authorization. c. The student must secure the signature of the full-time staff member on the Travel Advance note. The money will be issued to the staff member, who, in turn, may give it to the student. The staff member will be held responsible for repayment of the advance. C. Any staff member requesting a travel , advance must indicate social security number, while all students must specify student number. Two copies of the Official University Travel Authorization must be provided, one for retention by the Travel Advance Section, Room 110, AQrninistration Building, Telephone No. 355-5025. D. Each travel advance is to be properly supported by a corresponding promissory note prepared in triplicate by the Travel Advance Section, Office of the Controller, 110 Administration Building, Telephone No. 355-5025. When an employee is away from the East Lansing area and requests an additional advance, a promissory note will be prepared in the Travel Advance Section and must be signed for the employee by the unit administrator. E. Advances may be received in either of the following two ways: 1. Cash - properly executed promissory notes may be ex changed for cash at the Cashier's Office, Office of the (Travel - Forms and Advances Cont.) Page: Date: 5~31-81 70 . 5 Controller, 110 Administration Building, Telephone No. 355-5025. If exchange of the completed promissory note is done by a person other than the person request ing the travel advance, approval for exchange must be obtained from the Controller before cashing at the Cashier's Office. 2. Check a. Checks may be picked up in Cashier's Office in lieu of,cash. b. Requests to have checks mailed may be addressed to the Travel Advance Section, 110 Administration Building, Telephone No. 355-5025, with two copies of the travel authorization. F. Due Date 1. Travel advances are due thirty (30) days from the date when the trip is completed. Due dates may be extended for thirty (30) additional days upon approval of a written request submitted to the Travel Advance Section, 110 Administration, Telephone No. 355-5025. 2. If a travel advance has not been repaid at the time the related travei voucher is processed, the amount outstanding will be deducted from the voucher and applied to the travel advance. Page : Date : . 5-31-81 70 . 6 (Travel - Forms and Advances Cont.) 3 . If the outstanding amount of travel advance is not ( paid by the due date, the University will deduct the amount due from the employee's payroll check . NO ADVANCE WILL BE MADE TO AN EMPLOYEE HAVING AN EXISTING DELINQUENT ADVANCE. 4. All payments must be made at the Cashier's Office, Office of the Controller, 110 Administration Building , Telephone No . 355-5025. Upon payment , the employee will receive a validated receipt. V. TRAVEL VOUCHER - See page 75.8 Page: Date: 75.1 5..:31-81 VOUCHERS I. DIRECT PAYMENT VOUCHER A. Purpose 1. This voucher has been designed to simplify payment when a requisition and purchase order are impractical because of the nature of the payment. Examples include payments to lecturers and entertainers, refunds and other situ ations where an invoice is not normally submitted . Advance payments can normally be made using a Purchase Order Draft . 2. This voucher does not replace the normal purchasing procedure and therefore cannot be used in situations which require a requisition and purchase order (such as subscriptions) and must not be used after a purchase order has been issued. B. Form 1. Five-part form, No. CO-ge-17. (See Sample, Page 75 . 11). 2. Form may be obtained at General Stores, Telephone No. 355-1700. C. Preparation 1. Form must be typed by the initiating department, giving the complete name and address of the payee. If the payment represents compensation to an individual (for example, honorarium paid to a guest lecturer), the social security number of the payee must be included on the form in order to comply with IRS regulations. (Vouch ers Cont.) Page : Date : 75 . 2 5..:31-81 2 . Only one person, or company, can be paid on a single voucher. 3 . Purpose for payment must be indicated in detail in the body of the voucher and should include dates, where applicable, such as in the case of performers or memberships . 4. Sales tax should not be included in the total payment as the University is tax exempt. 5 . Any detail explaining the reason for t he voucher should be stapled to the white copy . 6. Material to accompany the check, if any , should be attached to the blue copy. 7. The voucher requires the signature of the unit administrator . D. Restric tions 1. Honorariums and Fees - see page 55 . 13 2. Direct payment vouchers should not be used for honorariums exceeding $1,500 or covering a period in excess of ten days. Such cases should be handled through the Payroll Office . 3. Direct payment vouchers may not be used for reim bursement of local meals and lodging at off-campus facilities. Reimbursement vouchers should be used in such instances. 4 . Quest i ons concerning the propriety of using direct payment vouchers to pay individuals should be addressed (Vouchers Cont.) to the Office of Financial Analysis, 394 Administration Building, in advance of · the performance of the services Page : Date ; 75 . 3 5-31-81 in question. E. Routing 1. Departments should retain the pink copy and forward the other four copies to the Voucher Processing Section for verification and approval. Vouchers may be walked through the Voucher Processing Section only in emergency situations. Direct Payment Vouchers charged to research grant accounts (account numbers beginning with 71) should be forwarded to the Office of Contract and Grant Administration, 302 Administration Building, for approval . Contract and Grant Administration will forward the voucher 'to the Voucher Processing Section. Direct Payment Vouchers charged to general fund salary accounts should be forwarded to the Budget Office, 443 Administration Building. 2. After audit, the Voucher Processing Section will forward vouchers to the Accounting Department for payment. 3. The Accounting Department compares the signature on the direct payment voucher to the signature on authorized signature cards (see Section 270, Pages 17 & 18, Volume II). Direct payment vouchers must be (Vouchers Cont.) Page: 7~.4 Date: 5-31-81 signed by the unit administrator before payment can be made. 4. The Accounting Department will assign a voucher number and prepare a check. 5. Checks are mailed directly to payees with the blue copy. 6. The voucher is distributed as follows: White - Accounting Department Green - Department Blue - Payee Pink Department (retained after typing) II. MULTIPLE CHECK VOUCHER A. Purpose This voucher facilitates payments of a common nature to more than one payee (for example, fee refunds, payments to conference participants, etc.), and eliminates the need to prepare separate vouchers for each payee. B. Form 1. Three-part form, No. CO-Ge-7. (See Sample, Page 75.12). 2. Form may be obtained from General Stores, Telephone No. 355-1700. C. Preparation 1. Form must be typed by the initiating department giving the complete name and address of each payee. If the payments represent compensation to individuals for (Vouchers Cont.) Page : .Date : 75,. 5 5-31-81 services performed (for example, payments to conference participants), the social security number of each payee must be included on the form in order to comply with IRS regulations . If payment is for honoraria or ser vices, see page 55.13. 2 . If more than one page is necessary, separate multiple check vouchers must be prepared, with the total indicated on each multiple check voucher submitted . 3. If more than one account number is to be charged, the breakdown must be shown in the upper right hand corner. 4 . Receipts, where applicable (conference receipts, etc . ) , should be attached to the voucher. 5. The multiple check voucher must be signed by the unit administrator . D. Routing 1. Forward all copies to the Voucher Processing Section for verification and approval. Multiple check vouchers with charges to research grant accounts (account numbers beginning with 71) should be forwarded to the Office of Contract and Grant Administration, 302 Administration Building, for approval. Contract and Grant Administra tion will forward to Voucher Processing Section. 2. After approval, the Voucher Processing Section forwards to the Accounting Department for payment. (Vouchers Cont.) 3. The Accounting Department compares the signature on the Page: Date: 7~ . 6 5-31-81 multiple check vouchers to the signature on authorized signature cards (see Section 270 , Pages 17 & 18, Volume II). Multiple check vouchers must be signed by the unit administrator before payment can be made. The Accounting Department assigns voucher numbers and prepares a check for each payee listed . Checks are mailed directly to payees. Voucher is distributed as follows: Original - Accounting Department ( 4. 5 . 6. Duplicate - Department ' . III. REIMBURSEMENT VOUCHER A. Purpose 1. To reimburse petty cash fund . 2 . To reimburse persons who use their own funds for le 0 iti mate University purposes such as procuring small quantities of supplies in an emergency or purchasing meals or lodging (while not in travel status) for University guests (see procedure for Meals & Lodging, Section 45.1) . Use of this voucher does not replace the normal purchasing procedure and therefore cannot be used in situations which require a requisition and purchase order. This voucher must not be used for a transaction after a purchase order has been issued. ( (Vouchers Cont.) Page : Date: 75 . 7 5-Jl-81 3. Reimbursement Vouchers should not be used for reimbursable payments which are to be mailed (subscriptions, conference fees, professional membership dues) . These payments should be made directly by the department using a Direct Payment Voucher. 4. Purchases made by individuals from their own funds have a limited reimbursement of $50 for any one item. B. Form 1. Three-part form, No. CO-ge-4a. (See Sample, page 75.13). 2. Form may be obtained at General Stores, Telephone No. 355-1700. C. Preparation 1. The name of the person to be reimbursed should appear on the voucher together with the purpose of expenditure. 2. Several purchases may be listed on one voucher. 3. A receipted statement, showing date of purchase and amount of payment, should be attached to the voucher for each purchase. If the nature of the expenditure is such that no receipt is rendered (telephone calls, parking meters, etc.) the voucher must be signed by the person making the expenditure . In the event that a personal check must be used for a payment, only a paid receipt or a copy of the cancelled check is acceptable for reimbursement. (Vouchers Cont.) 4. The voucher requires the signature of person to be reimbursed and the unit administrator. D. Routing Page : Date: 5--31-81 75 . 8 1 . Complete voucher should be forwarded to Voucher Processing Section for verification and approval. Reimbursement vouchers with charges to research grant accounts (account numbers beginning with 71) should be forwarded to the Office of Contract and Grant Adminis tration, 302 Administration Building, for approval. 2. After approval, the Voucher Processing Section will forward to the Accounting Department for payment . 3 . The Accounting Department compares signatures on reim bursement vouchers to signatures on authorized signa ture cards (see Section 270, Pages 17 & 18, Volume II). Reimbursement vouchers must be signed by the unit administrator before payment can be made. 4. The Accounting Department assigns a voucher number and prepares a check. 5. Checks are mailed directly to the persons to be reimbursed. 6. Voucher is distributed as follows: Original - Accounting Department Duplicate - Department IV. TRAVEL VOUCHER A. Purpose To submit expenses incurred in travel reimbursable under Page : Date: 5-31-81 75 . 9 (Vouchers Cont . ) published Travel Regulations of the University. ( B. Form Form No. CO-tr-5g can be obtained from General Stores, Telephone No . 355-1700. C. Preparation 1. Form must be typed in quadruplicate and all copies submitted according to instructions printed on the form. 2. Refer to the Reimbursement Chart in the MSU Travel Regulation booklet for: a . Maximum amount of reimbursement for travel , b. c. Required proof or voucher certification to Itemization of travel expenses, and, be attached to the Travel Voucher. NOTE: Since the University pays directl y to local travel agencies for trip tickets of emplo y ees traveling overseas on official University business, no reimburse ment can be made to or claimed by the traveler for the cost of these fares; nevertheless, the traveler must attach stubs or receipts covering international one-way or round-trip fares. 3 . Travelers up to the dean level must have their travel vouchers approved by an administrator senior to them. D. Routing 1 . In-State travel vouchers must be forwarded to the Voucher Page: Date: 75 . 10 ' 5-31-81 (Vouchers Cont.) Processing Section, Office of the Controller , 366B Administration Building. 2. Travel vouchers covering Out-of-State and Overseas travel, along with the completed trip report and original travel authorization, must be sent to the ( Budget Office, 443 Administration Building. The com pleted trip report must show department name and 5-digit code along with social security number for faculty staff and student number for students. 3. The Voucher Processing Section verifies and approves all In-State, Out-of-State, and Overseas travel vouchers. If a travel advance related to the travel voucher being processed has not yet been repaid , the amount outstanding will be deducted from the voucher and applied to the travel advance . 4. After approval, the Voucher Processing Section forwards vouchers to the Accounting Department for verification of: ( authorized signatures, a. b. correctness of account numbers, and, c. availability of funds. 5. The Accounting Department prepares a check and inserts the check number on the voucher. 6. The check is mailed as specified on the voucher by the individual traveler. MANUAL OF BUSINESS PROCEDURES - VOLUME I Date: 5-,31-81 Michigan State University Index CONTROLLER''· S OFFICE ( Accidents, Reporting of Account Numbering Account Request, New Accounts Receivable Alcoholic Beverages Cash Handling Cash Receipts Change of Name, Address Checking Accounts Checks Cancelled or Refunded Check Cashing Checks: Lost, Stolen, Destroyed Collection Advice Compensation for Non-Regular Assignment Delinquent Receivables Departmental Bookkeeping Departmental Invoice Summary Departmental Receivables Deposits Direct Payment Voucher Employees, New 35.8 5.1 5.2 10.1 45.2 15 .1 15 . 1 55.10 15.4 15.4 16.1 43.1 10.3 55.11 10 . 2 1.1 74.2 10.1 15 .1 75.1 55.3 Date: 5--31-81 MANUAL OF BUSINESS PROCEDURES - VOLUME I Michigan State University Index - Continued CONTROLLER'S OFFICE Employees Withholding Encumbrance Adjustments Expenditure Codes Field Trips Foreign Checks Graduate Assistant Stipends Honor aria Identification Cards Independent Co~tractors Insurance Department Invoice Processing System Journal Entry Requests Loss Prevention Meals and Lodging Membership Dues Military Pay Multiple Check Voucher Object Codes Expense Revenue Overtime 55.1 18.1 20.1 25.1 15.2 55.1 55.11, 75.2 30.1 55.12 35.1 74.1 40.1 35.2 45.1 47.1 55.15 75 . 4 20 . 1 65.1 55.14 Date : 5 -: 31-81 MANUAL OF BUSINESS PROCEDURES - VOLUME I Michigan State University Index - Continued CONTROLLER'S OFFICE Payroll Department Cash Advances Direct Deposits New Employees Pay Periods and Dates Time Cards Petty Cash Reconciliation Refunds Safety Inspection Signature Requirements Student Employees Taxes, Sales and Use Temporary Appointees Tips Transfer of Funds Transportation, University Travel Advances Travel Insurance T:ravel, University Travel Voucher Vehicle Insurance Worksheet for Commitments 55.8 55.6 55.3 55.1 55.4 60.1 1. 4 25.4 35.4 66.1 55.3 50.1 55.11 45.2 40.2 25.1 70.2 35.10 70 . 1 75.8 35. 7 1.1 Date: 5-31-81 MANUAL OF BUSINESS PROCEDURES - VOLUME II Michigan State University Table of Contents SERVICE AREAS Section Name Section if Alterations and Improvements Bookstore Administrative Data Processing Department Garage Service General Stores Keys and Lock Service Laboratory Animal Care Service Library Copy Center Mail Distribution Labels Motor Pool M.S.U. Press Office Services Department Physical Plant Division Photographic Laboratory Purchasing Department Radio Broadcasting Department Telephone Services and Charges University Printing University Publications, Office of 200 205 210 215 220 225 230 235 240 245 250 255 260 265 270 275 280 285 290 Date : 5-31-.81 MISCELLANEOUS Section Name Section 41 Equipment Credits, Transfers and Disposals Fellowship and Traineeship Appointments Flower Purchases Gifts and Grants Lease, Lease-Purchase and Installment Purchase Agreements Postage Charges Publications Jointly Funded by the General Fund and a Revolving Account Retention of Fiscal Records Retention of Non-Fiscal Records 300 305 310 315 320 325 330 335 340 PERSONNEL Refer to the "Manual of Personnel Policies and Procedures" prepared by Personnel and Employee Relations and to the "Student Employment Manual" prepared by the Student Employment Office. ( ALTERATIONS AND IMPROVEMENTS OF FACILITIES I. POLICY Page : Date: 2 00 . 1 5-31-81 A. 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. B. All interior alterations or improvements are under the initial jurisdiction of the Office of the University Architect, 412 Olds Hall, Telephone No. 355-1846. C. Before undertaking any alteration or improvement within a building, departments must: 1) obtain approval from the Office of the University Architect concerning room use and design; and 2) specify appropriate and adequate funding arrangements .to cover the cost of the project. D. An alteration or improvement within an existing building is a change which requires a modification to the walls, floors, ceilings, utilities, attachment of furnitures or partitions to such surfaces. E. Installation of equipment which will change consumption of utilities is considered an alteration within the building. Page: Date: 200.2 . 5-31-81 (Alterations and Improvements of Facilities cont.) II. INITIAL REQUEST A. The department or unit prepares in triplicate Form 0-5884, "Request for Interdepartmental Material or Service," to get an estimate of the cost of the project described thereon; the form signed by the unit administrator is forwarded through the corre sponding dean or appropriate administrative officer to the Office of the University Architect. B. The Office of the University Architect will either disapprove the request and return it to the depart ment or will approve it and forward it to the Physical Plant Division for an estimate. The esti mate will be returned to the requesting department either directly by the Physical Plant Division or through the Office of the University Architect. C. Before reaching a final decision on the proposed alterations, consideration should be given to: funding, timing, urgency, and priorities or plans for the space involved. Departments are to consult with the Office of the University Architect at this stage. III. FINAL REQUEST - If the department wishes to proceed with the project, it will prepare in triplicate, and forward a second Form 0-5884, "Request for Interdepartmental Material or Service," to the Office of the University Page : Date: 205 . 1 . 5-31-81 MSU BOOKSTORE I. BOOK LISTS A. General 1 . The MSU Bookstore, located in the Center for International Programs Building, telephone 355-3450, is responsible for the purchasing of required books and materials and recommended supplementary readings for courses offered each term by all departments of the University. 2. At the beginning of each tem, the MSU Bookstore sends blank forms and instruction sheets to all departments for completion based on required and recommended materials for the following term. 3. Departments must return the completed forms as soon as possible to the MSU Bookstore to insure that the required books and materials needed for specified courses are in stock before registration for the following term. 4. The MSU Bookstore accepts book lists each term as the current and complete requirements. Departments should not assume that books and materials are on hand from past book list requirements. 5. The MSU Bookstore prepares a summary of the book lists and materials and sends it to all bookstores serving the MSU area who subscribe for this information. Page : Date: 205 . 2 ,. 5-31-81 (MSU Bookstore Cont.) B. Forms 1. The "Book Requirements" form is a four-part form (see sample, page205.ll). Additional copies, if needed, are available at the MSU Bookstore. 2. The "Textbook Order Form" (see sample, page 205. 12) is supplied by the MSU Bookstore to departments for distribution to individual faculty members teaching specified courses. Information obtained through this form is used by departments in the preparation of the "Book Requirements" form. C. Preparation - Book Requirements 1. The department must list all: a) required books and materials for courses even though a majority of the students may already have the books and materials from preceding or prerequisite courses; b) recommended or supplementary readings; c) materials such as art, engineering, or other scientific items which they feel should be made available to students. D. Distribution 1. After the department and the Office of the Dean have signed all copies, the department distributes the form as follows: Page : Date: 5-31-81 2 0 5 . 3 . (MSU Bookstore Cont.) a) 'White original - MSU Bookstore b) Pink c) Green d) Yellow - Department - Dean - 220 Jenison Fieldhouse 2. The book lists should not be delayed pending late additions; instead, the departments may supplement the lists by sending an additional list. II. BOOKS A. Desk Copies 1. The "Desk Copy Request Form" (see sample , page 205 .15) is available at the departmental offices for requesting desk copies from the publishers. Additional forms may be requested from the MSU Bookstore. 2. Publishers furnish desk copies directly to depart ments. 3 . Books obtained by departments from the MSU Bookstore for use as desk copies are charged to the departmen tal account the same as any other purchase . 4. When the department receives the desk copy from the publisher, the copy must be returned within 30 days to the MSU Bookstore for full credit . III. PURCHASING BOOKS A. Policy 1. Except as noted below, all book purchases are to be directed to the MSU Bookstore and not to the Purchasing Department. Page: Date : 205 .4 ,. 5-31-81 (MSU Bookstore Cont.) 2. 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 throug_h the Pur- ( chasing Department. 3. In general, the Bookstore cannot furnish the follow ing and an alternate method of procurement should be considered (i.e., Purchasing or direct pay vducher): a) material offered by an organization which lists one price (usually lower) for members and another price (usually higher) for nonmembers ; b) material at special prepublication or prerelease discounts; c) other special offers by vendors, such as , buying book A and getting book B (which usually retails for $5.95) at $1.00. 4 . Requests for individual articles from journals or ( books which are not in the University Library collection should be directed to Interlibrary Borrowing and not to the MSU Bookstore. IV . BOOKS Ai~D SUPPLIES IN STOCK A. Departments may obtain books and supplies at the MSU Bookstore by signing an itemized receipt ticket (interdepartmental charge). The signed receipt ticket Page : Date: 205 . 5 ,. 5-31-81 (MSU Bookstore Cont.) authorizes the MSU Bookstore to issue an interdepartmen- tal charge against the department's account. B. A 10% discount on books and a 20% discount on supplies is allowed on departmental purchases from in-stock merchandise charged to University accounts. V. BOOKS NOT IN STOCK ( ( A. Books not in stock will be ordered and, upon delivery, billed by the MSU Bookstore 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 Bookstore. C. Free materials will be sent out at no charge, however, the department/individual will be billed a handling charge from the Bookstore. 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 "Special Order" forms (see sample, Page 205.13) which are available from the MSU Bookstore. C. The form should give a complete and unambiguous name of the department ordering the material and the name must be that of the account number given. Do not abbreviate the name of the department. Do not give the Page: Date: 205 . 6 . 5-31-81 (MSU Bookstore Cont.) name of an individual in the department in the blank marked "Dept." D. Only one title per order should be submitted. E. In the blank marked "For Use By" type or print the name and telephone number of the individual who is ordering the material. This 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. VII. SPECIAL PERSONAL ORDERS A. Special orders for books and supplies are accepted from individuals and from companies or institutions not affiliated with the University. B. Requests should be made by using the white "Special Order" forms (see sample, Page 205.14) which are available from the MSU Bookstore. C. A deposit from the price shown in Books in Print plus sales tax is required on all special orders. When the Books ih P~int price is not available, a deposit of $2.00 plus sales tax on paperback books and $5.00 plus sales tax on hardcover books will be required. A customer may request that the order be telephoned or telexed to the publisher and that the material be shipped special handling. Charges for these services are as follows: Page: Date: 205 . 7 ,. 5-31-81 (MSU Bookstore Cont.) Telephone Telex $1. 35 .so Special Handling . 35 Telephone and telex charges are not refundable. VIII . SHIPMENT OFF CAMPUS A. The MSU Bookstore will ship books and/or other merchan dise to off-campus locations , either on departmental account or charged to an individual. However , a shipping/handling charge will be assessed for this service. 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 Bookstore using Special Order forms . If the stock number or document number is known, it should be included on the order. B. Subscriptions from these two sources should be clearly marked as such on the order form. The Bookstore will have subscriptions mailed directly to the department to expedite delivery. Because of direct mailing , depart ments will also receive the renewal notices on subscrip tions, which are generally sent out well in advance of Page: Date: 205.8 - 5-31-81 (MSU Bookstore Cont.) 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 subscrip tion. X. MERCHANDISE RETURN POLICY A. In-stock merchandise purchased from the MSU Bookstore may be returned within 30 days from the date of purchase, together with corresponding invoice, only if merchandise is new and in saleable condition. With the exception of merchandise which is defective or which is received incorrectly from the vendor, special imprint or special order merchandi,se not normally carried by the MSU Book store may not be returned . XI. RECEIPT TICKET A. A pre-numbered receipt ticket is issued to make inter departmental charges. The date, account name and number, and detail of the merchandise received is entered on the ticket. B. The receipt ticket is a three-part form distributed as follows: 1) original - Accounting Department, Office of the Controller; 2) duplicate - Department 3) triplicate - Retained by MSU Bookstore Page: Date: 205 . 9 ,. 5-31-81 (MSU Bookstore Cont.) C. Charges are cut off at noon on the last working day of each month and forwarded to the Accounting Depart ment for posting to the fund ledgers. 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 Bookstore . XIII. PUBLICATION OF MATERIALS FOR RESALE A. Policy 1. The MSU Press has the duty to publish any teaching materials prepared by faculty members for the use of and required purchase by the students of MSU. The MSU Press has the authority to issue a waiver to this rule in certain exceptional cases. 2. Under no circumstances is a department permitted to publish its own teaching materials for sale by the MSU Bookstore or directly to MSU students. B. Publication of Materials for Resale - MSU Bookstore 1. If a written waiver is obtained from the MSU Press, the faculty or department would present this waiver along with the original manuscript to the MSU Bookstore together with a "Request for Publication of Materials for Resale" (see sample, Page 205.16). Page: 205.lQ Date: 5-31-81 (MSU Bookstore Cont.) This form is available at the MSU Bookstore. 2. The "Request for Publication" must be signed by the Department Chairperson and then upon approval by the MSU Bookstore, distributed as follows: a) original - MSU Bookstore b) pink - MSU Press c) green - MSU Printing Service d) yellow - Department ~ I. Wh11e ot'aln1l 10 MSU Book Stor• I. Pink ~opy for Dep111tn~al file 3. Creea £Dp1 lu Dean DEPARTMENT ________ _ Course and Section AUTHOR TITLE & EDITION Paper or Hardback MSU BOOK STORE - BOOK REQUIREMENTS TERM: - -- - - -- - - -- PUBLISHER Should Student Have Book fr om Prior Cou rse Is T his Tei1 Required or Recommended YES NO Req . Rec. Do you intend to use this text in future terms? II YES indicate term. Instruc tors Name Estimated Enrollment This Term Bookstore Use On Hand ORD Buy Back 0 -8632 Rn. 4-6-73 IMPORTANT NOTICE: This compl eted book list must be returned lo the M.S.U. Book Store on or beforc - -- - - - - -- This will inc rease the possibility of ou r having th e book s and/or supplies in stock w he n class begins. h w ill also e nable us lo Im>' b ack books frnm t\·1SU Students b efore co mmitting for new books. Please uotify us imm ediately of a ny cancell ations or changes l o I his list. DATE:----- - Jl e1d of Ocl)arlmcnl DATE : - -- - -- Orun Page of Pages ' t:Jt"d Pl Pl rtOQ (D (D UlN I 0 WUl t--' • I !-' (X) t--' t--' Page: Date: 205.12 5-31-81 ( MSU BOOKSTORE TEXTBOOK ORDER FORM Term _________ _ SECRETARIES: This form is designed to assist you in gathering information. Do not return this forr;o to the bookstore. Send book requirement form 8632 only. All desk copies must be ordered directly by your department. Publishers will not send desk copies to bookstores. INSTRUCTORS: Return this form to department office b y - - - - - - - - - - - - - - - - - - - - Prepare one form for each title required. Dep t . - - - - - - - - - - - - - - - - - - - - - - Course No . - - - - - - Section No. ___ _ lnstructor ___________________________ Desk Copies Required __ _ Author ___________________________ _ Title - - - - - - - - - - - - - - - - - - - - - - - - - - - Edition D latest D other ______ _ Publisher ___________________________ _ Bookstore purchase orders specify that paperback editions are always to be sent when available. If you desire a hardback edition where paper is available, please designate your choice under special instructions. Is this book Required O or Recommended O Estimated enrollment ___ _ Suggested Quantity ____ _ Should students have book from a prior term? Is this book scheduled to be used again? Yes O No 0 Yes O Term No D Undecided 0 Special In s t ru c t i on s - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - For information or assistance call 355-3455 or 355-3456 r-. ~ .- .._,. . -,, Page : Date : 205. 1'3 5-31-81 DEPARTMENTAL SPECIAL ORDER MICHIGAN STA TE UNIVERSITY MSU Book Store DELIVER TO - - - - - - - - - - - - - - - - - - - - - - - - Location or Bldg. Na . must be given SPECIAL ORDER D 1594 NUMBER REQUISITION NO . DEPT . - - - - - - - - - - - - Requisitioned by ACCOUNT NO . _________ _ T i t l e - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Number Copies------ Au tho r - - - - - - - - - - - - - - - - - - - - - - - Pub l i she r - - - - - - - - - - - - - - - - - - Book Store PO No. INSTRUCTIONS 1. ONLY ONE TITLE PER ORDER . 2. RETAIN WHITE COPY FOR YOUR FILES. 3. SEND GREEN AND YELLOW COPIES TO THE BOOK STORE . -4. ONE COPY WILL BE RETURNED WITH THE BOOK . S ign ed - - - - - - - - - - - - - - - - - - - - - - - - - Signature of Heod of Dept . or Author i zed Representative App ro v ed - - - - - - - - - - - - - - - - - - - - - - - - Signature of Dean or Head of Division 0-4201 For Use By - - - - - - - - - - - - - - - - - - - - - - - - Name of Individual MSU is an Affirmative Action/Equal Opportunity Institution Page : Date: 205.14 5-31-81 MSU BOOK STORE • MICHIGAN STATE UNIVERSITY • East Lansing, Michigan 48824 • Phone (517) 355-3450 SPECIAL ORDER N~ 2644 Date __________ _ Name (Print) ______________________________________________ _ Add ress - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Street City Phone Area Code ) -_____________ _ State Zip Code Quantity - - - - - - - - - - - Au tho r - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - T i t le - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Pub l ishe r - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - : C Current Retail Price _________ - - - ' - - - - - - - - - Michigan Sales Ta x - - - - - - - - - - " - - - - - - - - - Total Gross Amount _________ _._ _______ _ Deposit Price from Books in Print or Others_. _______ _ Deposit-Phone-Telex-Sp. Handling ___ _... _______ _ Net Due after Deposits ________ _._ _______ _ Bookstore P.O. No. - - - - - - - - - - - - Date Ordered _____________ _ Date Received _____________ _ Date Picked Up ____________ _ Picked Up BY - - - - - - - - - - - - - 1. You will be charged at the current retail price when you pick up tha merchandise. ., , 2. No refunds will be given on any order cancelled within one month from "" date of order. Full refunds may be given on orders cancelled after one J 't month, if merchandise has not yet been del ivered. Deposits for telephone ! charges, telex orders and special handling requests are not refundable. ~ .., 3. We cannot guarantae delivery of any merchandise. 4. You will be notified in writing when your merchandise arrives. 5. Pick up your order at our customer service department. 6. Prices subject to change without notice. 7. Special order merchandise is not returnable. " ::; 8. Inquiries on your order. Call 517-353-6350 Monday - Friday 7:30 to 4:30 p.m . ... a, _____________________________ o "' "' Signature of Bookstore Employee Taking Order Signature of Customer Placing Order Pub li~l-i ers and bookstores pref er that instructors wr ite directly to the pu511shers for desk copies. DESK CO PY REQUEST FORM (Sec note~ at bottom) Page: Date : 5-31-81 205.15 Date To: (Publisher) (Street) (City, State, Zip Code) Your book ------------------------------------ (Specify author, complete title, and edition) Publishers Book Number ------------------- has been adopted as a required - - - - - - - - - - - - - - recommended text in my course. (Course number and Title My order for - -- - - -- (Number) copies of this text was placed with - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- - -- (Name of Bookstore) ---------- (Dste) on text. . I have not previously received a desk• or complimentary* copy of th is Name ----------------------------- Rank - - - - - - - - - Department --------------- School - - - - - - - - - - ·- - -·- - ---- ··-- - - . ·-· - - - - - - - - - - - - -- ·- -- ·- - Street Address --------------------- City & State ---------------------------------- 1. This form should be used to request Desk copies only . Complimentary copies should be requested directly from the publisher on departmental stationery, including your rank, course title, and projected enrollment. It should be recognized that some publishers do not make complimentary copies available. 2 . When ordering texts for class use please allow sufficient · time for o.rder processing, mailing, shipping , etc. 3. In order to standardize terminology, the Association of American Publishers, Inc. has adopted the following terms and definitions: •oesk Copy - A book furnished free for a faculty member's use when copies of that book have been ordered for use in a specific course. A complimentary copy previously sent should be considered a desk copy on adoption . •Complimentary Copy - A book sent to a faculty member for consideration for adoption. On-Approval Copy - A book sent to a faculty member, accompanied by or followed by an invoice or bill seeking payment or return of the book within a specific period of time, for consideration toward purchase or course adoption. Review Copy· A book sent to a journalfnewspaper, or other periodical to.be used for the (eventual) writing of a review. Printed in U.S.A. Pag e: Date: 205.16 5- 31-81 MSU BOOK STORE Michigan State University REQUEST FOR PUBLICATION OF MATERIAL FOR RESALE 1. In making this request for the MSU BOOK STORE to publish and offer for sale the material identified below the department agrees to comply with University policies and procedures relating to the publication and distribution of such materials. 2. Depa r tmen t - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 3. Title of Material ______________________________ _ 4. Quantity Ordered _____________________________ _ 5. Term(s) to be used (Maximum one academic yea r ) - - - - - - - - - - - - - - - - - 6. We agree that the cost of all unsold material may be charged back to the department at the end of the designated term(s) of usage. 7. We agree to provide a written waiver of responsibility for publication from MSU PRESS. 8. I certify that I have authority to commit funds for the account listed below and to encumber this ac count for any unsold material as outlined above. Account Name ______________________________ _ Account Number - - - - - - - - - - - - - - - Dept. Chairman (Signature) Date __________ _ 9. App rova l - - - - - - - - - - - - - - - - - MSU Book Store Date __________ _ Distribution: White Original - MSU Book Store Pink - MSU Press Green - MSU Printing Canary - Department 0 -888 7 Page : 210.1 Date: 5-31-81 ADMINISTRATIVE DATA PROCESSING DEPARTMENT I . GENERAL The Administrative Data Processing Department, located at 2 Administration Building (telephone 353-4420) is responsible for providing administrative data processing support to MSU colleges and departments, and the development and implementation of University management information systems. II. REQUESTS FOR SERVICES A. Programming Services Requesting department must send a Request for Programming Support (available through General Stores) to the Data Processing Department outlining the programming services required. Requests for programming services not submitted on a Request for Programming Support form will pe returned to the requesting department. See Exhibits I and II for instructions on completing the Request for Programming Support. Completed requests should be carried or mailed to the Department Office, Room 2 Administration Building. B. Production Services Requests for output from currently operating University systems not requiring programming support should be submitted in written form to Data Processing. User-provided input necessary to run the job, as well as written requests for production services, should be delivered to the Input/Output Window located on the ground level, Administration Building. Requests should specify type of output (punched cards, printouts) and any requirements for interpreting, carbon removal ("decarbing") or page separation ("bursting"), quantity of output, sequence of information, etc. (Administrative Data Processing Department Cont.) C. Equipment Acq uisitions Page: 210.2 Date: 5-31-81 Requests for Data Processing equipment for use by departments (CRT's printers, keypunch machines, etc.) should be addressed to the Data Processing Department and contain the type(s) of equipment desired, the location(s) at which the equipment will be used, the user contact person's name and telephone number, and the date the equipment should be installed. A representative of Data Processing will then prepare a cost estimate for the specific equipment required to meet the needs of the user department ~nd will consult with the user departmen~as require~ to facilitate the installation. User Departments requiring terminals should notify Data Processing as soon as the need is identified. There are certain delays in equipment availability. There may also be certain limitations on the number of devices that can be communicating with the IBM 370/168, due to the present configuration. Early notification allows the department to plan for and overcome these problems. D. Teleprocessing Considerations The following list indicates what device types, their uses and protocols will be acceptable. 1. Local Terminals - directly attached to our IBM 370/168 computer by coaxial cable, possible only within a limited number of feet. a. For use in CICS and/or TSO (1) IBM 3277 or IBM 3278 cathode ray terminals (or plug compatible device). (2) IBM 3284 or IBM 3287 printer (or plug compatible device) . 2. Remote Terminals - attached to our computer by modems and telephone Page : 210 . 3 Date : 5-31- 81 (Administrative Data Processing Department Cont.) line (or broad band cable). a. For use in CICS (1) IBM 3767 printer/keyboard terminal (or plug compatible device). The protocol for this device is asynchronous and the speed must be 1200 baud. (2) IBM 3271, 3275, or 3276 remote control unit (or plug compatible device). The protocol for this device is bi-synchronous and the speed can be up to 9600 baud. (3) IBM 3277 or 3278 cathode ray terminals (or plug compatible device). (4) IBM 3284 or 3287 printer (or plug compatible device) . b. For use as Remote Job Entry device. (1) IBM 2780 (or plug compatible device). The protocol for this device is bi-synchronous and the speed must be 2400 baud. c. Data Processing does not support "remote" devices for use in TSO . E. Equipment Repair Service The Data Processing Department will secure repair service for all machines on lease through Data Processing. Requests for repairs should be phoned to the Data Processing Department (3-4420) and the following information provided: 1. machine type and serial number 2. location of machine 3. 4. 5. person to be contacted office address and phone number of the contact person description of the malfunction or service required Page: 210.4 Date: 5-31-81 (Administrative Data Processing Department Cont.) F. Cost Estimates Cost estimates for services will be prepared, at the user department's request, by Data Processing. The requesting department will, after re viewing the estimate, confirm in writing that the project is to continue. Accurate cost estimates require evaluation of the request; therefore, estimates cannot be given over the telephone. III. PRESERVATION OF PERSONAL PRIVACY AND CONTROL OF SENSITIVE FILES A. There exists public and legislative concern and regulation about in dividual rights to personal privacy. Use of computerized data processing has greatly increased the volume of available personal data, and has sensitized public awareness to the privacy i.ssue. The computer is a tool to be used or misused. The issue of individual privacy and the computer, therefore, can only be resolved by regulating the user, not the computer. B. Overall responsibility for the security of the Data Processing Department and all facilities located in the Department rests with the Director of Data Processing who prescribes the procedures by which users may gain access to the Department. Beyond the responsibilities of the Director, the overall responsibility for data security of software applications/programs/data bases resides with the functional file owner as listed below: Data Files Student Records Admissions Alumni Functional File Owner Registrar Office of Admissions Alumni Association (Administrative Data Processing Department Cont.) Data Files Development Fund University Business Budget Academic Personnel Non-Academic Personnel Page: 210.5 Date: 5-31-81 Functional File Owner Development Fund Assistant Vice President for Finance Office of Planning and Budgets Provost Director of Personnel C. No personal or sensitive information will be extracted from automated files without the specific prior written approval of the functional file owner. The Data Processing Department cannot honor any request for data or access to source programs without such prior written approval. A copy of the release authorization request should be sent to the Data Processing Department by the requesting user. Release authorization is normally granted on a one-time basis only for specific information or data. Should the requestor require the information on a recurring basis, the original request for the release of the data or information must specifically identify the request as a recurring authorization request. IV. METHOD OF PAYMENT Payments for services rendered to the user department is made through transfer of funds from accounts established by the Office of the Controller. Units without University account numbers are billed by the Accounts Receivable Department, Office of the Controller; these payments must be made at the Cashier's Office, 110 Administration Building. Page: 210.6 Date: 5-31-81 (Administrative Data Processing Department Cont.) V. BILLING AND MONTHLY STATEMENTS A. Data Processing prepares two copies of the billing invoice, one of which is sent to the user department while the other is retained by Data Processing. Questions regarding the billing invoice should be directed to the Data Processing Department Office, 353-4420. All transactions are cut off and recorded through the last day of the month. B. Department charges will be reflected on the monthly ledger distributed by the Accounting Department. Monthly statements for non-University account number holders are processed by the Accounts Receivable Department. C. Charges for services rendered may not be divided between two or more accounts. Charges will be billed to the requesting department. Two or more departments sharing the cost should make their own arrangements for distribution of the charge. Pag e : 210 .7 Da te: 5-31-81 (Adm inistrative Data Processing Department Cont. ) ( EXHIBIT I REQUEST FOR PROGRAMMING SUPPORT COMPLETION GUIDE The information which follows is provided as a guide for preparation of the Request for Programming Support form. The sections (nu mbers) 1 i sted refer to specific areas on the form. Sections (nu mbers) not referenced a re for Data Processing internal use only. (See page 210.8.) Section Explanation (4) (5) (6) ( 7) (8) The name and phone number informs ADP who the requestor is and for what department the work is required. The date is the day you wrote your re quest. The contact person is someone, other than the writer of the request, who is respons i ble for working with ADP. writer and the contact are one and the same person, (6) should be 1 e ft b 1 an k . If the Please provide your six-digit University account number against which the work should be charged (even if the work is billed as "courtesy"). Some Departments require the authorization of specific persons before obligations can be assumed for that Department, no matter who has requested the service or obl i gation. If your Depa r tmental policies require an authorized signature, please provide ADP vlith the names and the signatures of those authorized to request service. Each "Request " must then be signed by one of these people. ADP will verify signatures 1·1 henever possible. (9) Pl ease specify the type of 1·10rk you 11i sh to have done by checking the appropriate boxes: New-System Development should be checked if your request is for the design and implementation of a new system. A cost estimate will be done if this box is checked. Modification to Existing System is appropriate when work presently done by ADP must be changed in some way. The change is to be a permanent change to an on-going productional system. Pag e: Da te: 5-31-81 210.8 (Administ ra tive Data Processin g De partme nt Cont.) ( Section Explanation Cost Estimate should be checked \'1hen you are asking "how much would it cost if I \vanted to . . . " Cost estimates are not given over the phone as a rule since many of the specifics that affect the estimate may not be known at the time. Special Requests are those services to be provided in a short amount of ti me and will occur only once (or so infrequently that a permanent change to an on-going system need not be made). If you are unsure that your request is "special", ADP will assist in making that determination. Revision of Prior Document Number should be ma rked~ if you are revising a previous "Request". Please indicate the document number of the prior request. (10) (11) (12) (13) On-going systems and programs have been assigned a project code. The code contains one or t\<10 1 etters and two to four numbers (e.g . , H050 4, RR271) . relate to your request, please provide them . has been assigned, or you do not know the code, leave this section blank. ADP will complete it. If you ha ve existing project codes that If no pr oject code If you know the name of the system, or particular report that relates to your request, please provide this information for clarification. The subject is a brief synopsis of your request. to the "SUBJECT" l i ne of a memorandum and is used for identifi cation of your project on printed PCS reports. Please limit this line to no more than forty characters. It is comparable If a specific calendar date deadline must be met, please provide the date upon which the work must be completed, assuming that the request is to be completed by 8:00 a.m. that day. Do not specify ASAP. Some rank ordering is necessary, ,r you have multiple requests pending, to insure that ADP resources are directed to the more important, or more immediate, needs of the University. You need not enter a number; "ahead of XXXXXX" then be able to establish a ranked priority when you review your requests. A priority of "99" will be assigned if this area is left blank, and the request will be placed at the bottom of pending requests. 1tlill suffice. You will (14) The specifics of the request should be detailed . Use additional sheets as necessary. Include any sample reports you have. - -- .="<"· M ICH IGAN STA TE UNIVERSITY ( 1 ) ADMIN ISTRATIVE DA TA PROCESS ING USER .CODE (2) Page: 210 . 9 Date: 5-31-81 REQUEST FOR PROGRAMMING SUPPORT DOClJMENT NUMBER Send to: Data Processing - Programming Request Room 2 Administration Building 353-4420 ( 3) ', f This section to be completed by Requestor (Type or print in black Ink) I REOUESTOR'S NAME, TITLE, DEPARTMENT PHONE DATE PREPARED AUTHORIZING SIGNATURE($) (4) (4) (5) USER CONTACT, IF DIFFERENT THAN REOUESTOR PHONE ACCOUNT NUMBER (6) (6) ( 7) REQUEST FOR : ( 8) ( 9) D New System Development D Modification of Existing System 0 Cost Estimate D Special Raquest 0 Revision of Prior Document Number PROJECT CODE SYSTEM NAME (if appropriate) PROGRAM OR REPORT (if appropriate) ( l O) ( l O) SUBJECT OF REQUEST (Limit40Characters) REQUESTED COMPLETION DA TE PRIORITY INFORMATION ( 11) ( 12) ( l O) ( 13) DESCRIPTION OF REQUEST: Explain Brief ly, but Specifically, the Service Being Requested. Attach Exhibits as Required. Use additional sheets if necessary. ( 14) NOTE: This form is available through General Stores in pads of 25. Order #140-2448, FORM DATA PROC PROGRAMMING REQ. This Section to be Completed by Data Processing DATE STARTED DATE COMPLETED *PROJECT COMPLETION INFORMATION* Project Leader/Programmer Data Comments/Work Days APPROVAL ACCEPTANCE SIGNATURES Iii appropriatel Supervisor Requestor 0-121575 Michigan State University Printing MSU is an Affirmative Action/Equal Opportunity Institution St ock # 140-2448 MSU 4Z1 (10/80) Page: Date: 225 . 1 5-31-81 KEYS AND LOCK SERVICE I. GENERAL A. This section outlines procedures to obtain keys to University facilities and to get various other lock services. B. The Key Shop is located in the Physical Plant Building, telephone 353-1760, and is open from 7:30 a.m. to 5:00 p.m. weekdays, including noon hours. C. While lock and key service or arrangements can be initiated by a telephone call, detailed and timely paperwork is required to maintain security. II. AUTHORIZED SIGNATURES A. The Dean, Department Chairperson , or a designated repre sentative controls the issue and duplication of keys for their assigned areas. B. This authority is recognized by presubmitted signa tures. No key will be issued by the Key Shop without the written approval of a unit administrator. C. Each department or college is responsible for periodic reviews of the master list of unit administrators and submission of revised authorized signatures to reflect any staff changes. III. KEY DUPLICATION PROCEDURE A. Original keys for a building and major building altera tions are charged against the construction costs. Dupli cate keys are charged to departmental accounts. Page: Date: 225 . 2 5-31-81 (Keys and Locks Cont.) B. Duplicates are obtained by presenting a completed "Request for Keys" (form CO-ge-34) to the Key Shop. A separate form must be prepared for each type (code) requested (e.g. master, submaster, rooni key). The form is available from Stores (see sample, page 225.4). C. The "Request for Keys" must carry the signature of a unit administrator on the Key Shop's master list. D. The person receiving the keys signs both copies of the "Request for Keys." The original is returned to the department and the duplicate is retained by the Key Shop. IV. KEY ASSIGNMENT A. Each college, department . or division issues keys to its personnel and is responsible to keep records to assure building security and control. B. The form "Assignment of Keys by Departments" (form CO-ge-33) assists in this recordkeeping (see sample, page 225.4). One completed copy should be filed in key number sequence and one copy alphabetically by name . C. All keys should be returned to the department when the employee transfers or leaves the University. If any key is not returned, the department should complete a "Collection Advice" form requesting the Accounts Receivable Division of the Controller's Office to collect an appropriate amount. The amount might vary substantially, based on the type of keys, security needs, and the cost of reestablish ing security. Page : Date: 225.2a 5-31-81 (Keys and Locks Cont . ) V. LOCK SERVICE A. Routine lock service for doors in main campus buildings used for funded academic, research, or administrative functions is performed without charge. B. Specialized lock service is available and charged to the appropriate departmental account. This includes building or area rekeying, furniture lock service and keys, combi nation safe work, padlocks, and other related services. Page : 240 .1 Date : 5- 31-81 MAIL DISTRIBUTION LABELS I. Departments of the University may order sets of labels for mailing offi cia.l communications to persons holding positions with administrative responsibility in the different departments. II . CODES - Each letter represents a code according to line of authority and the respective administrative titles under it: ACADEMIC CODES ADMINISTRATIVE TITLES A B C D DEANS DIRECTORS PROVOST ASSOC PROVOSTS ASST PROVOST ASST COORDINATOR ASST DEANS ASSOC DEANS COORDINATOR ASST TO PROVOST DIRECTORS CHAIRMEN EDITOR DIRECTOR ADVISE COORDINATOR ASST TO DEANS ADM DIR SECRETARY MANAGERS EXEC DIRECTOR SUPERVISOR ASSOC DIR PROG DIRECTOR ASSOC DIRECTORS MANAGERS DIRECTOR ASST DIRECTORS ADVISOR Page: 240.2 Date: 5- 31 -81 (Mail Distribution Labels Cont.) NON-ACADEMIC CODES ADMINISTRATIVE TITLES J K L M VICE PRESIDENTS EXE VIC PRES PRESIDENT ASST TO PRES ASSOC VP ASST VP SPECIAL ASST CHAIRPERSON DIRECTOR ADM ASST CONTROLLER BUDGET OFFICER EXEC DIR OMBUDSMAN ASST TO PRES OFFICER DIRECTORS SUPERINTEND ASST DIRECTORS ASSOC DIRECTORS ASSOC DEAN COORDINATORS ARCHITECT EDITORS MANAGERS REGISTRAR EXC DIR ENGINEER ADMINISTRATOR ASST MANAGERS ASST CONT COORDINATORS ASSOC DIRS ASST DIRS COORDINATORS SUPERVISORS AREA DIRS ASST MGRS MANAGERS ASSOC EDITORS DIRECTORS CURATORS SUPERINTENDENTS FIN ANALYST PUR AGENT CHIEF ACCT ANALYST ACCT SUPERVISOR Page : 240 . 3 Date : 5-31-81 (Mail Distribution Labels Cont.) III. ORDERING OF LABELS - Send a completed Request for Programming Support (available from General Stores), signed by the Department Chairman or authorized representative, to Data Processing-Programming Request, Room 2 Administration Building. See Exhibit I, page 240 . 6 for complete information. If you wish a cost estimate prior to the production of the labels, check the box marked "Cost Estimate" in the section headed "REQUEST FOR:". An estimate will be prepared and your approval required before the labels are produced. If you wish to have the labels produced without a cost estimate, check the box marked "Special Request" in the section headed "REQUEST FOR:". Labels will then be produced according to your specifications. IV. USE AND DISTRIBUTION A. The labels are pressure sensitive and easily attached to an envelope or on the front of the document to be mailed. B. The address contains: 1) Administrative title (position) 2) College, office, or department 3) Sub-unit of college, office, or department 4) Distribution code as indicated in the following example: Chairman College of Agriculture Department of Forestry 0-M (Mail Distribution Labels Cont.) Page: 240.4 Date: 5-31-81 C. The distribution code indicates the range of individuals to whom documents are to be mailed. Examples: CODE D A-D D,M M J-M A-D, J-M CODE FOR WHICH LABELS WERE MADE D A, B, C, D (ALL ACADEMIC) D & M M J' K, L, M (ALL NON-ACADEMIC) (ACADEMIC & NON-ACADEMIC) ALL IV. NUMBER OF LABELS - The number of labels that will be printed will vary as administrative positions are adjusted. Currently, the number of labels produced for each distribution is as follows: A - B - C - D - J - K - L - M - 35 61 195 19 11 24 46 111 310 192 502 Total Academic Total Non-Academic TOTAL OF ALL CODES V. CHANGES - Operating units should contact the Campus Mail Service, (telephone 355-8294) to initiate changes to the labels. Page: 240.5 Date: 5-31-81 HICHIGAH STATE UIUVERSITY AOtUIHSTRf\TIVE DATA PROCESSI NG REQUEST FOR PROGRAMMING SUPPORT · Send to Data Processing-ProgralTllling Request Room 2 Administration Building 353-4420 USER COOE Page: 240.6 n;itp: 5,., 31-81 OOC\R'IENT HUMBER This section to be completed by Requestor(TYPE OR PRINT IN BLACK INK) REQUESTQR'S IWIE, TITLE, DEPARTMOO DAT£ PR£PAA£D A!JTHORIZING SIG1'ATUR£(S) AS APPROPRIATE PHONE AS APPRO 'RIATE AS APPROPRIATE USER COHTACT, IF DIFFERENT THAN REQUESTOR . . . . . . IF APPROPRIATE PHONE ACCOUNT NUl1BER XX-XXXX a----------------~~-·---------'-----,------------- REQUEST FOR: . a·. New System Develoi;wnent . *BELOW El· C:ost £st1Nte [] Modification of Existing System 1KJ Specta1 Request Systeni Name(lf appropriate) Progru or Report (1f appropriate) [] Revls_Jon of Prfor Doc~nt Number ----- . oject ~ @BELOW G0491 PRIORITY IUFORHATION SUBJECT or RI~UEST (~ " C"4.uc.u.ul MAILING LABELS UQU£STED A~L[TION DAT£ APPROPRIATE DESCRIPTION Of REQUEST: (Explain Briefly, ~ut Specifically, the Service Being Requested - · Attach Exhibits as Required PLEASE PROVIDE~~ SET(S) OF MAILING LABELS, USING MANUAL OF BUSINESS PROCEDURES (use addfi1onaJ.sheets 1f _nece~sary) : CODE(S) ~~~~ COMPLETED LABELS SHOULD BE DELIVERED TO: - - - - - - - - - - - - DEPARTMENT - - - - - - - - - - - - - - ATTENTION: ------------- (BUILDING NAME AND OFFICE NUMBER) * Please check COST ESTIMATE if- an estimate is to be rendered prior to production of the 1abels. Check SPECIAL REQUESt if ho cost estimate· is required prior to produ~tion , of the labels. -. "··;'. ): -; ? > ·. : ~ · .. .- :.~ · ·· , / @ Some users have on-going project code numbers against which 1ahe1s· may ·be pr.epared : Please provide project code number if known. your department, or if you do not know the code, 1eave this space blank and a project code will be assigned by Data Processing. If no project cod~s are assigned to This Section to be Completed by D•t• Processing DATE STARTED •PROJECT COMPLETION INFORMATION• DATE COMPLETED ( =~C[ i°ProJect Leader/Progr-r I -~· -~-------1--------1------------------- tSuperv1'or I S161tATURES (if appn:IF'fate)l!.----------1-----+--.------------------ .• j Date ec...nta/Wort Daya rquestor :. .. ·t., • . . . ~,: ... ;. ..... - . . HSU lt27 (10/80) Page: 300. 1 , Date: 5-31-81 EQUIPMENT CREDITS, TRANSFERS, AND DISPOSAL I. POLICY A. All equipment obtained by the University regardless of the source of funds or given as a purchase bonus or gift, is subject to University control and may be disposed of only in accordance with the procedures established in this section of the Manual. B. Transfer of equipment purchased with sponsored research funds or grant funds may require specific approval of the granting agency. Questions in this regard should be referred to Contract and Grant Administration, Room 302 Administration Building, Telephone Number 355-5040. II. SURPLUS EQUIPMENT A. Release 1. Departments should make a periodic review of equip ment on hand in order to ascertain what equipment has no value or use for the department and thus determine if that particular equipment can be released. 2. Under certain circumstances departments can receive funds from released surplus equipment for purchase of new equipment. B. Option A 1. Surplus equipment can be transferred to the Salvage Yard, General Stores, as follows: ( ( (Equipment Credits, Transfers, and Disposal Cont.) Page : Date: 300.2 , 5-31-81 a) Department prepares "Equipment Transfer Notice," Form No. 0-11533, listing items to be transferred. The Equipment Transfer Notice (sample on Page 300.9) may be obtained from General Stores via ''Request for Supplies from Stores," Form No. 0-8586 ~ by ordering Stock No. 1402492. b) Releasing department signs form and mails all copies to the Salvage Department . c) Salvage picks up equipment and signs as receiving department, leaving canary copy with the releasing department. d) Salvage retains pink copy, sends white copy to the Accounting Department, Office of the Controller, and blue copy to the Inventory Department. C. Option B 1 . Surplus equipment can be sold to another department. (If a department is unable to locate another department to purchase the surplus equipment, the items should be advertised in the monthly bulletin entitled "Budget Booster." Call General Stores, 5-1700, for details . ) The procedure for selling surplus equipment to another department is: a) Releasing department must prepare and sign "Equip ment Transfer Notice , " Form No. 0-11583 , listing the items to be sold with agreed value in the ( ( Page: Date: 300. 3 ,. 5-31-81 (Equipment Credits, Transfers, and Disposal Cont.) "Credit Amount (If Sold)" column. Form No. 0:..11583 (sample on Page 300.9) may be obtained from General Stores. b) When equipment is delivered, the receiving depart ment will sign all copies of form and retain the ( pink copy. c) The releasing department will retain the canary copy of the form and send the white to the Accounting Departmen~, Office of the Controller, and the blue to the Inventory Department. d) Assistance in moving the equipment may be obtained from the Salvage Yard subject to a service fee as outlined in "III. Salvage Department" below. D. Option C 1. Departments can sell surplus equipment directly to off-campus buyers provided that: a) The department doing the selling supplies the Purchasing Department with the Purchase Order Number on which the equipment was purchased, the date of the order, and the account number to which the order was charged. b) The department obtains written approval (signed Equipment Transfer Notice) from the Purchasing Department so as to insure that no department on campus is in need or wants to buy the equipment, ( Page: Date: 300 . 4 , 5-31 - 81 (Equipment Credits, Transfers, and Disposal Cont.) and a fair market price is charged to the buyer. 2 . Credits for off-campus sales of surplus equipment will be credited in the same manner as credits for sales of surplus equipment to departments of the University. The off-campus buyer becomes the Depart ment Receiving Equipment and receives the pink copy of Form 0-11583. 3. Off-campus buyers must make checks payable to Michigan State University. 4. Releasing Department should send checks received from sales of surplus equipment, together with white copy of completed Form 0-11583, to the Accounting Depart ment, Office of the Controller, Room 360 Administra tion Building, and blue copy to the Inventory Department. E. Credit for Department Releasing Equipment 1. General Fund Accounts a) Upon receipt of the copy of the "Equipment Trans fer Notice," (signed by the releasing department and the receiving department), the Accounting Department will make entries as follows: 1) Department transfers equipment to another department; debit receiving department account and credit 21-3244. (See item "4" below) 2) Department sells equipment to Salvage Yard; debit Salvage Department account and credit 21-3244. (See item "4" below) (Equipment Credits, Transfers, and Disposal Cont.) Page : Date: 300. 5 . 5-31-81 3) Department sells equipment off-campus; deposit check crediting account 21-3244 . (See item 11 4" below) 4) Account 21-3244 will receive and retain the acquired value of transferred equipment in the name of the releasing department. 5) The Accounting Department will maintain a record of the amount of the funds available for each department that has turned equip ment over to Salvage Yard, or transferred equipment to another department , or sold to an off-campus buyer . Department may check this balance by calling the Accounting Depart ment, Telephone No. 355-5000. 6) Department with credit may utilize the amount of the credit for purchase of equipment by indicating account number 21-3244 on the requisition to Purchasing (not exceeding the amount of their credit). 7) Funds not used by the department by June 30 of each year will revert to the General Fund, except that unused funds from the sale of equipment following January 1 of one fiscal year shall be carried forward for use in the next fiscal year. Pa ge: Date: 300 . 6 5-31-81 (Equipment Credits, Transfers, and Disposal Cont.) 2 . Auxiliary, Athletics, Clearing and Deposit Accounts Revenues obtained from the sale of used equip ment originally purchased from auxiliary, athletics, clearing and deposit accounts (21 accounts), should be credited back to these accounts. III. SALVAGE DEPARTMENT A. Purpose 1. Provide a means for disposing of salvageable materials . supplies and equipment no longer needed or usable by the department. 2. Make these items available to other departments that may have a use for them or to dispose of these items through cash sales to any prospective buyer. B. Services 1. Pick up and deliver equipment transferred between departments. A handling charge is made by the Salvage Department to the receiving department. 2. Pick up materials and equipment that are transferred to Salvage Department. There is no charge to the department for moving equipment and materials trans ferred to Salvage Department. 3. Deliver materials and equipment purchased from Salvage to requesting departments. 4. For information regarding services of Salvage Depart ment, call Telephone No. 355-0364. IV. EQUIPMENT INVENTORY A. What is Included Page : Date : 300 . 7 5-31-81 1. New and used equipment costing $300 or more and having a useful life span of more than three years is classi fied as equipment. 2 . All expenditures classified as equipment are physically inventoried and are assigned an invent~ry number in relation to departmental responsibility. The inven tory number contains one or two letter(s) which identifies the department responsible for the equipment. B. Inventory Listings 1. Annually in July, the Inventory Department will furnish a detailed equipment inventory listing to each depart ment . The listings include the equipment for which that department has an administrative responsibility. 2. An annual equipment inventory insurance report furnished with the detailed listing must be completed by the department and returned to the Inventory Department by August 10th. 3. Each department is responsible for taking the physical inventory by comparing equipment on hand with the inventory listing . 4. Any differences or discrepancies such as equipment on hand but not on the listing or equipment on the listing but not on hand must be reported in writing to the Inventory Department. Page: Date: 300 . 8 5-31-81 5. The listings and differences, if any, should be returned to the Inventory Department by September 1st. C. Equipment Salvaged, Sold, Transferred, Lost, Stolen or Traded-In 1. Equipment which has been disposed of, by any means other than as a trade-in on a purchase order, must be reported on an Equipment Transfer Notice to the Inventory Department indicating the Inventory number, if known, and a brief description of the item. 2. The inventory number and a description ~f the equip ment traded in, when applicable, should be written on the Purchase Requisition. V. EQUIPMENT TAKEN OFF CAMPUS A. University Policy ( 1. University policy stipulates that equipment owned by the University cannot be taken off campus. Any exception to this policy can only be made with the prior written approval of the Secretary of the Board of Trustees. 2. Following the approval of the Secretary of the Board of Trustees, a copy of the approval, listing the item(s) and inventory number(s), must be submitted to the: a) Inventory Department; and b) Insurance Department, Office of the Controller. Page: Date: 300.9 . 5-31-81 PURPOSE: CHECK ONE 0 1. To transfer equipment to Salvage Department 0 2. To transfer equipment to Stores for credit {attach copy of Stores estimate) 0 3. To transfer equipmen t to another department for no credit 0 4. To transfer equipment to another department for credit 0 5. To transfer equipment to an off.campus purchaser (Purchasing Dept. approval required) Michigan State University EQUIPMENT TRANSFER NOTICE Date RELEASING DEPARTMENT RECEIVING DEPARTMENT OR PURCHASER CREDIT ACCOUNT NO . ' DEPARTMENT NAME EQU IPMENT LOCATION TELEPHONE NUMBER CHARGE ACCOUNT NO.• DEPARTMENT NAME EQUIPMENT LOCATION TELEPHONE NUMBER DESCRIPTION Original Purchase Account Number MSU Equipment Inventory Number Inventory Department Use Only Cred it Amount llf Sold I ! i Signature - Department Releasing Equipment Date Signature - Department Receiving Equipment Date Signature - Contrac! and Grsnt Administration - Within Grant Restrictions Date Signature - Purchasing Dept. - Off-Campus Sale Approval Date INSTRUCTIONS 1. Refer to the Manuel Of Buain ... Procedures page300,t-,t for reguiationa covering the use of this form. 2. Distribute completed form •• follows: White- General Stores - if checked No. 1 above. Bookkeeping Dept. - If checked No. 2. 4, or 5 above. (If No. 5 attach payment check I Canary - Releasing Department Pink - Blue - Receiving Department or Off.Campus Purchaser Inventory Department Michigan Stat~ University Printing 0-12291 MSVi'sanAlfirrNMAtt10ffl E(1UMOp~lnsritution Stores Stock No. 140-2492 FELLOWSHIP AND TRAINEESHIP APPOINTMENTS I. GENERAL ( A. An Appointment Recommendation Form must be prepared Page : Date: 305 . 1 , 5-31-81 for each student receiving a fellowship or a trainee ship grant, except for those enrolled in the Science Mathematics Summer Institute or Academic Year Institute. One appointment form may be submitted for each group enrolled in these programs with a detail list attached which gives the required information. B. Fel~owships or traineeships to be paid from funds awarded to Michigan State University by a Federal government agency may require submission of separate appointment forms to the agency. If more information is required contact Contract and Grant Administration. II. FORMS Appointment forms for graduate students may be obtained from the Office of the Graduate School. (See sample, Page 305.3). III. STIPENDS A. Stipend payments to students receiving fellowships or traineeships are made monthly and checks are mailed to the departments for distribution on the 15th day of each month. The payments are not processed through the Payroll Department; therefore, no Federal Income Tax is withheld. Page: Date ; 305.2 , 5-31-81 (Fellowship and Traineeship Appointments Cont.) B. Recipients of Post Doctoral Fellowship Awards will be ( paid through the Office of Contract and Grant Administration. C. Authorization for payment of stipends is provided by the approved fellowship or traineeship appointment form. To maintain proper accounting control over the accounts, no payments can be made until the appointment form is properl y completed , signed, and received by the Fellowship Section of the Office of Contract and Grant Administration . IV. FEES If the fellowship appointment provides money for fees , the student will receiv e this credit at the time of registration . V. AMENDMENT OR TERMINATION Fellowship or traineeship appointments may be amended or terminated by preparing a new appointment form. A space is provided to indicate the reason for the amendment or termination. VI. OATH CARDS Persons appointed to a fellowship or a traineeship are not required to sign oath cards . APPOINTMENT RECOMMENDATION OF GRADUATE FELLOW, SCHOLAR OR TRAINEE MICHIGAN STATE UNIVERS ITY Page: Date: 305. 3 . 5-31-81 A Name - - - - - - - - - - - - - - - - - - - - - - - - - - -S tuden t No . ________ Date __________ _ Last First Middle Department _____________________ College _______________ Sex : Michigan Resident: Yes D NoO Citizen of St udent is enrolled in a Masters D. Doctoral D , Med ical D No n-degree D Program Other (specify) -------(C_o_u_n_t_ry_)_________ - - - - - - - - - - - Soc . Sec . No . Fees are to be charged to student Dor account resident, unless paid by the sponsor) - - - - - - - - (Appointee must pay fees and out-o f -state tuit ion, if non -Michigan Check One: ___ New appointment Predoctoral Postdoctoral Amended appointment Effective Date ________ Reason _______________________ _ Termination Effective Date - - - - - - - - Reason ------------- ----------- B New or present appointment : F ellowship, Sch-0larship or Traineesh ip Total Stipend Mon t hly Stipend Account Number Period of Appointmen t Fall 019 Winter 019 Spring 019 - - - - - - Other : F rom To Amended appointment : Fellowship, Scholarsh ip or Traineeship Total Stipend Mon t h l y Stipen d Account Number Period of Appo intment Fall 019 '-"'inter 019 l5pring 019 - - - - - - Other : From To C Academic Background : Highest degree earned ____ Year _____ _ Major _________________ _ Institution ---------------- Last two years of undergraduate program Masters Program at MSU Current Prooram (if other t han Masters) GRADE REPORT Credits Earned G .P.A . "'O r m ~ m ~ m i r ; ~ ., 3 "' .,, "' Ul 0 0 Ul