'.\1ICHIGAN STATE UNIVERSITY OFFIC E OF THE COi'iT ROLLER · TELEPHO:'iE (; l - J 35; . ;020 EAST l.-\:'/S l:'iG · ~!lCHIG A>i · 4882·! JO Hi'i A. HA.'i"i AH ADo!l:'i lST R.-\ TION l3li1LD10G June 30 , 1 982 MEMORANDUM TO : Deans, Chairpersons, Directors and Department Heads FROM : .4 /,1 Lowell E . Levi, Cont r oller / )/,/ SUBJECT: Al\TNUAL UPDATE TO THE MSU MANUAL OF BUSINESS PROCEDURES The 1982 revisions to the Manual of Business Procedures are enclosed. Pages referenced below (dated June 30, 1982) should be substituted for corresp o nding pages dated earlier. A brief explanation of the changes follows : VOLUME I: Section 16 Addition of information regarding service charge for checks returned by a bank. Section 35 - Section revised . Section revised . Section 40 near future . which is referenced on page 40.1, will be included in a future update to the Manual. Form CO-bo-15d will be available in the In the meantime, use form CO-bo - 15c. Section 12, Section 47 - A direct payment voucher must be submitted for payment of membership dues. Section 55 - Changes relate to the new bi- weekly payroll for clerical technical employees effective July 1, 1982, the revised W-4 form (Employee ' s Withholding Allowance Certificate) , direct deposit procedures, and change of name and/or address . Please note that not all pages in this section have been revised. Also, discard pages 55.26 and 55.27 dated 5-31-81. VOLUME II : Table of Contents - Addition of Section 236, "Library - Database Searching Services . " Section 200 - Department name change from Office of the University Architect to Facilities Planning and Space Managemen t. Section 210 Addition of " Signature Digitization" and "Long- Term Retention Tape Files " to the section and other revisions. Section 235 - Section revised . Section 236 - New section. Section 240 - Revised instructions for requesting Mail Distribution Labels. Section 275 - Page 275.1 was revised, and page 275.2 should be discarded. Section 285 - Section revised. H)'L' i.t a:ei A//1rmut11,·e .4.1..-tin n ! Equa l Oppo r t:.mit . ..,· lnsttt ut io n Ai'JNUAL UP DATE TO THE MSU MANUAL OF BUSINESS PROCEDURES June 30, 1982 Page 2 Section 305 - Signature of Dean of the Graduate School on fellowship or traineeship appointment form is no longer required. Remove page 305.4 (Appointment Reconrrnendation of Undergraduate Trainees form) as it is obsolete. To keep the procedures included in the Manual current, we need input from all units within the University. Any changes, additions or deletions should be forwarded to the Office of Financial Analysis, 394 Administration Building for inclusion in the next update . Questions on content or distribution should be directed to the Office of Financial Analysis, 355-5026. ts Enclosures Date : 6-30-82 MANUAL OF BUSINESS PROCEDURES - VOLUME I Michigan State University Table of Contents CONTROLLER'S OFFICE Section Name Section if Accounting for Departmentkl 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 Insvrance and Risk Management Department Journal Entry Requests Lost, Stolen or Destroyed Checks Expenditure Policies and Guidelines for Food, Lodging and Beverages 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 : 16 . 1 6~30-82 CHECK CASHING The Cashier's Office , 110 Administration Building will cash 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 Sunnner School. F. A service charge of $8 will be assessed for any check returned for any reason other than a bank error. ( Page: Date: 35. 1 6/ 30/82 INSURANCE & RISK MANAGEMENT DEPARTMENT I. ADMINISTRATION AND FUNCTION A. The Insurance and Risk Management Department, Office of the Controller, located at 372 Administration Building, Telephone (517) 355-5022 is charged with the responsibility for the management of the University's risk management programs relating to property and liability exposures. It is also charged with the administration of self insured funds and the procurement of all property and liability insurance deemed prudent to protect the University's interests and with the administration of the programs and policies relating thereto. The Insurance and Risk Management Department is also charged with the responsibility to coordinate the activities of the Quality Assurance & Risk Management Program relate.d to the medical services and to serve on all primary Risk Management and Quality Assurance Committees as an ex-officio member. B. The descriptions of the insurance coverages afforded by the policies in force are of necessity herein stated in general terms as the provisions of the policies are complex and often can be interpreted only with reference to specific circumstances. Inquiries should be made directly to the Insurance and Risk Management Department. II. PROPERTY INSURANCE The University carries insurance to protect its real and personal properties against the perils of fire, windstorm, explosion, vandalism, (INSURANCE & RISK MANAGEMENT DEPARTMENT CONT.) sprinkler leakage and various other exposures. A. Reporting Losses Page: Date: 35 .-2 6/30/82 1. Losses must be imnediately reported by telephone by the chairperson, director or authorized representative to the Department of Public Safety, telephone 355-2221 followed by a written report outlining circumstances of loss, date of loss, building and room number, steps taken to recover property, and complete description of missing or damaged i terns. 2. Copies of the above written reoort should be mailed to the Inventory Department, Building 3 General Stores, and the Insurance and Risk Management Uepartment, 372 Administration 1:3uil ding. B. Prevention - There are many departments prepared to assist the chairperson, director, manager or supervisor in reducing the loss potential. These include Safety Services, Fire Safety or Safety Equipment, telephone 353-5360, Public Safety, telephone 355-2221, and the Insurance and Risk Management Department, telephone 355-5022. C. Security 1. To achieve the highest degree of security, valuable equipment must be stored in secure areas, duplicate copies of valuable records should be made and stored in remote locations, and areas open to the public should be under surveillance at all times where there is a loss potential. ( ( ( Page: Date: 35. 3 6/30/82 (INSURANCE & RISK MANAGEMENT DEPARTMENT CONT.) 2. Key control, identification, secure storage of purses and personal belongings and other aspects of security need to be considered. The Department of Public Safety can provide assistance to you in improving security. D. Equipment Taken Off Campus - University policy stipulates that ( equipment cannot be · taken off campus. Any exception to this policy can only be made with the approval of the department chairperson, director or administrative head prior to written approval of the Secretary to the Board of Trustees. III. LIABILITY INSURANCE A. The University and persons acting, or deemed by the University to be acting, within the scope of their duties or while performing services on behalf of or under the direction of the University are covered by the University's Comprehensive General Liability policy. tL Coverage provided is for payment of all sums including defense costs, for which the University and covered persons become legally liable to pay because of bodily injury to a third person, personal injury (i.e.- libel, slander or defamation of character) or damage to property of others arising out of the operations of the University. 1. Reporting Accidents or Incidents a. Accidents/incidents which take place on the MSU campus or involve MSU personnel that results in, or may give rise to claims of bodily injury, property damage or personal injury must be reported to the Department of ( ( (INSURANCE & RISK MANAGEMENT DEPARTMENT CONT.) Page: Date: 35.4 6/30/82 Public Safety and to the Office of Insurance and Risk Management Department. b. If the accident/incident takes place off campus, the MSU employee must report the accident/incident to the Insurance and Risk Management Department as soon as possible. A copy of the local police or investigators report should also be forwarded v.Jhenever available. 2. Prevention - Every chairperson, director, supervisor or or manager of a unit must make every effort to assure that working conditions are as safe as possible, physical facilities are free of unguarded hazards, and usage or storage of hazardous materials are rigidly controlled. 3. Safety Inspections a. The Department of Public Safety is respons·ible for compliance with safety regulations and practices within University facilities. They will conduct periodic inspections of all facilities and will also participate in inspections made by external insurance carriers and other State or Federal agencies. Preference wi 11 be given to facilities known to have high potential risk factors. b. The Department of Public Safety will issue a report for every facility inspected indicating corrections needed and poor safety practices, based on current fire and MIOSHA regulations. Copies of Inspection Reports will be sent to the Department inspected or other responsible ( ( Page: Date: 35. 5 6/30/82 (INSURANCE & RISK MANAGEMENT DEPARTMENT CONT.) units as noted be l ow and to the University Insurance and Risk Manager . c . The Department of Public Safety will designate these deficiencies by four (4) groups, as follows: 1. Housekeeping & equipment deficiencies 2. General building maintenance & repair 3. Building deficiencies, alterations, etc . 4. Grounds maintenance & repair. d. Responsibility for correcting deficiencies noted in the Inspection Report will be assigned by the Department Public Safety as follows: 1. Housekeeping deficiencies in classrooms, lecture halls and seminar rooms - Facilities Planning & Space Management. (Housing and Food Services wi 11 be sent a copy of recommendations which pertain to academic space in the residence halls, Kellogg Center or the Union Building.) ; 2 . Departmental housekeeping and equipment deficiencies - Department Chairperson or Director; 3. General building maintenance and repair i tems for campus buildings (except Housing and Food Services' facilities) and utilities - Assistant Vice President for Physical Plant; and ( ( ( ( (INSURANCE & RISK MANAGEMENT DEPARTMENT CONT.) Page: Date: 35 .. 6 6/30/82 4. Building deficiencies and necessary alterations (except) Housing and Food Services' facilities) - Facilities Planning & Space Management. e. Recommendations for correcting deficiencies in Housing and Food Services' facilities, Grounds, University Farms and Off-Campus property will be submitted as follows: 1. Housing and Food Services reports - Assistant Vice President for Housing and Food Services; 2. Grounds maintenance and repair reports - Grounds Di rector; 3. University Farms reports - Superintendent of University Farms; and 4. Off-Campus Property reports - Director of Land Management. f. Within two weeks after receipt of a Safety_ Inspection Report, the unit will prepare and submit a response to the Director of Safety, Department of Public Safety with a copy to the Insurance and Risk Manager, giving comments, proposed course of corrective action, and the time frame in which corrective action will be taken. IT IS THE RESPONSIBILITY OF THE UNIT RECEIVING THE RECOMMENDATION TO TAKE CORRECTIVE ACTION. When the unit lacks adequate funding, request should be made through normal administrative channels in order of priority. ( g. The Department of Public Safety shall conduct follow-up investigations to insure that corrective actions have been accomplished. The Department of Public Safety will recommend to the Vice President for Administration & Page : Date: 35 . 7 6/ 30/82 (INSURAN CE & RI SK MANAGEMENT DEPARTMENT CONT.) Public Affairs , or his / her designee, that t he ope ration be closed if, in the i r judgment t he hazards cou l d resul t in severe injury or death to students, employees, or visitors. IV . INSURANCE ON VEHI CLES A. University-Owned Vehicles 1. The University carries bodily injury and property dama ge insurance to cover the University's legal liability. The University and its authorized driver are covered in the event of negligence resulting in the damage to property of others or bodily injury to third parties within the limits of the Michigan No-Fault Act. 2. The University does not carry collision insurance to cover damage to University-owned vehicles. 3. Damage to University vehicles owned by departMents is the responsibility of the de13artment. A portiom of the cost of repairs to a Motor-Pool-owned vehicle is charged to the department using the vehicle when the damage occurs. B. Privately-Owned Vehicles ( 1. The University does not carry property damage or personal liability insurance for the protection of the owner of a privately-owned vehicle. 2. Those using privately-owned vehicles on University business trips should carry insurance in an amount that will cover their legal responsibility. (; (INSURANCE & RISK MANAGEMENT DEPARTME NT CONT.) C. Qualification of Drivers Page: Dat e ; 35.8 , 6/ 30/8 2 1. A person driving a University-owned vehicle must have a valid U.S. or Canadian driver's license, must be experienced in handling the type of vehicle requested, and must have a satisfactory driving record. The responsibility for enforcin g these requi rements rests with the Department Chairperson . . 2. Graduate assistants may be assigned and drive University vehicles on authorized trips. Students (e xcept graduate assistants) may dri-ve only if they are accompanied in the same vehicle by an employee to whom the vehicle is ass i gned or if a special request for authorization to drive has been filed by the Department Chairperson and approved by the Director of Budget and Planning. A copy of the approved authorization should then be sent to the Insurance and Risk ~anagement Department . D. Passengers - Unauthorized persons are not permitted to ride in University vehicles. E. Reporting Accidents 1. The driver of an MSU vehicle involved in an accident must immediately report the accident to the Police Department in the enforcement jurisdiction. 2. Driver of the MSU vehicle, or an authorized representative of the Department, must fill out form No. Z4300080, "Michigan State University Automobile Accident or Loss Notice Report. " (See page 35.11 and 35.12) This form may be found in the glove compartment of each MSU ,, Page : Date : 35.9 6/ 3D/ 82 ( INSU RANCE & RISK MANAGEMENT DE PARTME NT CONT. ) vehicl e or obtained from the Insurance and Ri sk Management Department , 372 Administration Building , ( 355-5022 ) . 3. The Automobile Accident or Loss Notice Report form must be deli vered to t he Insurance and Ri sk Management Depart me nt on t he day of the accident or as soon as practicable therea ft er . 4. Drive rs of MSU vehicles involved in accidents shoul d ma ke ( every effort to ob t ain the name, address and telephone numbe r of insurance companies or agents co vering the othe r vehicles involved. 5. Accidents involving inj uries should be re por ted at once by telephone to the Insurance and Risk Management Department, 355-5022, 8:00 a. m. - 12:00 noon and l :00 p. m. - 5:00 p. m. Monday through Friday and, The Department of Public Safety, telephone 355-2221 at all other times. 6. Accidents involving injuries to employees should also be reported to the Workers Compensation Office, telephone 353-5394. 7. Proof of insurance coverage for University-owned vehicles may be ordered from the Insurance and Risk Management Department. V. PROFESSIONAL LIABILITY PROTECTION A. MSU employees who are working within the scope of their duties and students and volunteers who are performing services on behalf of or under the direction of the Unive rsity are covered by the University ' s professional liability self insured fund . B. Coverage is provided for the rendering of or failure to render professional services. (; ( Page: Date: 35.10 6/30/82 (INSURANCE & RISK MANAGEMENT DEPARTMENT CONT.) VI. TRAVEL ACCIDENT INSURANCE Michigan State University carries a blanket travel accident policy on all employees who suffer accidental death or dismembennent while traveling on University business . VII . ADDITIONAL INSURANCE A. Additional or supplemental insurance purchased by University depa r tments, regardless of the source of funds, may duplicate existing protection and result in inherently unequal University paid insurance coverage between units and employees. Therefore, no insurance policy of any kind may be purchased directly with any insurance carrier by a University department. All existing policies purchased by departments with University funds should be allowed to expire at the end of the current policy year and should not be renewed. B. Should exceptional circumstances indicate additional protection is desirable, a request for property or liability insurance must be made to the Insurance and Risk Management Department. A request for life, medical and disability insurances must be made to the Office of Employee Compensation and Benefits. Page : Date: 35 . 11 6/'30/82 Ferm ·No. Z43DOOIIO MICHIGAN STATE UNIVERSITY AUTOMOBILE ACCIDENT OR LOSS NOTICE REPORT Bodily Injury - Property Damage to Others - Damage to MSU Vehicle 1. MSU VEHICLE DESCRIPTION MSU Vffl icle NO. IYHr Moael I Bodv Style I Reo ist,alion No. I Motor Numbff I Seria l Nu m ber Purpm.P tor whiC"1 car was beif'IV uM'd 2. DATE. TIME. PLACE OF ACCIDENT - MSU DRIVER Dllf <' I HM I City Na""' of MSU Dr iver Ort v.r' s L icmw No . E mploy~· St111tus LJ R~ul er 0 Grad. A sst I Home Aodrns : Number 0 Other ISPKifv) W ,1S llr cictrnl reporte-d to th!' police? O ves D NO Wa s III c,t.ai!lon i~Vftl? Ov .. 0No To whom? Q wnere? I SI••• I Location < Wtt!. 1n10// ///,:'7., J ;/k;;:.;:/ ::~-·~.~~}::{ -:_·-:~;;~; .;~::J I " ,, . ,, . :, I '-PCHIG>. N STA7E l ,: \ ; \.'E R S I TY FE O. TAX ID,,, :? ;-:, - t: 0 (, ~ t"" " ';/ STATE TA X IC.4' s e f.- ·J3t>C: -:- 2 Page: Date: 55 . 20 6-30 -8 2 CO -PA -42 DIRECT DEPOSIT AUTHORIZATION PLEASE PRINT Soc . Sec. No. ~' ~'~~1-...... I _..._I _l._-_,_I _..._I ~'~'~'Check One: 0 Salary Stu No IO IO IO I -I I I - I I Name I I j~j ..__I _,__I ~' _.__j _._I ~J j j J I J I I Last j M .I. First 0 Graduate Assistant Is thi s a change in Financial Institution? 0 Hourly 0 Summer School I authorize Michigan Sta te Unive rs ity t o deposit the net amount of my regular payroll check to my account in: Name of Financ ial lnst 1tut1on City Attach a Deposit Ticket to th is Direct Deposit Authorization I I I I I I I I I I Ac c ount N um ber Including Dashes ·o Checking 0 Yes 0No 0 Savings X ________________________________ _ Employee Signature Date MSU ,s an A ff irmative A c t,o n: Equal Opportun,ry lnsfltut,on M 1ch1gan Stace Umvers,ry Printing I wish to discontinue deposit ot my payroll check in : - - - -~~ - - - , - - - - - - - - - - - - - - - - - - - I I x ______________________________ _ Account Number Including Dashes 0 Checking Name of Financ ial lnstitut,on 0 Savings I ,1 I I 0 -1309 1 Employee Signature Date Page : Date : 55-.21 6-30-82 NAME DEP. IDENTIFICATION NO. S.S. I ACCT. OR JOB NUMBER DEPT. COE. I TIME RATE AMOUNT DAYS t J 0 N 0 T ',\ ;; I T E ! i I NAME !PR INT LAST NAIil: FIRST ) I IDENTIFICATION NUMBER I i ACCOUNT NO. LEAVE BLANK l OBJECT CLASS i BLDG. NUMBER I DIV . NO. ! I PHYSICAL PLA NT ONLY DEPARTMENT NAME TIME I I I UNIT 0 HOURS D MONTH I GROSS AMOUNT OF D DAYS O EVENT TIME 0 WEEKS O OTHER RATE : n,v N O TITLE ~. \?E';:. 1r1 I ! ' I I hOIJ~S TENTHS ! I I I I I I I I I i i I I I I ! I I I i l I ' I I ! MONDAY TUESDAY WEDNESDAY : THURSDAY FRIDAY SA TURDAY SUNDAY MONDAY TUESDAY WFDNESDAY THURSDAY FRIDAY SATURDAY SUNDAY TOTAL FOR PERIOD NAME I A 6 0 V E DEPT. HEAD T >, I s DEAN OR DIRECTOR L I N E APPROVAL DATE DAILY TIME RECORD PAY PERIOD 19 __ 19 __ FROM TO APPROV ED FOR PAYMENT .. 'origin<'II sign~ture ' I I I I DC NC:' ro~o S :' .:., CLE -,_:.. - c 7"d 1~ c; " C .._ ... r"..,._,, I t 2 3 4 5 I J , 1 10 11 12 13 14 ,, 16 111111 20 121112 n 24 212121 212'1JO31ll33:l4l536 n 31 39f4ii]41 J42 43 44 45 4147 41 4! 50 5~ 5213 5415 56 5ilsa s, 60 61 62 6J .6us 66 67 61 69 10 !11 72 JJ 7" 711, 77 1111 ao Ill IDENTIFICATION NUMBER I I ,o~c~ru~tiR If l AMOUNT I TIME L, RATE Page: Date: 55 : 22 6-30-82 _____ N_A_M_ E _ ______ ~: D_ E_P_. __ I_D_EN_ T_I_F_IC_A_T_IO_ N NO. I S.S. ' ACCT. OR JOB NL.'~BER I DEPT. CDE. i TIME RATE AMO U NT STUDENT PAYROLL CARD PAY PERIOD JQ FROM lQ TO NOTE THI S PA YM ENT CMH;O T EE M A D E U N LESS A. W . .J. fORM SATU~DAY __ :_L---j R t-------------------------- ,\ 11s FILE D W ITH PA Y R'.::LL ors ACC OMP A NIES TH IS ( A RC N~EtRT~riY T~: iD: ~i 6~~i~ Gw:cl E~ROL; !~ /~ t ~~ H~';_~N ;,~:~;i 1 U COVERED BY TH lS TI M E CARD NAME {PRINT LAST NAME FIRST i IDENTIFICATION NUMBER ACCOUNT NO. LEAVE BLANK O BJEC T CLA SS j SLD~ . NUMBER : Di\l . NO i PHYSI C"-L PLAN T O NLY ' DEPARTM ENT NAM E TIME RATE I UNIT D OF D TIME 0 HOURS O MONTH DAYS O EVENT WEEKS O OTHER GROSS AMOUNT HOLJa ' DAYS --+--'-'"_1,_11_+-----11 1· I •:.· _ . . l MONDAY TUESDAY WEDNESDAY I C ~T~H-UR=S-D~A~Y--+---+--+-----<1 T FRIDAY I 1 1 I 1 SUN DA-;--i ! I MON()~A~Y ---,.-- - -- TUESDAY WE DNESDAY - THURSDAY FRI.JAY SATURDAY SUNDAY TOTAL FOR PERIOD A - -i' g I ·; ~ I' . I DEPT. HEAD DEAN OR DIRECTOR L I N E APPROVAL DA TE DO NOT FOLD · STA PLE OR MUTILATE THIS CA RD I Z J 4 I I 7 I I 1111 12 13 14 15 11 11 1119 28 21 12 23 14 25 2127 21 ZS 30 31 :II :II M 35 3137 ll JS 48 41 41(J4445 41 47 • ., SI 51 51 53 5' 5' 5i 51 51 SUC 11 '2 '3.64 SS &6 &7 61 69 70111 n Jl 14 75 71 n 1119 60 .... ---·. -~ ... _.,. ..... , ..... , . F o rm No . CO- pa•25 a Page: Date : 55 .23 6 - 30 - 8 2 APPROVAL FOR OVERTIME HOURS FOR NON-EXEMPT EMPLOYEES Michigan State Un i versity Name of Emp loy e e - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Soc ial Secur ity No . - - - - - - - - - - - - - Date(s) overt ime -will be in cu r r ed - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Es ti mated number of overt ime hours ___ ___ _ ( Compe nsat ion for overtime 0 Pay D Time off { Reason for ov e r t im e - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Signatu re - - - - - - - - - - - - - - - - - - - - - - - - - - - De pa r t men t C hai rman or Su per vi sor S ign a tu r e - - - - - - - - - - - - -= - - - - , , - - - - - - - - - - - - - - E mployee Date Date Mon . Tue. 'Ned . T hu. Fri . Sat. Sun . To tal Record of Overtime Date Overt ime hours Compensation Time off (indicate dotes and hou r s ) - - - - - - - - - - - - - - - - - - - - - - - - - Poy ( indicate date paid and hours) INSTRUCTIONS : 1. Each department is responsible for maintaining a record of overtime hours earned and when and how compensated . This record must be retained for 3 yea rs. 2, Overtime must be approved in advance by department chairman or supervisor on a weekly basis ending with Sunday . 3. Complete a separate form for each employee, includ ing student employees. 4. Overtime hours worked must be recorded daily. 5. Compensation for overt ime should be determined by t he supervisor or department cha irman . 6. When an employee is to be paid for overtime hours, overtime card with the next re gular labor payroll . should be reported on the payroll overtime card. process a payroll Overtime hours only 7. Employees should sign this form to indicate that they understand how compensat i on wi ll be given . O -e 246 MSU is an Affirmative Action/ Equal Opportunity Ins titution Page: · Date : 55 . 24 6- 3 0 -82 ; .t ,_ ______ NJI_ ~~------~O_E_P~-~-"IO~E_N_T_IF~ICA~T~IO~N_NO~-~~S_.S~. _A_CCT_. OI_J_O_I_Nl_llUEl_~_Dm'_._CDE.~~ -TI_M~E-~ __ RA_TE __ ~ ___ AM_O_U_NT _ _ _ NAME (PHO' LAST UMf RIST) I I HOURS TE NTHS DAYS 1 .. IOEIITlACATION NUMIEll I I I ACCT. Oil ,08 NUMBER I OBJECT CLASS I SI.DG. NUMBER I DIV. NO. I PHYSICAL LEAVE lllAHK ,. Pl.ANT ONLY OEPARTMUH NAME TIME I I UNIT D HOURS 0 OF D DAYS D EVENT TIM~ D WEEKS Q OTHER I 1 MONTH' I.ATE GROSS AMOUNT MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATIIRDAY SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY SUNDAY TOTAL FOR PERIOD DAILY TIME RECORD PAY PERIOD fllOMI 19 _ _ 19 __ . !TOI APPROVED FOR PAYMENT AS"MU "'" D 0 N 0 T w R I T E A a 0 V E T H I s OfAN OIi OIIIECTOII L I N E APPROVAL DA TE 0£PT. HfAD 1,,,.,.1 ..,,...,-.i - -- ltt 1 2 J • 1 1 1 1 1 • 11 au M 15 • n 1111al2tlzz2:12e is an a a a JI Ru :Ma au a al411141142 a .. • • fl•• 51S1lsrSJMl55111!51111111 a 1:11M1G a; u 1111 •111 12 n 1,115 • n 1111 • IDENTIFIC.l TlON NUMIER I DEPT. I ii mu NAME RATE I n, I I ~c~£R m AMOUHT I TIME L, DO NOT FOLD - STAPLE OR MUTILATE THIS CARD RED - Hourl y e x cluding Clerical-Technical GREEN - Clerical-Technical BLUE Salari e d Non-Academic ( ( Page : Date : 5~ . 25 6-30-82 CO-PA-40 (PIBIISB Print) EARNED INCOME CREDIT ADVANCE PAYMENT CERTIFICATE This certificate expires on December 31, ___ _ Form W-5 Social Security Number Last Name First Middle Student Number Number and Street City State Zip Code Salary D Labor . D Grd Ast D Student D NOTE: If you file Form W-5 with an employer to receive advance payments of the earned income credit fo r - - - - - , you must file Form 1040 or Form 1040A_ for . If married, you must file a joint return. Year , . 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 0 · 11499 Michigan Stat• UnivMSity Printing ( Date : 6-30-82 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 Contractors Insurance and Risk Management 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.l 65.1 55.14 Da te : 6- 30 - 82 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 Library - Database Searching Services 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 Universit y Publications, Office of 200 205 210 215 220 225 230 235 236 ·240 245 250 255 260 265 270 275 280 285 290 Page: Date : 200 . 1 6-30-82 ALTERATIONS AND IMPROVEMENTS OF FACILITIES I. POLICY A. To insure integration with existing University facilities and to comply with safet y and buil d ing codes, statutes, regulations and University specifications, .all alterations or improvements to the facilities of MSU must receive proper authorization. B. All interior alterations or improvemen ts are under the initial j urisdiction of the Office of Facilities Planning and ;,pace Man a gement , 412 Olds Hall , Telephone No. 355-18 4 6. C. Before undertaking any alteration or improvement within a building , departments must: 1) obtain approval from Facilities Planning and Space Management 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 e x isting building is a change which requires a modification to the walls, floors, ceilings , utilities , attachment of furnitures or partitions to such sur faces. E . Installation of equipment which will change consumption of utilities is considered an alteration within the building. Page : Date : 200 . 2 6-30-82 (Alterations and Improvements of Facilities cont.) II . I NITIAL 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 Facilities Planning and Space Management. B. Facilities Planning and Space Management 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 Facilities Planning and Space Management. 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 Facilities Planning and Space Management 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 Facilities Planning and Space Page: 200 . 3 Date: 6-30-82 (ALTERATIONS AND IMPROVEMENTS OF FACILITIES CONT.) Management, requesting that the project be undertaken in accordance with the estimate received. All accounts to be· charged and corresponding amounts must be clearly specified on the form. IV. , AUTHORIZATION - Facilities Planning and Space Management will either approve and inm1ediately forward the request to the Physical Plant Division or, depending on the total cost involved, will hold it for approval by the Board of Trustees at its next regular monthly meeting before forwarding it. V. DOCUMENTS A. After the alterations or improvements are authorized, the project is then designed and all construction documents are developed. Departments must allow adequate time for this phase of the project. B. Some work will be performed by University service units, but frequently, competitive bids are solicited from outside contractors and once accepted, a contract or purchase order is issued to the successful bidder. VI. OBLIGATIONS OF CONTRACTORS - SUPERVISION, INSPECTION AND PAYMENT A. Contractors working on University property must: 1) carry proper insurance coverage; 2) satisfy equal employment opportunity requirements; 3) provide necessary bonding; 4) assure quality of materials, workmanship, and completion of the project. Page: 210.1 Date: 06-30-82 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 Michigan State University colleges and departments, and the development and implementation of University management information systems. II. REQUEST FOR SERVICES A. Programming Services Requesting department must send a Request for Progrmming Suppo~t form (available through General Stores) to the Administrative Data Processing Department outlining the programming services required. Requests for programming services not submitted on a Request for Programming Support form will be returned to the requesting department. See Exhibits I and II, pages 210.9 and 210.12 requesting instructions on completing the Request for Programming Support. Completed requests should be carried or mailed to the Department Office, Room 2 Administration Building. B. Signature Digitization Signatures may now be digitized for a fee for use on output from the Xerox 9700 Page Printer. Depending on the use of the signature, two (2) security levels will be observed. 1. Level 1: Signatures for forms or output that have no security requirements will be permanently housed in the Xerox 9700 Page Printing System. The user will sign a release and the release will be retained as the documentation of authorization. Scheduled productional use of the signature can be made without user intervention. (Admini strative Data Processing Department Cont.) Page: Date : 210.2 06-30-82 2. Level 2: Signatures for forms or output that have security requirements will be retained by the use r on either of the following media: a) A magnetic tape of the signature only. b) A disk pack with the signature and other related secured data such as check encryption, accounts numbers, etc. Usage will be controlled by the owner of the signature. Production will be scheduled during regular business hours and monitored by the user. C. Pr oduction 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, Room 47 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. Page: Date: 210.3 06-30-82 (Administrative Data Processing Department Cont.) D. Equipment Acquisitions 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 and will consult with the user department, as required, 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. E, 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). Page: Date: 210.4 06-30-82 (Administrative Data Processing Department Cont.) . 2. Remote Terminals - attached to our computer by modems, telephone line and broad band cable. a. For use in CICS (1) IBM 3767 printer/keyboard terminal (or plug compatible). 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. F. Equipment Repairs 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: Page: Date: 210.5 06-30-82 (Administrative Data Processing Department Cont.) 1, Machine type Location of machine 2. 3. 4. Office address and phone number of the contact person Person to be contacted 5. Description of the malfunction or service required G. Cost Estimates Cost estimates for services will be prepared, at the user department's request, by Data Processing. The requesting department will, after reviewing 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 individual 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 issue. 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/program bases resides with the functional file owner as listed on the next page: (Administrative Data Processing Department Cont.) Page: Date: 210.6 06-30-82 Data Files Functional File Owner Student Records Registrar Admissions Alumni Development Fund University Business Budget Academic Personnel Office of Admissions Alumni/Donor Records Development Fund Assistant Vice President for Finance Office of Planning and Budgets Provost Non-Academic Personnel Director of Personnel D. 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 requester 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. LONG TERM RETENTION TAPE FILES Data Processing has implemented a tape library management system (TLMS II) during the past year. All procedures using tapes have undergone conversions to meet department standards. All procedures will access tape files through the use of the data set name versus the current method of tape numbers being assigned by a scheduler. (Administrative Data Processing Department Cont.) Page: Date: 210.7 06-30-82 All long term retention tapes (files which are retained for a period equal to or exceeding one year) will be physically exercised through this conversion. All unreadable files will be identified and users notified by Operations Support personnel. A copy of the files will be retained in off-site storage and a second copy in Data Processing for productional use. Off-site tape files will be exercised yearly and completely copied to a new tape every three years. Off-site tape files will also be used to recreate a productional file should it become unreadable or destroyed. Users will be provided a listing of their files on a quarterly basis and will be allowed to extend necessary retention dates through the use of the quarterly report and memos to Data Processing. Operations Support staff will be responsible for the initial conversion. They will also be responsible for all resolutions regarding problems and unreadable tapes during the conversion. Following the conversion, the responsibility for long term tape retention will be in Production Control. V. METHOD OF PAYMENT Payments for services rendered to the user department is made through charges to departmental 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: Date: 210.8 06-30-82 (Administrative Data Processing Department Cont.) VI. 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 a 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. Page: Date: 210.9 06-30-82 (Administrative Data Processing Department Cont.) EXHIBIT I REQUEST FOR PROGRAMMING SUPPORT COMPLETION GUIDE The information which follows is provided asia guide for preparation of the Request for Programming Support form. The sections (numbers) listed refer to specific areas on the form. Sections (numbers) not referenced are for Data Processing internal use only. (See page 210.12) SECTION EXPLANATION (4) The name, address, andd phone number informs ADP who the requestor is and for what department the work is required. ( 5) (6) The date is the day you write your request. The contact person is someone, other than the writer of the request, who is responsible for working with ADP. If the writer and the contact are one and the· same person, (6) should be left blank. (7) Please provide your six digit University account number against which the work should be charged (even if the work is billed as "courtesy"). ( 8) Some departments require the authorization of specific persons before obligations can be assumed for that department, no matter who has requested the service or obligation. If your departmental policies require an authorized signature, please provide ADP with 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 whenever possible. Page: Date: 210 . 10 06-30-82 (Administrative Data Processing Department Cont.) (9) Please specify the type of work you wish 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. Cost Estimate should be checked when you are asking "How much would it cost if I wanted 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 time 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 marked only if you are revising a previous "Request". Please indicate the document number of the prior request. ( (Administrative Data Processing Department Cont.) Page: Date: 210.11 06-30-82 (10) On-going systems and programs have been assigned a project code. The code contains one letter and two to four numbers (e.g., H0504). If you have existing project codes that relate to your request, please provide them. If no project code has been assigned, or you do not know the code, leave this section blank. ADP will complete it. If you know the name of the system, or particular report that relates to your request, please provide this information for clarification. ( 11) The subject is a brief synopsis of your request. It is comparable to the "SUBJECT" line of a memorandum and is used for identification of your project on printed PCS reports. Please limit this line to no more that forty (40) characters. ( 12) 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. ( 13) Some rank ,ordering is necessary, if you have multiple requests pending, to insure that ADP resources ar directed to the more important, or more immediate, needs of the University. You need then not enter a number; "ahead of XXXXXX" will suffice. You will 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. (14) The specifics of the request should be detailed. Use additional sheets as necessary. Include any sample reports you have. "'""11":·' ~ ---~. " t·"» ~ tr"- ~y * MICHIGAN STATE UNIVERSITY ( l ) ADMI NISTRATIVE DATA PROCESSI NG \ ~ eifcooe"":"~~:::"' Q . Page.~ 210.1 2 j . f 2) Date·i' 6-3 0-82 REQUEST FOR PROGRAMMING SUPPORT OOCUMENT NUMBER ' EXHIBIT II Send to: Data Processing - Programming Request Room 2 Administration Building 353-4420 ( 3} This section to be completed by Requestor (Typs or print In black ink) REQUESTOR'S NAME, TITLE, DEPARTMENT PHONE DATE PREPARED AUTHORIZING SIGNATURE{S) ( 4 ). (4) ( 5) USER CONTACT, IF DIFFERENT THAN REQUESTOR PHONE ACCOUNT NUMBER (6) (6) ( 7) REQUEST FOR: ( 8) ( 9) 0 New System Development 0 Modification of Existing System 0 Cost Estimate 0 Special Request 0 Revision of Prior Document Number PROJECT CODE SYSTEM NAME (if appropriate) PROGRAM OR REPORT {if appropriate) ( l O) ( l O) SUBJECT OF REQUEST (Limit4()Chamctsr.;J ( 11) REQUESTED COMPLETION DA TE ( 12) PRIORITY INFORMATION ( l O) ( 13) DESCRIPTION OF REQUEST: Explain Briefly, 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 Order #140-2448, FORM DATA PROC PROGRAMMING REQ. of 25. This Section to be Completed by Data Processing DATE STARTED DA TE COMPLETED *PROJECT COMPLETION INFORMATION* Project Leader/Programmer Date Comments/Work Days APPROVA L ACCEPTA NCE SIGNATURES (if appropriate) Supervisor Requestor 0-12575 Michigan State Unwersity Printing MSU is an Affirmative Action/ Equal Opportunity Institution Stock # 140-2448 MSU 4Z7 {10/80) Page: Date: 235.l 6- 30-82 LIBRARY COPY CENTERS I. Library copy centers are available during normal library ho urs to copy material at five cents per copy . II. This se rvice can be paid for in cas h or charged to departmental accounts. III. One can copy their own material or at some cop y centers material may be left for cop y ing by the copy center staff. IV. No paper work is required for self serve cash sales. One simply copies the material and pays the cashier five cents for each copy made. V. Charge sales require that the cop y center attendant be given an account number to be charged, department name, and the department's main office phone number. Each month the char ges for the month will be total ed and a cop y of the ledger will be mailed to the address indicated on the ledger. The last amount shown on the ledger will represent the total of all charges for services completed during the previous month. This amount will be charged to the account by journal entry and will appear on the fund ledger for the current month. VI. A department wishing to have their copies mailed to them, may arrange this by leaving a properly filled out campus mail envelop and completing the charge form in advance. Page: 236.1 Date: 6-30-82 LIBRARY--DATABASE SEARCHING SERVICES I. Customized retrospective searches of online bibliographic databases are con ducted by librarians in the Reference Library, the Science Library and in a number of branch libraries. Current awareness searches which are run against each update of a database are also available. II. Rates charged are as specified in Library Policy and Procedure Statement 11.20 and are set at a level calculated to recover the cost of the following direct cost elements: communications, online connect time, offline printing ( and any royalties for online time and printing. Therefore, the total cost of a search varies with the amount of usage. The average cost currently ranges from a low of around $13.00 to a high of around $23.00, with the over all average at just under $17.00. Rates are subject to change without notice. III. For more specific information on databases available, rates or procedures for arranging for a search, contact a librarian in the Science Library or Reference Library as appropriate for the field of interest. IV. A search can be paid for in cash, billed to an in~ividual or charged to a university account. V. All searches are recorded on a log. Information logged includes all details of the transaction: vendor, date, file, total online time, number of prints, total charges; also, user name, address, organization, unit, account number and method of payment as appropriate. VI. A receipt is issued for each cash transaction. VII. Personal charges are posted to individual ledger sheets headed with the user's name and address. Each month the charges for the monthare totalled and a copy of the ledger sheet is mailed to the user with instructions for making payment. Follow up billings are made as necessary. VIII. Charges to organizations are posted to individual ledger sheets headed with the name of the organization, the department, address and account number. Searches completed during the month are listed individually with the follow ing data provided: user name, file searched, and total charge. Each month all charges for the month are totalled and a copy of the ledger sheet is mailed to the organization. Charges to MSU units are charged to the account by journal entry and will appear on the fund ledger for the current month. For outside organizations instructions for making payment are included with the copy of the ledger sheet. Follow-up billings are made as necessary. Page: 240.1 Date: 06-30:.82 MAIL DISTRIBUTION LABELS I. Departments of the University may order sets of labels for mailing official 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 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 Page: 240.2 Date: 06-30,,-82 (Ma il Dist ri bution Labe l s Cont . ) D ( ( ASSOC DIRECTORS MANAGERS DIRECTOR ASST DIRECTORS ADVISOR NON -ACADEMIC CODES ADMINISTRATIVE TITLES J K 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 (Mail Distribution Labels Cont.) Page: 240.3 Date: 06-30-82 ( L M DIRECTORS SUPERINTEND ASST DIRECTORS ASSOC DIRECTORS ASSOC DEAN COORDINATORS ARCHITECT EDITORS MANAGERS REGISTRAR EXC DIR ENGINEER ADMINISTRATOR AS,ST MANAGERS ASST CONT COORDINATORS ASSOC DIRS ASST DIRS SUPERVISORS AREA DIRS ASST MGRS MANAGERS ASSOC EDITORS DIRECTORS CURATORS SUPERINTENDENTS FIN ANALYST PUR AGENT CHIEF ACCT ANALYST ACCT SUPERVISOR {_, Page: Date: 240.4 06-30- 82 (Mail Distribution Labels Cont.) III. ORDERING OF LABELS - Send a memo requesting labels, signed by the Department Chairman or authorized representative, to Administrative Data Processing Department, Room 2 Administration Building. See Exhibit I, page 240.7 for example of requesting memo. If you wish a cost estimate prior to the production of the labels, please note "Cost Estimate" in the subject section of your memo. An estimate will be prepared and your approval required before the labels can be produced. If an estimate is not needed, your labels will be produced according to your specifications. IV. USE AND DISTRIBUTION A. The labels are pressure sensitive andd 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. 4. Distribution code as indicated in the following example: Sub-unit of college, office, or department Chairman College of Agriculture Department of Forestry D-M Page: 240. 5 Date : 06- 30.- 82 (Mail Distribution Labels Cont. ) C. The distribution code indicates the range of indi viduals 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) ALL (ACADEMIC & NON-ACADEMIC) IV, NUMBER OF LABELS - The number of labels that will be printed will va ry as administrative positions are adjusted. Currentl y, the number of labels produced for each distribution is as follows: Total Academic A - B - 35 61 C - 195 -1.2. D - J - K - L - 11 24 46 M - 111 Total Non-Academic TOTAL OF ALL CODES 502 (, (Mail Distribution Labels Cont.) v. CHANGES - Operating units should contact the Campus Mail Service, ( (telephone 355-8294) to initiate changes to the labels. Page: 240.6 Date: 06-30,~82 (Mail Distribution Labels Cont.) EXHIBIT I Page: Date: 240.7 06-30,-82 Date: ( TO: Administrative Data Processing 2 Administration Building FROM: (As Appropriate) SUBJECT: Mailing Labels Please provide set(s) of mailing labels, using the Manual of Business Procedures' code(s) delivered and charged to: Completed labels should be Department Building Name and Office Number Account Number Project Code (if known) Attention: <., Page : 275. l Date: . 6- 30- 82 ( RADIO BROADCASTING DEPARTMENT I. GENERAL - The Radio Broadcasting Department general office is located in Room 283, Communication Arts Building. Business hours are wee kdays, 8:00 a.m. - 5:00 p. m. ; however, staff members are on duty daily from 6:00 a.m . - l :00 a. m. The office telephone number is 355-6540. II. SERVICES OFFERED A. Instructional broadcasti ng to MSU students - Through the WKAR-FM su b-channel facilities, curricula r materials may be broadcast to students in the i r homes and dormitories via private radio receivers ass i gned to the students. For further information, call the General Manager. B. Preparing tape/cassette recordings for instuctional purposes - Arrangements made through Office of Operations Di rector. C. High-speed tape duplication - Rate schedules and additional information available through Office of Operations Director. D. Recorded copies of many of the National Public Radio (NPR) programs broadcast on WKAR Radio are available for purchase . Arrangements made through Office of Operations Director. E. Frequency measurements, 10 Hz to 110 MHz - Arrangements made through Office of Chief Engineer. F. Consultation and advice on purchase and installation of audio recorders and other studio equipment, two-way radio systems, and interpretation of FCC Rules and Regulations - Arrangements made through Office of Chief Engineer. III. FORMS TO BE USED - Initial contact should be by telephone. Radio Broadcasting Department will provide the appropriate form for the service requested. IV. STATEMENTS - On completion of serv i ce - Journal Entry Req uest (University Stores Stock #140-2528) will be sent to Accountin g De partment. Duplicate copy will be sent to department ordering service . Page: Date: 285.1 6-30-82 Michigan State University MANUAL OF BUSINESS PROCEDURES UNIVERSITY PRINTING 1. Location & Hours 2. Services Provided 3. Ordering 1. University Printing, Telephone No. 355-6610, is located in the Central Services Building. Office hours are Monday through Friday, from 7:30 12:00 a.m. and 12:30 to 5:00 p.m. to 1. Through the use of a University account number, charged on a time and materials basis, Univer sity Printing offers the following services to all departments on campus: a) offset duplicating or printing; b) typesetting, pasteup and keylining; c) camera and platemaking for the reproduction of; 1) booklets, business cards, business reply envelopes, form letters, index cards, illustrated brochures, maps, memo pads, newsletters, postal cards, ruled forms, consecutively numbered forms or sets, sta tionery and other related items from a choice of all weights and colors of paper; 2) collating, folding, hole drilling, padding, paper cutting, perfect binding, stapling and other related finishing operations; 3) soft covering for books. 2. University Printing is the official source of University stationery. 3. Phototypesetting equipment with communications options for computers and word processors will be available after September 1982. 4. A photographic duplicate (called a PMT) of your artwork, form or type can be reproduced. The camera will accommodate originals as large as 28" x 38". The camera range is from 200% en largement to 20% reduction. The largest duplicate print is 14" x 24". Screen prints can be repro duced using this process. 1. Printing orders can be requested via Campus Mail Service, accompanied by a memo containing the following information: a) account number to be charged; b) quantity; 3. Ordering (Continued) 4. Copy Centers Page: Date: 285.2 6- 30-82 c) name and telephone number of a person to contact in case additional information is needed; d) room number and building where finished job is to be delivered; e) a sample of the item to be printed, if it is a rerun or repeat job; f) instructions concerning color of paper or ink color, printing on one or both sides; and · g) date when job is needed. 2. More complex jobs should be covered by a personal visit to the office of University Printing. 1. There are seven copy centers operated by Univer sity Printing to provide convenient and fast duplicating and collating service to all units on campus on a first-come, first-serve basis: a) Agriculture Hall, Room 47, Telephone No. 355-1918 ; b) Anthony Hall, Room 116, Telephone No. 353-7796; c) Berkey Hall, Room 10, Telephone No. 355-6621; d) Eppley Center, Room 5, Telephone No. 353-7250; e) East Fee Hall, Room E-111, Telephone No. 353-6667; f) Life Science, Room B200, Telephone No. 353-8716; g) Natural Science, Room 133, Telephone No. 353-3911. 2. Requests for copying service can be made by: a) completing an order form at the corresponding Copy Center; or b) If the order is sent via Campus Mail Service, a memo supplying the information is required by University Printing . 5. Proofreading 1. A copy of the material to be proofread can be reviewed at University Printing, or it will be s ent to the department via Campus Mail Service. Silverprints are available upon request. The proof and original copy must be returned marked approved or with corrections indicated to University Printing. 2. Proofreading is the sole responsibility of the department requesting the printing order. 6. Delivery of Job 1. University Printing delivery services is pro Page: Date: 285.3 6-30-82 7. Charges 8. Statements vided in conjunction with MSU Stores. 2. For the convenience of the ordering department finished material may be picked up at University printing. 3. A numbered receipt will accompany each delivery and must be signed by a person authorized to r.eceive the delivery. 1. University Printing charges all services on a time and materials basis and has no provisions for cash transactions; therefore, payment is accomplished by a charge to departmental accounts. 2. Responsibility for requests for service to be charged against any account number rests upon the department having jurisdiction over expendi tures charged against that account number. Only such services as can be paid out of favorable balances are to be requested. 1. Departments will be furnished a monthly state ment showing a brief job title and description and total cost charged to the account. A cut-off date of the 25th has been established to facili tate posting of ·account charges for all months except June, which is extended to the 30th. Charges for jobs completed between the 25th and the last day of the month will be posted to the following month. 2. The total of all job charges against an account number for the month will be posted to the monthly Fund Ledger issued by the Accounting Department, Office of the Controller. shown on the monthly statement submitted by University Printing does not agree with the amount shown on the Fund Ledger, the department should advise the Office of the Controller, Accounting Department, Telephone No. 355-5000. If the total Page: Date: 305.2 6-30-82 (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 appointment form. To maintain proper ac c?unting control over the accounts, no payments can be ( made until the appointment form is properly completed, signed (the signature of the Dean of The Graduate School is no longer required), and received by the Fellowship Section of Contract and Grant Administration. IV. FEES If the fellowship appointment provides for payment of fees, the student will receive 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 traineeship are not required to sign oath cards. Date: 6-30-~2 MANUAL OF BUSINESS PROCEDURES - VOLUME II Michigan State University Index - Continued Service Areas Leasing Office Machines Library Copy Center Library - Database Searching Service Mail Distribution Labels .Motor Pool MSU Press Oath Cards Office Services Patents Photo Lab Physical Plant Postage Printing, University Publications, Jointly Funded Publications of Materials Publications, University Purchasing Radio Broadcasting Retention of Fiscal Records Retention of Non-Fiscal Records Returning Merchandise to Vendor Scholarship and Loan Fund 255.3 235.1 236.1 240 . 1 245.1 250.1 305.2 255.1 315.10 265.1 ·260 .1 325.1 285.1 330.1 205.5 290.1 270 . 1 275.1 335.1 340 . 1 270.6 315 . 5