( ( MICHIGAN STATE UNIVERSITY omCE Of THE CONTROUER 30' JOHN A. HANNAH ADMINISTRATION BUILDING TELEPHONE (517) 355.5020 November 15, 1985 MEMORANDUM EAST LANSING • MICHIGAN • 48824-1046 TO: Deans, Chairpersons, Directors and Department Heads FROM : Lowell E. Levi, Controller ;/ /P"' SUBJECT: ANNUAL UPDATE TO THE MSU MANUAL OF BUSINESS PROCEDURES Revisions to the Manual of Business Procedures dated September 30, 1985 are enclosed. Pages of the sections referenced below should be substituted for corresponding pages dated earlier. A special addition to this year's update is a listing of section/page numbers and the appropriate dates that should be contained in an up-to-date manual. Your sec of manuals should first be updated with the enclosed pages. Then if your set is missing particular pages when compared to the listing, you are encouraged to seek those copies from other offices close to your own if possible. Otherwise, you may contact the Controller's Office for a copy of those pages. A brief explanation of the changes follows: VOLUME I Introduction - Revised information about manual in general, including where personnel procedures are available and contacting Controller's Office for department name and location changes. Page numbers added. Table of Contents - Added new section: 19, Equipment Depreciation Policy for Revolving Accounts. Page numbers added. Section 1 - Updated terminology within section. Section 5 - Revised explanations of new revolving account, clearing and deposit account, and agency account - student organization request forms along with examples of the forms. Section 10 Clarification of billing services available. Section 15 - Procedure for maki ng deposits with the Cashier ' s Of fice written more explicitly. Notation of armored car service under security item. ( Section 16 - Check cashing charge increased to 75~ from 60 ~; serv ice char ge for returned checks i ncreased to $10 f rom $9. 1\tlSL· c.s an .Vfirmatit •e A ctio n / Eq ual Oppo rtu nity In st itutio n ( ( ANNUAL UPDATE TO THE MSU MANUAL OF BUSINESS PROCEDURES November 15, 1985 Page 2 Section 19 - New policy on depreciation reserve for equipment purchased from revolving account funds. - New expenditure classification codes are 017 - Workers Section 20 Compensation and 099 - Equipment Not Owned by MSU. Code 030 changed to Freight with description. Useful life o; equipment changed to two years or more. Section 25 - Change in financial responsibility of departments for vehicles damaged. Section 35 - Clarification of qualified drivers of University vehicles. Section 43 - Procedural change for placing stop payments. Section 55 contractors. Change for payroll cash advances. - Examples of updated forms. Updated procedure for independent Section 70 - Change of procedure regarding in-state travel authorizations noting if and when travel voucher authorizations are required. Section 75 - Change in travel voucher with procedures referenced in Section 70. Index - Subjects and section/page numbers updated; page numbers added. VOLUME II Table of Contents - Added new sections: 223, Interior Design; 265, Instructional Media Center (replacing old Photo Lab section). Page numbers added. Section 200 - Updated procedure for requesting estimate and services. Section 210 - New item Network Access added. Equipment Acquisitions item replaced by Equipment Considerations. Explanation of RPS form elements deleted and replaced by RAS form with elements described on reverse side of RAS form. Section 215 Change in hours of operation. Section 220 - Entire section updated with more explicit information. Special attention to page 220.8 is recommended regarding shipment of materials by express mail service companies. Section 223 - New section outlining requests for interior design services. Section 225 - Change in hours of operation. Section 230 - Non-professional services redefined. Section 235 - Procedures expanded and clarified. ANNUAL UPDATE TO THE MSU MANUAL OF BUSINESS PROCEDURES November 15, 1985 Page 3 ( ( Section 236 Noted additional locations where service is available. Section 240 - New form required for requesting mail labels. Section 245 - Qualification of drivers of University vehicles definition expanded. Section 260 - Procedure updated and clarified. Section 265 - New procedures for Instructional Media Center, replacing Photo Lab procedures, since photo lab services are available through IMC. Section 270 - Entire procedure updated. Section 280 - Telephone services updated, department now named Telecom Systems. Section 290 Procedure updated with current services available. Section 300 - Addendum to .former procedure highlighting required collection of sales tax from off-campus purchasers. Section 305 - New form included with updated procedure. Section 310 - Telephone number revised. Section 315 - Changes include 20 work days needed by Contract and Grant Administration to process gifts, handling gift checks, clarification of Board of Trustees' meetings, clarification for processing Cooperative Research Agreements, and inclusion of updated forms. Index - Subjects and section/page numbers updated; page numbers added. tw Enclosures Date: 9-30-85 MANUAL OF BUSINESS PROCEDURES VOLUME I PAGE LAST UPDATE PAGE LAST UPDATE i.l - i.2 TOC I. l - TOC I. 2 1.1 1.2 - 1.5 1. 6 1. 7 1. 8 5.1 5.2 - 5 . 6 5.7 5.8 10.1 - 10.7 12.1 - 12.4 15.1 - 15.7 16.1 18. 1 18.2 - 18.3 18.4 19.1 - 19.4 20.1 - 20.2 20.3 20.4 20.5 - 20.6 20.7 25. 1 25.2 25.3 - 25.5 25.6 - 25.7 25.8 30.1 - 30.3 35.1 - 35.7 35.8 35.9 - 35. 13 40.1 - 40.4 43.1 45.1 - 45.5 46.1 - 46.7 47.1 9-30-85 9-30-85 3-31-80 9-30-85 3-31-80 9-30-85 9-30-77 9-30-77 9-30-85 3-31-79 9-30-85 9-30-85 3-31-83 9-30-85 9-30-85 3-31-80 3-31-83 3-31-80 9-30-85 9-30-85 9-30-77 9-30-85 3-31-80 5-31-84 3-31-80 3-1-78 3-31-80 9-30-85 3-31-80 5-31-81 6-30-82 9-30-85 6-30-82 3-31-83 9-30-85 5-11-82 5-31-84 6-30-82 50.1 - 50.5 55.1 - 55.5 55.6 - 55.7 55.8 - 55.16 55.17 55.18 55 . 19 55.20 55.21 55.22 55 . 23 - 55.24 55.25 60 . 1 60.2 - 60.3 60.4 - 60.6 65.1 65.2 - 65.3 66.1 - 66.3 66.4 - 66.6 68.1 - 68.6 70.1 - 70.2 70.3 70.4 - 70.28 70.29 70.30 70.31 70.32 - 70.36 74.1 - 74.3 7-4.4 75.1-75.11 IND I. l - IND I.4 3-31-83 9-30-85 6-30-82 9-30-85 6-30-82 9-30-85 5-31-81 6-30-82 9-30-85 6-30-82 9-30-85 6-30-82 3-31-83 5-31-81 3-31-83 3-31-80 5-31-84 5-31-81 5-31-84 5-31-84 7-31-85 9-30-85 7-31-85 9-17-85 7-31-85 9-17-85 7-31-85 3-31-83 1-31-78 9-30-85 9-30-85 ( ( ( Date: 9-30-85 MANUAL OF BUSINESS PROCEDURES VOLUME II PAGE LAST UPDATE PAGE LAST UPDATE 315.1 315.2 - 315.9 315. 10 315. 11 315.12 315.13 - 315.14 320.1 - 320.3 325. 1 - 325. 3 330.1 335 .1 - 335.3 340.1 - 340.2 IND II. l - IND II. 3 3-31-83 9-30-85 3-31-83 9-30-85 9-30-77 9-30-85 5-31-84 5-31-84 9-30-77 3-31-80 3-31-80 9-30-85 TOC II. l - TOC II. 2 200.1 200.2 200.3 200.4 205.1 - 205.16 210.1 - 210.16 215.1 215.2 220.1 - 220.23 223.1 225.1 - 225.5 230.1 - 230.2 230.3 - 230.6 235.1 - 235.2 236.1 236.2 240.1 - 240.6 245.1 - 245.3 250.1 - 250.2 255.1 - 255.3 260. 1 - 260.3 260.4 260.5 265.1 - 265.5 270.1 - 270.10 270.11 - 270 . 17 275.1 - 275.2 280.1 - 280.6 280.7 280.8 285 .1 - 285.3 290.1 - 290.2 300.1 300.2 - 300.3 300.4 - 300.5 300 . 6 300.7 - 300.8 300.9 305.1 - 305.3 310.1 9-30-85 3-31-83 9-30-85 6-30-82 9-30-77 5-31-81 9-30-85 9-30-85 3-1-78 9-30-85 9-30-85 9-30-85 9-30-85 5-31-84 9-30-85 9-30-85 5-31-84 9-30-85 9-30-85 11-2-70 5-31-84 9-30-85 3-1-78 9-30-85 9-30-85 9-30-85 5-31-84 5-31-84 9-30-85 5-31-84 9-30-85 5-31-84 9-30-85 5-31-81 3-31-83 9-30-85 5-31-81 5-31-84 5-31-81 9-30-85 9-30-85 ( ( ( ( ( Page: Date: i. l 9-30-85 MANUAL OF BUSINESS PROCEDURES MICHIGAN STATE UNIVERSITY Introduction This Manual was compiled to assist individuals who have a need for information regarding proper University business procedures. All possible situations could not be covered in the limited space available; therefore, only generally applicable procedures are contained herein. Unusual problems should be referred to the department or administrative unit involved. The Manual has been divided into two volumes each with a table of contents and an index. Volume I contains general accounting and business procedures; Volume II contains information on specific service areas and miscellaneous functions. Each table of contents lists the procedures by title in section number order. Each index lists subjects with the section and page number referenced. The pages of each individual section are numbered by section and by page, for example page 25.3 is the third page (xx.3) of Section 25 (25.x), Field Trips. This numbering system ( facilitates both referencing and subsequent revising. Personnel procedures are specifically outlined in the following publications, published separately: Non-Academic "Manual of Personnel Procedures and Policies" Acade1:1ic Student "Faculty Handbook" "Student Employment Manual" MANUAL OF BUSINESS PROCEDURES (Introduction Continued) ( Page: Date: 9-30-85 i.2 All users are encouraged to make suggestions for improving the Manual. Suggestions concerning procedures from Volume I should be directed to the Controller's Office, 305 Administration Building. Suggestions concerning procedures from Volume II should be directed to the department responsible. The Controller's Office, 355-5020, should be informed of department name and location changes, so the manual updates, when distributed, will be sent to the proper office and location. If a department no longer needs a set of manuals (e.g., discontinued operations), the set should be sent to the Controller's Office for distribution to others. Normal updates, revisions and additions are made annually. If a department wishes to change or add a procedure, it should send the revision or new procedure to the Controller's Office, 305 Administration Building, telephone 355-5020. Urgent changes and/or additions will be made through the year as deemed necessary. IT IS IMPORTANT THAT NO PROCEDURE BE CHANGED WITHOU~ INCORPORATING IT IN THIS MANUAL. ( Page : TOC I. l Date: 9-30-85 MANUAL OF BUSINESS PROCEDURES - VOLUME I Michigan State University Table of Contents *********** CONTROLLER'S OFFICE Section Name Section IF ( Introduction Accounting for Departmental Transactions Account Numbers and Account Requests Accounts Receivable Budget Reallocations Cash Handling Check Cashing Encumbrance Adjustment Procedures Equipment Depreciation Policy for Revolving Accounts Expenditure Codes (see Section 65 for Revenue Codes) Field Trips Identification Cards Insurance and Risk Management Department Journal Vouchers Lost, Stolen or Destroyed Checks Exnenditure Policies and Guidelines for Food, Lodging and Beverages Food and Lodging Purchased On Campus Charged to University Accounts Membership Dues Michigan Sales and Use Tax i 1 5 10 12 15 16 18 19 20 25 30 35 40 43 45 46 47 so Page: TOC I. 2, Date: 9-30-85 MANUAL OF BUSINESS PROCEDURES - VOLUME I Michigan State University Table of Contents - Continued *********** CONTROLLER'S OFFICE Section Name Section ff Payroll Department Petty Cash Funds Revenue Codes (see Section 20 for Expenditure Codes) Signature Requirements Authorized Signature Forms Travel Regulations Invoice Processing System Vouchers 55 60 65 66 68 70 74 75 (Accounting for Departmental Transactions Continued) Page: Date: 1. 2 9-30-85 c. When the weekly invoice surmnary is received: 1) Attach the departmental copy of the weekly invoice surmnary to the copies of the requisition and purchase order. 2) Cross off the entry which was made on the Worksheet for Commitments and enter the expenditure in the Bookkeeping Record for Departments as outlined in Section 2. d. After payments are posted to the bookkeeping sheets, the weekly invoice summary, which has been attached to the copy of the requisition and purchase order, should be filed in a folder labeled "completed file." It is recommended that these closed items be filed together by months for each account. e. When materials or services are requested from interdepartmental (on campus) sources, an estimated amount supplied by the department should be entered on the worksheet. f. After interdepartmental charges have been posted to the bookkeeping sheet, the worksheet should be adjusted to reflect the remaining estimated balance of these iteras if the charge is not completed within the month. It is recommended that on job orders, the monthly charges also be listed on the pink copies received regarding these items. (Accounting for Departmental Transactions Continued) Page: Date: 1. 3 . 9-30-85 2. Bookkeeping Record for Departments - The bookkeeping record is used to list all receipts and expenditures. a. The "Appropriation Record" at the top of the sheet should be used to list the budget allocation for the account. b. Income These entries record the amounts received by the department and are to be entered in the column headed "Credit." If a previous cash entry must be reversed due to an error, enter it in this column. Circle it, or write it in red to show that it is a deduction. c. Expenditures - There are nine columns to provide for the breakdown of expenses. Suggested headings for academic departments are: Office supplies Laboratory supplies Classroom supplies Postage Travel Books Equipment Other expenses A department can substitute other headings if they are needed. This information is designed to give information to a department head. Expenditures may be charged by check or by charges for services performed by other departments. Items paid on a purchase order or voucher check should be entered (Accounting for Departmental Transactions Continued ) Page : Date: 9-30-85' 1 . 4 itmnediately upon approval of the invoice or voucher by the department. Expenditures for services of other departments should be entered as soon as charges are received. All items of expenditures should be entered in the appropriate detail column (see sample, page 1.8). If it is necessary to void a prior entry , it should be entered again in the same columns and circled or written in red ink to show that it is a deduction. When completed, each page should be footed, cross-footed, and the balances carried forward to the next page. The total of the detail expenditure columns should equal the total of the expenditure column. The total of the credit column less the total of the expenditure column should equal the amount shown in the balance column. (IT IS OF UTMOST IMPORTANCE TO KEEP POSTINGS CURRENT.) B. Reconciliation - Each month the Accounting Department forwards a ledger sheet for each account to the department responsible. There will be entries on the ledger s heet which do not appear on the departmental bookkeeping record and the departmental bookkeeping record will have entries which are not yet on the ledger sheet. To insure that mistakes have not been made it is necessary to reconcile t hese two records . ( ( Page: Date: 1.5 9-30-85 (Accounting for Departmental Transactions Continued) The procedure is as follows: 1. Consider each item on the ledger sheet in the column headed "Expenditures." If the item has been listed on your bookkeeping record, enter the check number or job number on your record in the column so headed and check the item off on the ledger sheet. In the event that the amount paid on the ledger is less than the amount shown on your record, note the amount of discount earned as a deduction (circle or enter in red ink) in the expenditure column and the appropriate expenditure detail column. In the event that any item on the ledger sheet has not been entered on the bookkeeping record, make the entry at this time if it is determined to be a legitimate charge against the account. The number of the month in which the item appears on the ledger from the Accounting Department should be placed opposite the itea in the description colunm. This will enable the departoent to tell which items have not been posted by the Accounting Department. This is necessary for the reconciliation below. A similar comparison should be made between the ledger sheet revenue column and the bookkeeping record credit column. Form No . COG. NU - f DlV. NO., Pt1YSl~ UAVI 111.ANK Pl.ANT ONLY l>El'AllTMfNT NAM£ lOTAI. HOUCS IEGUI.AI RATi THIS JOI I I MONDAY TUESOAY wmNESDAY THURSDAY JIIIDAY UTURft.A.Y SUNDAY un..,"AT nJE~DAY MDN~SDAT n.,U11Y SUNl>AY ,.,i't'J:.';.t'u~Ci, MULTIP\.Y BY TOTAL HOURS IOENTIFICA TION HO. I I ! I S.S. I ACCT. OI JOI IIWUEI I Dffl. Cllt. I I I I TIME RATE I I AMOUNT DIIS - DAYS t 8 9 'W R DAil Y RECORD OVERTIME HOURS ONLY PAY PERIOO l9 _ _ 19 __ fROM TO A -D !Oil NTMENT - u,. ___ , - n •• ••••• ·•,...,. DEPT. CMAIRMAN ~ ..;....."'"'' i A i H • DUN OR DIRECTOlt ~ N e ~OVALDAn T GllOSS AMOUNT 1.5 I I DO NOT FOLD-STAPU OR MUTILATE THIS CARD M, 1 z 1 , • , 1 • , • n 12 u MIS 11n 1111 aizllzz zi 2taa11 lllla II a:iaaaai1a-1kla .. • •G••• 11111 a11aaal•••11 aa•••11•• llln n nl4m 11 n 1111• I ---..w:.1 i I AMOUNT I TIME L, RAT! TTTU DEPT. II NAME m -:i~- I Overtime Timecards RED - Hourly ex cluding Clerical-Technical GREEN - Clerical-Technical BLUE - Salaried Non-Acadenic II. DOMESTIC TRAVEL A. General Information Page: Date: 70.3 9-30-85 1. In-state travel is defined to include travel for which the destination is outside the local area but within the state of Michigan. 2. Out-of-state travel is travel for which the destination is outside the state of Michigan but within the United States, including Alaska, Guam, Hawaii, Puerto Rico, the U.S. Virgin Islands, Canada or Mexico. For U.S. government supported projects, Canada and Mexico may or may not be considered foreign travel, as determined by the grant limitations. 3. Student Field Trips - see the Manual of Business Procedures, Section 25. 4. Conference fees should be paid in advance where possible on a direct payment voucher. An approved copy of the travel authorization and the conference application and payment form should accompany the voucher. B. Authorization 1. Before departure, the travel authorization part of the travel voucher should be submitted to and approved by soffieone administratively senior to the traveler. The form pro•,ides evidence that the traveler is on University business and may be critical in the event of an insurance claim, worker's compensation claim or other litigation. These forms are available from General Stores, stock number 140-2786. 2. If reimbursement is requested, the form must be signed by a person responsible for the account. 3. For persons who travel in-state on a regular basis for the same purpose which is within the prescribed scope of their duties or when several related in-state trips are to be made by the same person during a short period of time, it is not necessary to prepare an authorization for each trip. following procedures are prescribed: In instances as those noted above, the a. An authorization form or letter outlining the reasons for and extent of the authorization of the trips should be completed and kept on file in the departmental office before departure to document that the traveler is on University business. b. Whenever reimbursement is requested, the authorization portion of the travel voucher must be completed with the appropriate approval. 4. Non-University personnel invited to the University or asked to travel for the University need to have this part of the travel voucher filled out before reimbursement is requested. These individuals are not covered by the University Trcvel Accident Insurance policy ( see page 70. 22 for details). Page: Date : 75.1 9-30-85 VOUCHERS I. DIRECT PAYMENT VOUCHER A. Purpose 1. This voucher was designed to simplify payment when a requisition and purchase order are impractical because of the nature of the paYr.lent. Examples include payments to lecturers and enterta~ners, refunds and other situations where an invoice is not normally submitted. Advance payments can norr.1ally 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 Direct Payment Voucher forms (see sanple, page 75.9) may be obtained from Stores, stock order #140-2478. C. Preparation 1. The voucher must be typed by the initiating department, giving the complete name and address of the payee. the paYr.lent represents compensation to an individual (e.g., honorarium paid to a guest lecturer), the social security number and home address of the payee must be included on the form in order to comply with IRS regulations. 2. Only one person or company can be paid on a single voucher. (Vouchers Continued) Page: Date: 75 . 2 9-30-85 3. The 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, including invoices or contracts explaining the reason for the 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 must be signed by an authorized signer. D. Restrictions 1. Honorariums and Fees - Direct payment vouchers should not be used for honorariums exceeding $1,500 or covering a period in excess of ten days for an entire project. Such cases should be handled through the Payroll Department (see page 55.11, item IV.). 2. Direct payment vouchers may not be used for reimburse ment of local meals and lodging at oft-campus facilities. Reimbursement vouchers should be used in such instances. 3. Questions concerning the propriety of using direct payment vouchers to pay individuals should be addressed to Accounts Payable, 360 Administration Building, telephone 355-0331, in advance of the performance o~ the - services in question. (Vouchers Continued) E. Routing Page: Date: 75.3 9-30-85 1. Departments should retain the pink copy and forward the other three copies to Accounts Payable for verification and approval. A voucher may be walked through Accounts Payable only in the case of a University emergency. Travel and reimbursement vouchers are not processed in this manner. A direct payment voucher charged to research grant accounts (account numbers in the range 71-0100 through 71-5999) should be forwarded to -che Office of Contract and Grant Adninistration, 302 Administration Building, for approval. Contract and Grant Administration will forward the voucher to Accounts Payable. A direct pay~ent voucher charged to a general fund salary account should be forwarded to the Office of Planning and Budgets, 321 Administration Building, for approval. 2. After audit, Accounts Payable will forward the voucher to the Accounting Department for payment. 3. Accounting compares the signature on the direct paywent voucher to the signature on authorized signature forms. 4. Accounting will assign a voucher number an d prepare a check. 5. The check is mailed directly to the payee with the blue copy. Page: Date: 75.4 9-30-85 (Vouchers Continued) 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 facilitaces payments of a comr.1on nature to more chan one payee (e.g., fee refunds, payments to conference participants, etc.), and eliminates the need to prepare separate vouchers for each payee. B. Form Hultiple Check Voucher forms (see sample, page 75.10) may be obtained frora Stores, stock order #140-2570. C. Preparation 1. The forn must be typed by the initiating department giving the complete name and address of each payee. If the payee is on campus, the address must conform to requirements established by the Campus Mail Service. If the payments represent compensation to individuals for services performed (e.g., payments to conference participants), the social security number and home address of each payee must be included on the form in order to comply with IRS regulations. If the payments are for honoraria or services, s ee page 55. 11. (Vouchers Continued) Page: Date: 75.5 9-30-85 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. Multiple check vouchers may only be charged to one account. 4. Receipts, where applicable (conference receipts, etc.), must be attached to the voucher. 5. The multiple check voucher must be signed by an authorized signer. D. Routing 1. Forward all copies to Accounts Payabie, 360 Admini- stration Building, for verification and approval. A multiple check voucher with charges to research grant accounts (account numbers in the range 71-0100 through 71-5999) should be forwarded to the Office cf Contract and Grant Administration, 302 Administration Building, for approval. Contract and Grant Administration will forward the voucher to Accounts Payable. 2. After approval, Accounts Payable forwards the voucher to the Accounting Department for payment. 3. Accounting compares the signature on the multiple check voucher to the signatures on authorized signature forns. 4. Accounting assigns voucher numbers and prepares a check ( for each payee listed. 5. The checks are Qailed directly to the payees. Page: Date : 75 . 6 9-30-85 (Vouchers Continued) 6. The voucher is distributed as follows: White - Accounting Department Green - Department III. REIMBURSEMENT VOUCHER A. Purposes 1. To reimburse a petty cash fund. 2. To reimburse persons who use their own funds for legitimate University purposes, such as procuring small quantities of supplies in an emergency or purchasing meals or lodging (while not in travel status) for Gniversity guests (see Section 45). Use of this voucher does not replace the nor~al 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. 3. Reimbursement vouchers should not be used for reimbursable payments which are to be mailed (e.g., conference fees, professional membership dues, etc.). These payments should be made directly by the department by using a direct payment voucher. 4. Purchases made by individuals from their own funds hav e a limited reimbursement of $50 for any one item. (Vouchers Continued) B. Fam Page: Date: 75.7 9-30-85 The three-part Reimbursement Voucher forms (see sample, page 75.11) may be obtained from Stores, stock order #140-2646. C. Preparation 1. The form must be typed by the initiating department giving the complete name and address of the payee. If the payee is on campus, che address must conform to requirements established by the Campus Mail Service. The purpose of the expenditure also must be noted. 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 (e.g., 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. 4. The voucher requires the signature of the person to be reimbursed and an authorized signer for the account(s) charged. D. Routing 1. The complete voucher should be forwarded to Accounts Payable, 360 Administration Building, for verification (Vouchers Continued) Page: Date: 75. 8 _ 9-30-85 and approval. A reimbursement voucher with charges to research grant accounts (account numbers in the range 71-0100 through 71-5999) should be forwarded to the Office of Contract and Grant Administration, 302 Administration Building, for approval. 2. After approval, Accounts Payable will forward the voucher to the Accounting Department for payment. 3. Accounting compares signature on the reimbursement voucher to signatures on authorized signature forms. 4. Accounting assigns a voucher number and prepares a check. 5. Checks are mailed directly to the persons to be reimbursed. 6. The voucher is distributed as follows: White - Accounting Department Green - Department Blue - Payee IV. TRAVEL VOUCHER A. Travel regulations in general are written in Section 70. B. Guidelines regarding travel vouchers including their purpose a~d preparation are written on pages 70.i8 - 70.20. C. Specific information regarding travel vouchers for foreign ( D. Authorization of trav el and reimbursements thereof are travel is written on page 70.10. written on page 70.3. E. The reirabursement chart for trave l expense s is provided on page 70.27. i .I I I INSTRUCTIONS: t . Pnlp- typewritten in quadruplicate Ind obtain required Signatures. dur• 2. Refer to Manual of Buai,-s Proc .. for c:orrect pr~retion. 3. Send ·nm three c:oi,,• to Ac:c:ounts Payable. Room 366. AdllliniatraClOn Building. PAYEE MICHIGAN ST A TE UNIVERSITY DIRECT PAYMENT VOUCHER OISTI118UTION: WHITE • Controller's Offic:e GREEN - Return. to Department witr Chec:k Number • Remittenc:e Advic:e BLUE (to be returned with c:nac:k) I · J . I I I · l ! I I ( I I PINK - C)epertmenl Copy ACCOUNT TO BE CHARGED P_~ge_: Date: ·-·9:.::3cf.:.a·s .. 75. 9 ~AME ·- ---- - - - - -- ·- - - - - - - - - - - · ·- - - - - - DEPARTMENT AOORESS - -- - - - - - - - - - --- - - - - - - - - - - - -·- ·- AOOAESS - ACCOUNT NUMBER ---- ·- -···- ····---- - -··- ····· OBJECT CLASS AMOUNT ,.._------------------------------------t- ------------1---- - -~' .. -------·· --··· ------------ ----------------------·----+-------------'-------·----------· 1---------------------------------t---·-------~'-----'------ -·-- ·------------''---·---~'----------··· PURPOSE: Thia vouc:ner is to be used when the i .. ue of a requisition and purc:hase order is __ _____ __ , _______ J.._ _____ . - - not possible because of the nature of the payment - I Pl.EASE BE EXPLICIT IN THE REASON FOR EXPENDITURE. WHERE A REFUND IS INVOLVED. GIVE THE RECEIPT NUMBER THAT RECORDED PAYMENT. AMOUNT I CERTIFY THAT THE•ABOVE PAYMENT IS CORRECT ANO JUST. TOTAL PAYMENT APPROVED ------------ UNIT AOMINISTRATOR CAT E AUOIT CHECK NUMBER ANO OA TE 8UOGET APPRO\/AL CA TE 140-2478 (REV. 8-83) ' "-tlft9: Send signed COCt* of 1hia voucher to: ACCOUNTS PAYABLE • Administration Buildlng Purpose (reason and period covered): MICHIGAN STATE UNIVERSITY MULTIPLE CHECK VOUCHER Dlnributlon: Whihl - Accounting Q , - , -D~ Account to be charged: Pa~e : Department Account Name 75 . 10 Date: 9-30-85 Payee (Last Name, First Namel Addrea Amount Check Number and Date Account Numt. I Object ci.sa I Amount 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. ( I HEREBY CERTIFY that the above amounts are due and hereby approved for payment. Special Instructions $ I Total Audit -'-Sq,aan o.,. I I I I ! Stock Order I 140-2570 ~-,::~-----=· ~....,...__,__,.,. _____ -- · .. -~ . - - - - - --.. -... -· ......... ...,, ___ ·------------ · -··--·· - -- -. ··-·t - . - Foffll No. --co_.. INSTRUCTIONS MICHIGAN STATE UNIVERSITY REIMBURSEMENT VOUCHER Page : 75.11 Date: 9-30-85 1. Prepare with typewriter in triplicate 2. Refer to Manual of 8~ Procedure Section 75.6 3. Submit white, green and blue copies to Acct's Payable 366 Adm. Bldg. Name Dept. Room ~uilding Mailing Address (if other than departmentJ ( Purpose: - - .. ACCOUNTTOBECHARGED Department Account Name Account Number Amount Objecl 0.. I I I I I I I I I I I I For payments made to sundry persons, as enumerated below: DATE ITEMS UNIT PRIC!: TOTAL SIGNATURE (Required when lacking receipt) I I CERTIFY THAT THE ABOVE PAYMENT IS CORRECT AND JUST. $ TOTAL CLAIM Approved STOCK I 1'40-2646. Un i r - AUDIT ., CHECK NO. and DATE MSU is an A"'""'6tiv11 Action/ Eau#/ Opporruniry lnsrfturion 0- 13935 - Page: Date: IND I. l 9-30-85 MANUAL OF BUSINESS PROCEDURES - VOLUME I Michigan State University Index *********** CONTROLLER'S OFFICE ( Accidents, Reporting of Account Numbering Account Request, New Accounts Receivable Alcoholic Beverages Authorized Signature Forms Budget Reallocation Cash Handling Cash Receipts Change of Name, Address Checking Accounts Checks Cancelled or Refunded Check Cashing Checks: Lost, Stolen, Destroyed Collection Advice Comp~nsation for Non-Regular Assignment Delinquent Receivables Departmental Bookkeeping Departmental Invoice Summary Departmental Receivables Deposits Pages 35.8 5.1 5.2 10.1 45.2, 45.4 68.1 12.1 15.1 15.1 55.10 15.5 15.5 16.1 43 . 1 10.4 55.13 10.3 1.1 7 4 . 2 , 74.4 10. 1 15.1 IND I. 2 Page : Date: 9-30-85 MANUAL OF BUSINESS PROCEDURES - VOLUME I Michigan State University Index - Continued *********** CONTROLLER'S OFFICE ( Depreciation Policy Direct Payment Voucher Employees, New Employees Withholding Encumbrance Adjustments Expenditure Codes Field Trips Food and Lodging Purchased On Campus Charged to University Accounts Foreign Checks Graduate Assistant Stipends Honor aria Identification Cards Independent Concractors Insurance and Risk Management Department Invoice Processing System Journal Vouchers Loss Prevention Meals and Lodging Membership Dues Military Pay Pages 19.1 75.1 55.3 55.1 18.1 20.l 25.1 46.1 15.3 55.1 55.11, 75.2 30.1 55.11 35.1 74.1 40.1 35.2 45.1, 70.35 47.1 55.15 IND I. 3 Page: Date: 9-30-85 MANUAL OF BUSINESS PROCEDURES - VOLUME I Michigan State University Index - Continued *********** CONTROLLER'S OFFICE ( Multiple Check Voucher Object Codes Expense Revenue Overtime Payroll Department Cash Advances Direct Deposits New Employees Pay Periods and Dates Time cards Petty Cash Reconciliation Reimbursement Voucher Revenue Codes Safety Inspection Sales and Use Tax, Michigan Signature Requirefilents Signers on University Accounts Student Employees Taxes, Sales and Use Pages 75.4 20.1 65.1 55.13 55 . 8 55.6 55.3 55.1 55.4, 55.14 60.1 1. 4 75.6 65.1 35.4 50.1 66.1 68.1 55.3, 55.5 50.1 Page: IND I. 4· Date: 9-30-85 MANUAL OF BUSINESS PROCEDURES - VOLUME I Michigan State University Index - Continued *********** CONTROLLER'S OFF!CE Temporary Appointees Tips Transfer of Funds Travel Advances Travel Insurance Travel Regulations Travel Voucher Vehicle Insurance Vouchers Worksheet for Commitments Pages 55.11 45.1, 70.35 40.2 70.16 35.10 70.1 70.10, 70.18 35.7 75.1 1.1 ( ( Page: TOC II.' l Date: 9-30-85 MANUAL OF BUSINESS PROCEDURES - VOLUME II Michigan State University Table of Contents *********** SERVICE AREAS Section Name Section# Alterations and Improvements of Facilities MSU Bookstore Administrative Information Services Department Garage Service Stores Interior Design Keys and Lock Service Laboratory Animal Care Service Library Copy Center Library - Database Searching Services Mail Distribution Labels Motor Pool MSU Press Office Services Department Physical Plant Division Instructional Media Center Purchasing Department Radio Broadcasting Department Telephone Service, Directory Information and Telephone Charges University Printing University Publications , Office of 200 205 210 215 220 223 225 230 235 236 240 245 250 255 260 265 270 275 280 285 290 Page: TOC II.,2 Date: 9-30-85 MANUAL OF BUSINESS PROCEDURES - VOLUME II Michigan State University Table of Contents - Continued *********** MISCELLANEOUS Section Name Section II Equipment Credits, Transfers and Disposals Fellowship and Traineeship Appointments Flower Purchases Gifts, Grants or Contracts Lease, Lease-Purchase and Installment Purchase Agreements Postage Charges Publications Jointly Funded by the General Fund and a Revolving Account Retention of Fiscal Records Retention of Non-Fiscal Records 300 305 310 315 320 325 330 335 340 Page: Date: 200.2 9-30-85 (Alterations and Improvements of Facilities Continued) II. INITIAL REQUEST A. The department or unit prepares in triplicate the form "Request for Interdepartment Material or Service" (Stores stock order #140-2842) to get an estimate of the cost of the project described thereon; the form signed by the unit administrator is forwarded through the corresponding 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 department, or will approve the request and forward it to the Physical Plant Division for an estimate. The estimate 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 wich the project, it will prepare in triplicate a second set of "Request for Interdepartment Material or Service" forms and forward it to Facilities Planning and Space Page: 210.1 Date: 9-30-85 ADMINISTRATIVE INFORMATION SERVICES DEPARTMENT I. GENERAL ( The Administrative Infonnation Services Department (AIS), located at Room 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 infonnation systems. II. REQUEST FOR SERVICES A. Programming Services Requesting department must send a Request for Application Support fonn (Stores Stock Order Number 140-2448) to the AIS Department outlining the programming services required. Requests for programming services not submitted on a Request for Application Support fonn will be returned to the requesting department. · See Exhibit I (page 210.14) for a sample and instructions on completing the Request for Application Support fonn. Completed requests should be carried or mailed to the AIS 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 Advanced Electronic Printing System. Depending on the use of the signature, two (2) security levels will be observed. Level 1: Signatures for f orms or output that have no security requirements will be permanently housed in the Xerox 9700 Advanced Electronic Pri nting System. The user (Administrative Information Services Cont.) Page: 210.2 Date: 9-30-85 will sign a release (Exhibit II, page 210.16) and the release will be retained as the documentation of authorization. Scheduled productiona1 use of the signature can be made without user intervention. ( I Level 2: Signatures for forms or output that have security requirements will be handled in the following manner: a) All secured forms and signatures will be permanently housed on a special 9700 disk pack. This disk pack will be stored in a locked cabinet located in the AIS Computer Room. b) c) d) Tape backup of secured forms and signatures will be created. These tapes will be stored in a locked cabinet located in the AIS off site tape storage location. The original digitized signature tape will be returned to the user. The University Controller or designee will retain keys for both cabinets. Each owner of secured forms or signatures will be issued a key to the AIS Computer Room cabinet by the Controller. AIS will not have keys to either cabinet. From time to time, AIS will require access to the disk packs and backup tapes for purposes of adding or modifying forms and signatures and for updating Xerox 9700 operating software. The University Controller or designee will provide AIS personne l with access to the disk packs and ( (Administrative Information Services Cont.) Page: 210.3 Date: 9-30-85 backup tapes necessary to perform these functions. e) Production printing of secured forms. 1. In addition to scheduling the job(s) necessary for creation of secured form output, the user will schedule a time for printing of secured form output. At the scheduled time the user will present the cabinet key to AIS Operations, the disk pack will be removed from the cabinet and mounted on the 9700 and the secured output will be printed. The user will remain present for the entire printing operation. At the conclusion of printing the disk pack will be removed from the 9700 and returned to the user locked cabinet. 2. A log will be maintained of all cabinet accesses with the following information recorded: Date and time of removal or return AIS representative name (signature) User representative name (signature) Disk pack ID being removed or returned Form ID(s) printed or maintenance performed C. Production Services Productional jobs should be requested from AIS via a 11 Standard Request Memo 11 at least three (3) days prior to the desired run date. The user must fill out the request form with the user supplied setup information and deliver it to the Input/Output window of AIS located on the ground level, Room 47 Administration Building. Output from a job will be available at AIS on the morning following the run date . ( (Administrative Information Services Cont . ) Page: 210 . 4 Date: 9-30-85 Any jobs that require preprocessing, such as keying by AIS Data Entry, will require additional lead time depending on volume of work to be completed. This time may be determined by contacting AIS. "Standard Request Memos" for existing productional jobs (jobs not requiring programming support) should be obtained from AIS. A unique "Standard Request Memo" exists for each productional job run in AIS. A sample Standard Request Memo for job G0491, which produces address mailing labels, is found in the Manual of Business Procedures (section 240, Mail Distribution Labels, page 240.6). D. Network Access (Connection) 1. Administrative Information Network Requests to AIS for initial or additional connection(s) to the Administrative Information Network should be addressed to Administrative Information Services, Attention, Manager of Hardware/Communications and contain the following information: a. State type of equipment and quantity to be connected. For AIS supplied equipment or user supplied equipment, see section E.1 (page 210.6) for acceptable device types. Location at which equipment is to be installed. b. c. User department common unit code. d. e. f. Desired installation date. g. Authorized department signature. Billable account number. Name and telephone number of contact person. (Administrative Information Services Cont.) Page: 210.5 Date: 9-30-85 A representative of the AIS Hardware/Communication staff will 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 . . Estimates for site preparation will be provided if requested. User departments requesting connection to the Administrative Information Network should notify AIS as soon as the need is identified because there may be delays caused by equipment availability and/or site preparation. There may also be certain limitations due to current network configurations. Early notification allows AIS to plan for and overcome these problems. 2. Administrative Office Automation Network Requests to AIS for initial or additional connections to the Administrative Office Automation Network should be addressed to the AIS Department, Attention, Manager of Office Automation Support. A representative of the AIS Office Automation Support staff will assist in the evaluation and selection of available alternatives in connecting to the Administrative Office Automation Network. plans will be developed to meet the requesting department's needs. A written request will be prepared containing the following information: Installation and training a. State type of equipment and quantity to be connected. For AIS supplied equipment or user supplied equipment, see section E.2 (page 210.7) for acceptable device types. (Administrative Information Services Cont.) Page: Date: 9-30-85 210 . 6 Location at which equipment is to be installed. b. c. User department's common unit code. d. Billable account number. e. f. Desired installation date. g. Authorized department signature. Name and telephone number of contact person. A representative of the AIS Hardware/Communication staff will assist in the physical installation specifications, prepare the installation site pertaining to the work request, and install the AIS supplied hardware. Departments requesting connection to the Administrative Office Automation Network should notify AIS as soon as the need is identified because there may be delays caused by equipment availability and/or site preparation. There may also be certain limitations due to current network configurations. Early notification allows AIS to plan for and overcome these problems. E. Equipment Considerations 1. Administrative Information Network The following list indicates equipment available through AIS and acceptable user department equipment. a. Local Attachment - Directly attached to the AIS IBM 3081/D host by coaxial cable. 1. AIS Equipment - SNA 3270 terminals (monochrome or color display) and printers. 2. User Department Equipment - SNA 3270 terminals (Administrative Information Services Cont.) Page: Date: 9-30-85 210 . 7 and printers or SNA 3270 compatible terminals and printers attached to an AIS communication controller. b. Remote Attachment - Attached to the AIS IBM 3081/0 host by modems over the broadband cable at a speed of 9600 BPS using SNA/SDLC communication protocol. 1. AIS Equipment - SNA 3270 terminals (monochrome or color display) and printers. 2. User Department Equipment - SNA/SDLC 3270 emulating devices, or SNA 3270 terminals and printers, or SNA 3270 compatible terminals and printers attached to an AIS communication controller. 2. Administrative Office Automation Network The following list indicates equipment available through AIS and acc~ptable user department equipment attachable directly to distributed IBM 5520 administrative systems by twinaxial cable. AIS Equipment - IBM 5520 terminals and printers a. b. User Department Equipment - IBM.compatible personal computers with IBM 5520 emulation convenience kit. 3. Remote Job Entry (RJE) a. 2780 bisync device or emulator over dedicated telephone line at a speed of 2400 BPS. ( Page: 210.8 Date: 9-30-85 (Administrative Information Services Cont.) F. Equipment Repairs 1. AIS Equipment The AIS department will secure repair service for all equipment currently on lease or purchased through AIS at no charge to the user department. Requests for repairs should be phoned to the AIS teleprocessing operator (3-4420). The following information should be provided to the teleprocessing operator: a. Machine type. b. Machine location. c. Contact person. d. Office address and phone number of the contact person. e. Description of problem or service required. Charges received by AIS from vendors providing repair service because of misuse, or damage caused by vandalism or accident (i.e., food spillage, relocation, etc.) by the user department, will be passed on to the user. 2. User Department Equipment User departments are responsible for repairs to their equipment. AIS will investigate problems with user department equipment and if it is determined the cause of the problem is in AIS equipment, AIS will secure repair service at no charge to the user department. Problems should be phoned to the AIS teleprocessing operator (3-4420). The following information should be provided to the teleprocessing operator: a. Machine type. b. Machine location. c. Contact person. d. Office address and phone number of the contact person. e. Description of problem or service required. (Administrative Information Services Cont.) Page: 210.9 Date: 9-30-85 Time spent by AIS personnel on problems determined to be caused by user department equipment will be billed to the user department at an hourly rate (two hour minimum). Additionally, any vendor charges incurred by AIS while investigating problems caused by user department equipment will be passed on to the user. G. CICS Access Procedures The CICS network provides a major vehicle for bringing information, and data processing functions, directly to the user community. Through the use of predefined transactions, and products such as Easytrieve, users are able to access and maintain their own data, and other institutional data relevant to their business functions. This section describes the procedures required to obtain authorization for access to the CICS network. This authorization includes both terminals and operators, and pertains to access to the network and the various transactions available through it. Requests for terminal acquisition and the associated physical connection to the network are covered in the previous sections on "Network Access" and ''Equipment Considerations." 1. CICS Access for Terminal Operators a. b. An operator sign-on and password issued by AIS are needed for a terminal operator to use the CICS network. password from AIS. The request for an operator sign-on should be communicated to AIS using an Access Request Memorandum (see Exhibit III). These are available from AIS, and will be supplied when a new terminal is insta l ied or connected to the network. ( (Administrative Information Services Cont.) 2. CICS Application Access Procedure Page: 210.10 Date: 9-30-85 a. b. c. In order to access any of the transactions available through the CICS network, approval from the application owner must be obtained. The request for access should be sent to the application owner. They will authorize the request and forward it to AIS. The access request may be for a single individual or for a unit. If access is granted for the unit, future requests can be made directly to AIS without specific authorization from the application owner for each request. 3. Easytrieve Access Procedure 1. Access to Easytrieve is granted on a departmental basis. The initial request will be addressed to the User Liaison Section of AIS. 2. A meeting will be arranged between the·requestor and User Liaison. At this time specific requirements including files to be accessed and training materials will be discussed. 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. (Administrative Information Services Cont.) Page : 210.11 Date: 9-30-85 B. C. The issue of individual privacy and the computer, therefore, can only be resolved by regulating the user, not the computer. Overall responsibility for the security of the AIS Department and all facilities located in the Department rests with the Director of AIS, who prescribes the procedures by which users may gain access to the Department. Beyond the responsibilities of the Director, the overall responsibility for security of data, software applications, and program bases resides with the functional file owner as listed below: Data Files Functional File Owner Student Records Admissions Alumni University Business Budget Academic Personnel Non-Academic Personnel Registrar Office of Admissions Alumni/Donor Records Assistant Vice President for Finance Office of Planning and Budget Provost Director of Personnel No personal or sensitive information will be extracted from automated files without the specific prior written approval of the functional file owner. The AIS 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 AIS 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 i nforma t ion on a recurring basis, the original request for the release of t he Page: 210.12 Date: 9-30-85 (Administrative Information Services Cont.) data or information must specifically identify the request as a recurring authorization request. IV. LONG TERM RETENTION TAPE FILES Long term retention tape files which are retained for a period equal to or exceeding one (1) year will be retained in the off site storage. A second copy will be retained at AIS for productional use. A. B. Long term retention tapes will be excercised and/or copied on a regular schedule to insure that all the data on the tape still exists and is readable. Users will be provided with a listing of long term retention tapes listed in data set name order on a quarterly basis. The users will be allowed to extend retention dates on long term tapes through the use of the Request For Application Support Form (RAS) to AIS. V. METHOD OF PAYMENT Payments for AIS services are 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; the Accounts Receivable Division or made at the Cashier 1 s Office, 110 Administration Building. these payments may be mailed to VI. BILLING ANO MONTHLY STATEMENTS A. AIS prepares two copies of the monthly billing statement, one of which is sent to the user department while the other is retained by AIS. Only transactions which occurred during the billing period shown on the statement are included. Billing questions should be directed to Administrative Information Services, 353-4420. (Administrative Information Services Cont.) Page: 210.13 Date: 9-30-85 8. C. 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. 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. EXHIB IT I ADMINISTRATIVE INFORMATION SERVICES Page : _ Date: 210 .14 9-30-85 REQUEST FOR APPLICATION SUPPORT SEND TO: ADMINISTRATIVE INFORMATION SERVICES Al S ODC:UMt:flfT ·•UMat:• RAS REQUESTS ROOM 2 ADMINISTRATION BUILDING PH: 353-4420 AI S us•• CODI IIIIOUISTOR NAMI TI L. l,HOMI &UT N ORJ2 1 1rfC. NAMI f ll'lt l MAA 'f) TI L l,NONI RIOUISTOR · s o~,tCI . ROOM NO . IU l~ O I NC It J 111 ( t t J AUTHORIZING SIGNATURES ,a1,.1•1a I I Ufit l f . COMNO• UII J T COOi UNIT IIAMI f ,o, 1a1a, 01sca 1,r10N o, l!OUIST I M&IJMUM 10 CN.aaacTt•s J 11 l ( 1 0) IIIIOUIST ,0111 : CATI DAT I OATI ( I 21 I t 2 I I t 21 f 1'I 12 1 1'21 I I I 111 l ft 31 l 1 el i ...... -.. -a-1_0_0_1_s_c_•_1_•_T_1_o_N_o_~-.-.-.-u-u-r-------------------------------------O--•-•_•_A_T_T_AC-H-,.-.-N-T------~i ~·••1s1 ••••1ou1 All R(OUIS T ND . I I INSTRU CTIONS ON BACK M SU is an Aff i r m2tiv e A c11 on1Equa l Opport unit y Inst it ut i on I I 5 I CJ J~E iTT ACNM!H T St OC K ~ 14 0-244 8 -INSTRUCTIONS- - The Request WHEN USED services production changes. this is done with an Access Request Memorandum (ARM). for Application Support (RAS) Information Services. from Administrative jobstreams. this is used It should NOT be used is done with a Standard Request Memo (SRMl. Nor should to request new systems development or enhancement to request scheduling or execution of existing it be used to request security access GENERAL Support' specified below, will be returned photocopied in AIS. - To ensure accurate reouest tracking, AIS can , accept RAS requests only on this yellow 'Request for Application information as it can be that form (with attachments as needed). Requests submitted to the requester. Please clearly print or type format. or which the request lack required in black· ink· so in any other A copy of this form will be returned to the requesting individual when the requested service is complete. For a more detailed description of this form's use. and sampies of the completed form, see the M.S.U. Manual of Business Procedures. Additional copies of this form are available from MSU General Stores. FORM USAGE - 1. Date Received - For AIS internal use. The date the request arrived at AIS. 2. AIS Document Number - Fer AIS internal use. AIS assigned tracking number. 3. AIS User Cede - For AIS internal use. Used by AIS to group requests for reporting at In-Process Reviews (IPRs). 4. Project Code - Code used for AIS billing process. If you do not IC.now this cede leave this space blank. AIS will · establish one for your account if vou don't already have one. ( 5. Account Number - (Required) - University account number to be charged for the requested services. Courtesy customers should specify the account number that would be charged if they were billable customers. 6. Date Prepared - (Required) - The date you fill out this form. 7. Requested Due D;;te - (Required) - Date by which the service requested should be completed. Please be realistic and avoid aroitrarily chosen dates. An entry here other than a valid date will be completed based on our time constraints. the requested due date reflects a regulatory requirement, or was chosen so If the request will be complete before a production run of an existing system, please note this in the 'Detailed Description of Request' section of this form. that 8. Priority Number - (Required) - Priority of this request within the AIS user group's outstanding requests. 9. Requester Name, Telephone. Office Address - (Required) - Identifies the individual requesting the service. and whom AIS mav query for information. A copy cf the completed request will be sent to the person listed 1n this section. 10. Un1vers1ty Common Unit Code & Name - 1 1. Authorizing Name & Telephone - (Required) - Requester's department code and name. request. This person's name & signature must be on file in AIS in association with the AIS user code for ver if1cat1on. (Required) - This section should identify the authorizing manager of the unit initiating the i 2. Authorizing Signature(s) - 13. Srief Description of Request - (Required) - Signature(s) of authorized customer manager(s). (Required) - A short (80 characters or fewer) description of the request. This line will be entered as a description in AIS's automated tracking system to identify the request. 14. Request for: - (Required) - This tells AIS what action you wish taken. If you check . . . al Cost Estimate, AIS will send you a written estimate of the requested service's cost To implement that request, submit a second request with the estimate attached asking AIS to perform the service bl Implementation, AIS will perform the requested service. billing you for actual costs if you are a non-courtesy customer. cl Research. AIS will investigate the issue noted and report back to you. d) Revise Previous AIS Request No. AIS will integrate new or changed specifications under 'Detailed Description of Request' with a previous in-process request Call A IS to obtain the document number of the previous request . 15. Detailed Description of Request - r eason for the requested due date. the obJective your unit hopes to realize through this request (this helps AIS assess relat ionships between in-process requests). Requests for certain services require additional 1nformat1on. So. if you are request ing . .. If poss ible. include (Required) - A detailed description of the service being requested. Identify other units (i f any) that may be affected by the r equest. Include the a) Development of a new system, broadly describe the proposed system's cost and benefit imp lications for your unit and the University. b) Improvement to an existrng system. identify affected system(s). jobstream(sl. program(s). report(sl. etc., if possible. Broadly describe its cost and benef it implications cl Correction of problems wi th an existing system. identi f y affec ted system(sl. jobstream(s), program(s). report(s). etc .. ano list the symptoms of the prob lem. including any error codes or messages that occur. Attach samo les if poss ible. \ d) Rev ision or implementation of a orevicus in-process request. you need not comp letely recop y the previous r eques t. Simply refer to the previous request by document number. ~C T! ON TA~fN/~4MM~~fS: (Administrative Information Services Cont.) Page : 210.15 Date: 9-30-85 EXHIBIT II XEROX 9700 SIGNATURE STORAGE RELEASE FORM I, the undersigned, authorize the Administrative Information Services Department to store my digitized signature, identification number - - - - - for use on the Xerox 9700 Advanced Electronic Printing System. Administrative Information Services will be responsible for the placement of my signature on the following forms: Form# Description Signature - - - - - - - - - - - - - Date - - - - - - - - - - DATE RECEIVED MICHIGAN ST A TE UNIVERSITY EXHIRTT ITT AOMINISTRA TIVE INFORMATION SERVICES ACCESS REQUEST MEMORANDUM Send to: Information Services Access Request Room 2 Administration Building 353 - 4420 USER CODE Page: 210.16 Date: 9-30-85 DOCUMENT NUMBER 1EQUESTOR INFORMATION FiE:QUESTOR'S NAME, TITLE REQUESTOR'S SIGNATURE PHONE DA TE PREPARED COMMON UNli CODE DEPARTMENT REQUESTED COMPLETION DA TE RETURN ACCESS tNFORMA TION TO: D REQUESTOR D OPERATOR TYPE OF REQUEST NETWORK ACCESS: DADD THIS OPERATOR 0 CHANGE INFORMATION FOR THIS OPERA TOR 0 DELETE THIS OPERA TOR SPECIAL INSTRUCTIONS 080TH APPLICATION ACCESS: 0 ADD THIS O?ERATOR/TERMINAL 0 CHANGE ACCESS LEVEL FOR THIS OPERA TOR/TERMINAL 0 DELETE ACCESS FOR TH!S OPERA TOR/TERMINAL OPERATOR INFORMATION OPERA TORS FULL NAME. DE?ARTMENT ADDRESS PHONE EMPLOYEE ID APPLICATION ACCESS INFORMATION FOR: APPLICATION AUTHORIZATION ! AUTHORIZING SIGNA TURE(S) D Access Approval Authority Previously Received IDATE: I This Section to be Completed by Administrative Information Services Operator Name Operator 10 Network Password I Completed by: Application Password Date: I ( INSTRUCTIONS 1. The following infonnation ts REQUIRED on ALL requests: a . REQUESTOR NAME , TITLE· the name of a person in your office authorized to submit requests b. SIGNATURE - signature of the person identified as the requestor c. PHONE· requester's phone number d. DATE PREPARED• todays date e. COMMON UNIT CODE· the 5-digit department nuncer f . DEPARTMENT· department name g . RETURN ACCESS INFORMATION TO : - indicate where you wish ADP to send the completed request (including passwords and other information) . h . TYPE OF REQUEST· there are basica l ly two types of requests, requests to access the network (NETWORK ACCESS) and requests to use a specific application (APPLICATION ACCESS). A single form may be used to specify both types of requests for A SINGLE OPERATOR. i . OPERATORS FULL NAME , DEPARTMENT· the operator-s name and department j . ADDRESS - campus mail address for the operator k. PHONE· phone number for this operator 1. EMPLOYEE ID - the employee number (SSN ) for this employee 2 . Other information which may be used on any request: a. REQUESTED COMPLETION DATE• requests are typically processed on the Tuesday after they are received. You may use this field to i ndicate an alternative date. 3 . Addit i onal information required for APPLICATION ACCESS requests: a . In order to request access to an application system you nx.1st be using a form custom i zed for that application. ( b . The authoriz i ng signature box MUST be completed. Page: Date: 215.1 9-30-85' GARAGE SERVICE I. GENERAL A. This section details procedures concerning automotive repairs, supplies and maintenance service for all University vehicles. B. The Service Garage, operated by the Physical Plant Division, is located on the east side of Spartan Stadium . C. It is open from 7:00 a.m. to 5:00 p.m., Monday through Friday. II. PROCEDURES A. Colleges and departments are responsible for their vehicles' maintenance. To assist in timely maintenance, the Service Garage regularly provides maintenance reminder reports. B. To schedule service appointments, call 355-1868. C. When ordering supplies or services by telephone, in person or through a written request, be prepared to provide the following: 1. The department name and telephone number. 2. The supplies and services account number to be charged. 3. The vehicle number. 4. A description of the service or supply required. III. SUPPLIES , SERVICES, AND RATES A. Available materials include gasoline, diesel fuel, motor oils, antifreeze, and other parts and accessories. PAGE: DA'lE: 220.1 9-30-85 STORES I. STORES A. Purpose 1. Stores, located at 1330 South Harrison Road, telephone nl.Ullber 355-1700, is responsible for supplying MSU departments with miscellaneous supplies either through the stockkeeping or oon-stock p.irchasing functicns. Stores i s~ fran 7:30 A.M. to 4:30 P.M. Monday through Friday, excluding University holidays. 2. Stores is also respcnsible for expediting all incaning university shipnents, central receiving, the filing of damages and claims, redelivery of incaning shipnents, internal distributicn of packages and letters, and central shipping. 3. Stores offers office ~uipnent for rental and a long-te.Im lease program for roost other types of equipnent. 4. Through the salvage operations, dist:,osal of equipnent and materials, silver recovery, and access to Federal Surplus is controlled. Departments may also list surplus equipnent and supplies in the Budget Booster, a ronthly publication offered free to all departments. Short and long-tenn warehousing space is available on a rental basis through the Salvage Yard. B. catalog 1. Stores ?,lblishes a catalog for distribution to University departments, listing roost of the standard itens stocked. Up:iates, listing additions and/or deletions to stock itans, are distributed as necessary. 2. Stores i s~ to suggestion with regard to carrying new itans. To propose the stocking of a new itan, cc:mplete a "New Stock Consideration ~ s t " fonn #140-2688 (see exanple on page 220.18), .which is available fran Stores at no charge. Your request will be considered by the Stores Manager. c. "Request for Supplies" Fann 1. To order supplies carried in stock, the "Request for Supplies fran Stores" fonn 1140-2702 (see exarrple on page 220.19), available at Stores, must be typewritten or printed using a ball-point pen. This form rray be used for orders of 7 itens or less; for larger orders a long version of this form (1140-2703) with roan for up to 22 itans is available. 2. To expedite and insure delivery of itans, the individual canpleting the form must specify: a) building and roan number (the delivery address). b) account number ( one account number p:r order). c) name of the department and telephone number. d) full name of the authorized individual rraking the requisition. P~: DATE: 220.2 9-30-85 (Stores C.Ontinued) e> stock number, unit of issue, and brief description Csee catalog), and quantity ordered. List only one itan per line, and group itens according to their catalog listing. f) date the re:;ruisition is subni.tted by the department. 3. Separate r~sitions must be used for cylinder gases. 4. Plan ahead by ordering at least a thirty day supply to reduce em:rgencies and unnee<=>-Ssary deliveries. 5. Send via carrpus mail or, if needed inmediately, bring in p:rson to the Stores Department the white, canary and pink copies withcut signature. All orders re:;ruiring delivery should be sent through carrpus mail. Keep the green copy for your records; the pink copy will be returned when the supplies are delivered, and should be used to check that your order has been properly filled. Th.e white and canary copies will be retained by Stores for order filling and billing purposes. 6. Direct any questions you may have to Stores referencing the re:;ruisition number fOlllld in the upper right hand corner of each re:;ruisition. 7. If an unusually large quantity of an itan is desired which 'v,Ould deplete Stores entire inventory, a special shipping release against the annual contract will be issued to fill the depart:rrent' s order. Regular Stores prices will apply to the order. If delivery is required before a specific date, Stores will make every effort to fulfill this need. D. Checking Supplies Received 1. Departments should check supplies received against the delivery receipt left with each delivery. 2. When a stock itan is temporarily depleted, the ordering department is requested to reorder these itens after ten ClO) "v,Orking days. 3. Discrepancies must be reported to Stores within ~ "v,Orking days, otherwise no adjustment can be made. E. Returned Gocds Policy 1. .Merchandise that was originally ordered and received fran Stores can be returned to Stores provided it is in resalable condition and is in the original factory carton. No cbsolete or discontinued rerchandise will be accepted for return. 2. Return of Il'erchandise will not be accepted unless authorized by Stores. To cbtain authorization, contact Stores at 5-1700. Please have the requisition number, exact quantities and descriptions of all itens to be returned, and reason for the return. Stores will arrange for pickup. 3 • .Merchandise returned because of our error or manufacturer's defect will be credited at 100% if (Stores Continued) PJ\GE: DA'1E: 220.3 9-30-85 returned in undamaged condition. Stock merchandise returned for any reason other than error or manufacturer's defect will be cre:iited subject to the following restocking charges: Elapsed time after receipt 1 week - 1 IOOnth 1 IOOnth - 3 IOOnths 3 IOOnths - 6 ronths beyond 6 IOOnths Restocking charge 15 % 2 0 % 5 0 % No returns Defective merchandise must be accanpanied by a car;:,leted prc:rluct infonnation form describing the nature of the defect. In this way we can provide our supplier with infonnation so that a replacanent can be cbtained fran the manufacturer. If a portion of a package is defective, no cre:iit will be made until a credit or a replacanent has been received fran the vendor. 4. Cre:iits will be made only to the account that w-aS originally charged for the material. F. Open Purchase Orders 1. Open ~chase orders have ·been established with local area vendors to provide departments with supplies and materials that are not available fran Stores. A car;:,lete listing of vendors with which open order contracts have been established is available up::,n r~ t . Releases will be issued by the Open Order section of Stores against these contracts for purchases not exceeding $250 per line itan (price x quantity) and not exceeding $400 total. 2. Material fran Open Order suppliers may be ordered using the "General Stores Non-Stock Order Form" form #140-2704 (see e:,canple on page 220.20), available fran Stores. Instructions for proper use of this form may be found on the reverse side. 3. Open Order personnel will review all itans sul:mitted to then for release and transfer any Stores stocked itens to Stores. Delivery of itens fran local vendors is expected to be made to the Stores Receiving dock and £ran there to departments by Stores truck. Please notify Open Orders of any shii;:rrent delivered by the supplier directly to you. Damaged shii;:rrents should be reported .inm:diately to the Receiving section of Stores (3-5390). Please chec.lt your copy of the Non-Stock Order Form against the packing slip accanpanying shi~t. 4. If returning the material is desired, a "Material .Return Slip and/or Shipping Pennit" form #140-2562 C see ex.am;,le on p:3.ge 220. 21) , must be canpleted · and sent to the Stores Open Order office. The vendor will be contacted for return authorization, and if affinna. tive, arranganents for pick-up will then be made. PAGE: DATE: 220.4 9-30-85 (Stores C,ontinued) II. SPEx:IAL S'lro< CONSIDERATIONS A. Electrical Supplies 1. t-men ordering any type of electrical wire or ertension cord, please contact Physical Plant (3-9578) . for approval. Multiple aitlet strips (stock 1110-2009) have been approved by Physical Plant and may be ordered without prior approval. ( B. Office Supplies 1. Appointment books and calendars may be ordered no earlier than October of the preceding year. When ordering, please ~ify the year desired to avoid problans in filling your order. 2. Stores carries a number of forms for your convenience. Fa.ch form carried by Stores is identified with the Stores 7-digit stcx:k number usually located in either the bottan left or bottan right hand corner. 3. Postage stanl;)s may be ootained only by pickup at the counter of the Stores building. c. Chanicals 1. Alcohol a) Federal regulations relating to tax free alcohol give ecplicit directions on record rna.inte.1"Jarlce and restrictions on the use of alcohol. Depa.rtm:mts may not sell, issue, or give away alcohol issued to then for teaching and research purposes. Alcohol I'IUSt be used as stated in t.'1e Internal Revenue Service Regulations (Distribution and Use of Tax Free Alcohol, Part 213 of Title 26, Cede of Federal Regulations). b) Alcohol may be r~sted by canpleting a "Purchasing Requisition." An authorized department representative nru.st sign the requisition and send it to the Purchasing Department for approval. wben it has l:een approved, Purchasing will forward the requisition to Stores to be filled. c) Stoc.~ numbers 155-0684 and 155-0836 have ~-Il purchased by Stores in bulk and are issued to departments in snaller, rrore convenient quantities. Departments ordering this alcohol rrust supply Stores with approved safety cans, which nru.st be in gooo condition and labelled as to contents. 2. Diirethyl Sulfoxide a) Dim:thyl Sulfcxide o::::MSO) is a controlled substance and not intended for use in the diagnosis, cure, mitigation, treatment or prevention of disease in man or other animals. b) A signed stater1ent is required for ordering this PAGE: DA'IE: 220.5 9-30-85 (Stores Continued) iten. Please include a copy of this statenent (approved fonnat is available in the Stores catalog}, signed by an authorized departm:ntal representative, with your "Request for Supplies fran Stores". D. Conpressed Gases and Accessories 1. Carm::,n gases are warehoused at Stores and delivered to departrrents when requisitioned. A demurrage (cylinder rental) charge is assessed for each day the cylinder is in use, and will appear as a separate charge an the Stores roonthly billing. Dam.lrrage charges begin the day of delivery and a:mtinue to accrue until the cylinder has teen returned to Stores. 2. For ordering carm:m gases listed in the Stores catalog, use a separate Stores requisition fotm. 3. For the return of enpty cylinders: a) Send a request for pickup to Stores providing the following infonnation: 1. The building and roan number where the cylinders are located. 2. The cylinder tag or label number. 3. The stores stock number of the cylinder. 4. The rental account number. 5. A contact person's nane and phone number. b) Empty cylinders should be placed in a separately designated area at your delivery dock and secured by chains, as a safety precaution, pending pick-up. c> Return all empty cylinders as quickly as possible to eliminate excessive demurrage charges. 4. Stores is billed for all cylinders assigned to the University. DE!mlrrage charges are rebilled to the appropriate University department. 5. Cylinders with suspected leaks should be reported imnediately to Stores. They will be picked up and returned to the canpany, and the department will receive credit for the cylinder gas charge. Departments should place an order for a replacanent cylinder, if so desired. 6. A regulator is available for rental fran Stores for use in filling balloons. Cepartrrents will be held liable for any danages to the regulator. III. STORES: PICK-UP AND DELIVERY A. The building and roan number specified on the order fonn or pick-up notice will be considered the final delivery or pick-up point. If the roan listed is a locked storage roan, please indicate on t.'11e fotm where a key can be obtained. If a signature on the delivery slip is to be obtained at a location other than the delivery location, this must also be PAGE: DATE: 220.6 9-30-85 . (Stores c.ontinued) indicated. B. Requests for delivery of materials to one area with the paperwork to another area cannot be honored unless this is specified on the order fonn in advance. C. Signed delivery slips must be returned to the Stores driver at the time the merchandise is delivered. D. Material to be picked up by Stores should be limite:i to eight or fewer paper size (approximately 17" x 12" x 15") stackable boxes, or one harrper load or less of mail. For pickups larger than t.ltls a charge will be assessed based on actual cost "incurred. Qiarges will also be assessed, again based on actual cost incurred, for any type of special handling (uncrating, :iroving, setup, anything r~iring special equipnent, extra men, excessive tirre, etc.) or special delivery (arergencies, deliveries or pickups other than nonnally scheduled). Celivery to a point other than specified on the PO, F(l), Open Order, or Stores requisition will involve an extra fee. This can be remedied by efficient use of order fonns. If a department wants a change in delivery point before delivery, these charges can be avoided by calling 3-5390 and ootifying then of the change. Call 3-5390 to ootain current rates for special delivery and handling. E. Off-carrpus pick-up and delivery service is available for a service fee based on actual cost incurred. All vehicles will be op:rated by Stores .p:rsonnel, and the cost of the driver is included. Charges for extra men, when necessary, will be based on regular and/or overtime rates. This service is available both for local trips to the Lansing and East Lansing area, and long distance trips outside the irmediate area. Se..-rvice is available by either delivery van or freight truck. Call 3-5390 to schedule this service or to cbtain current rates for off-campus pick-up or delivery. F. Prior to shipping any rra.terial off-campus, departments must canplete a "Material Return Slip and/or Shipping Pennit" fonn #140-2562 (see example on page 220.21), and obtain approval of the Purchasing Cepartment before any material can te picked up for shipnent. (Stores C.Ontinued) Pli.GE: DATE: 220.7 9-30-85 A. Stores/Receiving is the central receiving location for incaning shipnents to C9.1TpUS departments. shipnents include those received fran: Incaning ( 1. United Parcel Service 2. Parcel Post 3. Canron carriers 4. Air freight carriers 5. Vendor-owned deli very vehicles Stores/Receiving will accept shipnents for any department on carq;,us. The Receiving office will not accept shipnents or packages for student doIInitory roans, Kellogg Center guest roans, or organizations not affiliated with University acadanic or business ot=erations. The Receiving office is responsible for the receiving and redelivery of shipnents relating to University business only. We will not be responsible for non-business related shipnents for individuals ercq;,loyed by the University. B. Copies of PO's, POD's and Open Order Releases are kept on file in the receiving area of Stores. As packages are received, the order is pilled, copied, and the receiving infonnation is o:mplete:i. Packages are tagged with copies of the "delivery receipt" and are delivered to the prcper buildings. C. Redelivery of shipnents will be made on the next sdleduled truck to the delivery location. Exceptions to this practice will be made for perishable material that is received too late for the scheduled delivery route. Perishables received prior to 3:00 P.M. will be delivered by a special courier between 3:00 P.M. and 4:00 P.M. the same day. Any perishables received after 3:00 P.M. will be stored (after a phone call has been placed with the addressee or a representative to deteIInine the method of storage) and delivered the follcwing workday. D. Shipnents received by air express will be delivered by the next scheduled truck to the delivery location. If the next truc.'lc will not be departing until the following workday, a courtesy call will be made to notify the addressee of receipt of material. In all cases, if planned delivery service is not acceptable to the addressee, and provided that manpower and vehicles are available, a special delivery PP.GE: DATE: 220.8 9-30-85 (Stores Continued) service can J::e provided on an actual cost basis Cmininu.un of one hour). E. Upon receipt of the packages, departments sign the delivery ·receipt: one copy is kept by the department and the other COfJ'i returns to Stores Receiving as the delivery record. V. SHIPPDX; A. Stores/Shipping is the central shipping office for all material being shipped fran the University. 1. Any pac.1<.a.ge originally received on a PO or PCO nust have a Material Return fonn canpleted and approval obtained fran the Purchasing Depart:rrent before being shipped out. The "MR" must be sent to Purchasing for return authorization and, once approved, will be forwarded to Stores/Shipping. Upon receipt at Stores, the "MR" will serve as a canpus pick-up request for the department. A Stores driver will pick up the merchandise and deliver it to Shipping. If processing time is critical, the package and canpleted MR (approved by Purchasing) may be delivered to Stores/Shipping by the departrrent to expedite shiµrent. 2. ])Qcurrents, letters, etc. requiring imnediate shiprent and timely arrival can J::e processed using a QS (Quick Ship) foon (see exarrple on page 220.22) available at Stores Receiving. Departments should bring the documents directly to Stores and canplete the QS fonn. VI. FREIGHT BILL PAYMENI' A. Procedure l. Stores Receiving is responsible for the pa~t of incaning/collect and outgoing/prepaid freight charges. 2. Freight and air bills are processed, charges confirmed, and vouchers prepared and sent to Accounts Payable. Transportation dlarges are rebilled on the Stores rronthly charge s t a~ t to the appropriate Univer3ity department. 3. Individual departments shipping or receiving merchandise under special circumstances should send all freight bills/air bills to Stores Receiving for processing. PPJ:;E: DATE: 220.9 9-30-85 (Stores Contiln.led) VII. EXPEDITING A. Purpose 1. Expediting, located in Stores, is responsible for obtaining ?J,rchase order and purchase order draft delivery ccmnitments. B. Procedure 1. Departments experiencing delinquent orders shaild call Expediting at 3-5390 and be prepared to provide the PO/PCO number, vendor nmre, expected arrival date, and the items that have not been received (unless the entire PO/PCO is involved> • 2. The expeditor will contact the vendor, gathering proper order information for the depart:Irent and/or correcting any misinformation. 3. Once timely and relevant information is obtained, the expeditor will notify the department regarding the status. 4. Individual departments should not contact suppliers (unless notifying Expediting) once an expediting request has been sul:mitted. C. Responsibility 1. Expediting is resp:,nsible for information gathering and correcting misinformation only. 2. Cancellations, order changes, price changes, etc. must be processed by Purchasing through the change order procedure. VIII. CTAIM.S (REX:EIPI' OF D~ QXOS) A. Material received in a damaged condition should be reported n+1EDIA'IELY to the damage and claims section of Stores at 3-5390. Darrages valued at less than $25.00 cannot be processed. Time is very ilq;)ortant because, in order to be considered, an inspection report must be filed with freight carriers within 15 days of the delivery date. Preserve the package and contents, including inner packaging in the condition received until instruction for return or replacarent is received. B. Disposition of damaged items will be processed on a Material Return fonn (MR), numbered for identification (exarrple on page 220. 21) • C. Vendors will be contacted by the Stores Department, prier to disposition, to verify such information as: P~: 220.10 DATE: 9-30-85 (Stores c.ontinued) 1. W'bether disposition of the itan is to be handled by MSU or by the supplier. 2. If returned to the vendor, the shipping address. 3. The type of transportation is to be used, and who is responsible for the shipping expenses. 4. Whether the shipnent r~res additional insurance and at whose expense. S. The exact dollar arcount of the claim. D. Once a claim has been initiated, Stores will contact the department regarding responsibility for payment of invoices or for handling of credits. A. Any overage or shortage arriving on a PO or PCO shaild be reported to the Receiving office (3-5390). They will advise as to disposition C ie. pickup, redelivery, or Material Return). X. CAMPUS MAn. SERVICE A. M;U Board of Trustees action and United States Postal Service Private Express Statutes limit campus mail service to the distribution on carrpus of official University camunications and the collection of mail for off-cazrpus mailing. B. Exanples of o::mmmications that will be handled are: notices of faculty maetings or other University department 5t:ensored affairs or programs, camunications £ran one depart:Irent of the University to another, and manorandums fran one individual to another when pertaining to current University business. 'Ihose that cannot be distributed are requests for contributions (except United way), sales or collections by cairpus organizations or individuals, church announcarents, club announcanents, notices offX)litical or organizational meetings except meetings of learned and professional societies. C. Section 310.3 Cb) of the Private Express Statutes (Vol. 39, Federal Register pp. 33211-13) does not pennit cal1p.1S mail service to receive and/or carry letters Cl) which do not relate to the current business of the University, e.g., personal letters of the University's officers and employees, C 2) exchanged l:::etwec_n oon-Uni versi ty agencies, or < 3) exchanged tetween students. (Stores C,ontinued) PAGE: 220.11 DATE: 9-30-85 D. carpus mail envelopes are available for purchase fran Stores stock in the following sizes: 1. 10 1/4" X 4 1/2" Cil40-1806) 2. 9" X 12" (4140-1820) Used envelopes are available at no cost on a limite:i, first cane, first serve basis. Ccraplete a Stores Requisition for Supplies fom, indicating the approximate quantity needed. E. The following infonnation cutlines those activities that will assist Carcpus Mail in expediting the mail and maintaining a soooth flcM' for the total University: 1. Departments planning a large mailing on caxrpus, should contact Cazrpus M:iil at 3-5390 a fet1 days prior to the mailing date to schedule the mailing. The mailing must be properly addressed. When an additional thousand pieces of mail nust be sorted, in addition to the regular daily vol\.ll're of mail, these pieces are irerged into the mail flow as tine is available. Please note, all mail may not necessarily be sorted on the sane day, which may result in sane individuals receiving camunications later than others. It should be oote:i that mailings consisting of 3 or rrore pieces for one building on can;ius must be bundled or separate:i. 2. When addressing carrpus mail, the building name should always be included. Mail is sorted and delivered according to building. The roan number and building name should be the last line of the address. An exarrple of the proper address for campus mail is as follows: M. Adams Department of English 201 Morrill Hall 3. Departments should also be cognizant of addressing for 'lbe East Lansing Post Office is responsible U.S. Mail. for the delivery of all incaning U.S. Mail for Michigan State University. Their sorting and deli very is also by building. It is ~ative that departments inform their mailers to include the building name in the address. University mail could be returned to the sender, causing unnecessary delays in the mail. For U.S. Mail, the building nane should be reflected innediately above the city, state and zip code. An example of the proper addressing fonna.t is as follows: If this infoi:mation is not included, ( (Stores Continued) 220.12 PAGE: DATE: 9-30-85 Mr. Mark Adams Depart:Irent of English Michigan State University 201 M:>rrill Hall E'ast Lansing, MI 48824-1036 4. The last four digits in the nine-digit zip code designate a specific building to the East Lansing Post Office. It is not essential that these four digits be used to ensure that incaning mail is delivered, but it is advisable to have mailers begin using the nine-digit zip code whenever f:OSSible. The United States Postal Service in their conversion to autana.tion nation-wide will use the nine-digit zip code to eliminate unnecessary :rranual handling of the mail and expedite the delivery process. 5. It is also recarmend.ed that departrcental statione.cy and envelopes reflect a canplete return address, particularly the building nane. When reordering depart:lrent statione.cy, the University Printing Departrrent will assist depart:Irents in the proi;:er placenent and address fomiat to ensure confonnance to University standards and U.S. Postal regulations. F. Postal Manual 153.6 (mail addressed to schools, institutions, etc.) states that mail addressed to i;:ersons at schools and similar places will be delivered to the school. If the addressee is no longer at that address, it is the responsibility of individuals at that address to provide forwarding infomiation. If the forwarding address is unknown, the mail will be returned to the Postal Service (ermrsed "not at" or "address unknown"). The individual departrcents are fully responsible for forwarding mail that is addressed to then. Nomially the forwarding address is left with the departrcent involved as neither the U.S. Post Office nor Carrpus Mail Service maintain a file of forwarding addresses. If a department wishes to refuse any nail, it should indicate on each piece why it is being refused and hew it wants it handled. ' 220.13 PAGE: DATE: 9-30-85 (Stores c.ontinued) XI. muII=MEN!' RENl'AL AND LEASING A. Rental Office Fquipnent 1. Typewriters, pagers, and dictating equipnent are available for rental fran Stores. Minirm.un rental pericd is one month. Maintenance is the responsibility of Stores on rental equipnent. The renting department is responsible for: a) supplies needed for operation, and b) expenses incurred due to misuse, theft, or destruction of the 9:IUipnent. 2. Order rental equipnent by calling Stores at 355-1700. Monthly rental will be billed through the Stores billing systan and will appear on the departmental monthly charge staterent. B. Ieasing Equipnent 1. Most types of equipnent can be leased through the Stores Equipnent Iease Program. This program is a ccmnitrrent to lease equipnent for a specified pericd of tirre and can be established on 1 through 5 year programs. Stores retains ONnership until the leasing department exercises its p.irchase option. Equipnent can be p.irchased by paying a depreciated balance at any tirre during the contract pericd, or by paying 10% of the original purchase price at the end of the contract pericd. Equiprent funds must be used when exercising the p.irchase option. Maintenance will be the res~nsibility of the leasing department unless special arrangarents have been made with Stores. 2. Departments acquiring equipnent using the Stores Equipnent ~ e Program shcw.d carrplete a p.irchasing requisition following the instructions on the reverse of the requisition fonn. The only differences are: a) The account number field should be canpleterl with the account that is to be billed for the monthly lease charge (for General Fund accounts, this would be a Supplies and Services account). b) State in the body of the requisition "to be leased/ purchased through Stores over "X" years". For more information contact Stores at 5-1700. XII. BUCGE1' BCX)STER A. The Budget Booster is a rront."1.ly publication offered as a free service to all carrpus departments fran the University Services Division. The primary puri::ose of the Budget Booster is to sell items that are no longer being used by a depa.rt.rrent. 220.14 PAGE: DATE: 9-30-85 (Stores c.ontinued) ( B. The Budget Booster offers a "wanted to Buy" column. If a department is looking for a p:trticular iten, the departrrent may, by placing an ad, locate that iten scm;where en campus. C. Departments may also post items for trade or dispose of unwanted items by giving then away. D. This i;:ublication is issued the first week of every rronth. In order to place an ad a department must: 1. Write or type up a brief description of the itan or 2. Indicate the a:mdition of the itan(s). 3. Indicate an asking price or say they will accept the 4. List the department's nane, a contact person, and a items to be sold. best offer. telephone number. Copy for ad listings should l::e sent to the B1.J.dget Booster, c/o Stores. E. The procedures c:utlined on pages 300.1-300.8 of the Manual of Business Procedures should be followed when transferring e.quipnent fran one department to another for credit. F. The Budget Booster is sent to every departrrent on carrpus. An individualized mailing list is also available. XII. FEDERAL SURPLUS PBOPERTY A. General 1. The Federal Property and Administrative Services Act of 1949 (Public Law 152, 81st Congress), as arrended, authorized the Secretary of Health, Education and Welfare to allocate Federal surplus property for transfer to State Agencies for Surplus Property CSASP), which in turn distribute such property to eligible health and educational applicants. 2. Only University departnental representatives are permitted to visit and obtain ma·:.erials fran the Federal Surplus Warehouse. Depa.rtments interested in securing surplus property rrust request a signed pass fran the Salvage :Department which is valid only for the date issued. Call Salvage at 5-0364 for infonnation regarding securing a pass or with questions regarding specific property availability. To secure a pass the following are re.quired: a) The individual's nane who will be using the pass. bl The departrrent natre. cl The departmental account number. d) Written pe..T'Ilrission fran the Cea.nor Director of the department. (Stores Continued) P.AGE: DA'lE: 220.15 9-30-85 B. Title 1. Property with an original goverl1m=Ilt acquisition cost of $2,500 or more, nrust be used for a pericd of four (4) years before the University receives title. 2. Property with an original gover11m=I1t acquisition cost of less than $2,500 nrust be used for a pericd of 1:wo (2) years before the University receives title. ( 1. Federal surplus property acquired by the University C. Restrictions nrust be used: a) solely for educational purposes, and b) on University premises only. 2. Cannibalization or disassembly for secondary utilization ~ses or other disposal encumbrance for four (4) years (2 years in the case of rrotor vehicles), is prohibited without prior authorization fran the Department of Health, Education and Welfare. Such permission can generally be obtained at the tine of pirchase. 3. Private or personal use of any Federal surplus is absolutely illegal. 4. Donated property having a unit aa'.!Uisition cost of $2,500 or more, which is not placed in educational use within 12 months after donation, shall be reported by the University within 30 days. D. Disposition of Property 1. Property no longer suitable, usable, or needed by the University for the purpose for which it was obtained, must be disposed of through the Salvage Department provided that use r~ranents have been met. XIV. SALWiGE . YARD A. Salvage, located in a separate building behind the Stores building at 1330 S. Harrison Road, is open fran 7:30 A.M. to 4:00 P.M. The Salvage Yard telephone number is 355-0364. B. Salvage will pick up any unused or unwanted equipner,t fran a University department which can be resold. Contact Salvage if yai have a question regarding whether they will pick up certain materials. 1. For materials assigned a University inventory number, a "Equir:m=nt Transfer Notice" fonn #140-2492 (exarrple on page 220.23) must be a::rnpleted and sent to Stores/Salvage. This will assure that the materials are ranoved fran the department's inventory listing. Be sure to indicate on the fonn the rcan in which the materials are located; if a key will be necessary to access this roan, list separately t.,e roan where the (Stores c.ontinued) PAGE: 220.16 DATE: 9-30-85 key can be ootained. 2. Credit for equipnent or materials sent to Salvage nrust be negotiated prior to the materials being sent to Salvage. An "Equipnent Transfer Notice" fonn #140-2492 (see ex.anple on page 220.23) nrust be canpleted and sent to Stores/Salvage. Further instructions regarding the use of this foz:m nay be found on pages 300.1-300.8 of this manual. The airount of credit will be reducsr::i by the actual costs incurred by Salvage to dispose of the materials. 3. For non-inventory materials, call Salvage and arrange a time for pick-up. Paper pick-up usually falls under this classification. For prar;,t pick-up, call Salvage as often as itans t::ea::oe available. The rrore materials there are to be raroved, the longer it will take. B. Sale Procedures 1. Department representatives may buy naterials any day during regular Salvage hours by using a "Request for Supplies fran Stores" form #140-2702 (exarrple on page 220.19). The plrchased materials must be for University use only. 2. Off-canpus sale days are Tuesday and Friday fran 7:30 A.M. to 3:00 P.M., during which anyone may purchase materials with either cash or check. 3. Salvage is also responsible for holding auctions at which used bikes, jewelry, and other miscellaneous itans are sold. CUrrently bNo auctions per year are held: one in the spring and one in the fall. Dates and times are announced prior to the auctions. 4. Certain itans, such as f i r~ and scrap metal, are sold using sealed bidding procedures on every off-cantius sale day these itans are available. Call Salvage regarding itan availability and for the hours during which bids will be accepted. ( c. Special Services l. Salvage also offers a paper shredding service. Call Salvage for current rates or to schedule a time when the materials can be picked up. 2. Salvage offers rental storage space for any der:artment. Charges are based on the size of the material to be stored. Call Salvage for current rates and availability information regarding this service. 3. Salvage will deliver stored materials or purchased materials to any on-canpus department for a charge based on time spent. Contact Salvage to arrange for delivery. (Stores c.ontinued) PAGE: 220.17 CATE: 9-30-85 A. It is the responsibility of each dep:irtment to request only services and supplies that can be paid for out of available fund J:::alances. Stores will not be responsible for controlling which individuals within a department are authorized to request materials. B. Stores will supply depart:Irents with "r.t)nthly Charge Statanentn carpiter printalts listing charges billed against individual accounts. A cut-off on the last working day of the rronth has been established to facilitate posting of departmental charges. In dlecking fund ledgers, departments should advise Stores of any discrepancies between the charges t::ested in the rronthly ledger and those shown in the Monthly Charge Stat.anent. C. In cases where a wrong aca)unt mJ1tt>er was mistakenly supplied to Stores, Stores is unable to correct the error after billing has been d::me. The departm:nt making the error should contact the University Accounting Office (355- 5000) for information regarding the procedure to be followed to correct the mistake. ( 1. ~ cle1*1- ..... .,... _ z. S - - - - 1. S-rwtunt11illllC1t11Yto~"'9cle'*1- pinll ~ to S ' - - - - . dis-itloft of ..... -1. MICHIGAN STATE UNIVERSITY GENERAL STORES DIVISION PAGE: DM'E: 220.18 9-30-85· NEW STOCK CONSIDERATION REQUEST Da te - - - - - - - 1. Department Name - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 2. Account No. __________________ Requested BY---------------- Utilizing . 3. Item Desc r ip t ion - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Full Name of Person Requesting ( 4 If this item replaces an existing stock item enter Stores Catalogue No. - - - - - - - - - - - - - - - - - - - Reason for Requesting Change: - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 5. Packaging Desc r ip t ion - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - (Such as 10 Per Box) 6. Estimated Usage - - - - - - - - - - - - - - Units per Day Units per Month (Such as 5 boxes per mo.) Units per Year 7. Other departments that may use this item 1. - - - - - - - - - - - - - 2. - - - - - - - - - - - - t i • 8. Suggested Vendo r - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - ADDRESS CITY STATE ZIP 9. Vendor Stock Numbe r - - - - - - - - - - - - - - - - - NOTE: If your request is approved, please notify Stores promptly of any changes in usage as this will be of assistance in adjusting stock levels. Also, if later you wish to discontinue using this item please give Stores 90 days notice before doing so. If enough notice is not given, the above account number will be charged for any remaining stock, and it will be delivered to you. DO NOT WRITE BELOW THIS LINE- STORES USE ONLY Dept. Manager, or Chairman Signature CODE NUMBER ________ UNIT COST ______ UNIT OF ISSUE - - - - - - - - - - VENDOR - - - - - - - - - - - - - - - - - - - - - VENDOR STOCK NUMBER----- ADDRESS CITY STATE ZIP YOUR REQUEST FOR ADD ITlON OF THIS ITEM TO STOCK HAS BEEN : UJ C a u 0 APPROVED O DISAPPROVED REASON - - - - - - - - - - - - - - - - - - - - Stores Manager Signature DATE PPGE: 220.19 D,\TE: 9-30-85 MICHIGAN STATE . UNIVERSITY Request for Supplies from Stores REQUISITION NUMBER CA TE RECEIVED l1·?/f1t ...... . . ~. . . . , -_ ' PHYSICAL. Pt.ANT ONLY· . OIJ.Q.MS l llLDG.a>O€ ;·.:_· '. :·: ;· -:< :< . ;' ·". -:~ . -': CCV. NO. - ~BLOG.NO. BUILDING NAME ROOM NO. I ACCOUNT NO. I OROEREOBY I PHONE NUMBER I OBJ . CLASS JOB NO. CATE ., ' . ..., RLU:OBY OATERu.EO NUMBER OFP!ECES !ORDERS WILL BE FILLED BY STOCK NUMBER - NO BACK ORDERS) Stock Order -140-2702 STOCK NUMBER QUANTITY ORDERED SHIPPED BRIEF DESCRIPTION PRICE I I . I . I I I : • I DELIVER TO OEf'T. NAME CATE NEEDED: Item No. 1 2 3 4 5 6 7 Q '·'--- c:ooie1 to Stores. 2. Send w1'ite. ~ or..i pinil INITlAJ. . DRIVER .. : 3. Pink copy WtU be rwft.lrnld W'itl'I ~ · : · suooltN ordered. MSV is.,, Alf-r;.,.Action! Eow/ ~ lnffrfUOOn TOTAL I . . I I I RECEIVED BY (SIGN FULL NAMEJ DATE 140-2702 0 -1511 9 I ' ;,. .. ~--- pt, ~ - ·-.. ~-' , --- · --·------ -· - PHYSICAL PLANT ONLY OBJ. CLASS BLOG. CODE DIV.NO. ~~=~:' :«i'~:• Bldg. no. tatn signatures. Dept. No. Oept. Name I Building Name MICHIGAN STATE UNIVERSITY GENERAL STORES NON-STOCK ORDER FORM Both the purchase order number and release number are to be shown on all labels, packing slips and invoices. DATE PAGE: DM'E: 220.20 9-30-85 . RELEASE Nci~ ~ -~ -·-~.:. .0::.·. 'Room No. PURCHASE ORDER NUMBER Account No. Contact Person Date Needed -----.L---------:---r=-:---"7-:::--~~~:----':"'."'.""---:-~~ AREAS. READ REVERSE SIDE Released To::·. . , . . . PRIOR TO COMPLETING THIS FORM. . . . . 00 NOT FILL IN SHADED PREVIOUS OR SUGGESTED SOURCE: !Phone No. Instructions . .. . :·; , · , :: • F ~:-··· .-, ··- Date . . . . . . ~ • . .-::·: ·:':.v .... :·:~ ~ .·, .-. _;:- · , ·- ·.-1·· ·~ .:::-·~~;~~ ~~-----: ~- ('. .•. ,. ~,·· - ... . .. .. . )- >~· .. -:·:~·~; .. :·~~-::.~--.:. _ _..~- ~~:: ··~.;t'f; ;.:·: -:::, .. :_..: '".,,•· ~~ : ~~ -~- .. , Ship To: Michigan State University Central Receiving 1330 South Harrison Road East Lansing, Michigan 48824 0 __ % 10 0 Net30da~"1 0 - - "· 10th m s VENDOR: Stores Authorization Required I • · on -----------------+-----------------,: T ~en Attn: Name/dept. Ph. No. From: !dept.) Person initiating ~ las If returned to MSU, please ntference abow number. INSTRUCTIONS Oo not fill in shaded area. Read rewne side prior to completing this fonn. P1uH type or legibly print. I Account No. I Location of material I Ph.No. i.__ ___________________________ ...._ ______ •.. ·· -· · · · · - - - · · - · · - - - - - Method of shipment: Fnter.-y 0 United Percal 0 I Must amve by: llnsuranca YES D NOD MSU i l • - - IEqw , /~ ~1'3:M 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 equipment to another deQartment for no credit '. To transfer equipment to another department for credit ( ~ :i. To transfer equipment to an off-campus purchaser (Purchasing Dept. approval required I PAGE: 220. 23 OM!!: 9-30-85 Michigan State University EQUIPMENT TRANSFER NOTICE RELEASING DEPARTMENT CREDIT ACCOUNT NO.• DEPARTMENT • NAME . . f - 'IIPMENT . . TELEPHONE . . ATION NUMBER RECEIVING DEPARTMENT OR PURCHASER NAME CHARGE ACCOUNT NO.• . DEPARTMENT . . . . TELEPHONE . . EQUIPMENT LOCATION NUMBER DESCRIPTION OriginaJ Purch ... Account Number MSU Equipment Inventory Number Inventory Department u .. Only Credit Amount llf Sold) Signature - Oeoaronent Releasing Equ~ Date S~ - Oe!)anment R~ E,:iuioment _ ,gnature - Contract and Grant Administration - Wrthin Grant Restrictions Date Sigr,ature - Purchasing Oept_ - Off.C.Jmous Sate ADC>rOVal INSTRUCTIONS 1. Ref• to me Menual of Buaift- Procedur• pe,ae 300.1-300.1 for r...aulatlona c~n111 the UN of thla form. 2. Distribute completed form H follows: White- General Stores - if checked No. 1 above. ! I ! I I : I I Date Oare Canary - Pink - Blue - Bookkeeping Dept. - Releasing Department Receiving Department or Off-Campus Purchaser Inventory De;,artmer,t If checked No. 2. 4, or 5 abow. (If No. 5 attach oavment check) Mic/!iaan Stat,, Uflivflnitv Print~ 0-13137 AASU ,.,,,, _..__At:oo,,/~ °"""""""'- Storn Stock No. 140-2492 Page: , Date: 9-30-85 223 .1 INTERIOR DESIGN All requests for interior design services involving carpet, draperies and reupholstery should be sent in triplicate on the form "Request for Interdepartment Material or Service" (Stores stock order #140-2842) to the Office of Facilities Planning and Space Management, 412 Olds Hall . Projects limited to carpet, draperies and reupholstery will, upon approval, be forwarded to the Residence Halls Interior Design Department. All other requests involving interior design services will be routed to the Engineering Services Department, Physical Plant. Requesting departments will be charged for these services. Page: 225.1 Date: 9-30-85 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 8:00 a.m. to 12:00 noon and 12:30 p.m. to 4:30 p.m., Monday through Friday. 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 representative controls the issue and duplication of keys for their assigned areas. B. This authority is recognized by presubmitted signatures. 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 alterations are charged against the construction costs. Duplicate keys are charged to departmental accounts. Page: Date: 225.2 9-30-85 (Keys and Lock Service Continued) B. Duplicates are obtained by presenting a completed "Request for Keys" (Stores stock order #140-2548, see sample on page 225.5) to the Key Shop. A separate form must be prepared for each type (code) requested (e.g., master, submaster, room key). 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 for keeping records to assure building security and control. B. The form "Assignment of Keys by Departments" (Stores stock order #140-2534, see sample on page 225.5) assists in this recordkeeping. 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 an 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 may vary substantially , based on the type of keys, security needs and the cost of reestablishing security. Page: Date: 225.3 . 9-30-85 (Keys and Lock Service Continued) 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, co~bination safe work, padlocks and other related services. C. To get routine service, call 353-1760. To get specialized service, use a service request, "Request for Interdepartment Material or Service" (Stores stock order #140-2842). VI. SPECIAL SERVICES AND PROCEDURES A. Safe and vault combination changes are initiated by a service request as outlined in item V.C. above. Special procedures are used to ensure security. Call the Key Shop at 3-1760 for details. B. Removal of an area or room from the master key system to provide maximum security is initiated by a service request as outlined in item V.C. above. Since such changes eliminate the usual custodial and maintenance service access, special authorization and procedures are required. Call the Key Shop for details. C. Requests for master or submaster keys to Housing and Food Services areas require approval from the Assistant Vice President for Housing and Food Services or the Manager of University Housing. Page: Date: 9-30-8~ 225 . 4 (Keys and Lock Service Continued) D. Keys to mechanical rooms, electrical vaults and similar areas are controlled by the Physical Plant Division. Call the Key Shop for answers to specific questions. VII. BILLING Key Shop charges are included in the Physical Plant Division billing, a monthly statement of charges for service. Entries on the billing statement reflect all charges posted up to the statement date. The statement total appears as a single-line entry in the department's fund ledger. Call 355-3375 with any questions concerning monthly billings. Page : 225.5 Date : 9-30-85 F~"" Me . co., •. J4 To: Key Shop , F'hysicol F'lont Building REQUEST FOR KEYS You ore outhori:ed to issue the follow ing keys (number of key s - - - ) to th • - - - - - - - - - - - - - - - - Account to be chorged _ _ _ _ _ _ __ _ 0 Moater K ey - - - - - - - - - - - - - - - - - - - - 0 Sub-master K ey - - - - - - - - - - - - - - - - - - 0Room K ey - - - - R .... 0actf' Me . S-. ilcllin• 8uild tn1 Code·------ Code · - - - - - - Code·------- ~•ys issued !0------------------- Dot•--------- S ign ed - - - - - -~ - - - - - - -= - - - - - - - - 0 ••• ,.._..,, ...... ..- o • .., • Code is rl,e numher sromp&d on key or lock c:ore FOR USE BY KEY SHOP Keys issued by CM4 19 ( ( Page : 230.l Date: 9-30-85 LABORATORY ANIMAL CARE SERVICE I. GENERAL A. Laboratory Animal Care Service (LACS) located at C-100 Clinical Center, telephone number 353-5064, provides campus-wide services for: 1. Laboratory animal medicine and care; and 2. Procurement of animals for authorized research and teaching. B. The department office should be called two days prior to the time services are needed (except for clinical emergencies). C. The "Investigator's Handbook," published by LACS and available free of charge upon request, contains regulations concerning animal usage and a detailed listing of all services. II. NON-PROFESSIONAL SERVICES LACS offers, on a charge basis, the following non-professional services. A. Care of animals (specimens or colonies). B. Feed and. bedding supplies. C. Surgical and anesthetic services. D. Cage cleaning (washing). E. Trucking of cages, animals, feed, etc. III. PROFESSIONAL SERVICES The following professional services are performed by LACS free of charge. A. Consultation on facilities, experimental design, and utilization of species . Page: Date: 9-30-85 230 . 2 (Laboratory Animal Care Service Continued) B. Consultation and/or veterinary inspection regarding disease prevention, diagnosis and treatment of laboratory species. C. Consultation on procurement and distribution of animals and animal supplies. IV. SURGERY FACILITIES { The use of LACS operated suites for surgery in the Clinical Center and Life Sciences may be scheduled by calling the departmental office. V. ANIMALS A. To order animals, Form 0-9653 (see page 230.5, Exhibit II), should be completed and submitted to the LACS office. This form can be obtained by calling 353-5063. Only one specie oay be included on each order. To expedite orders, phone in all orders before noon on Thursday, for shipment the following week. Paperwork should follow. B. Delivery of standard research animals requires from one to two weeks after receipt of the order, while delivery of conditioned, exotic or non-standard species need from four to eight weeks. Call LACS for specific information concerning standard and non-standard animals. C. The yellow copy should be retained by the ordering department and the remaining copies should be sent to the LACS office. D. Claims for shortages, unusable animals, crushed shipping containers, etc., should be di~ected to LACS b y calling Page: . Date: 9-30-85 235 .1 LIBRARY COPY CENTERS I. Library Copy Centers are available to copy material at five cents per copy on 8~ x 11 or 8~ x 14 inch paper. Copies made on the reduction/enlargement machines are ten cents each, and 11 x 17 inch copies are fifteen cents. II. Copy Centers maintain regular Library hours. Copy Center II, situated in the West Wing of the Main Library, is also open extended hours during the term -- until 1:00 a.m. weeknights, and until 3:00 a.m. during finals week. The Copy Center in the Business Library closes at 10:30 p.m. Sunday through Thursday, and at 5:30 p.m. Friday and Saturday. That center is closed during term breaks. III. Patrons can copy their own material at all Copy Centers. At the Main Copy Center, located across from the Reference Desk, material may be left for copying by the Copy Center staff for a small service charge. IV. Copying fees can be paid by cash or check, or can be charged to VISA/Mastercard or departmental accounts. V. No paperwork is required for self-serve cash sales. A patron simply copies the material and pays the cashier for each copy made. Receipts are available upon request. VI. VISA and Mastercard charges require the Copy Center attendant to fill out a charge form. The customer must have a valid card and be authorized to use the account. Amounts above the floor limit are phoned into the Bankcard Center for approval. Page : Date: 235.2 9-30-85 (Library Copy Centers Continued) VII. University account sales require that the Copy Center attendant be given an account number to be charged, along with the department's name, main office address and telephone number. Each month, the charges are inputted into a computer to generate detailed billing statements, which are mailed to the appropriate departments. Then a list of accounts, along with the corresponding total charges being billed, is sent to the Accounting Department. As a result, the charges are debited by journal entry on the departments' monthly fund ledger. Page: Date: 236 . 1 9-30-85 LIBRARY - DATABASE SEARCHING SERVICES I. Customized retrospective searches of on-line bibliographic databases are conducted by librarians in the Social Science and Humanities Reference Library, the Science Reference 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 the 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, on-line connect time, off-line printing and any royalties for on-line 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 approximately $15 to a high of approximately $25. III. For more specific information on databases available, rates or procedures for arranging for a search, contact a librarian in the Science Reference Library or the Social Science and Human ities Reference Library, as appropriate for the field of interest. IV. A search can be paid for in cash, billed to an approved organiza tional account or a University account, or paid for with VISA or Mastercard. V. All searches are recorded on a paid search record form. Information recorded includes all details of the transaction: vendor, date, file, total on-line time, number of prints, total charges; also, user name, address, organization, unit, account number and method of payment, as appropriate. VI. A receipt can be issued for each cash transaction. Page : 240.1 Date: 9-30-85 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 PROVOST ASST PROVOST ASST COORDINATOR ASST DEANS ASSOC DEANS COORDINATOR ASST TO PROVOST DIRECTORS CHAIRPERSON EDITOR DIRECTOR ADVISE COORDINATOR ASST TO DEANS AOMIN DIRECTOR SECRETARY MANAGERS EXEC DIRECTOR SUP ERV I SOR ASSOC DIR PROG DIRECTOR (Mail Distribution Labels Cont.) D Page: 240.2 Date: 9-30-85 ASSOC DIRECTOR MANAGER DIRECTOR ASST DIRECTOR ADVISOR NON-ACADEMIC CODES ADMINISTRATIVE TITLES J K VICE PRESIDENT EXEC VICE PRES PRESIDENT ASST TO PRESIDENT ASSOC VP ASST VP SPECIAL ASST CHAIRPERSON DIRECTOR ADM ASST CONTROLLER BUDGET OFFICER EXEC DIR OMBUDSMAN ASST TO PRES OFFICER (Mail Distribution Labels Cont.) ( L M Page: 240 .3 Date: 9-30-85 DIRECTORS SUPERINTENDENT ASST DIRECTOR ASSOC DIRECTOR ASSOC DEAN COORDINATORS ARCHITECT EDITOR MANAGER REGISTRAR EXEC DIR ENGINEER ADMINISTRATOR ASST MANAGER ASS CONT COORDINATORS ASSOC DIR ASST DIR SUPERVISOR AREA DIR ASST MGR MANAGER ASSOC EDITORS DIRECTOR CURATOR SUPERINTENDENT FIN ANALYST PUR AGENT CHIEF ACCT ANALYST ACCT SUPERVISOR Page: 240 . 4 Dat e: 9-30-85 {Mail Distribution Labels Cont.) III. ORDERING OF LABELS - Send a copy of Exhibit I, a Standard Request Memo, for job G0491, signed by the Department Chairman or authorized representative, which will produce labels. Send memo to Administrative Information Services, Room 2 Administration Building. See Exhibit I, page 240.6 to make a copy. If you wish a cost estimate prior to this production of t he labels, please check the appropriate space on the Standard Request Memo and an estimate will be prepared for your approval before the labels are 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 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 i ndicated in the following example : Chairman College of Agriculture Department of Forestry D-M (Mail Distribution Labels Cont.) C. The distribution code indicates the range of individuals to whom documents are to be mailed. Examples : Page: 240 . 5 Date: 9-30-85 CODE D A-0 D,M M J-M A-0, 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 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= 36 B = 58 C = 192 D = 19 Total Academic 305 J = 11 K = 23 L = 45 M = 111 Total Non-Academic TOTAL OF ALL CODES 190 495 ., EXHIBIT I Da t e :_ /_ /_ TO: ADMINISTRATIVE INFORMATION SERVICES OPERATIONS AND PRODUCTION Room 47 Administration Building Page: 240.6 Date: 9-30-85 Admin. Info . Serv. Use Only Document Number: Scheduled Date:~~/--~/~~ Rev . (06/14/85,G0491 ) FROM: DEPARTMENT: Address: Phone: COMMON UNIT CODE: SUBJECT: Please schedule job G0491 to run on_ /~ - /~ - JOB RELATIONSHIP INFORMATION: SCHEDULING INFORMATION: (information in parentheses is for A. I. S. use) Check this space if only a cost estimate is desired. (SCHEDULERS NOTE: Do not run this job when cost estimate is desired. Deliver this memo to A. I. S. Administrative Office for cost estimate.) Enter account number to be charged and enter the project code, if known. Enter the number of copies required. (COPY • X) Supply below the desired distribution codes to select labels. One to eight may be selected. (OVERRIDE - G0494.SLECTCD) ·-·--·-·--·-· (cols 1-15) Valid codes are: A, B, C, D, J, K, L, M JOB FUNCTION INFORMATION: This job prints campus mailing labels for selected distribution codes. The distribution codes selected enable mailings to be circulated to specific administrative groups (reference MSU Manual of Business Procedures for group description) . MOTOR POOL I. GENERAL Page: Date: 9-30-85 245.1 A. This section outlines the conditions and procedures for rental use of University vehicles by departments from the University's Motor Pool. B. Vehicles can only be used for University business and travel (see Section 70, Travel Regulations for extensive details). C. The Motor Pool office is located in the Central Services Building, facing the east side of Spartan Stadium. D. Rates and information beyond the scope of this section are available by calling 353-5280. E. Departments needing vehicles for field trips should refer to Section 25. PROCEDURES A. Car, station wagon, van, and pickup truck rentals 1. Make reservations by calling the Motor Pool dispatcher, telephone 353-5280. 2. When the vehicle is picked up, the user must sign the charge card and provide: a. Copy of the approved travel authorization. b. The driver's license number. c. The department name, account number to be charged, and the name of the responsible staff member. d. The departure date and expected return date. Page : Date: 9-30-85 245 . 2 (Motor Pool Continued) B. To arrange sole use of a car, station wagon, van or pickup truck for 90 days or longer, use the "Request for Long-Term Use of University Vehicles," form YZ-43B0010. C. BUS TRANSPORTATION 1. Charter arrangements and cost estimates can be made by a telephone call to the dispatcher at 353-5280. 2. A "Request for Interdepartment Material and Service" (Stores stock order #140-2842) may be submitted to the Automotive Services dispatcher 72 hours before departure to make charter arrangements when prior telephone reservations have not been made. III. QUALIFICATIONS OF DRIVERS AND USE OF UNIVERSITY VEHICLES A. A person driving a University vehicle must have a valid U.S. or Canadian driver's license, must be experienced in handling the kind of vehicle requested, and must have a satisfactory driving record. The responsibility for enforcing these requirements rests with the department chairperson or equivalent. B. Subject to the limitations outlined above, employees (including graduate assistants) may be assigned and drive University vehicles on authorized trips. Students (except graduate assistants) may drive when accompanied in the same vehicle by the employee to whom the vehicle is assigned or when a special request for authorization to drive has been filed by the department chairperson and approved by the dean and the Office of Pl anning and Budgets. A copy of the Page: 245.3 Date: 9-30-85 (Motor Pool Continued) approved authorization must be filed with the Insurance and Risk Management Department. C. Drivers of University vehicles are vulnerable to public criticism. Complaints and criticism can be avoided if each driver: 1. Uses University vehicles for business or approved travel only. 2. Tows only University trailers or trailers rented through University channels. 3. Observes all traffic laws and regulations; drives carefully and courteously; and operates the vehicle safely within existing driving conditions. IV. BILLING The Motor Pool charges are included in the monthly Physical Plant Division billing. Entries on the billing statement reflect charges posted up to the statement date. The statement total appears as a single-line entry on the department's monthly fund ledger. Call 355-3375 with any questions concerning monthly billings. Page: Date: 260 . 1 9-30-85 PHYSICAL PLANT DIVISION I. PURPOSE OF THE SECTION A. Provide a guide to the wide range of Physical Plant Division services. B. Outline procedures to obtain services. II. SERVICES AND PROCEDURES A. Maintenance Services 1. This department operates and maintains academic buildings, maintains the utility distribution system, and performs related services. A wide variety of skills and materials in metal working, electrical, electronics, broadband cable, plumbing, heating, ventilation, air-conditioning, carpentry, roofing, masonry, locksmith, painting and glazing trades are available for departmental facilities and projects. 2. Call 353-1760 to obtain funded maintenance service or use the service request, "Request for Interdepartment Material or Service" (Stores stock order #140-2842 , see sample on .page 260.5), to hire repair services for departmental facilities and projects. Also see Section 225 for details on key and lock services. B. Automotive Services 1. This department provides fuel, lubricants, parts and repair service for University vehicles; rents sedans, station wagons, vans and trucks to departments and individuals for Un i versity business; operates t he Campus Bus System; and charters buses. Page: Date: 260 . 2 . 9-30-85 (Physical Plant Division Continued) 2. Call 355-1868 for repair service, and 353-5280 for motor pool reservations, charter bus arrangements, and information on the Campus Bus System. Also see Section 215 for details on the Service Garage, Section 245 for details on the Motor Pool, and Section 25 for procedures ( for field trips. C. Engineering Services 1. This department performs planning and analysis for the Physical Plant Division, maintains construction standards and master records of buildings and utilities, coordinates and inspects alteration projects, and prepares plans and specifications. The department reviews plans for consulting architects and engineers on major construction projects. 2. Call 355-3372 to get information on these services, or use the service request, "Request for Interdepartment Material or Service", to get estimates in accordance with Section 200, Alterations and Improvements. D. Custodial Services 1. This department's major task is to provide cleaning service in MSU's academic buildings. The department's personnel also replace light bulbs, tubes, switch plates and similar minor service, lock and unlock the buildings, and service the University's swimming pools. They also provide set-ups for special events, and heavy ( (Physical Plant Division Continued) Page: Date: 260. 3 - 9-30-85 trucking, manpower and special equipment for certain heavy moving and delivery service. 2. For basic custodial service in buildings, contact the head custodian. For other services or information, the department telephone is 355-8485. To request depart mental services, use the service request, "Request for Interdepartment Material or Service." E. Power and Water This department operates the power plants, reservoir and wells; providing steam, electricity and water to the main campus. For information on utility capabilities, call Engineering Services at 355-3372. To report irregular utility conditions or utility interruptions, call Maintenance Services at 355-1,760. F. Telecommunication Systems This department provides internal management activities for the University's telephone, electronics and broadband coaxial cable systems. See Maintenance Services section (page 260.l) for procedures for electronics and broadband coaxial cable systems. See Section 280 for details on telephone system and directory information service. III. PAPERWORK, PROCESSING AND PAYMENT A. An approved service request leads to a Physical Plant work order; one copy of the work order is returned to the requesting department. Page: Date: 260. 5 . 9-30-85 MICHIGAN STATE UNIVERSITY REQUEST FOR IHTERDEP.A.RTMEHT MATERIAL OR SERVICE PHYSICAL PLANT USE OHL Y Department Job Numb-. p,;..,.;ty To the From Dept. Ac:c:'t No. Deliver to room Building Lbt. Mat. Estimated Coat e.s. L.F. Totol S.R . No. CFT M.t.T LAB M.H. Oepo,t-nt ReprHentotive Qhe • c e~ ._...ltti_ ef I t em •~ ,...,..lltN. Phone . 0o,. Sign Oeportfflent Hood or Authorised Representative Estimate requested: 0Yes 0No - 0 • • Q, .j .. ·i .s ~ • ! .. -.. ... 0 C • • -3 0 • • "" 0 -.. 3 a..! " . .... -;O 0 -- e C • g Q. t a:-; - " o-" . - ,... .... l ..i:: .,, .. .... "' ·8 • • " • • .J :I -& Q, " -~ I .. 0 - .J: • ~. 0 • C I 6 0 • 0 ,i .! c.,, ..i:: >-A. • 0 Q. .J: "' ·12 ~ 0 0 - Page: 265.1 Date: 9-30-85 INSTRUCTIONAL MEDIA CENTER The Instructional Media Center is the central organization responsible for providing complete audiovisual and communication services needed by faculty, staff and administrators in order to facilitate and promote Michigan State University's missions of instruction, research and public service. I. GENERAL INFORMATION A. The main office of the Instructional Media Center is located in Room 126 Il1C Building (corner of Wilson and Stadium Roads). Business hours are from 7:00 a.m. to 6:00 p.m. (During the summer and between terms, these hours may vary.) The telephone number is 353-3960. Audiovisual services and equipment are available to faculty, staff and registered student organizations. B. The IMC Graphics Studio is located in Room 233 Communication Arts and Sciences Building. Business hours are from 8:00 a.m. to 5:00 p.m. The telephone number is 355-4493. II. TYPES OF SERVICES A. Distribution and Facilities Services 1. This division provides a vast array of audiovisual equipment, projectionist services and access to the 16mm film library. Equipment available includes 16mm filo projectors, carousel slide projectors, overhead projectors, microphones, screens, audiotape recorders/players, filmstrip projectors and record players. One piece of each of the above equipment may (Instructional Media Center Continued) Page: Date: 265.2 9-30-85 be ordered at no charge for regularly scheduled credit courses that meet on the MSU campus. Multiple pieces of that same equipment or equipment for non-classroom use is available on a charge basis only . . 2. Projectionists (equipment operators) are also available for classroom and non-classroom use. For regularly scheduled credit courses which meet in large rooms with media equipped projection booths, and rooms with a security risk, projectionists are provided on a free service basis. For other classroom and non-classroom showings, customers are charged a small hourly fee. 3. The 16mm educational film library contains over 3,300 titles which are available to regularly scheduled on-campus credit courses for a small service charge, and for other showings on a fee basis. A projection room is available for faculty and staff to preview IMC owned films, prior to program use, at no charge. Other uses of this preview room are available on a charge basis. A resource person is available to assist faculty and staff with their film selection. Films from off-campus suppliers may be ordered through the iMC. Costs include the rental fee, service charge and round-trip shipping fees. 4. Requests for classroom service must be placed at the scheduling office a minimum of twenty-four ( 24) hours in advance of the scheduled course in order to receive f ree service. Requests for serv ices may be p l aced by (Instructional Media Center Continued) Page: Date: 265 . 3 9-30-85 telephone; however, extensive and/or complex orders should be placed in writing. Requests for films from off-campus suppliers should be placed no less than thirty (30) days in advance of the show date. All films and equipment are delivered and picked up according to class and program schedules. B. Technical Services Audiovisual services provided by this division include rental of portable video equipment, audio and video duplication, maintenance and repair of video and audio equipment (including optical microscopes and cameras), consultation concerning the design and use of audiovisual systems, studio with complete audiotape and videotape production capabilities, telelecture, classroom lecture recordings, public address systems, and two-way radio communication services. All services are available for a nominal fee covering equipment, materials, parts and labor. Maintenance contracts are available for department owned equipment. C. Photographic Services A wide variety of services are available both through the IMC Photographic Laboratory and off-campus vendors with whom we contract special processes. E-6 color slide film processing is run four times daily in our lab; this incluces an evening run. Also performed are black and white film processing, slide duplication, black and white Itek prints , a variety of slide productions from original art, portrait Page: 265.4 Date: 9-30-85 (Instructional Media Center Continued) and passport photographs, location and/or studio photography, and medical and scientific photography. All services are provided on a fee basis. For your convenience, there is a drop-off box located at the north entrance to the IMC for orders delivered after hours. Please complete order bag following sample at this location. D. Visual and Film Production A wide variety of graphic design and production services is provided by this division. Types of art which can be produced range from educational displays to medical illustrations, including art for television, original drawings for slides and transparencies, name plates, lettering and sign production, and typesetting. In addition, there is staff available for production of multi-media presentations such as slide/tape programs, filmstrips, films and public service announcements for television broadcast. This includes design of the entire production, art and photography, script writing, editing and ( all lab work. These services are available on a fee basis which includes materials, labor and consultation. The telephone number is 353-9011. E. Marketing This unit offers the promotion, distribution and sale of University sponsored instructional programs and materials developed by faculty. The staff will coordinate t he packaging of the programs, determine pricing, design and produce promotional brochures , direct mai l advertising to Page: 265.5 Date: 9-30-85 ( ( (Instructional Media Center Continued) potential national and international customers, arrange copyright protection, reproduction of programs and distribution of royalties. The telephone number is 353-9229. III. BILLING STATEMENTS Each division has order forms designed for its individual services. Copies of the invoices are mailed monthly to each department to coincide with the arrival of University fund ledgers. Invoices are attached to a summary sheet which lists charges by division of the Instructional Media Center. Page: Date: 270.l 9-30-85 PURCHASING DEPARTMENT I. GENERAL POLICY A. The Purchasing Department, Purchasing Building, telephone 355-0357, is the centralized agency of Michigan State University vested with: 1. The authority to issue purchase orders and/or sign 1 contracts binding the University; 2. The responsibility of securing maximum returns from expenditures of the University and University administered funds, in the procurement of equipment, supplies and services rendered by outside agencies. B. Purchases will be made on the bases of quantity, quality, service (which includes delivery) and competitive market prices. C. The Purchasing Agent and his/her assistants are the only personnel authorized to commit the University for the purchase of equipment, materials and services. The Director of University Services and the Purchasing Agent may delegate purchasing authority and responsibility to approved satellite purchasing activities (such as, Food Stores, the MSU Bookstore and the Library) subject to prior approval of the satellite unit's policies and procedures by the Purchasing Department. Unauthorized commitments made by members of the faculty and/or staff are not binding on the University and vendors' invoices covering these conn:iitments may not be honored. ( ( Page: 270.2 Date: 9-30-85 (Purchasing Department Continued) II. PURCHASE REQUISITION A. Form The requisition is a numbered form which can be obtained from Stores, stoc.k order #140-2674 (see Exhibit I, pages 270.11 and 270.12). B. Purpose 1. This form is used to procure equipment, materials, supplies or certain services from an off-campus source. 2. A purchase requisition is not required to obtain materials and supplies from Stores (see Stores, Section 220). C. Preparation 1. Instructions for completing the requisition are listed on the back of the yellow copy of the form (see page 270.12). The form is designed for double space typing. Please type only on the lines provided. Attach a mimeo bond sheet(s) if an additional page is necessary. 2. Each department is responsible for determining that funds are available to cover the cost of the purchase. D. Authorized Signatures for Purchases and Expenditures Requisitions must be signed by an authorized pe~son for the accounts from which funds are being expended (see Section 66 for details regarding authorized signatures). E. Distribution 1. After the form is completed, the white should be forwarded to the Purchasing Depar~ment. The yellow copy should be retained by the requisitioning department. (Purchasing Department Continued) Page: 270.3 Date : 9-30-85 2. The Purchasing Department will price the requisition or obtain quotations and information relative to availability and delivery, and if required, forward the requisition to the Accounting Department, 360 Administration Building. 3. The Accounting Departraent will review the requisition for authorized signatures and availability of funds. The requisition is then returned to the Purchasing Department for preparation of the purchase order. III. PURCHASE ORDER A. Form The purchase orde.r is a nine-part form ( see Exhibit II, pages 270.13 and 270.14). B. Purpose 1. To officially authorize a vendor to deliver and charge the University for equipment, materials and/or services. 2. Without an official purchase order, the University will not pay a vendor's invoice. Unauthorized commitments are the personal responsibility of the individual making such commitments. C. Preparation 1. The purchase order is written and distributed to the requisitioning department via Campus Hail Service. 2. Requisitioning department should check its purchase order copy with its requisition copy to verify the accuracy of the items listed. ( ( (Purchasing Department Continued) D. Shipping Inquiries Page: Date: 270.4 . 9-30-85 Questions concerning an order, up to the time of delivery and acceptance of the materials or services, should be directed to Stores, Expediting Section, telephone 353-5390. E. Distribution 1. Form - Purchase order forms are color-bar coded. a. White - Supplier b. Yellow - Accounting Department (payment file) c. Orange - Accounting Department (numerical file) d. Bittersweet - Purchasing (numerical file) e. Gray - Purchasing (alphabetical file) f. Blue - Stores (Receiving) g. Tan - Stores (Expediting) h. Green - Inventory i. Cherry - Requisitioning department Department Copies 2. a. The cherry copy is sent to the requisitioning department via Campus Mail Service. b. The requisitioning department should compare its purchase requisition with the purchase order copy and determine that Purchasing has ordered exactly the items requested. d. The department copy of the purchase order is to be used as a receiving report and a photo copy must be sent to Stores, Expediting Section, each time a shipment is received until delivery of the order is completed. (Purchasing Department Continued) F. Receipt of Damaged Materials ( 1. Damaged materials with a value in excess of $25 should Page: Date: 270.5 9-30-85 be reported immediately upon receipt to Stores Receiving, telephone 353-5390. 2. A representative from Stores must inspect the damaged materials and file an Inspection Report with the delivering carrier within 15 days after receipt of the materials or a claim cannot be filed. 3. The Stores representative will prepare the Inspection Report and distribute copies as follows: a. White - Stores b. Yellow - Purchasing c. Pink - Accounting d. Blue - Department (purchaser) 4. The original shipping carton and packaging material in which the damaged materials were received must be retained and returned with the damaged materials. 5. The Stores representative will arrange for the transfer of materials to Stores before leaving the department. It should be noted that at this point the materials are the property of the shipping company. G. Open Purchase Orders 1. These orders are issued to cover certain supplies, services or emergency repair items or for frequent small purchases which are not available from an on-campus source and the Purchasing Department agrees that the . l ( (Purchasing Department Continued) ( interests of the University. establishment of an open order will best serve the Page: 270.6 Date: 9-30-85 2. Open orders cover a specified period of time and are restricted to a fixed dollar amount. 3. Equipment items (expenditure code 090) cannot be charged against open orders. 4. Requests to establish open orders should be directed to the Purchasing Department. 5. Stores delivery trucks make local area pick-ups daily, and will pick up and deliver items purchased on open orders. Telephone 355-5390 for information. 6. Stores has more than 100 open orders with local vendors. These facilities should be utilized whenever possible (see Stores, Section 220 for ordering procedures). H. Emergency Orders 1. These orders will be handled on a rush basis. Emergency orders should be so designated and restricted to cases involving the breakdown of equipment, or where human or animal life is endangered. 2. Call the Purchasing Department, telephone 353-0357, give specifications, account number and requisition number. An order will be placed immediately for delivery by the fastest method. 3. Materials that can be obtained locally will be picked up by a Stores truck and delivered where requested. ( ( (Purchasing Department Continued) Page: Date: 9-30-85 270 . 7 4. In an unusual emergency where the above procedures cannot be followed, a department may procure the required material or service and send a confirming requisition with an explanation of the emergency. I. Vendor Exhibits On Campus Departments may request that vendors demonstrate equipment or materials on campus but must obtain prior approval in writing from the Purchasing Department. The only exceptions to this policy are: Career Carnival, Farmer's Week, the Business Women's Annual Display and Ag Expo. J. Maintenance Service Contracts 1. Departments desiring a maintenance service contract for equipment to be serviced periodically, should sign a Maintenance Service Contract Notice, Form No. CO-ge-15c (see Exhibit V, page 270.17) and indicate: a. Type of equipment b. Serial number c. Period covered d. Location of unit e. Account name and number 2. If the company fails to make the inspection(s) noted by the contract, an appropriate credit will be claimed by the Purchasing Department and returned to the department that paid the charge. 3. Renewal notices sent to the department upon expiration of contracts should be forwarded to the Purchasing Department for continuance or termination. Page: Date: 270.8 9-30-85 (Purchasing Department Continued) 4. When a contract is terminated due to sale, trade-in, ( transfer of equipment, or any other purpose, notify the Purchasing Department immediately. If contract is terminated prior to expiration date, a proportionate refund will be obtained by the Purchasing Department and returned to the account originally charged. IV. RETURNING MERCHANDISE TO VENDORS A. Form The Material Return Slip and/or Shipping Permit, Stores stock order #140-2562, is a six-part form (see Exhibit III, page 270.15). B. Purpose This form should be used when any type of material is returned to a vendor, as in the case of duplicate shipments, exchange of items, sending materials off campus for repairs or trade-in, and return of equipment due to expiration of lease. C. Preparation 1. The form must be completely filled out by the department. A full description of the articles being returned should be given so tha~ if the shipment is lost, a claim can be filed with the carrier. 2. Particular attention should be given to completing the following blocks on the form: a. Material received on purchase order number b. Account number c. Dollar value of shipment d. Authorized signature (Purchasing Department Continued) D. Distribution and Routing Page: Date: 270.9 9-30-s, 1. Departments must determine the materials to be returned, complete the form and forward all copies tu the Purchasing Department. 2. Purchasing Department assigns a number, indicates the buyer's name, returns the yellow copy to the department and files the salmon copy in a numerical file. 3. Purchasing Department must obtain approval from the vendor before materials can be returned. Therefore, do not return materials directly to the vendor before approval is granted. E. Alternative to Item D. Above 1. Whenever a shipment does not require prior approval by the Purchasing Department, the department can call the Purchasing Department, obtain a material return (MR) number, enter the number on the Material Return Slip and/or Shipping Permit (MR), and either allow Stores to pick up materials and arrange shipment or deliver the materials to a carrier by a department representative. In the latter case, the MR should be forwarded to the Purchasing Department. 2. For small packages such as research grant proposals, etc., an MR permit number will not be necessary for shipment via Federal Express, Emery Air, Purolator, etc. (See Stores, page 220.8). 3. After approval, if required, the Purchasing Department will forward the first five copies of the MR to Stores . Page : Date : 9-30-85 270 . 10 (Purchasing Department Continued) If not approved, the copies will be returned to the department with an explanation for disposition of the materials. 3. Stores will pick up the materials and leave the green copy with the department. The green copy will indicate ( driver's name and the date picked up. 4. The pink copy will be returned to the vendor with the materials and is used as a packing slip. 5. Stores will indicate the shipping information on the white and blue copies. The blue copy is retained by Stores and filed alphabetically by vendor. 6. The white copy is forwarded to the Accounting Department where a debit memo is prepared. The amount of the debit memo will be deducted from the next invoice processed for that vendor. A copy of the debit memo will be forwarded to the department (see Exhibit IV, page 270.16). The account originally charged will receive credit, if the amount is $10 or more. In those c.ases where the original payment was made from funds budgeted for a prior year, credit will not be given. -, I • Departments inquiring about the status of the materials should call: a. The Purchasing Department, telephone 355-0357 prior to the time that the materials are picked up. b . Stores , telephone 355-1700, after the materials have been picked up . Page: 280.1 Date: 9-30-8j TELEPHONE SERVICE, DIRECTORY INFORMATION AND TELEPHONE CHARGES I. PURPOSE OF THE SECTION To detail procedures for directory information changes, telephone equipment changes and telephone service charges. II. GENERAL A. Maintaining accurate faculty and staff directory ( information listings in the Physical Plant's University Telephone Center and other unpublished sources is the responsibility of three different offices. See item III.E. below for details on submitting information and where to get answers to questions about the procedures. B. Equipment-related information is available from Telecom Systems at 353-5515. For further details see item IV below. C. For information on monthly telephone charges, see item V. below or call 353-1686. III. TELEPHONE DIRECTORY INFORMATION CHANGES A. The Personnel Action Notice (PAN) or Address Information Notice (AIN) is used to change directory information for employees and persons affiliated with MSU for the University telephone listing and in other unpublished directories. The information is updated regularly; timeliness and accuracy depend on prompt and accurate input from University departments. Departments can obtain information by calling the Office of Academic Personnel Records at 355-1526 for faculty and academic personnel, Personnel Research and Records at 353-4330 for non-academic personnel and Registrar's Office at 353-4490 for graduate assistants and HSU associates. ( ( (Telephone Service Continued) B. FORM USES Page: Date: 280 . 2 9-30-85 1. To initiate listings for new employees or individuals associated with the University. It is not used for students (refer to the Student Directory if the need arises). 2. To change current listings as indicated: a. A new or different telephone number or address within the department. b. Transfer to a different department (change initiated by a new department). c. A new or different home address or telephone number . d. A legal name change, particularly a last name change (see item III.B.3. below for details). 3. Legal name changes are processed as follows: a. The individual must report to the Social Security Administration Office, 333 South Capitol Avenue, Lansing, and provide that office with the approp_riate legal document, such as a marriage certificate,. divorce decree, court order, etc. The office will provide a social security card with the new name. b. The department uses the new social security card to initiate the change. A copy of the new social security card must accompany the form to the appropriate office listed in item III.E. below. c. Each form provides direction to ensure efficient name change processing. Page: Date: 9-30-85 280.3 (Telephone Service Continued) C. FORM PREPARATION 1. It is important that all available information be printed accurately. This includes the full name, social security number, complete home address (including zip code), home telephone number and applicable titles and ( departmental information. 2. The form must be signed by the department administrator. D. To have a home address or home telephone number eliminated from the directories, complete the section indicated on the PAN or AIN form pertaining to restrictions. E. Submit all forms to the following offices (also sources for additional details on form preparation). 1. Forms for Board-appointed personnel are submitted to the Office of Academic Personnel Records, 312 Administration Building, telephone 355-1526. 2. Forms for classified employees are submitted to Personnel Research and Records, 120 Nisbet Building, telephone 353-4330. 3. Forms for other persons affiliated with MSU are submitted to the Office of the Registrar, 208 Administration Building , telephone 353-4490. IV. TELEPHONE AND I NTERCOM EQUIPMENT A. Requests to install, remove, replace or alter telep hone equipmen t may be initiated by submi t ting a Request for Interdepartment Material or Service form ( Stores stock order #1 40- 2842 ) to Telecom Systems , 177 Pub li c Saf ety Buil ding. Page: Date: 280.4 9-30-85 (Telephone Service Continued) B. Charges for such changes are billed to the department ( requesting the change on the monthly telephone billing statement. C. Consultation service for telecommunication systems can be obtained as follows: 1. Broadband cable and electronic systems, telephone 353-1760. 2. Telephone system, telephone 353-5515. D. Purchase and/or installation of telephone or intercom-type equipment may also be requested by submitting a Request for Interdepartment Material or Service form to Telecom Systems. For additional information, call 353-5515. E. Requests are first checked to determine if the communications need can be met by existing University systems, using existing conduit and wiring. Separate intercoms or related telephone equipment are allowed when such equipment is more practical and/or economical. F. Conduit designated for telephone service wiring cannot accommodate cables or wire for intercom or other communications equipment unless there is excess space for future telephone needs. Conduits were provided for telephone service and have priority. G. Telecom Systems will arrange installation of intercoms and related communications equipment. All installation and maintenance costs of such equipment are the responsibility of the department requesting the service. Page: 280.5 Date: 9-30-8.5 (Telephone Service Continued) V. TELEPHONE CHARGES A. Monthly Service Charges 1. Monthly service charges are for the use of telephone equipment, including extensions, buzzers, signal lights, long distance, local calls, etc. ( 2. Form 2901 (11/81) Department Telephone Charges and Service Billing Record are sent by the Physical Plant Division to each department. B. Toll Charges 1. An account number is assigned to each telephone. All long distance calls made from a telephone will be charged to that account. 2. The department is responsible for determining that charges on the listing are applicable to that account. The Long Distance Telephone Record (Stores stock order #140-2716, see Exhibit I on page 280.7) is recommended for this purpose, and should be made available to all persons in the department who make long distance calls. 3. Unauthorized persons should not be allowed access to staff telephones. 4. Personal toll calls must not be charged to University telephones but may be placed through the operator and charged to the employee's home telephone. Page : 280.6 Date: 9-30-85 (Telephone Service Continued) 5. If after checking the monthly listing prepared by Administrative Information Services there are toll calls of which you have no record, the Physical Plant Division, telephone 355-1686, will assist in tracing these calls. ( 6. Toll credits may be requested by using the Telephone Toll Credit Request (Stores stock order #140-2721, see Exhibit II on page 280.8). C. Transfer of Charges 1. A department may wish to charge an account other than the one designated for telephone service or long distance toll charges. 2. This transfer of charges may be done by sending a Journal Voucher to the Accounting Department, 360 Administration Building, telephone 355-5000. 3. To keep bookkeeping to a minimum, these entries should not be prepared more than once a month. MICHIGAN STATE UNIVERSITY Page: Date: 280.8 9-30-85 ' TELEPHONE TOLL CREDIT REQUEST INSTRUCTIONS 1. This form is to be used exclusively for requesting telephone toll credits. 2. To request an adjustment, complete the information requested below and return this form to the Communication Services Department. Physical Plant. 3. Transfers of telephone charges between accounts must be submitted directly to the Accounting Department, Room 360, Administration Building, 355-5000. Please use the Journal Entry Request Form CO-bo-15c. 4. Personal calls can not be rebilled to home telephone numbers. 5. If you have further questions regarding these charges, call 353-5515. Account Number Phone Number Date of Call City Called Amount Billed Toll Type Reason for Credit ( . ;::; . . ~ .:- ··.- ,·, .·, . \. "': . -:~·: ........... . ---. . .. .... ' ... , ... ,, Department _______________ ___ _ Signature _______________ __ _ Date _________ _ _ _ 0 127'6 •\fSV ,s .,. ,.,,,,,,..,,.,. A(tlOft ' (Q1.1tll 0of10l"fu,t,,w l ttrtrt'lh!Olt Srock Order I ,.o,m, Page: Date: 9-30-8~ 290 . 1 OFFICE OF UNIVERSITY PUBLICATIONS I. GENERAL A. The office of University Publications located at 447 Berkey Hall, telephone number 355-3290, offers editorial and design services for official publications of the University's academic and administrative departments. ( B. Department offices planning to produce a publication must call the Publications Office and arrange a meeting with an editorial staff member to discuss their plans for the printed piece, and to work out a tentative production schedule. II. EDITORIAL AND DESIGN A. Editorial and design staff members are available to assist in the editing, design, and publishing of brochures, announcements, posters, monographs, books, catalogs and similar material necessary to communicate information concerning the academic, research and public service programs of the University. B. Editorial staff members work with department representatives after the initial manuscript for publication has been prepared by the initiating department. C. The editorial and ?reduction supervision services are provided on a modest fee-for-service charge system to University departments and administrative offices. Page : 290.2 Date: 9-30-8~ ( ( (Office of University Publications Continued) D. The design service unit is operated on a revolving fund account, and charges are made for all creative and mechanical pre-production work done by the office's graphic designers. Costs are based on standard price list: total charges depending on the size and the complexity of the publication concerned. E. All printing, production, editorial, and design costs are paid by the department that orders the publication. F. The editorial staff sees the publication through the printing process from initial typesetting to delivery of the completed product. (Equipment Credits, Transfers and Disposals Continued) Page: 300.4 Date: 9-30-85 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 Department Receiving Equipment and receives the pink copy of Form 0-12291. 3. Off-campus buyers must pay applicable Hichigan sales tax in addition to the agreed upon sales price, making checks payable to Michigan State University. 4. Releasing Department should send checks received from sales of surplus equipment, together with the white copy of completed Form 0-12291, to Accounts Payable, Office of the Controller, Room 360 Administration Building; and the 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 Transfer 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 account 21-3244 (see item "4)" below). 2) Department sells equipment to Salvage Yard; debit Salvage Department account and credit account 21-3244 ( see item "4)" below). ( (Equipment Credits, Transfers and Disposals Continued) Page: 300.5 Date: 9-30-85 3) Department sells equipment off-campus; deposit check crediting account 21-3244 for the sales price and account 21-3236 for the applicable Michigan sales tax (see item "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 equipment over to the Salvage Yard, or transferred equipment to another department, or sold equipment to an off-campus buyer. Department may check this balance by calling Accounts Payable, telephone 353-2011. 6) Department with credit may utilize the amount of the credit for purchase of equipment by indicating account number 21-3244 on a requisition to Purchasing (not exceeding the amount of the 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 foilowing January 1 of one fiscal year shall be carried forward for use in the next fiscal year. ( Page : Date: 9-30-8i 305 .1 FELLOWSHIP AND TRAINEESHIP APPOINTMENTS I. GENERAL A. A Graduate Fellowship/Traineeship Appointment Recommendation form must be prepared for each student receiving a fellow ship or a traineeship grant. B. Fellowships 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, telephone 355-9645. II. FORMS Appointment forms for graduate students may be obtained from 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 Depart ment; therefore, no Federal income tax is withheld. B. Recipients of Post Doctoral Fellowship Awards will be paid through the Contract and Grant Administration office. ( Page: Date: 9-30-85· 305. 2 (Fellowship and Traineeship Appointments Continued) C. Authorization for payment of stipends is provided by the approved fellowship appointment form. To maintain proper accounting 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 termin ated 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. MICHIGAN STATE UNIVERSITY GRADUATE FELLOWSHIP/TRAINEESHIP APPOINTMENT RECOMMENDATION ~ ~ 305 . 3 +~~ 9-30-85 Oe$,enment - - - - - - - - - - - - - - - - - - -Co l lege ___________ Common Unit Code ____ _ _ Oate page: - - - - - - - Date: - - - - - - - - - - - - - - - - - -M - , -d -d -1 . - - - - - - Student No . &-digit Name First Lftt Michigan Resident : vesO NoO Citizen of - - - - - - . . , . . . . , . - - - - - - - - - - -Soc .Sec. No. _________ _ (Count1'y) A e ~ ,... .. ::, .. 3 CD (J) c Q. .. =-- D 1. Mm D 2. i:.n.e Radal/elhnic Group (ei,tlonai Information) D 1. ~ O 3. OlicanolMexic:a American O 2. Blacll/Afro Arnn:an D ._ 5'laniatl ~ D a Aaian/Pacffic lswlder D 5. American Indian D 1. Other------- Specity Student 1a enrolled 1n • Mall8r'9 0 . Ooc9ln O. Medical O. Foltdoc:tc,a, 0 . °'*' _______ Program 0 (apecity) Chedl One: __ New aopointment __ Amended aooointment Termination Effectiw Oate ________ Raason ______________________ _ Effectiw Oate Reason ______________________ _ Tullon: FELLOWSHIP RECIPIENTS ARE NOT GIVEN !~STATE STATUS - Al)pointee must pay out-of-st.ate tuition, if non-Michigan resident, unless paid by ,c,onsor. Tuition 111d 1- ara to be charged 10 student O °' -=count 0 Account Number Craoit Umitation (if ll)plicaotel Tuition only (no lea) to becnargedto account __________________ _ Account Number Credit Limitation (if appiocablel Lumo sum Ct9dit 10 be 110Plied against tuition S - - - - - - - - Amount Account Number (Any 1'9fflaining funds from trle lump sum will be -arded to the student during the Week of regular registration I 8 New or present aoc,o1ntment : e FellowshiptTraineeship Total Stipend Montl'lty Stipend • Account Number Pe, ;od of Appointment ·11 lump sum. is payment requested at registration YESO NO CJ Amended appo intment : FeOowshiptTraineeehip Total Stipend Monthly • St ioend Account Number Summer O 19 __ Other: 019 __ From Fall Winter 019 __ To Spring 019 __ Peri od of Ae>oointment Summer o 19 __ Other: 019 __ From Fall Winter 019 __ To SprinQ 019 __ ·tt lump sum, is payment requested at registration YES CJ NO CJ C Academic Baclcground : GRACE REPORT Highest degrN earned ____ Year ____ _ Ma1or ________________ _ Institution _______________ _ G.P .A .• final two years of undergraduate program - - - - - G.P.A .• current program------ Number of MSU course credit3 earned - - - - - - Number of MSU course aedits deferred ( other than 899 or 999) - - - - - - CERTIFICATE D hereoy cen i fy t hat under this appointment there will be no emplover~mployft relat ionsh ip eJt1iting between the appointee and t he Universi ty . The appointee w,11 not be rttquired 10 perform any services for M1cn 19an State Un1ven1 t y or the gran to ng agency . E APPROVED : Dean of Co llev • Cha1 r oer1on/ C ,rec tar Cate Cata Cate NOTE: All sections must be complete. Form must be received by Contract and Grant Adm inistration with in established aeadlines to assure payment on requested dates 00 NOT DETACH COPIES (Dismout1on will be made aner final aporoval) , 1/&I ' \ CONTRACT & GRANT ADMINISTRATI ON Page: 310 .1 . Date: 9-30-85 FLOWER PURCHASES I. UNIVERSITY POLICY The purchase of flowers in moderation is permitted for receptions, teas, banquets, and special luncheons. University policy, however, does not permit the purchase of funeral flowers or sick room flowers except through the Office of the Secretary of the Board of Trustees. II. ORDERING FLOWERS Upon the death of a member of the faculty or staff or a retiree, the department concerned should notify the Secretary's Office, 353-5054. The Secretary's Office will then purchase the flowers in the name of the University, or send a contribution of equal value if a specific recipient is designated. (Gifts, Grants or Contracts Continued) 2. Direct costs involve expenditures that are directly Page: Date: 315.2 . 9-30-85 related to a project such as salaries, supplies and services, and purchases of equipment. Indirect costs involve administrative services, maintenance and opera tion of physical facilities and other expenditures that cannot readily be related directly to the research project. Indirect costs are based on a fixed percentage of the total estimated direct cost of the research proposal. 3. The proposal should not be submitted to an outside agency before it is approved by the unit ach:;iinistrator, dean, Vice President for Finance and Operations and Treasurer (Contract and Grant Administration) and Vice President for Research and Graduate Studies. 4. If human subjects are involved in the proposed research, approval by the University Committee on Research Involving Human Subjects is required before an account number can be assigned. 5. If animals are to be used in the proposed research, approval by the Committee on Animal Facilities and Care is required. 6. Proposals which call for use of radioactive isotopes or which call for the use of hazardous organisms or chemi cals require approval of the appropriate committee. 7. Proposals involving use of television equipment should be approved by the Director of Instructional and Public Television. ( ( (Gifts, Grants or Contracts Continued) Page: Date: 315. 3 . 9-30-85 8. Proposals to do sponsored research or education projects overseas require approval by the International Programs and Projects Committee. 9. Provision for use of the University computers should be budgeted in the proposal. Deviations from this policy must be approved by the Director of the Computer Laboratory. 10. One copy of the proposal should be prepared for each person signing the transmittal sheet in addition to those required by the sponsoring agency. 11. A "Transmittal Sheet for Request for Contract, Grant or Gift Support" (see example, page 315.11) should be completed and submitted with the proposal through appropriate channels as mentioned above, reaching the Office of Research and Graduate Studies after all other approvals have been obtained. 12. Sufficient time for processing within the University should be allowed so that the Office of the Vice President for Finance and Operations and Treasurer (Contract and Grant Administration) has two days to review the proposal and the Office of Research and Graduate Studies has adequate time to review the proposal in advance of the time needed to meet the deadline established by the sponsoring agency. · 13. The Office of Research and Graduate Studies will mail proposals to the potential sponsor if requested by the department. (Gifts, Grants or Contracts Continued) C. Cooperative Research Agreement Page: Date: 315.4 . 9-30-85 1. It is sometimes advantageous to substitute a Cooperative Research Agreement in lieu of a more extensive contract or grant document. These forms are available at the Office of the Vice President for Research and Graduate Studies (355-0306), (see sample of Agreement, page 315.12). Cooperative Research Agreements frequently commit resources of the University in a manner requiring special evaluation and legal counsel. 2. Research activities utilizing the Cooperative Research Agreement should be processed for campus approvals the same as formal proposals. These agreements should be accompanied by a transmittal sheet, which requires unit administrator, college and University level approval before the agreement is completed. D. Procedures After Approval by Outside Agency 1. The sponsor should notify the project leader of action taken, with copies submitted to the Office of Contract and Grant Administration and the Office of the Vice President for Research and Graduate Studies. .., '- . For formal proposals, the project leader should prepa~e a Gift, Grant or Contract Transmittal Form (Stores stock order #140-2499; see sample, page 315.13), attach a copy of the letter of the award and submit it through channels for acceptance by the Board of Trustees. 3. Cooperative Research Agreements should be signed by the sponsor, accompanied by the sponsor's check, if ( Page: Date: 315.5 9-30-8~ (Gifts, Grants or Contracts Continued) ( ( II. GIFTS applicable, and a completed Gift, Grant or Contract Transmittal Form, then be submitted for acceptance by the Board of Trustees. The number of copies of the Cooperative Research Agreement required will depend on requirements of the college. A. Definition: A gift is a voluntary transfer of funds or property by a person or organization to Michigan State University without any valuable consideration or compensation to the donor. B. Gifts will be processed to assure that: 1. All gifts are properly receipted and recorded. 2. Each donor receives a prompt and appropriate acknowledgement. 3. Members of the Board of Trustees, the administration, faculty and volunteer organizations are kept fully informed. 4. A central record is maintained on all gifts. C. Gifts are to be accepted, processed, acknowledged and recorded according to established University policies outlined in the ''Procedures and Practices for the Development Program." Copies may be obtained from the Vice President for Development (353-4566) or the Associate Vice President for Development (355-8257). D. Checks for unrestricted gifts going into 31- accounts should be forwarded immediately by departments to the Development Fund, 220 Nisbet, for processing. A Gift, Grant or Contract ( ( (Gifts, Grants or Contracts Continued) Page: Date: 315.6 9-30-85 Form should be used. However, checks for gifts going into 71- accounts should be reflected on a Gift, Grant or Contract Transmittal Form and processed through the Office of Contract and Grant Administration. There is an exception to this rule on 71- account gifts when the college and/or department is having a "special purpose" fund-raising campaign where there are numerous donations coming in over a period of time. In this case, the funds may be sent to the Development Fund for processing; however, the donor's letter (or some sort of back-up verifying the donor's intent) should also be sent to support the JVE which transfers the gift amount from the Development Fund's clearing account into the depart~ent's 71- account. E. Gifts of securities, real estate, mineral interests, other non-cash gifts and gifts by bequest are subject to special handling and should be referred separately to the Development Fund or the MSU Foundation. F. Official acceptance of all gifts to Michigan State University will be made by the Board of Trustees based upon the recommendation of the President and Vice President for Development. Only those gifts which are in confo~ity with the needs of the University will be accepted. The University reserves the right to refuse any gift which is judged to be inconsistent with institutional needs for which University resources are too limited to properly administer the gift. In addition, only those gifts from which disbursements are to be made on a nondiscriDinatory basis will be accepted. Page: 315. 7 . Date: 9-30-85 (Gifts, Grants or Contracts Continued) III. FORM REQUIRED FOR PRESENTING GIFTS, GRANTS OR CONTRACTS FOR ACCEPTANCE BY THE BOARD OF TRUSTEES Gift, Grant or Contract Transmittal Form (Stores stock order #140-2499; see sample, page 315.13). IV. GIFT, GRANT OR CONTRACT FORMS ( A. Preparation 1. Forms should be typewritten by the department that will receive the gift or grant. 2. The original copy of the Gift, Grant or Contract Transmittal Form should accompany all gifts presented to the Board of Trustees for acceptance. 3. The letter of award, Cooperative Research Agreement or other documentation should be attached. B. Required Signatures 1. Grants or Contracts - Forms should be submitted for approval in the following order: a. Unit Administrator b. Director of Experiment Station (when applicable) c. Dean of College d. Vice President for Research and Graduate Studies e. Vice President for Finance and Operations and Treasurer (Contract and Grant Administration) 2. Gifts - Forms should be submitted for approval in the following order and then forwarded directly to the Development Fund, 220 Nisbet Building: a. Unit Administrator b. Dean of College c. Vice President for Development d. Vice President for Finance and Operations and Treasurer (for consolidated Gift, Grant or Contract Transmittal Forms; Contract and Grant Administration) Page: 315.8 Date: 9-30-85 ( ( (Gifts, Grants or Contracts Continued) 3. Scholarship and Loan Gifts - Forms should be submitted for approval in the following order: a. Office of Financial Aids b. Vice President for Development c. Vice President for Finance and Operations and Treasurer (Contract and Grant Administration) V. CONSIGNMENT EQUIPMENT - Forms (see sample, page 315.14) should be submitted for approval in the following order: A. Unit Administrator B. Dean of College C. Vice President for Development D. Vice President for Finance and Operations and Treasurer (Contract and Grant Administration) VI. FINAL APPROVAL A. Forms (an original and one copy) should be prepared to allow sufficient time to reach the Office of the Vice President for Finance and Operations and Treasurer (Contract and Grant Administration) twenty (20) working days prior to the meeting of the Board of Trustees. Regular meetings of the Board are scheduled approximately every other month, and the annual schedule is announced in the MSU News-Bulletin as well as information is provided to departmental and Deans' offices. B. The Board of Trustees raust approve all gifts, grants or contracts awarded to the University. C. The Office of Contract and Grant Administration or the Development Fund will notify the department of the account number to be used for a project or program. VII. CASH RECEIPTS Colleges, departments and individuals should process all checks immediately upon receipt as follows: ( Page: Date: 315.9 9-30-85 · (Gifts, Grants or Contracts Continued) A. Checks received should be attached to the Gift, Grant or Contract Transmittal Form. Departments and colleges are not permitted to deposit or cash checks. B. When payment for sponsored programs is not received in advance, the Office of Contract and Grant Administration will bill the sponsor according to the terms of the grant or contract. C. After the Gift, Grant or Contract Transmittal Form has been approved, any checks received by the department should be forwarded immediately to the Office of Contract and Grant Administration, with a memorandum indicating the purpose for the check. Departments and colleges are not permitted to deposit or cash checks. VIII. EXPENDITURES - Expenditures of funds must be made in accordance with policies established by the University unless additionally restricted by the terms of the· gift, grant or contract. IX. REPORTS A. Project leaders will be responsible for preparing technical reports as required by the terms of the grants and contracts. Under no circumstances should project leaders submit financial reports. B. Financial reports to sponsors for grants and contracts will be prepared by the Office of Contract and Grant ( Administration. C. Reports of gifts will be prepa~ed by the Office of the Vice President for Development. OFFICE FOR RESEARCH AND GRADUATE STUDIES MICHIGAN STATE UNIVERSITY Transmittal Sheet for Request for Contract, Grant or Gift Support Page: 315 · 11 Date:· 9-30-85 In addition to the number ol ccp;.s requiffld by the potential granter, accompany this form with a copy ol the proposal for each individual approving this transmittal slHHlt. TO: Office of Research Development INQUIRIES SHOULD REFER TO ORO # ______ (THIS # IS ASSIGNED BY THE OFFICE OF RESEARCH DEVELOPMENT.) FROM: ____ __ _________ _ __ _ __ __ _ __ ___ __ ___ __ ___ __ ___ _ _ Coillvl(SJ Potentlm Grantorts): ,_ • , mutllplet -------------.....,..---------------0 ,.,.._ --ONat,i,a--. _Dea __ _ D PuOlic --=- Title of P ro fec - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - !LitfW a, 43 - Type of Project New ___ Renewal_. __ Supplemen ___ Continuation ___ Revision of ORO ' - - - - - - - - /C/lec;Jr one/ ( Nature of Project Researci'I_ Graduate Instruction (including training and fellowships)_Undergraduate Instruction__ (CMcll one/ Puollc Service ___ Other (s;,ec:ify>------------------------- FIRST-YEAR BUDGET From ______ To ______ $ _____ _ TOTAL PROJECT BUDGET From ______ To_· ______ s _____ _ WILi. CONDUCT OF THIS PROJECT REQUIRE: Additional Space on or off Campus? Alterations or Renovations? Unusual Demands for Electricity, Air Conditioning, Ventilation or Hours of Operation? Major Computer Use? Yes No DOES THIS PROJECT INVOLVE: Use of Human Subjects or Materials? Use of Vertebrate Animals? Use of Hazardous Substances? International Activities? Sub-contracting of Activitie_s? Yes No I understand the proposed use of human subjects, human materials, vertebrate animals, hazardous substances, or International -activities requires appropriate review and approval prior to Initiating the project. ADMINISTRATIVE ENDORSEMENTS: Endorsement Indicates approval of the project. approval to approach listed potential grantor(s), cognizance of projects risks, aclmlnlstratlve obligations, and confirmation that appropriate spac. and facilities will be available if proposal is funded. Pnrnr, Admlnistntlft Unit(s): Cooperating Administrative Unlt(sl, If Applicable: ,A,grlc-~ s,aoo,, Owwcalr, OMa,ott Oncmr, or ~ Unit (Ji,eelor /If ~ I NJ{icullunl ~ Slariotl Cnc:a,,, c,;,,;m,, ~ or ~ Unit OiteetDr (If ~ I . ApJ)roval of Budget for Conformity wtth Policies of IISU and Grantorta). University Approval for Transmiaion to Above Named Potential Gtantor(s). ( ( REMARKS: Vice P r e - /or o.,..,,,,_,. (Requ- - tar ~ de elc;a!Wlt) . . . . - . ....... " MSU IS AN A~RMATIVE ACTION/EQUAL OPPORTUNITY INSTITUT10N Do not detach cop/ea - Distribution will be mad• tJr Office of Research Derelopment Michigan State University ------·------ -· ... . Page: Date: 315.13 9-30-85 GIFT, GRANT OR CONTRACT TRANSMITTAL FORM Attach cheek and/or copy of deposit receipt, award letter or other evidence of recipt of award. Date _____ _ f"1 GIFT ( D GRANT (A gift is a voluntary transfer of funds or property by a person or organization to Michigan State University without any valuable consideration or compensation to the donor.I D CONTRACT r---------------------1 in the amov.,t ~ l I Checlc No • to Account No I I I I Receipt No. dei>osited. L---------------------~ PROPOSAL ORD # _ __ _ _____ _ I I 1 I It is recommended that $ _________ f rom - - - - - - - - - - - - - ( Street Add, City - - - - - - - - - - - - - - - - - - -be accepted by Michigan State University. State Zip Source of Funds: Government--- Foundation--- Association- lndustry ____ Other_~~--.,,.-- 1p1._ si:,ecifyl Type of Project: New----Continuation----Renewal---- Supplement ____ Prev. ORO #---- Classification: Research __ Education __ Public Ser vice_ Fellowship_ Other __________ _ (Pleese soecifvl Use of Funds: These funds are to be used within the period from _____________ to ____________ _ Date Date under the direction o._ ____________ - - - - - - - - - - - - - ,Fae .Rank - - - - - - - - - - - - Add Co-directe< if applicable in the college(sl/department(sl o f - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Objective of P ro jec t= - - - - - - - - - - - - - - -~ - - - - - - - - - - - - - - - - - - - - - Briet title limlted to 43 spaCfl for the general field o f - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Credit To: (Appropriate com.man-unit code(sl and percent(s) ). Coitege/ Depanment Percent Other(sl Pen:snt(sl Has gift/grant been acknowledged? O YES Name of Contract Person ___________ Date ___ _ D NO Name of Contact Person . ______________ _ APPROVALS: Deoartment Cha,roerw,,tsl Date Vice President fe< Development . ( Agr. Exp. Suit,on Directe< Div. Director or Research Unit Director. if applicable Deantsl Dean , lntemat1onal Studies and Programs DISTRIBUTION: Original - Vic• Pres. Bus. Fin . 1st Copy - 2nd Copy - Vice Pres. UniYersity Dev. \lice Pres. An. & Grad. Stdl. Date Date Vice President fe< Research and Graduate S l\ldies Vice Presaaent for Finance ana Operations and Tr-urer Date Secretary, Board of Trustees 3rd Copy - Dean 4th Copy - Chairperson 0< Director ~ Copy - Other ---- --··- --- -· ·- - - Date Date bate Date AAicllig"" Stat• U,,,....,,. Prmrmg Stock Order # 140-2499 0-13156 MICHIGAN STATE UNIVERSITY Consignment Equipment - Gifts Page: Date: 315 . 14 9-30-85 . By order of the Board, January 16, 1936, copies of this form covering all gifts and all loans to the University of equipment and material, must be filed with the Secretary to the Board. Loane and gifts are not to be accepted until approved by the Secretary and a copy of thla form, indlcatinv approval, la returned to the department. UNIVERSITY EQUIPMENT ANO PROPERTY ARE NEVER TO BE LOANED EXCEPT TO OTHER DEPARTMENTS OF THE UNIVERSITY WITHOUT THE APPROVAL OF THE SECRET ARY! Department - - - - - - - - - - - - - - - - Common unit code ____ Used by _____________ _ Owner or dono r - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Owner's add ress - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Description of equipment with model and serial numbe r - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - ( Estimated value - - - - - - - - - - - - - - - - - - Check if gift __________ or loan _________ _ Period of loan From Purpose or use To------------------- What is University responsibility in case of damage, loss, fire or the f t? - - - - - - - - - - - - - - - - - - - - - - - - - - Is University responsible for repairs due to wear, etc? - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - After acceptance by the Board of Trustees, acknowledgement to donor should be made by: Mark appropriate boxes - 0 Secretary to Board of Trustees D Director of Experiment Station D Department Chairman D Dean of college primarily interested D Vice President for Universit'-r'. Development Date - - - - - - - - - - - - Approved -------------.....----=---------------- o;.;;;;;.;;, ci,io,ponon Da te - - - - - - - - - - - - Approved - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 0 .... Da te - - - - - - - - - - - - Approved - - - - - - - - - - - - - - - . . . , . . . . - , , - . . . . , . . . . , . . . . - - - - - - - - - - - - - - s;;;..,;; 10 me Boerd oft....._ Req. number ___________ _ Purchase order _________ _ Sheet number ___________ _ Return this copy to Inventory Department when consignment status changes. Disposition date: Re tu rned - - - - - - - - - - - Purchased------------ Gift ________________ __ Remarks - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Distribution: White - Inventory I after Board of Trustee aoprovall Yellow· lm,entarv (after Board of Trustee approvall Pink - Secretary of Board Blue. Otner 140-2498 ,;nature 0 -1 5231 Mic/!igMI State U,,,_,...., Prinr,ng ( ( Page: IND II. l Date: 9-30-85· MANUAL OF BUSINESS PROCEDURES - VOLUME II Michigan State University Index *********** SERVICE AREAS and MISCELLANEOUS Administrative Information Services Alterations Automobile Rental Bookstore Budget Booster Bus Transportation Campus Mail Service Chemical Purchases Consignment Equipment Cooperative Research Agreement Copy Centers Damaged Goods, Receipt of Pages 210.1 200.1 245.1 205.1 220.13 245.2 220.10, 325.1 220.4 315.7 315.4 235.1, 255.2, 285.2 220.9, 270.5 Data Processing, see Administrative Information Services Directory Information Changes Equipment Inventory Off-Campus Use Salvage Surplus 210.1 280. 1 300.7 300.8 220 . 15, 300.6 300. 1 Facilities Planning and Space Management 200.l , 22 3. 1 Federa l Surplus Property Fe l l owships 220 .14 305. 1 Page: Date: 9-30-85 IND II . 2 MANUAL OF BUSINESS PROCEDURES - VOLUME II Michigan State University Index - Continued *********** SERVICE AREAS and MISCELLANEOUS Flower Purchases Garage Service General Stores Gifts, Grants or Contracts Instructional Media Center Intercom Equipment Interdepartment Material or Service Requests Interior Design Keys and Lock Service Inventory, Equipment Laboratory Animal Care Pages 310.1 215.1 220.1 315.1 265.1 280.3 200.2, 223.1, 225.3, 260.1 223.1 225.1 300.7 230.1 ( I \. Leases and Installment Purchases 220.13, 255.3, 320.1 Library Copy Center Library - Database Searching Service Mail Distribution Labels Material Returns Motor Pool MSU Press Oath Cards Office Services Open Order Purchases Pa.tents 235.1 236.1 240.1 220.3 - 220.9, 270.8 245.1 250.1 305.2 255. 1 22 0.3, 27 0. 5 315 .10 Page : IND II. 3 Date: 9-30-85' MANUAL OF BUSINESS PROCEDURES - VOLUME II Michigan State University Index - Continued *********** SERVICE AREAS and MISCELLANEOUS Photo Lab Physical Plant Pick-Up and Delivery by Stores Postage Printing, University Publications, Jointly Funded Pages 265.3 260.1 220.5 325.1 285.1 330.1 Publications of Materials 205.9, 250.1, 290.1, 330.1 Publications, University Purchasing Radio Broadcasting Receiving, Stores Retention of Fiscal Records Retention of Non-Fis.cal Records Returning Merchandise to Vendor Salvage Yard Scholarship and Loan Gifts Stipends Stores Telephone Charges Telephone Services Traineeships 290.1 270.1 275.1 220.7 335.1 340.1 270.8 220. 15, 300 . .6 - 315. 8 305.1 220.1 280.5 280.1 305.1