MICHIGAN  STATE  UNIVERSITY 

OFFICE  OF  TifE  CONTROLLER 

30S  JOHN  A.  HANNAH  ADMINISTRATION  BUIIDING 

TELEPHONE  (S17)  3SS-5020 

June  23,  1989 

MEMORANDUM 

EAST  LANSING  •  MICHIGAN  •  48824-1046 

TO : 

Deans,  Directors,  Chairpersons  and  Executive  Managers 

FROM : 

Lowell  E.  Levi,  Controller  ~ /  / 

SUBJECT:  ANNUAL  UPDATE  TO  THE  MSU  MANUAL  OF  BUSINESS  PROCEDURES 

Revisions  to  the  Manual  of  Business  Procedures  dated  March  31,  1989  are 
enclosed .  Pages  of  the  sections  referenced  below  should  be  substituted  for 
corresponding  pages  dated  earlier.  The  listing  of  section/page  numbers  and 
the  appropriate  dates  that · should  be  contained  in  an  up-to-date  manual  has 
also  been  updated .  Updated  Tabie  of  Contents  and  Indexes  are  also  included 
for  both  volumes . 

A  brief  explanation  of  the  changes  follows: 

VOLUME  I 

Section  1  - General  Stores  stock  number  provided  for  "Worksheet  for 
Commitments"  form. 

Section  5  - Revised  "Revolving  Account  Request  Form"  and  "Clearing  and  Deposit 
Account  Request  Form." 

Section  12  - General  Information  revision  and  updated  "Budget  Reallocation" 
form. 

Section  20  - Addition  of  expenditure  code  815. 

Section  35  - Overall  reorganization  of  section.  Pages  35 . 5  and  35 . 6  contain 
CDW  and  LOW  details  on  rental  vehicles.  Pages  35.11  to  35.14  have  been 
revised  with  changes  to  safety  inspections. 

Section  46  - Revised  requirements  under  items  II  and  III  concerning  proper 
documentation  for  meal  expenditures . 

Section  47  - Correction  of  word  in  item  I . ,D.  "subscriptions"  changed  to 
"memberships . " 

\ 

Section  53  - Note  changes  and  more  specific  and  revised  details  in  item  III  -
Payment  - relating  to  reimbursement  and  taxation. 

MSU is an Affirmative Action/ Equal Opportunity Institution 

ANNUAL  UPDATE  TO  THE  MSU  MANUAL  OF  BUSINESS  PROCEDURES 
June  23,  1989 
Page  2 

( 

( 

Section  55  - Note  revisions/changes  to  areas  on  determining  Independent 
Contractors  status,  Earned  Income  Credit  Advance  Payment  Certificate ,  and 
Overtime  Compensation.  Overall  revision  reflecting  new  student  payroll 
implementation  and  Fair  Labor  Standards  Act  requirements  on  hours  worked 
records  and  overtime  compensation  relating  to  all  nonexempt  employees. 
Compensation  to  academic  employees  apart  from  regular  work  assignments. 

Section  65  - Changes  in  account  ranges  under  item  III. ,A.  and  B. 

Section  70  - Most  noteworthy  are  changes  to  Special  Foreign  Travel  Fund;  tips 
for  taxi/limo  service  under  preparation  of  travel  vouchers;  and  updated 
reimbursement  chart.  Also,  effective  7/1/89,  the  "Selected  Travel  Policies 
and  Procedures"  form  will  no  longer  be  available  at  Stores.  Departments  can 
make  copies  from  the  Manual  or  contact  the  University  Travel  Office  at  3-4882. 

Section  75  - Overall  revision  of  section. 

Section  76  - Independent  Contractors,  newly-established  section  that  will  be 
distributed  in  the  near  future. 

VOLUME  II 

Section  210  - General  update  reflecting  changes  in  organizational  structure 
and  CICS  access  procedures . 

Section  225  - Updated  phone  numbers  under  "General"  and  "Lock  Service"  areas. 
As  well  as  up-to-date  key  request/assignment  forms. 

Section  230  - University  Laboratory  Animal  Resources  (UI.AR)  name  change 
reflected  throughout  section.  Addition  of  item  F,  under  "Non-Professional 
Services . " 

Section  240  - Mail  Distribution  Labels'  section  revised  to  three  pages  (240.1-
240.3)  including  updated  request  memos. 

Section  245  - Overall  rewording  of  section. 

Section  255  - Note  new  otfice  location  and  general  reorganization  of  section 
including  elimination  of  copy  center  and  supplies  from  Stores  items. 

Section  260  - Streamlining  of  section;  elimination  of  detail  covered  in  other 
sections  of  the  Manual . 

Section  265  - Note  changes  in  business  hours  and  phone  number. 
Service"  revised  to  include  information  on  videotapes,  video  players  and 
monitors;  more  detail  on  types  of  art  services  under  Visual  and  Film 
Production . 

"Types  of 

Section  270  - Revision  to  Purchase  Order  form  description  and  distribution. 

ANNUAL  UPDATE  TO  THE  MSU  MANUAL  OF  BUSINESS  PROCEDURES 
June  23,  1989 
Page  3 

Section  275  - Effective  1/1/89,  Radio  Broadcasting  and  Instructional  and  Publc 
Television  merged  to  form  the  Broadcasting  Services  Department.  This  section 
has  been  updated  to  reflect  services  in  both  Broadcasting  Services. 

Section  280  - Refining  of  section  and  elimination  of  detail  covered  in  other 
areas. 

Section  285  - Overall  reorganization  of  section. 

Section  290  - Revision  of  University  Relations  - Units  of 
Broadcast/Marketing/Photo,  News  Bureau,  and  University  Publications. 

Section  305  - Note  additions  to  Stipends. 

Section  310  - Rewording  of  policy  concerning  flower  purchases. 

Section  315  - Note  items  I . ,B,6  concerning  hazardous  substances  and  I. ,B,7 
concerning  approval  for  computer  and  television  equipment.  Also,  note  item 
II . ,D  for  additions  to  procedures  with  regard  to  checks  for  gifts  deposited 
into  71-XXXX  accounts. 

Section  335  - Revision  of  item  II.,D,2  concerning  personnel  records  on  faculty 
members. 

mt 

Enclosures 

• 

Date:  3-31-89 

MANUAL  OF  BUSINESS  PROCEDURES 
VOLUME  I 

PAGE 

IAST  UPDATE 

PAGE 

IAST  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 
5.3  - 5.4 
5 . 5 
5.6 
5.7 
5.8 
10.l  - 10 . 2 
10.3  - 10.7 
12 . 1  - 12 . 4 
15.1  - 15.8 
16.1 
18.1  - 18.5 
19.1  - 19.4 
20.1 
20.2 
20.3 
20.4 
20.5  - 20.6 
20.7 
25 . 1  - 25.7 
30.1  - 30.3 
35.1  - 35.19 

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40.1 
40.2  - 40.3 
40.4 
43.1 
45.1  - 45.6 
46 . 1  - 46.2 
46.3  - 46.7 
47.1  - 47.2 
50.1  - 50.5 
53.1  - 53.4 
55.1  - 55.29 
60.1 
60.2 
60.3  - 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  - 70.6 
70.7 
70.8  - 70.17 
70 . 18 
70 . 19 
70.20  - 70.22 
70 . 23 
70 . 24  - 70.27 
70.28  - 70.29 
70.30  - 70.31 
70.32 
70.39 
70.40  - 70.41 
74.1 
74.2  - 74.3 
74.4 
75.1  - 75.13 
IND  I. l  -

IND  1.4 

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TOC  I.l 
Page : 
Date:  3-31-89 

MANUAL  OF  BUSINESS  PROCEDURES  - VOLUME  I 

Michigan  State  University 

Table  of  Contents 

*********** 

CONTROLLER'S  OFFICE 

Section  Name 

Section 

# 

( 

Introduction 

Accounting  for  Departmental  Transactions 

Account  Numbers  and  Account  Requests 

Accounts  Receivable 

Budget  Reallocations 

Cash  Handling 

( 

Check  Cashing 

Encumbrance  Adjustment  Procedures 

Equipment  Depreciation  Policy  for  Revolving  Accounts 

Expenditure  Codes  (see  Section  65  for  Revenue  Codes) 

Field  Trips 

Identification  Cards 

Risk  Management  and  Insurance  Department 

Journal  Vouchers 

Lost,  Stolen  or  Destroyed  Checks 

Expenditure  Policies  and  Guidelines  for  Food, 

Lodging  and  Beverages 

Food  and  Lodging  Purchased  On  Campus  Charged  to 

Unjversity  Accounts 

Membership  Dues 

Michigan  Sales  and  Use  Tax 

i 

1 

5 

10 

12 

15 

16 

18 

19 

20 

25 

30 

35 

40 

43 

45 

46 

47 

50 

Page:  TOC  I.2 
Date:  3-31-89 

( 

MANUAL  OF  BUSINESS  PROCEDURES  - VOLUME  I 

Michigan  State  University 

Table  of  Contents  - Continued 

*********** 

CONTROLLER'S  OFFICE 

Section  Name 

Section 

# 

( 

Moving  Expenses 

Payroll  Department 

Petty  Cash  Funds 

Revenue  Codes  (see  Section  20  for  Expenditure  Codes) 

Signature  Requirements 

Authorized  Signature  Forms 

Travel  Regulations 

Invoice  Processing  System 

Vouchers 

Independent  Contractors  (section  forthcoming) 

53 

55 

60 

65 

66 

68 

70 

74 

75 

76 

( 

• 

Page: 
Date: 

1.1 
3-31-89 

ACCOUNTING  FOR  DEPARTMENTAL  TRANSACTIONS 

I. 

DEPARTMENTAL  BOOKKEEPING 

The  Controller's  Office  urges  each  department  to  keep  a 

bookkeeping  record  on  each  account  for  which  it  is  responsible. 

This  would  enable  the  department  to  verify  that  the  balance 

( 

shown  on  the  ledger  statement  (received  each  month  from  the 

Accounting  Department)  is  correct.  Any  errors  that  might  arise 

in  posting  would  be  discovered  and  could  be  corrected.  Such 

records  would  allow  the  department  to  know  the  balance  in  its 

accounts  at  all  times. 

A.  Forms  to  be  Used  - Worksheet  for  Commitments  (140-2845)  and 

Bookkeeping  Record  for  Departments  (140-2414)  are  the 

recommended  forms  to  be  used.  These  forms  may  be  obtained 

at  General  Stores,  Telephone  No.  355-1700. 

1.  Worksheet  for  Commitments  - The  worksheet  is  used  to 

list  all  commitments. 

a.  When  a  requisition  is  issued,  the  information 

should  be  recorded  on  the  worksheet  and  the 

retained  copy  of  the  requisition  should  be  filed  in 

an  "open"  folder  of  the  account  (see  Sample,  Page 

1. 7)  • 

b.  When  the  purchase  order  is  received,  the  purchase 

order  number  should  be  recorded  on  the  worksheet  in 

the  column  provided  and  the  purchase  order  itself 

should  be  attached  to  the  copy  of  the  requisition 

and  refiled  in  the  "open"  folder  of  the  account. 

Form  No . 
CO-fu- lh 
3/31/89 

MICHIGAN  STATE  UNIVERSITY 
Office  of  the  Controller 
305  Administration  Building 

REVOLVING  ACCOUNT  REQUEST  FORM 

Date: 

Page:  5.5 
Date :  - 3-31-89 

This  is  a  request  to: 

Establish  a  new  account 

Amend  an  existing  account 

1 .  Name  of  Account: 

2 .  Permanent  Account 

Temporary  Account 

Termination  Date 

3.  Purpose  of  Account: 

4 .  Account  Responsibility:  a.  Person  - - - - - - - - - - - - - - - - - - - - - - - - -

' ( 

c.  Department  -----------------------

--------

Common 
Unit  Code 

5.  Sources  of  Income  for  this  Account: 

a. 
b. 
c. 
d. 

6.  Estimated  Yearly  Income: 

$ --------
7.  Expenditures  from  this  Account  will  be  for: 

a. 
b . 
c. 
d. 

8 .  Estimated  Yearly  Expenditures:  $ _______ _ 

9. 

Is  the  activity  in  this  account  new? 
the  past? 

If  not,  where  has  it been  accounted  for  in 

10. 

11 . 

12 . 

Estimated  resale  inventory  at  June  30:  $ _______ _ 

Estimated  billings  outstanding  at  June  30:  $ _______ _ 

Anticipated  major  equipment  purchases  from  this  account: 
a. 
b. 

$ --------
$ --------

13.  It  is  understood  that  any  balance  in  this  account  in  excess  of$ _________ will 

accrue  to  the  supporting  fund  at 
STATEMENT,  SECTION  III  A.,  FOR  GUIDELINES. 

THIS  ITEM  MUST  BE  COMPLETED. 

SEE  POLICY 

It  is  further  understood  that  the  use  of  the  account  as  described  above  and  its  financial 
stability  is  the  primary  responsibility  of  the  Dean  or  Major  Administrative  Unit 
Administrator. 

14.  Signature 

Approved 

Department  Chairperson  or  Director 

Dean  or  MAU  Administrator 

Typed  Name __ _  ~ - - - - - - - - - - - - - -

Typed  Name ______________ _ 

FOR  CONTROLLER'S  OFFICE  USE ·ONLY 

Account  Name : 

Account  Number : 

Fund : 

Function: 

Reversion  Date: 

(FILL  IN  BELOW) 

(FILL  IN  BELOW) 

Fund  to  Receive  Reversion : 

Approved: 

Date: 

****************************************************************************** 

FOR  Al8  DATA  ENTRY  ONLY 
(Remaining  data  to  be  completed  by  Financial  Analysis . ) 

Account  Number 

3-8 

Fund 

Category 

10 

11 

Type 

Function 

Line 

12 

13 - 14 

15 - 18 

Name 

Maintenance  Code 

80 

19 - 78 

****************************************************************************** 

FOR  INTERNAL  AUDIT  USE  ONLY 

• RECORD  OF  AUDIT 

( 

( 

( 

( 

"I  have  examined ,  through  audit,  revolving  account  number 
audit  report  is  on  file  in  the  Department  of  Internal  Audit . " 

- - - -

.  A  copy  of  the 

Internal  Auditor 

Period  Audited 

Signature 

Signature 

Signature 

Signature 

Signature 

Form  No. 
CO-fu - 2b 
3/31/89 

°' co 
I 
M 
co  C""l 
• 
I 
II'\  C""l 

.... 

Q)  Q) 
bO  4-1 
111 
111 
p...  0 

MICHIGAN  STATE  UNIVERSITY 
Office  of  the  Controller 
305  Administration  Building 

Account  Number: 

Date: 

CLEARING  AND  DEPOSIT  ACCOUNT  REQUEST  FORM 

This  is  a  request  to: 

Establish  a  new  account 

Amend  an  existing  account 

1.  Name  of  Account: 

2.  Permanent  Account 

3.  Purpose  of  Account: 

Temporary  Account 

Termination  Date 

4 .  Account  Responsibility:  a.  Person  - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -  

b.  College/MAU 

c.  Department 

Common 
Unit  Code: ----------------

5 .  Sources  of  Income  for  this  Account: 

7.  Expenditures  from  this  Account  will  be  for: 

a. 
b. 
C. 
d . 

a. 
b. 
c. 
d. 

6 .  Estimated  Yearly  Income :  $ _______ _ 

8 .  Estimated  Yearly  Expenditures:  $ --------

9 . 

Is  the  activity  in  this  account  new? 

If  not,  where  has  it been  accounted  for  in  the  past? 

10 .  Will  this  account  balance  be  zero  at  June  30? 

If  not,  please  explain.  --------------------

I t  is  further  understood  that  the  use  of  the  account  as  described  above  and  its  monthly  reconciliation  is  the  primary 
r esponsibility  of  the  Department  Chairperson  or  Director . 

11.  Signature 

Department  Chairperson  or  Director 

Approved-----~------------,---------

Dean  or  MAU  Administrator 

Typed  N am e - - - - - - - - - - - - - - - - - - - - - - - Typed  N am e - - - - - - - - - - - - - - - - - - - - - - -

'----" 

.___/ 

_ /  

.___/ 

FOR  CONTROLLER'S  OFFICE  USE  ONLY 

Account  Name: 

Account  Number: 

Fund: 

Function: 

Approved: 

(FILL  IN  BELOW) 

(FILL  IN  BELOW) 

Date: 

****************************************************************************** 

FOR  Al8  DATA  ENTRY  ONLY 
(Remaining  data  to  be  completed  by  Financial  Analysis.) 

Account  Number 

- - 3 - 8 - - -

Fund 

Category 

10 

11 

Type 

Function 

Line 

12 

13-14 

15-18 

Name 

-

-

-

19-78 

-

-

Maintenance  Code 

80 

****************************************************************************** 

FOR  INTERNAL  AUDIT  USE  ONLY 

RECORD  OF  AUDIT 

"I  have  examined,  through  audit,  clearing  and  deposit  account  number 
A  copy  of  the  audit  report  is  on  file  in  the  Department  of  Internal  Audit." 

Internal  Auditor 

Date 

Period  Audited 

( 

( 

( 

( 

( 

Signature 

Signature 

Signature 

Signature 

Signature 

( 

( 

( 

Page : 
Date : 

12 .1 
3-31-89 

BUDGET  REALLOCATIONS 

I.  GENERAL  INFORMATION 

Changes  to  the  University  budget  cannot  be  made  without  the 

approval  of  the  University  Budget  Officer . 

There  are  two  categories  of  budget  reallocations. 

A.  To  reallocate  special  funds  budgeted  centrally  in  the 

office  of  the  dean  or  vice  president. 

B.  To  reallocate  funds  among  accounts  to  accommodate 

changes  in  program  needs  or  requirements.  This  category 

consists  of  all  reallocations  not  described  in  I.,A. 

above. 

II.  GENERAL  PROCEDURES 

The  procedures  to  follow  in  requesting  a  budget  reallocation 

are  presented  here  for  the  General  Fund,  Intercollegiate 

Athletics,  the  Agricultural  Experiment  Station  and  the 

Cooperative  Extension  Service. 

A.  The  "Budget  Reallocation"  form  is  the  proper  document  on 

which  to  request  all  budget  reallocations.  An  example 

of  the  form  is  provided  on  page  12.4.  This  form  may  be 

obtained  from  the  General  Stores  Department,  stock 

#140-2417. 

B.  The  Budget  Reallocation  should  be  prepared  in 

quadruplicate.  Send  the  original  and  the  first  and 

second  copies  to  the  Office  of  Planning  and  Budge~~, 

Room  321  Administration  Building.  Retain  the  green  copy 

for  department/unit  files. 

CO-ac-5 

BUDGET REALLOCATION 

TO:  Office of Planning and Budget 

Room 321  Administration Building 
Phone: 5-9271 

Page : 
Da t e : 

·12 . 4  · 
3- 31- 89 

JVE No. -- - - - --

!For Accounting Use Only) 

In  the space  below,  provide a brief statement of the intended use  or purpose of the reallocation.  If requ ired  by Section  12 of 

1 Manual of Business Procedures, attach a letter of justification and support rationale . 

RE.ALLOCATION REQUEST 

Provide Department Name, Common Unit Code, Account Number and Amount for Each Entry 
(Shaded Areas for Accounting Department Use Only) 

Department Name 

Common 
Unit 
Code 

Acctg . 
T.C. 

Account  Number 

Amount 

X 

Debit 

Credit 

I 
I 
I 
I 
I 
I 
I 
I 
I 
I 
I 
I 
I 
I 

.. 

· .. 

.. 
' 

·' 

~" 

' 

. . 

~ 

. , .. 

. 

$ 

$. 

I 
I 
I 
I 
I 
I 
I 
I 
I 
I 
I 
I 
I 
I 

Description To Be Put On Ledger I I I I I I I I I I I I I I I I I I I I 

Date 

Date 

Authorized  Signature 

Phone 

Budget Office Approval 

0 -1 3812 
MSU is an Affirmative Action/ Equel Opportunity Institution 

Routing:  1.  Send  original  and  first  two 
copies to the office  of Plann 
ing and Budget. 

2.  Retain 

the  green  copy  for 

your records. 

STOCK I  140-2417 

(Expenditure  Codes  Continued) 

Page:  20.7 
Date:  3-31-89 

. 

190-199  Resale  Items  -

Items  purchased  for  resale  by  the 

MSU  Bookstore,  General  Stores,  Food  Stores, 

Concessions,  Crossroads  Cafeteria,  etc. 

810 

Insurance 

811  Tuition  - Tuition  paid  to  East  Lansing  schools 

812  Maintenance  and  Repairs  - Equipment  and  building 

813  Trustee  Fees 

814  Laundry  - Laundry  and  cleaning 

815 

Institutional  Support  - For  use  by  V.P.  for  Finance 

and  Operations  and  Treasurer  only 

880  Distribution  of  Expenditures  for  Dormitories  and  Union 

Building 

881  Housing  Program  Expense 

890  Major  Repairs  for  Dormitories  and  Union  Building 

( 

( 

( 

( 

Page: 
Date:  - 3-31-89 

35 .l 

)FFICE  OF  RISK  MANAGEMENT  &  INSURANCE 

I. 

ADMINISTRATION  AND  FUNCTION 

A. 

The  Office  of  Risk  Management  &  Insurance,  Controller's 

Division,  located  at  372  Administration  Building,  telephone 

(517)  355-5022  is  charged  with  responsibility: 

- !or  the  management  and  daily  supervision  o!  the 

( 

University's  Board  of  Trustees  approved  General  and 

Quality  Assurance  &  Risk  Management  Programs  relating  to 

liability  and  property  exposures; 

- !or  administration  of  the  University's  responsibilities  as 

a  member  of  the  nonprofit  corporation  created  by  ten 

Michigan  universities; 

- !or  coordination  of  the  activities  of  the  University 

Quality  Assurance  &  Risk  Management  Program  relating  to 

the  medical  services; 

-

to  serve  on  all  primary  Risk  Management  and  Quality 

Assurance  Committees  as  an  ex-officio  member; 

-

to  identify  University  risks  and  exposures  and  make 

recommendations  as  to  the  appropriate  risk  management 

technique  to  apply; 

-

-

for  the  administration  of  all  ·self-insured  funds; 

for  the  procurement  of  all  liability  and  property 

insurance  prudent  to  protect  the  University's  interests; 

and 

for  administration  of  all  claims  and  various  policies  and 

procedures  relating  to  the  University's  Risk  Management 

Programs. 

(OFFICE  OF  RISK  MANAGEMENT  &  INSURANCE  CONT.) 

Page:  35.2 
Date: 

3-31-89 

B.  Descriptions  of  coverages  afforded  by  the  University's 

self-insurance  and  insurance  policies  are  of  necessity 

herein  stated  in  general  terms  as  the  provisions  of  the 

policies  are  complex  and  often  can  be  interpreted  only  with 

reference  to  specific  circumstances. 

Inquiries  should  be 

made  directly  to  the  Office  of  Risk  Management  &  Insurance. 

C. 

As  a  condition  of  coverage,  those  covered  by  the 

University's  liability  self-insurance  and  insurance  policies 

are  required  to  cooperate  fully  on  a  continuous  basis  with 

the  University  Risk  Manager  and  Attorney.  Accordingly, 

incidents  which  have  the  potential  of  becoming  a  claim 

against  the  University  or  a  University  representative  must 

be  reported  promptly  to  the  Office  of  Risk  Management  & 

Insurance. 

II. 

GENERAL  LIABILITY 

A. 

The  University  and  persons  acting  within  the  scope  of  their 

duties  or  while  performing  services  on  behalf  of  or  under 

the  direction  of  the  University  are  covered  by  the 

University's  general  liability  self-insured  and/or,  insured 

policies. 

B.  Applicable  coverage  provides  payment  of  all  sums  including 

defense  costs,  for  which  the  University  and  the  covered 

persons  become  legally  liable  to  pay  because  of  bodily 

injury  to  a  third  person,  personal  injury  (i.e.- libel, 

slander  or  defamation  of  character),  or  damage  to  property 

of  others  arising  out  of  the  operations  of  the  University. 

( 

(OFFICE  OF  RISK  MANAGEMENT  &  INSURANCE  CONT .) 

Page:  35.3 
Date: 

3-31-89 

1.  Reporting  Accidents  or  Incidents 

a.  Accidents/incidents  which  take  place  on  the  MSU 

campus  or  involve  MSU  personnel  and  result  in 

bodily  injury,  damage  to  property  of  others,  or 

personal  injury  must  be  reported  to  the  Department 

of  Public  Safety  and  to  the  Office  of  Risk 

Management  &  Insurance.  Accidents/incidents 

involving  hazardous  materials  must  be  reported  to 

the  Office  of  Radiological,  Chemical  &  Biological 

Safety  and  the  Office  of  Risk  Management  & 

Insurance. 

b. 

If  the  accident/incident  takes  place  off-campus, 

the  MSU  employee  must  report  the  accident/incident 

to  the  Office  of  Risk  Management  &  Insurance  as 

soon  as  practicable.  A  copy  of  the  local  police 

or  investigator's  report  must  also  be  forwarded 

whenever  available. 

2. 

Prevention 

Every  chairperson,  director,  supervisor  or 

manager  of  a  unit  must  make  every  effort  to  assure  that 

working  conditions  are  as  safe  as  possible,  physical 

facilities  are  free  from  unguarded  hazards,  and  usage 

or  storage  of  hazardous  materials  are  rigidly 

controlled. 

(OFFICE  OF  RISK  MANAGEMENT  &  INSURANCE  CONT.) 

Page:  35.4 
Date: 

3-31-89 

III. 

PROFESSIONAL 

A.  University  employees  working  within  the  scope  of  their 

duties  and  students  engaged  in  academic  programs  are  covered 

by  the  University's  professional  (human  and  veterinary 

medicine)  liability  self-insured  funds. 

· B. 

Coverage  is  provided  for  the  rendering  or  failure  to  render 

professional  services. 

C. 

Those  covered  under  the  provisions  of  the  University's  human 

and  veterinary  medicine  self-insured  programs  are  required 

to  participate  in  the  University's  Quality  Assurance  &  Risk 

Management  Program  approved  by  the  Board  of  Trustees. 

IV. 

AUTOMOTIVE 

A. 

University-Owned  Vehicles 

1. 

The  University  carries  bodily  injury  and  property 

damage  insurance  to  cover  the  University's  legal 

liability  for  the  operation  of  motor  vehicles.  The 

University  and  its  authorized  drivers  are  covered  for 

claims  of  negligence  which  result  in  the  damage  to 

property  of  others  or  bodily  injury  to  third  parties 

within  the  limits  of  the  Michigan  No-Faul~  Act. 

2. 

The ·University  does  not  carry  collision  insurance  to 

cover  damage  to  University-owned  vehicles. 

3. 

Physical  damage  to  University  vehicles  is  the 

responsibility  of  the  department. 

4.  University-owned  vehicles  may  not  be  used  by  student 

clubs,  student  organizations,  non-University  groups,  or 

by  employees  engaged  in  private  consulting. 

(OFFICE  OF  RISK  MANAGEMENT  &  INSURANCE  CONT.) 

Page: 
Date : 

35.5 
3-31-89 

B. 

Privately-Owned  Vehicles 

l. 

The  University  does  not  carry  property  damage  or 

personal  liability  insurance  for  the  protection  of  the 

owner  of  a  privately-owned  vehicle. 

2. 

Those  using  privately-owned  vehicles  on  University 

business  should  carry  insurance  in  an  amount  which  will 

cover  their  legal  responsibility. 

C. 

Rental  Vehicles  - Physical  Damage 

1. 

The  Collision  Damage  Waiver  (CDW)  and  Loss  Damage 

Waiver  (LDW)  for  rental  vehicle  agreements  are 

automatically  covered  when  using  the  American  Express 

Corporate  Card  for  payment.  Exceptions  are  listed  in 

the  American  Express  policy. 

2. 

The  coverage  is  supplementary  to  any  coverage  provided 

by  the  rental  agency  and  when  the  cardholder  has 

personal  coverage.  Otherwise,  the  coverage  is  primary. 

3. 

Persons  who  are  not  corporate  cardholders  should  rent 

from  Hertz  where  such  is  provided  in  their  standard 

rates  for  Big  Ten  employees. 

4.  All  of  the  above  coverage  is  worldwide. 

5. 

Cost  of  the  CDW  and  LDW  is  not  reimbursable  by  the 

University. 

6.  Visitors  who  are  reimbursed  for  automobile  rentals  are 

excluded  from  the  above  policy,  however,  they  should  be 

encouraged  to  use  the  American  Express  Card  (if  a 

cardholder)  or  to  use  Hertz  rental  agency. 

(OFFICE  OF  RISK  MANAGEMENT  &  INSURANCE  CONT.) 

Page:  35.6 
Date: 

3-31-89 

D. 

Rental  Vehicles  - Liability 

1. 

Personal  automobile  liability  policies  normally  provide 

liability  coverage  while  driving  another  vehicle.  The 

University's  liability  policy  also  provides  excess 

coverage  for  the  University  over  any  other  valid  and 

collectible  insurance. 

( 

2. 

To  protect  the  University  and  its  authorized  driver, 

rental  vehicles  used  ~or  University  business  should  be 

made  in  the  name  of  the  University  with  the  employee 

signing  for  the  vehicle. 

3. 

Cost  of  the  liability  waiver  in  the  United  States  of 

America  and  Canada  will  not  be  reimbursed  by  the 

University. 

4. 

Because  of  unique  laws  in  foreign  countries, 

complications  in  settling  claims  and  personal  policy 

limitations,  it  is  recommended  that  travelers  on 

University  business  be  instructed  to  "buy  back"  the 

liability  waivers  from  rental  agencies  in  all  areas 

except  the  United  States  of  America  and  Canada. 

5. 

Cost  of  the  liability  waiver  buy  back  in  areas  other 

than  the  United  States  of  America  and  Canada  will  be 

reimbursed  by  the  University. 

E.  Qualification  of  Drivers 

1. 

A--person  driving  a  University-owned  vehicle  must  have  a 

valid  U.S.  or  Canadian  driver's  license,  must  be 

experienced  in  handling  the  type  of  vehicle  requested, 

(OFFICE  OF  RISK  MANAGEMENT  &  INSURANCE  CONT.) 

Page: 
Date: 

35 . 7 
3-31-89 

and  must  have  a  satisfactory  driving  record.  The 

responsibility  for  enforcing  these  requirements  rests 

with  the  Department  Chairperson,  or  equivalent. 

2. 

Employees  (including  graduate  assistants)  may  be 

assigned  and  drive  University  vehicles  on  authorized 

trips.  Students  (except  graduate  assistants)  may  drive 

only  if  they  are  accompanied  in  the  same  vehicle  by  an 

employee  to  whom  the  vehicle  is  assigned  or  if  a 

special  request  for  authorization  to  drive  has  been 

filed  by  the  Department  Chairperson  and  approved  by  the 

Director  of  Planning  and  Budgets.  A  copy  of  the 

approved  authorization  must  then  be  sent  to  the  Office 

of  Risk  Management  &  Insurance. 

F. 

Passengers  - Unauthorized  persons  are  not  permitted  to  ride 

in  University  vehicles. 

G. 

Reporting  Vehicle  Accidents 

1. 

The  driver  of  an  MSU  vehicle  involved  in  an  accident 

must  immediately  report  the  accident  to  the  police 

department  in  the  enforcement  jurisdiction. 

2. 

The  driver  of  the  MSU  vehicle,  or  an  authorized 

representative  of  the  department,  must  fill  out  form 

number  Z43D0080,  "Michigan  State  University  Automobile 

Accident  or  Loss  Notice  Report"  (see  pages  35.17  and 

35.18).  Accident  Kits  including  this  form  may  be  found 

in  the  glove  compartment  of  each  MSU  vehicle  or 

obtained  from  the  Office  of  Risk  Management  & 

Insurance,  372  Administration  Building,  telephone 

355-5022. 

(OFFICE  OF  RISK  MANAGEMENT  &  INSURANCE  CONT.) 

Page:  35.8 
Date: 

3-31 -89 

3. 

The  Automobile  Accident  or  Loss  Notice  Report  form  must 

( 

be  delivered  to  the  Office  of  Risk  Management  & 

Insurance  on  the  day  of  the  accident  or  as  soon  as 

practicable  thereafter. 

4.  Drivers  of  MSU  vehicles  involved  in  accidents  must  make 

every  effort  to  obtain  the  name,  address  and  telephone 

number  of  insurance  companies  and/or  agents  covering 

the  other  vehicles  involved. 

5.  Accidents  involving  injuries  must  be  reported  at  once 

by  telephone  to  the  Office  of  Risk  Management  & 

Insurance,  355-5022,  s- a.m.  - 12:00  noon  and  1:00  p.m. 

- 5:00  p.m.,  Monday  through  Friday,  and  to  the 

Department  of  Public  Safety,  telephone  355-2221  at  all 

other  times. 

6.  Accidents  involving  injuries  to  employees  must  also  be 

reported  to  the  Workers  Compensation  Office,  telephone 

353-5394. 

7. 

Proof  of  insurance  coverage  for  University-owned 

vehicles  may  be  ordered  from  the  Office  of  Risk 

( 

Management  &  Insurance,  372  Administration  Building, 

telephone  355-5022. 

(OFFICE  OF  RISK  MANAGEMENT  &  INSURANCE  CONT.) 

Page: 
Date: 

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3- 31-89 

V. 

PROPERTY 

The  University  carries  insurance  to  protect  its  real  and  personal 

properties  against  the  perils  of  fire,  windstorm,  explosion, 

vandalism,  sprinkler  leakage  and  various  other  exposures. 

A. 

R~porting  Property  Losses 

l. 

The  chairperson,  director  or  authorized  personnel  must 

report  by  telephone  to  the  Department  of  Public  Safety, 

telephone  355-2221  followed  by  a  written  report 

outlining  circumstances  of  loss,  date  of  loss,  building 

and  room  number,  steps  taken  to  recover  property,  and  a 

complete  description  of  missing  or  damaged  items. 

2. 

Copies  of  the  above  written  report  must  be  mailed  to 

the  Inventory  Department,  88  Service  Road,  and  the 

Office  of  Risk  Management  &  Insurance,  372 

Administration  Building. 

B. 

Prevention  - There  are  many  departments  prepared  to  assist 

the  chairperson,  director,  manager  or  supervisor  in  reducing 

the  loss  potential.  These  include  Safety  Services, 

telephone  353-5360,  the  Office  of  Radiological,  Chemical  & 

Biological  Safety,  telephone  355-0153,  the  Office  of  Risk 

Management  &  Insurance,  telephone  355-5022  and  the 

Department  of  Public  Safety  355-2221 .

. 

C. 

Security 

1. 

To  achieve  the  highest  degree  of  security,  valuable 

equipment  must  be  stored  in  secure  areas,  duplicate 

copies  of  valuable  records  should  be  made  and  stored  in 

remote  locations,  and  areas  open  to  the  public  should 

(OFFICE  OF  RISK  MANAGEMENT  &  INSURANCE  CONT.) 

Page: 
Date: 

35;10 
3-31-89 

be  under  surveillance  at  all  times  where  there  is  a 

loss  potential. 

2. 

Key  control,  identification,  secure  storage  of  purses 

and  personal  belongings  and  other  aspects  of  security 

need  to  be  considered.  The  Department  of  Public  Safety 

can  provide  assistance  in  improving  security. 

D. 

Equipment  Taken  Off-Campus ·- University  policy  stipulates 

( 

that  equipment  cannot  be  taken  off-campus.  Any  exception  to 

this  policy  can  only  be  made  with  the  approval  of  the 

department  chairperson,  director  or  administrative  head 

prior  to  written  approval  of  the  Secretary  to  the  Board  of 

Trustees. 

(OFFICE  OF  RISK ·MANAGEMENT  &  INSURANCE  CONT .) 

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Date : 

35 .1 1 
3-31-89 

VI. 

SAFETY  INSPECTIONS 

A. 

Follow-up  Procedures 

1. 

The  Department  of  Public  Safety  is  responsible  for 

compliance  with  safety  regulations  and  practices  within 

University  facilities.  To  this  end,  they  will  conduct 

periodic  inspections  of  all  facilities.  Preference 

will  be  given  to  facilities  know  to  have  high  potential 

risk  factors  of  life  safety  and  property  value.  The 

Department  of  Public  Safety  will  also  participate  in 

inspections  made  by  external  insurance  loss  p~evention 

inspectors/consultants,  State,  Federal  or  other 

agencies.  All  meetings/inspections  with  University 

personnel  involving  insurance  loss  prevention 

( 

inspectors/consultants  will  be  arranged  by  Risk 

Management. 

2. 

The  insurance  loss  prevention  inspector/consultant  will 

review  Department  of  Public  Safety  reports  prior  to 

inspecting  property  in  order  to  reduce  duplication  of 

recommendations.  He/She  will  make  inspections  of 

facilities  accompanied  by  a  Department  of  Public  Safety 

representative,  a  department  representative  and/or  the 

Risk  Manager.  He/She  will  also  review  the  proposed 

recommendations  with  the  Department  of  Public  Safety 

representative  as  inspections  are  made,  and  shall 

forward  their  final  written  recommendations  to  the  Risk 

Manager.  The  Risk  Manager  will  computerize  the 

recommendations  and  forward  them  to  the  Department  of 

Public  Safety  representative. 

(OFFICE  OF  RISK  MANAGEMENT  &  INSURANCE  CONT . ) 

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The  Department  of  Public  Safety  representative  will 

review  the  loss  prevention  inspector/consultant 

recommendations,  and  if  there  is  conflict,  note  the 

r eason  for  objection  on  the  report  and  return  i t  to  t h e 

Risk  Manager,  who  will  resolve  the  conflict . 

If  there 

is  no  conflict,  the  Department  of  Public  Safety 

representative  will  send  a  copy  of  the  recommendations 

to  the  appropriate  department  or  unit  with  a  copy  to 

the  Risk  Manager,  as  indicated  below. 

The  Department  of  Public  Safety  representative  will 

issue  a  report  for  every  facility  inspected  indicating 

recommendations  made  by  them  or  the  outside  source. 

\ 

3 • 

The  Department  of  Public  Safety  will  designate  these 

deficiencies  by  four  (4)  groupings,  as  follows: 

a. 

b . 

Housekeeping  and  equipment  deficiencies 

General  building  maintenance,  repair  and  utilities 

c. 

Grounds  maintenance  and  repair 

d.  Major  building  deficiencies  and  alterations 

4 . 

Responsibility  for  correcting  deficiencies  noted  in  the 

inspection  reports  will  be  assigned  by  the  Department 

of  Public  Safety  as  follows: 

a. 

Housekeeping  and  equipment  deficiencies: 

In  classrooms,  lecture  halls  and  seminar  rooms 

-

to  Facilities  Planning  and  Space  Management 

.  ( 

(OFFICE  OF  RISK  MANAGEMENT  &  INSURANCE  CONT.) 

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35.13 
3-31-89 

Academic  space  in  residence  halls,  Kellogg 

Center  and  the  Union  Building  -

to  the 

Assistant  V.P.  of  Housing  and  Food  Services 

Departmental  -

to  the  Department  Chairperson  or 

Director  of  the  assigned  space  involved 

H&FS  -

to  the  Assistant  V.P.  for  Housing  and 

Food  Services 

University  Farms  and  off-campus  properties  -

to 

the  Director  of  Land  Management 

Grounds  -

to  the  Director  of  Campus  Park  and 

Planning 

b.  General  building  maintenance,  repair  and 

utilities: 

H&FS  -

to  the  Assistant  V.P.  for  Housing  and 

Food  Services 

Academic  areas  -

to  the  Assistant  V.P.  for 

Physical  Plant 

Auxiliary  areas  -

to  the  Department 

Chairperson,  Director  or  Manager 

c. 

Grounds  maintenance  and  repairs: 

to  the  Director  of  Campus  Park  and  Planning 

d.  Major  building  deficiencies  and  alterations: 

The  Risk  Manager  will  keep  an  up-to-date 

compiled  list  for  semiannual  review  by  the 

Safety  Inspection  Committee  for  Property  and 

Casualty  (SICPAC). 

(OFFICE  OF  RISK  MANAGEMENT  &  INSURANCE  CONT . ) 

Page:  35.14 
Date:  3-31-89 

5. 

The  Department  of  Public  Safety  will  set  the  specified 

time  when  the  department  must  respond  to  the  Safety 

Inspection  Report  in  4a,  4b  or  4c.  The  department/unit 

will  prepare  and  submit  a  written  response  to  the 

Department  of  Public  Safety  with  a  copy  of  the  response 

to  the  University  Risk  Manager,  giving  comm.ents, 

proposed  course  of  corrective  action,  and  the  time 

frame  in  which  corrective  action  will  be  taken. 

IT  IS 

THE  RESPONSIBILITY  OF  THE  DEPARTMENT/UNIT  RECEIVING  THE 

RECOMMENDATION  TO  TAKE  CORRECTIVE  ACTION.  Housekeeping 

and  general  maintenance  recommendations  should  be 

within  the  financial  capability  of  most 

departments/units,  however,  if  adequate  funding  is  not 

available  the  department/unit  will  return  a  copy  of  the 

recommendation  to  the  Department  of  Public  Safety  and 

Risk  Manager  noting  response  to  that  effect.  THERE 

MUST  BE  SOME  TYPE  OF  RESPONSE  TO  ALL  RECOMMENDATIONS. 

6. 

The  University  Risk  Manager  shall  maintain  a  listing  of 

recommendations  made  and  course  of  action  taken. 

7. 

The  SICPAC  Committee  shall  review  and  determine  the 

priority  of  those  items  listed  in  4d.  The  SICPAC 

Committee  shall  consist  of  the  Assistant  Vice  President 

for  Finance,  the  Assistant  Vice  President  for  Physical 

· Plant,  the  Assistant  Vice  President  for  Housing  and 

Food  Services,  the  Associate  Director  of  Public  Safety, 

the  University  Architect,  the  Director  of  Facilities 

( 

( 

(OFFICE  OF  RISK  MANAGEMENT  &  INSURANCE  CONT.) 

Page: 
Date:  3-31-89 

/ 35 .1 5 

Planning  and  Space  Management,  the  Controller,  the 

University  Risk  Manager,  and  the  Environmental  Health  & 

Safety  Officer.  The  Committee  shall  meet  a  minimum  of 

every  six  months. 

B.  Office  of  Radiation,  Chemical  &  Biological  Safety 

1. 

The  Office  of  Radiation,  Chemical  &  Biological  Safety 

(ORCBS)  has  responsibility  for  providing  specialized 

safety  services  with  regard  to  the  use  of  hazardous 

chemicals,  radioactive  material,  radiation  emitting 

equipment  and  facilities,  and  potentially  hazardous 

biological  materials  and  organisms. 

a . 

Any  incident/accident  relating  to  these  areas  must 

be  reported  immediately  to  ORCBS,  Cl24  Research 

Complex-Engineering,  Telephone  355-0153. 

VII. 

TRAVEL  ACCIDENT  INSURANCE 

All  regular  and  temporary  personnel  employed  full  or  part-time 

(50%  time  or  more),  members  of  the  Michigan  State  University 

Board  of  Trustees,  students  and  graduate  students,  or  anyone  else 

traveling  on  an  authorized  business  trip  for  the  University,  are 

covered  by  the  University's  travel  accident  policy.  Certain 

conditions  of  the  policy  exclude  coverage  for  pilots  or  crew 

members  of  aircraft.  This  policy  provides  certain  benefits  for 

covered  persons  who  suffer  accidental  death  or  dismemberment 

while  traveling  on  University  business. 

(OFFICE  OF  RISK  MANAGEMENT  &  INSURANCE  CONT .) 

Page : 
Date: 

35 .1 6 
3-31-89 

VIII . 

ADDITIONAL  INSURANCE 

A.  Additional  or  supplemental  insurance  purchased  by  Universit y 

departments,  regardless  of  the  source  of  funds ,  may 

duplicate  existing  protection  and  result  in  inherently 

unequal  University-paid  i nsurance  coverage  between  units  and 

employees.  Therefore,  no  insurance  policy  of  any  kind  may 

be  purchased  directly  with  any  insurance  carrier  by  a 

University  department.  All  existing  policies  purchased  by 

departments  with  University  funds  should  be  allowed  to 

expire  at  the  end  of  the  current  policy  year  and  must  not  be 

renewed. 

B. 

Should  exceptional  circumstances  indicate  additional 

protection  is  desirable,  a  request  for  property  or  liability 

insurance  must  be  made  to  the  Office  of  Risk  Management  & 

Insurance .  A  request  for  life,  medical  and  disability 

insurances  must  be  made  to  the  Staff  Benefits  Office. 

Page: 
Date: 

35.17 
3-31 - 89 

Fam  No. 
Z4300080 

MICHIGAN  STATE  UNIVERSITY 
AUTOMOBILE  ACCIDENT  OR  LOSS  NOTICE  REPORT 
Bodily Injury - Property Damage to Others - Damage to MSU Vehicle 

1.  MSU  VEHICLE  DESCRIPTION 

I._ s,,,,. 

I ......... '°"  NO 

I""''°' Num.,... 

I Sff•••  Numo... 

2.  DATE.  TIME.  PLACE  OF  ACCIDENT  - MSU  DRIVER 

":,11eo 

,-, 
--- ..  MSU 

:)r,ver·1  L,c..,..w  No. 

I c;IY 

Or•wff 

I Hom•  Addrn1 : 
O  on,..-

( So«1lyl 

:""PIOVft 
~1.-1u, 

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0  Grad .  •nt 
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N•t  ..  c,t.11111on  ,n,u,r,d?  Ov ..  o .... 

0  No 

0  Wf'lef'•? 

To  wf'IOffl? 

, ,, ... 

I°"'· 

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,..umbott' 

I Loco1oon  ~'Tff'f.  1nr~1ion,  etc . I 
.. 

8il'ffi 

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s,.,. 

r•mousr.,.,,..... ..... , 0-lmonl 

3.  PERSONS  INJURED !Additional space on reverse side - if needec 

..... ,,.,. 

I Aoo,n, 

, ... 

,.,,urin 

OMSU  Co1r  oo," ...  c., 

0 

Pf'dnlr1•n 

IA"-·· 

I w ................ ..,, ..... ,, 

4.  DAMAGE  TO  PROPERTY  OF  OTHERS 

.... ,,,. Of  Owntt 

Addr.-s1  Of  Or tVff 

5.  DAMAGE  TO  MSU  VEHICLE 

I e,r,m••oo  cos,  ot  ,..,.,,. 

I R . .  ,,1ra1;on  Numo« 

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PLEASE  GIVE  INFORMATION  REQUESTED  ON  REVERSE  SIDE 

Complete  one  copy  :md  deliver  to  the  Insurar:;e  Office,  Rm.  372Administration  Bldg . 

. \ 

Page: 
Date: 

35. 18 
3-31-89 

T~t to~  No. 

6.  NAME  &  ADDRESSES  OF  OCCUPANTS  &  WITNESSES 

0CCUC)41n t'I  ot  M SU  C.1r 

8 
b 
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7.  CONDITIONS  OF  ROAD  ANO  WEATHER 

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'IOAD  CONDITION 

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0  Cons rruc: t,on  Zon• 

TOTAL  LANES 

D  O iv,oed 
0  L ,m ,t ~  Acc !"S \ 

8.  SHOW  HOW  ACCIDENT  OCCURRED  BY  US ING  THIS  DIAGRAM (Give street  names.  directions  & 

locations  of  objects  involved) : 

( 

+ 

\ 

\ 

\ \\\ 

\  -------
--------------------------------------

\ 

\ 

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I 

I 
I 
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Accident Description and Remarks: 

9.  AOO ITIONAL  PERSONS  INJURED 

N•rnit 

N,l fur• ot  lnlur,e,s 

1-, ... 

0  MSU  C•r  0  Othf!f'  C•r 

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Siqnature  of  Insured  or  Driver 

)ate  of  this  report------ 19 - - - - -

I Ao• 

Page : 
Date: 

35.19 
3- 31 - 89 

( 

INJURIES: 

eon.,lete  S.ctlo,,s  I,  11 

, 

IV 

INCi CENT  Jl£PORT 

PROPERTY 
ONIAC.E: 

Coq,lete  S.ctlo,,s  II,  Ill  , 

IV 

IUO!l"111  STATE  IMIVEIUITY 

(This  form  l s~  to  be  L.llcd  for  Injuries  to  employees.) 

I. 

PERSON  INJURED 

Na . .  

Address 

. 

Type  of  Injury 

Telephon41 

City 

. 

Stace 

Age 

Zip 

II. 

DETAILS  OF  ACCIDENT 

Type  of  Accl dent 

Date 

Tt .. 

Lout Ion  (bldg.,  city,  su:a,  be  sped fie) 

Condit Ion  of  premi s Is  ( I.e.  wet,  unewn .• ) 

Probable  cause  of  injury 

llel!WlrkS 

.... 

p.m • 

Pollce  0.pt.  i,:,orted  to 

' 

( 

11  I. 

PROPERTY  DAAACE/LOSS 

Dam.11ge  to  property  of  othe:-,:  yes __ 

no __  Esti.,ated  cost  of  repair/repl•cetrent 

N•ture  ,  extent  of  damage 

Property  description 

Na . .  of  o.,.,ner 

Addrus 

Telephone 

llem.11 rlr.s 

" 

\/here  un  property  be  see.n7 

City 

State 

Zip 

IV. 

111 TN ESSES 
Name _____________________  Addreu. _________________  Telephone. _ __ _ _  °"" 

N • - - - - - - - - - - - - - - - - - - - - - - 'Add n , s s .  _ __ _ _ __ _ _ __ _ __ _ _ _  Telephone. _ __ _ _  -. 

.Date  of  this  report _______________ ____  Slgnature  of  person 

lletum  C:Offl!)leted  fom  to: 

Insurance,  Rlslr.  11.anagement 
372  Admin!st,ratlon  Building 
C-us 

Nlr.in9  this  report. ________________  _ 

Tl t  le, ____ __________  _ 

Telephone. ________ _________  _ 

If  you  have  any  questions  l"tgardlng  this  form  please  call  the  Insurance  ,  Risk  ~gmt .  Office  It  355·5022 . 

( 

PLEASE  USE  TliE  REVERSE  SICE  ;oR  AODITIONAL  COl'.'IEHTS  AHO  DETAILS  11£LATINC  TO  THE 

INCIDENT . 

Page:  46.1 
Date:  3-31-89 

FOOD  AND  LODGING  PURCHASED  ON  CAMPUS  CHARGED  TO  UNIVERSITY  ACCOUNTS 

I. 

GENERAL 

This  section  sets  forth  the  procedures  to  be  followed  when 

charging  meals,  lodging  or  refreshments  to  University  accounts. 

These  procedures  apply  to  purchases  made  at  University 

facilities  and  the  University  Club.  These  purchases  must  be 

made  in  accordance  with  the  Expenditure  Policies  and  Guidelines 

( 

for  Food,  Lodging  and  Beverages,  Section  45. 

II. 

PURCHASES  FROM  RESIDENCE  HALLS 

Meal  tickets  for  use  in  a  residence  hall  can  be  purchased  in  the 

respective  residence  hall.  Departments  will  be  billed  for  meal 

tickets  via  a  ~ousing  and  Food  Service  Transfer  Charge.  The 

transfer  charge  will  list  the  serial  numbers  of  the  tickets 

purchased. 

A.  When  five  or  less  tickets  are  purchased,  the  user  should 

list  the  names  of  the  ticket  users  on  the  transfer  charge. 

B.  When  more  than  five  tickets  are  purchased,  the  name  or 

purpose  of  the  group  should  be  listed  on  the  transfer 

charge. 

C.  When  meal  tickets  are  purchased  in  a  group,  and  used  on  a 

piecemeal  basis,  the  department  must  record  the  ticket 

number,  the  name  of  the  person  using  the  ticket  and  the  date 

the  ticket  was  used  on  a  University  Housing  Meal  Ticket 

Record  (see  example,  page  46.3).  Departments  may  make 

copies  of  page  46.3  to  use  for  this  purpose.  The  completed 

Meal  Ticket  Record  should  be  maintained  in  the  department  as 

documentation  of  the  tickets  used. 

Page:  46.2 
Date:  3-31-89 

Food  and  Lodging  Purchased  on  Campus  Charged  to  University  Accounts 

(Continued) 

D.  The  specific  business  purpose  for  use  of  meal  tickets  must 

be  documented  on  the  Housing  and  Food  Service  Transfer 

Charge  or  on  the  Meal  Ticket  Record  as  specified  above. 

III.  PURCHASES  FROM  CROSSROADS  CAFETERIA,  KELLOGG  CENTER,  THE  UNION 

BUILDING  AND  UNIVERSITY  CLUB 

( 

A.  A  prenumbered  charge  slip  is  to  be  used  to  make 

interdepartmental  charges  for  food  services  and/or  lodging 

(see  examples  of  charge  slips  for  each  of  the  above  starting 

on  page  46.4). 

B.  The  prenumbered  charge  slip  must  contain  the  following 

information: 

1.  Name  of  department  making  the  charge 

2.  Account .number  to  be  charged 

3.  Date  of  the  charge 

4.  Name  of  person(s)  served.  The  name(s)  of  any 

non-University  person(s)  should  be  further  identified  by 

listing  their  affiliation(s). 

If  more  than  five  people 

are  involved,  names  need  not  be  listed.  Simply  indicate 

the  name  or  purpose  of  the  group  and  the  number  of 

people  in  the  party. 

5.  Specific  business  purpose  of  the  expense. 

6.  Signature  of  authorized  departmental  representative. 

Page : 
Date : 

47.2 
3-3 1~89 

(Membership  Dues  continued) 

D.  Under  special  circumstances,  memberships  or  combined 

membership-subscription  dues  may  be  allowed  on  an 

annually-approved  basis  if  essential  to  a  specific  research 

project.  This  information  must  be  documented  on  the  voucher . 

The  voucher  requires  approval  of  the  unit  administrator  and 

the  dean  (not  authorized  designates). 

E. 

If  a  membership  in  an  organization  is  necessary  and  essential 

to  an  employee  in  performing  the  duties  and  responsibilities 

of  their  jobs,  a  memo  explaining  the  job  relatedness  must  be 

attached  to  the  voucher.  The  memo  and  voucher  must  be 

approved  by  the  unit  administrator  and  the  dean. 

Page: 
Date: 

53 . l 
3-3 1-89 

MOVING  EXPENSES 

I.  ELIGIBILITY 

Faculty  (at  the  rank  of  instructor  and  above),  academic, 
professional,  and  executive  management  staff  who  are  either  new  or 
reassigned  and  are  moving  from  outside  a  radius  of  35  miles  to  the 
MSU  work  location.  Reimbursement  for  actual  moving  expenses  is  not 
an  entitlement;  in  all  cases,  it  is  an  option  to  be  agreed  between 
the  unit  administrator(s)  and  the  prospective  faculty/staff  member. 

II. 

AMOUNT 

Up  to  $5,000  with  the  recommendation  and  approval  of  chairpersons  or 
directors  and  deans.  Amounts  exceeding  $5,000  must  be  approved  by 
the  Provost  (or  designate)  or  the  Vice  President  for  Finance  and 
Operations  (or  designate).  A  college/division  may  establish  a  more 
restrictive  moving  expense  policy. 

III. 

PAYMENT 

A.  Prior  to  processing  a  moving  expense  reimbursement,  the 

department  should  process  a  new  employee  for  payroll  purposes. 
This  includes  providing  the  Payroll  Department  with  a  completed 
Form  W-4  and  a  copy  of  the  employee's  social  security  card.  All 
moving  expenses  must  be  charged  to  a  general  fund  labor  account 
or  appropriate  non-general  fund  account.  The  employee's 
department  must  complete  an  IRS  Form  4782,  Employee  Moving 
Expense  Information,  which  may  be  obtained  from  the  Payroll 
Department  (see  sample  of  form  on  Page  53.4).  This  form  should 
include  all  moving  expense  payments  and  reimbursements  made 
to/for  the  employee. 

B.  All  moving  expense  payments  must  be  submitted  to  the  Payroll 
Department,  350  Administration  Building.  Current  tax  laws 
provide  that  moving  expenses  must  be  reported  as  compensation  on 
the  employee's  Form  W-2. 

C.  Moving  expenses  should  be  processed  in  one  of  the  two  following 

~ays,  depending  on  the  nature . of  the  expenses: 

1.  Payment  of  moving  expenses  limited  to  moving  household  goods 

and  personal  items. 

If  all  of  the  following  conditions  are  met,  actual  expenses 
incurred  to  move  household  goods  and  personal  items  should  be 
submitted  for  payment  on  a  direct  payment  voucher  (when 
making  payment  directly  to  a  moving  company)  or  on  a 
reimbursement  vouchers  (when  reimbursing  the  employee): 

a.  The  moving  expenses  are  incurred  within  one  year  from  the 

date  the  individual  begins  working. 

( 

.  ( 

( 

(Moving  Expenses  continued) 

Page: 
Date: 

53 . 2 
3-3 t-89 

b.  The  new  MSU  work  location  is  at  least  35  miles  from  the 

individual's  former  home. 

c.  No  other  expenses,  except  the  cost  of  storing  and 

insuring  household  and  personal  effects  for  a  single 
consecutive  30-day-period,  are  included  for  payment. 
Expenses  for  a  period  greater  than  30  days  should  be 
submitted  on  a  labor  time  card,  along  with  any  other 
moving-related  expenses  (discussed  below). 

If  the  above  conditions  are  not  met,  see  section  2  below. 

Vouchers  for  payment  are  to  be  submitted  to  Payroll.  Actual 
receipts  and  documentation  for  expenses,  as  well  as  Form 
4782,  must  be  attached.  Payroll  will  mail  the  original  copy 
of  Form  4782  to  the  employee  as  provided  by  law.  After 
review  by  Payroll,  the  voucher  will  be  forwarded  to  Accounts 
Payable  for  processing.  The  payment  will  be  sent  directly  to 
the  payee. 

Moving  expenses  processed  on  a  voucher  will  not  have  federal, 
state  or  FICA  taxes  withheld.  Since  reimbursements  for 
moving  expenses  are  reported  as  compensation  and  are  not 
deductible  on  the  Michigan  individual  tax  return,  the 
employee  should  be  advised  to  consider  adjusting  her/his 
state  tax  withholding. 

2. 

Payment  of  moving  expenses  other  than  moving  household  goods 
and  personal  items. 

Moving  expenses  other  than  moving  household  goods  and 
personal  items  must  be  handled  on  a  reimbursement  basis. 
Reimbursement  to  the  employee  for  these  expenses  must  be  paid 
on  a  blue  labor  time  card.  The  time  card  and  IRS  Form  4782 
are  to  be  submitted  to  the  Payroll  Department,  350 
Administration  Building.  The  payment  to  the  employee  will  be 
issued  with  the  next  scheduled  labor  payroll.  Actual  receipts 
and  documentation  for  reimbursements  submitted  on  time  cards 
should  be  maintained  by  the  department.  The  Payroll 
Department  will  mail  the  original  copy  of  Form  4782  to  the 
employee  as  provided  by  law. 

Due  to  the  uncertainty  of  the  deductibility  of  moving 
expenses  other  than  those  for  moving  household  goods  and 
personal  items,  moving  expenses  processed  on  a  labor  time 
card  will  be  subject  to  withholding  of  income  iax  and  FIGA 
tax.  Withholdings  for  federal  tax,  state  tax  and  FICA  tax 
will  approximate  32%. 
deductible  and  the  employee  itemizes  expenses  on  IRS  Form 
1040,  Schedule  A,  when  filing  her/his  annual  tax  return,  the 

If  the  employee's  moving  expenses  are 

Page: 
Date: 

53.3 
3-31~89 

(Moving  Expenses  continued) 

employee  may  receive  a  refund  of  the  federal  tax  withheld. 
Since  some  moving  expenses  are  not  deductible  or  may  have 
limitations  for  tax  purposes,  the  employee  should  be  advised 
to  check  with  a  tax  accountant,  tax  attorney,  or  to  refer  to 
the  tax  laws  if  such  information  is  desired. 

D. 

If  an  employee  is  to  be  paid  for  moving  expenses  as  described  in 
C.l.  and  C.2.  above,  a  voucher  (with  receipts  and  documentation) 
and  a  blue  labor  time  card  should  be  submitted  to  the  Payroll 
Department,  along  with  the  Form  4782. 

Form  4782 

(Rev. November 1988) 

Department of the Treasury 
' -•ernal Revenue Service 

,e of employee 

Employee Moving Expense Information 
Payments made during the calendar year 19 -------

Page: 
Date: 

53 .4· 
3-31-89 
0MB No.  1545-0182 
Expires  S.31·90 

Oonotflle. 
KNp for your r-da. 

Sodal MCUrtty number 

Moving Expense Payments 

Type of moving expense 

L  Amount paid 
to employee 

IL Amount  paid  to a third party  for 
empjoJt!''S benefit and value ol 
5'f'lices furnished in kind 

c. Total 
(Add columns Land b.) 

Section A.-Transportatlon of Household Goods 

1  Transportation  and  storage  for  household  goods  and 
. 

personal effects. 

. 

. 

. 

. 

. 

. 

. 

. 

. 

. 

. 

Section B.-Expenses of Moving From Old to New Home 

2  Travel  and  lodging not  including  meals . 

. ( 

1  Meal payments for travel  . 

. 

. 

. 

. 

. 

.ictlon C.-Pre-move Househuntlng Expenses 

4  Travel  and  lodging  not  including  meals  . 

5  Meal  a  ments for househuntin  tri 

. 

. 

Section D.-Temporary Quarters For Any 30 Days In a Row 
After  Obtaining  Employment  (90  days  for  a 
foreign  move) 

6  Temporary quarters not including meals 

7  Meal payments for temporary quarters 

. 

Section E.-Quallfled Real  Estate Expenses 

Qualified expenses of selling, buying, or leasing a home 

~ectlon F.-Mlscellaneous Payments 

9  List  all  other payments (specify)----------- --- -- ------------

10  Total moving expe(lse payments. Add lines 1 through 9 

. 
Note: This amount must be included in employee's income. 

. 

.... 

For Paperwork Reduction Act Notice, see back of form. 

Form  4782  (Rev. 11-88) 

( 

Form 4782 (Rev. 11-88) 

Instructions for Employer 
Paperwork Reduction Act Notice 

This information is required to carry out the 
Internal Revenue laws of the United States. 
It is  needed to ensure that taxpayers are 
complying with these laws. You are required 
to provide this information . 

The time needed to complete this form 

will vary depending on  individual 
circumstances. The estimated time average 
is: 7 hours and 39 minutes. 

If you have comments concerning the 

accuracy of this time estimate or 
suggestions for making this form more 
simple, we would be happy to hear from 
you. You can write to the Internal 
Revenue Service, Washington , DC 
20224 , Attention : IRS Reports Clearance 
Officer, TR :FP; or the Office of 
Management and  Budget,  Paperwork 
Reduction Project, Washington,  DC 
20503. 

Change You  Should Note 
Recent law changes put a new limitation on 
the amount of reimbursed meal expenses 
that may be deducted as moving expenses. 
Because of this change, you are no longer 
required to designate the amount of meal 
payments from which you did not withhold 
income tax. 

, 

Purpose of Form 
You are required to give your employees a 
statement showing a detailed breakdown of 
reimbursements or payments of moving 
expenses . Form 4782 may be used for this 
purpose or you  may use your own form as 
long as it provides the same information as 
Form 4782. A separate form is required for 
each move made by an  employee for which 
reimbursement or payment is  made. 

Form W-2 
Any payments you made for an employee's 
move (including the value of any services 
furnished in kind) must be included in box 
10, "Wages, tips, other compensation,• on 
the employee's Form W-2 . 

Payments for moving expenses that are 
deductible by your employee are not subject 
to withholding. 

Payments for moving expenses that are 
not deductible by your employee are subject 
to withholding. 
When To Give the Information 
You  must give Form 4782 (or your own 
form) to your employee by January 31 
following the calendar year in which the 
employee received the reimbursement or 
payment. However. if the employee stops 
working for you  before December 31 and 
submits a written request to receive the 
form earlier, you must give the completed 
form to the former employee within 30 days 
after you receive the request if the 30-day 
period ends before the regular January 31 
deadline. 
Additional  Information 
For more information on withholding 
requirements get Pub.15 , Circular E, 
Employer's Tax Guide. For assistance in 
determining what moving expenses would 
be deductible to your employee, get the 
forms and instructions for Form 3903, 
Moving Expenses ; Form 3903F, Foreign 
Moving Expenses ; or Pub.  521, Moving 
Expenses. 

General Information for 
Employees 
Change You  Should Note 
Recent law changes put a new limitation on 
the amount of reimbursed meal expenses 
that are deductible as moving expenses. 
Now only 8096 of reimbursed meal 
expenses are deductible. 
Purpose of Form 
This form is furnished by your employer to 
give you the necessary information to help 
you figure your moving expense deduction. 
The form shows the amount of any 
reimbursement made to you,  payments 

Page  2 

made to a third party for your benefit, and 
the value of services furnished in kind for 
moving expenses. You should receive a 
separate form for each move that you  mad 
during the calendar year for which you 
receive  any reimbursement or during which 
payment is  made for your benefit. 
Caution: Do not use this form as 
verifiC3tion of your moving expenses. It 
reports only amounts your employer 
included in your income for moving 
expenses, which may be different than the 
amounts you actually spent. 
Allowance of Deduction 
If you itemize your deductions, and also 
meet the "distance and time" tests 
explained below, you may deduct the 
reasonable expenses you  paid or incurred 
during the tax year to move to a new 
principal place of work. If you  incurred 
expenses shown on this form. and they 
qualify as deductible moving expenses, you 
may include them in  figuring your moving 
expense deduction . 

( 

( 

For moves within or to the United States, 
use Form 3903, Moving Expenses. to claim 
the deduction . Use Form 3903F. Foreign 
Moving Expenses, to claim the deduction if 
you moved outside the United States or its 
possessions. 
Conditions for Allowance 
Generally, you must meet the following 
tests to deduct moving expenses : 
Distance Test.-Your new work place 
must be at least 35 miles farther from your 
old home than your old work place was . 
( 
Time Test.-lf you are an employee, you 
must work full time for at least 39 weeks 
during the 12 months right after you  move. 

-

Additional Information 
See the form instructions and Pub.  521 , 
Moving Expenses, for detailed moving 
expense information, including which 
expenses qualify and what are reasonable 
expenses. 

~u.s .  Cov er nm ent  Pri nt i ng  Of f ic e :  1988- 242-473/80032 

( 

( 

( 

( 

PAYROLL  DEPARTMENT 

I.  DETERMINING  EMPLOYMENT  STATUS  - EMPLOYEE  VERSUS  INDEPENDENT 

CONTRACTOR 

A.  Employee 

Page:  55.1 
Date: 

3-31.-89 

1.  Every  individual  performing  services  for  the 

University  and  compensated  by  the  University  is 
presumed  to  be  an  employee  unless  she/he  can  meet 
the  criteria  of  independent  contractor  status 
(discussed  in  item  I.,B.).  Generally,  every 
individual  who  performs  services  that  are  subject 
to  the  will  and  control  of  the  University,  as  to 
both  what  must  be  done  and  how  it must  be  done,  is 
an  employee. 
University  allows  the  employee  considerable 
discretion  and  freedom  of  action,  as  long  as  the 
University  has  the  legal  right  to  control  both  the 
method  and  the  result  of  the  services. 

It  does  not  matter  that  the 

2.  University  policy  requires  that  the  following 

workers  be  compensated  as  employees: 

a.  Anyone  teaching  a  course  for  credit. 

b.  Generally,  anyone  teaching  a  noncredit  course 

of  more  than  five  sessions  during  one  term. 
session  can  be  any  length  of  time  up  to  and 
including  a  full  day.) 

(A 

c.  Anyone  currently  employed  by  the  University  who 
performs  additional  services  outside  his/her 
regular  job  description  (discussed  in  item 
V.,B.). 

d.  Anyone  currently  enrolled  as  a  University 

student. 

3.  The  status  of  any  worker  not  falling  into  one  of 

the  above  categories  must  be  evaluated  based  on  the 
Internal  Revenue  Service  common  law  rules  for 
distinguishing  between  employees  and  independent 
contractors. 

B. 

Independent  Contractors 

1.  The  general  rule  of  thumb  is  that  an  individual  is 

an  independent  contractor  if  the  University  has  the 
legal  right  to  control  or  direct  only  the  result  of 
the  work  and  not  the  means  and  methods  of 
accomplishing  the  result.  Generally,  independent 
contractors  hold  themselves  out  in  their  own  names 
as  self-employed  and  make  their  services  available 
to  the  public. 

( 

. ( 

(Payroll  Department  continued} 

Page: 
Date :  3-31,,- 89 

55 . 2 

2.  Examples  of  individuals  who  might  meet  the  c r iteria 

for  independent  contractor  status  include: 

a.  Guest  performers  or  artists  who  otherwise  are 

not  affiliated  with  the  University. 

b.  Guest  speakers  or  guest  lecturers  brought  to 

the  University  for  very  short  durations  because 
of  their  expertise. 

c. 

Individuals  providing  professional  services, 
such  as  attorneys,  accountants  and  other 
consultants . 

3.  See  section  76  for  instructions  for  processing 

independent  contractors. 

4.  When  the  status  of  a  worker  cannot  be  determined 

from  the  above  guidelines,  contact  the  Payroll 
Department  (355-5010)  or  Accounts  Payable  (355-
0331}  for  guidance  prior  to  the  services'  being 
performed. 

II.  UNIVERSITY  PAYROLLS 

A.  Pay  and  Pay  Dates 

1.  Academic  and  salaried  nonacademic  employees  -

Employees  under  these  classifications  are  paid  on  a 
monthly  payroll  ending  the  last  day  of  the  month. 
Paychecks  are  distributed  on  the  last  working  day 
of  the  month. 

2.  Graduate  Assistants  - Graduate  assistants  are  paid 
on  a  monthly  payroll  ending  on  the  15th  of  the 
month . .  Paychecks  are  distributed  on  the  15th  of 
the  month  or  on  the  last  working  day  before  the 
15th. 

3.  Hourly  employees  - Hourly  employees,  which  include 
clerical-technical,  are  paid  on  a  biweekly  payroll . 
Paychecks  are  distributed  on  the  Friday  following 
the  pay  period  ending  Sunday  night. 

4.  Student  employees  - Student  employees  are  paid  in 

the  same  manner  as  hourly  employees  except  that  the 
student  payroll  date  falls  on  alternate  weeks. 

B. 

Information  Required  for  Payroll  Processing 

1.  Form  W-4,  Employee's  Withholding  Al·lowance 

Certificate 

( 

( 

(Payroll  Department  continued) 

Page : 
Dat e : 

55.3 
3 - 3 L- 89 

a.  Form  W-4,  Employee's  withholding  Allowance 

Certificate,  must  be  filed  by  every  employee 
(see  sample,  page  55.21).  Federal  law  requires 
that  the  employee  complete  the  form  in  its 
entirety. 
If  an  employee  does  not  complete  a 
Form  W-4,  withholdings  will  be  taken  from  the 
employee's  earnings  at  the  highest  withholding 
rate  (i.e.,  single  marital  status,  zero 
exemptions). 

b.  The  employee  must  file  a  new  Form  W-4  each  time 
the  employee  wishes  to  increase  or  decrease  the 
number  of  exemptions  claimed  or  to  have 
additional  amounts  withheld  per  pay  period. 

c.  Forms  W-4,  as  well  as  information  for 

determining  withholding  allowances,  are 
available  in  the  Payroll  Department,  Office  of 
the  Controller,  350  Administration  Building. 

d.  Employees  wishing  to  file  a  Form  CW-4, 

Withholding  Certificate  for  city  Income  Tax, 
may  do  so  in  the  Payroll  Department  (see 
sample,  page  55.22). 

2 • 

Verification  of  Social  Security  Card  Information 

All  University  employees  must  present  a  valid 
social  security  card  at  the  time  they  are  processed 
for  employment  in  order  to  be  paid.  The  University 
is  required  by  federal  law  to  pay  its  employees 
under  the  exact  name  and  number  that  appear  on  the 
social  security  card.  Because  of  this  requirement, 
the  Payroll  Department  cannot  release  an  employee's 
paycheck  until  the  information  on  the  social 
security  card  has  been  verified.  A  military  draft 
card  is  the  only  document  that  will  be  accepted  in 
place  of  a  social  security  card. 

3 • 

Nonresident  Alien  Employees 

a.  Nonresident  alien  employees  who  are  not 

students  should  present  their  visas  in  the 
Payroll  Department  to  determine  if  they  may  be 
eligible  for  exemption  from  federal,  state 
and/or  FICA  withholding  taxes. 

b.  Changes  in  residency  status  should  be  reported 
to  the  employing  department  and  processed 
through  the  appropriate  personnel  office.  The 
employee  also  should  bring  the  appropriate 

Page:  55.4 
Date: 

3-31~89 

(Payroll  Department  continued) 

documentation  of  change  in  residency  status  to 
the  Payroll  Department  to  change  his/her  tax 
withholding  status. 

c.  Optional  Forms 

1.  Direct  Deposit  Authorization 

Employees  may  have  their  paychecks  directly 
deposited  into  personal  checking  or  savings 
accounts  by  completing  the  Direct  Deposit 
Authorization  card  (see  sample,  page  55.23). 
Employees  who  desire  this  service  should  also 
contact  the  financial  institution  and  advise  them 
that  their  paychecks  are  to  be  direct  deposited. 

2.  U.S.  Savings  Bonds 

Payroll  deductions  for  United  States  Savings  Bonds 
are  available  at  the  request  of  the  employee. 
Authorized  payroll  deduction  cards  must  be  signed 
by  the  employee  and  filed  in  the  Payroll 
Department. 

3.  Earned  Income  Credit  Advance  Payment  Certificate 

Employees  eligible  for  the  earned  income  credit 
(EIC)  may  either  receive  it  on  their  tax  returns  or 
in  advance  payments  during  the  year.  Those  who 
want  to  receive  the  credit  in  advance  must  file 
Form  W-5  (Earned  Income  Credit  Advance  Payment 
Certificate)  with  the  Payroll  Department,  350 
Administration  Building.  To  qualify  for  the 
credit,  employees  must  expect  their  income 
(including  spouse's  income,  if  married)  to  be  less 
than  $19,340  for  1989  and  meet  other  eligibility 
requirements.  Eligible  employees  who  do  not  file 
Form  W-5  will  still  get  the . full  benefit  of  the  EIC 
on  their  annual  tax  return.  Eligible  employees 
must  file  a  new  Form  W-5  each  year. 

4.  Employees  wishing  to  participate  in  employee 
benefit  programs  such  as  retirement,  health, 
accident  and  life  insurance,  etc.,  should  contact 
the  Staff  Benefits  Office. 

(Payroll  Department  continued) 

D.  Appointment  and  Hiring 

1. 

Academic  Appointments 

Page: 
Date:  3-31-89 

55 . 5 

All  academic  appointments  are  processed  through  the 
Office  of  Planning  and  Budgets.  Each  academic 
employee  is  required  to  complete  Form  W-4  and  to 
present  a  valid  social  security  card  for 
verification  of  name  and  social  security  number. 
If  Form  W-4  and  social  security  number  verification 
are  not  submitted  by  the  department,  the  employee 
must  complete  this  information  in  the  Payroll 
Department,  350  Administration  Building. 
Departments  are  requested  to  notify  new  staff 
members  of  this  requirement. 

2. 

Salaried  Nonacademic  and  Hourly  Employees 

All  employees  under  these  classifications  are 
processed  by  the  Personnel  Department,  where  the 
required  forms  are  completed  and  forwarded  to  the 
Payroll  Department. 

3.  Graduate  Assistant  Appointments 

All  graduate  assistants  must  be  registered  in  order 
to  hold  an  assistantship  and  be  paid  on  the 
graduate  assistant  payroll. 
security  number  verification  are  not  submitted  by 
~he  department,  the  employee  must  complete  this 
information  in  the  Payroll  Department,  350 
Administration  Building.  Departments  are  requested 
to  notify  new  graduate  assistants  of  this 
requirement. 

If  Form  W-4  and  social 

4.  Student  Employees 

a.  All  University  students  compensated  for 

services  rendered  must  be  paid  through  the 
Payroll  Department.  Direct  Payment  Vouchers  or 
other  payment  mechanisms  should  not  be  used. 

b.  Departments  are  responsible  for  obtaining  the 

completed  Form  W-4  and  for  verifying  social 
security  information  and  must  submit  the 
information  to  the  Student  Employment  Office, 
together  with  the  Student  Employment 
Application,  Form  Z27D0010  (Stores  stock  order 
#140-2578).  For  further  details  on  hiring 
student  employees,  see  the  Student  Employment 
Manual  prepared  by  the  Student  Employment 
Office. 

• 

( 

(Payroll  Department  continued) 

Page : 
Date : 

5 5 . 6 
3-31.- 89 

c.  University  student  employees  retain  the ir 

student  status  between  terms  until  t he  degree 
sought  is  obtained. 

E . 

Forms  Required  for  Payroll  Processing 

1.  Academic,  Graduate  Assistants,  Salaried 
Nonacademic,  and  Clerical-Technical 

a.  Payrolls  are  prepared  automatically  from 
appointment  and  personnel  forms/reports . 

b .  Departments  are  responsible  for  reconciling  all 

employees'  time.  Any  factors  that  would  alter 
an  employee's  compensation,  such  as 
termination,  leave  without  pay  or  days  lost 
without  pay,  should  be  reported  to  the 
appropriate  personnel  office  immediately. 

2.  Hourly  Employees  (excluding  Clerical-Technical) 

a . 

Form  Required  - "Daily  Time  Record"  card  (see 
sample,  page  55.24). 

b.  Preparation  of  Form 

( 

1)  The  first  time  card  submitted  for  an 
employee  must  have  the  complete  name, 
social  security  number,  account  number, 
department,  and  rate.  The  name  must  be  the 
same  as  it  appears  on  the  employee's  social 
security  card.  After  an  initial  time  card 
has  been  submitted  for  an  employee,  a 
prepunched  time  card  will  be  returned  to _ 
the  department  for  submi ssion  with 
the  next  payroll.  The  department  should 
review  the  prepunched  information  and  make 
any  necessary  corrections  on  the  time  card . 
DO  NOT  write  any  information  above  the 
heavy  black  line. 

2)  Record  the  detail  hours  or  days  worked. 

Fractional  hours  are  to  be  rounded  to  the 
nearest  tenth  of  an  hour.  For  example,  3 
hours  and  24  minutes  should  be  recorded  as 
3.4  hours. 

3)  Add  hours  or  days  for  the  pay  period  and 
enter  the  total  under  "Total  for  Per i od" 
and  "Time." 

• 

(Payroll  Department  cont i nued) 

Page: 
Date : 

55 .7 
3 -31,,- 89 

4)  Check  the  "Unit  of  Time,"  insert  the  rate 

and  compute  the  gross  earnings  in  the  gross 
amount  block  (omit  dollar  signs) .  Complete 
the  "From"  and  "To"  dates  in  the  pay  period 
block. 

5)  The  time  card  must  have  the  handwritten 
signature  of  the  unit  administrator. 

3. 

student  Employees 

a.  Form  Required  - "Payroll  Time  Report"  (see 

sample,  page  55.26)  or  "Student  Payroll  Time 
Report"  (see  sample,  page  55.27). 

b.  Preparation  of  Form 

( 

,( 

1)  Students  who  have  been  authorized  by  the 

Student  Employment  Office  will  appear  on  a 
preprinted  Payroll  Time  Report.  Enter  an 
"X"  in  the  first  column  next  to  the  name  of 
each  student  who  is  to  be  paid.  Enter  the 
number  of  hours  worked  for  the  pay  period. 
Fractional  hours  are  to  be  rounded  to  the 
nearest  tenth  of  an  hour.  For  example,  3 
hours  and  24  minutes  should  be  recorded  as 
3.4  hours. 

2)  Review  the  other  information  printed  for 

each  student.  Make  changes  where  necessary 
and  initial  each  change. 
Items  that  can  be 
changed  include:  earnings  type,  rate  of 
pay,  account  number,  and  department  number. 
Draw  a  thick  line  through  the  information 
for  each  student  who  is  not  to  be  paid  for 
the  pay  period. 

3)  A  blank  Student  Payroll  Time  Report  may  be 

used  to  pay  student  employees  who  do  not 
appear  on  the  preprinted  time  reports  and 
to  pay  unusual  payments,  e.g.,  late  and 
retroactive  pay  (see  sample,  page  55.27). 
To  complete  the  blank  Student  Payroll  Time 
Report,  enter  the  name  and  social  security 
number  of  the  student,  as  well  as  all  other 
information  per  the  instructions  printed  on 
the  form. 
If  a  student  employee  is  new  to 
the  payroll,  his/her  student  number  should 
be  entered  in  the  last  column  of  the  time 
report  for  the  payment  to  be  processed. 

4)  Add  the  total  number  of  hours,  the  total 

rates,  and  the  number  of  students  to  be 
paid.  Enter  these  totals  in  the 
appropriate  boxes. 

( 

(Payroll  Department  continued) 

Page:  55.8 
Date:  3-31~89 

5)  The  time  report  must  have  the  handwritten 
signature  of  the  unit  administrator  or 
someone  authorized  to  sign  on  all  accounts 
listed  on  the  time  report. 

6)  University  student  employees  must  be 
enrolled  and  attending  classes  to  be 
eligible  for  payment.  To  ensure  that 
students  are  enrolled,  the  time  reports  are 
compared  to  the  Registrar's  current 
enrollment  records.  For  this  reason,  the 
name  and  social  security  number  on  the  time 
report  must  be  exactly  the  same  as  they 
appear  on  the  Registrar's  records. 
Students  who  have  gained  employment  by 
assuring  the  department  they  will  enroll 
must  enroll  promptly  or  be  terminated. 

F.  Rate  of  Pay 

1.  Academic 

a.  Rate  of  pay  is  determined  from  the  appointment 

form. 

b.  Rate  changes  are  made  on  the  basis  of  new 
appointment  forms  or  "Change  of  Status 
Recommendation"  forms  and  must  be  approved  by 
the  Provost  and  Board  of  Trustees. 

c.  The  forms  are  available  in  the  Provost's 

Office. 

2.  Graduate  Assistants 

a.  Rate  of  pay  is  determined  from  the · appointment 

form. 

b.  Rate  changes  are  made  on  the  basis  of  an 

amended  or  new  appointment  form. 

c.  The  forms  are  available  in  the  Provost's 

Office. 

3.  Salaried  Nonacademic  Employees  - Rate  of  pay  is 

approved  and  provided  to  the  Payroll  Department  by 
Personnel. 

4.  Hourly  Employees  - Rate  changes  for  hourly 

employees  are  approved  by  the  Personnel  Department 
and  forwarded  to  the  Payroll  Department.  Time 
cards  should  not  reflect  a  new  rate  until  it has 
been  approved  and  the  Payroll  Department  has  a 
record  of  the  change. 

Page :  55.9 
Date : 

3-3 1::-8 9 

(Payroll  Department  continued) 

5.  Student  Employees  - Job  classification  and  grade 
level  must  be  reported  to  the  Student  Employment 
Office  using  the  "Student  Employee  Change  of 
Status"  form  (see  "Student  Employment  Manual" 
prepared  by  the  student  Employment  Office). 

G.  Deadline  for  Submitting  Payroll  Information  and  Changes 

1.  Time  Cards  and  Time  Reports 

a.  Biweekly  pay  periods  for  hourly  and  student 

employees  end  on  Sunday  at  midnight.  Payroll 
time  cards/reports  for  hourly  employees, 
excluding  clerical-technical,  must  be  delivered 
to  the  Payroll  Department  by  10:00  a.m.  the 
following  Monday  morning.  When  a  short  week 
occurs,  specific  instructions  will  be  issued  by 
the  Payroll  Department  regarding  the  deadline. 

b.  Time  cards/reports  received  after  10:00  a.m.  on 
Monday  will  be  held  and  processed  with  the  next 
biweekly  payroll. 

2.  Employment  data  information  for  salaried  employees 

must  be  received  in  the  Payroll  Department  on  or 
before  the  15th  of  the  month  in  which  the  employee 
is  to  be  paid  in  order  for  the  Payroll  Department 
to  process  the  employee's  check  with  the  current 
payroll. 

3.  Employment  data  information  for  graduate  assistants 
must  be  received  in  the  Payroll  Department  on  or 
before  the  1st  of  the  month  in  which  the  employee 
is  to  be  paid  in  order  for  the  Payroll  Department 
to  process  the  employee's  check  with  the  current 
payroll. 

4.  Except  for  salary  direct  deposit  authorizations, 

all  changes  in  exemptions,  payroll  deductions  and 
direct  deposit  authorizations  must  be  processed 
according  to  the  above  dates  to  be  effective  with 
the  current  payroll.  Salary  direct  deposit 
authorizations  must  be  processed  by  the  first 
working  day  of  the  month  preceding  the  pay  date  to 
be  effective  with  the  current  payroll. 

H.  Distribution  of  Checks 

1.  Direct  Deposit 

a.  Salaried  employees  may  have  their  checks 

directly  deposited  into  their  personal  checking 
or  savings  account  by  completing  a  "Direct 

(Payroll  Department  continued) 

Page:  55.10 
Date:  3-31-89 

Deposit  Authorization"  form  (see  sample,  page 
55.23).  This  form  may  be  completed  at  the 
Payroll  Department,  or  at  the  MSU  Credit  Union 
for  direct  deposits  at  that  institution. 

b.  Checks  for  these  employees  will  be  deposited  in 

their  bank  accounts  on  the  morning  of  payday. 
The  employee  will  receive  a  "Direct  Deposit 
Notification"  showing  gross  pay,  itemized 
deductions  and  net  pay. 

c.  Direct  deposit  may  be  discontinued  if  the 

Payroll  Department  has  received  the  notice  for 
salaried  employees  by  the  first  day  of  the 
month  preceding  the  paydate,  and  for  hourly 
employees  by  the  Monday  preceding  the  paydate. 

d.  Graduate  Assistants  and  employees  paid  on  the 

biweekly  labor  payroll  may  have  their  paychecks 
directly  deposited  into  their  personal  checking 
or  savings  account  by  completing  a  "Direct 
Deposit  Authorization"  form.  However,  the 
financial  institutions  available  for  direct 
deposits  are  limited  to  eight  (8)  local  banks. 
A  listing  of  these  banks  is  available  in  the 
Payroll  Department. 

e.  Direct  deposit  service  currently  is  not 

available  to  employees  paid  on  the  biweekly 
student  payroll. 

2.  Distribution  to  Departments 

a.  Checks  are  picked  up  by  the  Campus  Mail  Service 

for  delivery  to  the  departments. 

b.  Checks  or  Direct  Deposit  Notifications  should 

be  handed  directly  to  the  payee  or  placed  in 
sealed  envelopes  for  delivery  by  a  designated 
employee. 

c.  Payroll  checks  that  must  be  cancelled  and 

rewritten  due  to  any  of  the  following  reasons 
should  be  delivered  immediately  to  the  Payroll 
Department,  350  Administration  Building: 

1)  Late  termination. 

2)  Leave  of  absence  without  pay. 

3)  Too  many  hours  on  Student  or  Hourly. 

.  ( 

Page: 
Date : 

55 .11 
3-31.- 89 

(Payroll  Department  continued) 

d.  Payroll  checks  not  delivered  to  employees 
within  ten  days  should  be  returned  to  the 
Payroll  Department  with  a  memo  indicating  the 
reason  why  the  employee  did  not  receive  the 
check.  The  Payroll  Department  will  attempt  to 
locate  the  employee  and  deliver  the  check. 

I.  Check  Not  Distributed  with  Regular  Payroll 

1.  Checks  will  be  held  in  the  Payroll  Department  and 

not  distributed  on  payday  for  the  following 
reasons: 

a.  The  Payroll  Department  has  not  received 

verification  of  the  employee's  social  security 
number. 

b.  The  various  personnel  offices  may  have 

employees'  checks  held  for  the  following: 

1)  The  employee  is  not  authorized  to  be  paid 

on  the  submitted  account  number. 

, 

2) 

INS  Form  I-9  information  has  not  been 
completed. 

3)  A  student  employee  is  not  currently 

enrolled.  Note  that  student  employees  who 
were  enrolled  during  Spring  term  and  expect 
to  be  enrolled  during  Fall  term  may  work 
Summer  term  without  being  enrolled. 

2.  When  a  paycheck  is  held,  a  "Hold  Notice"  is  sent  in 
lieu  of  the  paycheck.  The  Hold  Notice  explains  why 
the  check  was  held  and  how  the  employee  may  obtain 
its  release. 

J.  Checks  Not  Prepared  with  Regular  Payroll 

1.  A  check  may  not  be  prepared  due  to  the  following 

reasons: 

a.  Employment  data  for  nonhourly  employees  was 

received  in  the  Payroll  Department  after  the 
processing  deadline. 

b.  Hourly  or  student  employee  time  cards/reports 

received  after  the  processing  deadline. 

c. 

student  employee  was  not  registered  for  the 
current  term  or  student  authorization  was  not 
properly  completed . 

Page: 
Date:  3-31-- 89 

55 . 12 

{Payroll  Department  continued) 

d.  Graduate  assistant  was  not  registered  for  the 

current  term. 

2.  Once  the  required  information  and  processing  are 

completed,  a  payroll  cash  advance  (for  students  and 
graduate  assistants)  or  petty  cash  check  may  be 
obtained  per  the  guidelines  below. 

K.  Payroll  Petty  Cash  Checks  and  Cash  Advances 

1.  Petty  Cash  Checks  - Employees  failing  to  receive  a 

check  on  the  expected  paydate  may  obtain  a  petty 
cash  check  for  wages  earned.  An  appointment  form, 
approved  personnel  information,  or  authorized  time 
card/report  must  be  on  file  in  the  Payroll 
Department  before  a  petty  cash  check  can  be  issued. 
Because  of  required  processing  time,  a  petty  cash 
check  generally  is  available  to  an  employee  24 
hours  after  the  request  is  received  by  the  Payroll 
Department.  Due  to  payroll  processing  deadlines 

- the  following  schedule  applies  to  issuance  of  petty 

cash  checks: 

a.  Salaried  employees  may  request  a  petty  cash 

check  until  the  15th  of  the  month  following  the 
month  in  which  they  did  not  receive  an  expected 
check. 

b.  Graduate  assistants  may  request  a  petty  cash 

check  until  the  last  day  of  the  month  in  which 
they  did  not  receive  an  expected  check. 

c.  Hourly,  clerical-technical,  and  student 

employees  may  request  a  petty  cash  check  on 
payday  through  Thursday  of  the  following  week. 

2.  Payroll  Cash  Advance  - Graduate  assistants  and 

students  failing  to  receive  a  check  on  the  expected 
pay  date  may  obtain  a  payroll  cash  advance  for  a 
portion  of  the  net  amount  earned.  A  request  for  a 

.  payroll  cash  advance  should  be  made  in  person  at 

the  Payroll  Department  on  or  after  the  regular  pay 
date.  An  appointment  form,  approved  personnel 
information,  or  authorized  time  report  must  be  on 
file  in  the  Payroll  Department  before  a  payroll 
cash  advance  can  be  issued.  Each  employee  must 
show  identification.  The  deadlines  for  issuing 
payroll  cash  advances  are  the  same  as  those  for 
petty  cash  checks. 

( 

( 

( 

( 

Page:  55.13 
Date:  3-31.-89 

(Payroll  Department  continued) 

If  all  requirements  are  met,  the  Payroll  Department 
will  issue  a  cash  advance  card,  which  must  be  taken 
to  the  Cashier's  Office,  Room  110,  Administration 
Building,  and  cashed  on  the  date  of  issue  only. 

L.  Final  Payments  to  Terminated  Employees 

1.  Academic  Employees 

a.  When  an  employee  terminates  employment  prior  to 
the  ending  date  of  his/her  appointment,  the 
employing  department  must  process  the  required 
documents  for  termination  through  the  Office  of 
Planning  and  Budgets.  The  Payroll  Department 
is  notified  of  terminations  for  academic 
employees  by  the  Office  of  Planning  and 
Budgets.  To  avoid  an  overpayment  to  the 
employee,  the  termination  notification  should 
be  submitted  in  sufficient  time  to  allow 
processing  by  the  Office  of  Planning  and 
Budgets  and  the  Payroll  Department. 

b.  Sailing  Permits  - All  nonresident  alien 

employees  leaving  the  United  States,  except 
students  on  an  "F"  visa,  must  present  a 
certificate  of  compliance  ("sailing  permit")  at 
the  place  of  departure  from  the  United  States. 
A  letter  from  the  chairperson  of  the  employing 
department  should  be  sent  to  the  Payroll 
Department,  stating  that  the  employee  is 
leaving  the  country,  the  date  through  which  the 
employee  is  to ·be  paid,  and  when  the  final 
paycheck  is  to  be  released.  The  Payroll 
Department  will  then  prepare  the  final  paycheck 
and  sailing  permit  for  pick-up  by  the  employee 
or  a  representative  from  the  employing 
department. 

2.  Nonacademic  Employees 

a.  The  employing  department  must  submit  a 

Information  to  be 

Personnel  Action  Notice  (PAN)  form  to  the 
Nonacademic  Personnel  Office  when  an  employee 
terminates  employment. 
submitted  with  the  PAN  form  includes  the  last 
day  worked,  number  of  hours  worked  on  the  last 
day,  effective  date  of  termination,  vacation 
balance,  and  any  absences  not  reported  on  the 
most  recent  attendance  report.  The  Payroll 
Department  is  notified  of  terminations  by  the 
Nonacademic  Personnel  Office.  To  avoid 
overpayment  to  the  terminating  employee,  it  is 
important  that  the  PAN  form  be  submitted  in 

(Payroll  Department  continued) 

Page:  55.14 
Date:  3-31-89 

sufficient  time  to  allow  processing  by  the 
Nonacademic  Personnel  Office  and  the  Payroll 
Department. 

b.  Nonacademic  Personnel  should  be  notified  by  the 

employing  department  when  a  terminating 
employee  requests  a  final  paycheck  prior  to  the 
scheduled  pay  date.  Nonacademic  Personnel  will 
then  notify  the  Payroll  Department  that  a  final 
paycheck  has  been  requested.  Any  final 
paychecks  released  prior  to  the  scheduled  pay 
date  should  be  picked  up  in  the  Payroll 
Department  by  a  representative  from  the 
terminated  employee's  department. 

M.  Record  of  Hours  Worked  Requirement 

1.  The  Fair  Labor  Standards  Act  requires  that  a  record 
of  hours  worked  be  maintained  for  all  nonexempt 
employees.  Faculty,  specialists,  and  executive 
managers  are  exempt  under  the  law.  Professional 
and  supervisory  staff  at  the  12  level  or  above  are 
treated  as  exempt  employees.  All  other  employees 
are  nonexempt. 

2.  The  "Daily  Time  Record"  (see  sample,  page  55.24)  is 
an  appropriate  record  for  hourly  employees.  The 
"Time  Record''  (see  sample,  page  55.25)  is  an 
appropriate  record  for  student  employees.  Other 
departmental  records  are  acceptable,  as  long  as 
they  record  hours  worked  on  a  daily  basis. 

To  meet  the  requirements  of  the  Fair  Labor 
Standards  Act,  departments  must  maintain  time 
records  of  hours  worked  per  day.  The  time  reports 
sent  to  the  Payroll  Department  do  not  contain  daily 
time  records. 

III.  FICA  WITHHOLDING  INFORMATION 

A.  Graduate  assistantship  stipends  are  not  subject  to  FICA 

taxes. 

B.  Student  employees  generally  are  not  subject  to  FICA 

taxes.  However,  student  employees  who  work  during 
summer  term  and  are  not  enrolled  will  have  FICA  taxes 
withheld  from  their  wages. 

IV.  CHANGES  IN  NAME  AND/OR  ADDRESS  AND  CORRECTION  OF  SOCIAL 

SECURITY  NUMBER  ERRORS 

A.  Change  of  Name 

1.  Nonacademic  Employees 

• 

.( 

( 

(Payroll  Department  continued) 

Page:  55.15 
Date :  3- 31~89 

a.  The  name  of  an  employee  on  the  payroll  records 

must  be  the  same  as  the  name  indicated  on  the 
employee's  social  security  card. 

b.  Name  changes  must  be  processed  through 

Personnel  by  the  employee's  department  on  the 
Personnel  Action  Notice  (PAN).  Name  changes 
cannot  be  made  on  payroll  records  (including 
changes  of  name  on  prepunched  time  cards)  until 
a  copy  of  the  changed  social  security  card  has 
been  submitted  to  Personnel  to  change  the 
employee's  records. 

2.  Academic  - Academic  personnel  must  communicate 

changes  in  name  by  an  Address  Information  Notice 
(AIN)  to  the  Academic  Personnel  Records  Office. 
The  AIN  should  be  accompanied  by  three  copies  of 
the  employee's  social  security  card.  The  Academic 
Personnel  Records  Office  will  forward  one  copy  of 
the  social  security  card  to  the  Payroll  Department 
and  one  copy  to  the  Office  of  Planning  and  Budgets 
to  change  the  employee's  name  in  these  areas. 

3.  Students  - Students  must  make  name  changes  at  the 

Registrar's  Office,  150  Administration  Building. 
In  addition,  a  copy  of  the  social  security  card 
with  the  corrected  name  should  be  sent  to  the 
Payroll  Department. 

4.  Graduate  Assistants  - Graduate  assistants  must  make 

name  changes  at  the  Registrar's  Office,  150 
Administration  Building. 
In  addition,  a  copy  of 
the  social  security  card  with  the  corrected  name 
should  be  sent  to  the  Payroll  Department. 

5.  Changing  Forms  W-4  - Every  employee  who  changes 
his/her  name  also  must  submit  a  new  Form  W-4, 
Employee's  Withholding  Allowance  Certificate  (see 
sample,  page  55.21)  and,  if  applicable,  a  Form  cw-
4,  City  Income  Tax  Withholding  Certificate  (see 
sample,  page  55.22)  to  the  Payroll  Department. 

B.  Change  of  Payroll  Address 

1.  Current  Employees  - Faculty  and  staff  addresses  are 

input  into  the  payroll  system  from  the 
faculty/staff  address  system.  The  change  should  be 
made  through  the  employee's  department.  The 
Personnel  Action  Notice  (PAN)  for  nonacademic 
employees  or  the  Address  Information  Notice  (AIN) 
for  academic  employees  should  be  used.  Graduate 
assistant  and  student  address  changes  should  be 
made  at  the  Registrar's  Office,  as  they  are  input 

( 

( 

(Payroll  Department  continued) 

Page:  55.16 
Date:  3-31-89 

into  the  payroll  system  from  the  Registrar's 
address  system. 

2.  Terminated  Employees  - Terminated  employees  who 

wish  to  have  their  Form  W-2  sent  to  an  address 
other  than  the  one  on  file  at  the  time  of 
termination  should  contact  the  Payroll 
Department  to  change  the  address  to  which  the  Form 
W-2  is  to  be  sent. 

c.  Correcting  Errors  in  Social  Security  Number  - If  an 
error  in  a  social  security  number  is  found  on  any 
earnings  information  from  the  University,  the  employee 
should  take  or  send  a  copy  of  the  social  security  card 
to  the  appropriate  personnel  office  to  have  the  number 
corrected.  The  employee  also  should  send  a  copy  to  the 
Payroll  Department  so  correction  of  the  employee's 
earnings  records  can  be  made  with  the  Social  Security 
Administration. 

V. 

COMPENSATION  FOR  NONREGULAR  ASSIGNMENTS  OR  DUTIES 

A.  Overtime 

1.  Definition 

( 

a.  The  Fair  Labor  Standards  Act  stipulates  that 
nonexempt  employees  must  be  appropriately 
compensated  for  overtime  hours  worked. 
"Nonexempt  employees"  are  all  employees  except 
faculty,  specialists,  executive  management,  and 
professional  and  supervisory  staff  at  the  12 
level  or  above. 

Overtime  is  earned  when  an  employee  works  in 
excess  of  40  hours  in  a  standard  work  week. 
The  standard  work  week  is  a  168-hour  period 
which,  for  the  University,  generally  starts  at 
12  midnight  on  Sunday  and  ends  at  12  midnight . 
on  the  following  Sunday.  However,  some  units 
of  the  University  have  established  different 
work  weeks.  Such  changes  must  be  approved  by 
the  Controller. 

b.  Hours  worked  in  excess  of  a  standard  work  day 
or  week  by  a  nonexempt  employee  should  be 
approved  in  advance  of  the  work's  being 
performed  by  completing  Form  co-pa-25a, 
Approval  for  Overtime  Hours  for  Non-exempt 
Employees  (Stores  stock  order  #140-2604;  see 
sample,  page  55.28). 

(Payroll  Department  continued) 

2.  Compensation 

a.  Time  Off 

Page: 
Date: 

55.17 
3-3 l:-89 

1)  As  a  general  policy,  overtime  hours  are  to 

be  compensated  by  time  off,  if  the 
equivalent  time  off  can  be  mutually  agreed 
on  and  the  time  off  can  be  scheduled  within 
the  pay  period. 

2) 

If  time  off  cannot  be  given  on  or  before 
the  last  day  of  the  current  pay  period,  the 
employee  must  be  paid  for  the  overtime 
hours. 

b.  Payment  for  Overtime  Hours 

1)  Nonexempt  employees  (all  employees  except 
faculty,  specialists,  executive  managers, 
and  professional  and  supervisory  staff  at 
the  12  level  or  above)  who  work  in  excess 
of  40  hours  in  a  week  must  be  compensated 
for  overtime  if  time  off  is  not  scheduled 
within  the  pay  period  when  the  overtime  was 
worked.  For  hourly  employees  other  than 
clerical-technical  and  student  employees, 
overtime  must  be  submitted  on  a  pink 
payroll  overtime  time  card.  For  clerical 
technical  employees,  overtime  must  be 
reported  on  a  green  payroll  overtime  time 
card.  For  salaried  employees,  overtime 
must  be  submitted  on  a  blue  payroll 
overtime  time  card. 
sample  of  Overtime  Time  Card.)  The  payroll 
overtime  time  cards  provide  for  increasing 
overtime  earned  by  50%  to  reflect  a  time 
and-one-half  payment.  Hours  reported  on 
the  payroll  overtime  time  cards  must  be 
rounded  to  the  nearest  tenth  of  an  hour. 

(See  page  55.29  for 

For  student  employees,  overtime  must  be 
submitted  on  a  Student  Payroll  Time  Report 
using  the  STO  earnings  type  and  actual 
hours  worked.  Do  not  increase  by  50%  the 
overtime  hours  worked  by  students;  the 
system  automatically  calculates  a  time-and 
one-half  payment. 

2)  All  pink  overtime  time  cards  and  Student 
Payroll  Time  Reports  should  be  submitted 
per  the  schedule  outlined  in  item  II.,G., 

( 

( 

( 

( 

( 

( 

( 

(Payroll  Department  continued) 

Page: 
Date:  3-31'-89 

55 . 18 

Deadline  for  Submitting  Payroll  Information 
and  Changes. 

3.)  All  blue  and  green  payroll  overtime  time 
cards  should  be  submitted  to  the  Payroll 
Department  on  Wednesday  of  student  pay 
week. 

4)  A  separate  payroll  overtime  time  card  must 

be  prepared  to  pay  overtime  hours 
applicable  to  the  shift  differential. 
(This  does  not  apply  to  payroll  of  Physical 
Plant  or  Housing  and  Food  Services  hourly 
employees.) 

5)  Overtime  time  cards  and  Student  Payroll 

Time  Reports  may  be  obtained  from  the 
Payroll  Department. 

c.  Rate  of  Payment 

1)  Hourly -employees  should  be  paid  their 

regular  rate. 

2)  The  hourly  rate  for  a  pers~n  on  an  annual 

salary  is  determined  by  dividing  the  annual 
salary  by  2,080  (40  hours  for  52  weeks). 

3)  Approval  of  the  Personnel  Department  is 

necessary  when  overtime  is  submitted  for 
A-P  employees  classified  at  the  12  level  or 
above. 

B.  Compensation  for  Services  Apart  from  Regular  Work 

Assignments 

1.  Academic  Employees  - Every  department  paying 

individuals  appointed  in  the  academic  personnel 
system  for  part-time  work  involving  teaching  or 
service  activitie- in  excess  of  load  needs  prior 
approval  of  the  dean  of  the  college.  Deans  should 
forward  blue  payroll  overtime  time  cards  related  to 
overload  pay  to  the  Office  of  Planning  and  Budgets 
for  processing.  For  details,  consult  the  Office  of 
Planning  and  Budgets  at  355-9271.  This  type  of  pay 
is  subject  to  the  Board  policy  found  under  Overload 
Pay  in  the  Faculty  Handbook. 

2.  Nonacademic  Employees 

a.  Michigan  State  University  employees  performing 

services  apart  from  their  regular  work 
assignments  are  considered  University  employees 
in  such  capacity.  They  may  not  be  processed  as 
independent  contractors. 

( 

( 

(Payroll  Department  continued) 

Page:  55.19 
Date:  3-31-89 

b.  The  employee  is  at  liberty  to  accept  or  reject 

without  prejudice  any  work  offered  in  excess  of 
regular  work  assignments. 

c.  To  pay  the  employee  for  these  services,  an 
overtime  time  card  must  be  submitted  to 
Nonacademic  Personnel  for  approval. 

d. 

If  approved  by  Nonacademic  Personnel,  services 
apart  from  regular  work  assignments  may  be 
compensated  at  a  rate  different  from  the 
employee's  regular  rate.  However,  nonexempt 
employees  must  be  appropriately  compensated 
when  total  hours  worked  are  in  excess  of  40 
hours  in  a  standard  work  week. 

c.  Military  Pay 

1.  Regular,  full-time  employees  who  are  ordered  to 

temporary  active  duty  for  military  training  will  be 
allowed  fifteen  (15)  days  leave  of  absence.  The 
University  will  pay  the  difference  between  regular 
pay  and  military  pay  when  the  military  pay  is  less. 
The  military  pay,  which  will  be  supplemented  by  the 
University,  is  the  base  pay.  The  employee  must 
present  a  copy  of  the  pay  voucher  from  the 
government  to  document  the  amount  of  military  pay 
received. 

.. 

2.  Military  pay  will  be  deducted  from  regular  pay  as 

follows: 

a.  Faculty  -

a  copy  of  the  military  pay  voucher 

should  be  forwarded  to  the  Payroll  Department. 
Payroll  will  determine  the  amount  to  be 
deducted.  The  military  pay  will  be  deducted 
from  the  next  paycheck. 

b.  A-P  and  C-T  -

a  copy  of  the  military  pay 

voucper  should  be  submitted  to  the  Personnel 
Department.  The  Personnel  Department  will 
determine  the  amount  to  be  deducted  and  will 
report  the  amount  to  the  Payroll  Department. 
The  military  pay  will  be  deducted  from  the  next 
paycheck. 

c.  Hourly  - a  copy  of  the  military  pay  voucher 

should  be  forwarded  to  the  Payroll  Department. 
Each  department  is  responsible  for  deducting 
military  pay  on  the  payroll  time  cards.  The 
military  pay  should  be  shown  separately  and 
deducted  from  the  gross  amount.  The  balance 
will  be  paid  to  the  employee  and  will  be 

(Payroll  Department  continued) 

Page:  55.20 
Date:  3-31-89 · 

subject  to  withholdings  for  federal,  state,  and 
FICA  taxes.  -

D. 

Jury  Duty 

1.  The  University  will  pay  the  difference  between  the 

jury  duty  compensation  and  the  regular  University 
compensation. 

2.  The  procedures  for  processing  documented  evidence 
of  jury  duty  compensation  are  the  same  as  for 
military  pay. 

E.  Court  Witness  Fees  - Court  witness  fees  paid  to 

University  employees  must  be  deposited  into  account 
number  11-0739.  A  duplicate  receipt  is  to  be  sent  by 
the  employing  department  to  the  Payroll  Department, 
where  the  duplicate  receipt  will  be  placed  in  the 
employee's  file. 

· 

Pa?,e : 
Date : 

See  IRS  1988  W-4  lnatructlona  1989 
n. If  Student,  your  atudent  nu,..ber 

,ORM-(MSU) 

• Type  or  print  your  naMe:  Laat.  P'lrat,  Middle 

lni 
mp oyee s 
a.. ,o,  llr1¥acy  Act  and  Paperworll  A eduction  Act  Notice,  ••• lnatrucOona • 
2L  Y0411  1oolal aeourltJ  nu•b• 

ca  e 

Home  addr••• 

IL PAYROLL 

TYP• 

ab.  Muttal 
Stahle 

•· Total  number  ol  allowano••  you  are  olal .. tng  (from  Ille  Federal  For111  W-4  Workaheet) 

t..  Addff:lonal  a111ount,  It  any,  you  want  deducted  fro•  eaoll  pay. 

0  SALARY 
O GRAD.  A8ST. 
0  Manla4  0  Mani_., -
0  Slngta 

0  CT/LAaOII 
0  ITUDENT 
MOTi,  ~ =:...-..:: !ir'":. .::'i,:' ::::~ •• 

wltllllold  at  lllghet  81ngle  rat• 

0  IUMMIII  SCHOOL 

FEDERAL 

ITATI! 

NOTI: See  l11alraotlo11e  In clal.,1119 

ITAT1! H--•- COIIIClialln 

lklH  4,  8 ,  and  I. 

•~ I  clalM  exemption  fron1  wlthholdtftg  and  I  certify  that  I  meet  ALL  of  the  foHowlng  condition•  for  ••••PIion: 

•  Lui year  I  had  a  rlgllt  to  a  refund  of  ALL  ,ederal  Income  tu wltllllald  been••  I  had  NO  tu llablllty• ANO 
,\  ,. •  !hi•  year  I  expect  a  refund  of  ALL  Federal  lncon1e  tax  withheld  becauae  I  expect  to  ha••  NO  taa  llalttllty•A•D 

• · 1:hle  year  H  "'' lnco•• eaoeeda  SSOO  and  Include,  nonwege  lnoo,ne. anotf\er  per1on  cannot  cleNII  • •  •• a  d•••n;.d;;,•;;,•;,.t;.;. ___  ~=~=="'~""'"'=="'=-4 

' 'it.  you  meet  all  of  the  abowe  oondtttona,  enter  tfle  year  effective  and  •EXEMPT•  here  •  •  •  •  •  •  •  •  •  •  •  •  •  •  •  •  •  •  •  • 

NOTE:  aee  llata at lllloll'9aa  taelrMlloaa  tor  clel1al111  ITATI "IXIIIIPT" ellt ... 

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7.  Ar•  yo11  a  lull-tllfta  aludent7  (_ . ,  Frl/·ti•• st•d,.r, " '  •t ,.,,.11i&1/ly 111•,1. ) 

1-------------------------------------------------...---------~--''------=~---~~ 

MICHIGAN  STATE  UNIVERSITY 

.; 

Under  penaltlea  of  perjury,  I  certify  that  I  a111  entitled  to  Illa  number  ol  wltlllloldlng  alowancee  claimed 
on  lllla  certlflaata  or,  If  cla ........  nalllptlon from  wltlllloldlng.  that  I  a,.  entltlad  to c1a1a  tlle  ne ... t  atatue. 

PAYROLL  DEPARTMENT 
380  ADMINISTRATION  ILDG. 

:AST  LANSING.  Ml.  48824-1041 

Fl!O.  TAX  ID•  311-80011111-4W 
STATE  TAX  10•  1811-0350502 

S 
:: 
., 
iii 
:I 

l!MPLOYEE'I  IIIGNATURI ____________________  OATI ________  _ 

13515-77C 

MSU  IS  AN  AF,iRMATIVE  ACTION/EOUAL  OPPORTUNITY  EMPLOYER 

( 

\ 

Page : 
Date: 

55 . 22 
3-31-89 

CW-4  (MSU) 

EMPLOYEE'S  WITHHOLDING  CERTIFICATE  FOR  CITY  INCOME TAX 

1.  Please  type or print  your  name:  Last,  First,  Middle 

2.  Taxing  City 

PAYROLL  USE  ONLY 

Your  Home  Address 

3.  Social  Security  Number 

Tax  Code 
Student  Number 

City,  State  and  Zip  Code 

EXEMPTIONS:  the number of_ exemption  allowances you  claim  for  state  tax 

withholding  will  be  used  to  determine  the  amount  of city  tax  withheld. 

4.  PAYROLL 

Osalary 

TYPE 

0Grad Asst 
Oother 

OCT/Labor 
Ostudent 

I certify  that the  information  submitted  on  this  certificate  is  true,  correct  and  complete  to 

the  best  of my knowledge  and  belief. 

5.  Employee's  Signature 

Date 

MICHIGAN  STATE  UNIVERSITY 
PAYROLL  DEPARTMENT 
350  Administration  Building 
East  Lansing,  Ml  48824-1046 
Fed.  Tax  ID# 38-6005984W 
State  Tax  ID#  SSS-0350502 

MSU ia.,, Afflnnatlw Action/Equal OpportUnity  Employer 

0-17994 

Page: 
Date: 

55 . 23 
3-31-89 

PLEASE 
PRINT 

DIRECT  DEPOSIT  AUTHORIZATION 

CO-PA-42 

. ( 

Soc . Sec . No. I  I  I  1-1  I  1-1  I 
Stu . No. IO IO I  1-1  I  I - I  I 
Name  I  I  I  I I  I  I  I  I  I  I  I  I  I  I  I  I  I 

I  I 

I  I  J Check One:  0  Salary 

F,rsr 

M .1. 

Lasr 

0  Bi-weekly 
0  Graduate Assistant 

0  Summer School 

Is this a change in Financial Institution 7 

0  Yes 

0  No 

I authorize Michigan State University to deposit the net amount of my regular payroll check to my account in: 

Name o f  Financ ia l lnst1tu11on 

C,ty 

Attach a Deposit Ticket to this Direct Deposit Authorization 

I I 

I  I  I  I 

A cco unr  Number lnclur11 ng Dashes 

0  Checking 

l  I 
0  Savings 

x - - - -= - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

Employee S,gnarure 

Dare 

MSU ,s an Alfirmatw~ Act1ontEqual Opportunity lnsr1tut1on 

0 · 15147 

M 1ch19an Sr ate Umvers,ty Prinrmg 

I wish to discontinue deposit of my payroll check in:  - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -  

I I 
x ________________________________ _ 

Account Number Incl uding Dashes 

Name of Financ ,al  Institution 

Employee Signature 

Date 

0  Checking 

0  Savings 

Page : 
Date : 

55. 24 
3-31-89 

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COLUMN  TOTALS  I P 

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INSTRUCTIONS:  Review  each  entry  printed  ebove .  Only  preprinted  TX  1Po,i11vo  Timel entri8' 

•r• Allowed.  Type 01  prinl in ink. 

1.  II  co11ecl  u  printed: enter an 'X '  in the  X column •nd enter numbe r uf hou1>  wurkcd. 
2.  II  a one•lime ch1nge  is  required: on1e1  an 'X' in  the  X  column,  en1e1  num1>01  of  huu,.  wo,~c..i. 

cross put  inco11ec1  d,ue 11nd wri t e  correct dat• Above.  lniaial •II ch•nges . 

J.  II  •  pe1m1nen1  change  i•  ,,quited:  edju11  employee's  PAN  form  IRegul~rl  OR  cumplolo  • 
Sludont  Empluymonl  Ch1nge  of  S111u,  fo1m  fS1uden1).  En101  an  ' X'  in  Iha  X  culumn,  on1e, 
number  of  hours  worked.  cros1  out  incouec1  gau  •nd  writ•  couect  data  ebove.  tni1i1iJ  •II 
chenges. 

4 .  II  an employee  ,hould not  be paid:  DO  NOT  en101  •n 'X'  in  th•  X column.  c,ou out employee 
namo  and  111a  of  p1y.  Employee  will  not  1eceivo  paymenl  for  this  entry.  II  amployoe  h11 
1c,m111•10<1.  procou a  PAN fo1m  fRogula1I  o,  complete  lhe  1e1mine1ion section of  the S1uden1 
(u1l1loy111un1  Apµltca11on fo,m (S1udenO  to del••• name  from future P1iyroll  Time Reports. 

Ul,  '•ltl  .... .........  luu11  1u  ,apon  numbe1  of  hour, worked on an 1iddition•l •ccounl. Compleae • 
, ,.u,,1.,.,, , 11 ... 11  ,· 111,  ,  1111  ..  ut,u1ll  r 1mg Ropo, l  for  Iha hou, 1  ch1i, ged 10 the •ddi I ional Account . 

b  ,:.. ,1,1  , 1,11111u• 

'"'"'"  tuldl \ .  Ou  not  include  •••••  lhat  h•vo  boeo  croi~ed  out.  Obtain 
auinu1o t ul.l  , ,~u•tuo u  •n<I  Uulivor  10  P1yroll  Pivi,,on,  350  Adminiitraiion Bldg.,  in .. •  SEAlED 
envolopo. 

..... , 

TOT AL  NO.  Of  HOURS 
(.add  boxes  P,  0.  .and  RI 

TOTAL  RATE  OF  PAY 
llrom  box  SI 

ALLOWABLE  fAHN&N(;5  IYPl!.  IOH  :ilul,INI  lMPL0Yl£5 

STU 
PRO 
STO 

uudon1  hou,1r  orn,ng, 
uudenl  projoct  pay  ldo  not  enter  houu;  ante,  amount  In  Rale  of  Pay) 
lludenl  howly  overtime  lan1a1  no.  of  hou,a  wo1ked;  do  not  change  Ralf  of  Pay) 

NO.  OF  ' X'  LINES  THIS  PAGE  D 

ALLOWABLE  EARNINGS  TYPES  FOR  LABOR  EMPLOYEES: 

REG  •  r agula1  hourly  urning, 
OTP  •  1egula1  hourly  ovellim•  fen1e1  no.  of  hou,a  worked;  do  not  change  Raia  of  Pay) 

I cefl,fy lh•l tha 1ime 1epu<1od above rap,eun11 a uue •••••m•nl. II  Iha employee ia e 11uden1 employedundet 
lho Wo1k  S1udy p1ogr1m,  I al•o cer11fy 1h111he wo1k wH petlo,med u1i,lac101ily, 

X 

" '  • Emplovu Data Bou record,  lndica1e a p111i a l pay pe1iod fo1  thi1 employee. 

Al JTHOA17Fn  ~lr.N°A Tl IRE 

DATE 

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NAME 

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MICHIGAN  ST A TE  UNIVERSITY 
STUDENT  PAYROLL  TIME  REPORT 

RA re  oF  PA v I  Jos  ct:Ass  I  Ac:cr N9,  : t perr: NOi 

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TOTAL  RATE  OF  PAY 
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USE  THIS  FORM  TO: 

A.  Report  number  of  hours  worked  by  a  sludent  employee  not  Included  on  Iha  p,cprintod 
·  Time Report .  (Use  Tran  Code  TX  for  current  pay  period hours.,  Include  student  number  in 

last column. 

B.  Charge  an  additional  account  number(sl  during  this  pay  period.  (Use  Tran  Code  TX.I  In 

addlllon, process• Student Employment  Change ol Status Form. 

C.  Repoll  houra  worked  but  not  reporeed  in  a  prior  pay  period.  (Use  Tran  Code  LX  lor  late 

Pay.) 

O.  Report  the  number  ol  hours  worked  and  the  DIFFERENCE  between  the  ra1e  paid  and  Iha 

rate  that should have been paid  in a prior pay period. (Use  Tran Code TX .I 

INSTRUCTIONS:  Type  or  print  in  ink. 

1,  Enter department name and address. 

2.  Complete  an  entry  line  for  each employee using  social  security number  as  1.0.  En1cr  student 
number  In  the  last  column.  Two  earnings  types  may  be  used  on  one  line  if  both  have  the 
same  Tran  Code  and  Rate  of  Pay.  If  an  omployoo  is  to  bo  paid  from  more  than ono  account. 
complete  an  entry  line  showing  hours  to be  charged  10  each  account.  for  an  LX  transaclion, 
enter  t~a Pay End Dale for  the pay period in which the  work was performed . 

! 
: 
i 

3.  Cross out  all unused lines. 

4.  Add  column  and  pago  totals  and  obtain  authorized  signa1uro .  Enclose  th is  limo  report  with 
preprinted  Payroll  Time  Reports  in  a  SEALED  envelope  and  deliver  10  the  Payroll  Division. 
350 Administr.,lion Bldg. 

X 

AUTHORIZED  SIGNATURE 

DATE 

PHONE  II 

ALLOWABLE  EARNINGS  TYPES· 

STU ·  student  hourly  ea,nings 
PRO  ·  studenl  project  pay  (do  not  enter  hours;  enter  amount  in  Rate  al  Pay) 
STO •  student  hourly  oveflimo  (enter  no .  of  hours  wo,kcd  end  normal  hourly  ralo  of  pay, 
RET  •  retroactive  pay  inc,case  (enter  no .  of  hours  worked  and  amount  of  incroase  in  Ra1e  of  Pa y) 

I  certify  that  1ho  time rcponcd  a bove ,cp,e,onts a  uue s1a1emen1.  If  the  employee  i s  a  s1ud c n1  omployo d under 
the Work Study program,  I  also ccnify thal  the work was performed salisfactoti ly . 

Form  No. 
CO-pa•25o 

Pa~e : 
Date : 

55.28 
3-31-~9 

APPROVAL  FOR  OVERTIME  HOURS  FOR  NON-EXEMPT  EMPLOYEES 

Michigan  State  University 

Name  of Emp loy e e - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -  

Social  Security N o . - - - - - - - - - - - - -

Date(s)  overtime  will  be  in cu r r ed - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

Estimated  number  of overtime  hours ______  _ 

Compensation  for  overtime 

{  D Pay 

0  Time  off 

( 

Reason  for  ov e r t im e - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

S i gn a tu r e - - - - - - - - - - - - - - - - - - - - - - - - - - -

Unit Administrator  or  Supervisor 

S ig n a tu r e - - - - - - - - - - - - - - - - - - - - - - - - . , . . . . - - -

Emplovee 

Date 

Date 

Record  of  Overtime 

Date 

Overtime  hours 

Compensation 

Mon. 

Tue. 

Wed. 

Thu. 

Fri. 

Sat. 

Sun. 

Total 

. 

Time  off  (indicate  dates  and  hou r s ) - - - - - - - - - - - - - - - - - - - - - - - -  

Pay  (indicate  date  paid  and  hours)  - - - - - - - - - - - - - - - - - - - - - - - - -

INSTRUCTIONS: 

1.  Each  department is  responsible  for maintaining  a  record  of overtime ·hours earned  and  when  and 

how compensated.  This  record  must  be  retained  for 3  years. 

2.  Overtime must be  approved  in  advance by unit administrator,  or supervisor on  a weekly basis  en-

ding  with  Sunday. 

3.  Complete  a  separate  form  for  each  employee,  including  student  employees. 

\ 

4.  Overtime  hours  worked  must  be  recorded  daily. 

5.  Compensation  for  overtime  should  be  determined  by  the  supervisor  or  unit administrator. 

6.  When an  employee is  to be  paid  for overtime hours,  process a payroll overtime card with the next 
regular bi-weekly payroll.  Overtime hours only should  be  reported  on  the payroll  overtime card. 

7.  Employees should sign this form to indicate that they understand how compensation will be given. 

l"l -1 4467 

MSU is an Affirmative Action/Equal Opportunity Institution 

Stock Order  # 140-2604 

Page : 
Date : 

I 
I 

TIME 

I 

RATE 

AMOUNT 

I 
, 

I 

NAME 

I DEP. I 

IDENTIFICATION  NO.· 

I 

I 

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I 
I 
I S.S. I ACCT. OR  JOI  NUMIER  I  DEPT. COE.  I 

I 

NAME  (PRINT  WT NAME  fllSTI 

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rtNntS 

DAYS 

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IDENTIFICATION  NUMiER. 

I 

LEAVE  BLANK 

ACCOUNT  NO. 

OBJECT  CLASS I BLOG ••.. JMS!R I DIV.  NO., 

I 

PHYSICAL 
PLANT 
ONLY 

OEPAllTMENT  NAME 

TOTAL  HOURS  I REGULAR  RATE  THIS  JOB 
I  GROSS  AMOUNT 

I  DEPT.  I ii 

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: 

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MONDAY 

TUESDAY 
WEDNESDAY 
THURSDAY 
FRIDAY 
SATURDAY 
SUNDAY 

MONDAY 

TUESDAY 
WEDNESDAY 
THURSDAY 
FRIDAY 

SATURDAY 
SUNDAY 
rw¥r!~'.,f'.,'}I,~~. 
MULTIPLY  BY 
TOTAL  HOURS 

i 

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DAILY  RECORD 
OVERTIME  HOURS  ONLY 
PAY  PERIOD 

19 __  

19  __  

FIIO_M 

TO 

APPIIOV!O  FOR  PAYMENT 

•·  ....... "  .. . . , 
...  , .. 

.  DEPT  CHAIRMAN  or ,g ,nal  i i9n•ture1 

DEAN  011  DIRECTOR 

APPROVAL  DATE 

CG '· ' ~.  ,.: :~- -~ 

.3 i-A? L.; 

C!R 

. t.,-;-·u Tc:  Tl-'!S 

. . . ) 

I 

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It! 
I  2  J  4  S  •  7  •  I  1111  lJ  Q  1415  1, 11  1,  II lDillin Zl  24  l5  2127  2121  ll ll :12  ;D  J4  l5  ll ll 31  31140141142  G  .- 4141414'4'51111'12 13  ~ ~ 111111111 •  11  IZ  Q .'4 1e  •  17  •  a  711111  n 7l  74171  7117  71 71  II 

I ,o~c~uM~~R Ii I  AMOUNT  I TIME L, 

IO!NTlflCA TION 
NUMIIR 

NAME 

RATE 

TITLE 

I 

Overtime  Time  Cards 

Hourly  excluding  Clerical-Technical 

Clerical-Technical 

Salary 

PINK 

GREEN 

BLUE 

Page: 
Date:  3-31-89 

65 . 3 

(Revenue  Codes  Continued) 

950  Decrease  (Increase)  in  Restricted  Revenues  Held  for 

Future  Expenditures  - For  use  by  Vice  President  for 

Finance  and  Operations  and  Treasurer  only. 

995  Non-University  Revenue  - To  be  used  for  funds 

collected  that  do  not  belong  to  the  University,  e.g., 

sales  tax,  deposits  to  any  Agency  account. 

III.  GUIDELINES 

A. 

Revolving  accounts  - All  accounts  in  the  range  21-2700 

through  21-3199  that  are  not  residence  hall  or 

university  housing  accounts  will  use  919.  Accounts  in 

the  range  21-2300  through  21-2699  will  use  either  912 

or  930  depending  on .whether  or  not  the  account  belongs 

to  an  educational  department. 

B. 

Clearing  and  Deposit,  and  Agency  Accounts  - All 

accounts  in  the  ranges  21-3200  through  21-3399  and 

31-3500  through  31-4999  will  use  995. 

C. 

A  code  must  be  used  for  all  transactions  affecting 

revenue.  Therefore,  all  cash  deposits  will  require  a 

code  and  journal  entry  request  and  interdepartmental 

transfers  may  require  a  code. 

D. 

The  above  guidelines  and  the  notations  in  item  II 

above,  "For  use  by  Vice  President  for  Finance  and 

Operations  and  Treasurer  only"  are  generally  true,  but 

there  may  be  exceptions. 

If  there  are  questions  about 

these  guidelines  or  any  other  facet  of  revenue  coding, 

contact  the  Accounting  Department,  360  Administration 

Building. 

I.  GENERAL  POLICY 

A.  General  Policy 

Page : 
Date: 

70 . 2 
3 - 31-89 

Travel  by  University  personnel  should  be  in  support  of  a  specific 
program  of  instruction,  research  or  public  service,  or  more  general 
programs  of  professional  improvement  or  University  operations . 
Decisions  regarding  the  use  of  travel  funds  will  be  made  by  the 
individual  uriits  of  the  University.  Travel  regulations  and 
reimbursement  rates  apply  to  all  University  travel  regardless  of 
source  of  funds. 

When  travel  is  funded  by  a  grant  or  contract,  the  use  of  travel  funds 
will  be  governed  by  the  more  restrictive  of  either  grant,  contract  or 
University  policies . 

B.  Eligibility 

All  employees,  persons  who  are  invited  to  the  University  or  who  are 
asked  to  travel  for  the  University,  graduate  students  and 
undergraduate  students  employed  by  the  University  or  representing  the 
University  in  intercollegiate  athletics,  scholastic  or  music 
competitions  and  other  sanctioned  University  events  are  eligible  to 
travel .  Exceptions  must  be  approved  in  advance  by  the.  Office  of 
Planning  and  Budgets. 

C.  Limitations  and  Exceptions 

1.  All  travel  must  be  authorized  or  approved  in  advance  of 

departure.  Each  traveler  must  have  a  separate  authorization. 

2.  The  administrator  responsible  for  the  funds  must  sign  the 

authorization  part  of  the  travel  voucher  in  advance  of  the 
travel. 

3.  Exceptions  to  the  travel  regulations  must  be  authorized  by  the 

Office  of  Planning  and  Budgets  in  consultation  with  the 
Controller's  Office.  Foreign  travel  authorizations  must  be 
approved  by  the  Office  of  Planning  and  Budgets,  and  if  the  travel 
is  fnded  by  a  grant  or  contract,  the  authorization  must  also  be 
approved  by  the  Office  of  Contract  and  Grant  Administration. 

4 .  University  personnel  returning  from  foreign  or  out-of-state 

travel  are  required  to  fill  in  the  Report  on  Out-of-State  Travel 
portion  of  the  Travel  Voucher. 

5.  Reimbursement  is  generally  limited  to  actual  cost  of  business 
related  expenses,  except  for  mileage  and  per  diem  meals. 

6.  Sabbatical  leave  travel  can  be  approved  if  a  travel  plan  related 

to  the  sabbatical  leave  assignment  is  submitted. 

7 .  University  employees  are  responsible  for  travel  costs  for  both 
domestic  and  foreign  travel  and  must  request  reimbursement  via 

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8.  Conference  fees  should  be  paid  in  advance  where  possible  on  a  direct 
payment  voucher.  The  conference  application  and  payment  form  should 
accompany  the  voucher. 

D.  University  Travel  Office 

The  MSU  Travel  Program  is  designed  to  provide  improved  service  to  faculty 
and  staff  who  travel  on  University  business  while  simultaneously  reducing 
costs.  The  travel  office  coordinates  the  Corporate  Card  program  and  works 
closely  with  the  Preferred  Travel  Agency.  MSU  travelers  are  encouraged  to 
contact  the  office,  located  in  390  Administration  Building,  353-4882,  with 
questions  or  concerns  about  the  program. 

Travelers  with  questions  about  travel  expense  documentation  or 
reimbursement  should  contact  Accounts  Payable  at  355-0343. 

E. 

American  Express  Corporate  Card 

Faculty  and  Administrative  Professionals  who  are  expected  to  travel  at 
least  once  per  year  on  behalf  of  the  University  and  earn  a  minimum  annual 
salary  of  $15,000,  are  eligible  to  apply  for  a  Corporate  Card. 
Clerical-Technical  employees  who  have  traveled  at  least  twice , during  the 
past  fiscal  year  on  behalf  of  the  University  and  would  be  expected  to 
travel  at  least  twice  per  year  in  the  future,  are  eligible  to  apply  for  a 
Corporate  Card.  Applications  are  available  in  the  University  Travel 
Office,  390  Administration  Building. 

F.  Preferred  Travel  Agency 

Spartan  Travel,  Inc.,  has  been  selected  as  the  Preferred  Travel  Agency  for 
Michigan  State  University.  While  not  mandatory,  the  units  are  encouraged 
to  use  this  single  agency  which  can  guarantee  the  lowest  available  airfare 
will  be  offered  the  traveler.  Air  Travel  Reports  are  available  monthly  to 
assist  the  University  and  unit  administrators  in  managing  their  travel 
dollars.  The  MSU  Corporate  "pod"  is  located  at  3032  Lake  Lansing  Road, 
East  Lansing,  353-9898. 

II. 

DOMESTIC  TRAVEL 

A.  General  Information 

1. 

In-state  travel  is  defined  to  include  travel  for  which  the  destination 
is  outside  the  local  area  but  within  the  state  of  ~ichigan. 

2.  Out-of-state  travel  is  travel  for  which  the  destination  is  outside  the 
state  of  Michigan  but  within  the  United  States,  including  Alaska, 
Guam,  Hawaii,  Puerto  Rico,  the  U.S.  Virgin  Islands,  Canada  or  Mexico. 
For  U.S:  government  supported  projects,  Canada  and  Mexico  may  or  may 
not  be  considered  foreign  travel,  as  determined  by  the  grant 
limitations. 

3.  Student  Field  Trips  - see  the  Manual  of  Business  Procedures, 

Section  25. 

4.  Conference  fees  should  be  paid  in  advance  where  possible  on  a  direct 
payment  voucher.  The  conference  application  and  payment  form  should 
accompany  the  voucher. 

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DISCOUNT  REFUSALS  CODES 

Airline  Preference 
Flight  Times  Inconvenient  to  Schedule 
Direct  Flight  Preferred  to  Using  Connecting  Flights 
Frequent  Flier  Carrier  Preference 
Aircraft  Size  Preference 
Using  Certificate  to  Upgrade  Seating 
Traveler  Requests  Seating  Upgrade  (no  certificate) 
Cancellation/Change  Penalties  are  Restrictive 
Advance  Purchase  Requirements  are  Restrictive 
Extended  Stay  Over  for  Excursion  Fare  not  Preferred 

INFORMATION  REPORTING  CODES 

U. S.  Flag  Carrier  Required  by  Funding  Source 
Routing  Required  Would  Result  in  Excessive  Delays 
Traveler  confirmed  on  Alternate,  but  waitlisted 
for  Lower  Fare 
Carrier  will  not  Accept  Waitlist  on  Flight 
Cost  Difference  from  Preferred  Gateway  is  $50  or  less 
Cost  Difference  from  Preferred  Gateway  is  Greater  than  $50 
Convention  Rate 
Detroit/Wayne  Metropolitan  Airport 
Flint  Bishop  Airport 
Grand  Rapids  Kent  County  Airport 
Lansing  Capital  City  Airport 
If  Business  Travel  Alone,  Fare  Would  Have  Been  Greater 
If  Business  Travel  Alone,  Fare  Would  Have  Been  Lower 
American  Express  Corporate  Card  Used  for  Travel  Purchase 
Lowest  Fare  Accepted 
Travel  Charged  to  Departmental  Account  - Non-MSU  Persons  Only 

A . 
B. 
C. 
D. 
E. 
F. 
G. 
H. 
I. 
J. 

K. 
L. 
M. 

N. 
0. 
P. 
Q. 
R. 
s. 
T. 
u. 
V. 
W. 
X. 
Y. 
z. 

·  3 .  Private  Car 

a .  Reimbursement  for  transportation  by  private  car  is  generally 

authorized  only: 

1)  When  common  carrier  services  are  not  available  without  undue 

loss  of  time. 

2)  When  two  or  more  persons  are  eligible  for  similar  authorized 
travel  and  their  riding  together  would  mean  a  savings  to  the 
University.  Employees  should  be  encouraged  to  drive  together 
on  authorized  travel . 

3)  When  use  of  a  car  will  permit  the  traveler  to - perform  his/her 

duties  more  effectively. 

4)  When  it will  cost  the  University  no  more  than  common  carrier. 

5)  When  the  use  of  a  private  vehicle  will  not  require  the 

traveler  to  be  away  from  his/her  duties  for  a  substantially 
longer  period  than  travel  by  common  carrier . 

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I .  Special  Foreign  Travel  Fund  (SFTF)  (Effective  June  1988) 

1.  Purposes  - The  SFTF  is  meant.,t:o: 

a.  Be  a  source  of  funds  to  assist  faculty  travel  to  international 

professional  meetings  and  congresses; 

b.  Supplement  departmental  and/or  college  funds  available  to  faculty; 

and 

c.  Serve  to  equalize  MSU  units'  ability  to  support  international 

travel  by  their  faculty. 

2.  Policies  Governing  the  SFTF 

a.  All  MSU  faculty  are  eligible  for  SFTF  support.  However,  high 

priority  will  be  given  to  faculty  appointed  in  the  tenure  system. 

b.  An  individual  may  not  receive  two  separate  SFTF  awards  within  a  24-

month  peripd . 

c.  SFTF  support  is  for  faculty  attendance  at  international  congresses 

and  meetings  held  outside  the  United  States. 

d.  Normally,  SFTF  support  may  be  used  for  air  transportation 

expenses  from  Lansing  only.  It  cannot  be  used  for  per  diem  and 
related  meeting  costs. 

e.  The  SFTF  is  intended  to  be  a  source  of  last  resort.  Applicants  are 

thus  urged  to  first  explore  and  secure  support  from  other  sources 
whenever  possible,  such  as  departmental  or  college  funds;  NSF  or 
NIH  grant  monies,  other  grant  monies,  foundations,  and/or  personal 
resources. 

f.  The  SFTF  is  intended  to  be  supplemental  in  nature.  Normally, 

departments  and  colleges  must  match  part  or  all  of  the  SFTF  grant 
made  to  a  faculty  member.  Grant  funds  dedicated  to  travel  costs 
can  be  used  for  matching  SFTF  grants.  Only  funds  allocated  to 
offset  travel  costs  will  be  considered  as  being  matching  monies  -
that  is,  funds  allocated  for  conference  fees  and  subsistence  costs 
cannot  be  used  to  match  SFTF  grants. 

g.  SFTF  support  may  not  be  sought  for  retroactive  reimbursement  of 

travel  expenses. 

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70 . 20 
3-31 - 89 

1)  A  letter  of  recommendation  from  Department  Chairperson 
and  an  endorsement  from  the  Dean  of  the  appropriate 
College .  These  should  indicate  the  financial  commitment  the 
units  will  make  to  match  part  or  all  of  the  potential  SFTF 
award . 

2)  A  copy  of  the  invitation  to  the  Conference/Congress 

and/or  letter  accepting  the  paper  to  be  presented  at  the 
Conference/Congress,  which  indicates  the  level  and  type  of 
participation. 

d.  Applications  are  reviewed  three  times  each  year.  The  three 

deadlines  for  submitting  applications  are:  February  1,  June  1,  and 
October  1.  Unless  dictated  by  early  deadiines  for  responding  to 
meeting  organizers,  applications  for  SFTF  support  should  be 
submitted  as  follows: 

1)  Applications  for  meetings  in  March  through  June  should  be 

submitted  by  the  February  1  .deadline; 

2)  Applications  for  meetings  in  July  through  October  should  be 

submitted  by  the  June  1  deadline;  and 

3)  Applications  for  meetings  in  November  through  February  should 

be  submitted  by  the  October  1  deadline . 

V.  OTHER  INFORMATION 

A.  Travel  Advances 

1.  General  Information 

Regular  Faculty,  Academic  staff  and  Administrative  Professionals  of 
Michigan  State  University  who  are  expected  to  travel  annually  on  behalf 
of  the  University  and  earn  a  salary  of  more  than  $15,000  are  eligible 
to  be  considered  for  an  American  Express  Corporate  Card.  Clerical 
Technical  employees  who  earn  a  minimum  annual  salary  of  $15,000,  have 
traveled  at  least  twice  during  the  past  fiscal  year  on  behalf  of  the 
University  and  would  be  expected  to  travel  at  least  twice  per  year  in 
the  future  are  eligible  to  apply  for  a  corporate  card.  Use  of  this 
corporate  card  by  the  employee  will  eliminate  the  need  for  most  travel 
advances. 
Travel  Office,  390  Administration  Building,  353 - 4882. 
Travel  advances  cannot  be  obtained  by  one  person  to  cover  multiple 
individuals'  expenses. 

Information  on  how  to ·obtain  a  card  may  be  received  from  the 

2.  Graduate  Students  and  Employees  Not  Eligible  for  a  Corporate 

Card 

a .  Graduate  students  and  all  employees  not  eligible  for  the 

American  Express  Corporate  Card  are  eligible  for  a  travel  advance. 

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b.  The  minimum  amount  allowed  for  a  travel  advance  for  eligible 
travelers  is  $350.  A  lesser  amount  can  be  obtained  ONLY  if 
reimbursable  expenses  on  the  travel  voucher  will  be  $350  or  more. 
If  the  travel  authorization  section  of  the  Travel  Voucher  limits 
reimbursement  on  expenditures  to  less  than  $350,  the  traveler  is 
not  eligible  for  a  travel  advance. 
misuse  of  the  $350  minimum.  Misuse  can  result  in  loss  of  the 
privilege  of  obtaining  travel  advances.  The  minimum  amount  for  a 
graduate  assistant  is  $50. 

accounts  are  monitored  for 

c.  No  advance  (domestic  or  international)  will  be  issued  to  a  traveler 
more  than  35  daysprior  to  the  departure  date  on  the  travel  voucher. 
In  cases  where  airline  reservations  are  made  through  the  "preferred 
travel  agencyN  and  payment  is  required  more  -than  35  days  in  advance 
of  the  trip  to  insure  that  the  reservations  are  at  the' lowest 
possible  airfare,  an  exception  to  the  3-5-day  limit  will  be  granted, 
with  prior  approval  of  the  Travel  Office. 

d.  The  amount  of  each  advance  is  to  be  determined  by  the  unit 

administrator.  The  advance  is  to  cover  reimbursable  travel  costs 
and  should  not  exceed  estimated  expenditures .  Any  limitations  on 
the  reimbursement  amount  must  be  set  by  the  unit  prior  to  issuance 
of  an  advance. 

e.  No  advance  will  be  made  for  travel  to  be  charged  against  an 
agency  account  (account  numbers  31-3500  through  31-4999). 

f. 

'When  a  trip  is  cancelled  for  any  reason,  the  travel  advance 
must  be  repaid  immediately. 
travel  voucher  and  advance  must  be  issued. 

If  the  trip  is  rescheduled,  a  new 

g.  NO  ADVANCE  WILL  BE  ISSUED  TO  A  TRAVELER  HAVING  AN  EXISTING 

PAST  DUE  ADVANCE. 
AMERICAN  EXPRESS  CORPORATE  CARD  REVOKED  WILL  NOT  BE  ELIGIBLE  FOR  AN 
ADVANCE. 

FURTHERMORE,  ANY  TRAVELER  WHO  HAS  HAD  THEIR 

3.  Employees  'Who  are  Eligible  for  a  Corporate  Card 

a.  Travel  advances  will  be  issued  to  employees  who  are  eligible 

for  the  American  Express  Corporate  Card  to  cover  airfare  only,  when 
it  exceeds  $350,  under  the  following  two  conditions: 

1) 

2) 

If  an  airline  reservation  is  made  45  days  or  less  prior 
to  the  departure  date  of  the  trip  and  the  resultant  charge  for 
the  airfare  to  the  employee's  corporate  card  requires  repayment 
prior  to  reimbursement,  then  the  traveler  may  request  a  travel 
advance. 

If  the  "preferred  travel  agency"  acknowledges  a  need  to 
make  an  airline  reservation  more  than  45  days  prior  to  the 
departure  date  of  the  trip  and  the  resultant  charge  for  the 
airfare  to  the  employee's  corporate  card  requires  repayment 

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3-31-89 

prior  to  reimbursement,  then  the  traveler  may  request  a  travel 
advance. 

Under  both  conditions,  the  traveler  is  required  to  bring  a  copy 
of  the  travel  voucher  and  the  American  Express  Corporate  Card 
statement  to  the  Travel  Office  for  approval.  No  advance  will 
be  made  more  than  20  days  after  the  traveler's  return  date. 
For  travelers  who  receive  a  corporate  card  statement  under 
these  conditions  prior  to  making  the  trip,  advances  will  be 
given  to  avoid  delinquency. 

b. 

If  the  authorized  travel  is  international  and  it can 
reasonably  be  assumed  that  dependence  on  the  American  Express 
Corporate  Card  will  not  meet  the  traveler's  needs,  then  a  request 
for  a  travel  advance  may  be  made.  MSU  travelers  on  extended 
foreign  travel  who  do  not  expect  to  return  home  before  the  American 
Express  Corporate  bill  is  received  will  be  eligible  for  a  travel 
advance.  A  travel  advance  may  be  obtained  no  more  than  7  days 
prior  to  departure.  The  minimum  advance,  based  on  estimated 
reimbursable  nontransportation  expenses,  is  $350. 

c. 

If  the  employee  is  eligible  and  has  applied  for  the  American 
Express  Corporate  Card  and  the  card  has ·not  yet  been  received,  a 
minimum  advance  of  $350  may  be  requested  and  will  be  treated  as 
described  under  item  V.  ,A.  ,2.,b  above. 

4 .  Obtaining  an  Advance 

a.  Travel  advances  may  be  obtained  by  presenting  the  signed 

original  (white)  and  goldenrod  copies  of  the  University  Travel 
Voucher  with  the  authorization  section  completed  to  the  Travel 
Advance  Section  of  the  Cashier's  Office,  110  Administration 
Building.  Office  hours  are  8:15  a.m.  to  4:15  p.m.  Monday  through 
Friday,  phone  355-5055.  Graduate  assistants  also  need  to  present 
appointment  papers.  The  social  security  number  or  student  number 
of  the  traveler  is  required  on  the  authorization  part  of  the  Travel 
Voucher. 

b.  A  non-interest  bearing  promissory  note  will  be  issued  for 

each  advance  by  the  Travel  Advance  Section.  This  note  specifies 
the  repayment  date.  When  the  traveler  is  away  from  the  East 
Lansing  area  and  requests  an  additional  advance,  the  original 
authorization  must  be  presented  again  to  the  Travel  Advance  Section 
and  signed  for  the  employee  by  the  unit  administrator. 

c. 

If  an  advance  is  requested  for  approved  undergraduate 
student  travel,  the  authorization  part  of  the  Travel  Voucher  must 
be  prepared  in  the  name  of  the  student(s)  and  a  faculty  or  staff 
member  responsible  for  the  student(s).  The  promissory  note  will  be 
issued  to  the  faculty  or  staff  member  who  may  then  cash  it  and 
distribute  it  to  the  student(s).  The  faculty  or  staff  member  will 
be  held  responsible  for  the  repayment  of  t~e  advance. 

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b.  Requests  for  the  advance  should  be  in  letter  form  addressed 

to  the  Director  of  Contract  and  Grant  Administration.  The  letter 
should  contain  the  following  information: 

1)  Name  of  Graduate  Fellow 
2)  Dates  of  departure  and  return 
3)  Research  location 
4)  Grant  or  contract  account,  account  name,  account  number 
5)  Amount  of  estimated  expenditures  per  month  by  type  of 

expenditure 

6)  Amount  of  advance  requested 
7)  Requested  payment  date 
8)  Signature  of  unit  administrator 

c.  After  approval,  the  advance  may  be  obtained  from  the 

Cashier's  Office. 

B.  Travel  Vouchers 

1.  Voucher  Forms 

a. 

If  reimbursement  is  requested,  travel  expense  claims  should 
be  itemized  in  the  expense  reimbursement  section  of  the  Travel 
Voucher  form  obtainable  from  General  Stores,  stock  number  140-2786. 

b.  Each  traveler  must  submit  a  separate  travel  voucher  for 

his/her  own  expenses  unless  the  travel  is  team  travel. 

c .  A  pocket  guideline  of  University  travel  policies  and 

procedures, - containing  a  memorandum  space,  is  available  from 
General  Stores,  stock  number  140-2773  (MSU  Selected  Travel  Policies 
and  Procedures)  to  assist  the  traveler  in  keeping  records  (see 
sample,  page  70.40). 

d.  Travel  Vouchers  must  be  typed  and  all  copies  submitted 

according  to  instructions  printed  on  the  reverse  side  of  the  pink 
copy  of  the  Travel  Voucher  form.  The  complete  name  and  address  of 
the  payee  must  be  included. 
If  the  payee  is  on  campus,  the  address 
must  conform  to  requirements  established  by  the  Campus  Mail 
Service . 

2.  Preparation  of  Vouchers 

a .  Travel  Vouchers  for  reimbursement  are  to  be  submitted  at  the 

earliest  practicable  date  after  return  from  a  trip. 

b . 

If  more  than  one  account  number  is  to  be  charged,  the 
various  costs  claimed  should  be  marked,  e . g.  using  an  asterisk,  to 
indicate  the  appropriate  account. 

c.  The  expense  reimbursement  section  of  the  Travel  Voucher  must 

show  detailed  itemization  of  the  travel  and  the  type  and  cost  of 
the  accommodations  used . 
give  name(s)  of  person(s),  position(s)  and  specific  business 
purpose. 

If  claiming  expenses  for  business  guests, 

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d.  Cost  of  individual  meals  should  be  itemized  if  away  for  less 

than  a  day . 
the  claim  should  be  lumped  together  for  the  three  meals. 

In  case  the  traveler  is  away  for  a  full  day, 

e .  Tips  for  taxi  or  limousine  service  (not  to  exceed  10%  of 

cost)  should  be  listed  on  the  left  side  of  the  voucher  with  other 
transportation  expenses  and  labeled  accordingly  (e.g .  Tips  - 
taxi) .  Each  payment  of  a  taxi/limousine  tip  should  be  listed 
adjacent  to  the  expense  for  the  taxi/limousine  transportation. 
Other  permissible  tips  should  be  listed  on  the  right  side  of  the 
voucher  with  other  subsistence  and  miscellaneous  expenditures. 

f .  Original  ticket  stubs  and  original .receipts  are  to  be 

stapled  to  the  original  Travel  Voucher. 

g.  Refer  to  the  Reimbursement  Chart  on  page  70.31  for 

reimbursement  rates. 

h . 

If  the  traveler's  reimbursable  expenses  were  limited  to  an 
amount  less  than  actual,  this  limit  amount  should .be  clearly  noted 
in  the  travel  authorization  section  and  below  the  "Total  Claim" 
space  of  the  voucher  and  labeled  as  "Limit." 

i.  The  final  total  and  the  signatures  of  the  traveler  and  the 

persons  approving  the  claim  should  be  on  the  FIRST  page  of  the 
Travel  Voucher. 
University,  write  "Non-MSU"  in  the  signature  block  of  the  voucher. 

If  the  traveler  is  not  an  employee  of  the 

j.  Travel  Vouchers  and  the  applicable  receipts  are  forwarded  to 
Accounts  Payable,  360  Administration  Building,  355-0343. 

k.  Accounts  Payable  audits  all  travel  vouchers. 

If  a  travel 

advance  related  to  a  travel  voucher  being  processed  has  not  yet 
been  repaid,  the  Travel  Advance  Office  will  deduct  the  amount  owed 
and  refund  the  difference  or  bill  for  the  balance  due. 

1 .  After  audit,  Accounts  Payable  forwards  the  voucher  to 

Accounting  for  verification  of  authorized  signatures  and 
correctness  of  account  numbers.  Accounting  prepares  a  check  and 
inserts  the  check  number  on  the  voucher. 

m.  The  Travel  Voucher  is  distributed  as  follows: 

White 
Goldenrod 

- Accounting 
- Retained  by  the  Travel  Advance  Office  when  a 

travel  advance  is  issued. 

Yellow 

- After  audit,  this  copy  is  sent  to  the  Office  of 

Pink 

Blue 

Planning  and  Budgets. 

- Retained  by  the  originating  department  for  their 

records . 

- Sent  to  payee  with  check. 

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3-31-89 · 

n .  The  check  is  mailed  to  the  payee  at  the  address  indicated  on 

the  voucher . 

o.  Weekly  Voucher  Check  Sununary  Report .  Each  week  the 

Accounting  Department  mails  a  Weekly  Voucher  Check  Summary. Report 
which  sununarizes,  by  account  number,  all  checks  written  for  that 
week.  For  each  check,  the  summary  report  indicates  the  payee  name, 
check  number,  paydate,  type  of  voucher,  account  number  and  object 
code  charged  and  the  amount. 
Manual.) 

(See  sample  on  page  75 . 13  of  this 

C.  Report  of  Out-of-State  Travel 

1.  General  Policy 

a.  Employees  returning  from  foreign  or  out-of-state  travel, 

either  with  or  without  reimbursement,  are  required  to  complete  this 
section  of  the  Travel  Voucher. 

2.  Purpose 

The  Report  on  Out-of-State  Travel  serves  several  purposes: 

a. 

b . 

It  provides  the  permanent  travel  records  for  the  Office  of 
Planning  and  Budgets  and  the  University  Archives. 

It  provides  the  basic  data  from  which  the  Office  of  Planning 
and  Budgets  compiles  the  annual  report  of  out-of-state  and  foreign 
travel. 

c .  Each  traveler  is  asked  to  indicate  on  the  travel  report  the 
major  purpose  for  which  the  trip  was  undertaken,  as  follows: 

1)  Travel  in  support  of  professional  improvement. 

This  includes  attendance  at  meetings  of  professional 
Societies,  institutes,  workshops,  training  courses,  etc. 
traveler  may  present  a  paper,  or  serve  on  a  committee  at  a 
national  meeting,  but  the  basic  purpose  of  the  meetings  is 
professional  improvement.)  Travel  in  this  category  also 
includes  visits  to  other  institutions  for  the  purpose  of 
"keeping  up  to  date"  on  methods,  materials,  procedures, 
policies,  etc. 

(The 

2)  Travel  in  support  of  instructional  programs.  This · 

includes  travel  to  plan,  coordinate,  recruit  faculty  or  secure 
resources  for,  or  conduct  programs  of  instruction  for 
University  students . 

3)  Travel  in  support  of  research.  This  includes  travel  to 

It  also  includes  attendance  at  meetings  or  symposia 

plan,  coordinate,  secure  resources  for,  or  conduct  research 
programs . 
in  which  the  discussion  involves  a  limited  portion  of  the 
discipline,  and  is  centered  primarily  around  the  research 
interests  of  the  participants. 

Page: 
Date: 

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4)  Travel  in  support  of  the  public  service  programs  of  the 

University .  This  includes  travel  to  serve  as  a  resource  person 
at  meetings  of  industrial,  governmental,  educational,  grower  or 
lay  groups. 
It  includes  serving  on  federal  panels,  site  visits 
and  accreditation  visits,  and  it  includes  many  of  the  programs 
of  Lifelong  Education  Programs  and  the  Cooperative  Extension 
Service. 

5)  Travel  in  support  of  administration.  This  includes 

travel  related  primarily  to  the  administrative  or  supportive 
functions  of  the  University  rather  than  to  the  disciplinary 
programs. 

6)  Travel  in  support  of  intercollegiate  competition . .  This 
includes  travel  in  support  of  or  in  connection  with 
intercollegiate  athletic  contests,  music  or  art  competitions, 
debates,  forensic  programs,  judging  contests  or  other 
sanctioned  University  events. 

7)  Travel  in  support  of  international  programs .  Travel  may 

be  either  foreign  or  domestic,  but  is  concerned  with  programs 
designed  to  improve  conditions  in  foreign  countries  or  to 
improve  relationships  with  foreign  countries. 

8)  Miscellaneous.  Travel  not  defined  in  other  categories. 

D. 

Insurance 

1. 

Insurance  on  Vehicles 

a.  University-owned  Vehicles.  The  University  carries  bodily 

injury  and  property  damage  insurance  to  cover  the  University's 
liability. 

b.  Private  Vehicles.  Drivers  of  privately-owned  vehicles  used 

on  University  travel  are  not  protected  by  liability  and  property 
damage  insurance  carried  by  the  University.  For  their  own 
protection,  employees  driving  private  or  rental  cars  should  carry 
insurance  in  an  amount  that  will. cover  their  legal  responsibility. 
Employees  driving  rental  cars  should  check  their  own  insurance 
policy  to  determine  coverage  before  purchasing  additional  insurance 
through  the  rental  agency.  Passengers  who  are  employees  on 
authorized  travel  are  covered  by  the  Travel  Accident  Insurance 
Policy  described  below. 

2.  Travel  Accident  Insurance 

a.  The  University  carries  a  group  Travel  Accident  Insurance 

Policy  which  provides  for  a  flat  coverage  of  $50,000  for  accidental 
death  or  loss  of  any  two  members  (hand,  foot  or  eye)  to  anyone 
while  traveling  on  authorized  University  business. 

b.  Official  University  business  and  approved  activities  are 

defined  as: 

( 

( 

( 

Page: 
Date: 

70.30 
3-31-8~ 

d.  Accidents  involving  injuries  must  be  reported  at  once  by 

telephone  to  the  Office  of  Risk  Management,  355-5022  Monday  through 
Friday  or  the  Department  of  Public  Safety,  355-2221  at  all  other 
times.  Accidents  involving  injuries  to  employees  should  also  be 
reported  to  the  Worker's  Compensation  Office,  353-5394. 

6.  Refer  to  Section  35  of  this  Manual  for  further  information  on 

insurance. 

E.  Travel  under  Contract,  Gift  and  Grant  Funds 

1. 

'When  travel  is  funded  under  contract,  gift  or  grant  funds, 
all  requests  for  authorization  and  reimbursement  must  be  in  accordance 
with  the  regulations  of  the  University,  or  research  grant  or  contract, 
whichever  is  the  most  restrictive. 

2.  Travel  must  be  restricted  to  those  who  are  closely  associated 

with  the  contract,  gift  or  grant.  Unit  administrators  and  deans  must 
make  sure  that  travel  authorizations  and  travel  vouchers  clearly  state 
the  relationship  of  the  travel  to  the  contract,  gift  or  grant. 
Expenditures  disallowed  for  failure  to  conform  to  contract  gift  or 
grant  regulations  are  charged  against  departmental  or  college  budgets. 

( 

Page: 
Date: 

70.31 ' 
3-31-89 

( 

REI?-1'BURSEMENT  CHART 

This  chart  indicates  the  maximum  amount  of  reimbursement  for  travel  on  official 
University  business. 

( 

.e  of Expenditure 

Lodging 
Room 

Suite  or Conference  Room 
Tips 

Meals-not  included  in  conference  fees . 
Includes  tips. 

Full  Day 
Breakfast 
Lunch 
Dinner 
Guest  (I, 2) 

sportation 

( 

. ersonal  car-miles  (3) 
Mileage-vicinity  travel 
Bridge  and  toll  road 
Pulling  trailer 
Driving  extra  car 
Lansing  airport  (4) 
Commercial  Carrier -

Taxi 
Limousine 
Taxi/Limo  tips 
University  vehicle 
Rental  vehicle 
Private  plane 
'"'-•king  - private  or  MSU  car 

v,ner 

Conference  expenses  (S) 
Telephone and telegrams 

Travelers checks 
Miscellaneous 

Limited  Reimbursement 

Reimbursement  Rate 

Original  Receipts  Required 

At  actual  cost  (single  rate) 

At  actual  cost 
Only  once  each  occupancy  not  to  exceed  S2.00 

Itemized  receipt  from  hotel  or motel  (single 
occupancy) 
Itemized  receipt  and  statement  of its  use 
None 

Standard 
S25.00  maximum 
4.50  maximum 
6.50  maximum 
14.00  maximum 
Full  Reimbursement 

F edel'1ll  Key  Cities  ( 6) 
S33.00  maximum 
6.00  maximum 
8.00  maximum 
19.00  maximum 
Full  Reimbursement 

24  cents  per  mile 
24  cents  per  mile 
Full  reimbursement 
1 cent  per  mile 
Split  of single  car  reimbursement 
24  cents  per  mile 

Lowest  possible  cost 
Lowest  possible cost 
100/'o  of actual  fare 
Gas,  repairs  and  towing  (no  mileage) 
Economy  class  rate 
Lowest  of round  trip  air  fare  or car  mileage 
Up  to S3.00  per  day 
Over  S3.00  per  day 

Full  reimbursement 
Actual  cost 

Actual  cost/Intl only 
Up  to  $2.50  per  day 
Over  $2.50  per day 

None 
None 
None 
None 
Specific  business  purpo.se,  name  of guest(s) 
and  his/her affiliation.  Receipts  are  required. 

None 
Itemized  separate  from  enroute  miles . 
None 
none 
None 
None 

Commercial  carrier's  original  receipt  (ticket 
stubs  for  airfares) 
None 
Receipt  required 
None 
Receipt  for  payment  made 
Itemized  receipt  from  rental  agency 
None 
None 
Itemized  receipts 

Itemized . receipts 
Date  of call,  name,  business  affiliation  and 
location  of person  contacted 
Receipt  required 
Itemize 
Itemize  and  receipts 

Plane,  train,  bus,  ship 

Lowest  round  trip  fare 

Determined  prior  to  departure  for  an  amount 
less  than  anticipated  expense 

Same  as  listed  above 

ifSU  staff members  who  entertain  guests  may also  receive  reimbursement  in  excess  of the  maximum  allowance if (a)  entertainment of guests  is  a  part 
of the approved purpose of the trip,  (b) on-campus facilities  are used if possible, (c)  reimbursement excludes alcoholic  beverages and (d)  receipts,  names 
and  business  affiliations  of guests  are  provided. 

(2)  In cases involving grants and contracts, the Office of Contract and Grant Administration should be consulted in order to determine whether this expense 

is  reimburseable. 
0 ersonal car mileage  is  taken  from  the  Rand  McNally Standard  Highway  Mileage  Guide  which  assumes  that  travel  is  to  the  center of the  city  to  which 
ou  are going.  If your destination  is  not  located at the  center  of the city,  be  sure to  report  the destination  and  the  mileage  difference as  vicinity  travel 
on a separate line  of your  travel  voucher.  Since  the  University does  not  reimburse  mileage  for commuting,  mileage  must  be  computed  to and  from  the 
point  of employment. 

(4)  Reimbursement  for  two  round  trips  to  and  from  the  Lansing  airport.  Taxi  fare  limited  to  the  fare  amount  to  and  from  campus . 
(S)  Conference  registration  fees  may  be  paid  on  a  Direct  Pay  Voucher. 
(6)  Reimbursement  at  Federal  Key  City  per  deim  rates  is  provided  when  the  lodging  purchased  is  located  within  the  city  limits  of the  key  city. 

Type  of Expenditure 

Reimbursement  Rate 

Original  Receipts  Required 

Page: 
Dace: 

70  40 
3-31-8 

Lodging 
Room 

Suite or Conference  Room 
Tips 

ls - not  included  in  conference  fees • 

At actual  cost  (single  rate) 

At  actual  cost 
Only  once each  occupancy  not  to  exceed  $2.00 

Itemized  receipt  from  hotel  or mot~!  (single 
occupancy) 
Itemized  receipt  and statement of its  use 
None 

.• 1udes  tips. 

Full  Day 
Breakfast 
Lunch 
)inner 
Juest  (I ,  2) 

Transportation 

Personal  car-miles  (3) 
Mileage-vicinity  travel 
Bridge  and  toll  road 
Pulling  trailer 
Driving  extra  car 
Lansing  airport  ( 4) 
Commercial  Carrier -

"lane,  train,  bus,  ship 

Ta.xi 
Limousine 
Ta.xi/Limo  tips 
University  vehicle 
Rental  vehicle 
Private  plane 
Parking  - private or  MSU  car 

Other 

Conference expenses  (S) 
Telephone and  telegrams 

Travelers  checks 
Miscellaneous 

1ited  Reimbursement 

Standard 
S2S .OO  maximum 
4.SO  maximum 
6.SO  maximum 
14.00  maximum 
Full  Reimbursement 

Federal  Key  Cities  (6) 
$33.00  maximum 
6.00  maximum 
8.00  maximum 
19.00 maximum 
Full  Reimbursement 

24  cents  per  mile 
24  cents  per  mile 
Full  reimbursement 
I  cent  per  mile 
Split  of single  car  reimbursement 
24  cents  per  mile 

Lowest  round  trip  fare 

Lowest  possible  cost 
Lowest  possible cost 
I OOJo  of actual  fare 
Gas,  repairs  and  towing  (no  mileage) 
Economy class  rate 
Lowest  of round  trip  air  fare  or car mileage 
Up  to S3.00  per  day 
Over  $3 .00  per  day 

Full  reimbursement 
Actual  cost 

Actual  cost/Intl only 
Up  to  S2.SO  per  day 
Over  S2.SO  per  day 

None 
None 
None 
None 
Specific  business  purpose,  name of guest(s) 
and  his/her affiliation.  Receipts  are  required. 

None 
Itemized  separate  from  enroute  miles. 
None 
none 
None 
None 

Commercial  carrier's  original  receipt  (ticket 
stubs  for  airfares) 
None 
Receipt  required 
None 
Receipt  for  payment  made 
Itemized  receipt  from  rental  agency 
None 
None 
Itemized  receipts 

Itemized  receipts 
Date of call,  name,  business  affiliation  and 
location  of person  contacted 
Receipt  required 
Itemize 
Itemize  and  receipts 

Determined  prior to  departure  for  an  amount 
less  than  anticipated  expense 

Same as  listed  above 

(I)  MSU  staff members  who  entertain guests  may also  receive  reimbursement  in  excess  of the  maximum  allowance if (a)  entertainment  of guests  is  a  part 
of the approved purpose of the trip,  (b) on-campus facilities  are used if possible,  (c)  reimbursement excludes alcoholic beverages and (d)  receipts,  names 
and  business  affiliations  of guests  are  provided. 

(2)  In cases involving grants and contracts, the Office of Contract and Grant Administration should be consulted in  order to determine whether this expense 

is  reimburseable. 

· 

(3)  Personal  car mileage  is  taken  from  the  Rand  McNally Standard  Highway  Mileage  Guide  which  assumes  that  travel  is  to  the center of the city  to  which 
you  are going.  If your destination  is  not  located  at  the center  of the  city,  be  sure  to  report  the destination  and  the  mileage  difference as  vicinity  travel 
on  a  separate line  of your travel  voucher.  Since  the  University does  not  reimburse  mileage  for  commuting,  mileage  must  be  computed  to  and  from  the 
point  of employment. 

(4)  Reimbursement  for  two  round  trips  to  and  from  the  Lansing  airport.  Taxi  fare  limited  to  the  fare  amount  to  and  from  campus. 
(S)  Conference  registration  fees  may  be  paid  on a  Direct  Pay Voucher. 
(6)  Reimbursement  at  Federal  Key  City  per  deim  rates  is  provided  wheri  the  lodging  purchased  is  located  within  the city  limits  of the  key  city. 

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Travel policies and procedures are set forth in.detail 
in the  Manu·a1  of Busines~  Procedures,  Volume  1 
Sect. 70. A  brief summary' of travel policies and a 
memorandum space are given here. See chart on the 
back  for  reimbursable  expenses  and  receipts 
required. 

Authorization 

Local  Travel  - Local  travel  is  authorized  by  the 
Dean of your college sending an authorization letter 
to Accounts Payable, 360 Administration. If reim 
bursement  is  requested  a  triplog  must  be  kept. 
Instate,  Out-of-State  and  Foreign  travel  are 
authorized on the Travel Voucher, General Stores 
Stock  #140-2786. 

Private  Vehicles 

Gas, repairs, towing etc. are included in the mileage. 
Parking, tolls, etc. are separately reimbursable. For 
purposes  of remibursement,  personal car  mileage 
is  taken from the most recent version of the Rand 
McNally Standard  Highway  Mileage  Guide.  This 
reference assumes that travel is to the center of the 
city  you  are  going  to.  If your  destination  is  not 
located at the center of the city,  be sure to report 
the destination and the mileage difference as vicinity 
travel  on  a  separate  line  of your  travel  voucher. 

University-owned  Vehicles 

If a vehicle has been assigned to a department , sign 
out and sign in on departmental records. If a Motor 
Pool vehicle is  requested, present the signed Travel 
Voucher,  General  Stores  Stock  - 140-2786.  An 
Insurance card  for  the  vehicle  is  in  the glove  box 
of the Motor Pool car and gasoline credit cards are 
in the  key  holder. 

Rental  Vehicles 

Economy  class  when  available.  Request  MSU 
Corporate  rate  or  any  lower  advertised  specials. 
See  "Travel  Regulations ,, "  Manual  of Business 
Procedure.'"  -
'Ction  70. ,,....  D  for  reimbursem,........._ 
policy. 

Plane  Fare 

Must  be  at economy,  coach  or tourist  class  rates · 
unless  the  traveler  certifies  on  the  travel  voucher 
that  such  classes  were  not  available.  For  Foreign 
travel, see Manual of Business Procedures. Sect. 70. 

Deductible  Expenses 

In many instances,  the expenses  that  you  incur in 
excess  of  the  amounts  reimbursable  under  the 
University Travel Regulations may be a deductible 
expense  for  income  tax  purposes.  Please  consult 
with  your  tax  preparer. 

Travel  Advances 

Advances  are  limited  to  graduate  students  and 
employees  who  are  not  eligible  for  a  Corporate 
Card. See Manual of Business Procedures, Volume 
I,  Section  70  for  other conditions. 

Obtaining  an  Advance 

Present  authorization  form  (graduate  assistants 
appointment  papers  also)  to Cashiers  Office,  110 
Administration Building, 8: 15 a.m. to 4: 15  p .m.  If 
a trip is cancelled, the advance is due immediately. 

Repayment  of an  Advance 

Advances are due 30 days from the trip completion 
date. Prepare a Travel Voucher for reimbursement 
and  submit  it  with  original  receipts  to  Accounts 
Payable. The voucher should be made out to "MSU 
for  the  account  of traveler's  name ."  The  Travel 
Advance Office will  deduct the amount owed  and 
refund  the  difference  or  bill  for  the  balance  due. 

Insurance 

For  personal  injury,  report  circumstances  to 
immediate  supervisor,  University  Office  of  Risk 
Management (355-5022)  and Workers Compensa 
tion  Office  (353-5394)  as  soon  as  possible.  For 
further explanation o ----.. urance coverage, refer to 
the  Manual  of Busi!. 

.>rocedures,  Sect.  35. 

• 

Page : 
Date : 
List  of  Travel  Expenses 

70 . 41 
3-31-89 

DAY 

MEALS 

HOTEL 

TRANSPORTATION  TIPS/MISC 

~ 

~  .~ 

( 

- ( 

,, 

VOUCHERS 

I. 

DIRECT  PAYMENT  VOUCHER 

A.  Purpose 

Page:  75.1 
Date: 

3-31,-89 

1.  This  voucher  was  designed  to  simplify  payment  when 

a  requisition  and  purchase  order  are  impractical 
because  of  the  nature  of  the  payment. 

2.  Permissible  payments  without  dollar  limitation 

would  include: 

a.  Training  seminars  provided  either  on  campus  or 

off  campus  by  outside  vendors  unless  the 
training  was  included  as  a  part  of  the 
negotiated  purchase  of  equipment  or  software, 
etc. 

b.  Lecturers,  speakers  or  noncredit  course 

instructors  (teaching  five  or  less  sessions 
during  one  term).  For  further  discussion  of 
these ,payments  see  Section  76. 

c.  Entertainers. 

d.  Purchase  of  reprinted  articles  when  the  vendor 

does  not  require  a  University  purchase  order. 

e.  Magazine  subscriptions  not  available  through 

Ebsco  Subscription  Services. 

f.  Display  advertising;  However,  advertising  for 

the  purpose  of  hiring  personnel  must  be 
processed  on  a  purchase  requisition  and 
University  purchase  order. 

g.  Conference  registration  fees. 

h.  Payment  of  conference  costs  (facility,  food 

service,  etc.)  where  the  University  is  the 
conference  sponsor.  This  does  not  include 
conference  expenses  for  faculty  and  staff  who 
attend  the  conference. 

i.  Members~ips  in  professional  organizations  and 
associations  in  accordance  with  University 
policies  outlined  in  Section  47. 

j.  Refunds. 

(NOTE:  Refunds  of  $2.00  or  less  will 

not  be  issued. ) 

( 

.( 

( 

(Vouchers .continued) 

Page:  75.2 
Date: 

3-31--89 

k.  Utility  payments  for  University  installations 

(telephone,  gas,  electricity). 

1.  Shipping  such  as  Federal  Express,  etc. 

Shipping  which  relates  to  a  purchase  order 
transaction  must  be  coordinated  with  General 
Stores. 

m.  Consultants  (exclusive  of  engineers  and 

architects). 

n.  Honoraria. 

o.  Prepayment  of  airfare  for  non-University 

travelers  (see  Section  70). 

p.  Repairs  to  machinery  and  equipment  not  under  a 

purchase  order  contract. 

q.  Payment  of  off-campus  lodging  expenses  for 

University  guests. 

3.  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  Ebsco  subscriptions  or  purchase  of 
equipment)  and  must  not  be  used  after  a  purchase 
order  has  been  issued. 

B. 

Form 

Direct  Payment  Voucher  forms  (see  sample,  page  75.10) 
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  department  name,  account  number(s) 
and  object  code(s)  to  be  charged. 
If  the  payment 
represents  compensation  to  an  individual  who 
performed  services  as  an  independent  contractor, 
the  social  security  number  and  home  address  of  the 
payee  must  be  included  on  the  form  in  order  to 
comply  with  IRS  regulations  (see  Section  76  for 
additional  guidance  regarding  independent 
contractors). 

2.  A  Direct  Payment  Voucher  of  $10,000  or  more  must  be 

cosigned  by  someone  administratively  higher  unless 
the  voucher  is  initiated  and  signed  by  a  dean  or  an 
officer  of  the  University. 

• 

• 

(Vouchers  continued) 

Page:  75. 3 
Date : 

3 -3+-89 

3 .  Only  one  person  or  company  can  be  paid  on  a  single 
voucher  unless  the  check  is  to  be  made  jointly 
payable. 

4.  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. 

s .  Special  handling  instructions  need  to  be  indicated 

and  highlighted  in  the  body  of  the  voucher. 

6.  Sales  tax  should  not  be  included  in  the  total 
payment  as  the  University  is  sales  tax  exempt. 

7.  Any  detail,  including  invoices  or  contracts 

explaining  the  reason  for  the  payment,  should  be 
stapled  to  the  white  cop·y. 

8. 

-Material  to  accompany  the  check,  if  any,  should  be 
attached  to  the  blue  copy. 

9.  The  voucher  must  be  signed  by  an  authorized  signer 

for  the  account(s)  being  charged. 

D.  Restrictions 

1.  Direct  Payment  Vouchers  cannot  be  used  to  pay 

compensation  or  honoraria  unless  the  individuals 
meet  the  criteria  of  an  independent  contractor  (see 
Section  76). 

2.  Direct  Payment  Vouchers  cannot  be  used  to  award 
scholarships  or  grants  to  currently  enrolled 
students.  These  payments  must  be  channeled  through 
the  scholarship  authorization  process  in  the  Office 
of  Financial  Aids.  Questions  concerning  this 
process  should  be  directed  to  the  Office  of 
Financial  Aids  at  3-5991. 

3.  Additional  payments  which  are  prohibited  include: 

a.  General  Stores  stock  items. 

b.  Physical  plant  supplies  including  paint, 

plumbing,  electrical,  heating,  ventilating  and 
air  conditioning  or  other  building  supplies 
where  federal,  state,  local  or  University 
building  codes  apply. 

• 

( 

(Vouchers  continued) 

Page:  75. 4 
Date:  3-31-89 

c.  Purchase  of  hazardous  materials  including 
cleaning  solvents,  controlled  substances, 
radioactive  materials,  weapons  and  ammunition. 

d.  Recurring  payments,  such  as  rentals,  leases  and 

standing  orders. 

e.  Reimbursements  to  University  employees, 

including  reimbursement  of  local  meals  at  off 
campus  facilities.  Reimbursement  Vouchers 
should  be  used  in  such  instances. 

f.  Advertising  for  the  purpose  of  hiring 

personnel. 

g.  Maintenance  and  repairs  to  machinery  and 

equipment  under  a  Purchase  Order  contract. 

h.  Prepayment  of  airfare  for  University  employees. 

4.  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  of  the  services  in  question. 

E.  Routing 

1.  Departments  should  retain  the  pink  copy  and  forward 

the  other  copies  to  Accounts  Payable  for 
verification  and  approval. 

2.  A  Direct  Payment  Voucher  charged  to  a  research 

grant  account  (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.  Contract 
and  Grant  Administration  will  forward  the  voucher 
to  Accounts  Payable. 

3.  A  Direct  Payment  Voucher  charged  to  a  general  fund 

salary  account  should  be  forwarded  to  the  Office  of 
Planning  and  Budgets,  321  Administration  Building, 
for  approval. 

4.  After  audit,  Accounts  Payable  will  forward  the 

voucher  to  Accounting  for  payment. 

5.  Accounting  compares  the  signature  on  the  Direct 

Payment  Voucher  to  the  signature  on  authorized 
signature  forms. 

• 

(Vouchers  continued) 

Page:  75.5 
Date:  3-31-89 

6.  Accounting  will  assign  a  voucher  check  number  and 

prepare  the  check. 

7.  The  check  is  mailed  directly  to  the  payee  with  the 

blue  copy. 

a.  The  paid  voucher  is  distributed  as  follows: 

White  - Accounting  Department 
Blue  - Payee 

II.  MULTIPLE  CHECK  VOUCHER 

A.  Purpose 

This  voucher  facilitates  payments  of  a  common  nature  to 
more  than  one  payee  (e.g.,  fee  refunds,  payments  to 
conference  participants,  etc.),  and  eliminates  the  need 
to  prepare  separate  vouchers  for  each  payee. 
Refunds  of  $2.00  or  less  will  not  be  issued.) 

(Note: 

B. 

Form 

Multiple  Check  Voucher  forms  (see  sampie,  page  75.11) 
may  be  obtained  from  Stores,  stock  order  #140-2570. 

( 

c.  Preparation 

If  the  payee  is  on  campus,  the 

1.  The  form  must  be  typed  by  the  initiating  department 
giving  the  complete  name  and  address  of  each  payee, 
the  department  name,  account  number  and  object  code 
to  be  charged. 
address  must  conform  to  requirements  established  by 
the  Campus  Mail  Service. 
If  the  payments  represent 
compensation  to  individuals  for  services  performed 
as  independent  contractors,  the  social  security 
number  and  home  address  of  each  payee  must  be 
included  on  the  form  in  order  to  comply  with  IRS 
regulations.  See  Section  76  for  the  criteria  for 
independent  contractor  status. 

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  and  one  object  code. 

4.  Receipts,  where  applicable  (conference  receipts, 

etc.),  must  be  attached  to  the  voucher. 

• 

( 

( 

( 

( 

-

( 

(Vouchers  continued) 

Page:  75.6 
Date:  3-31-89 

5.  The  Multiple  Check  Voucher  must  be  signed  by  an 

authorized  signer. 

o.  Routing 

1.  The  original  and  the  blue  copy  should  be  forwarded 

to  Accounts  Payable  (see  item  0.2  below  for 
Contract  and  Grant  Accounts).  The  initiating 
department  should  retain  the  pink  copy  for  their 
files. 

2.  Multiple  Check  Vouchers  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.  Contract 
and  Grant  Administration  will  forward  the  voucher 
to  Accounts  Payable. 

3.  After  approval,  Accounts  Payable  forwards  the 

voucher  to  Accounting  for  payment. 

4.  Accounting  compares  the  signature  on  the  multiple 
check  voucher  to  the  signature  on  authorized 
signature  forms. 

5.  Accounting  assigns  voucher  check  numbers  and 
prepares  a  check  for  each  payee  listed. 

6.  The  checks  are  mailed  directly  to  the  payees. 

7.  The  paid  voucher  is  retained . in  the  Accounting 

Department. 

III.  REIMBURSEMENT  VOUCHER 

A.  Purposes 

1.  To  reimburse  a  petty  cash  fund. 

2.  To  reimburse  individuals  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  University  guests  (see 
Section  45). 

3.  Use  of  this  voucher  does  not  replace  the -normal 

purchasing  procedure  and  therefore  cannot  be  used 
in  situations  which  require  a  requisition  and 

• 

{ 

( 

(Vouchers  continued) 

Page:  75.7 
Date:  3-31-89 

purchase  order.  This  voucher  must  not  be  used  for 
a  transaction  after  a  purchase  order  has  been 
issued  -
result. 

a  duplicate  payment  to  the  vendor  may 

4.  Purchases  made  by  individuals  from  their  own  funds 

have  a  limited  reimbursement  of  $100  for  any  one 
item,  receipt  or  invoice. 

5.  Reimbursement  is  limited  to  material  or  services 

obtained  directly  by  the  individual  making  the 
purchase  (such  as  material  picked  up  from  a  vendor 
in  the  local  area). 

6.  Under  no  circumstances  are  purchases  made  by 

individuals  to  be  delivered  to  or  through  the 
University's  Receiving  Department.  Purchases 
delivered  in  this  manner  (without  a  purchase  order 
number)  are  not  readily  identifiable  and  cause 
severe  delivery  problems. 

7. 

Items  which  individuals  cannot  purchase  directly 
and  then  seek  reimbursement  for  include: 

a.  General  Stores  stock  items. 

b.  Physical  plant  supplies  including  paint, 

plumbing,  electrical,  heating,  ventilating  and 
air  conditioning  or  other  building  supplies 
where  federal,  state,  local  or  University 
building  codes  apply. 

c.  Purchase  of  hazardous  materials  including 
cleaning  solvents,  controlled  substances, 
radioactive  materials,  weapons  and  ammunition. 

d.  Conference  registration  fees,  or  professional 

membership  dues.  These  payments  should  be  made 
directly  by  using  a  direct  payment  voucher. 

B.  Form 

The  three-part  Reimbursement  Voucher  forms  (see  sample, 
page  75.12)  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, 
the  department  name,  account  number(s)  and  object 

(Vouchers  continued) 

Page:  75.8 
Date:  3-31-89 

code(s)  to  be  charged. 
the  address  must  conform  to  requirements 
established  by  the  Campus  Mail  Service.  THE 
PURPOSE  OF  THE  EXPENDITURE  MUST  BE  NOTED  ON  THE 
VOUCHER. 

If  the  payee  is  on  campus, 

2.  Several  purchases  may  be  listed  on  one  voucher.  A 
Reimbursement  Voucher  should  not  be  prepared  until 
the  total  to  be  reimbursed  exceeds  $2 ·.oo. 

If  the  nature  of  the 

3.  An  original  receipt,  showing  date  of  purchase  and 
amount  of  payment,  should  be  attached  to  the 
voucher  for  each  purchase. 
expenditure  is  such  that  no  receipt  is  rendered  and 
the  amount  is  less  than  $10.00  (e.g.,  parking 
meters,  phone  calls  made  on  a  pay  phone)  the 
purchaser's  signature  is  required  in  the  signature 
column.  If  no  receipt  is  available  for  an 
expenditure  greater  than  $10.00,  a  memo  explaining 
the  purchase  and  the  reason  why  a  receipt  is  not 
available  must  accompany  the  voucher.  This  memo 
must  be  signed  by  the  purchaser  and  approved  by  the 
chairperson  or  director  of  the  department. 

In  the  event  that  a  personal  check  was  used  for  a 
payment,  a  copy  of  the  cancelled  check  is 
acceptable  for  reimbursement. 

4.  The  voucher  requires  the  signature  of  the  person  to 

be  reimbursed  and  the  signature  of  someone 
administratively  senior  to  the  payee  who  is  also  an 
authorized  signer  for  the  account(s)  charged.  It 
is  not  appropriate  for  the  payee  to  also  authorize 
their  own  reimbursement. 

D.  Routing 

1.  Departments  should  retain  the  pink  copy  and  forward 

the  other  copies  to  Accounts  Payable,  360 
Administration  Building,  for  verification  and 
approval. 

2.  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.  Contract 
and  Grant  Administration  will  forward  the  voucher 
to  Accounts  Payable. 

(Vouchers  co~tinued) 

Page: 
Date:  3-31-89 

75 .. 9 

3.  After  approval,  Accounts  Payable  will  forward  the 

voucher  to  Accounting  for  payment. 

4.  Accounting  compares  the  signature  on  the 

reimbursement  voucher  to  the  signature  on 
authorized  signature  forms. 

s.  Accounting  assigns  a  voucher  check  number  and 

prepares  the  check. 

6.  Checks  are  mailed  directly  to  the  persons  to  be 

reimbursed. 

7.  The  paid  voucher  is  distributed  as  follows: 

White  - Accounting  Department 
Blue  - Payee 

IV. 

TRAVEL  VOUCHER 

Travel  regulations  in  general  are  written  in  Section  70. 
These  regulations  include  procedures  for  use  and 
preparation  of  Travel  Vouchers. 

V. 

WEEKLY  VOUCHER  CHECK  SUMMARY 

Each  week  the  Accounting  Department  mails  a  report  which 
summarizes,  by  account  number,  all  checks  written  for  that 
week.  For  each  check,  the  summary  report  indicates  the 
payee  name,  check  number,  paydate,  type  of  voucher,  account 
number  and  object  code  charged  and  the  amount  (see  sample 
on  page  75.13). 

( 

( 

( 

.. 

INSTRUCTIONS: 

1. Prepare  typewritten  in  quadruplicate 

and  obta in  required  Signatures. 

2. Refer  to  Manual  of  Bus iness  Proce 

dures  for  correct  preparation . 

3. Send  first  three  copies  to  Accounts 
Pavable.  Room  360,  Administration 

~9-

MICHIGAN  STATE  UNIVERSITY 
DIRECT PAYMENT VOUCHER 

DISTRIBUTION: 

WHITE - Controller's Office 

GREEN - Return  to  Department  witr, 

BLUE 

PINK  -

Check  Number 
Remittance  Advice 
(to  be  returned  with  check) 

Department  Copy 

NAME 

/I 

:SS 

PAYEE 

ACCOUNT TO  BE  CHARGED 

DEPARTMENT 

ADDRESS 

Page :  75.10 
Date:  3-31-89 

ACCOUNT NUMBER 

OBJECT CLASS 

AMOUNT 

PURPOSE:  This voucher is to  be used  when  the  issue  of a requisition  and purchase order is  -
-
-( 

not possible  because of the nature of the payment. 

PLEASE  BE  EXPLICIT  IN  THE  REASON  FOR  EXPENDITURE.  WHERE  A REFUND 
IS INVOLVED.  GIVE  THE  RECEIPT  NUMBER  THAT  RECORDED  PAYMENT . 

I 

I 
I 
I 
I 
I 

I 

I 

I 
I 

I 
I 

I 

AMOUNT 

I 

\ 

\ 

-
\ 

! 

I  CERTIFY THAT THE ABOVE  PAYMENT 
IS CORRECT AND  JUST 

TOTAL PAYMENT 

J 

veD 

UNIT ADMINISTRATOR 

DATE 

AUDIT 

CHECK NUMBER ANO DATE 

BUDGET APPROVAL 

DATE 

140-2478 (REV . 8-83) 

-- ·~  .. •  "' '  "'.:'. 

• 

( 

Instructions: 
1.  Prepare  typeWritten  voucher  in  triplicate 

and  obtain  required  signatures. 

2.  Send  first  two  copies  to Accounts  Payable. 

Room  360,  Administration  Building 

, 

MICHIGAN  STATE  UNIVERSITY 
MULTIPLE  CHECK  VOUCHER 

Purpose  (reason  and  period  covered): 

Account  to  be  charged: 

Department 

Account  Name 

Distribution: 
White  - Accounting 
Blue  - Remittance  Advice 
Pink  - Department 

Page: 
Date:  3-31-89 

75 . 11 

DESCRIPTION  TO  BE  PUT  ON  CHECKS: 
I  I  I  I  I  I 

I  I  I  I  I  I  I  I  I  I  I  I  I  I  I  I  I  I  I  I  I  I  I 

Account  Numbet 

I 

I 

I  Object  I 

Class 

Amount 

Payee  (Last  Name,  First  Name,  Complete  Address) 

Amount 

Check  Number and  Cate 
(For  Accounting  Office  UH Only) 

1. 

2. 

3. 

4. 

5. 

6. 

7. 

8. 

9. 

10. 

\ 

11. 

12. 

13. 

14. 

15. 

\ 

I  HEREBY  CERTIFY  that the 
ebove amounts are due and 
hereby  approved  for 
payment. 

-

' 

AUTHORIZED  SIGNATURE 

DATE 

MSU •  M  A,,,,_,,,,. A,,_/EqUM "-t,,nlty lrutltutlt#t 
0-1799 

- - ·- -- - -- -·--··· - ·· ·- .. - -- -·- - - ·- ·--·-- ----· - ·- ------- .. 

• 

AUDIT 

TOTAL 

Stock Order  t  140-21111 

• 

---
Form No. 
c~  

INSTRUCTIONS 

1.  Prepare with typewriter 
2.  Refer to Manual of Business Procedure Section 75.6 
3.  Send  white,  green  and  blue  copies  to  Accounts  Payable,  366  Administration  Building. 

MICHIGAN STATE UNIVERSITY 
REIMBURSEMENT VOUCHER 

DISTRIBUTION 

White  - Controller's  Office 
G,..,. - Retum  to  department  with 
the  check  number 
Blue  - Maij  to  payee  with  the  check. 
Pink  - Department  File. 

PAYEE 

( 

Name 

Dept. 

Room 

Building 

Mailing Address 
(if other than department) 

Purpose: 

Department 

ACCOUNTTOBECHARGED 
75.12 

Page: 
Account  Name  Datg:  3-31-82 

Account  Number 

Amount 

Object Clase 
I 
I 
I 
I 
I 
I 
I 
I 
I 
I 
I 
I 

For payments made to sundry persons, as enumerated below: 

DATE 

ITEMS 

-

UNIT 
PRICE 

TOTAL 

SIGNATURE 
(Required when lacking receipt) 

, 

I CERTIFY THAT THE ABOVE PAYMENT 
IS CORRECT AND JUST. 

\ 

Signed 

Payee'1  Signature 

Approved 

Unit Administrator 

Audit 

STOCK I 140-2646 

I 
I 

I 
I 

Date 

Date 

-

$ 

TOTAL 
CLAIM 

CHECK NO. and DATE 

MSU is an AHirmatwe Action/ Equal Opportuniry lnstirution 

0 -15329 

- - - - - - - - - - - - - - - - - - - - - - - - ·- - - - - - - - - - - - - - - - - - - · --··- ·-

A3811-01 
- - -
- - -

- - -

- ACCOUNT-,,- -

-

- -

- - - - - - - - - - -

-
- :- -12-3456 - - - - -MAIL  CODE :  - - -01601  - -

- -

- -

-

-

-

-

MICHIGAN  STATE  UNIVERSITY 

REPORT  DATE : 

11/30/87 

- -WEEKLY_v_ouc-HER  CHECK  suM-MAR-v-liei>oRr- - - - - - - - PERioo- coWRED :  1112:i/81 -_ -1-17iore1- -

- - - -

- - - - - -

- -

-

-

-

- -

-

-

- - - - - - - -

- - -

- - -

- - -

- - - - - -

- -

PAGE : 
- -

- - - -

- - - -

1 
-

- -

I 

-

-

-

DEPT .  NAME 
ACCT.  NAME 

DEAN'S  OFFICE 
;  OPERATING  ACCOUNT 

_ ~D~ . _ l_!E_S~ . __ :_  ]{'(Z_ C.Ol,J;.E.Q&  _______________________________________ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

PAYMENT 
-DATE  -

- -

OBJECT 

- - -CLASS- - -

- - - - PAYEE  NAME- - - -

- -

- -

- - - - -

PROJECT 
- - - - - -CODE- -

P. 0. 

- NUMBfR- - -CHECK- TYPE- - - -

CHECK 
- -ti.lMB-ER- - -

-

- -

- AM-OUNT- - -

-

-

- - - -

11 /30/87 
11/25/87 
11/25/87 - -

.  040 
071 
- -071 - -

l 
VENDOR 
VENDOR  2 

. 

- VENOOR- j  - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - OIREC_T _P-AY  - - -
MULTIPLE  CHECK 

PAYEE  A 

130 

11/30/87 
11 /30/87  - - - - 130 - - - PAYEE  B - - - - - ~ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - MUL f (PLE- CHECK  -
· 11/30/87 
11/30/87 
11/30/87 
1 1 /3o/s 1 - - - - fao - - - PAYEE  y  - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Mu u  Ii> i: f  cttE ci - - - - f3soa 1 - - - - - - - - - r9 ~ 56 - -
11/24/87 
1112s161 -

- TRAVELER  B - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - r RAVEL -v-ouc:Hili  - -

MULTIPLE  CHECI< 
MULTIPLE  CHECK 
MULTIPLE  CHECK 

PAYEE  C 
PAYEE  D 
PAYEE  E 

22 . 50 
- - - - - - 6-7 ~ 54 -

136083 
136084 
136086 

134924 
- - fasf21  - -

136088 
- - - f36085 -

28 . 64 
78 . 86 
30 . 00 

021 
- - 021 - -

TRAVEL  VOUCHER 

130 
130 
130 

TRAVELER  A 

68 . 40 
- - 46-2 ~ 4-0 - - -

- - -

- -

-

-

-

- - -

-

- -

- -

-

-

-

- -

-

-

- -

- -

D l RECT  PAY 
DIRECT  PAY 

135882 
135475 
- -f354-76 - -

- -

79 . 64 
11,810 . 09 
- - -1-. 576~ 66- -

-

-

••TOTAL: 

14,244 . 29 

.. 

-

-

-

-

-

..  -

..  -

-

..  ·- -

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

..  -

-

-

-

-

-

-

-

-

-

-

-

.  -

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

.  -

-

-

- _tj .':1:::1.  -
ll> 
ll> 
rt OQ 
-ro- ro -

W-...J 
.  I 
lJ1 

w .......... 

l,J 

I 
00 
- - - 1.0 -

• 

Page: 
IND  I -.1 
Date:  3-31-89 

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 

Check~  Refunded  or  Cancelled 

Check  Cashing 

Checks:  Lost,  Stolen,  Destroyed 

Collection  Advice 

Compensation  for  Nonregular  Assignments  or  Duties 

Delinquent  Receivables 

Departmental  Bookkeeping 

Departmental  Invoice  Summary 

Departmental  Receivables 

Pages 

35.3 

5.1 

5.2 

10.1 
45.2  - 45.6 
68.1 

12.1 

15.1 

15.1 

55.14 

15.5 

15.6 

16.1 

43.1 

10.4 

55.16 

10.3 

1.1 

74.2,  74.4 

10.1 

• 

( 

( 

Page: 
IND  I .-2 
Date:  3-31-89 

MANUAL  OF  BUSINESS  PROCEDURES  - VOLUME  I 

Michigan  State  University 

Index  - Continued 

*********** 

CONTROLLER'S  OFFICE 

Pages 

15.1 

19.1 

75.1 

55.5 

55.2 

18.1 

20.1 

25.1 

46.1 

15.3 

55.2 

75.2 

30.1 

Deposits 

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 

Honoraria 

Identification  Cards 

Independent  Contractors  (Section  76  forthcoming) 

55.1,  76.1 

Insurance  Department 

Invoice  Processing  System 

( 

Journal  Vouchers 

Loss  Prevention 

Meals  and  Lodging 

Membership  Dues 

Military  Pay 

35.1 

74 . 1 

-40.1 

35.3, 

35.9,  35.11 

45.1, 

46.1,  70.31 

47.1 

55.19 

.. 

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MANUAL  OF  BUSINESS  PROCEDURES  - VOLUME  I 

Michigan  State  University 

Index  - - Continued 

*********** 

CONTROLLER'S  OFFICE 

Moving  Expense  Policy 

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  Requirements 

Signers  on  University  Accounts 

Pages 

53.1 

75.5 

20.1 

65.1 

55.16 

55.12 

55.4 

55.5 

55.2 

55 • 6 I  55 • 9 I  55 • 17 

60.1 

1.4 

75.6 

65.1 

35.11 

50.1 

66.1 

68.1 

Student  Employees 

55.5,  55.7,  55.15,  55.17,  55.18 

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MANUAL  OF  BUSINESS  PROCEDURES  - VOLUME  I 

Michigan  State  University 

Index  - Continued 

*********** 

CONTROLLER'S  OFFICE 

student  Receivables 

Taxes,  Sales  and  Use 

Temporary  Appointees 

Tips 

Transfer  of  Funds 

Travel  A_pvances 

Travel  Insurance 

Travel  Regulations 

Travel  Voucher 

Vehicle  Insurance 

Vouchers 

Worksheet  for  Commitments 

Pages 

10.4 

50.1 

55.1 

45.1,  70.31 

40.1 

70.20 

35.15 

70.1 

70.24,  70.37,  70.38 

35.4 

75.1 

1.1 

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MANUAL  OF  BUSINESS  PROCEDURES 
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Page:  TOC  II.l 
Date:  3-31-89 

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 

Stores 

Interior  Pesign 

Inventory 

Keys  and  Lock  Service 

University  Laboratory  Animal  Resources 

Library  Copy  Centers 

Library  - Database  Searching  Services 

Mail  Distribution  Labels 

Vehicle  and  Transportation  Services 

MSU  Press 

Office  Services  Department 

Physical  Plant  Division 

Instructional  Media  Center 

Purchasing  Department 

200 

205 

210 

220 

223 

224 

225 

230 

235 

236 

240 

245 

250 

255 

260 

265 

270 

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3-31-89 

MANUAL  OF  BUSINESS  PROCEDURES  - VOLUME  II 

Michigan  State  University 

Table  of  Contents  - Continued 

*********** 

SERVICE  AREAS  - continued 

Section  Name 

Section# 

Broadcasting  Services  Department 

Telephone  Service,  Directory  Information 

and  Telephone  Charges 

University  Printing 

University  Relations 

(Broadcast/Marketing/Photo;  News  Bureau; 

University  Publications) 

*********** 

MISCELLANEOUS 

Equipment  Responsibility,  Credits,  Transfers 

and  Disposal 

Fellowship  and  Traineeship  Appointments 

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 

275 

280 

285 

290 

300 

305 

310 

315 

320 

325 

330 

335 

340 

Page :  210.1 
Date :  03 / 31 /8 9 

ADMINISTRATIVE 

INFORMATION  SERVICES  DEPARTMENT 

I. 

GENERAL 

The  tdministrative  !nfo~mation  1ervices  Department  (AIS),  located  at 
Room  2  Admi~istration  Building  (telephone  353-4420)  is  responsible  for 
providing  administrative  data  processing  support  to  Michigan  State 

. University  colleges  and  departments,  and  the  development  and 
implementation  of  University  management  information  systems. 

II . 

REQUEST  FOR  SERVICES 

A. 

Programming  Services 

Requesting  department  must  send  a  Request  for  Application 
Support  form  (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  form  will  be  returned  to  the  requesting 
department.  See  Exhibit  I  (page  210.13)  for  a  sample  and 
instructions  on  completing  the  Request  for  Application  Sup~ort 
form.  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 
Xerox  Advanced  Electronic  Printing  Systems.  Depending  on  the 
use  of  the  signature,  two  (2)  s~curity  levels  will  be  observed. 

Level  1:  Signatures  for  forms  or  output  that  have  no  security 
requirements  will  be  permanently  h9used  in  the  Xerox 
Advanced  Electronic  Printing  System.  The  client  will 

(Administrative  Information  Services  Cont.) 

Page:  210 . 2 
Date:  03/31/89 

sign  a  release  (Exhibit  II,  page  210.14)  and  the 
release  will  be  retained  as  the  documentation  of 
authorization. 

Scheduled  productional  use  of  the  signature  can  be 
made  without  client  intervention. 

( 

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  printer  floppy 
disk.  This  floppy  disk  will  be  given  to  the 
client  and  must  be  supplied  to  AIS  for  printing. 
No  backups  will  be  maintained  in  AIS  for  secured 
forms  and  signatures. 

b) 

Production  printing  of  secured  forms. 

In  addition  to  scheduling  the  job(s)  necessary 
for  creation  of  secured  form  output,  the  client 
will  schedule  a  time  for  printing  of  secured  form 
output.  At  the  scheduled  time  the  client  will 
present  a  secured  floppy  disk  to  AIS  Operations. 
The  secured  output  will  be  printed.  The  client 
will  remain  present  for  the  entire  printing 
operation.  At  the  conclusion  of  printing,  the 
operations  staff  will  delete  and  verify  deletion 
of  all  secured  files. 

C. 

Production  Services 

Productional  jobs  should  be  requested  from  AIS  via  a  "Standard 
Request  Memo"  at  least  three  (3)  days  prior  to  the  desired  run 

• 

(Administrative  Informgtion  Services  Cont . ) 

Page:  210.3 
Date:  03/31/89 

date.  The  client  must  fill  out  the  request  form  with  the  client 
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. 

Any  jobs  that  require  preprocessing,  such  as  keying  by  AIS  Data 
Entry,  wil-1  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  ATS . 
A unique  "Standard  Request  Memo"  exists  fer  each  productional 
job  run  in  AIS.  A sampte  Standard  Request  Memo  for  job  G0491, 
which  produces  address  mailing  labels,  is  found  in  the  Manual  of 
Business  Procedures  (section  240,  Mail  Distributi-On  Labels;  page 
240.6). 

D. 

. Network  Access  (Connection) 

1.  Administrative  Information  Network 

Requests  to  ATS  for  initial  or  additional  connection(s)  to 
the  Administrative  Information  Network  should  be  addressed 
to  Administrative  Information  Services,  Attention,  Manager 
of  Technical  Services  and  contain  the  following 
information: 

a. 

b. 

State  type  of  equipment  and  quantity  to  be 
connected.  For  AIS  supplied  equipment  or  client 
supplied  equipment,  see  section  E.l  (page  210.5) 
for  acceptable  device  types. 
Location  at  which  equipment  is  to  be  installed. 

( 

(Adm i ni strat i ve  Inf ormation  Servi ce s  Cont . ) 

Page :  210.4 
Date :  03/31/89 

- c.  Client  department  common  unit  code. 

Billable  account  number . 
Name  and  telephone  number  of  contact  pers on. 

d. 
e. 
f .  Desired  installation  date. 
g.  Authorized  department  signature. 

A representative  of  the  AIS  Communication  staff  will 
prepare  a  cost  estimate  for  the  specific  equipment  required 
to  meet  the  needs  of  the  client  department  and  will  consult 
with  the  client  department,  as  required ,  to  facilitate  the 
installation.  Estimates  for  site  preparation  will  be 
provided  if  reauested . 

Client  departments  requesting  connection  to  t he 
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  in i tial  or  additional  connection s  to 
Administrative  Office  Automation  Network  should  be 
addressed  to  the  AIS  Department,  Attention,  Manager  of 
Client  Services. 

A representative  of  the  AIS  Information  Services  staff 
will  assist  in  the  evaluation  and  selection  of  available 
alternatives  i n  connecting  to  the  Administrative  Office 
Automation  Network . 
be  developed  to  meet  the  requesting  department's  needs.  A 
written  :equest  will  be  prepared  containing  the  following 
information: 

Installation  and  training  plans  will 

(Administ rative  Information  Se rvi ces  Con t. ) 

Page : 
Date: 

210. 5 
03 /3 1/8 9 

a. 

State  type  of  equipment  and  quantity  to  be 
connected.  For  AIS  supplied  equipment  or  client 
supplied  equipment,  see  section  E.2  (page  210 . 6) 
for  acceptable  device  types. 
Location  at  which  equipment  is  to  be  installed . 

b. 
c.  Client  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  st aff  will 
assist  in  the  physical  installatioh  specifica t ions,  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.  Admjnistrative  Information  Network 

The  following  list  indicates  equipment  available  through 
AIS  and  acceptable  client  department  equipment: 

a. 

Local  Attachment  - Directly  attached  to  the  AIS 
3090/lSOE  coaxial  cable. 

IBM 

1. 

AIS  Equipment  - SNA  3270  terminals  (monochrome  or 

(Administrative  Information  Services  Cont.) 

Page: 
Date:  03/31/89 

210 . 6 

2. 

color  display)  and  printers. 
Client  Department  Equipment  - SNA  3270  terminals 
and  printers  or  SNA  3270  compatible  terminals 
and  printers  attached  to  an  AIS  corranunication 
controller. 

b. 

Remote  Attachment  - Attached  to  the  AIS 
IBM  3090/180E 
host  by  modems  over  the  broadband  cable  at  speeds  of 
9600  - 19.2  BPS  using  SNA/SDLC  communication  protocol. 

1. 

2. 

AIS  Equipment  - SNA  3270  terminals  (monochrome 
or  color  display)  and  printers. 
Client  Department  fouipment  - 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  acceptable  client  department  equipment  attachable 
directly  to  distributed  IBM  5520  administrative  systems  by 
twinaxial  cable: 

AIS  Equipment  - IBM  5520  terminals  and  printers. 

a. 
b.  Client  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 . 7 
Date: 

03 / 31/89 

(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  client  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.  Macnine  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 
client  department,  will  be  passed  on  to  the  client. 
Replacement  costs  of  equipment  because  of  theft  will  also 
be  passed  on  to  the  client. 

2.  Client  Department  Equipment 

Client  departments  are  responsible  for  repairs  to  their 
equipment.  AIS  will  investigate  problems  with  client 
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  client  department.  Problems 
should  be  phoned  to  the  AIS  teleprocessing  operator 
(3-4420).  The  following  information  should  be  provided  to 
the  teleprocessing  operator: 

• 

(Administrative  Information  Services  Cont.) 

Page:  210.8 
Date:  03/31/89 

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. 

Tim~  spent  by  AIS  personnel  on  problems  determined  to  be 
caused  by  client  department  equipment  will  be  billed  to  the 
client  department  at  an  hourly  rate  (two  hour  minimum). 
Additionally,  any  vendor  charges  incurred  by  AIS  while 
investigating  problems  caused  by  client  department  equipment 
will  be  passed  on  to  the  client. 

G. 

CICS  Access  Procedures 

The  CICS  network  provides  a  major  vehicle  for  bringing 
information,  and  data  processing  functions,  directly  to  the  client 
community.  Through  the  use  of  predefined  transactions,  and 
software  products  such  as  DYL280  and  Easytrieve,  clients  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 
terminal  and  operator  authorization  to  access  the  CICS  network 
and  the  various  transactions  available  through  it.  Requests  for 
terminal  acquisition  and  the  associated  physical  connection  to 
the  network,  however,  are  covered  in  the  previous  sections  on 
"Network  Access"  and  11 Equipment  Considerations." 

1. 

CICS  Access  for  Terminal  Operators 

a. 

An  operator  sign-on  (Accessor  ID)  and  an  AIS  issued 
password  are  required  for  a  terminal  operator  to  use 
the  CICS  network. 

• 

• 

( 

(Administrative  Information  Services  Cont.) 

Page:  210.9 
Date:  03/31/89 

b. 

The  request  for  an  operator  sign-on  should  be 
communicated  to  AIS  using  an  tccess  ~equest  ~emorandum 
(ARM)  (see  Exhibit  III,  page  210.15).  These  are 
available  from  the  AIS  Security  Section,  and  will  be 
supplied  when  a  new  terminal  is  installed  or  connected 
to  the  network. 

c. 

The  accessor  ID  and  password  will  be  communicated  in 
writing  to  the  individual  requiring  the  operator  sign-on. 

2. 

CICS  Application  Access  Procedure 

a. 

b. 

c. 

In  order  to  access  any  of  the  application  systems 
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 
terminal  or  for  an  entire  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.  These  direct 
requests  must  be  communicated  to  AIS  using  an  Access 
Request  Memorandum,  see  Exhibit  III,  page  210.15.  These 
requests  must  be  signed  by  the  individual · within  the 
unit  who  has  been  authorized  by  the  application  owner 
to  request  this  access  for  his/her  unit. 

• 

(Administrative  Information  Services  Cont.) 

3.  Client  Based  Computing  Access  Procedure 

Page:  210.10 
Date:  03/31/89 

1.  Access  to  client  based  computing  facilities  and  tools  is 

granted  on  a  departmental  basis.  The  initial 
request  will  be  addressed  to  the  Consulting  Services 
Section  of  AIS. 

2.  A meeting  will  be  arranged  between  the  requester  and 
Consulting  Services  Staff.  At  this  time  specific 
requirements  including  files  to  be  accessed  and 
training  materials  will  be  discussed. 

3. 

4. 

File  access  must  be  approved  in  writing  by  the 
functional  file  owner. 

The  request  for  access  to  a  file  should  be 
communicated  to  AIS  using  an  Access  Request 
Memorandum,  se~  Exhibit  III,  page  210.15. 

III. 

PRESERVATION  OF  PERSONAL  PRIVACY  AND  CONTROL  OF  SENSITIVE  FILES 

A. 

B. 

There  exists  public  and  legislative  concern  and  regulation  about 
individual  rights  to  personal  privacy.  Use  of  computerized  data 
processing  has  greatly  increased  the  volume  of  available 
personal  data,  and  has  sensitized  public  awareness  to  the 
privacy  issue.  The  computer  is  a  tool  to  be  used  or  misused. 
The  issue  of  individual  privacy  and  the  computer,  therefore,  can 
only  be  resolved  by  regulating  the  client,  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  clients 
may  gain  access  to  the  Department.  Beyond  the  responsibilities 
of  the  Director,  the  overall  responsibility  for  security  of 
dat~,  software  applications,  and  program  bases  resides  with  the 
functional  file  owner  as  listed  below: 

.. 

(Administrative  Information  Services  Cont . ) 

Page:  210.11 
Date:  03/31/89 

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 

Offjce  of  Planning  and 
Budget 

Provost 
Director  of  Personnel 

C. 

No  personal  or  sensitive ·information  will  be  extracted  from 
automated  files  without  the  specific  prior  written  approval  of 
the  functional  file  owner.  The  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  client. 
Release  authorization  is  nonnally  granted  on  a  one-time  basis 
only  for  specific  information  or  data.  Should  the  requestor 
require  the  information  on  a  recurring  basis,  the  original 
request  for  the  release  of  the  data  or  information  must 
specifically  identify  the  request  as  a  recurring  authorization 
request. 

IV. 

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. 

Long-term  retention  tapes  will  be  exercised  and/or  copied  on  a 
regular  schedule  to  insure  that  all  the  data  on  the  tape  still 
exists  and  is  readable. 

• 

(Administrative  Information  Services  Cont.) 

Page:  210.12 
Date:  03/31/89 

B. 

Clients  will  be  provided  with  a  listing  of  long-term  retention 
tapes  listed  in  data  set  name  order  on  a  quarterly  basis.  The 
clients  will  be  allowed  to  extend  retention  dates  on  long-term 
tapes  through  the  use  of  the  Request  For  Application  Support 
Form  (RAS),  page  210.13,  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  Departmental  Receivables, 
a  division  of  the  Office  of  the  Controller.  These  payments  may  be 
mailed  to  Departmental  Receivables,  or  made  at  the  Cashier's  Office, 
110  Administration  Building. 

VI . 

BILLING  ANO  MONTHLY  STATEMENTS 

A. 

B. 

C. 

AIS  prepares  two  copies  of  the  monthly  billing  statement,  one  of 
which  is  sent  to  the  client  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. 

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. 

Page : 
Date : 

22~ . l 
3-31-89 

KEYS  AND  LOCK  SERVICE 

I. 

GENERAL 

I 

A. 

B. 

This  sec·tion  outlines  procedures  to  obtain  keys  to  University 
facilities  and  to  get  various  other  lock  services . 

The  Key  Shop  is  located  in  the  Physical  Plant  Building,  tele 
phone  353-4881,  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.  W'hile  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. 

B. 

C. 

The  Dean,  Department  Chairperson,  or  a  designated  representa 
tive  controls  the  distribution  and  duplication  of  keys  for 
their  assigned  areas. 

This  authority  is  recognized  by  presubmitted  signatures.  No 
key  will  be  issued  by  the  Key  Shop  without  the  written  approv 
al  of  a  unit  administrator. 

Each  department  or  college  is  responsible  for  periodic  reviews 
of  the  master  list  of  authorized  unit  administrators  and  must 
submit  revised  authorized  signatures  to  reflect  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. 

B.  Duplicates  are  obtained  by  presenting  a  completed  "Request  for 
Keys"  (Stores  stock  order  #140-2548,  see  sample  on  page  225 . 4) 
to  the  Key  Shop.  A  separate  form  must  be  prepared  for  each 
type  (code)  requested  (e.g.,  master,  submaster,  room  key,  misc 
key) . 

C. 

D. 

The  "Request  for  Keys"  must  carry  the  signature  of  a  unit  ad 
ministrator  on  the  Key  Shop's  master  list. 

The  person  receiving  the  keys  signs  both  copies  of  the 
"Request  for  Keys."  The  original  is  returned  to  the  depart 
ment  and  the  duplicate  is  retained  by  the  Key  Shop. 

(Keys  and  Lock  Service  Continued) 

IV. 

KEY  ASSIGNMENT 

Page : 
Date: 

225 . 2 
3-31 - 89 

A. 

B. 

Each  college,  department,  or  division  issues  keys  to  its  per 
sonnel  and  is  responsible  for  keeping  records  to  assure  build 
ing  security  and  control. 

The  form  "Assigrunent  of  Keys  by  Departments"  (Stores  stock 
order  #140-2534,  see  sample  on  page  225.4)  assists  in  this 
recordkeeping.  One  completed  copy  should  be  filed  in  key  num  
ber  sequence  and  one  copy  alphabetically  by  name. 

C.  All  keys  should  be  returned  to  the  department  when  an  employee 

transfers  or  leaves  the  University. 
turned,  the  department  should  complete  a  "Collection  Advice" 
form  requesting  the  Accounts  Receivable  Division  of  the  Con 
troller'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. 

If  any  key  is  not  re 

V. 

LOCK  SERVICE 

A. 

B . 

C. 

Routine  lock  service  for  doors  in  main  campus  buildings  used 
for  funded  academic,  research  or  administrative  functions  is 
performed  without  charge. 

Specialized  lock  service  is  available  and  charged  to  the  ap 
propriate  departmental  account.  This  includes  building  or 
area  rekeying,  furniture  lock  service  and  keys,  combination 
safe  work,  padlocks,  and  other  related  services. 

To  get  routine  service,  call  353-4881.  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. 

B. 

C. 

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. 

Removal  of  an  area  or  room  from  the  master  key  system  to  pro 
vide  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  au 
thorization  and  procedures  are  required. 

Requests  for  master  or  submaster  keys  to  Housing  and  Food  Ser 
vices  areas  require  approval  from  the  Assistant  Vice  President 
for  Housing  and  Food  Services  or  the  Manager  of  University 
Housing. 

D. 

Keys  to  mechanical  rooms ,  electrical  vaults,  and  similar  areas 
are  controlled  by  the  Physical  Plant  Division. 

(Keys  and  Lock  Service  Continued) 

VII . 

BILLING 

Page : 
Date : 

225.) 
3-31 - 89 

Key  Shop  charges  are  included  in  the  Physical  Plant  Division  bill 
ing,  a  monthly  statement  of  charges  for  service.  Entries  on  the 
billing  statement  reflect  all  charges  posted  up  to  the  statement 
date .  Call  355-3375  with  any  questions  concerning  monthly 
billings. 

\ 

\ 

( 

( 

Page : 
Date: 

225.4 
3-31-89 

Form  No. 

REQUEST FOR  KEYS 
I Forward Both Copies to Key Shop) 

To:  Key Shop,  Physical Plant Building 

You are authorized to issue the following keys (number of keys-----

to the 

Name of Department 

Account to be charged 

0  Master  Key 
0  Sub-master Key 

0  Room Key 
Room  Door  No. 
0  Misc.  Key (File,  Desk,  etc.) 

Building 

Building 

Building 

Building 

Signed 

Keys issued to  - - - - - - - - - - - - - - - - - - -  
•cod11 is  thtl number stamped on ktty or lock core 

Number of keys issued 

Keys issued  by 

FOR USE BY KEY SHOP 

Code  •  - - - - - - -  

Code• 

Code• 

Code• 

Authorized  Signature 

Date 

0 -1 4569 

MSU is an Affirmativt1 Action / Equal Opportunity Institution 

Stock Order No.  14()..2548 

Form  No . 
CO-ge-33 

ASSIGNMENT  OF  KEYS  BY  DEPARTMENTS 

Key  No.  issued 

Date  i s su ed - - - - - - - - - - - - -

.  Issued  by - - - - - - - - - - - - .Nc..-m-.------ - - - - - -

I 

To  (name)  -----,L-.-,-, ----------.F";-,.-,------------,,..,,.;'dd"I-.- - - - - -

For  Room  or  Door No . - - - - - - - Bu i ld ing - - - - - - - - - - - -~ - - - - - -  

Rules :  1.  Do  not  lend  key  to  ony  other  person. 

4. 

2.  If  lost,  notify  the  deportment  imme-

diately . 

Return  the  key  when  leaving  the  employ  of 
the  University,  or  when  it  is  no  longer 
needed . 

3.  Do  not  have  a  dupl iccte  key  made, 

5. 

There  will  be  a  charge  for  a  lost  key. 

YOUR  SIGNATURE  CERTIFIES  ACCEPTANCE  OF  THESE  RULES 

S i g n ed - - - - - - - - - - - - - - - - - - - - - -

Dote _______  _ 

Dote  Key  Returned--------
0 -4418 

Returned  to - - - - - - - - - - - - - - - - - -  

(Si gnature) 

140-2534 

( 

( 

( 

Page : 
230 . 1 , 
Date:  3-31-89 

UNIVERSITY  LABORATORY  ANIMAL  RESOURCES 

I.  GENERAL 

A.  University  Laboratory  Animal  Resources  (ULAR)  located  at 

C-100  Clinical  Center,  telephone  number  353-5064,  provides 

campus-wide  services  for: 

1. 

2. 

Laboratory  animal  medicine  and  care;  and 

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  "Policies,  Responsibilities  and  Procedures  for  Animal 

Use  and  Care  at  Michigan  State  University"  document 

is  available  from  the  Office  of  the  Vice  President  for 

Research  and  Graduate  Studies,  and  is  also  present  in  each 

animal  facility  site  book,  along  with  copies  of  relevant 

laws  and  guidelines. 

II.  NON-PROFESSIONAL  SERVICES 

ULAR  offers,  on  a  charge  basis,  the  following  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. 

F.  Technical  services,  injections,  blood  sampling,  etc. 

Page : 
Date: 

230 .2 
3- 31-89 

(University  Laboratory  Animal  Resources  Continued) 

III.  PROFESSIONAL  SERVI.CES 

( 

( 

ULAR  offers,  free  of  charge,  the  following  services : 

A.  Consultation  on  facilities,  experimental  design,  and 

utilization  of  species. 

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 

For  a  nominal  fee,  the  use  of  ULAR  operated  surgical  suites  may 

be  scheduled  by  calling  the  department  office.  These  suites  are 

located  in  the  Clinical  Center,  Life  Sciences,  and  Giltner  Hall 

buildings. 

V.  ANIMALS 

A. 

To  order  animals;  Form  0-15117  (see  page  230.7,  Exhibit  II), 

should  be  completed  and  submitted  to  the  ULAR  office.  This 

form  can  be  obtained  by  calling  353-5063.  Only  one  specie 

may  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  up  to  one 

week  after  receipt  of  the  order,  while  delivery  of 

conditioned,  exotic  or  non-standard  species  need  from  four 

to  eight  weeks.  Call  ULAR  for  specific  information 

concerning  standard  and  non-standard  animals. 

• 

Page: 
Date:  3-31-8~ 

230.3 

(University  Laboratory  Animal  Resources  Continued) 

C.  The  pink  copy  of  Form  0-15117  should  be  retained  by  the 

ordering  department  and  the  remaining  copies  should  be  sent 

to  the  ULAR  office. 

D.  Claims  for  shortages,  unusable  animals,  crushed  shipping 

containers,  etc.,  should  be  directed  to  ULAR  by  calling 

353-5063.  The  white  original  will  be  returned  to  the 

department  when  charges  are  processed. 

VI.  CHARGES  FOR  ANIMALS,  SERVICES  AND  MATERIALS 

A.  Upon  receipt  of  a  request  by  a  department  or  investigator  to 

supply  anioals,  services  and  materials,  ULAR  will  fill  out 

Form  0-17723  (see  page  230.8,  Exhibit  III). 

B.  When  delivery  takes  place,  the  investigator  or  authorized 

( 

departmental  representative  must  sign  the  form  and  retain 

the  first  copy  to  check  it  against  ULAR's  monthly  billings. 

VII.  BUDGET  RESPONSIBILITY 

It  is  the  responsibility  of  each  department  to  request  only  such 

materials,  services  or  animals  as  can  be  paid  out  of  available 

fund  balances. 

VIII.  STATEMENTS 

A.  The  cut-off  date  of  the  Friday  before  the  25th  day  of  the 

month  has  been  established  to  facilitate  posting  of 

departmental  charges.  Charges  for  materials,  services  or 

animals  delivered  between  this -date  and  the  last  day  of  the 

month  will  be  charged  in  the  following  month . 

• 

• 

Page: 
Date: 

230.4 
3-31-89 

(University  Laboratory  Animal  Resources  Continued) 

B. 

In  reconciling  ledger  sheets,  departments  should  advise  ULAR 

of  any  discrepancies  between  the  charges  to  their  account 

and  the  total  receipt  cards  received  during  the  accounting 

month. 

C.  Charges  will  appear  on  departmental  monthly  ledger  sheets  as 

082  for  supplies,  071  for  contractual  services  or  010  for 

salaries. 

IX.  TRAINING 

ULAR  maintains  an  extensive  library  consisting  of: 

A. 

books, 

B.  periodicals, 

C.  videotapes, 

D. 

slide  tape  programs,  and 

E.  pamphlets  and  news  clippings 

for  self  study  on  all  aspects  of  animal  welfare, 

experimentation,  humane  care  and  ethical  issues.  This  material 

is  also  availabl~  to  high  school  students  and  others  to  use  in 

preparation  for  term  papers  and  debates. 

ULAR  sponsors  a  series  of  monthly  seminars  on  animals  in 

research.  These  seminars  are  advertised  campus-wide  and  attract 

a  broad  range  of  participants.  ULAR  also  distributes  a 

campus-wide  newsletter. 

• 

Page: 
Date :  3-31-8B 

230.5 

(University  Laboratory  Animal  Resources  Continued) 

The  Training  Coordinator  for  ULAR  is  responsible  for  educational 

programs  for  those  who  work  with  research  animals.  These 

programs  provide  information  on: 

A.  Pertinent  policies  and  regulations, 

B.  Laboratory  animal  care  and  disease  monitoring, 

C.  Clinical  techniques  utilized  in  research  animals,  and 

D.  The  continuing  debate  surrounding  the  use  of  animals  in 

research. 

Form  ULAR/E-101  (see  page  230.9,  Exhibit  IV)  is  utilized  to 

document  attendance  at  a  ULAR  educational/training  session. 

Individuals  attending  these  sessions  are  asked  to  evaluate  the 

educational/training  session  by  completing  form  ULAR/E-102  (see 

page  230.10,  Exhibit  V). 

• 

Page: 
Date:  3-31-89 

230. 6 

EXHIBIT  I 

UNIVERSITY  LABORATORY  ANIMAL  RESOURCES 

Michigan  State  University 

POLICIES  FOR  ASSIGNMENT  OF  ANIMAL  SPACE  BY  U.L.A.R. 

1.  Assignment  of  space  by  the  University  Laboratory  Animal  Resources 
In  the  case  of 

(ULAR)  will  be  based  on  first  come,  first  served. 
conflicting  claims  on  space,  if  the  issue  cannot  be  resolved  by 
the  department  chairman  involved,  the  matter  will  be  referred  to 
the  Dean's  Advisory  Group. 

2. 

Compatible  experiments  utilizing  identical  or  different  species 
will  sometimes  be  housed  in  the  same  room  with  notification  and 
concurrence  of  the  investigators  involved. 

3.  All  animals  in  ULAR  areas  will  be  maintained  to  meet  state  and 

federal  laboratory  animal  care  regulations.  Total  care  will  be 
provided  by  ULAR  unless  other  arrangements  have  been  made. 
Standards  for  animal  care  are  set  forth  in  Public  Health  Service 
(PHS)  Policy  on  Humane  Care  and  Use  of  Laboratory  Animals  as 
revised,  and  the  Animal  Welfare  Act. 

4. 

Charges  will  be  on  a  per  diem  cage  charge  established  by  ULAR  on 
the  basis  of  periodic  actual  cost  studies. 

Note:  Animal  technicians  will  work  on  a  routine  daily  schedule 

so  that  animals  are  cared  for  each  day  at  approximately 
the  same  period  of  time.  They  can  be  available  to  hold 
animals  or  otherwise  directly  assist  in  experiments  when 
prior  arrangements  have  been  made.  Unless  a  part  of  the 
experiment,  diets  of  known  quality  and  composition  will  be 
selected  by  ULAR. 

"Animal  care"  includes: 

a.  Daily  feeding 
b.  Daily  watering 
c. 
d. 
e. 
f.  Daily  observation  and  recording  of  animals'  condition 
24-hour  emergency  veterinary  service  (no  charge) 
g. 

Cleaning·  of  cages  and  racks 
Exercising  where  required 
Cleaning  of  entire  rooms  and  corridors 

• 

Page : 
Da te: 

230.7 
3-31 - 89 

EXHIBIT  II 

USDA REPORTING  CATEGORIES 

X 

Y 

Z 

MICHIGAN  STATE UNIVERSITY 

(  ~ I  Anima-i.-,--

LABORATORY ANIMAL CARE  SERVICE 

Release No._1 8 3 4 6 

MUST  BE  FILLED  IN  BY  REQUISITIONER 

F rom - - - - - - - - - - - - - - - - - - - - Dept.  Phone No. - - - - - - - - -

Acc't No . - - - - - - - -

Deliver to room or bu i ld ing - - - - - - - - - - Investigator----------- Date to be delivered------

Office to be  billed ----=,.,...,..----- 

Bldg. and room 

Sign 

Description of  Item or Service 

Department  Head  or Authorized  Rep. 

Date of  Order 

Quantity 

Ordered 

Billed 

Amount 

Per  Diem 
Rate  X Time 

, 

Miscellaneous 

Grand 
Total 

( 

·' 

TOTAL 

Credit 

Laboratory  Animal  Care  Service 

Acc't No. 21-3019 

;117 

Signature 

Date 

FORM  0-15117 

• 

( 

~ 

ACCOUNT  NO. 

~ 

, 

~ 

Page :  230.8 
Date :  3-31-89 

EXHIBIT  III 

-

I 

I 

I 

I 

I 

I 

I  REL.  NO.  I  REL.  DATE  I  DEL.  DATE  I BILL-DATE I  CODE  I 

~ 
:, 

INVESTIGATOR 

' 

ROOM 

'  DELIVER  TO 
DESCRIPTION 

BLDG. 

SIGN -\TURES: 

DEALER: 
UNIVERSITY  LABORATORY  ANIMAL  RESOURCES 
MICHIGAN  STATE  UNIVERSIT'f 

RECEIVED  BY : 

"' 

I 

I 

PJAl<TIT)1 

I 

IY•J 

o,OUNT 

I 

I 

~ 

N~  24926 
ACCOUNT  NO. 

RELEASE  NO. 

RELEASE  DATE 

DELIVERY  DATE 

BILLING  DA TE 

CODE 

QUANTITY 

SYMBOL 

TOTAL  CHARGE 

MSU i.J  a1t  A.fflmuztiH ActiOIIIEqw,/11  Opportr,utity  /,utitMtio,r 

0 -17723 

FORM  0-17723 

• 

( 

Page: 
Date: 

230.9 
3-31-8-9 

EXHIBIT  IV 

UNIVERSITY  LABORATORY  ANIMAL  RESOURCES 

RECORD  OF  ATTENDANCE 
AT  U.L.A.R.  EDUCATIONAL/TRAINING  SESSION 

(Please  Print) 

PRINCIPAL  INVESTIGATOR ----------------------
PERSON  ATTENDING  SESSION --------~------------
POSITION  AT  MSU ------------,..--------------
MSU  WORK  ADDRESS -------------------------
WORK  PHONE ---------------------------
TOPIC(S)  AT 

EDUCATIONAL/TRAINING  SESSION 

------------------

DATE  OF  SESSION 

INSTRUCTOR 

- - - - - - - - - - - - - - - - - - - - - - - - - - -

INSTRUCTOR'S  SIGNATURE --------------------

ULAR/E-101 

• 

Page: 
Date:  3-31-89 

230.10 

EXHIBIT  V 

UNIVERSITY  LABORATORY  ANIMAL  RESOURCES 

EVALUATION  OF  U.L.A.R.  EDUCATIONAL/TRAINING  SESSION 
TOPIC(S)  AT  EDUCATIONAL/TRAINING  SESSION ---------------

DATE  OF  SESSION ---------------------------
INSTRUCTOR ( S) ----------------------------
1.  What  helped  you  to  learn  the  material  presented? _______  _ 

( 

2.  What  hindered  you  from  learning? ----------------

3.  What  changes  would  you  suggest? -----------------

Thank  you  for  taking  the  time  to  complete  this  evaluation  form. 

Please  return  it  to: 

Sally  0.  Walshaw,  M.A.,  V.M.D. 
Training  Coordinator 
University  Laboratory  Animal  Resources 
Clinical  Center,  Building  C 

ULAR/E-102 

• 

I 

Page: 
Date: 

240 . 1 
03/31/89 

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.  Currently  there  are  two  (2)  jobs  that  produce  campus  mailing  labels: 

A. 

B. 

The  job,  D44ADLBL,  prints  Campus  Mailing  Labels  for 
academic  administrators,  including  executive  management, 
deans,  directors,  and  chairpersons. 
It  is  billed  to  the 
requesting  department  and  labels  are  printed  40  to  a 
page.  See.page  240.2  for  the  request  memo  to  be  used. 

The  job,  D44FALBL,  prints  Campus  Mailing  Labels  for  all 
current  faculty  and  academic  staff. 
requesting  department  and  labels  are  printed  40  to  a 
page.  See  page  240.3  for  the  request  memo  to  be  used. 

It  is .billed  to  the 

• 

Date:  __  / __  / __  

TO: 

ADMINISTRATIVE  INFORMATION  SERVICES 
OPERATIONS  AND  PRODUCTION 
Room  47  Administration  Building 

Page: 
Date: 

240.2 
03/31/89 

Adrnin.  fnfo.  Serv.  Use  Only 

Document  Number: 

Scheduled  Date:  _ _  / __  / __  

Rev.  (12/02/87,D44ADLBL) 

FROM: 

Phone: 

( 

DEPARTMENT: 

Address: 

COMMON  UNIT  CODE: 

SUBJECT:  Please  schedule  job  D44ADLBL 

to  run  on  __  / __  / __  

JOB  RELATIONSHIP  INFORMATION: 

Job  D44ADLBL  runs  independently  of  a~y  other  job. 

SCHEDULING  INFORMATION: 

(information  in  parentheses  1s  for  A.  I.  S.  use) 

Enter  Account  Number  to  be  charged  and  enter 

the  Project  Code, 

(CODE-=-NNNNN-) -

if  known. 

Enter  the  number  of  'Sets'  of  Labels  required,  normally  one. 
(COPY=  1) 

.  (STEPl.SYSIN  DD~  Override) 
('''  Scheduler  enter:  YY  year  and  M11  month) 

JOB  FUNCTION  INFORMATION : 

This  job  (D44ADLBL)  prints  Campus  Mailing  Labels  for  academic 
administrators ,  including  executive  management,  deans,  directors, 
and  cha~rpersons. 
It  is  billed  to  the  requesting  department  and 
labels  are  printed  40  to  a  page. 

' 

. 

• 

Page : 
Date : 

240 . 3 
· 03/31/89 

Admin.  [nfo.  Serv.  Use  Only 

Document  Number: 

Scheduled  Date:~~/~~/~~ 

Rev.(12/02/87,D44FALBL) 

Phone: 

COM.MON  UNIT  CODE: 

Date:~-/~_/~-

TO: 

ADMINISTRATIVE  [NFORMATION  SERVICES 
OPERATIONS  AND  PRODUCTION 
Room  47  Administration  Building 

FROM: 

DEPARTMENT: 

Address: 

SUBJECT:  Please  schedule  job  D44FALBL 

to  run  on~~/~~/~~ 

JOB  RELATIONSHIP  INFORMATION: 

Job  D44FALBL  runs  independently  of  any  other  job. 

SCHEDULING  INFORMATION: 

(information  in  parentheses  is  for  A.  I.  S.  use) 

Enter  Account  Number  to  be  charged  and  enter 

the  Project  Code, 

(CODE--;;-NNNNN-) -

if  known. 

Enter  the  number  of  'Sets'  of  labels  required,  normally  one. 
(COPY  =  1) 

Override) 
(STEPl.SYSIN  DD  A 
('':  Scheduler  enter:  YY  year  and  MJ1  month) 

JOB  FUNCTION  INFORMATION: 

This  job  (D44FALBL)  prints  Campus  Mailing  Labels  for  all  current 
faculty  and  academic  staff . 
department _~nd  labels  are  printed  40  to  a  page. 

It  is  billed  to  the  requesting 

VEHICLE  AND  TRANSPORTATION  SERVICES 

I. 

LICENSED  MOTOR  VEHICLE  POLICY 

A.  Overview 

Page : 
Date : 

24s ·.1 
3 - 31 - 89 

Michigan  State  University  owns  and  operates  licensed  motor 
vehicles  necessary  to  conduct  University  business . 

B. 

Responsibility 

All  Michigan  State  University  licensed  motor  vehicles  are 
within  the  responsible  purview  of  the  Automotive  Services  De  
partment,  Physical  Plant  Division.  Automotive  Services  will 
arrange  for  obtaining  new  vehicles,  disposing  and  reassigning 
of  old  or  surplus  vehicles,  securing  and  maintaining  the 
necessary  titles  and  licenses,  performing  proper  maintenance , 
maintaining  required  service  records,  ensuring  fleet  safety 
standards,  and  other  required  fl~et  management 
responsibilities . 

C. 

Ownership 

Passenger  vehicles  (i.e . ,  sedans,  station  wagons,  passenger 
vans,  etc . )  may  be  rented  daily  or  leased  from  the  Automotive 
Services  Department .  Special  use  vehicles,  such  as  service 
trucks,  may  be  leased  or  be  department  owned . 

D.  Authorization 

Daily  rental  or  short-term  lease  of  a  vehicle  requires  a 
University  Travel  Authorization  approved  by  a  dean  or  direc 
tor.  Long-term  lease,  individual  assignment,  or  a  request  to 
expand  the  University  fleet  requires  written  justification  of 
need  and  approval  by  the  Provost  or  the  Vice  President  for 
Finance  and  Operations. 

E. 

Identification 

University  vehicles  will  bear  municipal  license  plates , 
University  decals  and  visible  unit  numbers. 

F.  Usage 

Operators  must  comply  with  MSU  Travel  Regulations,  and  must 
operate  vehicles  legally  and  in  a  manner  which  does  not  de 
tract  from  the  public  image  of  the  University .  As  a  general 
policy,  there  is  to  be  no  personal  use  of  the  University 
vehicles. 

( 

\ 

(Vehicle  and  Transportation  Services  Cont.) 

II. 

MOTOR  POOL  VEHICLE  LEASE  (Daily  and  Long  Term) 

Page: 
Date : 

245 . 2 
3- 31 - 89 

The  Motor  Pool  Office  is  located  in  the  Central  Services  Building, 
facing  the  East  side  of  Spartan  Stadium,  and  is  open  from  7 : 00  a . m. 
until  5:00  p.m.,  Monday  through  Friday.

· 

A. 

Daily  Lease 

Customers  may  make  reservations  for  car,  station  wagon,  van, 
truck,  and  other  vehicle  rentals  by  telephoning  the  Motor  Pool 
dispatcher  at  353-5280.  When  the  vehicle  is  picked  up,  the 
user  must  sign  the  charge  card  and  provide: 

1. 

2. 

3. 

Copy  of  the  approved  travel  authorization  (travel  voucher 
form); 

The  driver's  license  number; 

The  department  -name,  account  number  to  be  charged,  and 
the  name  of  the  staff  member  authorizing  travel; 

4. 

The  departure  date  and  expected  return  date. 

B. 

Cancellation  Fee 

A  cancellation  fee  is  assessed  when  reserved  vehicles  are  not 
picked  up  and  the  reservation  has  not  been  cancelled  at  least 
48  hours  in  advance. 

C. 

Long  Term  Lease 

Requests  for  long  term  lease  of  a  vehicle  (3  months  or  longer) 
require  appropriate  approval  and  completion  of  a  Request  for 
Long  Term  Lease  of  a  University  Vehicle  (Form  0-12491).  Ques 
tions  may  be  directed  to  the  Automotive  Services  Department 
(353-5280). 

D.  Qualifications  of  Drivers  and  Use  of  University  Vehicles 

1.  Qualifications  of  drivers  must  be  in  accordance  with  the 

laws  of  the  State  of  Michigan  and  the  stipulations  of  the 
Office  of  Risk  Management  and·Insurance  and  the  Universi 
ty  Travel  Regulations  (Manual  of  Business  Procedures, 
Sections  35  and  70,  respectively). 

2.  Drivers  of  University  vehicles  are  vulnerable  to  public 

critique.  Complaints  and  criticism  can  be  avoided  if  each 
driver  uses  University  vehicles  for  business  or  approved 
travel  only;  observes  the  University  Vehicle  Policy  and 
all  traffic  laws  and  regulations;  drives  carefully  and 
courteously;  and  operates  the  vehicle  safely  within  ex 
isting  driving  conditions. 

• 

( 

(Vehicle  and  Transportation  Services  Cont . ) 

Page : 
Date : 

245 . 3 
3- 31-89 

III. 

BUS  SERVICE 

A. 

General  Information 

Bus  charters  and  cost  estimates  can  be  obtained  by  telephoning 
the  Automotive  Services  Department  (353-5280) .  The  Bus  System 
Office  is  located  in  the  Central  Services  Building,  facing  the 
East  side  of  Spartan  Stadium,  and  is  open  from  7:00  a.m.  until 
5:00  p.m.,  Monday  through  Friday.  A  "Request  for  Inter 
department  Material  and  Service"  (Stores  stock  #140-2842)  may 
be  submitted  to  reach  the  Automotive  Services  Department  72 
hours  before  departure  to  make  charter  arrangements  when  prior 
telephone  reservations  have  not  been  made. 

B. 

Special  Services 

Complete  Bus  charter  coordination  and  arrangements  for  con 
ferences,  special  events,  workshops,  conventions,  etc.  is 
available  for  a  modest  service  fee.  Estimates  are  available 
from  the  Automotive  Services  Department  (353-5280). 

C. 

Cancellation  Fee 

A  cancellation  fee  is  assessed  when  Michigan  State  University 
charter  bus  reservations  are  not  cancelled  at  least  48  hours 
in  advance. 

IV . 

GARAGE  SERVICE 

Michigan  State  University  provides  vehicle  repair,  supplies,  main 
tenance,  and  other  fleet  services  at  its  Service  Garage  located  on 
the  East  side  of  Spartan  Stadium.  The  Service  Garage  operates  from 
7:00  a . m.  to  5 : 00  p.m . ,  Monday  through  Friday.  Colleges  and  de 
partments  are  responsible  for  maintaining  and  operating  safe  vehi 
cles.  To  assist  in  timely  maintenance,  the  Service  Garage  regular 
ly  provides  maintenance  reminder  reports.  To  schedule  appointments 
or  arrange  other  services,  contact  the  Service  Garage,  telephone 
355-1868 .  Repairs  and  services  for  University  vehicles  should  be 
accomplished  as  prescribed  elsewhere  in  this  section,  and  copies  of 
all  repair  and  parts  services  maintained  oh  file  at  the  University 
Service  Garage .  Owning  and  using  departments  are  responsible  to 
insure  that  copies  are  forwarded  to  the  Service  Garage  for  file 
with  maintenance  records . 

(Vehicle  and  Transportation  Services  Cont.) 

A.  Procedures 

Page: 
Date: 

245 .4 
3 - 31 - 89 

When  ordering  supplies  or  services  by  telephone,  in  person  or 
by  written  request,  please  provide  the  following: 

1. 

The  department  name  and  telephone  number. 

2. 

3. 

4 . 

The  supplies  and  services  account  number  to  be  charged. 

The  vehicle  number. 

A  description  of  the  service  or  supply  required. 

B.  Supplies,  Services  and  Rates 

Available  materials  include  gasoline,  diesel  fuel,  motor  oils, 
antifreeze,  and  other  parts  and  accessories .  Available  ser 
vices  include  oil  changes,  lubrication,  tune-ups,  front-end 
alignment,  wheel  balancing,  vehicle  washing,  wrecker  service, 
etc.  The  Service  Garage  also  arranges  contracted  body  work 
and  major  overhauls.  A  current  price  list  of  services  and 
materials  is  maintained  at  the  Service  Garage. 

V. 

FUEL  SERVICES 

Michigan  State  University  provides  24-hour,  self-serve,  automated 
fuel  dispensing  pumps  located  on  the  East  side  of  Spartan  Stadium. 
The  system  protects  the  University  against  fuel  theft  or  fraud, 
instantaneously  records  individual  vehicle  fuel  consumption,  up 
dates  fleet  fuel  economy  data,  and  charges  the  appropriate  customer 
account. 
the  Automotive  Services  Department  (353-5280). 

Inquiries  regarding  fuel  service  should  be  directed  to 

VI. 

INVENTORY 

University-owned  vehicles  are  maintained  on  University  Inventory 
records  for  insurance  purposes.  See  Manual  of  Business  Procedures 
Section  224  for  additional  information. 

VII. 

INSURANCE 

University  vehicles  are  covered  by  personal  property  and  liability 
insurance  as  specified  in  the  Manual  of  Business  Procedures  Section 
35. 

(Vehicle  and  Transportation  Services  Cont . ) 

VIII. 

LICENSING  AND  REGISTRATION 

Page: 
Date: 

245 . 5 
3- 31-89 

University  vehicles  are  licensed  in  accordance  with  the  vehicle 
policy  and  the  laws  of  the  State  of  Michigan.  Records  pertaining 
to  licensing,  registration,·  title,  and  other  legal  documentation 
are  maintained  by  the  Automotive  Services  Department.  Questions 
pertaining  to  licensing  of  any  motor  vehicle  or  other  University 
equipment  operating  on  public  highways  may  be  directed  to  the  Auto 
motive  Services  Department  (353-5280).  Vehicle  licenses  may  not  be 
altered,  transferred,  destroyed,  or  removed  from  a  vehicle  without 
prior  coordination  with  the  Automotive  Services  Department. 

IX. 

PURCHASE  AND  OWNERSHIP 

Vehicles  may  be  purchased  as  stipulated  in  the  vehicle  policy. 
University  vehicles  will  normally  be  purchased  once  annually. 
Requisitions  for  vehicles  should  be  submitted  to  the  Purchasing 
Department  prior  to  September  1  of  each  fiscal  year  so  that  the 
University  may  purchase  vehicles  with  the  maximum  fleet  purchase 
discounts  available .  Questions  pertaini ng  to  lease  and  purchase 
policies  may  be  directed  to  the  Automotive  Services  Department 
(353 - 5280)  and  the  Purchasing  Department  (353-5400),  as 
appropriate. 

• I 

X. 

ADDITIONS  TO  THE  FLEET--LONG  TERM  LEASE  OR  OWNERSHIP 

Vehicle  purchases  which  result  in  an  addition  to  the  fleet,  whether 
department-owned  or  leased,  require  appropriate  approval  and  com 
pletion  of  a  Request  for  Long  Term  Lease  or  Ownership  of  a  Univer 
sity  Vehicle  (Form  0-12491).  Questions  may  be  directed  to  the 
Automotive  Services  Department  (353-5280). 

XI. 

VEHICLE  RECEIPT,  SALE,  TRANSFER 

New  University  vehicles  are  delivered  to  the  Automotive  Services 
Department  where  they  are  appropriately  identified  in  accordance 
with  University  policy,  plates  are  affixed,  and  appropriate  files 
for  administrative  and  maintenance  records  are  established .  Trans 
fer  of  vehicles  between  departments  must  be  coordinated  with  the 
Automotive  Services  Department.  University  Equipment  Transfer 
Notices  are  used  to  effect  any  transfer.  Disposal  of  University 
vehicles_ is  to  be  coordinated  with  the  Automotive  Services  Depart 
ment.  Vehicles  will  be  physically  stripped  of  identification  decals 
and  appropriate  University  administrative  records  updated  by  pro 
cessing  the  vehicle  through  the  Automotive  Services  Department. 

•• 

( 

Page: 
Date: 

245 . 6 
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(Vehicle  and  Transportation  Services  Cont.) 

XII. 

VEHICLE  SAFETY  INSPECTIONS 

Responsibility  for  insuring  that  University  vehicles  are  maintained 
in  safe  operating  condition  at  all  times  rests  with  the  owning  de 
partment.  The  department  is  responsible  to  insure  that  maintenance 
records  are  maintained  in  the  University  Service  Garage,  irrespec 
tive  of  where  maintenance  work  is  performed.  Services  from  off. 
campus  licensed  repair  facilities  must  be  coordinated  in  advance 
with  the  University  Service  Garage.  The  University  Service  Garage 
and  approved  off-campus  repair  facilities  are  the  only  agencies 
authorized  to  perform  vehicle  repairs  or  service  on  University 
vehicles. 

XIII. 

VEHICLE  RECALLS 

Manufacturer  vehicle  recalls  are  to  be  coordinated  with  the  Univer 
sity  Service  Garage  where  appropriate  records  will  be  maintained 
regarding  correction  of  defects.  Departments  may  take  the  vehicle 
to  the  servicing  dealer  for  repairs  or  request  Service  Garage  as 
sistance.  Copies  of  repair  orders  are  to  be  filed  with  the  vehicle 
maintenance  records  at  the  University  Service  Garage. 

XIV. 

CREDIT  CARDS 

Credit  cards  should  be  utilized  for  purchase  of  fuel  to  minimize 
University  vehicle  operating  expense.  Automotive  Services  should 
be  contacted  (353-5280)  to  obtain  fuel  cards  for  use  in  the  Univer 
sity  24-hour,  self-service  fuel  system.  Major  oil  company  credit 
cards  for  department-owned  vehicles  may  be  requested  from  the  Ac 
counting  Office  (353-2011). 

XV. 

VEHICLE  AND  TRAVEL  EXPENSE  REIMBURSEMENT 

Reimbursement  for  travel  related  expenses  should  be  processed  as 
outlined  in  the  Hanual  of  Business  Procedures,  Section  70.  Most 
expenses.  associated  with  Automotive  Services  Department  lease  vehi 
cles  are  immediately  reimbursed  at  the  Motor  Pool.  Questions 
regarding  lease  vehicle  expenses  should  be  directed  to  the  Automo 
tive  Services  Department  (353-5280). 

XVI. 

FIELD  TRIPS 

The  University  provides  transportation  capability  for  field  trips . 
Policy  regarding  Field  Trips  is  outlined  in  the  Manual  of  Business 
Procedures  Section  25. 

Page: 
Date: 

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3 - 31-89 

(Vehicle  and  Transportation  Services  Cont.) 

XVII. 

VEHICLE  SERVICE  CHARGES 

Department  charges  for  Bus,  Motor  Pool,  Garage  repair  services,  and 
fuel  will  appear  on  a  monthly  Physical  Plant  billing  statement. 
Questions  regarding  billing  statements  should -be  directed  to  the 
Physical  Plant  Business  and  Personnel  Office  (355-3375).  Entries 
on  the  billing  statement  reflect  charges  posted  up  to  the  statement 
date. 

XVIII. 

EMERGENCY  ASSISTANCE 

Emergency  assistance  for  any  University  vehicle  may  be  obtained  by 
telephoning  the  Automotive  Services  Office  (353-5280)  or  the 
University  Service  Garage  (355-1868).  During  holidays  and  other 
than  normal  office  hours,  requests  for  emergency  assistance  should 
be  directed  to  the  University  operator  (355-1855)  who  will  contact 
the  appropriate  personnel . .  If  necessary,  these  numbers  may  be 
telephoned  "collect." 

XIX. 

INFORMATION 

Information  and  assistance  pertaining  to  any  aspect  of  vehicle 
operation  or  transportation  services  at  Michigan  State  University 
may  be  obtained  from  the  Automotive  Services  Department  (353 - 5280) . 

• 

( 

( 

\ 

• 

( 

Page:  255 . 1 
Date:  3-31-89 

OFFICE  SERVICES  DEPARTMENT 

I. 

GENERAL 

The  Office  Services  Department,  telephone 
88  Service  Road,  is  open  weekdays,  Monday 
to  12:00  noon  and  1:00  p.m.  to  5 : 00  p.m. 
a  charge  basis. 

number  355-6620,  located  at 
through  Friday,  from  8 : 00  a . m. 
All  services  are  performed  on 

II . . 

WORD  PROCESSING  SERVICES 

Word  processing  services  are  available  to  all  departments  of  the 
University  with  a  University  account  number.  All  work  performed  by 
Office  Services  is  on  a  first-come,  first-serve  basis.  Normally,  there 
is  a  24-hour  turnaround  time  for  correspondence.  At  the  time  work  is 
submitted,  the  department  is  given  an  approximate  date  to  expect 
completion  of  their  work.  We  make  every  effort  possible  to  meet 
deadlines  the  department  may  have.  We  have  Zenith  PC's  with  Word 
Perfect  and  Lotus. 

A. 

Transcription  of  Cassettes  and  Microcassettes 

Correspondence,  speeches,  outlines,  abstracts,  journal  articles , 
reports,  notes,  minutes  of  meetings,  research  papers,  etc.  may  be 
transcribed. 

B. 

Addressing  Form  Letters 

Departments  can  order  the  insertion  of  individual  names,  addresses 
and  other  personalized  items  on  a  form  letter,  or  the  entire 
individualized  letters  can  be  run  on  our  word  processing 
equipment. 

C. 

Envelopes  and  Labels 

Departments  can  order  the  typing  of  envelopes  and/or  labels  for 
major  mailings. 

D. 

Manuscript  Typing 

Departments  can  have  manuscripts  typed.  Office  Services  will 
accept  any  manuscript,  grant  proposals,  etc.  for  typing.  Highly 
technical  papers  must  be  accompanied  with  specific  instructions. 

E. 

Communication 

Office  Services  is  now  equipped  to  communicate  with  other  word 
processing  equipment.  We  are  able  to  type  manuscripts  and  then 
send  them  to  University  Printing  for  typesetting. 

• 

( 

( 

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Date: 

255 .2 
3-31-89 

(OFFICE  SERVICES  DEPARTMENT  CONTINUED) 

III.  AUTOPEN  SERVICES 

Signing  of  correspondence  with  an  individual's  original  signature  is 
available.  This  service  is  available  only  when  an  individual  frequently 
has  a  large  volume  of  correspondence  requiring  his/her  signature  on  a 
continuing  basis. 
the  matrix.  Delivery  time  for  a  matrix  is  six  to  eight  weeks. 

Individuals  wishing  to  use  this  service  must  purchase 

IV. 

FACSIMILE  MACHINE 

Office  Services  has  a  Fujitsu  dex  Express  6100  facsimile  machine  which 
is  able  to  either  receive  or  send  material  to  other  facsimiles  via  the 
telephone  line. 

V. 

SPARTAN  OFFICE  AIDES 

A. 

B. 

Temporary  On-Call  Help  - Upon  request,  departments  can  obtain  the 
services  of  substitute  personnel  during  leaves  of  absence, 
vacations,  sickness,  overloads  of  work,  etc . . 

Requesting  Temporary  Help  - To  insure  that  a  temporary  on-call 
employee  will  be  assigned  to  you,  we  should  receive  the  request 
for  help  at  least  one  week  prior  to  the  starting  date  of  the 
assignment.  The  department  must  indicate  the  following: 

1. 
2. 
3. 
4. 
5. 
6. 

Type  of  work  to  be  performed. 
Starting  date. 
Approximate  ending  date. 
Working  hours. 
Name  of  supervisor  to  report  to. 
Account  number  to  be  charged. 

Office  Services  will  determine  the  rate  for  the  service  based  on 
the  type  of  work  to  be  performed  and  will  select  an  employee  who 
best  meets  the  required  qualifications  of  the  position. 

VI.  MICROFII.MING 

Office  Services  has  microfilm  equipment  for  filming  and  viewing . 
Processing  will  be  done  at  a  different  location.  The  work  can  either  be 
performed  in  this  office  or  the  department  can  rent  the  camera  on  a 
weekly  or  daily  basis.  Either  roll  film  or  cassette  film  is  available . 
Ye  do  not  have  the  ability  to  produce  microfiche. 

VII.  LEASING  OFFICE  MACHINES 

A. 

Typewriters  and  related  office  equipment  can  be  rented  from 
General  Stores,  telephone  355-1700.  Machines  cannot  be  rented  for 
less  than  one  full  month. 

Page: 
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3-31-89 

(OFFICE  SERVICES  DEPARTMENT  CONTINUED) 

B. 

C. 

Office  machines  can  be  leased  to  departments  on  a  lease-purchase 
basis.  At  the  end  of  the  lease  period,  the  machine  may  be 
purchased  for  its  depreciated  value. 

Maintenance  of  rental  machines  is  the  responsibility  of  General 
Stores.  The  leasing  department  is  responsible  for  the  following : 

1. 
2 . 

Supplies  needed  to  operate  the  machine. 
Expenses  incurred  due  to  misuse,  theft  or  destruction  of  the 
equipment. 

VIII.  ORDERING  LEASED  OFFICE  MACHINES 

A. 

Departments  should  complete  and  forward  to  General  Stores,  a 
purchase  requisition  stating: 

1. 
2. 
3. 
4. 

5. 

Machine  specifications  desired . 
Number  of  months  rental. 
Date  needed. 
Whether  the  machine  is  for  short-term  rental  or  to  be  leased 
with  a  purchase  option. 
Account  name  and  number  to  be  charged. 

B. 

Monthly  rental  will  be  billed  through  an  interdepartmental  charge. 
Rental  charges  cannot  be  prepaid  beyond  the  current  fiscal  year. 

( 

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260 . 1 
3- 31 - 89 

PHYSICAL  PLANT  DIVISION 

I . 

GENERAL 

This  section  describes  the  wide  range  of  Physical  Plant  Division 
services  and  outlines  basic  business  procedures.  To  address  ques 
tions  not  answered  below,  call  the  appropriate  department  office : 

Administrative  Office 
Automotive  Services 
Custodial  Services 
Engineering  Services 
Maintenance  Services 
Telecommunications  Systems 

II. 

SERVICE  DESCRIPTIONS 

355-3366 
353-5280 
255-8485 
355-3372 
353-1760 
353-5515 

A. 

B. 

C. 

D. 

MAINTENANCE  SERVICES  operates  and  maintains  academic  build  
ings,  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. 

AUTOMOTIVE  SERVICES  operates  the  Campus  Bus  System,  charters 
buses,  rents  and  leases  sedans,  station  wagons,  vans,  and 
trucks  to  departments  and  individuals  for  University  business, 
operates  a  fueling  and  vehicle  repair  station,  and  keeps  data, 
titles,  and  licensing  for  the  vehicle  fleet. 

ENGINEERING  SERVICES  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  also  reviews  plans  for  con 
sulting  architects  and  engineers  on  major  construction 
projects. 

CUSTODIAL  SERVICES  provides  cleaning  service  in  academic 
buildings,  locks  and  unlocks  the  buildings,  operates  swimming 
pools,  replaces  light  bulbs  and  tubes,  and  similar  minor 
building  maintenance.  The  department  also  sets  up  special 
events,  and  provides  heavy  trucking,  labor,  and  equipment  for 
certain  heavy  moving  and  delivery  service .  Contact  the  head 
custodian  for  basic  custodial  service  in  a  building;  otherwise 
call  the  department  office. 

• 

(Physical  Plant  Division  Continued) 

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260.2 
3- 31-89 

E. 

F . 

The  POWER  AND  WATER  department  operates  the  power  plants , 
reservoir,  and  wells  which  provide  steam,  electricity,  and 
water  to  the  main  campus.  For  information  on  utility 
capabilities,  call  Engineering  Services.  To  report  irregular 
utility  conditions  or  utility  interruptions,  call  Maintenance 
Services. 

TELECOMMUNICATION  SYSTEMS  manages  the  University's  telephone, 
electronics,  and  broadband  coaxial  cable  systems .  Call  Main 
tenance  Services  for  procedures  for  electronics  and  broadband 
coaxial  cable  systems.  See  section  280  for  details  on  the 
telephone  system .and  directory  information  services. 

III . 

REQUESTING  SERVICES 

A. 

CROSS-REFERENCES  -- Specific  details  of  the  following  Physical 
Plant  Division  services  and  procedures  appear  in  separate  sec 
tions  of  the  Hanual  of  Business  Procedures: 

Section  Title 

Section  Number 

1. 
2. 
3 . 
4 . 
5 . 

Alterations  and  Improvements  to  Facilities 
Field  Trips  (for  bus  arrangements) 
Key  and  Lock  Service 
Service  Garage  and  Motor  Pool 
Telephone 

200 
25 
225 
245 
280 

B. 

C. 

To  request  routine  maintenance  services  in  academic  buildings 
or  report  problems,  call  353 - 1760;  outside  of  normal  business 
hours  call  355-1855.  For  custodial  services  in  these  build 
ings,  see  the  head  custodian,  leave  a  note ,  or  call  355-8485. 

The  Request  for  Interdepartmental  Haterial  or  Service  ("Ser  
vice  Request")  form  is  used  to  request  Maintenance,  Custodial, 
Engineering,  and  Telephone  (section  280)  services  to  be  paid 
for  by  the  requesting  department.  The  Stores  Department  stock 
order  number  is  140-2842;  a  sample  is  reproduced  on  page 
260.4. 

D. 

WORK  ORDER  AND  JOB  NUMBERS 

Upon  approval  of  the  service  request,  a  copy  of  a  Physical 
Plant  work  order  is  sent  to  the  requesting  department.  Three 
key  references  included  on  the  work  order  are  the : 

1-

2-

3-

JOB  NUMBER  - which  appears  on  all  documents  from  an  ap 
proved  service  request  to  final  billing .  Reference  it 
when  inquiring  about  a  job . 

SCHEDULER  - Physical  Plant's  primary  representative  to  be 
contacted  regarding  the  status  of  a  job . 

DEPARTMENT  REP  -
tive  regarding  all  aspects  of  the  job . 

the  requesting  department's  representa  

• 

(Physical  Plant  Division  Continued) 

E. 

OPEN  ORDERS 

Page : 
Date : 

260 . 3 
3 - 31 - 89 

A  Service  Request  can  also  be  used  to  establish  an  open  order 
for  miscellaneous  or  recurring  Physical  Plant  services .  With 
an  Open  Order  Job  Number  the  department  representative  can 
request  services  verbally  rather  than  sending  separate  Service 
Requests.  However,  be  aware  that  Physical  Plant's  ability  to 
respond  to  "what's  it  for?"  billing  questions  is  also  reduced. 

F. 

BILLING  PROCEDURES 

1-

2-

Billing  procedures  for  telephone  services  are  detailed  in 
section  280. 

Billing  charges  for  all  other  departmental  services  are 
itemized  on  the  Physical  Plant  Division  Honthly  Customer 
Statement. 

G. 

CUSTOMER  INQUIRIES 

1-

2-

To  get  answers  regarding  the  status  of  a  job,  contact  the 
SCHEDULER  listed  on  the  WORK  ORDER  or  call  353-1760. 

To  get  billing  questions  answered,  contact  the  Physical 
Plant  Business  and  Personnel  Office  at  355-3375 . 

• 

( 

.. 0 ,, 

0 

Page: 
Date: 

260.4 
3-31-89 

MICHIGAN  STATE  UNIVERSITY 

REQUEST  FOR  INTERDEPARTMENT  MATERIAL  OR  SERVICE 

. . 

.. 

PHYSICAL  PLANT  USE  ONLY 

Department 

Job  Number 

Priority 

To  the 

From 

Dept.  Acc't No. 

Deliver  to  room 

Building 

Lbr . 

Mat. 

Estimated  Cost 

E.S. 

L.F. 

Total 

S. R . No . 

CFT 

MAT 

LAB 

M.H . 

Deportment  Representative 

Phone 

Give• complete dffcrlptlon of Item or Mnlce requested. 

-

c:: 

.~ 

..c 
C,:, 

..  -
C-,.~; 

;.':J:.  "' 

Date 

Deportment  Head  or  Authorized  Representative 

Sign 

Estimate  requested :  0Yes  0No 

----·- - -- · - - - - - -

• 

• 

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Date : 

265 . 1 
3-31-89 

INSTRLCTIOIAL  MEDIA  CENTER 

The  Instructional  Media  Center  is  the  central  organization  responsible  for 

providing  complete  audiovisual  ~nd  corrtTXJnication  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  I NFCRMA T IOI 

A. 

The  main  office  of  the  Instructional  Media  Center  is  located 

in  Room  126  /!IC  Building  (corner  of Wilson  and  Stadil.411  Roads). 

Normally  business  hours  are  from  7:00  a.m. 

to  6:00  p.m. ,  during 

the  SLIT'IT1er  and  between  terms,  these  hours  may  vary.  The  telephone 

nurber  is  353-3960 .  Audiovisual  services  and  equipment  are 

available  to  faculty,  staff and  registered  student  organizations . 

B. 

The  /!IC  Visual  Productions  Studio  is  located  in  Room  233  Cormvnication 

Arts  and  Sciences  Building.  Business  hours  are  from  7:30  a.m.  to 

5:30  p.m.  The  telephone  nurber  is  353-8670  or  353-9810. 

I I . 

TYPES  OF  SERVICES 

A.  Distribution  and  Media  Facilities  Services 

7.  This  division  provides  a  vast  array  of audiovisual  equipment, 

projectionist  services  and  access  to  the  76rrm  film  and  videotape 

I ibrary.  Equipment  avai fable  includes  76rrm  film  projectors, 

carousel  slide  projectors,  overhead  projectors,  microphones, 

screens,  audiotape  recorders/players,  filmstrip  projectors, 

record  players,  video  players  and  monitors.  Cne  piece  of  the 

above  equipment  may  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 

• 

(Instructional  Media  Center  C.Ontinued) 

Page : 
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265.2 
3- 31- 89 

and  non-classroom  use.  For  regularly  scheduled  credit  courses 

'M"lich  meet  in  large  classrooms  with  media  equipped  pro;ect ion 

booths,  and  rooms  with  a  security  risk,  pro;ectionis-t  services 

are  provided  on  a  free  basis.  For  other  classroom  and  non 

classroom  showings,  customers  are  charged  an  hourly  fee. 

3. 

The  16rrm  educational  film  and  video  library  contains  a  wide 

range  of  titles  'M"lich  are  available  for  use  in  regularly 

scheduled  on-campus  credit  courses  for  a  small  service  charge, 

and  for  other  showings  on  a  fee  basis.  A_pro;ectfon  room  is 

available  for  faculty  and  staff  to  preview  Ike  OM1ed  films 

and  videotapes  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  and  videotape  selection.  Films  and  videotapes  from 

off-campus  suppliers  may  be  ordered  through  the  Ike.  Costs 

include  the  rental  fee,  service  charge  and  round-trip  shipping 

fees. 

4.  Requests  for  classroom  service  rrust  be  placed  at  the  scheduling 

office  a  mini1TUT1  of  twenty-four  (24)  hours  in  advance  of  the 

scheduled  course  in  order  to  receive.· free  service.  Requests  for 

services  may  be  placed by  telephone;  however,  extensive  and/or 

canplex  orders  should  be  placed  in  writing.  Requests  for  films 

and  videotapes  from  off-campus  suppliers  should  be  placed  no  Jess 

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 

• 

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Date: 

265 . 3 
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(Instructional  Media  Center  C.Ontinued} 

Audiovisual  services  provided  by  this  division  include  rental  of 

portable  video  equi,:xnent,  audio  and  video  duplication,  maintenance 

and  repair  of  video  and  audio  equi,:xnent  (including  optical  microscopes 

and  cameras},  consultation  concerning  the  design  and  use  of audio 

visual  systems,  studio  with  complete  audiotape  and  videotape 

production  capabilities,  telelecture,  classroom  lecture  recordings, 

public  address  systems,  and  two-way  radio  cCXT1TLJnication  services. 

All  services  are  available  for  a  fee  covering  equi,:xnent,  materials, 

parts  and  labor.  Maintenance  contracts  are  available  for  department 

(Mlf1ed  equ i ,:xnen t . 

C.  Photographic  Services 

I 

A wide  variety  of  services  are  available  both  through  the  Ike 

( 

Photographic  Laboratory  and  off-campus  vendors  with  whom  we  contract 

special  processes.  £-6  color  slide  film  processing  is  run  four  times 

daily  in  our  lab.  Other  services  provided  are  color  and  black  and 

white  film  processing,  slide  duplication,  black  and  white  Itek  prints, 

customer  black  and  white  and  color  printing,  a  variety  of  slide 

product ions  from  original  art,  portrait  and  passport  photographs, 

location  and/or  studio  photography,  medical  and  scientific  photogrpahy, 

and  computer  generated  slides  and  transparencies.  Pressure  sensitive 

labels  are  also  avai fable  in  sizes  ranging  from  1"  x  1"  up  to  5"  x  10", 

made  to  customer  specifications.  All  services  are  provided  on  a  fee 

basis.  For  your  convenience,  there  is  a  drop-off  box  located  at  the 

North  entrance  to  the  Ike  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  are  provided 

• 

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( 

( 

(Instructional  Media  C.enter  Continued} 

Page : 
Date: 

265 .4 
3-31-89 

by  this  division.  Types  of art  'Nhich  can  be  produced  include  camera 

ready  art,  original  drawings,  transparencies,  poster  session  design, 

three-dimensional  displays,  slide  art,  charts  and  graphs,  matting  and 

framing,  hand  lettered  certificates,  nameplates,  lettering  and  sign 

production  including  corrplete  signage  systems  and  typesetting.  A 

Desk-top  publishing  option  is  available  for  the  development  of  camera 

ready  copy  for  the  printer  in  the  areas  of newsletters,  fliers, 

prototype  text,  brochures,  and  overhead  transparencies.  Data  may 

be  directly  entered  through  an  optical  scanner.  The  scanner  can 

recognize  most  IBM  type  faces  and  computer  printouts  other  than  laser 

printers. 

In  addition,  there  is  staff available  for  production  of 

tT1J!ti-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 .  This  division  also  maintains 

an  area  for  the  construction  and  fabrication  of displays  for  use  at 

conventions  and  trade  shows,  as  well  as  in  departments .  These  services 

are  available  on  a  fee  basis  'Nhich  includes  materials,  labor  and 

consultation.  The  telephone  nurrber  is  353-8670  or  353-9810. 

E.  Marketing 

This  division's  service  includes  the  prcmotion,  distribution  and  sale 

of University  sponsored  instructional  programs  and  materials  developed 

by  faculty.  The  staff will  coordinate  the  packaging  of  the  programs, 

detennine  pricing,  design  and  produce  prcmotional  brochures,  direct 

mail  advertising  to  potential  national  and  international  custaners, 

arrange  copyright  protection,  reproduction  of programs  and  distribution 

of  royalties.  The  telephone  nurber  is  353-9229. 

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265 . 5 
3-31-89 

(Instructional  Media  Center  C.Ontinued) 

II I. 

BILLING  STATEMENTS 

Each  division  has  order  forms  designed  for  its  individual  services. 

C.Opies  of  the  invoices  are  mailed monthly  to  each  department  to  coincide 

with  the  arrival  of University  fund  ledgers. 

Invoices  are  attached  to  a 

strrmary  sheet  which  lists  charges  by  account  nurber. 

(Purchasing  Department  Continued) 

Page:  270.3 
Date:  3-31-89 

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  Department  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  order  is  a  ten-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  Mail 

Service. 

2.  The  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:  270.4 
Date:  3-31-89 

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 

j .  Purple  - Stores 

2.  Department  Copies 

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. 

Back  of  Requisition  (Yellow  Copy) 

Page : 
Date : 

270 .12 
3-31-89 

INSTRUCTIONS  FOR  COMPLETING  REQUISITION  FORM 

This form will convey to the Purchasing Department your requirements for supplies, services and equipment and from it a Purchase Order 
will  be written. The  Michigan State University Purchasing  Department is  empowered  by the  Board  of Trustees  to  commit  the  University  for 
approved departmental requirements of supplies, services and equipment and does so when requested on this REQUISITION form.  The follow 
ing may assist in the prompt procurement of your needs: 

1  REQUISITION forms may be obtained from General Stores. 

2  TYPE on lines only. Use second sheet if needed. 

3  DESCRIPTION is important and needs to be concise but clear and complete to enable Purchasing to know the exact materials needed. Use 
catalog or parts numbers when possible.  Note name and number of catalog when used as a reference. Unit prices or cost estimates assist in 
identification. 

4  SPECIAL CODES FOR DEPARTMENT USE may be entered in this block by requisitioners for internal processing or record keeping within 

their own department. Such codes will be printed on the Purchase 0fder when typed . 

5  SPECIFICATIONS for unusual requirements may need to be given in a separate memorandum, accompanied by drawings or samples. 

6  SUGGESTED SOURCES will  be  welcomed;  also, reference to previous Purchase Orders. Copies of any correspondence or price informa 

tion secured by the department preliminary to ordering would be of assistance if attached to the requisition. 

7  QUOTATIONS.  It is  not the  responsibility of requisitioning  departments  to  get  quotations. Quotations will  be  secured  by the  Purchasing 
Department  as  necessary  to  make  an  adequate  price  determination.  If  desired,  memorandum  request  for  quotations  may  be  made  to 
Purchasing prior to writing a requisition . 

8  AWARD  OF  ORDERS, where  multiple quotations have been secured,  will  be  on  the basis  of price,  quality and  service. These  considera 
tions being equal, preference is given to Michigan manufacturers and suppliers. An adequate written justification is necessary from the using 
department to purchase from other than the low bidder. 

9  SIGNATURES required  are ( 1)  the Department Head  or person responsible for the department budget, (2)  the Dean or  Division  Head , if re 
quired by him, (3)  the Auditor for Research contracts if grant funds are involved. The name and phone number of the person responsible for 
the requisition, or the one who will use the material ordered, will be of assistance if additional information is needed. 

10  DATE NEEDED is important to the handling of the order. When early delivery is  urgent Purchasing will make every effort to meet the date 

given. It should be kept in mind, however, that "rush" orders mean extra expense and often higher prices. 

__ 11  DELIVERY is  expected  to  be  made  to  the  General  Stores'  Receiving  dock and  from  there to you  by  General  Stores·  truck .  Please  notify 

General Stores Receiving of anything delivered by the supplier directly to you . 

12  GENERAL STORES may have in stock the material you need. Check their catalog or call them (Ext. 5-1700) for office supplies, maintenance 

supplies, miscellaneous hardware and electrical supplies, etc., and also laboratory supplies. Use a Stores requisition form . 

13  ERRORS.  DAMAGED  SHIPMENTS. etc.  should  be  reported  immediately to  Expediting  section  of Stores  (Ext.  3-5390) .  Please  check 

your copv of the Purchase Order with your copy of this requisition . 

14  PROCUREMENT for all University departments is the business of the Purchasing Department. When in need of service, materials or equip 
ment use this requisition  form, or  IF URGENT phone Purchasing.  Refer procurement problems, questions.  requests for assistance, etc.  to 
us. Phone individu_al buyers on their extensions or the department, 355-0357, Address: Purchasing Building, West Service Road . 

( 

• 

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Page :  275 ; 1 
Date:  3/31/89 

BROADCASTING  SERVICES 

I. 

GENERAL 

The  Broadcasting  Services  department  includes  the  divisions  of  WKAR 
Radio  (AM  and  FM),  located  in  283  Communication  Arts  Building, 
355-6540,  and  Instructional  and  Pubic  Television,  located  in  212 
Communication  Arts  Building,  355-2300.  Business  hours  are  weekdays  from 
8:00  a.m.  to  5:00  p.m.;  however,  staff  members  are  on  duty  24  hours  a 
day. 

II. 

SERVICES  OFFERED 

A.  Assisting  faculty  in  planning,  writing  and  producing  instructional 

campus  cable  system,  to  classrooms  and  auditoriums  equipped 
with  receivers  or  large-screen  television  projection,  and  to  area 
CATV  systems.  Contact  the  Assistant  Director  of  Instructional 
Television  it  355-2300  for  more  information. 

B.  Duplicating  instructional  videotapes  and  providing  videotape  review 
facilitles  in  the  University  library.  Contact  the  Production 
Services  Assistant  Director  at  355-2300  for  more  information . 
C.  Maintaining  a  library  of  over  3,500  instructional  videotapes . 
D.  Providing  two-way  audio  communication  satellite  services  to 

MSU  faculty  and  staff.  Contact  the  FM  Program  Manager  for  this 
service  at  355-6540. 

E.  Providing  a  specialized  broadcast  service  for  the  blind  and 

physically  handicapped  via  specially  designed  receivers,  available 
for  a  $25  deposit,  to  eligible  listeners.·  For  further  information, 
contact  Radio  Talking  Book,  a  division  of  Broidcasting  Services,  at 
353-9124. 

F.  Providing  laboratory  facilities  and  internship  opportunities  to 
telecommunications  students.  Contact  the  Assistant  Director  of 
Instructional  Television  at  355-2300  for  more  information. 

G.  Consulting  on  and  maintaining  of  departmental  television 

systems.  Contact  the  Technical  Services  Assistant  Director  at 
355-2300  for  additional  information. 

H.  Consulting  on  purchases  and  installation  of  audio  recorders  and 

other  studio  equipment,  two-way  radio  systems  and  interpretation 
of  FCC  rules  and  regulations  can  be  arranged  through  the  Chief 
Engineer  at  355-6540. 

. 

I .  Recording  copies  of  certain  programs  broadcast  on  WKAR-AM  or  FM 
for  purchase.  Requests  are  made  through  the  FM  Program  Manager 
at  355-6540. 

III. 

FORMS  TO  BE  USED 

Initial  contact  for  services  should  be  made  by  telephone.  Broadcasting 
Services  will  provide  the  appropriat~  form  for  the  service  requested . 

IV. 

STATEMENTS 

On  completion  of  service,  a  Journal  Voucher  (General  Stores,  stock 
number  140-2528)  will  be  sent  to  the  Accounting  Department  and  a 
duplicate  copy  mailed  to  the  department  requesting  the  service. 

• 

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280 . 1 
3 - 31 - 89 

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  below  for  details  on  submit 
ting  information  and  where  to  get  answers  and  questions  about 
the  procedures. 

B. 

C. 

Equipment-related  information  is  available  from  Telecom  Sys 
tems  at  353-5515.  For  further  details  see  item  IV  below . 

For  information  on  monthly  telephone  charges,  see  item  V.  be 
low  or  call  355-3375. 

III . 

TELEPHONE  DIRECTORY  INFORMATION  CHANGES 

A. 

The  Personnel  Action  Notice  (PAN)  or  Address  Information 
Notice  (AIN)  is  used  to  change  directory  information  for  em 
ployees  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  depart 
ments .  Departments  can  obtain  information  by  calling  the  Of 
fice  of  Academic  Personnel  Records  at  355-1526  for  faculty  and 
academic  personnel,  Personnel  Resource  Systems  at  353-4330  for 
non-academic  personnel  and  Registrar's  Office  at · 353-4490  for 
graduate  assistants  and  MSU  associates. 

B. 

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. 

• 

( 

( 

(Telephone  Service  Continued) 

IV . 

TELEPHONE  AND  INTERCOM  EQUIPMENT 

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Date : 

.280 . 2 
3 - 31-89 

A. 

B. 

C. 

D. 

E. 

F . 

G. 

Requests  to  install,  remove,  replace  or  alter  telephone  equip 
ment  may  be  initiated  by  submitting  a  Request  for  Interdepart 
ment  Material  or  Service  form  (Stores  stock  order  #140-2842) 
to  Telecom  Systems,  177  Public  Safety  Building. 

Charges  for  such  changes  are  billed  to  the  department  request 
ing  the  change  on  the  monthly  telephone  billing  statement. 

Consultation  service  for  telecommunication  systems  can  be  ob 
tained  as  follows : 

1 . 

Broadband  cable  and  electronic  systems,  telephone  353-
1766. 

2 . 

Telephone  system,  telephone  353-5515. 

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 . 

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. 

Conduit  designated  for  telephone  service  wiring  cannot  accom 
modate  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. 

Telecom  Systems  will  arrange  installation  of  intercoms  and 
related  communications  equipment .  All  installation  and  main 
tenance  costs  of  such  equipment  are  the  responsibility  of  the 
department  req~esting  the  service . 

• 

(Teiephone  Service  Continued) 

V. 

TELEPHONE  CHARGES 

A .

. GENERAL 

Page : 
Date: 

280.3 
3-31-89 

The  Physical  Plant  Division  sends  each  department  a  monthly 
telephone  statement  itemizing  charges  for  use  of  telephone 
equipment,  long  distance,  local  calls,  directory  advertising, 
broadband  services,  etc.  Call  355-3375  for  billing 
assistance. 

( 

B. 

LONG  DISTANCE  CALLS 

1. 

2. 

3. 

4. 

5. 

Each  department  is  responsible  for  determining  that 
charges  on  the  billing  statement  are  applicable.  The 
Long  Distance  Telephone  Record  (Stores  stock  order  #140-
2716,  see  Exhibit  I  on  page  280.4)  is  recommended  for 
this  purpose,  and  should  be  made  available  to  all  persons 
in  the  department  who  make  long  distance  calls . 

-Toll  credits  may  be  requested  by  using  the  Telephone  Toll 
Credit  Request  (Stores  stock  order  #140-2721) . 
cases,  long  distance  carriers  will  not  issue  a  credit  for 
calls  originating  from  a  ~epartment  telephone. 

In  most 

The  department  is  responsible  to  restrict  access  to  staff 
telephones  to  authorized  persons  only. 

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. 

If  you  need  to  have  a  questionable  call  investigated, 
call  355-3375  to  make  arrangements  with  the  appropriate 
long  distance  carrier. 

C. 

TRANSFER  OF  CHARGES 

1. 

2. 

3. 

A  department  may  wish  to  charge  an  account  other  than  the 
one  designated  for  telephone  service  or  long  distance 
toll  charges . 

This  transfer  of  charges  may  be  done  by  sending  a  Journal 
Voucher  to  the  Accounting  Department,  360  Administration 
Building,  telephone  355-5000. 

To  keep  bookkeeping  to  a  minimum,  these  entries  should 
not  be  prepared  more  than  once  a  month. 

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280.4 
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EXHIBIT  I 

MICHIGAN  STATE  UNIVERSITY 
East  Lansing 

Loni  Distance  Telephone  Record 

Date _____ _  19__  Tim•5.---

a.m. 
p.m. 

Call  from 

Telephone  No. _________  _ 
Chargeable  to 

University  Account  No. _______ _ 

Call  to 

Name  or  Firm, ___________ _ 

City  &  State ___________  _ 

Telephone  No. ____ _______  _ 

Instructions 

1.  Fill  out  one  form  for  each  completed  lon9  distance  telephone 
coll  or  for  each  occepttd  collect  call. 
2.  Gin  to  departmental  clerk  or  secretary  to  use  in  reconciling 
monthly  long  distance  charges. 

~~:J;:::r:~:rion/Eqwl Opponuniry lnsriturion 

0.12510 

• 

\ 

Michigan  State  University 

MANUAL  OF  BUSINESS  PROCEDURES 

Page:  285:1 
Date:  3-31-89 

UNIVERSITY  PRINTING 

I.  Location  & Hours 

A.  University  Printing,  Telephone  No.  355-6610  is  located  on  the  second 
floor  of  the  Central  Services  Building.  Office  hours  are  Monday 
through  Friday,  from  7:30  to  12:00  a.m.  and  12:30  to  5:00  p.m. 

B.  Kellogg  Printing  and  Mailing  is  now  a  division  of  University 

Printing,  located  in  room  80  of  the  Kellogg  Center. 

c.  Special  Notice  - University  Printing  is  scheduled  to  be  relocated 
in  late  spring  or  summer  of  1989.  The  new  location  will  be  1330 
South  Harrison,  the  old  stores  building. 

II.  Copy  Centers 

A.  There  are  7  copy  centers  operated  by  University  Printing  to  provide 

convenient  and  fast  duplication  and  collating  service  to  all  units 
on  campus  on  a  first-come,  first-serve  basis. 

1.  Agriculture  Hall,  Room  47,  Telephone  No.  355-1918; 
2.  Anthony  Hall,  Room  116,  Telephone  No.  353-7796; 
3.  Eppley  Center,  Room  5,  Telephone  No.  353-7250; 
4.  Fee  Hall,  Room  Elll, · Telephone  No.  353-6667; 
5.  Kellogg  Center  printing  and  mailing,  Room  80,  Telephone 

No.  355-5074; 

6.  Life  Science,  Room  B200,  Telephone  No.  353-8716; 
7.  Plant  and  Soil  Science,  Room  All8,  Telephone  No.  353-8993. 

B.  Requests  for  copying  service  can  be  made  by: 

1.  completing  an  order  form  at  the  corresponding  copy  center;  or 
2.  an  order  for  copy  center  service  can  be  send  via  Campus  Mail 
Service  to  a  copy  center  or  University  Printing.  A memo 
supplying  the  account  number  to  charge,  number  of  copies  and 
other  pertinate  information  should  be  included. 

III.  Services  Provided 

A.  Through  the  use  of  a  University  account  number,  charged '.on  a 

time  and  materials  basis,  University  Printing  offers  the  follow 
ing  services  to  all  departments  on  campus: 

1.  offset  duplicating  or  printing;  typesetting,  pasteup  and  key 

lining;  camera  and  platemaking  for  the  reproduction  of: 

a)  booklets,  business  cards,  business  reply  envelopes,  form 
letters,  index  cards,  illustrated  brochures,  maps,  memo 
pads,  newsletters,  postal  cards,  ruled  forms,  carbonless 
paper  forms,  self  adhesive  or  gummed  paper  labels,  consec 
utively  numbered  forms  or  sets,  stationery  and  other 
related  items. 

• 

(University  Printing  - Continued) 

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285.2 
3-31-89 . 

b)  a  large  selection  of  printing  papers  in  a  variety  of 
colors  and  weights  is  available  from  on  hand  storage. 
Other  papers  can  be  selected  and  purchased  from  out 
side  vendors  to  fill  special  requests. 

c)  phototypesetting  including  keylining  and  layout  is 

available.  Equipment  to  receive  keystrokes  from  desk 
top  computers  and  word  processors  via  a  telephone  modem 
is  available. 

d)  a  photographic  duplicate  (called  a  PMT)  of  your  artwork, 

form  or  type  can  be  reproduced.  The  camera  will 
accommodate  originals  as  large  as  25"  x  36".  The  camera 
range  is  from  600%  enlargement  to  16%  reduction.  The 
largest  duplicate  print  (PMT)  is  20"  x  24". 

e)  screen  prints  (halftones  for  photographs)  can  be  repro 

duced  using  the  PMT  process,  up  to  10"  x  12". 

IV.  Ordering 

A.  Printing  orders . can  be  placed  in  person  at  the  office  or  via 
Campus  Mail  Service  accompanied  by  a  memo  containing  the 
following  information: 

1.  account  number  to  be  charged; · 
2.  quantity; 
3.  name  and  telephone  number  of  a  person  to  contact  in  case 

additional  information  is  needed; 

4.  room  number  and  building  where  finished  prder ..  is  to  be 

delivered; 

5.  a  sample  of  the  item  to  be  printed,  if  it  is  a  rerun  or 

repeat  job; 

6.  instructions  concerning  color  of  paper  or  ink  color,  print 
ing  on  one  or  both  sides,  or  other  special  requirements; 

7.  date  when  job  is  needed. 

B.  More  complex  jobs  should  be  covered  by  a  personal  visit  to  the 
office  of  University  Printing,  or  Kellogg  Printing  and  Mailing. 

V.  Proofreading 

A.  A  copy  of  the  material  to  be  proofread  can  be  reviewed  at 

University  Printing,  or  it will  be  sent  to  the  department  via 
Campus  Mail  Service.  Silverprints  are  available  upon  request. 
The  proof  and  original  copy  must  be  returned  marked  approved  or 
with  corrections  indicated  to  University  Printing. 

B.  Proofreading  is  the  sole  responsibility  of  the  departments 

requesting  the  printing  order. 

VI.  Delivery  of  Job 

A.  University  Printing  delivery  service  is  provided  in  conjunction 

with  MSU  Stores. 

B.  For  the  convenience  of  the  ordering  department  finished  material 

may  be  picked  up  at  University  Printing. 

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Date: 

3-31-89 

(University  Printing  - Continued) 

c.  A numbered  receipt  will  accompany  each  delivery  and  must  be 
signed  by  a  person  authorized .to  receive  the  delivery. 

VII.  Charges 

A.  University  Printing  charges  all  services  on  a  time  and  materials 
basis  and  has  no  provisions  for  cash  transactions;  therefore, 
payment  is  accomplished  by  a  charge  to  departmental  accounts. 

B.  Responsibility  for  requests  for  service  to  be  charged  against 
any  account  number  rests  upon  the  department  having  jurisdic- . 
tion  over  expenditures  charged  against  that  account  number. 
Only  such  services  as  can . be  paid  out  of  favorable  balances 
are  to  be  requested.  University  Printing  will  not  be  responsible 
for  controlling  which  individuals  within  the  department  are  author 
ized  to  request  services. 

VIII.  Statements 

A.  Departments  will  be  furnished  a  monthly  statement  showing  a 

brief  job  title  and  description  and  total  cost  charged  to  the 
account.  A  cut-off  date  of  the  25th  has  been  established  to 
. facilitate  posting  of  account  charges  for  all  months  except 
June,  which  is  extended  to  the  30th·.  Charges  for  jobs 
completed  between  the  25th  and  the  last  day  of  the  month  will 
be  posted  to  the  following  month. 

B.  The  total  of  all  job  charges  against  an  account  number  for  the 

month  will  be  posted  to  the  monthly  Fund  Ledger  issued  by  the 
Accounting  Department,  Office  of  the  Controller. 
showq  on  the  monthly  statement  submitted  by  University  Printing 
does  not  agree  with  amount  shown  on  the  Fund  Ledger,  the  de 
partment  should  advise  the  Office  of  the  Controller  Accounting 
Department,  Telephone  No.  355-5000,  and  University  Printing 
355-6610. 

If  the  total 

IX.  Availability  of  New  Copy  Centers  or  Copy  Machines 

A.  University  Printing  will  establish  a  full  service  Copy  Center 
in  any  campus  building  having  high  volume  copy  requirements 
and  sufficient  space  available  to  accommodate  a  center. 

B.  When  copy  volume  does  not  warrant  a  full  service  Copy  Center, 

University  Printing  can  furnish  sophisticated  copy  machines  on 
a  cost  per  copy  basis. 

C.  Please  contact  University  Printing  at  355-6610  for  more 

complete  information. 

X.  Coin-Operated  Copy  Machines 

A.  Michigan  State  University  has  a  contract  with  a  copy  machine 
vendor  for  the  placement  of  coin-operated  copy  machines  on 
campus. 

B.  This  agreement  is  maintained  by  University  Printing. 

C.  Please  contact  University  Printing  at  355-6610  for  more 

complete  information. 

• 

( 

Page:  285.4 
Date:  3-31-89 

(University  Printing  - Continued) 

XI.  Facsimile  Copier 

A.  We  have  a  Telecopier  Facsimile  Terminal  (FAX  machine)  making 
communication  quicker  to  better  serve  your  needs.  The  phone 
number  is  (517)  353-9424,  if  calling  from  off-campus  or  on 
campus  39424. 

B.  Kellogg  Printing  and  Mailing  FAX  number  is  (517)  353-4821  or 

on  campus  34821. 

c.  The  FAX  machines . are  available  for  department  use,  either 
sending  or  receiving  at  a  nominal  fee.  Please  contact 
University  Printing  for  details. 

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3-31- 89 

DIVISION  OF  UNIVERSITY  RELATIONS 

The  Division  of  University  Relations  administrative  office  is  located  at 
110  Linton  Hall,  telephone  number  353-7958.  The  Division's  mission  is  to 
maintain  positive,  constant,  and  meaningful  communication  with  the 
University's  external  and  internal  audiences.  The  Division  is  the  designated 
University  unit  for  the  maintenance  of  advocacy  and  policy  communications. 
Units  of  University  Relations  providing  service  to  academic  and 
administrative  departments,  and  the  procedures  necessary  to  utilize  their 
services  are : 

I. 

BROADCAST /MARKETING/PHOTO  GENERAL  INFORMATION 

The  Broadcast/Marketing/Photo  (BMP)  unit  within  University  Relations  was 

established  in  1987  to  serve  Michigan  State  University's  electronic  media  and 
photographic  needs.  BMP  coordinates  publicity  and  promotional  functions  in 
the  areas  of  video  and  audio  broadcast,  institutional  marketing,  and  still 
photography . 

A. 

BMP  is  located  at  240  Nisbet  Building,  1407  S.  Harrison  Road, 

telephone  number  355-7505. 

B.  BMP  VIDEO: 

specializes  in  planning  and  producing  promotional  video 

spots  and  features  for  all  campus  units  such  as  student  recruitment, 
fundraising,  and  promotion  of  unit  services.  Location  shooting 
equipment,  an  on-site  editing  facility,  and  a  video  library  are 
available  to  handle  all  basic  needs. 

C.  BMP  AUDIO:  disseminates  the  news  of  the'  University  to  Michigan's 
radio  stations  through  use  of  MSU's  "News  Hotline."  More  than  150  stories  a 
year  from  MSU  are  distributed  to  the  state's  nearly  200  radio  stations 
throug}?.  a  toll-free  "800"  number. 

D.  BMP  MARKETING: 

specializes  in  the  institutional  marketing  of 

Michigan  State  University. 

E. 

BMP  PHOTO:  provides  a  source  for  top-quality  still  photography. 
Among  the  services  offered  are  customized  location  shooting,  film  processing, 
and  a  vast  library  of  existing  color  slides  and  black-and-white  prints. 

II.  B/M/P  COSTS  AND  PROCEDURES 

Cost  estimates  can  be  formulated  upon  the  initial  planning  meeting 
between  the  BMP  staff  member  and  the  client.  BMP's  service  fee  is  based  on 
the  complexity  of  the  client's  needs,  and  will  be  charged  to  the  client's 
account  via  interdepartment  transfer. 

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290.2 
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I. 

NEWS  BUREAU  GENERAL  INFORMATION 

The  MSU  News  Bureau,  a  unit  of  University  Relations,  is  the  primary 
liaison  between  the  university- and  the  news  media,  newspapers,  radio  and 
television  stations,  magazines  and  wires  services. 
coverage  of  the  university  by  local,  state,  national  and  international 
media. 
Its  staff of  five  writers  and  editors  works  with  news  reporters  to 
assist  them  in  covering  news  about  the  university.  The  staff  also  offers 
counsel  to  university  faculty  and  administrators  in  dealing  with  the  news 
media. 

It  initiates  news 

( 

A. 

The · News  Bureau  is  located  in  118  Linton  Hall,  telephone  number  is 

355-2282,  the  News-Bulletin  is  located  in  103-104  Linton  Hall,  telephone 
number  355-2285.  MSU  Today  is  located  in  the  News  Bureau. 

B.  The  News  Bureau  also  produces  the  MSU  News-Bulletin,  the 

faculty-staff  newspaper. 
bi-weekly  during  the  summer. 
editor  and  associate  editor.  The  MSU  News-Bulletin  also  frequently  serves  as 
a  distribution  vehicle  for  inserts  prepared  by  a  unit  with  a  particular 
· 
message  for  the  News-Bulletin  audience. 

It  is  published  weekly  during  the  academic  year  and 
It  is  produced  by  a  two-person  staff,  an 

C.  MSU  Today,  the  university's  alumni  newspaper,  is  also  produced  by 

the  News  Bureau. 
alumni  in  the  U. S. 

It  is  published  twice  a  year  and  sent  to  all  200,000-plus 

I. 

UNIVERSITY  PUBLICATIONS  GENERAL  INFORMATION 

The  office  of  University  Publications,  produces  recruitment, 

institutional  advancement,  promotional,  scholarly,  and  athletic  publications, 
as  well  as  graphic  identity  materials  (e.g. ,  logos)  for  academic  and 
administrative  departments.  Editors  and  graphic  designers  plan  and  supervise 
production  of  publications  consistent  with  the  goals  of  both  the  campus  unit 
initiating  the  publication  and  the  university. 

A.  University  Publications  is  located  in  447  Berkey  Hall,  telephone 

number  is  355-3290. 

B.  A  university  staff  member  planning  a  publication  should  call 
University  Publications  and  arrange  a  production  planning  meeting  with  an 
editor  to  discuss  a  publication  budget,  a  production  schedule,  and  procedural 
details. 

II.  UNIVERSITY  PUBLICATIONS  COSTS  AND  PROCEDURES 

The  total  cost  of  a  publication,  which  is  paid  by  the  unit  that  orders 
the  job,  is  based  on  the  following  components  and  can  usually  be  estimated 
after  the  initial  publication  planning  meeting: 

• 

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290.3 
3-31-89 

A. 

Preparing  the  publication  up  to  the  camera-ready  stage 
1.  Planning  the  publication,  including  budget  and  production 

schedule. 

2.  Writing  the  text  (can  be  done  by  the  initiating  unit  or  by 

University  Publications). 

3.  Taking  the  photos  (can  be  arranged  by  the  initiating  unit  or  by 

University  Publications). 

4.  Designing  the  publication. 
5.  Editing  the  text. 
6.  Typesetting  and  proofreading  (University  Publications 
proofreads  in  cooperation  with  the  initiating  unit). 

7.  Mechanically  preparing  the  key lines. 
8.  Writing  technical  specifications  for  the  printer. 
9.  Obtaining  competitive  bids  for  papers,  printing,  and  binding. 

B. 

Printing  and  binding  the  publication;  important  variables  are  size, 

quantity,  paper,  number  of  ink  colors,  number  of  photographs,  and  number  of 
pages.  University  Publications  coordinates  production  to  delivery  of 
finished  product. 

C.  A  University  Publications  fee,  based  on  the  complexity  of  editorial 

and  design  services,  will  be  charged  to  the  client's  account  via 
interdepartment  transfer. 

D.  After  step  #9  above  is  complete,  the  university  client  supplies 

University  Publications  with  a  requisition  for  the  work  involved  in  step 
B.  University  Publications  processes  this  requisition  along  with  the 
bids  through  the  MSU  Purchasing  Department. 

III.  PUBLICATIONS  AVAILABLE 

University  Relations  produces  several  campuswide  publications,  which  are 

available  for  a  fee  from  the  Office  of  Public  Relations,  110  Linton  Hall, 
353-7958: 

A. 

The  Campus  Guide,  a  6-color  18"  x  24"  map  of  the  campus  that 

includes  a  series  of  color  photographs  and  a  description  of  points  of 
interest  to  visitors. 

B. 

Profile:  Michigan  State  University,  a  16-page,  full-color  booklet 

describing  the  university's  accomplishments  and  attractions,  useful  for 
students,  faculty,  and  staff  recruitment  and  other  promotional  purposes. 

C.  MSU  Facts  In  Brief,  a  brief overview  of  Michigan  State  University. 

• 

Page:  305. L 
Date:  3-31-89 

FELLOWSHIP  AND  TRAINEESHIP  APPOINTMENTS 

I.  GENERAL 

A.  A  Graduate  Fellowship/Traineeship  Appointment 

Recommendation  form  must  be  prepared  for  each  student 
receiving  a  fellowship  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. 
is  required,  contact  Contract  and  Grant  Administration, 
telephone  355-9645. 

If  more  information 

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  the 
month.  The  payments  are  processed  through  Contract  and 
Grant  Administration,  -not  the  Payroll  Office,  and  MSU 
is  not  required  to  withhold  tax  for  U.S.  citizens. 
However,  effective  January  1,  1987,  MSU  is  required  to 
withhold  income  tax  on  fellowships  awarded  to  , 
nonresident  aliens.  Form  W-4  must  be  completed  and 
submitted  to  Contract  and  Grant  Administration  before 
payment  to  nonresident  aliens  can  be  made. 

IRS  Form  1042S,  Foreign  Person's  U.S.  Source  Income 
Subject  to  Withholding,  is  issued  annually  to  each 
nonresident  alien  fellowship  recipient,  whether  or  not 
the  individual  has  taxes  withheld.  Form  1042S,  which 
is  issued  by  the  Payroll  Department  no  later  than  March 
15,  reports  all  payments  made  during  the  previous 
calendar  year.  The  Payroll  Department  also  provides  a 
letter  of  payments  and  state  tax  withholdings  that  can 
be  used  when  filing  the  State  of  Michigan  income  tax 
return.  Questions  about  Forms  1042S  should  be 
addressed  to  the  Payroll  Department,  5-5010. 

B.  Recipients  of  Post  Doctoral  Fellowship  Awards  will  be 
paid  through  the  Contract  and  Grant  Administration 
office. 
exclusion  of  $300  per  month  for  up  to  36  months  is  no 
longer  allowed.) 

(Note  - Effective  January  1,  1987,  an 

Page:  305.2 , 
Date: 

3-31.;..ag 

(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,  and  received  by  the 
Fellowship  Section  of  Contract  and  Grant 
Administration. 

IV. 

TUITION  AND  FEES 

If  the  fellowship  appointment  provides  for  payment  of 
tuition  and  fees,  the  student  will  receive  this  credit  at 
the  time  of  registration. 

V. 

AMENDMENT  OR  TERMINATION 

Fellowship  or  traineeship  appointments  may  be  amended  or 
terminated  by  preparing  a  new  appointment  form.  A  space  is 
provided  to  indicate  the  reason  for  the  amendment  or 
termination. 

VI. 

OATH  CARDS 

( 

Persons  appointed  to  a  fellowship  or  traineeship  are  not 
required  to  sign  oath  cards. 

• 

( 

( 

Page:  310.1 
Date: 

3- 31-89 

FLOWER  PURCHASES 

I.  UNIVERSITY  POLICY 

The  purchase  of  flowers  in  moderation  is  permitted  for  receptions, 

banquets,  and  special  luncheons.  University  policy,  however, 

does  not  permit  the  purchase  of  flowers  in  recognition  of  death 

or  illness  except  through  the  Office  of  the  S~cretary  of  the 

Board  of  Trustees. 

Upon  the  death  of  a  member  of  the  faculty  or  staff,  including 

retirees,  the  department  should  notify  the  Staff  Benefits  Office, 

353-4434.  The  Staff  Benefits  Office  will  notify  the  Office  of 

the  Secretary  of  the  Board  of  Trustees. 

• 

Page : 
Date : 

315.1 
3- 31-89 

GIFTS,  GRANTS  OR  CONTRACTS 

I. 

SPONSORED  RESEARCH 

A.  Basic  Policies  for  Administration 

1.  Research  projects  should  be  developed  consistent  wi th 

the  University's  goals . 

2 .  Sponsored  research  should  be  accepted  only  if 

appropriate  time,  space  and  facilities  can  be  made 

available.  Provisions  should  be  made  for  continuity  of 

support  in  order  to  stabilize  required  staff. 

3.  The  University  should  retain  the  rights  of  first 

publication  for  its  scholars. 

4.  The  complete  cost  of  the  research  should  be  determined. 

If  grants  or  contracts  are  accepted  which  do  not  cover 

( 

all  of  the  direct  and  indirect  costs,  the 

department/college  may  be  asked  to  provide  the 

additional  financial  support  with  the  full  recognition 

that  it  is  making  a  contribution  to  the  cost  of  the 

work. 

S-.  Research  projects  should  conform  to  established 

University  patent  policy  (see  "Supplementary  Statement 

Regarding  Disposition  of  Patents"  on  page  315.10). 

B.  Proposal 

1.  The  proposal,  which  is  generally  developed  in  the 

department,  should  establish  the  terms  and  conditions 

for  the  provision  of  funds  and  the  performance  of 

research.  Before  the  final  draft  of  the  proposal  is 

completed,  the  budget  should  be  reviewed  by  the  Office 

of  Contract  and  Grant  Administration ,  for  conformity 

with  policies  on  such  matters  as  allowable  direct  and 

indirect  costs. 

• 

( 

(Gifts,  Grants  or  Contracts  Continued) 

2.  Direct  costs  involve  expenditures  that  are  directly 

Page:  315.2 
Date: 

3 - 31-8,9 

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  computed  by  multiplying  a 

fixed  percentage,  which  is  negotiated  with  the  federal 

government,  times  the  total  direct  costs  excluding 

equipment  items  costing  $500  each  or  more  and  the 

portion  of  each  subcontract  which  exceeds  $25,000. 

3.  The  proposal  should  not  be  submitted  to  an  outside 

agency  before  it  is  approved  by  the  unit  administrator, 

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, 

some  forms  of  recombinant  DNA,  or  hazardous  organisms  or 

chemicals  require  approval  of  the  appropriate  committee. 

• 

r 
I 

(Gifts,  Grants  or  Contracts  Continued) 

Page : 
Date: 

315 . 3 
3-31-89 

7.  Proposals  involving  acquisition  of  major  computers  or 

use  of  television  equipment  should  be  approved  by  the 

Assistant  Provost  for  Academic  Computing  and  Technology. 

8.  Proposals  to  do  sponsored  research  or  education  projects 

overseas  require  approval  by  the  International  Programs 

and  Projects  Committee. 

9.  One  copy  of  the  proposal  should  be  prepared  for  each 

person  signing  the  transmittal  sheet  in  addition  to 

those  required  by  the  sponsoring  agency. 

10.  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. 

11.  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. 

( 

12.  The  Office  of  Research  and  Graduate  Studie-s  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  ,. 
3-31-89 

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. 

2.  For  formal  proposals,  the  project  leader  should  prepare 

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 
3-31-89 

(Gifts,  Grants  or  Contracts  Continued) 

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. 

II.  GIFTS 

A.  Definition:  A  gift  is  a  voluntary  transfer  of  funds  or 

property  by  a  person  or  organization  to  Michigan  State 

University  without  any  valua.ble  consideration  or 

compensation  to  the  donor. 

B.  Gifts  will  be  processed  to  assure  that: 

1.  All  gifts  are  properly  receipted  arid  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  Hannah  Technology  & Research  Center,  for 

processing.  A  Gift,  Grant  or  Contract 

• 

(Gifts,  Grants  or  Contracts  Continued) 

Page : 
Date :  3-31 - 89 

315 . 6 

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  Offices 

of  Contract  and  Grant  Administration  and  the  Vice  President 

for  Research  and  Graduate  Studies. 

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  department's  71- account.  The 

research  must  be  approved  in  the  regular  mode  and  be  in 

conformity  with  policies  and  regulations. 

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  T-rustees · based  upon 

the  recommendation  of  the  President  and  Vice  President  for 

Developmen~.  Only  those  gifts  which  are  in  conformity  with 

the  needs  of  the  University  will  be  accepted.  The 

University  reserves  the  right  to  refuse  any  gift  which  is 

• 

( 

Page :  315.7 
Date : 

3 - 31-8,9 

(Gifts,  Grants  or  Contracts  Continued) 

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  nondiscriminatory  basis 

will  be  accepted. 

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(s) 
b.  Director  of  Experiment  Station  (when  applicable) 
c.  Dean(s)  of  College(s) 
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 

fo:ilowing  order  and  then  forwarded  directly  to  the 

Development  Fund,  220  Hannah  Technology  & Research  Ctr.: 

( 

• 

.  ( 

( 

( 

Page : 
Date: 

315 . 8 
3-31-89 

(Gifts,  Grants  or  Contracts  Continued) 

a.  Unit  Administrator(s) 
b.  Dean(s)  of  College(s) 
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) 

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  must  approve  all  gifts,  grants  or 

contracts  awarded  to  the  University. 

• 

Page: 
Date: 

315. 9  .. 
3-31-89 

, 

(Gifts,  Grants  or  Contracts  Continued) 

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 

irmnediately  upon  receipt  as  follows: 

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  irmnediately  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 

• 

Page:  315.10 
Date :  3-31 - 89 

(Gifts,  Grants  or  Contracts  Continued) 

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  prepared  by  the  Office  of  the  Vice 

President  for  Development. 

SUPPLEMENTARY  STATEMENT  REGARDING  DISPOSITION  OF  PATENTS 

Except  as  otherwise  provided,  any  discovery  or  invention  which  results 
from  research  carried  on  by,  or  under  the  direction  of,  any  employee 
of  the  University  and  having  the  cost  thereof  paid  from  University 
funds  or  from  funds  under  the  control  of,  or  of  the  employee's  duties 
with  the  University,  or  which  has  been  developed  in  whole  or  in  part 
by  the  utilization  of  University  resources  or  facilities,  shall  belong 
to  the  University  and  shall  be  used  and  controlled  in  such  a  manner  as 
to  produce  the  greatest  benefit  to  the  University  and  the  public. 

Any  proposed  deviation  from  this  standard  University  patent  policy 
shall  be  referred  to  the  Vice  President  for  Research  and  Graduate 
Studies. 

.. 

( 

( 

( 

( 

(Retention  of  Fiscal  Records  Cont.) · 

Page:  335.2 
Date:  3-31-8'9 

charges  is  not  readily  discernible  from  the  ledger 

description.  Alternatives  to  this  must  be  arranged 

between  the  service  unit  and  the  Office  of  Contract  and 

Grant  Administration. 

Information  in  support  of 

charges  must  be  available  to  permit  federal  audit  for 

the  appropriate  period  of  time. 

D.  1.  Departments  that  maintain  personnel  folders  for 

non-academic  personnel  should  maintain  these  files 

for  two  years  after  the  termination  date  of  that 

employee.  At  that  time,  the  personnel  folder 

should  be  reviewed.  Any  documents  that  are  not 

copies  of  documents  maintained  in  the  employee's 

permanent  file  in  the  Personnel  Department  should 

be  forwarded  to  the  Personnel  Department  for 

inclusion  in  the  employee's  permanent  file. 

2. 

Faculty  personnel  action  forms  and  individual 

salary  and  promotion  records  held  in  the 

department  may  be  discarded  three  years  after 

separation  or  retirement  of  the  faculty  member, 

provided  appropriate  records  are  kept  in  the 

Office  of  the  Provost  or  the  President.  At  that 

time,  any  biographic  data  pertaining  to 

publications,  achievements  and  honors  suitable  for 

publication  should  be  sent  to  the  News  Bureau,  118 

Linton  Hall. 

Page: 
Date : 

IND  II. 1 
3-31:-89 

MANUAL  OF  BUSINESS  PROCEDURES  - VOLUME  II 

Michigan  state  University 

Index 

*********** 

SERVICE  AREAS  and  MISCELLANEOUS 

Administrative  Information  Services 

Alterations 

Automobile  Rental 

Bookstore 

Broadcasting  Services 

Budget  Booster 

Bus  Transportation 

Campus  Mail  Service 

Chemical  Purchases 

Consignment  Equipment 

Cooperative  Research  Agreement 

Copy  Centers 

Damaged  Goods,  Receipt  of 

Data  Processing,  see  Administrative  Information 

Services 

Directory  Information  Changes  (Telephone) 

Equipment 

Certification 
Fabricated 
Gift 
Government  Funded/Loaned 
Government  owned/Disposal 
Inventory 
Loan 
Losses 
Off-Campus  Use 

( 

Pages 

210.1 

200.1 

245.1 

205.1 

275.1 

220.13 

245.3 

220.10, 

325.1 

220.4 

315.8 

315.4 

235.1, 

285.2 

220.9, 

270.5 

210.1 

280.1 

224.4 
224.3 
224.2 
224.1-224.8 
300.4 
224.5,  300.5 
224.2 
224.5 
300.6 

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Page : 
Date :  3-31-89 

IND  II. 2 

MANUAL  OF  BUSINESS  PROCEDURES  - VOLUME  II 

Michigan  State  University 

Index  - Continued 

*********** 

SERVICE  AREAS  and  MISCELLANEOUS 

Research  Availability 
Salvage 
Screening/Shared  Usage 
Surplus 
Tagging 

Equipment  Rental  and  Leasing 

Pages 

224.7 
220.15,  300.4 
224.6 
300.1 
224.4 

220.13 

Equipment  Transfer  Notice 

220.15,  22~.3,  300.1,  300.2 

Facilities  Planning  and  Space  Management 

200.1,  223.1 

Federal  Surplus  Property 

Fellowships 

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 

220.14 

305.1 

310.1 

245.3 

220.1 

315.1 

265.1 

280.2 

200.2,  223.1,  225.2,  245.3,  260.2 

223.1 

225. ·1 

224.1-224.13,  300.5 

230.1 

Leases  and  Installment  Purchases 

220.13,  224.8,  255.3,  320.1 

Leases  of  Motor  Vehicles 

245.1  - 245.2 

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Date: 

IND  II. 3 
3-31.,..89 

MANUAL  OF  BUSINESS  PROCEDURES  - VOLUME  II 

Michigan  State  University 

Index  - Continued 

*********** 

SERVICE  AREAS  and  MISCELLANEOUS 

Library  Copy  Centers 

Library  - Database  Searching  Service 

Mail  Distribution  Labels 

Pages 

235.1 

236.1 

240.1 

Material  Returns 

220.3  - 220.9,  270.8 

Motor  Pool  (Vehicle  and  Transportation  Services) · 

MSU  Press 

oath  cards 

Office  Services 

Open  Order  Purchases 

Patents 

Photo  Lab 

Physical  Plant 

Pick-Up  and  Delivery  by  Stores 

Postage 

Printing,  University 

Publications,  Jointly  Funded 

245.1 

250.1 

305.2 

255.1 

220.3,  270.5 

315.10 

265.3 

260.1 

220.5 

325.1 

285.1 

330.1 

Publications  of  Materials 

205.9,  250.1,  290.2,  330.1 

Publications,  University 

Purchasing 

Radio  Broadcasting  (Broadcasting  Services) 

Receiving,  Stores 

290.2 

270.1 

275.1 

220.7 

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Page : 
Date :  3- 31- 89 

IND  II. 4  . 

MANUAL  OF  BUSINESS  PROCEDURES  - VOLUME  I I 

Michigan  state  University 

Index  - Continued 

*********** 

SERVICE  AREAS  and  MISCELLANEOUS 

Rental  Equipment 

Retention  of  Fiscal  Records 

Retention  of  Non-Fiscal  Records 

Returning  Merchandise  to  Vendor 

Pages 

220 . 13 

335.1 

340.1 

270 . 8 

Salvage  Yard 

220 . 15,  300 . 3 

Scholarship  and  Loan  Gifts 

Shipping 

Stipends 

Stores 

Telephone  Charges 

Telephone  Services 

Traineeships 

Vehicle  and  Transportation  Services 

315.8 

220.8 

305.1 

220.1 

280.3 

280.1 

305.1 

245.1