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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">Please see the attached email that the chair sent to faculty earlier today. This also applies to anyone who travels as part of their job – staff, postdocs,
students and those who purchase items and hire personnel. Please read it carefully and help your administrative associates and program directors by following the guidelines listed below.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">Thanks,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D">Shelley<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Tahoma","sans-serif"">From:</span></b><span style="font-size:10.0pt;font-family:"Tahoma","sans-serif""> Beatty, James
<br>
<b>Sent:</b> Monday, April 20, 2015 2:40 PM<br>
<b>To:</b> Physics-faculty@mps.ohio-state.edu<br>
<b>Cc:</b> Ball, Jean; Palmer, Shelley<br>
<b>Subject:</b> Excessive Exceptions to University Business Policies<o:p></o:p></span></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Colleagues,<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">The department continues to incur policy exceptions. The college had advised us that the level of exceptions is unacceptable and therefore we would like to
<b>minimize</b> all exceptions. Please take note of the following reminders for the most frequent problems:<o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in"><b><span style="font-family:Wingdings">Ø</span></b><b><span style="font-size:7.0pt">
</span>Travel:</b><o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:"Courier New"">o</span><span style="font-size:7.0pt">
</span><b>ALWAYS establish a T# prior to departure</b> – these must be approved both by faculty (or others with documented signature authorization)
<b>and</b> the department managers, chair or vice-chairs to avoid an after the fact exception. Please confirm a T-number has been issued before your trip, and don’t wait until the last minute to enter a travel request.<o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:"Courier New"">o</span><span style="font-size:7.0pt">
</span><b>Rental cars</b> – <b>utilize contracted rental car agencies</b> when possible<o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:1.5in;text-indent:-.25in"><span style="font-family:Wingdings">§</span><span style="font-size:7.0pt">
</span><b>If</b> unable to use contracted rental car agency – you <b>MUST</b> purchase DW/CDW/LDW and liability insurance – personal insurance coverage is not sufficient.<o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:"Courier New"">o</span><span style="font-size:7.0pt"> </span>Requests for reimbursement with supporting documentation
<b>must</b> be submitted <b>within 90 days</b> of the return date (please allow time for your admin to process as well).<o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in"><span style="font-family:Wingdings">Ø</span><span style="font-size:7.0pt">
</span><b>Purchasing:</b><o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:"Courier New"">o</span><span style="font-size:7.0pt">
<b> </b></span><b>Do not allow goods or services to be provided until an order is in place</b>. A purchase order must be issued prior to the purchase occurring or it will be considered an After-The-Fact purchase. <o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in"><span style="font-family:Wingdings">Ø</span><span style="font-size:7.0pt">
</span>HR<o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:1.0in;text-indent:-.25in"><span style="font-family:"Courier New"">o</span><span style="font-size:7.0pt">
</span><span style="font-size:7.0pt"> </span><b>Lead time of ten (10) business days will be required prior to the hire of any individual for any job</b> – faculty, visitor, staff, postdoc, graduate student, or undergraduate student. We encourage a 10 days
lead time for position extensions and position up-dates, but they are not true exceptions, per the Hiring process changes - effective January 1, 2015; e-mails dated 12/23/14 and 12/30/14.
<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Helpful policy, guidelines, and other forms can be found at:<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><a href="http://ascbsc.osu.edu/forms">http://ascbsc.osu.edu/forms</a><br>
<a href="http://ascbsc.osu.edu/files/ASC%20Travel%20Policy%20Procedures%20Pre%20Travel.pdf">http://ascbsc.osu.edu/files/ASC%20Travel%20Policy%20Procedures%20Pre%20Travel.pdf</a><br>
<a href="http://ascbsc.osu.edu/files/ASC%20Travel%20Policy%20Guidelines%20Post%20Travel.pdf">http://ascbsc.osu.edu/files/ASC%20Travel%20Policy%20Guidelines%20Post%20Travel.pdf</a><br>
<a href="http://ascbsc.osu.edu/files/ASC%20Travel%20Policy%20Rental%20Cars7.14.pdf">http://ascbsc.osu.edu/files/ASC%20Travel%20Policy%20Rental%20Cars7.14.pdf</a>
<br>
<a href="http://ascbsc.osu.edu/files/ASC%20Guidelines%20for%20University%20Purchasing.pdf">http://ascbsc.osu.edu/files/ASC%20Guidelines%20for%20University%20Purchasing.pdf</a><o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Jim<o:p></o:p></p>
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