<html xmlns:v="urn:schemas-microsoft-com:vml" xmlns:o="urn:schemas-microsoft-com:office:office" xmlns:w="urn:schemas-microsoft-com:office:word" xmlns:m="http://schemas.microsoft.com/office/2004/12/omml" xmlns="http://www.w3.org/TR/REC-html40">
<head>
<meta http-equiv="Content-Type" content="text/html; charset=iso-8859-1">
<meta name="Generator" content="Microsoft Word 14 (filtered medium)">
<!--[if !mso]><style>v\:* {behavior:url(#default#VML);}
o\:* {behavior:url(#default#VML);}
w\:* {behavior:url(#default#VML);}
.shape {behavior:url(#default#VML);}
</style><![endif]--><style><!--
/* Font Definitions */
@font-face
{font-family:Helvetica;
panose-1:2 11 6 4 2 2 2 2 2 4;}
@font-face
{font-family:Wingdings;
panose-1:5 0 0 0 0 0 0 0 0 0;}
@font-face
{font-family:"Cambria Math";
panose-1:2 4 5 3 5 4 6 3 2 4;}
@font-face
{font-family:Calibri;
panose-1:2 15 5 2 2 2 4 3 2 4;}
@font-face
{font-family:Tahoma;
panose-1:2 11 6 4 3 5 4 4 2 4;}
/* Style Definitions */
p.MsoNormal, li.MsoNormal, div.MsoNormal
{margin-top:0in;
margin-right:0in;
margin-bottom:8.0pt;
margin-left:0in;
line-height:106%;
font-size:11.0pt;
font-family:"Calibri","sans-serif";}
a:link, span.MsoHyperlink
{mso-style-priority:99;
color:blue;
text-decoration:underline;}
a:visited, span.MsoHyperlinkFollowed
{mso-style-priority:99;
color:purple;
text-decoration:underline;}
p.MsoAcetate, li.MsoAcetate, div.MsoAcetate
{mso-style-priority:99;
mso-style-link:"Balloon Text Char";
margin:0in;
margin-bottom:.0001pt;
font-size:8.0pt;
font-family:"Tahoma","sans-serif";}
p.MsoListParagraph, li.MsoListParagraph, div.MsoListParagraph
{mso-style-priority:34;
margin-top:0in;
margin-right:0in;
margin-bottom:0in;
margin-left:.5in;
margin-bottom:.0001pt;
font-size:11.0pt;
font-family:"Calibri","sans-serif";}
span.EmailStyle17
{mso-style-type:personal-compose;
font-family:"Calibri","sans-serif";
color:windowtext;}
span.BalloonTextChar
{mso-style-name:"Balloon Text Char";
mso-style-priority:99;
mso-style-link:"Balloon Text";
font-family:"Tahoma","sans-serif";}
.MsoChpDefault
{mso-style-type:export-only;
font-family:"Calibri","sans-serif";}
@page WordSection1
{size:8.5in 11.0in;
margin:1.0in 1.0in 1.0in 1.0in;}
div.WordSection1
{page:WordSection1;}
--></style><!--[if gte mso 9]><xml>
<o:shapedefaults v:ext="edit" spidmax="1026" />
</xml><![endif]--><!--[if gte mso 9]><xml>
<o:shapelayout v:ext="edit">
<o:idmap v:ext="edit" data="1" />
</o:shapelayout></xml><![endif]-->
</head>
<body lang="EN-US" link="blue" vlink="purple">
<div class="WordSection1">
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">To all -
<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 has 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="margin-left:.25in;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:.75in;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:.75in;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:1.0in;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:.75in;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="margin-left:.25in;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="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="margin-left:.25in;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="text-indent:-.25in"><span style="font-family:"Courier New"">o</span><span style="font-size:7.0pt"> </span><b>Lead time of twelve (12) 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 12 day lead time for position extensions and position up-dates, but they are not true exceptions (yet), per the Hiring process changes.
<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="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
<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>
<o:p></o:p></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
<a href="file:///C:\Users\palmer.14\AppData\Local\Microsoft\Windows\Temporary%20Internet%20Files\Content.Outlook\M0354U2X\etravel.osu.edu">etravel.osu.edu</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><span class="MsoHyperlink"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
<span class="MsoHyperlink"><o:p><span style="text-decoration:none"> </span></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
<a href="https://physics.osu.edu/sites/physics.osu.edu/files/PHYSICS%20HIRING%20DOCUMENTS%20AND%20PROCESSING%20TIMELINES.pdf">https://physics.osu.edu/sites/physics.osu.edu/files/PHYSICS%20HIRING%20DOCUMENTS%20AND%20PROCESSING%20TIMELINES.pdf</a><o:p></o:p></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
<o:p> </o:p></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
Thank you for assisting us in minimizing policy exceptions,<o:p></o:p></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
<o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
<img border="0" width="224" height="45" id="Picture_x0020_2" src="cid:image001.png@01D1A45D.4FF0A5E0" alt="cid:CF287AA5-0A40-40C6-B168-6ECFC00BBAF4"><span style="font-size:13.5pt;font-family:"Helvetica","sans-serif";color:black"><br>
</span><span style="font-size:9.0pt;font-family:"Helvetica","sans-serif";color:#333333"><br>
</span><b><span style="font-size:9.0pt;font-family:"Helvetica","sans-serif";color:#BB0000;background:white">James J. Beatty</span></b><span style="font-size:9.0pt;font-family:"Helvetica","sans-serif";color:#333333"><br>
<span style="background:white">Chair, Department of Physics</span><br>
<span style="background:white">Professor of Physics, Professor of Astronomy</span></span><span style="font-size:13.5pt;font-family:"Helvetica","sans-serif";color:black"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
<span style="font-size:9.0pt;font-family:"Helvetica","sans-serif";color:#BB0000;background:white">Department of Physics</span><span style="font-size:9.0pt;font-family:"Helvetica","sans-serif";color:#333333"><br>
<span style="background:white">1040R Physics Research Building, 191 W. Woodruff Ave., Columbus, OH 43210</span><br>
<span style="background:white">614-292-2653 Office</span><br>
</span><span style="font-size:13.5pt;font-family:"Helvetica","sans-serif";color:black"><a href="mailto:beatty.85@osu.edu"><span style="font-size:9.0pt;background:white">beatty.85@osu.edu</span></a><o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
<o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
</div>
</body>
</html>