FW: Excessive Exceptions to University Business Policies

[Palmer, Shelley]

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.

Thanks,

Shelley

From: Beatty, James
Sent: Monday, April 20, 2015 2:40 PM
To: Physics-faculty at mps.ohio-state.edu
Cc: Ball, Jean; Palmer, Shelley
Subject: Excessive Exceptions to University Business Policies

Colleagues,
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 minimize all exceptions.  Please take note of the following reminders for the most frequent problems:

>  Travel:

o   ALWAYS establish a T# prior to departure - these must be approved both by faculty (or others with documented signature authorization) and 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   Rental cars - utilize contracted rental car agencies when possible

*  If unable to use contracted rental car agency - you MUST purchase DW/CDW/LDW and liability insurance - personal insurance coverage is not sufficient.

o   Requests for reimbursement with supporting documentation must be submitted within 90 days of the return date (please allow time for your admin to process as well).

>  Purchasing:

o   Do not allow goods or services to be provided until an order is in place. A purchase order must be issued prior to the purchase occurring or it will be considered an After-The-Fact purchase.

>  HR

o    Lead time of ten (10) business days will be required prior to the hire of any individual for any job - 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.

Helpful policy, guidelines, and other forms can be found at:
http://ascbsc.osu.edu/forms
http://ascbsc.osu.edu/files/ASC%20Travel%20Policy%20Procedures%20Pre%20Travel.pdf
http://ascbsc.osu.edu/files/ASC%20Travel%20Policy%20Guidelines%20Post%20Travel.pdf
http://ascbsc.osu.edu/files/ASC%20Travel%20Policy%20Rental%20Cars7.14.pdf
http://ascbsc.osu.edu/files/ASC%20Guidelines%20for%20University%20Purchasing.pdf
Jim
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lists.osu.edu/pipermail/physics-staff-df/attachments/20150420/0d924cf9/attachment.html>