Excessive Exceptions to University Business Policies

[Beatty, James]

To all -
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 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 twelve (12) 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 12 day lead time for position extensions and position up-dates, but they are not true exceptions (yet), per the Hiring process changes.
 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
etravel.osu.edu<file:///C:\Users\palmer.14\AppData\Local\Microsoft\Windows\Temporary%20Internet%20Files\Content.Outlook\M0354U2X\etravel.osu.edu>
http://ascbsc.osu.edu/files/ASC%20Guidelines%20for%20University%20Purchasing.pdf

https://physics.osu.edu/sites/physics.osu.edu/files/PHYSICS%20HIRING%20DOCUMENTS%20AND%20PROCESSING%20TIMELINES.pdf

Thank you for assisting us in minimizing policy exceptions,


[cid:CF287AA5-0A40-40C6-B168-6ECFC00BBAF4]

James J. Beatty
Chair, Department of Physics
Professor of Physics, Professor of Astronomy
Department of Physics
1040R Physics Research Building, 191 W. Woodruff Ave., Columbus, OH 43210
614-292-2653 Office
beatty.85 at osu.edu<mailto:beatty.85 at osu.edu>



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