James Madison College 2019 Faculty Retreat Finance and Policy - PowerPoint PPT Presentation

James Madison College 2019 Faculty Retreat Finance and Policy Presentation - Travel and Grant Updates

Staff and Assignments  Stephanie Meyer  Justin Burkett  Travel Requests  Event Arrangements  Travel Arrangements  Room Reservations  Travel Expense Reports  Event Food Orders  Comparison Flight  Visitors Documentation  Conference Registration  Book orders  Supplies  Student Payroll

 Lynn Lee  Authorization for Funding  Monthly Reports  Coordination of College Funding Requests • Conference Travel • Faculty Development Initiative • Classroom Activities • Course Release/Sabbatical Requests  Student Hiring Authorization  Grant Assistance  Meal Tickets & Parking Permits  Peter Murray  All Technology Purchases All Space/Maintenance

College Policies – Still in place   Cash Receipts Policy Academic Specialist Vacation Time Policy  Conference Room Usage Policy  Business Continuity Plan  Food Policy  Employee Moving Expense Policy  Meal Ticket Policy  Employee Time Reporting Policy  Monthly Accounting Review  Policy HR Forms & Time Approval Policy  ProCard Policy  University Closure Policy  Record Retention Policy  UNTF Compliance Contingencies  Scholarship Policy Policy  Space Policy  Technology Policy  Travel Policy  Visitor Parking Permit Policy

College Policies – Still in place  Class Activities Support and Course Development Policy  Faculty Conference Travel Support Policy  Faculty Development Initiative Policy  Funding for Course Release Policy  Grant Application Policy  Undergraduate Research Faculty Assistant Support Policy  Undergraduate Research Faculty Conference Support Policy  Undergraduate Research Student Support Policy

Faculty Resources – Announcement and Deadlines Announcement Deadline FDI May 15 September 15 Conference Travel August 1 September 15 Conference Travel – May 1 June 1 summer/early fall dates Class Activities – Fall May 1 August 16 Class Activities – Spring November 1 December 16 Ugrad – Student September 1 Rolling deadline Assistance January 1 until funds April 1 exhausted Ugrad – Conference September 1 Rolling deadline Attendance January 1 until funds April 1 exhausted Sabbatical Requests August 1 October 1

Outside Work/Overload Reminder  The form requesting/authorizing Overload for work with another on- campus unit or Outside Work for Pay for work for another entity must be completed PRIOR to a faculty member’s acceptance of work in either situation. It is the faculty member’s responsibility to initiate this request and obtain approval prior to accepting the assignment.  See Outside Work for Pay policy at https://www.hr.msu.edu/policies- procedures/faculty-academic-staff/faculty-handbook/outside_work_for- pay.html  See Overload Policy at https://www.hr.msu.edu/policies- procedures/faculty-academic-staff/faculty-handbook/overload_pay.html  Form is available at https://www.hr.msu.edu/ua/forms/documents/OutsideWorkPay.pdf

General Reminders  Receipts must be itemized.  Don’t use Gift Cards (Amazon) for payment. Must show proof of personal payment. (Stephanie can order directly to save you the tax dollars.)  Technology purchases must go through Peter. Our Tech Policy has been updated to reflect that this applies to “all software, hardware, storage, accessories and peripherals, software subscription services.”  Space changes must go through Peter. Any maintenance issues should be reported to Peter.  Parking permits – Moving to Validation Codes for the Pay-by-Plate lots for most visitors. If you have visitors, email Lynn for a code. 2/4 hour hanging permits still available on a limited basis for evening events when parking is available at Case.  Events/Conference Room/Food Policies – Justin/Sam will have updates.  We have funding to support activities between Faculty and Students – several endowments are dedicated to this. Please see Jeff/Lynn if you have ideas.  Class Activity requests  Other outside of the classroom requests

Concur Travel Solution

Travel Policy Changes  Requests (Travel authorizations) must be submitted/approved prior to reserving/purchasing business travel. No Expense Reports can be submitted without an approved Request.  Expense Reports should be submitted within 30 days of the return date of the trip. The new policy states that if they are not submitted within 90 days of the return date of the trip then the trip is not reimbursable . Fiscal Year end will have shorter deadlines.  Receipts are required for all expenses – no more “under $75” threshold. This is required documentation. Only item not requiring a receipt is meal per diem.  Per diem for all travel will be 75% on the departure and returning travel days.  Personal days – comparison airfare quotes are required for any indirect routing, and for additional days on international trips. This comparison quote MUST be obtained on the SAME DAY as the actual airfare is booked. This can be either a quote from MSU’s travel agency or a screenshot from Concur.

Travel Policy Changes  Room Sharing – No sharing rooms with a student or a group of students. Also, no sharing hotel rooms with subordinate employees.  Violations of these policies are subjected to corrective action, up to and including termination, under the guidance of HR Employee Relations and Academic Human Resources.  The new Reimbursement Chart outlines the Travel Policies in an easy to use format. Refer to that in addition to the Manual of Business Procedures Section 70. http://www.ctlr.msu.edu/COTravelNew/ReimbursementChart.aspx  Any country that is EXTREME or ELEVATED risk requires prior approval from Office of International Health and Safety, and potentially a waiver to authorize travel there. You cannot book your flight until this clearance has been obtained. Completion of the travel Request initiates this process. See https://oihs.isp.msu.edu/faculty-and-staff/high-risk-destinations/ for a list of impacted countries.

Destinations Requiring Review (as of Aug. 2019)   Afghanistan -Extreme Mali -Extreme   Algeria -Elevated Mauritania -Elevated   Bangladesh -Elevated Mexico -Elevated   Burkina Faso -Elevated Myanmar (Burma) -Elevated   Burundi -Elevated Nicaragua -Elevated   Cameroon -Elevated Niger -Elevated   Central African Republic -Extreme Nigeria -Elevated   Chad -Elevated North Korea -Extreme   Colombia -Elevated Pakistan -Extreme   Cote d'Ivoire -Elevated Palestinian Territories (Gaza) -Extreme   Democratic Republic of the Congo -Extreme Palestinian Territories (West Bank) -Elevated   Egypt -Elevated Papua New Guinea -Elevated   El Salvador -Elevated Philippines -Elevated   Ethiopia -Elevated Sierra Leone -Elevated   Guatemala -Elevated Somalia -Extreme   Guinea -Elevated South Sudan -Extreme   Guinea-Bissau -Elevated Sri Lanka -Elevated   Haiti -Extreme Sudan -Elevated   Honduras -Elevated Syria -Extreme   Indonesia -Elevated Tajikistan -Elevated   Iran -Extreme Togo -Elevated   Iraq -Extreme Turkey -Elevated   Kenya -Elevated Uganda -Elevated   Kyrgyzstan -Elevated Ukraine -Elevated   Lebanon -Elevated Venezuela -Extreme   Liberia -Elevated Yemen -Extreme   Libya -Extreme Zimbabwe -Elevated

Common Expense Issues  Rental Cars – University requires a business purpose . Getting to/from the airport is generally not an acceptable reason. It must be a standard/economy size vehicle, unless you have a business reason for a larger vehicle. The university will not reimburse for the Fuel Pre-pay option. You must opt to fill the tank prior to returning it. Additional Insurance is not covered – best to use the University’s contracts with National/Enterprise. GPS and car seats are also not covered by MSU. We must have a final receipt from the agency, not just the reservation, to document the final cost.  Ground transportation (taxi/Uber) from hotel to restaurant or sightseeing is considered part of your per diem and is not reimbursable.  Conference registrations should be paid for by Stephanie/Lynn with the college’s credit card. We have to provide an explanation of why the traveler paid if you opt to cover it and be reimbursed.  We must have conference agendas for any conferences. Provide them or a link to the agenda.  If you travel with other employees (JMC or other MSU) and shared expenses, we need to know their name/unit and the detail on what expenses were shared.  Please discuss Flight plans with us in ADVANCE – alternate airports, indirect routing, personal travel all require a COMPARISON FLIGHT AT THE TIME OF BOOKING .