Notes from December 20, 2003 Assistants Meeting
- Thursday, December 20, 2003
- 10:30 - noon, UMC 247
Graduate Student Appointments
During the course of the meeting on the 18th, attendees stated that they had recently received notice from OCG that pay dates for graduate students were being changed such that their first paycheck would be August 31st instead of the traditional September 30th. As several of you indicated during the meeting, this creates a serious hardship for departments due to the timing of students' return to campus and the payroll deadline. In my discussions with Adrian Del Caro in the Graduate School, I learned that although this topic is currently under discussion someone had jumped the gun. The Graduate School has NOT issued any instructions nor have they authorized any changes to the current processes, as such, there is NO POLICY CHANGE. Also, OCG has since issued a retraction. Therefore, we will continue to set up graduate students as we have in the past (first paycheck issued on Sept 30th). If you receive information or directives to the contrary, please contact the Graduate School.
During the course of our meeting we also discussed the need to create standardized appointment letters for Graduate Students. We expect a recommendation from Internal Audit for such letters as an outcome of their current audit on faculty and student appointments. Independently, the Graduate Student Bill of Rights document (currently in draft form) specifically requests signed letters with conditions of employment specified. To address these issues, we anticipate A&S will develop a template standardized letter for use in AY04-05.
Itemized Receipts
The University is changing policy such that itemized receipts will no longer be required for restaurant meals; however, they will be required for all other purchases. It is business as usual until the policy is officially changed.
Official Function Forms
Official function forms are going to be eliminated, largely because it was determined that this form provides no effective controls. In its place will be an alcohol certification form when serving alcohol. Business as usual until the policy is officially changed.
Proposed Changes to State Travel Rules
The state fiscal rule hearing on Dec 2nd was standing room only. The big issue was travelers having to produce an itemized receipts for reimbursement. A final decision has been delayed until March 2004. The outcome is not clear; however, if the rule goes forth as proposed, the University will request an exemption.
November Payroll Encumbrances
November payroll encumbrance for faculty and professional exempt are incorrect due to a system problem. The encumbrances are understated. The University is working on the problem.
Operating Account Code Changes
The University is moving all budget in the operating budget pool from 450000 to 460000. There is nothing departments need to do. They should see the changes beginning with their December statements. We will begin using the new account codes immediately.
Cash Transfers
Cash transfers between general funds (fund 10) are prohibited. If you need to move cash between two general funds, please contact someone in the A&S budget office to complete a BJE on your behalf.
Leaves and Replacements
We demonstrated new L/R web based system for departments to make L/R requests. This new process should significantly improve communications thereby eliminating lost L/R requests as well as keeping all parties in the loop. The new system is scheduled to debut on Jan 9th and will be the method for requesting L/R for the 2004-05 academic year. More information will be coming via Email. Training sessions will be scheduled in Jan/Feb.
Tuition Remission
Departments will now have responsibility for managing their own tuition remission budgets for both the resident and nonresident expenses. A&S demonstrated an Excel worksheet tool to assist departments in managing their budget. We are currently exploring the suggestion that this spreadsheet be used to generated graduate student letters of appointment. More information will be coming via Email. Training sessions will be scheduled in Jan/Feb.
