Business Office Procedures

Business Office Personnel
Office Location: 216 Mueller Lab
FAX: (814) 865-0768

AUDIO VISUAL EQUIPMENT
Audio-visual equipment may be reserved by visiting:

• New Projector and laptop: http://calendars.bio.psu.edu/projector/
  

or by contacting Paula Farwell

BMB/CHEMISTRY STOCKROOMS
Forms for BMB or Chemistry stockroom purchases are available in 216 Mueller.  These forms must accompany the individual ordering/picking up the supplies.  Also, for BMB stockroom purchases, your name must be on file in the BMB business office in order to pick up supplies.  Supplies will not be released to individuals not on file.  If you wish to be placed on this list, please inform Connie Horner.

BUILDING MAINTENANCE
All building maintenance issues should be directed to the business office.  Please do not call the Office of Physical Plant directly unless it is after business hours (the phone number for evening and weekend emergencies is 865-4731).

BUDGET INFORMATION
Budget reports are distributed monthly.  Researchers may request detailed reports from Anna Lombard.

COPIER CARDS (for use with public University machines)
Copier cards are used to make copies at specific University locations such as the library.  A purchasing requisition form should be completed for the purchase or recharging (additional value added) of cards.  Forms may be obtained in 216 Mueller or on the web at http://www.bio.psu.edu/home/general/formcenter, and completed forms should be returned to 215 Mueller.  Please state the quantity of cards to be ordered and the value to be placed on each card.  New cards cost $5, so please take this into consideration when ordering new cards.  If cards are being recharged, please indicate the card number(s) on the purchasing requisition form.  New cards may be picked up at 103 HUB; for recharges, additional funds will be added automatically once the financial document is received at the ID+ office.  Funds stored on cards are non-refundable, and value on lost cards cannot be replaced.  Only general or non-restricted funds may be used for copier cards.

COPIERS
Departmental copiers are located in 208 and 317 Mueller.  See Paula Farwell in 208 Mueller for the copier code assigned to you.
Maintenance calls are also handled by Paula (phone 863-0278).  A color copier/printer/network scanner is available in 216 Mueller.  See Frank Kachurak in 109 Mueller to set up a color copier/printer/scanner account.  Maintenance calls for this machine are also handled by Frank (email the sysadmin team).

EBUY
The eBuy program is an online marketplace where Penn State faculty and staff can purchase everything from office and scientific supplies to furniture WITHOUT THE PAPERWORK!  To become an eBuy shopper, please contact Anna Lombard in 216 Mueller.  When ready to shop or for more information on eBuy including online training modules, please go to http://www.ebuy.psu.edu.

EMAIL ACCOUNTS
Access account applications are available from Bronnie McLaughlin in 208 Mueller (phone 863-8019).  Instructions are provided on the application.  Employees should contact Stephanie Gookin (phone 865-4562) to be added to the appropriate departmental listserve(s). 

EMPLOYMENT
Questions regarding standing or fixed term academic, staff, or tech-service hires should be directed to Bronnie McLaughlin (phone 863-8019).  This includes postdoctoral scholars and fellows. 

Questions regarding graduate assistants should be directed to Kathryn McClintock (phone 863-7034).

Questions regarding hourly employees (wage payroll or work-study hires) should be directed to the accounting clerk assigned to your budget (Sue Cherry or Connie Horner). 

Please note, work-study positions may be established by contacting Anna Lombard.  Please provide a brief description of job duties, job title, whether graduate or undergraduate students are preferred, and the account that will be charged.  You should also indicate the number of students desired for fall/spring and summer.  Current work-study wages paid are $7/hour for undergraduate and $8.50/hour for graduate students.  Budgets are only charged 10% of these wages as long as the student has work-study funds available.

EQUIPMENT DISPOSAL
Obsolete, broken, or unwanted equipment may be sent to Surplus and Salvage.  A description of the item(s) along with any PSU identification number(s) and serial number(s) should be sent via email to Sue Cherry, Dawn Moore, or Anna Lombard.  Under no circumstances should items be set in the hallways without informing the business office.  It is preferred that equipment is kept in a lab or office until it is picked up by Salvage and Surplus.

FOREIGN VISITORS
When planning to extend an invitation to a foreign visitor, such as a seminar speaker, a “Visitor’s Information Sheet for Income and Travel” should be completed prior to the visit.  An online form may be found at http://guru.psu.edu/formpublic/VisitorsInformationSheet.pdf, or forms may be picked up in 215 Mueller.  Please keep in mind that certain types of Visas may prohibit Penn State from making any type of payment, including reimbursements.  In many cases, it is imperative to obtain a copy of the individual's W-4 card .  Questions concerning payment to foreign visitors should be directed to the business office prior to making a financial commitment.  Any questions concerning the hiring of foreign nationals for PSU employment should be directed to Bronnie McLaughlin in 208 Mueller.

GRANTS
The College has a research office located in 513 Thomas Building.  All grant proposals are handled through this office.  Questions concerning grant submissions should be directed to Bob Meyer, Coordinator of Research Funds (email RCM3@psu.edu, phone 863-0301).

The Pre-Award Cost Authorization (PCA) form is used to request approval for pre-award costs for a pending award up to 90 days prior to the receipt of the anticipated award.  The Project Extension Notification (PEN) form is used to request no-cost extensions.  This form may be used to notify Office of Sponsored Programs and/or certain agencies of authorized one-time, no cost extensions of up to one year.  To request either a PCA or PEN, the appropriate form must be completed and signed by the PI and Department Head, and a letter of justification must be attached to the form (for no-cost extensions, this must be a scientific justification, not just that there are funds remaining in the account).  After departmental signatures are obtained, the form should be forwarded to Bob Meyer, 513 Thomas Building.
Questions may be directed to Bob Meyer (RCM3@psu.edu) or Lisa Good (LXY2@psu.edu).  Forms are available on the web at http://www.science.psu.edu/research/internalforms.htm. 

ID CARDS
All employees are eligible for a photo ID card.  See Bronnie McLaughlin in 208 Mueller for the appropriate form.  Information will be provided at the time of issuance listing all possible uses for your card.

KEY REQUESTS
Keys are available from Paula Farwell in 208 Mueller.  Individuals will be informed if a deposit will be required.  Keys must be picked up by the recipient only.  Photo ID is required before receiving keys.  Also, if a deposit is required, it must be paid at the time keys are obtained.

MAIL CHARGES
Mail cards are available in 208 Mueller and should be attached to outgoing U.S. mail.  Please note, daily postage may not be charged to restricted funds.  Unrestricted or general funds (i.e., startup, overhead) should be charged for daily postage.  It is important for mail cards to be completed neatly so the costs may be billed appropriately.

MAILBOXES
Mailboxes are located in 208 Mueller.  Questions concerning mail delivery and pickup should be directed to Paula Farwell in 208 Mueller.

MAINTENANCE AGREEMENTS
When an equipment maintenance contract is in place, individuals may contact the vendor directly when service is needed.  Purchase order numbers may be obtained from the business office.  If you are not sure if a piece of equipment is under service contract, please contact Sue Cherry or Connie Horner prior to contacting the vendor.

MEMBERSHIPS
Professional memberships may not be paid using the purchasing card and must be paid via check (see instructions for "special request for check").  Memberships may not be paid from research funds; only unrestricted or general funds may be used for memberships.  Lifetime memberships are not permitted on any funds.

Membership costs for graduate students and postdocs are considered a personal expense.  However, under special circumstances, a justification may be sent to Larry Bell who will submit it to the Dean for approval.  Note that if the grad or postdoc membership will offer savings on a conference registration cost in an amount greater than the membership expense, you should note this as the justification and the request will be processed.

PARKING
Parking permits for employees may be obtained in the facilities office, 512 Thomas Building.  Guests who are visiting for less than six months may purchase parking permits at the Parking Office in the Eisenhower Parking Deck.  You will need to have your driver’s license and know the make/model of your vehicle(s) and license plate number(s). 

PETTY CASH REIMBURSEMENTS
Petty cash reimbursement (for items costing up to $50) is available from Anna Lombard in 216 Mueller.  Receipts must be original and should be submitted with a Receipt for Petty Cash Expended form which may be obtained online at http://www.bio.psu.edu/home/general/formcenter or in 216 Mueller.  If the reimbursement is for a group meal, a group meal support form will also need submitted.  Group meal forms may also be obtained online at http://www.bio.psu.edu/home/general/formcenter or in 216 Mueller.

PURCHASE ORDERS
To place standing and/or non-standing purchase orders, a purchasing requisition form must be completed.  Forms may be obtained in 216 Mueller, or a fill and print form is online at the Biology form center site:  http://www.bio.psu.edu/home/general/formcenter.  Completed forms should be returned to the business office, 216 Mueller.  Purchase orders should be used when the purchasing limit exceeds the purchasing card limit or if the expenses are unallowable on the purchasing card.  When a purchase is $10,000 or above, a sole source justification form will need completed if the item is needed from a single source/sole source without open competition.  Single source/sole source justifications are to be used strictly as an exception when all attempts to pursue competitive purchasing practices has failed.  Acceptance of the request will be at the discretion of the Department of Purchases.  An on-line single/sole source justification form is available at http://www.bio.psu.edu/home/general/formcenter.  Sole source justifications are not necessary when purchasing from a contract vendor (see http://abs.psu.edu/purch/data/VEND.cfm).  Questions regarding purchasing procedures should be directed to the appropriate agent.  A list of purchasing agents by commodity may be found at http://abs.psu.edu/purch/data/CMDT.cfm. 

PURCHASING CARDS
The purchasing (Visa) card is the fastest and easiest way to buy (un-excluded) merchandise when the transaction limit does not exceed the cardholder's limit.  A purchasing card reconciliation form must be completed for each purchasing card transaction.  Forms are available in 216 Mueller, or a fill and print form is online at http://www.bio.psu.edu/home/general/formcenter/files/reconcile_form.pdf.  Priced packing slips or invoices should accompany the form and should be submitted to 216 Mueller within 30 days of the transaction date.  A list of frequently asked questions regarding the purchasing card is online at http://guru.psu.edu/cbb/purch/faq.html.  As mentioned above, the Purchasing Card has specific guidelines for use.  It is the cardholder's responsibility to familiarize him/herself with these guidelines and check for updates from time to time.  This list may be found at http://guru.psu.edu/policies/PSU/BS14exc.html.  Additional information may be found online at http://guru.psu.edu/policies/psu/bs14.html.  Questions not answered at these websites should be directed to the business office personnel in 216 Mueller.  To obtain a purchasing card, please contact Anna Lombard in 216 Mueller (865-1664).  The procedure for obtaining a card is as follows:  Online training must be completed successfully prior to application.  Once successfully completed, an email will be sent to Anna.  At that time, a designated user form will be sent to the applicant which will need to be signed and returned (to Anna) before she is permitted to begin the application process.  Cards usually arrive within two weeks of application.  Persistent abuse of purchasing card policies and procedures may result in card suspension or cancellation.  An introduction to the purchasing card and its procedures may be found at https://www2.absecom.psu.edu/PCARD_TRAINING/LOGON/WINDOW_LOGON.cfm.

RENOVATIONS
Robert Mitchell is currently responsible for coordinating facilities renovations.  Dr. Mitchell may be reached at 865-7620 or via email. 

RETURNS
Items being returned to the vendor that have an RMA (return merchandise authorization) number with postage paid by the vendor may be dropped in 216 Mueller.  For tracking purposes, RMA numbers should be maintained by the area returning the item, as these numbers are not kept on file in 216 Mueller.  Returned items where postage is required should be given to Paula Farwell in 208 Mueller.

SPECIAL REQUEST FOR CHECK
To pay items via check, a purchasing requisition form must be completed.  Forms may be obtained in 216 Mueller, or a fill and print form is online at http://www.bio.psu.edu/home/general/formcenter.  Completed forms should be returned to the business office, 215 Mueller.  Original receipts must be submitted with the reimbursement request.  If the original receipt is unavailable, a signed memo from the requestor must accompany the receipt copy.  The memo should be addressed to Larry Bell and include an explanation of why the original is not available.  The bottom of the memo should include a signature line for departmental approval.

STARTUP FUNDING
Startup funds are set up in individual cost centers within account 428-15 1001.  Cost center names begin with “ST” (for startup) and are then followed by the last name of the faculty member up to 10 characters (i.e., “ST SMITH”).

TRAVEL
Refer to the following websites regarding travel:
http://www.ers.psu.edu/policy.shtml
http://www.science.psu.edu/finance/ERS.htm
http://www.science.psu.edu/finance/policy_notes.htm#Travel
http://www.travel.psu.edu

TRAVEL ADVANCES
For CONUS travel (contiguous 48 states), advances are available only for an amount adequate to cover meals and incidental expenses.  Such advances may be authorized at the discretion of the Financial Officer up to a daily maximum of $50.  For OCONUS travel (outside of the contiguous 48 states), advances are available for an amount adequate to cover meals and incidental expenses and lodging limited to the appropriate per diem amounts.  Per diem amounts for CONUS and OCONUS may be found under at http://abs.psu.edu/TravelRates/.

Requests for travel advances must be submitted in time for adequate processing to obtain the advance.  Cash advances must be settled within five days of returning from the trip. Any employee failing to settle a cash advance within thirty (30) days from completion of travel will be duly notified that the full amount of the advance is being deducted from the next salary payment.  In addition, all such employees will be ineligible for future cash advances.