HELPFUL TIPS, PROCEDURES & RESOURCES FROM THE STAFF Faculty meeting July 19, 2012

NEW HIRING PROCESS/ PROCEDURES  INDEPENDENT CONTRACTORS & CONSULTANTS  Send the Potential Contractor the Certification for Determination of Independent Contractor Status Form ( df): df This should be completed 2 weeks before performing any work. Additional Documents Required: W-9, Business Card, and Current CV or Reference List. This MUST be approved by the Tax Office before payment is made.  Check Request will be needed with : Final Invoice Fund or Grant Number (provide PI name, if someone else)  Your Signature will be needed to process these forms!!!!

HIRING PROCESS/ PROCEDURES  TEMPORARY EMPLOYEES & COOP STUDENTS  Send an to Yenneeka at least 2 weeks before appointment start date with the following data: Employee’s First & Last name Start & End date (appointments can only be 6 months or less than 1000 hours ) Title of Position Salary Amount: Computed at an hourly rate Fringe is attached of 11.5% on grant 10.5% Fund or Grant Number (provide PI name, if someone else)  Your Signature will be needed to process!!!!

HIRING PROCESS/ PROCEDURES  STUDENT EMPLOYEES (UNDERGRADS & GRADS)  Send an to Yenneeka at least 2 weeks before appointment start date with the following data: Student’s First and Last name Start & End date Salary Amount: Undergrads work at an hourly rate (max. $10 unless specialized work typically approved for upperclassman) Grads are paid monthly (E-PAF due dates vary based on term) Fund or Grant Number (provide PI name, if someone else)  Please remember to Approve E-PAF!!!!

E-PAF & TUITION COVERAGE  EPAFs cover not only stipend but tuition (helpful hints):  Tuition can be covered by various funds, such as gift, grant, and department, etc…  Grants can only cover tuition, if the PhD student is paid from the grant within a specific term;  There can only be 1student covered by the cost share each term(this does not apply to IGERTs and GAANNs);  Please inform your students & Yenneeka of the amount of credits that will be covered by your grant

MANAGING FINANCES  If you have any funds, please obtain access to-  Web*Finance:  Web*Salary & E-PAFS: (if paying salary as well) For training, please fill out the following form:  After gaining access:  Review accounts periodically, to avoid deficits!  Pay Close Attention to: Total Personnel & General Expenses, Actual Available Budget and Suspended Documents

GRADE SUBMISSION  PLEASE REMEMBER TO SUBMIT GRADES NOT ONLY FOR REGULARLY SCHEDULED CLASSES BUT FOR:  RESEARCH : (Through DrexelOne) LETTER GRADES (This should be corrected for winter term.)  INDEPENDENT STUDY: (Through DrexelOne) LETTER GRADES  MASTER’S THESIS/ PH.D. DISSERTATION : (Send to Antonios) CREDIT OR IN PROGRESS Please note: If a student is given an INP it may turn into an administrative “F” ( This was brought to registrar’s attention and is being sorted out)  Please, submit these grades during Finals Week!!!

RESOURCES (NEW & OLD)  New Folders on Staff Server:  Student Affairs’ Folder- contains data for each student but limited on freshmen & sophomores (main folder currently managed by Student Services Center)  Financials’ Folder- contains an: Department Forms: Check Request, Travel Reimbursement, Pro etc…  Scan Folder- can be used to scan larger files, if too large to .  Office Management Folder- has the printer codes and this PowerPoint Presentation!