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| Procedure: |
BUS-01 - RECORDS RETENTION |
| Explanation: |
The University maintains a Record Retention Center in the Central Supply Building and follows the retention schedule established by the Board of Regents. Department personnel should not have to go to the Retention Center to retrieve documents. Central Supply will deliver and pick up boxes by request. |
| Who to call for help: |
Central Supply (42821) |
| Action by: |
Action Taken: |
| Department: |
Request storage boxes and Records Center transmittal forms from Central Supply. File records in the boxes and fill in the department number, application number, description, disposition, box number and destruction year information on the transmittal form. Tape the white copy of the form to one end of the box. Send the yellow and pink copies to Central Supply. They will then come to the department to pick up the box. When information needs to be retrieved, complete a record retention center form. Send it to Central Supply and the entire box will be delivered. When ready for return send in a request form for pick up. |
| Central Supply: |
Pick up storage boxes, fill in the box location and department code, and store the boxes in the retention area. Enter the transmittal information in the records retention data base. |
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| Procedure: |
BUS-02 - BOOKSTORE PURCHASES |
| Explanation: |
Departments may purchase Bookstore items that are not available from Central Supply. |
| Who to call for help: |
Bookstore Manager (42603) |
| Action by: |
Action Taken: |
| Employee: |
Upon approval from Department Head, select items needed for department use and advise the Cashier that this is a departmental purchase. Present AASU employee I.D. to the cashier to verify yourself as a Faculty or Staff member. |
| Cashier: |
Ring items as a tax exempt purchase and charge to the requested department. Give the employee a receipt copy and keep the original signed receipt for Bookstore records. |
| Financial Services: |
Charge purchases to the departmental supplies and materials account from the daily Bookstore Departmental Charges Report. |
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| Procedure: |
BUS-03 - REPAIRS FOR EQUIPMENT AND SERVICE AUTHORIZATION |
| Explanation: |
Equipment repairs, not on contract, do not follow the normal purchasing guidelines because the cost of the repair is not immediately known. The Department Head should call Procurement and Auxiliary Services for a purchase order number to authorize the repair before requesting a vendor to either make a service call or proceed with repairs.
CIS should be contacted first for all Technology equipment repairs. They will make the determination as to whether they can make needed repairs or if an outside vendor should be contacted. (42518)
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| Who to call for help: |
Business and Auxiliary Services (42785) |
| Action by: |
Action Taken: |
| Department: |
Request a purchase order number from the Business and Auxiliary Services office to authorize the repair and call the vendor. |
| Business and Auxiliary Services |
Issue a purchase order number. |
| Department: |
When repairs are complete, prepare a purchase requisition showing the purchase order number and describing the repair. Submit the requisition along with the repair invoice to the Business and Auxiliary Services office. |
| Business and Auxiliary Services |
Review the requisition and invoice then process for payment. |
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| Procedure: |
BUS-04 - PURCHASE REQUISITIONS |
| Explanation: |
Departmental purchases are initiated by a purchase requisition form. |
| Who to call for help: |
Business & Auxiliary Services (42785) |
| Action by: |
Action Taken: |
| Department: |
Send a purchase requisition by campus mail to Business & Auxiliary Services office. All IT purchases (hardware or software; excludes printer cartridges, mouse, keyboard and cables)., should be forwarded to CIS. List vendor and address, federal id #, NIGP code, unit of measure/quantity, description (specifications including model numbers, sizes, capacity, colors, and options) and price. Also include the account string to be charged for the purchase. The requisitions must be an original form with red number in right hand corner issued from Business and Auxiliary Services. No copies will be accepted. |
| CIS: |
Verify the order, approve and forward requisition to Business and Auxiliary Services office for processing. |
| Business & Auxiliary Services |
Review requisitions, verify that funds are available, obtain competitive bids, if applicable, and issue a purchase order.
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| Procedure: |
BUS-05 - EMPLOYMENT OF CONSULTANTS |
| Explanation: |
This form is used for services rendered by consultants. It may not be used by AASU employees. Do not include reimbursable expenses. Non-employee travel should be completed on a separate travel expense statement. |
| Who to call for help: |
Business & Auxiliary Services (42785) |
| Action by: |
Action Taken: |
| Department: |
Prior to services being performed: determine if employee/employer relationship exists.
If so, forward to payroll.
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| Payroll: |
Process payment in payroll system |
| Department: |
If not, Process through Accounts Payable. Download consultant form from the Business & Finance website. Prepare form with service provider prior to services being performed. Include substitute W-9 form information if vendor has not been used previously. Obtain signature of service provider, departmental per diem charge code, and date check is requested. Prepares requisition. Forward consulting form and requisition to Department head for approval.
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| Department Head: |
Approves form and forwards to Purchasing for processing purchase order. |
| Business & Auxiliary Services: |
Review forms, verify funds are available and issue a purchase order.
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| Department: |
Sends receiving report to Procurement & Auxiliary Services office when check is requested |
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| Procedure: |
BUS-06 - TRAVEL AUTHORIZATION |
| Explanation: |
Travel request authorizations must be approved in advance. Either a standing authorization for individuals required to travel on a regular or continuous basis or a specific authorization for individuals making a single trip may be used. Standing authorizations can only be used for day trips (no overnight). |
| Who to call for help: |
Business & Auxiliary Services (42785) |
| Action by: |
Action Taken: |
| Department Head: |
Request, by memorandum each academic quarter, to the Business & Auxiliary Services to issue a standing travel authorization for faculty teaching off-campus courses, supervising student teachers, or performing other activities requiring continuous travel. |
| Employee: |
If travel is not included in a standing authorization, complete a travel request form. Review the travel regulations in the faculty handbook. |
| Business & Auxiliary Services: |
Process the travel request. |
| Employee: |
Notify the Business & Auxiliary Services office of any changes or cancellation in approved travel and complete the travel expense claim statement upon return to campus.
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| Procedure: |
BUS-06A - TRAVEL EXPENSE STATEMENT |
| Explanation: |
Statement to be completed by employee upon return from trip to receive reimbursement for expenses while traveling for AASU. Georgia State regulations require that the claim must filed within 30 days of completion of trip. |
| Who to call for help: |
Business & Auxiliary Services (42785) |
| Action by: |
Action Taken: |
| Employee: |
Complete expense statement include all receipts. Forward to supervisor/approver for signature. |
| Supervisor/Approver: |
Be sure travel expense statement is correct. Sign and forward to Business & Auxiliary Services. |
| Business & Auxiliary Services |
Audit travel expense statement. Be sure all necessary documents are included. Forward to Accounts payable for payment. |
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| Procedure: |
BUS-07 - VENDOR PAYMENT AUTHORIZATION |
| Explanation: |
Purchases must be sufficiently documented before disbursement checks are issued to vendors. A purchase requisition, a purchase order, receiving report, and an invoice are required documents. |
| Who to call for help: |
Business & Auxiliary Services (42785) |
| Action by: |
Action Taken: |
| Department: |
When an item is delivered from Central Supply, sign the receiving report to verify the item(s) were received in good condition and send this document to the Business & Auxiliary Services office. If you receive a portion of the items, check those off the receiving report and sign. Make a copy of the report and send it to the Business & Auxiliary Services office, so that partial payment can be made if necessary. |
| Business & Auxiliary Services: |
Match the receiving report with the purchase order and the invoice. Forward to Accounts Payable for payment.
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| Procedure: |
BUS-08 - STUDENT HANDOUTS, Department Produced |
| Explanation: |
Faculty may request study guides, textbook supplements, manuals, and other student handouts to be printed and sold through the Bookstore. Departmental funds cannot be used for these materials. Faculty members are responsible for obtaining permission to use copyrighted material. |
| Who to call for help: |
Textbook Manager (42603) |
| Action by: |
Action Taken: |
| Faculty Member: |
With approval of Department Head, the faculty member should provide the Bookstore with the original material to be printed when submitting textbook orders. A request for Duplication form should accompany the original submitted to the Bookstore with printing preferences noted on the form. Faculty should allow ample time prior to the desired term for the preparation of the student handouts. |
| Bookstore: |
Have this material reproduced via the Mailroom Print Shop and stock it as a textbook item using the standard mark-up based on the cost of printing. |
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| Procedure: |
BUS-09 - TRAVEL REIMBURSEMENT, Job Candidates |
| Explanation: |
Candidates for faculty and other positions are reimbursed for travel expenses according to the Board of Regents travel regulations that apply to employees. Candidates should pay for all travel expenses except airline tickets that should be purchased according to procedure FIN-13, "Airline Tickets, Purchase of". |
| Who to call for help: |
Business & Auxiliary Services (42785) |
| Action by: |
Action Taken: |
| Department Head: |
Notify candidates for a position of the current auto mileage and meal reimbursement limits and that the university will purchase an airline ticket and make a hotel reservation. Contact the Academic Affairs office to coordinate the hotel reservation. |
| Candidate: |
Complete a travel expense statement while on campus including all expenses paid for by the candidate |
| Department Head: |
Approve the travel expense statement and forward it to Business & Auxiliary Services for payment. See BUS-06A for more information on travel expense statements. |
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| Procedure: |
BUS-10 - INVENTORY, Transfer of Equipment And Surplus |
| Explanation: |
The University maintains an inventory of equipment items with a value of $3,000.00 or more. These items have property decals. Whenever an equipment inventory item is transferred from one location (room and/or building) to another location or is surplused, prepare a Transfer of Equipment request for Central Supply. Forms are available from Central Supply. |
| Who to call for help: |
Central Supply (42821) |
| Action by: |
Action Taken: |
| Department: |
Determine that an equipment inventory item is to be transferred or surplused and prepare a Transfer of Equipment request for Central Supply. |
| Central Supply: |
Issue a work order to Plant Operations, if necessary, to move the item. If the item is computer equipment, notify CIS. Forward copy of the completed Transfer of Equipment request to the Business & Auxiliary Services office. Accounting Department staff will change the inventory records. For surplus equipment, send the completed form to Plant Operations. |
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| Procedure: |
BUS-11 - PRINTING REQUISITIONS |
| Explanation: |
Printing orders for office stationery and business cards must be cleared through the public relations office to insure consistency in the use of the official letterhead and logo. All offices must comply. |
| Who to call for help: |
Business & Auxiliary Services (42785) |
| Action by: |
Action Taken: |
| Department: |
Contact Joan Lehon at 344-2569 and explain your printing needs. Ms. Lehon will produce a purchase requisition and return it for your approval. Then you forward it to the Business & Auxiliary Services office. |
| Business & Auxiliary Services: |
Verify that funds are available and issue a purchase order and send the vendor copy to public relations. |
| Public Relations: |
Deliver the purchase order and camera-ready material to the printer. |
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| Procedure: |
BUS-14 - CHECK REQUESTS |
| Explanation: |
The check request may not be used for reimbursements for travel, the purchase of goods or services, or the payment of people. Disbursements to reimburse individuals under $200.00 may be authorized by check request. Examples of check request disbursements are subscriptions and prepayment of registration fees under $200.00.
The check request lists guidelines regarding the payment to non-U.S. citizens. It is the responsibility of the approving official to ensure the correctness of the payee's citizenship status. Purchases governed by state of Georgia purchasing regulations require purchase orders. Procurement (42785) should be contacted for those types of purchases.
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| Who to call for help: |
Jo Parrott, Director of Business & Auxiliary Services (42785) |
| Action by: |
Action Taken: |
| Department: |
Submit a check request with proper authorization and supporting documents to Financial Services. |
| Accounts Payable: |
Disburse funds within seven working days. |
