James Madison College2019 Faculty Retreat

Finance and Policy Presentation -

Travel and Grant Updates

Staff and Assignments

Stephanie Meyer Travel Requests Travel Arrangements Travel Expense Reports Comparison Flight

Documentation Conference Registration Book orders Supplies Student Payroll

Justin Burkett Event Arrangements Room Reservations Event Food Orders Visitors

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 Conference Room Usage Policy Food Policy Meal Ticket Policy Monthly Accounting Review

Policy ProCard Policy Record Retention Policy Scholarship Policy Space Policy Technology Policy Travel Policy Visitor Parking Permit Policy

Academic Specialist Vacation Time Policy

Business Continuity Plan Employee Moving Expense Policy Employee Time Reporting Policy HR Forms & Time Approval

Policy University Closure Policy UNTF Compliance Contingencies

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 –summer/early fall dates

May 1 June 1

Class Activities – Fall May 1 August 16

Class Activities – Spring November 1 December 16

Ugrad – Student Assistance

September 1 January 1April 1

Rolling deadline until funds exhausted

Ugrad – Conference Attendance

September 1 January 1April 1

Rolling deadline until funds 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 Algeria -Elevated Bangladesh -Elevated Burkina Faso -Elevated Burundi -Elevated Cameroon -Elevated Central African Republic -Extreme Chad -Elevated Colombia -Elevated Cote d'Ivoire -Elevated Democratic Republic of the Congo -Extreme Egypt -Elevated El Salvador -Elevated Ethiopia -Elevated Guatemala -Elevated Guinea -Elevated Guinea-Bissau -Elevated Haiti -Extreme Honduras -Elevated Indonesia -Elevated Iran -Extreme Iraq -Extreme Kenya -Elevated Kyrgyzstan -Elevated Lebanon -Elevated Liberia -Elevated Libya -Extreme

Mali -Extreme Mauritania -Elevated Mexico -Elevated Myanmar (Burma) -Elevated Nicaragua -Elevated Niger -Elevated Nigeria -Elevated North Korea -Extreme Pakistan -Extreme Palestinian Territories (Gaza) -Extreme Palestinian Territories (West Bank) -Elevated Papua New Guinea -Elevated Philippines -Elevated Sierra Leone -Elevated Somalia -Extreme South Sudan -Extreme Sri Lanka -Elevated Sudan -Elevated Syria -Extreme Tajikistan -Elevated Togo -Elevated Turkey -Elevated Uganda -Elevated Ukraine -Elevated Venezuela -Extreme Yemen -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.

Concur – New University SystemProfile Update

All Faculty/Staff employees automatically have a profile in the system.

Stephanie and I are pre-loaded into everyone’s profile as both Request and Expense delegates, which allows us to assist you with preparing both forms.

Your profile name must match your government issued ID – flights will be purchased in this name. Please talk with me if you have a discrepancy.

First step is to update your Personal Settings – add emergency contact information and update any other fields (frequent flyer numbers, seat preferences, etc.). You will not be able to book any travel or have a Request or Expense Report processed without the emergency contact information being filled in.

Verifying email addresses and activating E-Receipts – the system will allow you to email receipts and plans to your profile if you complete this step.

Set up the Concur Mobile App and the Tripit Pro App.

You can connect other Apps to your profile – Uber, Car Rental Agencies, Hotels, etc.

Set up email notification preferences. Email settings can be adjusted under Request/Expense Preferences.

See Stephanie/Lynn during the Retreat to complete this setup process.

Concur – New University System Requests

Request is the new name for travel authorization. “A Request provides:

Destination information; Permission to represent MSU; Permission to spend University funds; Permission to be away from day to day responsibilities associated with university position; For entry/exit requirements, health and safety risks, and destination sourcing materials so travelers

can become versed in their destinations.” (From MSU Travel Office)

A Request should be completed for any business-related travel, regardless of how it is funded (JMC/MSU funding, Host funding, no funding).

Must be completed before travel, before arrangements are made, before flights are booked, etc.

Cash Advances (for international only) can be requested as part of the Request process.

Motor pool vehicles can also be noted, but also requires a separate reservation process.

Expense Reports must be connected to an approved Request. Stephanie will be handling all Requests for the college.

So you want to travel…. what happens next? Fill out the JMC Request Form

Select the correct form – one for Domestic Travel, one for International Travel. Available on the Internal webpage or outside Stephanie’s door. Attach a screen shot of your preferred flight. You can meet with Stephanie if your travel is

complicated. Otherwise she can book your flight based on your preferred screen shot. You MUST alert us if there is any planned use of alternate airports, indirect routing, or

personal travel included in your plans. Comparison flights must be obtained at the same time the actual flights are purchased. This includes use of any airport outside of LAN/GRR/DTW/FNT, any indirect routing, any personal days – ANYTHING WEIRD! Failure to obtain the comparison cost AT THE TIME OF BOOKING may result in no reimbursement.

You will get a system-generated email once your Request is approved. Then you can make your other travel plans (hotel, MI Flyer, etc.).

Send your arrangements to plans@concur.com to add them to your TripIt Profile. Must be from an email you verified within your profile.

Three Ways to Submit Expenses Use the Concur App to take photos of your receipts –

automatically puts the receipt into your profile to be used in your Expense Report. Can be done during travel or after travel is completed.

Email receipts to receipts@concur.com – this will automatically put the receipt into your profile to be used in your Expense Report. Can be done during travel or after travel is completed.

• Must be from an email you verified within your profile.

Give them to Stephanie (hard copy or email) – “Old school style” after travel is completed.

After Travel – Completing Your Expense Report Fill out the JMC Expense Report Form.

Turn in all receipts using one of the three methods mentioned earlier.

The Concur system will automatically calculate per diem, mileage reimbursement, foreign exchange rates.

Stephanie will be preparing the Expense Report for all faculty/staff. Once completed you will get an email notifying you it is ready to be reviewed. You will have to go into the Concur App or Concur tile on your computer to SUBMIT the report. That is your approval of the report. All reports must be submitted by the traveler.

Reminder that all travel should be reconciled within 30 days of the end of the trip. 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.

Travel Extras If your conference is international, seek out other funding from ISP –

Special Foreign Travel Fund (SFTF). Applications are reviewed three times a year: February 1 deadline: for meetings held March through August June 1 deadline: for meetings held July through December October 1 deadline: for meetings held November through April

We (both JMC and MSU) are continuing to allow employees to purchase their own flights, outside of the system (for example using Delta.com or Expedia). Using Concur/Conlin does make the Expense Report process easier to complete. It also avoids you being out-of-pocket for the flight cost until you return from the trip. And if the trip doesn’t go, MSU will not reimburse for that flight. This policy may change university wide in the future…

Grant Application Policy Only the Office of Sponsored Programs (OSP) has the authority to submit proposals on behalf

of the university.

The JMC Associate Dean for Research can provide guidance on the concept, potential MSU and non-MSU colleagues who may add value to the proposal, and overall mentoring on the research funding process. The JMC Finance Director can provide guidance on the proposal submission process, development of the budget and is the college’s authorized submitter of KC proposal documents.

Notification of intent to apply must be sent to the JMC Associate Dean for Research (copy the JMC Finance Director) no less than 4 weeks (20 business days) prior to deadline. Notice should include a link to the solicitation and application deadline. This includes proposals being initiated by other units with JMC faculty as key personnel. Additional time may be required for more complicated applications, Grants.gov submissions, etc.

If the proposal includes a buy-out of teaching effort, this must be discussed with the JMC Associate Dean for Research as soon as serious consideration is being given, and no less than 4 weeks prior to the deadline to determine if the request is able to be accommodated. Faculty effort for course releases should be budgeted at 15% effort, or a minimum of $10,000 plus applicable fringe

costs.

Grant Application Policy Letters of Intent/Pre-proposals may require formal University clearance. Please communicate

your plans to submit an LOI/Pre-proposal to the JMC Associate Dean for Research/Finance Director for guidance on whether your proposal requires clearance.

Any proposals to foundations require clearance from MSU’s University Advancement Corporate and Foundations Relations office. This approval will be facilitated through JMC’s Associate Dean for Research and JMC’s Development Officer.

All college proposals must comply with OSP’s Proposal Submission Deadline Policy. “Late” and “At-Risk” proposals jeopardize proposal submission and JMC’s overall status with OSP and may require special endorsement from the JMC Associate Dean for Research to authorize submission. Following our 4-week notification lead time, and the timeline outlined by the JMC Finance Director, will assist with staying in compliance with OSP’s deadlines and ensure a successful submission of the proposal.

It is the Faculty member’s responsibility to notify JMC even if JMC is not handling the proposal submission directly. All proposals with JMC faculty involved will route through JMC for approval. When the proposal is preparing to be routed make sure the JMC Associate Dean for Research and JMC Finance Director are aware, so we are prepared and expecting the proposal.