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Administrative & Financial Affairs

Ibrahi

mE

mran,As

sistantVP

September1,2015

1

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Organization Chart

VPAF(Vacant)

Admin. AssistantRadhika Narayanan

Assistant VPAFIbrahim Emran

2

Business Ops.Abdulla Iweinat, Asst.

Director

Call Center Drivers

Messengers ID Office

The President

(Dr. Donald Bates)

Finance Dept.Siby Thomas, Director

Accounting Procurement

Cashiering Store

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VP Office Activities/Services

University budget

Policies and procedures

Archiving project Internal auditing coordination

Legal services

Insurance policies

3

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4

University Budget

Fiscal Year is aligned with Academic Year

- September 1 August 31

Transparent

- Shared with Heads of Departments, Deans,Directors, VPs

Next budget cycle should start earlier

(~ February 2016)- Track projects required, recurring events, etc.

- Submit proposals to HOD or Dean

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Policies and Procedures

All policies and procedures are posted on

the University Portal (Alfresco)

Launched in 2013

Easy reference

Live documents

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Policies and Procedures Contd

https://connect.gust.edu.kw

https://connect.gust.edu.kw/https://connect.gust.edu.kw/

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Policies and Procedures Contd

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Policies and Procedures Contd

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Archiving Project

Electronic archiving for the university

documents

Completed project for different

departments (HR, Business Operations,

Finance Department, IT, etc.)

Requests to be forwarded to Administrative

& Financial Affairs

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Internal Auditing Coordination

Besides standard financial external auditing,

internal auditing is being conducted on

annual basis

Conducted by external auditing company

Includes all departments

Auditing process IS NOT a performance

evaluation process

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Legal Services

Outsourced to an external law firm

Provide services and consultations in Arabic

and English

Required for reviewing business contracts,

agreements, etc.

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Insurance Policies

Maintain all other insurance policies besides

HR health and workmen compensation

policies

Make sure proper coverage is in place

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.

Finance Department

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Organization Chart

Finance Director

CashieringAccounts & FinanceProcurement & Stores

Chief Accountant

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Activities/Services

All sort of payments (except the petty cash payment by individual

departments) are handled by Accounts department.

Accounting and book-keeping

University budgets controls and monitoring.

Stationery and inventory control.

Any purchase requests are handled by the procurement

department.

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Purchasing Guidelines

Less than KD100 (per single invoice)

Can be purchased using petty cash of the respective department.

From KD100 to KD499

Can be purchased directly by the department with the approval ofthe Department head with minimum 3 quotations and payment

per finance policies; no petty cash can be used for such purchases.

Purchasing Committee has the right to audit those purchases as

needed.

KD500 and above

Must go through the Purchasing Committee

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Policies/Procedures

Financial Policies & Procedures

Procurement Policies & Procedures

https://connect.gust.edu.kw

https://connect.gust.edu.kw/https://connect.gust.edu.kw/

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Policies/ProceduresMonthly Salary and Allowances: Monthly Salary and allowances are transferred to respective employees bank account on or before 25rd

of each month. All faculties must open a bank account with any of the local bank and need to providethe bank account details to HR department and a copy to Finance department.

Faculties could not open a bank account before the payroll date will receive a check drawn in their

name.

Summer vacation salary (effectively June to August) will be transferred to the account before the

vacation starts.

Summer semester teaching remuneration will be transferred/ issued by check after the grades are

posted in the system and people soft system signoff.

Reimbursements:All sort of reimbursement claims, allowances claim such as school fees, conference allowance, annual

ticket allowance etc. are to be submitted to HR department in the respective forms available with

supporting documents. After the verification HR department will forward the payment request to Financedepartment and we will release the payment by check. The reediness of the check will be notified by the

finance department personnel by e-mail or by phone.

Please note that all payment other than salary will be issued by check.

To get the check ready, it takes minimum 3 working days from the date of payment request received

by the Finance Department.

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Faculty Overload Remuneration Policies

The normal teaching load is 12 credit hours for professors, associate and assistant professors

and 15 credit hours for instructors.

Graduate courses are part of the normal load. Graduate course (MBA) is considered as 4.5

credits for the teaching load calculation.

Deans and HODs should work to eliminate the overloads. However, and based on the needs of

the departments, full-time faculty members may have overload remuneration for one course

only per semester.

Faculty members holding administrative position are not entitled to receive overloads.

FPU instructors teach 20 hours per week. Of that 5 hours per week is considered overload.

Overload payment for PhD holders is KD 1200 for a 3 credit course and Masters degree holders

overload is KD 800 for a 3 credit course.

Overload payment for MBA course will be 1800 for 3 credit course.

Maximum teaching load for summer semester is limited to 2 sections.

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Faculty Overload Remuneration Procedures

Regular Semester Overload Payment

Procedures

The VPAA office shall provide, every semester a list of faculty members who are teaching overload hours as

well as a list of part-time faculty members for the semester.

Finance department will verify the list with teaching schedule of the faculty members and if there is any

discrepancy in the teaching load or the remuneration calculation, the VPAA will be informed to verify the

data and finalize the remuneration.

Part-time faculty members remuneration will be processed per contracts.

Finance department will release the overload remuneration end of each semester.

Given below are the overload remuneration per course section (3 credit hours) for fall and spring semesters:-

Course PhDDegree

Holders

Master Degree

Holders

UG course 1,200 800

MBA 1,800 ( not allowed)

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Faculty Overload Remuneration Procedures

Summer Semester overload payment

A full-time faculty teaching load for a summer semester is 2 sections (6 credit

hours) except for the Foundation Program Unit courses.

Full-time faculty members are allowed to teach only in one summer session.

No independent studies are offered in the summer sessions.

3 credit hours

(1 course)

PhD holders for

MBA & UG Course

Master degree

holders for UG

Course

English

Foundation

Year

1st course 2 times the basic

salary

2 times the

basic salary

800 per hour

(5 hours a

day)

2nd

course 1,200 800 N.A

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Location

Library

Admission and

Registration Dept.

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Contacts Information

Finance and Accounts Related Enquiries

Sl. Name of the Employee Designation Extension

1 Siby Thomas Finance Manager 7211

2 Rakesh Kappen Chief Accountant 7217

3 Muhib Rahman Senior Accountant 7216

Readiness of Cheque

1 Youssra El-Kholi Admin Accountant 7218

Purchase Requirements

1 Hany El-Sheikh Senior Accountant 7212

Stores Requirement

1 Polina Eswaraiah Store Coordinator 7214

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Business Operations

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Organization Chart

Call Center Drivers

Assistant Director

25

MessengersID Office

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Activities/Services

ID Office

- Issues IDs for students, employees, contractors

New

Replacements

- Location

N6 (2nd Floor)

- Office Hours

8:00 AM 3:00 PM (Sunday Thursday)

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Activities/Services

Call Center

- Responds to external inquiries

- Transfers external calls for more details or as

requested Making internal calls is not allowed due to limited

resources

- Location

N6 (2nd Floor)

- Office Hours

8:00 AM 3:00 PM (Sunday Thursday)

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Activities/Services

License Plate Recognition (LPR) System

- Registration

Online registration https://mycar.gust.edu.kw/

(internal network)

Up to two vehicles can be registered

Changing or deleting vehicle information can be done

online at anytime

2

8

https://mycar.gust.edu.kw/https://mycar.gust.edu.kw/

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Activities/Services

Shredding

- Onsite shredding for all university confidential

documents (exams, homework, etc.)

- Ongoing process throughout the year

Contact the Business Operations

25307362

2

9

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Other Activities/Services

Student shuttle bus service

Incoming university mail distribution

Office door signs Messengers services

Airline/ hotel business reservations

assistance (per GUSTs policies) Conference logistics assistance

3

0

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Contact Information

Abdulla Iweinat, Assistant Director

- 2530 7362

3

1

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Qs & As

3

2