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• Intranet
• Academic Services
• Knowledgebase
• Financial and Administrative Services
• Table of Contents
• Information & Procedures
• Knowledgebase
• Also see:
• Internal Pages

Intranet

FAS Information & Procedures

UNDER GOING UPDATES!

Tessa Chalberg is no longer working in the department. Where you see
a reference to Tessa please think "FAS917" instead. Any questions or
problems, please email FAS917.

 

Benefits - Appointed and Classified Personnel

Classified Staff

You are eligible for employee benefits if you meet the following three criteria:

1. You are employed at .50 FTE or higher.
2. You have been hired into this position for at least 6 months; and
3. You are paid by The University of Arizona.

• You will receive a Benefits packet from Human Resources describing employee benefit programs at the U of A.
• Benefit information can also be accessed at: www.hr.arizona.edu/04_cb/benefits.
• You must sign up for benefits within thirty (30) days of your hire date. If you do not enroll within the 30-day enrollment period, you will waive your rights to participate in the benefits programs until the next annual open enrollment period.
• Under certain circumstances, you may be eligible to enroll or modify your elections if you experience a qualified life status event change.
• Ana Rodriguez (rodrigua@) will arrange your New Employee orientation.
• The new Employee Orientation is generally held in Room 216 at the University Services Building at the Main Gate Center, 888 North Euclid Avenue.
• Benefits will be reviewed and enrollment for benefits will occur at the New Employee orientation.
• Insurance coverage begins on the first of the month following receipt of your properly completed enrollment forms.

Faculty and Appointed Personnel

• You will receive a Benefits packet from Human Resources describing employee benefit programs at the U of A. Benefit information can also be accessed at: www.hr.arizona.edu/04_cb/benefits.
• Ana Rodriguez (rodrigua@) will arrange your New Employee orientation. The new Employee Orientation is generally held in Room 216 at the University Services Building at the Main Gate Center, 888 North Euclid Avenue. Benefits will be reviewed and enrollment for benefits will occur at the New Employee orientation.
• To participate in any benefit programs, you must enroll within the first 30 days of your employment. Coverage will then become effective the first of the month after your enrollment application is received by Human Resources.
• If you do not enroll within the 30-day enrollment period, you will waive your rights to participate in the benefits programs until the next annual open enrollment period.
• Under certain circumstances, you may be eligible to enroll or modify your elections if you experience a qualified life status event change.
• Effective with your date of hire or eligibility date, you will be enrolled automatically in the Arizona State Retirement System (ASRS) as a default retirement plan. Appointed Personnel of the University of Arizona have a one-time opportunity to elect participation in the Optional Retirement Plan (ORP). Appropriate enrollment forms must be completed and returned to Human Resources within 30 days of your date of hire or eligibility date. If you take no action with your 30-day election period, you will remain enrolled in the ASRS during your eligible employment with the University of Arizona.
• Benefits coverage begins on the first day of the month after your date of hire, providing an application for enrollment has been received within 30 days of hire. If you do not enroll within 30 days of hire, you will not be eligible until the next open enrollment period.

Cat Card

Paid U of A Employee

• You must be entered in the payroll system and assigned an employee ID number prior to obtaining a Cat Card. After your information is in the system, you can go to the Cat Card Office in the Student Union, Room 278 (626-9162) and obtain your Cat Card.
• Lastly, see Margaret in the FAS office (917) who will prepare key paperwork for you to obtain keys from the Key Desk at 1117 E. 6th St (inside 6th Street Garage, near cashier), 621-1612, (hours: 9:00-3:00 Mon-Fri).

Non Paid Visitors/Volunteers

• Associate/Affiliate Forms MUST be completed by the FAS office and the individual and routed through the Provosts office before an individual can begin work in our department. The FAS Office must be informed of a visitor coming to work in our department at least 60 days in advance. LEAD TIME is IMPERATIVE, because routing through the Provosts office requires additional processing time.
• After the paperwork has been approved by the Provosts office, the individual will be entered in the U of A system and assigned an employee ID number.
• The individual will take the necessary paperwork and memo generated by the FAS office to the Cat Card office in Student Union, Room 278 (626-9162) to obtain a CAT CARD.
• Lastly, see Margaret (margaret@) in the FAS office who will prepare key paperwork for you to obtain keys from the Key Desk at 1117 E. 6th St (inside 6th Street Garage, near cashier), 621-1612, (hours: 9:00-3:00 Mon-Fri).

Check-out Procedures for Departing Personnel

• Print off and fill out the above form.
• Make a copy for yourself, and turn in the original to Margaret Newman in the Financial and Administrative Services office in Room 917.
• If you have any questions regarding the form, please ask anyone in the Financial and Administrative Services or Academic Services offices.

Colloquia

Colloquia (academic seminars) are held in Computer Science on Tuesdays and Thursdays at 11:00am in room GS 906. A light snack is served with all colloquia at 10:45 am in the 9th floor lobby "atrium".

To Schedule a Colloquium

• Colloquia should be scheduled at least three weeks in advance for colloquium tasks to be completed.
• Please contact either the colloquia chair or send an email to colloq.
• Please include an abstract summarizing the important points of your talk sent at least three weeks in advance to colloq
• Abstracts are posted on the Computer Science webpage and are distributed to Faculty within the department.
• Room accommodations at a nearby facility can be made for speakers staying overnight. Room reservations should be requested three weeks in advance via email to colloq.

Computer Science ID (CSID)

A CSID is different from a Lab Card or applying for an account at the "apply" webpage. It is a 9-digit ID number that they use to turn in home-works and to find out grades. This is, of course, for the Computer Science Dept only.

So how do they apply for a CSID number? On our main web page, in the left hand column towards the bottom is a "Computing Information" link. Click on that. Then you want to scroll all the way down to the section titled "Utilities" (middle column of topics). Then you click on Computer Science ID. Scroll down to the bottom of the page and you (or the student) will see:

Student generation of CSID numbers

An individual student can determine their own CSID in either of two ways:
1. by using a web page
2. by logging onto lectura.cs.arizona.edu as user csid with password CSID

You will be prompted for their University of Arizona Student ID and in return receive a 9-digit number. The applicable part of this number, that used for grade posting, are the last six digits.

Example:
ssh lectura.cs.arizona.edu -l csid
password: CSID

Note that the above password is capitalized.

If the student has no idea what "lectura" is or what "secure shell" is refer them to their TA or to the professor, and then lastly to John Cropper (jcropper@).

Expense Reimbursement - Colloquium Speakers

We look forward to your visit to the University of Arizona. We will make every effort to compensate you for all reasonable expenses that you incur as part of your visit.

Please be advised that UA policy prohibits UA faculty from paying for any expenses or services on behalf of a visitor.

Reimbursable Expenses:

Airfare, ground transportation (round-trip taxis/shuttles to airport), lodging (usually directly billed to the department), airport parking (reservations for on campus parking can be made through the department) and meals.

Non-Reimbursable Expenses:

Alcohol, telephone calls, internet service, room service, newspapers, personal items.

Reimbursement Procedures:

ORIGINAL RECEIPTS ARE REQUIRED FOR ALL REIMBURSEMENTS. It is advisable to make an appointment with Suzanne Collier (suzanne@) in the Financial & Administrative Services Office, room #917C to discuss these requirements.

Foreign Visitors

By government regulation, you must be traveling with certain documents in order to be reimbursed for your expenses. *All* travelers with visas or visa waivers must provide us with certain documents to legally reimburse you.

Visas and Visa Waivers for Expense Reimbursement

In summary for a small sampling of most common visas:

a. B-1 and WB visas may be reimbursed for reasonable, business-related expenses during the duration of the business engagement.

b. B-2 or WT visa holders must sign a statement that states:
"(Payee's Name) was engaged in academic activities at the University of Arizona. These academic activities were not more than nine days in duration. (Payee's Name) has not accepted an honorarium or expense reimbursement from more than 5 (five) institutions within the previous 6 (six) months."

c. TN Status and H1-B (sponsored by a school other than the University of Arizona): Payments to a foreign visitor from another institution can be made for expense reimbursements only. A wage or salary may not be paid to the foreign visitor and no monetary or other material gain can be derived from the services provided. Reimbursements include travel and reasonable living expenses. Proper documentation must be attached to the expense reimbursement, including purpose of the visit and reimbursement, H1-B visa documentation, SSN or ITIN, and a copy of the letter from Jacquelyn Bednarz, Chief, Nonimmigrant Branch Adjudications dated April 6, 1994. (Bednarz 4/6/94 letter).

Documentation Procedures:

a. All visas/visa waivers require us to obtain a copy of the I-94 (INS Arrival/Departure Record) both front and back.

Exception: INS regulations permit Canadian citizens to enter the United States without a visa or the Arrival/Departure Record, I-94. However; in order to be eligible for business expense reimbursement, Canadian citizens must request an I-94 with a B-1 or W-B status at the time they enter the United States; otherwise, they will be treated as traveling under the B-2 or WT and, in order to receive expense reimbursement, will also have to meet the criteria outlined above.

For all visa requirements by type please see:
http://www.fso.arizona.edu/fso/deptman/9/916nonre.html

Expense Reimbursement - Faculty Candidates

We look forward to your visit to the Department of Computer Science at the University of Arizona. We will make every effort to compensate you for all reasonable expenses that you incur as part of your interview visit.

1. What Can be Reimbursed and How

A. Reimbursable Expenses:

• Airfare, ground transportation (taxis/shuttles to and from airport), lodging (usually direct billed to the department), car rental, airport parking (reservations for on campus parking can be made through the department) and meals.

B. Non-Reimbursable Expenses:

• Alcohol, telephone calls, room service, internet service, newspapers, any personal items.

C. Reimbursement Procedures:

• ORIGINAL RECEIPTS ARE REQUIRED FOR ALL REIMBURSEMENTS. Should you require the originals for other purposes, arrangements can be made to have them returned to you. Please make an appointment with Suzanne Collier, Room #917C before leaving the department to discuss expense reimbursement.

2. Foreign Visitors

Nonresident aliens who enter the United States for purposes of interviewing only (they are not performing any services), may be reimbursed for business related expenses. The same requirements apply as stated above.

Facilities - Elevators, Restrooms

If you experience any problems with the elevators in our building, you can call 621-3000 and let Facilities Management know. You have to know which elevator it is (#1 or #2), and our building number is 77.

These are also the same people to call if there is a problem in the restrooms. Toilet overflowing? Sink won't shut off? You can call 621-3000. Regular operating hours are 7:00am through 3:30pm Monday through Friday. After hours there is an answering service. You can also email Margaret (margaret@) and let her know there is a problem.

Faculty Recruiting

Contact Ana Rodriguez (rodrigua@) at least 6 weeks in advance of the date you wish a job to be posted on the U of A Career Track On-line employment system and in journal publications.

Position Description

• Human Resources must approve a position description prior to opening a position on the U of A Career Track on-line employment system.

Recruitment Form

• This form along with the position description should be submitted to HR for approval prior to posting on the U of A Career Track on-line employment system.
• Please provide: Position Title, hiring range, search committee members, scope of search, and method of advertising the position to chalberg@.

Advertising

• Advertising (either in a publication, for a listserv, website or via email) must be approved by a Human Resources representative prior to printing.

Applicants

Applicants shall apply for posted positions by using the U of A career Track on-line Employment System to be considered as an "official applicant."

• Submit application materials On-Line
• Receive immediate confirmation that materials have been received and processed.

Letters of Reference

• Margaret, at the direction of the Recruiting Committee Chair, will request letters of reference.

Colloquium and Hotel Arrangements

• The Recruiting Committee Chair shall inform the Financial & Administrative Services Office of an upcoming Colloquium thirty days in advance at colloq@ so the meeting can be scheduled and refreshments ordered. (Lead time is imperative)
• The Recruiting Committee Chair shall inform the Financial Administrative Services Office that a Candidate needs a hotel room at least thirty days in advance at fas917@.

Candidates Schedule

• The Recruiting Committee Chair shall let fas917@ know who the candidate is to meet with at least three weeks in advance so meetings can be arranged and the meeting schedule generated.
• Three days prior to the candidates visit; their meeting schedule along with any other materials requested by the Recruiting Committee Chair shall be placed in faculty mailboxes.
• One week prior to the candidates visit; the Recruiting Committee Chair shall verify the final schedule prior to publication.
• Two to three days prior to the candidates visit; a member of the Administrative Financial Services office will deliver a visitor's packet of materials to their hotel.

Faculty - Summer Salary

Academic faculty are eligible for summer salary up to 497 hours starting mid-May through mid-August. Note: NSF-funded summer salary is limited to 2/9th academic salary.

Process: Early in May, faculty receive information from the Financial and Administrative Services Office (FAS) regarding summer salary dates. Faculty are asked to fill out a form indicating the pay periods for which summer salary will be claimed and the source of funding.

Since supplemental compensation is paid on an hourly basis (salary * .00067), and is considered a wage you will be required to sign a time sheet in accordance with the number of summer hours to be reported. A signed time sheet must be on file with the FAS office in order for summer hours to be reported.

If you have any questions, please see Ana (ana@) in 917.

Financial Reporting

At Computer Science we use Universal Management System (UMS) as our internal shadow bookkeeping system.

• UMS is a web-based system that interfaces with the University's official system, FRS, on a daily basis.
  - This is a functionality that is key to our ability to provide accurate and timely financial reports to our faculty.

• Monthly reports are distributed the third week of each month.
  - Special reports are available upon request.

These reports reflect all expenditures for the previous month and adjustments for encumbrances (commitments) for transactions processed by the department but that have not posted to FRS.

On-line access to UMS is available to those faculty members with research grants or start-up funds. Please contact Ana (rodrigua) to schedule a demonstration.

UMS requirements:
-Static IP address
-Web browser

UMS (ums.arizona.edu)

Graders

Each semester Computer Science faculty hire graduate students to grade course assignments and exams. Graders are compensated up to a maximum of $1,000.00 per semester.

The compensation rate is:

• $12/hr for Master's students
• $14/hr for Phd students.

Information for Faculty:

At the end of the semester, please send an email to Ana at (rodrigua) requesting payment to grader(s). Please provide:

• name(s) of student(s);
• class graded for and,
• total number of hours worked.

Payment is released on a stipend through the Bursar's Office in a one-time payment at the end of the semester.

Graduate Assistants/Associates (GA)

For help in obtaining documents or information for any of the items mentioned below please see Ana Rodriguez or any other FAS Staff person in GS 917.

Notice of Appointment (NOA)

• Once you have been offered a TA/RA position you will receive an email indicating your need to come in and sign your NOA.
• If a new UA employee, you must complete the New Employee Hiring Packet. See Student Hiring.
• Your NOA provides you with valuable information regarding your position including:
• FTE (Full Time Equivalence)- which indicates the maximum number of hours for which you will be compensated.
• Your start and end date as well as your salary.
• Academic Appointments are paid over ten months for nine months of work
• Domestic students are limited to no more than 30 hours per week in total campus employment while school is in session.
• International students on F1 or J1 Visas are limited to 20 hours per week while school is in session, per Federal Regulations.
• Please note: It is the student's responsibility to make sure that the FAS office has their most current Visa and I-20 information.
• Students are exempt from deductions for Social Security taxes during semesters or summer sessions when officially enrolled in the minmum 6 units per semester for Fall and Spring, or 3 units per Summer Session.

Pay rates

Graduate Salary Table

Title	0.25 (1 Semester)	0.50 (2 Semesters)	Academic Salary	Academic Hourly Rate	Summer Supp Comp Hourly Rate
Asst.I MS Candidate	$7,222	$14,444	$28,887	$18.05	$20.80
Asst.II Ph.D Candidate	$7,498	$14,996	$29,991	$18.74	$21.59
Assoc.I PhD Cand. W/MS	$7,773	$15,546	$31,092	$19.43	$22.39
Assoc.II Passed Quals	$8,125	$16,250	$32,499	$20.31	$23.40
Assoc.III Passed Oral Comps	$8,652	$17,304	$34,607	$21.63	$24.92

Minimum TA Training Requirements

• GATO: All TAs who will have direct instructional contact with students are required to FULLY participate in the Graduate Assistants/Associates Teaching Orientation (GATO)presented by the University Teaching Center and the Graduate College. Students who have completed the GATO need not attend again. Information about GATO can be found at http://www.utc.arizona.edu/.
• Departmental TA Orientation: All TAs are required to attend a minimum of eight hours of departmental training to cover specific information relevant to the individual department and the course(s) to be taught.
• TSE/Speak: All TAs engaged in direct student contact whose native language is not English and who are not citizens of the U.S. or a Permanent Resident must demonstrate proficiency with spoken English. Verification of a passing score on the TSE, administered by the Educational Testing Service or the SPEAK test, administered by the University of Arizona, is required before the student's hiring paperwork will be processed.
• A student with a score of 50 or higher may hold a Teaching Assistantship in any department with unlimited student contact.

GA Benefits

Tuition Remission

• GAs are eligible for partial payment of their base in-state tuition (AKA registration fees). The remission amount is dependent on FTE. Those appointed at half time or greater will receive a 80 % remission of base in-state tuition charges and those appointed at less than half time will receive a 50 % remission, applied to the student's bursar account approximately 3 weeks after the start of classes or at the time of hire is complete if hired later in the semester.
• Any GA leaving their appointments for any reason before the end date of the appointment will be billed for a prorated amount of the remission. The amount due will be charged to their student account.
• GAs eligible for use of the Qualified Tuition Reduction should contact the Graduate College in order to coordinate those benefits each semester.

Non-Resident Tuition Waiver

• All GAs who are not residents of the State of Arizona receive a non-resident tuition waiver. They are responsible for paying any and all charges not covered under the tuition remission and/or payroll deduction plan benefit.
• Any GAs hired after October 22, 2006 (fall) or March 25, 2007 (spring) will receive 1/2 of the scheduled amount.
• Any GA leaving their appointments for any reason before these dates will be billed for one half of the waiver amount, charged to their bursar's account.

ASUA Bookstore Discount

• 10% discount at all ASUA bookstores with a valid Cat Card.

Payroll Deduction Plan

• Graduate Assistant/Associates can elect to have their remaining portion of base in-state tuition deducted directly from paychecks. The total amount will be divided into no more than eight payments starting with the second pay cycle of the academic year. Those signing contracts later in the semester will have deductions taken out in equal payments for the number of deductions remaining.
• Students signing NOAs after September 29, 2006 (fall) or March 2, 2007 (spring) will not be eligible to participate in this plan for that semester.
• Graduate Assistants/Associates electing this benefit must enroll online at: http://grad.arizona.edu/nidassist/
• Those wishing to cancel this election must contact the Graduate College.

Health Insurance

• Individual health insurance will be paid by the University of Arizona.
• To be eligible must meet following requirements:
  • Have signed and filed their NOA.
  • Be registered for a minimum of 6 units per semester
  • Have ordered the insurance coverage through Student Link.
• Students must enroll in the plan each major semester that the coverage is desired. The enrollment deadlines are Tuesday, September 5, 2006 for fall and Wednesday, January 24, 2007 for spring.
• Information is available at http://www.health.arizona.edu/Information/gradbenefit.html.

• Students enrolled in the plan cannot cancel their coverage after the insurance enrollment period, even if they resign or are terminated. Students that resign or are terminated during the period of coverage will be personally responsible for the payment of the premium for the remaining coverage.

Conditions of Appointment

• You must be admitted to a graduate degree program and be enrolled for a minimum of 6 graduate units each semester.
• You must maintain a cumulative GPA of 3.0 or higher.

Payroll Reporting

• Payment of hours will be released on a biweekly basis as a stipend.
• You do not need to fill out a timesheet.

Resignation process

• GAs must tender a letter of resignation if they are leaving their positions before the end of their employment contract for any reason (e.g. withdrawing from the UA, changing from salary to wage or changing status from student employee to faculty or staff).
• Please be aware that you are responsible for any charges owed due to withdrawal of benefits. You may contact Julie Treanor at 621-5193 in order to see what effect the end of the appointment will have.

For any other questions please refer to the Graduate Hiring Manual.

Graduate Students - Summer Supplemental Compensation

Hiring a graduate student for the summer

• Early in May, letters will be distributed to the faculty requesting information regarding Graduate Students they intend to support during the summer.

• The Faculty are asked to indicate the name(s) of those students they wish to support as well as the total number of hours (per pay period) and the source of funding.

• Letters are then returned to Tessa Chalberg.

Graduate Summer position info

• Graduate students on supplemental compensation are not required to enroll during summer session to maintain student employment.
  • Students who are not enrolled, or are enrolled for less than 3 units per session will have social security taxes (FICA) withheld from their paychecks.
  • Students enrolled for summer classes are limited to a maximum of 60 hours per pay period (US Citizens) and 40 hours a pay period (International).
  • The official start date is the working day after commencement and continues until the day before classes begin.
• Since supplemental compensation is paid on an hourly basis (salary *. 00067) Graduate Students on Summer Supplemental Compensation, will be required to submit a bi-weekly timesheet in accordance with the number of summer hours to be reported.
• Biweekly Time sheets can be found here.

If you have any questions, please see Tessa Chalberg (chalberg) in 917.

Guest Parking

FAS can make garage parking arrangements for your guests if you provide Margaret (margaret@) with the following information:

1) Guest name;

2) Date and time of arrival and departure. We must have this information at least 24 hours prior to your guest's arrival.

Margaret will contact Parking and Transportation to make the reservation and get back to you to confirm.

Instructions for the guest:

• Drive up to the gate, push button to obtain parking ticket and proceed to parking spot.
• If a sign specifies that the garage is full, buzz the cashier and indicate that you are on the reserved parking list. You will be cleared to enter and will be instructed to push the button to obtain a ticket.
• On the way out, at the end of the appointment/meeting, stop at the cashier's counter to have your parking ticket validated in order to exit the parking garage.

In the event that you are unable to arrange for parking for your guests prior to their arrival we have a limited supply of parking garage coupons (day long and 1-hour) that you may give your guests. You may obtain the coupons from Margaret or anyone else in 917.

Keys

In order to get any room or building keys, you must first have a Cat Card. If you have any questions regarding metal keys, please see Margaret (margaret@) or anyone else in 917.

Once you have a Cat Card, please see Margaret in 917D.

• Margaret first needs a copy of your Cat Card.
• Let Margaret (or anyone else in 917) know what key(s) you need.
• Margaret will type up the necessary paperwork, and let you know when it is ready.
• Then you pick up the paperwork from her, and take it to the Key Desk.
• The Key Desk is located in the 6th Street Garage. Ground floor. If you go to the elevators near the parking cashier window, you need only turn to your right to see the Key Desk office.
• Please note that the Key Desk is open Monday thru Friday from 9am to 3pm .
• Once you get the key(s) you requested, try them out immediately. Make sure that they work.

If you are leaving the department, and will not be coming back:

• You can turn your keys into Margaret. She will note what you have turned in, and then turn the keys in for you.
• Or, you can return the keys to the Key Desk yourself. You must request that they give you a receipt which should then be given to Margaret (a copy will suffice if you wish to keep the original for your records).
• Please also see the Departing Employee Checklist.

If you need keys for a desk or cabinet, please see Margaret.

• These are not obtained through the Key Desk and do not require paperwork.
• The fastest way is to email her (margaret@) what you need and she get them from the key box.
• Keys for desks and filing cabinets generally start with an "S" or "FR". Please check each lock to see the number indicated.

Lab Access Cards

-and computer accounts (Unix which is Lectura, Windows, and email)

General questions about accounts or cards can be directed to Margaret (margaret@) in 917D. More specific questions or particular arrangements for visiting students- please see John Cropper in 716 (jcropper@).

Who can have a Computer Science lab access card:

• Only students taking Computer Science classes can have a lab card to our labs. Regular students (non-majors) apply for a card and an account on a semester-by-semester basis. Once they are formally accepted into the undergraduate or graduate program, they keep the lab card until they graduate (or leave).

How to get a lab access card:

• During the first week or so of a new semester, an account sign-up room is established. Follow signage.
• The student must be registered for a Computer Science class during the current semester.
• The student runs the apply program at www.cs.arizona.edu/apply
• The student picks up the lab card in the same room where h/she applied -as long as it's during the first week of the semester. Otherwise, signs will be posted on where they are to go.

What do you get when you sign up for a lab access card:

• Lab Card
• Unix account on Lectura
• Email account on Lectura
• Windows account

Students Responsibilities

• If the student is not a major in our program, then he/she is responsible for returning the lab card on time. They sign a form, there are signs posted when the card is due back. If they don't return it on time (the last day of finals in a semester, by 4pm), they are charged $10.
• If the card is lost or stolen, the student pays $10 to get a new card. Please see Margaret in 917D for this.
• The student is responsible for following the Appropriate Use Guidelines.

Once a student has successfully applied for an account (new or re-activated):

• The lab card works immediately
• Unix accounts are updated hourly
• Windows accounts after 6pm each evening
• If the account is new, the password for the first time is either the first 6 digits of their Social Security number or Student I.D.#
  • S01234 (capital S)
    123456

If their Unix account or card is not working, they need to see John Cropper in room 716 (jcropper@).

If their Windows account isn't working, they need to see Sandy Miller in room 728 (slm@).

If they lose the lab card or fail to return it on time, they are charged $10 to their Bursar's account. If they want to see about getting the charge removed, they need to talk to John Cropper.

Mail

How to send something by FedEx or DHL or UPS

As long as it is department or University related business, you can use Federal Express or DHL or UPS. Most often the expense is charged to your grant account.

You need to provide the following to Margaret (margaret@):

• Recipient's full name and mailing address. It CANNOT be a post office box. It must be complete (room number, street address, city, state, country, zip code or postal code).
• You must provide a phone number for the Recipient, foreign or domestic.
• What account number do you want the expense charged.
• The last pick up by Fed Ex and DHL is at 5pm, so this information must be brought to us by 4:30pm at the latest.
• UPS is handled differently and does NOT go out the same day.

Supplies are kept in Margaret's office in 917D.

If you wish to fill out the Fed Ex form yourself, please remember that either the original or the copy must be given to Suzanne Collier.

How to send something by Campus Mail or US Mail

In 713, there are two mailbox slots dedicated to outgoing mail. When facing the mailboxes, the Campus Mail and US Mail slots are located to the far left. The last column on the left, you will see two large slots. The top one is for US Mail and the lower one is for Campus Mail.

This mail is taken downstairs twice a day, but is only picked up by the University Mail Services once a day, and that's in the morning before 10am.

University/Department related mail

• stamp with department mail account number and place in US Mail outgoing slot. (If you don't know what this is, please see Margaret or anyone else in 917)
• we do have actual US postage stamps in 917, however, they are for University related business only and are not for sale for personal use.

Personal mail

• must be stamped and placed in US Mail outgoing slot.
• if you need it to go out today, do not place it in 713 mail slot. You should take it to a regular US Post Office drop box.

Office Supplies

Office Supplies are generally ordered from Office Depot online and delivered within 1-2 days.

Ordering supplies

• Please contact Margaret Newman:
  • Email: margaret
  • Office: GS 917.
• Please provide a list of requested items and indicate how quickly you need them. (non-urgent vs. immediate)
• If a specialty item is needed, please include:
  • The account number for which the item should be charged.

If the last item from the cabinet or the last of the departmental supplies is used (i.e Paper towels, forks etc.)

• Please email the Financial and Administrative Services office.

Location of 3-hole paper and/or transparencies

• 3-hole paper boxes are marked with a "3H" in black marker. If you have checked behind the door of GS 713 and cannot find them, please let Margaret know so she can order more.
• Transparencies are located to the far right side of the counter, near the regular copy paper or underneath the mailboxes marked with a big "T".

Office Machines

Use of office machines is for official UA business bnly.

Please note: If you have problems or questions regarding a printer, please email the Lab Staff.

If you have any problems using any of the office machines (except printers) please see Margaret (or anyone else) in 917.

Xerox Copy Machine - 713

The Xerox copy machine requires a copy code/password. If you do not know the password please contact Margaret Newman (margaret@) or anyone in 917.

• Use of the machine is restricted to only Computer Science Dept personnel, and for department or university business only.
• Copy paper for the machine is located under the counter in the middle of 713. Transparency supplies are also kept in 713. There is usually an open box of transparencies either on the shelf to the left of the copy machine (as you face it), or under the counter nearest the east wall.
• If you have questions regarding the use of this machine please contact Margaret Newman (margaret@) or anyone in 917.

Xerox Fax Machine - 713

• the fax machine number is 520-621-4246
• How to send a fax:

• Basic fax machine. Place copies face down when sending.

• If you are sending a fax outside of Tucson, you must use the area code. When sending a fax outside of the country you must use: 011+City Code+Fax Number.

• Use of the machine is restricted to only Computer Science Dept personnel, and for department or university business only.

Paper Shredder - 713

This is a regular strip shredder. If you use the paper shredder, you are responsible for empty it and putting in a fresh bag. Most often when people say that it's broken, the shredder simply needs emptying.

Label Printer - 713

This label printer is for limited use only. Instructions for it use can be obtained by emailing the Lab Staff.

Canon Copy Machine - 903

Located in 903 is a miniature version of 713. The Canon copy machine does not staple, but does everything else. It also requires a copy code/password to use. If you need to use it, you can ask Margaret or anyone in 917 for assistance.

Sharp Fax Machine - 903

• the fax number is 520-626-5997
• Papers being faxed are placed face & and head down.
• If you are sending a fax outside of Tucson, you must use the area code. When sending a fax outside of the country you must use: 011+City Code+Fax Number.
• Use of the machine is restricted to only Computer Science Dept personnel, and for department or university business only.

Paper Shredder - 903

• this shredder makes confetti (strip and cross-wise shredding)
• If you use the paper shredder, you are responsible for emptying and putting in a fresh bag.

Proposals

• Please Note: Ana and Suzanne are available to assist you in the preparation of the administrative and financial requirements for your proposals.

To begin the proposal process provide the following information:

1. Project start date;
2. Duration;
3. Project title;
4. Names of all co-Principal Investigators involved in the project; and
5. Budget categories (summer salary, graduate students, travel, operations, etc.)
6. Target amount.

The budget will be prepared based on the guidelines you provide and you will receive a spreadsheet via email for your review. Once the budget is finalized we will prepare materials for review by Sponsored Projects.

In order to route please submit the following:

1. Project Summary (usually one page);
2. Budget justification and
3. A signed Proposal Routing Sheet (PRS) -- prepared by the FAS Office

NSF proposals

• The budget will be loaded onto FASTLANE and Ana and/or Suzanne will coordinate with Sponsored Projects through final submission.
• Please provide your FASTLANE log in and password.

For questions regarding research policies at the University of Arizona please refer to the Handbook for Principal Investigators.

**Remember** We are here to assist you and please do not hesitate to call on us.

Financial Reporting

The University's Financial Reporting System (FRS) often lags in reflecting all transactions that have been processed by the department; therefore ASTROPLAN is utilized as our internal shadow bookkeeping system.

• Monthly reports are distributed the third week of each month.

• These reports reflect all expenditures that posted as of the end of the previous month and provide adjustments for encumbrances (commitments) for transactions processed by the department but have not posted to FRS.

Coming soon: A new and improved internal financial system, Universal Management System (UMS). We are currently beta testing this web-based financial accounting system. Faculty will be able to logon and view their account status and detailed transactions. Training for faculty users of UMS will be provided soon.

Purchases

PCard

preapproved purchases with the Department credit card up to a maximum of $5,000

• No food or entertainment can be charged on this card.
• Card is available for check out in the FAS Office.
• Any faculty member that would like their own Purchasing card please see Suzanne for details.
• Computer Equipment and Software - see John Luiten

Prepaid Purchase Orders (PPO)

purchase order with a check used with local vendors to be filled out at time of purchase.

• Provide name and address of vendor, quantity and dollar amount. Please allow 3 to 4 business days for processing.

Purchase Orders (PO)

purchases over $5,000 or when department credit card cannot be used or when required by vendor.

• Bid requirements apply for purchases over $5,000

Room Scheduling

The Computer Science Department currently has five rooms available for various departmental meetings and functions.

• The Commons room in 737 offers an open area and a large table.
• The Conference room in 805 seats 12 and has an overhead projector, hookups for laptops and a telephone outlet.
• The Seminar room in 906 seats 60 and contains a ceiling mounted projector, an ELMO visual presenter, a sound system, DVD/VCR player, a dual boot (Windows/Linux) computer and laptop hookups.
• The Conference room in 919 comfortably seats 8-16.
• Room 942 seats 20 students and has a Windows computer, ceiling mounted projector, whiteboard and a pull down projector screen.
• 701 is now "owned" by the university, and we are not free to schedule it as needed. If you want to try and scheduled 701, please talk to Lupe in 901.

To Schedule a Room

1. Please send your request to Schedule.

(new system, instructions being re-written)

To Schedule an Outside Room

If the Computer Science rooms are unavailable or do not meet your needs, an alternative room outside of the department can be scheduled by contacting Lupe Jacobo (ljacobo*) in the Academic services Office, GS 901.

Section Leaders

For help in obtaining documents or information for any of the items mentioned below please see Tessa Chalberg or any other FAS staff person in GS 917.

New UA Employee
Current or Past UA Employees

Eligibility for Student Employment

• Undergraduates must be enrolled for a minimum of one (1) unit during the Fall and Spring Semesters.
• Graduate Students must be enrolled for a minimum of three (3) units during Fall and Spring Semesters.

Allowable Work Hours

• Domestic students are limited to no more than 30 hours per week in total campus employment while school is in session and 40 hours per week during vacation. (Winter, Spring and Summer)
• International students on F1 or J1 Visas are limited to 20 hours per week while school is in session and 40 hours per week during vacation (Winter, Spring, Summer), per Federal Regulations. ** Please note** It is the students responsibility to make sure that the FAS office has their most current Visa and I-20 information.
• NOTE: The maximum number of work hours for Section Leaders is approx. 10-12 per week.

Concurrent employment

• A student who holds 1 or more campus jobs must schedule work such that the total number of hours does not exceed the maximum allowable work hours as stated above.

Payroll Reporting

• Hours are to be reported on a bi-weekly basis via the Bi-weekly Employee Time Record. (BETR)
• The BETR can be found here.
  • Print, fill out and SIGN it and place in Tessa Chalberg's mailbox located in GS 713.
• Email notification will be sent twice a week indicating the payroll deadline

• 2007-2008 Payroll Calendar

**Section Leaders enrolled in CS 391

• UA policy prohibits students from earning both school credit as well as payment for taking classes. You must subtract the number of hours spent in class and schoolwork for this class from the hours you report on the BETR.

Paychecks

Direct Deposit

For further questions, please refer to the Student Employment Manual.

Student Hiring Information (Undergraduates & Graduates)

For Help in obtaining documents or information for any of the items mentioned below please see Tessa Chalberg or any other FAS Staff person in GS 917.

Information for Faculty

Please send email to fas917@ with the following information:

• Name of Student
• Hourly Rate
• Source of funding
• Student's email address

New UA Employee

• If you are a New UA employee you must fill out a New Employee-Hiring Packet and I-9 Employment Eligibility Form and provide documentation providing both confirmation of identity and employment authorization.

• To see the list of Acceptable I-9 Documents see page 3 of the I-9 form, located here.

To Apply for a Social Security Card:

• Documents required:
  • U.S citizens:
    • Original birth certificate AND Photo ID
  • Non-U.S. Citizens
    • Valid Passport
    • From I-20 or DS 2019
    • I-94
    • Employment Offer Letter (email: Tessa Chalberg)
    • For GAs: send an email to the Graduate Coordinator
    • Verification letter from the Office of International Student Programs and Services.
• Apply in person at a Social Security Administration Office

• 3500 N. Campbell
• 2716 S. 6th Avenue

**Employees assigned a UA ID will be allowed six weeks to present a valid Social Security card to the payroll department. Otherwise paychecks will be withheld until the card is presented.

Current or Past UA Employees

-Individuals who have been employed at the UA within the last year and have not been terminated from your position:

• We will contact your previous employer and have them send us your Personnel Action Form (PAF).
• You will need to fill out the Employee Information Sheet, which you can pick up in GS 917.

Paychecks

• Paychecks are available for pick up at 11 a.m. on Payday: Fridays in the FAS office,GS 917.

• Please Note: The FAS Office is closed for Lunch from 12-1pm.

Direct Deposit

• You are encouraged to enroll for UA Direct Deposit, which you can now do online through Employee Link, a password protected service that allows you to access your personal and employment information at the UA.
• Direct Deposit typically takes 1-2 pay cycles to become effective. You will receive a Direct Deposit advice biweekly, which will be placed, in your mailboxes or can be picked up in GS 917.
• NO PRINT ADVICE Option:

• It is also encouraged that should you elect to enroll in Direct Deposit that you elect not to receive a paper copy of your direct deposit advice as you can view this information online through Employee link.

• To elect not to receive a printed-paper copy of your Direct Deposit advice go to Employee Link

• Once logged on click on "Online Services"

Undergraduate Employees

(URA, UTA, Office Employees)

For Help in obtaining documents or information for any of the items mentioned below please see Tessa Chalberg or any other FAS staff person in GS 917.

New UA Employee
Current or Past UA Employees

Eligibility for Student Employment

• Undergraduates must be enrolled for a minimum of one unit during the Fall and Spring Semesters.
• Graduate Students must be enrolled for a minimum of three units during Fall and Spring Semesters.

Allowable Work Hours

• Domestic students are limited to no more than 30 hours per week in total campus employment while school is in session and 40 hours per week during vacation. (Winter, Spring and Summer)
• International students on F1 or J1 Visas are limited to 20 hours per week while school is in session and 40 hours per week during vacation (Winter, Spring, Summer), per Federal Regulations. ** Please note** It is the students responsibility to make sure that the FAS office has their most current Visa and I-20 information.
• NOTE: The maximum number of work hours for Section Leaders is approx. 10-12 per week.

Overtime

• Student employees may work a maximum of 40 hours per week during periods of vacation as described previously.
• Student employees are non-exempt under the Fair Labor Standards Act (FLSA), and may NOT be scheduled to work or be paid overtime.
• If a student employee inadvertently works over 40 hours in a week, the student employee will be compensated at the rate of one and one-half times the regular rate of pay for cash payment for each hour worked over 40 hours.

Concurrent employment

* A student who holds 1 or more campus jobs must schedule work such that the total number of hours does not exceed the maximum allowable work hours as stated above.

Payroll Reporting

• Hours are to be reported on a bi-weekly basis via the Bi-weekly Employee Time Record. (BETR)
• The BETR can be found here.
• Print, fill out and SIGN it and place in Tessa Chalberg's mailbox located in GS 713.
• Email notification will be sent twice a week indicating the payroll deadline
• 2006-2007 Payroll Calendar

Paychecks
Direct Deposit

For further questions, please refer to the Student Employment Manual.

Travel

If you have any questions that are not answered here or you simply wish for clarification, please see Margaret@ in 917D or anyone else in the Financial and Administrative Services offices.

Lecturers should check with Ana (ana@) for funding availability before traveling.

Students should check with their professor before arranging travel. How much is being allowed for lodging, airfare and food allowance (per diem)? Your professor must approve the travel first, sending email to Margaret or Ana.

***

Update: Direct Deposit Travel Advances

http://www.fso.arizona.edu/fso/travel/whatsnew.asp

Travel Advances will be deposited into the traveler's bank account using Direct Deposit.

If the traveler does not have Direct Deposit, advances will continue to be issued via check.

Traveler is notified by email when advances are deposited. To ensure timely notification, please verify that email addresses are correct.

***

Tips on travel paperwork:

• University travel procedures are regulated by the Travel Office, which in turn is regulated by the state government. The Financial and Administrative Services office is responsible in ensuring that all procedures are in accordance with both the Travel office and the State government.
• For all travel related issues please see Margaret Newman in GS 917. If Margaret is unavailable, you should speak with another member of the Financial and Administrative Services staff.

Note: Official travel status is defined as 35 or more miles from Tucson.

• A Travel Authorization form must be filled out prior to all official University travel activities, including business trips that will not be charged to the University. The University provides insurance for employees on travel, regardless of who will be paying, as long as the paperwork is filled out prior to the trip.
• Complete a Pre-Travel Questionnaire which will be submitted electronically to the Financial and Administrative Services office when you hit the submit button at the bottom of the page.
• In addition to the Pre-Travel Questionnaire, please provide a copy of the conference program or website address of the conference to include as supporting paperwork; or email regarding program meetings or workshops.
• If you are traveling on a grant, whether your own or your Principal Investigator's, please obtain the grant name or account number to be charged.
• There is a Department Credit Card now available from Suzanne Collier (917C) for pre-paying airfare and conference registration.
  Please note: Hotel accommodations cannot be charged on this card.
• If you are taking personal time on your trip, you must state why on the Pre-Travel Questionnaire.
• If you want a travel advance for your trip, you need to give this information. Failure to do so can result in a delay of your advance.
• Travel forms take a minimum of one week for processing there for it is advised that you complete your Questionnaire as early as possible before your departure date. If you are requesting an advance, be sure to give at least 2 weeks notice.
• The traveler is responsible for making his/her own travel arrangements. The university cannot guarantee charges.

For group travel, see Margaret Newman for special instructions/arrangements.

• Upon returning from your trip, please bring in the following so that your travel paperwork can be completed and approved:
  • All ORIGINAL receipts for airfare, transportation, hotel and registration fees, as well as your itinerary.
  • Food receipts are not necessary unless specified by your advisor.
• Once the Travel office has finished processing your paperwork, your final travel reimbursement will be included in a subsequent paycheck.

Please note:

If you go on a trip and request a travel advance you must:

-Turn in your receipts for that trip immediately upon your return.

-Within 10 days of your return from the trip, the voucher is due in Travel.

-If within 15 days of your trip, the voucher has not been turned in, you will receive a notice.

-The first payday after that, Travel will start deducting a percentage of the travel advance from your paycheck. There is no flexibility regarding this.

For further information on travel policies and procedures, please visit the Travel Office webpage.

Visiting Scholars

Contact Tessa Chalberg at least 6 weeks in advance of the arrival of a visiting scholar to our department, so paperwork can be generated.

IAP66

• Submit the dates your foreign visitor will be working at the U of A and his/her Curriculum Vita, 6 weeks prior to the expected arrival so the IAP66 can be generated for a J-1 visa.

Hiring

• Professors on sabbatical from other institutions
  • Documentation for a non-competitive hire of a professor on sabbatical from another institution must contain:

1. A letter of justification prepared by the Computer Science Financial and Administrative Services Office explaining the hire

2. A copy of the letter authorizing the sabbatical.

• Visiting scholars chosen by the funding source (e.g., Fulbright scholars, and scholars funded by foreign institutions).
  • Documentation for a non-competitive hire of a visiting scholar chosen by the funding source must contain:

1. A copy of a letter of justification explaining the hire

2. Supporting documents indicating the funding source.

• Visiting research collaborations (applies only to individuals currently employed by another institution or agency and collaborating on an on-going research project at the U of A).
  • Documentation for a non-competitive hire of a visiting research collaborator must contain:

1. A letter of justification prepared by the Computer Science Financial and Administrative Services Office explaining the hire, including the date the research project commenced.

• Exchange Visitor (applies to individuals from institutions with which the University has an exchange agreement.)
  • Documentation for a non-competitive hire of an exchange visitor must contain:

1. A copy of a letter of justification prepared by the Computer Science Financial Administrative Services Office explaining the circumstances.

2. A copy of the exchange agreement.

Last updated 10/25/06 Margaret