CEPS BSC PROCEDURES
This information is a work in progress to help the BSC explain the daily procedures of this office
Purchasing Supplies and Materials
The procedures for purchasing are determined by the guidelines established by USNH Financial and Administrative Procedures found online under UNHINFO. Certain materials, dollar amounts, and grant funding sources have restrictions of which you may need to be aware. The CEPS BSC will be happy to clarify any particular questions you may have. For general purposes the following guidelines can be adhered to:
The purchasing card is a university liability master card intended to be used for large volume, small dollar (under $1000) transactions. Orders are phoned in by the cardholder and charged to the MasterCard and goods are shipped to the recipients. MasterCard usage is currently approved for the following expenses:
If you would like a purchasing card for yourself or your sponsor, please contact your BSC person for an application form. Cardholders are required to attend a training session accompanied by your accounting person with the Purchasing department. Be aware of the need to comply with the specific regulations required by grant funding (i.e. federal and federal pass-through projects do not permit the purchase of general office supplies).
Items not allowed by P Cards due to price, grant regulations, vendor not accepting credit card payments or other reasons, can be purchased through the purchase order procedure. CEPS BSC Order Forms are available in the CEPS office. Purchase orders can be for one-time purchases or established as a blanket PO for repeated purchases throughout the year. PO’s are processed through the UNH purchasing office but originate in the CEPS BSC. You will need to provide the following information in order to have your PO processed:
Reimbursement may occur in unusual circumstances, where above practices are not possible. Employee reimbursement for UNH Business expenses on a routine basis is not the recommended purchasing method. This method should be retained for circumstances where there was no other reasonable choice; for instance travel and need a supply. Transactions require original receipts,any other proof of purchase, and receipt of goods provided.
Employment procedures for UNH are outlined in the guidelines of the Personnel Department and are available online. Authorization, funding and pre-existing position are some of the topics to be considered before hiring, Contact personnel or the CEPS BSC with any concerns you may have.
The non-status employee is hired or contracted for a specific period at a set rate or fee and processed on a J-3 payroll document. In such instance a job application may be required in addition to the I-9 and W-4 forms. When you want to hire a non-status employee you should fill out a Hiring Hourly Employee Form(NS-1) or send the following information to the CEPS BSC:
The employee should also fill out a W-4 and I-9 form, if not already on file. Regular hourly employees, student employees and work study employees are required to submit a bi-weekly time record sheet, which are available at the CEPS BSC and on-line. These should be returned to the BSC at the end of each pay period on Fridays to insure timely receipt of their pay check. The payroll office encourages all employees to benefit from the automatic deposit option, which these forms can be picked up at the BSC
This federally funded aid program is designed to provide employment opportunities for eligible students. Federal funds provide 50% of the student wages and the departments provide the remaining 50%. Jobs can be advertised through the job board at the financial aid office. As the employer, you determine the salary to be paid the workstudy (it should be comparable with other campus employment). Fringe benefits such as sick leave, holidays, and lunch breaks are not paid under the workstudy funds. A workstudy can work up to 40 hours per week, but can not be paid overtime.
When hiring a workstudy, the supervisor must have approval and then complete a job request card and submit it to CEPS BSC. If this is a returning workstudy, you do not need to fill out the job request card. When hired, the student must pick up a college workstudy authorization form from the Financial Aid Office, and return the following before starting employment:
Frequently Asked Questions
1.When do I get paid? The payroll system is set up on a bi-weekly basis. New employees may expect their first check in a 2-4 week time frame. The hourly and workstudy employees are on the alternating bi-weekly schedule.
2. Can I get a payroll advance? A payroll advance can be made available for emergency situations by contacting the CEPS BSC Office in Kingsbury Hall. Workstudies are only allowed one pay advance per year.
3. What do I do about a pay change or a paycheck for the wrong amount? Contact the CEPS BSC with any new hourly rate changes in writing. Pay increases should take effect the first day of a new pay period. If a change should have taken effect but did not please contact CEPS BSC. The hours will be made up in the next pay period. Do not add hours to time sheet as the pay will be adjusted to reflect the difference.
Travel Policies and Procedures change on a fairly regular basis. IRS regulations take precedence over all UNH travel procedures. If you have any questions regarding a travel policy or procedure, please contact the CEPS BSC office. This information is also online
CEPS travelers may use the agency of their choice when making travel arrangements. You have several options in how you make your plans.
Travel Advances are available for approved travel.
Availability of funds must be confirmed prior to the approval of the advance. Requests must be submitted on a UNH Request for Travel Advance Form. You must present a picture id when picking up an advance. If someone else is picking up the cash advance, he/she will sign below the traveler’s signature when cash is received.
Travel reimbursements are available for necessary and reasonable business expenditures, to be paid after the travel takes place. The original receipts for expenses must be submitted for reimbursement with a Travel Expense Voucher Form. The Per Diem Rates for meal allowances are established by the US government and are available on line under the travel procedures of UNH. Mileage for travel in your personal car is reimbursed at a standard rate as listed on the UNH Travel site Travel Page