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:

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:

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:

• employee’s name
• last four digits of Social Security number
• account to be charged
• dates of employment
• pay rate
• title and job description

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:

• Federal Work Study Employment Authorization Form, with appropriate parts completed by the employer, supervisor and student
• I-9 and W-4 form

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.

• You may choose to obtain your own flight information and provide that to your BSC person to secure the tickets for you.
• You may choose to use your personal credit card and get reimbursed for the tickets after the trip.

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