Arts & Architecture
Joint Finance Office/Human Resources Meeting Minutes
January 26, 2012
10:00am – 11:30am
In attendance: Janet Bergamaschi, Mary Cavanaugh, Mary Corman, Barbara Cutler, Dawn Datt, Annie Doncsecz, Jen Feehan, Dan Heckman, Dee Heichel, Tammy Hosterman, Diane Kerstetter, Ronda Markley, Shelly Marquardt, Flora Marynak, Lynne McCormack, Karen McNeal, Natalie Novak, Lynda Schreffler, Tracey Spicer, Michelle Stine, Betsy Warner, and Linda Wheeland
Finance Office
· Cash Handling A&A Policy Reminder – College Policy - http://artsandarchitecture.psu.edu/finance/policies - “Internal College Cash Handling Procedure” – deposits brought to Finance Office by 4:00pm daily, unless otherwise permitted.
· University Scholar Agreement
o Should be completed and signed by “Scholar” prior to being sent to Finance Office for signature
o SRFC paper back up should be marked as “Y”
o Send the SRFC and agreement to Finance Office for signature and processing--Payee must be the same on agreement and SRFC
o If individuals are not coming to PSU this is not needed
· Honorariums and Professional Services
o If these involve a contract already signed and on-file with the University, document on the notepad as such to expedite processing
· Group Meals
o Alcohol at Group Meals/events with students (undergrad/graduate) – FN10 – must have prior approval
o Group Meals while on travel status
§ Individual should pay for own meals
§ Combining meals on one receipt for payment on a pcard is not a group meal—Dan will bring up at CLC/DDD Meeting
o MUST HAVE an itemized receipt and valid business purpose
· TPX-new IBIS interface - demonstration
· Documentation for appointing/paying an employee
o Paperwork must be received completed and signed, if required, in the FO/HR office before appointments will be approved in IBIS in accordance with College deadlines distributed
§ Employee contracts
§ Supplemental Compensation
§ New appointments
Human Resources
· I-9 follow-up-- Original I-9 for all Standing, FT1, FT2, need to be mailed or delivered to 410 James M. Elliot Building in order for the appointment to be processed. A copy of I-9 needs to be sent to the HR office for e-verify. Please check the documents needed for List A, List B and List C. Please double check that any documents used for the I-9 verification have not expired.
All units/departments are responsible for processing the necessary Human Resource hiring forms. Please send copies of the forms to the HR office to be included in the employee HR file. The HR office will prepare letter of appointment and any necessary contracts.
· Job Posting/Bidding Process-- Information will be coming out in February that Penn State is going to one job posting system for both internal and external candidates. Jobs will be posted on a daily basis. Any job posting to OHR by noon will be posted the next day. Please look for announcements on the PSU newswire and on the OHR website.
· SRDPs-- Will be taking place in April and we will continue to use the College’s SRDP document. More information will be forthcoming in April
· Background Checks-- OHR is reviewing the process of background checks for all staff and faculty. We will continue to follow the college guidelines of background checking all Standing, Fixed-Term I, Fixed-Term 2, and wage payroll employees that are not students. We will keep everyone informed as changes occur.
Next scheduled meeting: Friday, February 17, 2012 at 10:00am - 11:00am in 121 Borland Bldg. Conference Room