February 2009
Committee Restructuring
Three University committees, which operated informally in the past, were given additional structure on January 1. These are the Parking Committee, Facilities Committee, and Safety Committee. Duties and membership are now defined in the Administrative Policies and Procedure Manual. To access this manual, go to the Human Resources website. Click Employees, then Policies, then arrow to Administrative Policies Procedures.pdf. The new policy is found in the “General” section, pages 117-120.
Facilities Projects
Whether dreaming of renovating a single office or constructing a new building, it is important to bring our Director of Facilities Planning and Construction into the planning early. The sooner Joe Hermiller knows your plans, the sooner the University can support the project. Please do not contact architects/contractors on your own. That’s the job of our Director of Facilities Planning and Construction.
Mileage Reimbursement
Reminder: On Jan. 1, the mileage reimbursement rate changed from 58.5 cents per mile to 55 cents. This is the private car AND fleet car rate.
Save $$$ on Printing and Mailing Costs
If the information you are mailing could be just as easily conveyed on a postcard, the printing costs would be less than if printed on 8.5x11 sheets. Using postcards eliminates the cost of folding and tabbing (using gummed closures), and could save your department some printing and mailing $$$.
When leaving for the day, remember:
Computers Off
Lights Off
Thermostats Lowered
Check Request Information
Check requests, travel vouchers, and invoices must be submitted to the Controller’s Office for payment no later than 12 noon each Tuesday for payment by 9:00 a.m. the following Friday. Requests received after 12 noon each Tuesday will not be processed until the following week. In addition, requests with incorrect or missing information, even if submitted on time, will not be processed until they are corrected/completed.
To review the steps in completing a check request or travel voucher, please go to http://www-new.onu/
Administration/controllers.office/accounts_payable under the Policy section.
Finally, invoices are processed according to the terms of payment indicated on each invoice, not the date requested on the check request. That is, if an invoice indicates payment within 30 days, it will be processed as such. By reviewing the payment terms of each invoice, you may be able to take advantage of discounts/savings.
Office Copier? Or Printing Services?
Unsure which to use? Here are some useful and cost-effective tips as to when to seek help from the experts at Printing Services:
◦ When more than 250 copies are needed. It is not cost-effective to make so many copies in the office.
◦ When you’re unsure if your printed material will meet the new size and shape-based postal regulations. Improperly-sized documents may end up having unnecessary mailing surcharges added to each piece.
◦ When using a paper that is heavier (thicker) than regular bond weight.
◦ If a project requires folding, tabbing, binding or punching. Printing Services cannot properly complete projects that have been duplicated on a copier. It is more cost-effective for Printing Services to print and complete the entire job.
◦ When duplicating multiple-page documents or when creating a book.
◦ When a bar code is to be printed on your finished product. Copiers can distort bar codes, making them unreadable by U.S. Postal equipment.
◦ When there are uncertainties about duplicating copyrighted material.
When seeking a quote from Printing Services, include all necessary materials, the correct account number, and the work request. Incorrect/incomplete information delays delivery of your completed print job. Estimates are also possible for some types of common print jobs; visit the Printing Services website for more info.