Business Office Guide to Services
Building Repair and Maintenance
All
minor requests for maintenance and repair services (including lights,
custodial, telephone), and all billable requests (replacements of white
boards, hanging items on walls, moving furniture, etc.) should be
directed to building@math.arizona.edu
Conference and Workshop Arrangements
Please discuss plans for your workshop with the Head Office https://ua-math-dept.helpspot.com/headoffice/ as early as possible to facilitate arrangements for lodging, food, transportation, space, and participant reimbursement.
Department Budget (including Postage and Telephone)
Postage
for other-than-Department business should be handled personally.
Regarding mailing of letters of reference for graduate students, the
Department will be responsible for up to $8.00 (or 24 letters). Students
are invoiced for the balance over that limit. If faculty prefer, as
advisors, to pay for the amount above the cap, they may make
arrangements through the Business Office.
Federal Express, DHL,
and AirBorne Express are expensive and should be used judiciously.
Please try to plan ahead for all critical mailings. Research-related use
of these services must be reimbursed to the Department.
Telephone
calls to Tucson Information carry a $0.66 charge. Please use the
telephone book whenever possible or plan to reimburse the Department
through the Business Office. Copies of the current book are available in
Room 108. ID numbers are available for direct charge of long-distance
calls. Communication by fax is available in Room 108 under the same
policy as regular long-distance or information calls. Personal calls
should not be made.
General Office Supplies
Regular
office supplies are available in Room 108A. Requests for special items
should be directed to the Business Office (Room 117), businessoffice@math.arizona.edu.
Key Requests
Request for keys, as well as any key card (Room Privilege Card) changes, should be made through the Heads Office (Room 109).
Photocopy Services
Photocopy services are available. Please submit requests here.
Personal copies are allowed at $0.05 per copy and should be reimbursed
to the Department through the Business Office. Due to the large volume
of copying (150,000-200,000 copies per month), please submit all work
with a 24-hour advance notice. (Please see Brooke Valmont [Math 108 (Academic Office), (520) 621-6882, [brooke@math.arizona.edu] for emergencies.)
Proposals and Awards
The
Department provides assistance with requirements from Federal Agencies
for research proposal submission, as well as information on funding
sources, funding availability, and proposal format for Grant and
contract awards administered by University Sponsored Projects Services.
The Business Office provides reports to principal investigators
concerning expenditures, reporting deadlines, terminations and renewals.
Links include:
Purchasing and Travel Processing
Travel
Authorization forms are required for anyone traveling on University
business. These should be submitted to the University's Travel Office
(which the business office will do for you) at least five working days
prior to the departure date, or the date an advance is requested,
whichever is earlier.
A Travel Authorization form is not required
when 1) In-state travel with a University Garage vehicle is the only
expense incurred, 2) In-state travel expenses are less than $100.
(Expenses should be claimed on a Travel Expense Report), or 3)
Out-of-state travel is at no expense to the University and does not
involve the use of a University Garage vehicle.
Travel
Authorization forms which include personal travel in conjunction with
official travel status have certain limitations: 1) For personal time of
not more than seven working days, the University will pay round trip
mileage or lowest airfare (whichever is less) to the farthest point of
official travel. 2) For personal time in excess of seven working days,
the University will pay only one-half the cost of mileage or lowest
airfare to the farthest point of official travel. 3) When personal
travel expenses are included on an excursion or "super saver" airline
package, the University will reimburse for only those portions applying
to University business.
The University's Travel Office enforces
the repayment of travel advances under State of Arizona regulations.
Therefore, settlement of expenses must be within 30 days of return to
avoid deduction of the advance from the traveler's paycheck.
Please provide the following information:
- For the Travel Authorization form and/or Advance:
- Date requested
- Employee ID Number
- Name and Title
- Date of Departure and Return
- Time of Departure and Return
- Destination
- Conference dates (if applicable)
- Concise statement of purpose of trip
- Private vehicle use: estimate total number of miles; reason for use
- Lodging: number of nights at expected rate
- Per
diem allowance for meals and incidentals is $44.00 in-state, out of
state depends on the city (No receipts are required for meals if you
claim per diem)
- Estimate air fare, taxi fares, or rental vehicle
- Estimate miscellaneous registrations fees, airport parking, etc. (Only business-related telephone calls can be reimbursed.)
- Total estimated expense
- Funding source(s)
- Travel Expense Report [Original receipts must be provided for all reimbursable expenses]:
- Airline ticket (passenger coupon) and itinerary
- Hotel
lodging receipts. There are exceptions for some large metropolitan
areas and foreign countries if the hotel is a conference site cited in
the conference program announcement. You may wish to check city rates
before you travel.
- Meals (receipts not necessary if claiming per diem)
- Car rental, gasoline
- Taxis and airport limousines
- Conference registration fees
- Train, bus or municipal transportation tickets
- For conferences, provide a copy of the program.
PROOF OF PAYMENT is required on any documents being submitted for reimbursement.
Space and Office Assignments
The
Department has about 35,000 NASF in the Mathematics Building, the
Mathematics Teaching Lab, and Math East. Assignments are made by Alejandra Gaona (agaona@math.arizona.edu, 520-621-2868). Due to the shortage of space, many offices must be shared.
Please direct all questions regarding office space to the Head Office, 520-621-2868)
Graduate Student Space Assignment Policy
New
Graduate Students will be assigned space where it is available. The
Department will do its best to maintain continuing students in their
current offices; however, due to changes in space requirements, it may
be necessary for continuing students to be reassigned. To receive keys,
see Alejandra Gaona (agaona@math.arizona.edu, 520-621-2868).
Graduate
students are required to apply annually to renew their office
assignment. A memo will be sent in early April of each year. If
you fail to return the form by the date requested, we will assume you no
longer need an office, and we will give your office space to another
student.
Graduate students leaving their office space
must remove their personal belongings and return their keys to the Key
Desk, as soon as possible after the end of the semester or graduation.
Graduate students who fail to return their office keys are responsible
for the cost of re-keying. Belongings remaining in offices will be
stored for 30 days and then given away or destroyed.
Because of
space limitations, we may not be able to provide office space to
non-teaching graduate students or to students with offices in other
areas.
Faculty Absence Space Assignment Policy
Faculty
members who are on sabbatical, or any other type of leave, are expected
to lend their offices during the leave period. Books, papers, and other
professional items may be left in the office during the leave period,
but it is understood that these items should be stored in such a way
that persons assigned to the office during the leave period have
reasonable working space. At a minimum, desktops should be cleared, and
at least two shelves should be made available. This policy applies to
all instructors with an assigned office in space controlled by the
Mathematics Department. Exceptions may be made for faculty members who
will be conducting the major part of their leave activities on campus.
Any exceptions will be handled on an individual basis by the Department
Head.
Visitor Payment and Reimbursement
Information about
visitors should be provided as far in advance of their visit as possible
. This information helps us assign short-term office space, have a key
available, and inform visitors of Departmental policies appropriate to
their length of stay.
Meal reimbursement for entertaining visitors
is limited to $15 each for the host and the guest per engagement,
unless otherwise approved by the Department Head. When requesting
reimbursement, list all persons attending and their affiliation if other
than the Math Department. Original receipts are necessary for all
reimbursable expenses. Costs for Math Department personnel cannot be
paid from Department funds.
Short-term visits (3 days) may need special processing and should be discussed with Alejandra Gaona (agaona@math.arizona.edu, 520-621-2868). Please provide the following:
- Visitor's Name
- Host
- Dates of visit
- Office requirement
- Type of service: ( ) Consultant/speaker; ( ) Candidate; ( ) Other (explain)
- Academic affiliation, telephone number and/or email address
- Expenses to be reimbursed: ( )Airfare; ( ) Hotel; ( ) Meals; ( ) Other (explain)
- Social security number (or passport, visa and I-94 if foreign national)
- Home address (required by the IRS)
Requisitions
are also commonly needed for events, such as for table/chair rentals,
AV equipment, and food. These are typically ordered by the events
coordinator in room 109 https://ua-math-dept.helpspot.com/headoffice/index.php?pg=request.
For such requisitions, it is preferred a meeting is arranged with the
event coordinator and the business office to go over logistical items,
allowable expenditures and budget availability, among other concerns.
This sections applies to those faculty, post-docs and appointed
personnel who have grant activity and/or departmental commitments on
which to review and make financial decisions.
The business office
performs monthly reconciliation of all UA and UA Foundation accounts.
The business office also maintains a database of the departmental
commitments, usage and remaining balances. Reports are generally
communicated to principal investigators and responsible persons on a
monthly basis (in the first week of the following month), and of course,
are available upon request.
Monthly grant reports will include an
overview of the project-to-date activity consisting of columns for the
budget, expenses, encumbrances and remaining balance. This report will
be accompanied by a report of the transactions that occurred in that
month, as a PDF from our University system of record.
Commitment
reports come from an internal database and consist of the starting
balance of said commitment, all transactions that have posted to it and
their respective ending balances.
If upon review of your
applicable reports you have questions or concerns, please visit the
Business Office to review and discuss further.