Office Procedure Guide

Section 1: General Information
1.3 Forward
1.4 Information Sources
1.7 General Management of ISU
1.9 Income
1.11 Expenditures
1.11 Budgeting
1.14 Mission, Role, and Scope Statements
1.18 Organization Chart
   
Section 2: General University Policies
2.1 University Facilities
2.1     Introduction
2.1   After Hours Indoor Activity Centers
2.2   Scheduling of Instructional Rooms
2.2   Scheduling of Special Meetings
2.3   Allocation or Reallocation of New or Vacated Space
2.3   Conversion of Physical Space
2.3   Planning of New Facilities
2.3   Repair and Renovation of Instructional Areas
2.4   Inventory of Physical Facilities
2.4   Personal Use and Misuse of University Property
2.5   Displays of Non-Instructional Materials
2.5   Displays Within Buildings
2.6   Exterior Displays
2.7 Smoking Policy
2.7 Solicitation on Campus
2.8 Sales by Student Organizations
2.8 Records Management
2.9 Animals and Fowl on the University Campus
2.10 Bingo, Carnivals, Games of Skill, Etc.
2.10 Campus Master Calendar
2.11 Use of University Facilities by University Organizations
2.11 Use of University Facilities by Non-University Organizations
2.12 Process for Establishing Centers and Institutes at ISU
2.14 Naming of Buildings and Streets
2.18 Student Records Policy
2.22 Membership in Organizations
2.22 Legal Counsel
2.22 Iowa Open Meetings Law
2.23 Gifts
2.25 Student Organizations Audits
2.25 Vending on Campus
2.26 Wedding Policy
2.26 Conference Courses and Off-Campus Courses
2.26 Accidents and Injuries - Students
2.27 Accommodations for Students with Disabilities
2.28 Intoxicants - Illegal Drugs - Alcohol
2.29 Special Fees Charged for Courses
   
Section 3: Personnel-General Policies
3.1 Non-Discrimination and Affirmative Action Policy Statement
3.2 Sexual Harassment Policy
3.9 Intellectual Property
3.10 Conflicts of Interest Policy
3.16 Inclusive Language Policy
3.17 Uniform Rules of Personal Conduct
3.22 Drug Free Workplace Policy
3.23 Commercial Driver's License Drug & Alcohol Testing Program
3.24 Child Labor Regulations
3.25 Personal Protective Equipment Policy
3.26 Consenting Relationships
3.27 Nepotism - Employment of Relatives
3.28 Employee Records
3.29 Insurance Programs
3.36 Retirement Programs
3.45 Staff Development Grants
3.46 Tuition Grant Program
3.46 Course Work Enrollment
3.47 Premium Conversion/Spending Accounts
3.47 Employee Assistance Program
3.48 Employee Wellness Program
3.48 Moving Expenses for New Employees
3.51 Sick Leave
3.55 Other Use of Sick Leave Not Due to Illness/Disability
3.55   Emergency Leave
3.55   Adoption Leave
3.55   Pregnancy Leave
3.56 Catastrophic Illness/Injury Policy
3.57 Family and Medical Leave
3.60 Vacation
3.61 Holidays
3.62 Miscellaneous Leaves
3.62   Military Leave
3.62   Jury and Court Service Leave
3.63   Running for Elective Office
3.63   Leave of Absence Without Pay
3.64   Faculty Improvement Leave Program
3.65 General Work Place Policies
3.65 Office Hours
3.65   Flex-Time
3.65   Work Week
3.65   Rest and Meal Periods
3.66   Inclement Weather Policy
3.68 Additional Compensation
3.69 Terminations/Resignations
3.70 Unemployment Benefits
3.70 Personal Information Changes
   
Section 4: Employment Policies and Procedures, Faculty and Non-Merit Staff
4.1 Introduction
4.1 Affirmative Action Policy
4.1 Open Search Policy
4.3 Establishing a Position
4.5 Search Process
4.9 Selection and Appointment Process
4.15 P&S Classification System
4.15   Salary Structure
4.15   Reclassification
4.16   Salary Increases
4.16   Performance Appraisal
4.17 Faculty Appointments
4.19 Graduate Assistant, Predoctoral, and Postdoctoral Appointments
4.22 Procedure for Employing Faculty
4.23 Procedure for Employing P&S Staff
4.24 Summary of Appointment Procedures
4.25 Appointment Periods
   
Section 5: Regents Merit System Administrative Rules
   
Section 6: Merit System and Casual Hourly
6.1 Introduction
6.1 Collective Bargaining Agreement
6.1 Appointment Bases and Types
6.3 Hiring Procedures
6.6 Employment Changes Between Departments
6.6 Probation
6.7 Classification
6.8 Pay Plan
6.10 Merit Increases
6.10 Performance Evaluation
6.11 Resignations
6.11 Reduction in Force
6.11 Vacation Policies
6.13 Holidays
6.14 Discipline and Dismissal
6.18 Grievance Appeal Procedure
   
Section 7 Payroll Procedures
7.1 New Employee Registration
7.1 Honorarium or Expense Voucher
7.1 Hourly Payroll
7.2 Terminal Input and Due Dates
7.2 Overtime Compensation
7.4 Shift Differential Payment
7.5 Standby Pay (On-Call Compensation)
7.5 Salary Payroll
7.6 The Electronic Personnel Action
7.6 Getting Hooked Up
7.7 Personnel Actions — International Assignments
7.8 Salary Computation for Partial Month
7.8 Resignations —Payment of Terminal Vacation
7.10 Vacation-Sick Leave-Compensatory Time Reporting
7.11 Issuance of Payroll Checks
7.14 Payroll Withholding Guidelines
7.18 Payroll Records and Reporting
   
Section 8: Insurance and Casualty Losses
   
Section 9: Travel Policies
9.1 General Policy
9.1 Travelers' Responsibilities
9.2 Authorizing Supervisors’ Responsibilities
9.3 Air Travel
9.5 Non-Employee Travel
9.5 Reimbursement of Travel Expenses
9.12 Instructions for Completing a Travel Expense Voucher
9.20 Frequently Asked Travel Policy Questions
9.29 Foreign Travel
9.33 Transportation Services
   
Section 10: Contracts, Grants, & Gifts
10.1 Overview of Services
10.2 Guidelines for Approval of Research at ISU
10.10 Contracts and Grants — Negotiation and Acceptance
10.12     Contracts and Grants — Supplemental Budget
10.16 Contracts and Grants — Advanced Account Number
10.17 Contracts and Grants — Rebudgeting of Funds Under Expanded Authorities
10.19 Contracts and Grants — Facilities and Administrative Cost Incentive Awards
10.21 Contract Statement
10.22 Contracts and Grants - Correction Vouchers
10.23 Contracts and Grants - Equipment
10.25 Copyrights and University-Sponsored Educational Materials
10.26 Patents
10.27 Restrictions on Reporting Research Results
10.28 Review of Research Projects Using Human Subjects
10.29 Review of Research Projects Using Animal Subjects
10.30 Review of Research Projects Involving Recombinant DNA, Transgenic Animals, Agents Infectious to Humans or Animals, or Biological Toxins
10.31 Review of Research Involving Radiation-Producing Devices and Radioactive Materials
   
Section 11: Purchasing Services
11.1 General Process
11.1 Use of Campus Stores
11.1 Department Procurement Authority
11.2 Intramural Purchases
11.2 Extramural Purchases
11.14 Vendor Payment Process
11.17 Invoices Received by Department
11.17 Vouchers
11.17 Emergency Payments
11.18 Payment of Interest
11.18 Conflict of Interest/Purchases From Employees
11.20 Conflict of Interest Federal Guidelines
11.20 Supplies and Materials
11.21 Equipment
   
Section 12: Accounting Procedures
12.1 Accounting Procedures Introduction
12.1 Signature Authority
12.2 Guidelines on Allowability
12.2 Responsibilities for Cash Balances
12.3 Check Printing Schedule
12.5 Accounting Forms
12.5   Vouchers
12.6   Honorarium or Expense Voucher
12.8   Honoraria — Non-Resident Aliens
12.8   Refund Vouchers
12.9   Sponsored Student Scholarships Form
12.10   Campus Organizations Vouchers — Student Groups
12.10   Campus Organization Vouchers — Departmental/Vending
12.11 Petty Cash Funds
12.15 Cash Reports
12.18 Transfers and Corrections
12.18   Correction and Transfer Forms
12.19   Transfer Transactions
12.21   Correction Vouchers
12.21   Intramural Transfer of Charges
12.22 Fund-Account Structure
12.22 Establishing A New Account Number
12.23 Class Codes
   
Section 13: Sales of Services and Products
13.1 Competition With the Private Sector
13.2 Selling Departments
13.3 Sales Transactions
13.3 Procedures for Recording Intramural and Extramural Sales
13.6 Procedures for Reporting Cash Sales
13.7 Procedures for Reporting Intramural Sales
13.8 Procedure for Reporting Extramural Charge Sales
13.9 Procedures for Reporting Cash Losses
13.10 Accounts Receivable System
13.13 Special Course Fee Billing Overview
   
Section 14: Services
14.1 Facilities Planning and Management
14.2 Building Repairs, Service, Improvements and Equipment Installations
14.18 Key Service
14.19 Postal and Parcel Service
14.24 Department of Public Safety
14.26 Utility Service
14.27 Telecommunications Service
14.29 Stores
14.31 ISU Book Store
14.43 Service Departments
14.43   Drayage/Delivery Service
14.43   Instructional Technology Center
14.44   Photo Service
14.45 Printing Services
14.47 Environmental Health and Safety

Contact: Policies Office, (515) 294-XXXX, policies@iastate.edu.
Copyright © 1999, Iowa State University. All rights reserved.