All supervisors must notify the business team at least two weeks in advance of a new person starting or leaving UNL.
Hiring:
Two weeks allows time to complete all paperwork in order to get their background check completed if necessary, their ID established, and access to the necessary systems and spaces. For temporary hires (including students or on-calls) please complete the Temporary Employment Request form under Human Resources at http://cehs.unl.edu/cehs/cehs-business-center/. If hiring work-study students please have the employee copy the student acceptance of the work-study and attach to the temporary hiring form.
Separating:
Two weeks allows the separation PAF to be processed ensuring access will be stopped after their last day of employment for systems and space. Due to new off boarding procedures being initiated campus wide, email will also be stopped after the separation date therefore employees must use the time before their separation to ensure emails are properly saved or forwarded to the proper accounts. A Separation Checklist must be completed for all separations, found under Human Resources at http://cehs.unl.edu/cehs/cehs-business-center/, and submitted to the business team to be kept with the separation PAF.
General Reminders
• In order to protect all University employees, students and affiliates, the use of Social Security numbers is monitored closely. Please do not email any information with SSNs. If you find it necessary to do so, or if you receive an email with SSNs, please delete the message from your inbox, sent items, trash, etc. Please do not leave documents with these numbers on your desk over night or in an office unsecured at any time. If leaving paperwork for the business team to process please do not leave documents with SSNs or other secure information in baskets on doors. Give to someone to process or put in the mailbox in the Dean’s Office.
• When leaving your desk, please ensure your computer is locked to prevent others from accessing your computer, including the UNL network, without permission.
• If you receive money to be deposited at UNL, please make sure you work with the Business Team to ensure it is properly handled and deposited. If you have not been recently contacted by the Business Team for training, please contact Ben Lennander or Donna Hahn to make arrangements.
• If departments are keeping any business documents such as human resource paperwork, invoices, etc., please make sure you are following record retention policies for destroying documents. Not only does this free up much needed space it also lessons our risk during an audit. http://nebraska.edu/bylaws-and-policies/records-retention-schedules.html
P-Cards Reminders
P-cards should never be shared or given to another individual to use. When a cardholder is on extended leave or when a student cardholder is on summer break, the P-Card team should be notified and the P-Card should remain on campus in a secured location in the cardholder’s department.
Travel Updates and Reminders
Pre-trip Authorization Forms:
TA forms must be completed and approved prior to any expenses being incurred otherwise reimbursement may not be received.
Personal Vehicles:
Any individual who drives his or her personal vehicle to a University activity or on University business is responsible for the safety of himself/herself as well as all passengers. The University bears no responsibility and is not liable for the operation or operating condition of personal vehicles and expects such drivers to comply with state law requirements regarding insurance coverage and to carry appropriate automobile liability insurance. All costs, including fuel, maintenance or damage, which may occur while on University business is the responsibility of the owner of the personal vehicle. Information concerning expense reimbursement for use of personal vehicles is found at http://travel.unl.edu/
Pre-paid Fuel Receipts:
For all pre-paid fuel purchases, detailed receipts should be obtained from the merchant after the transaction is complete.
Gratuities:
Travelers will be reimbursed for reasonable gratuities. The amount of the tip should reflect the quality of the service received and/or the prevailing custom for that particular service. A tip of 15% for a meal is customary. If service fees are included in group dinner bills or room service charges, no additional gratuity is necessary. UNL’s policy is to reimburse for actual gratuity paid. If an employee has not included gratuity on the receipt, gratuity should not be included in the request for reimbursement. Gratuity over 20% is normally not considered reasonable therefore will be reduced and not fully reimbursed.
Travel insurance for UNL Personnel Traveling Abroad:
The University of Nebraska-Lincoln provides blanket international travel coverage for all faculty and staff who travel outside the country on UNL business with the correct visa. Faculty and staff do not purchase this insurance individually but do need to register the trip to be covered. Once registered, an ID card will be sent to the traveler with the phone numbers and contacts needed in the case of an emergency. See details at http://travel.unl.edu/medical-political-security-and-natural-disaster-evacuation-coverage.
Conference Agendas:
Please make sure conference agendas are submitted with the reimbursement request when seeking reimbursement for conference fees.
Entering Leave and Time
All leave eligible employees:
Remember as a 12 month employee you are required to submit leave any time you are not working during your normal work schedule. If you need leave for jury or administrative purposes, please contact the HR team otherwise all other leave should be submitted through ESS leave in Firefly.
All biweekly employees and supervisors:
All time worked should be recorded in ESS time for the actual hours worked. If you only work 7 hours and 45 minutes, please make sure you only record that time even if you were supposed to work 8 hours. You should then talk to your supervisor about making up the additional time during that weekly time cycle or recording leave in ESS leave. Supervisors, it is important to view the actual number of hours worked by employees. This is done by clicking on the number of hours in ESS time to see the breakdown by day. This also shows if you have previously approved any leave as well.
Conflict of Interest
Please remember that as an employee of the University of Nebraska you are required to disclose any conflict of interest you may have with a vendor that is being used by the University. If you have immediate family that own or participate in a company that is often used at UNL, please contact the business team to ensure the relationship is properly disclosed. The BOR policy can be found at http://www.nebraska.edu/docs/board/RegentPolicies.pdf. For your convenience, below is the portion of the policy pertaining to this issue. Thank you for your help.
Per the BOR section 3.2.8:
Personnel Affected by Conflict of Interest and Conflict of Commitment Policy
Covered Person shall mean:
1) University administrative officers and employees, specifically including any University
employees with delegated signature, purchasing or contracting authority on behalf of the
University;
2) University employees and faculty engaged in outside employment or other activities specified
in this policy (tech transfer/use of University facilities or equipment) that may create a Conflict
of Interest; and
3) Sponsored Research investigators, including University employees, faculty, staff and support personnel (managerial/professional and office/service positions), volunteers, trainees, students, contractors and other persons under the direct control of the University of Nebraska, whether paid by the University of Nebraska or not, who participate in Sponsored Research as defined in Section 6 of this policy 3.2.8.4
Conflict of Interest shall mean situations when a Covered Person’s direct or indirect personal financial interests may compromise, or have the appearance of compromising, the Covered Person’s professional judgment or behavior in carrying out his or her obligations to the University of Nebraska. This includes indirect personal financial interests of a Covered Person that may be obtained through third parties such as a Covered Person’s Immediate Family, business relationships, fiduciary relationships, or investments.
Immediate family shall mean an individual who is the spouse, child, parent, brother, sister, grandchild, or grandparent, by blood, marriage, or adoption of the Covered Person.
35 East apartments.
Housing options for UNL visitors
We continue to be excited about the convenient, cost effective lodging option offered by our apartments at 35 East. The feedback from guests using this service has been consistently positive. Please use this option when bringing candidates, speakers and other guests to campus.
The 35 East apartments are now accepting payment in the form of cash or personal check directly from university guests or can be paid through by the University through an internal process using a cost object. Payments by cash or check should be received prior to or at the time of check-in, and associated sales and lodging taxes will be collected. Please note credit card payments are not included at this time.
If you have any additional questions, or suggestions for how we can improve this service, please contact Jeff Bassford at jbassford2@unl.edu or 402-472-1426. For more information about the rental units, or to make a reservation, please visit: http://ianrhome.unl.edu/apartments.
