*Please copy and paste the document below into an email



Please do not use this document as an attachment.

Instructions: COPY and PASTE the text below onto an open email page. In the subject area, type:

“Blue Mail : [student or non-student] [student/temp employee’s name here] : [work date range here] : [brief wording of the work involved here]”

COPY and PASTE the text below onto an open email:

AUTHORIZATION FOR A NON-WORKSTUDY STUDENT, INTERN, FELLOW, OR OTHER TEMPORARY EMPLOYEE

EMAIL AUTHORIZATION SEQUENCE:

1. BUDGET MANAGER or BUDGET SUPERVISOR (attesting to available dollars to cover these expenses)

2. For FEDERAL GRANT FUNDS ONLY: DIRECTOR OF SPONSORED PROGRAMS (attesting to foundation/agency approval for these payroll charges during the period requested by budget manager)

3. VICE PRESIDENT/PRESIDENT (approving mission-critical need for this temporary job assignment)

4. ROBERT GASKINS in Business & Finance (ensuring account is ready in the system for payroll & reviewing requested transfers)

5. HUMAN RESOURCES (verifying individual’s eligibility to work & beginning steps for payroll processing)

6. BUDGET MANAGER, and for FEDERAL GRANT FUNDS ONLY: DIRECTOR OF SPONSORED PROGRAMS (14-xxxxx & 16-xxxxx ACCOUNTS ONLY) and VICE PRESIDENT/PRESIDENT (confirmation that the individual may be officially offered the temporary position)

OFFICE/DEPARTMENT:      

BUDGET MANAGER:      

LEGAL NAME OF EMPLOYEE:  (No nick name; if known provide the name of the person selected or use TBD-to be determined)

POSITION TITLE/DUTIES:    (Temp, Fellow, Intern, Graduate Assistant and other descriptions)

Describe reason for hiring:    (event, project, leave replacement or other)

Is the person? (choose one)

• _________ ASC STUDENT (currently enrolled, has not graduated. 5th year student’s are still classified as a student.)

(Note: all students, unless otherwise stated, will be required to log hours on a timesheet or AscAgnes in order to receive payment.)

• _________TEMPORARY EMPLOYEE ON ASC PAYROLL (this includes former students that have graduated)

• _________AGENCY TEMP or OTHER Define OTHER: ________________

WORK START DATE:

WORK END DATE: (Note: Paydays determine the fiscal budget year posted against, so please verify with HR/Payroll what paydays this work date range will be paid on, and then determine what fiscal budget years those paydays are in.)

NUMBER OF HOURS PER WEEK:      # hours to be worked per week  

HOURLY WAGE:  (Note: minimum wage = $7.25) $      

Or MONTHLY SALARY:  $  (a lump sum or monthly amount may only be paid to current employees being assigned additional work)

TOTAL WAGES:  $      

(number of weeks X number of hours per week X hourly wage) or (number of months X monthly salary)

WILL THIS EMPLOYEE RECEIVE BENEFITS OTHER THAN FICA?  (yes or no)

12-DIGIT-LONG ACCOUNT NUMBER:  _ _ - _ _ _ _ _ - 42111 (for federal grants, the Office of Sponsored Programs will assign an object code based on the employee’s role)

After reviewing your updated Informer Budget Activity Detail Report and considering the timing of other necessary spending from this same #Budget_Line_Item and FD-FUNCTION you used above, will you have enough uncommitted dollars, in the “$_REMAINING” column subtotal for the #Budget_Line_Item and FD-FUNCTION this account number above resides in, to cover these expenses inside all various fiscal budget years the expenses will post against? Yes or No … If No, from what 12-digit-long account number are you requesting “$ _BUDGET” column amounts be transferred to cover these wages & benefits and on what effective dates?

Budget transfer from account _ _ - _ _ _ _ _ - _ _ _ _ _ … on _ _ / _ _ / 2 0 _ _

Budget transfer from account _ _ - _ _ _ _ _ - _ _ _ _ _ … on _ _ / _ _ / 2 0 _ _

(Note:  this email must be approved by the budget manager of this account before submission to vice president for approval.)

Please note that all questions must be completed or the blue mail will be returned to the budget manager.

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