Forestry, Oceanic and Atmospheric Business Center

The Forestry, Oceanic and Atmospheric Business Center (FOBC) was created to serve the financial, administrative and human resource needs of the following units:

FOBC combines the functions previously performed separately in all departmental business offices as well as certain functions from central administrative offices. Our goal with this consolidation is to provide your departments and every employee (FOBC Clients) with an enhanced level of service and greater expertise in core administrative services.

Staff Directory

This business center serves personnel from 3 university units.  To find the staff here to serve you select your unit from the list below:

Managers

Forestry CEOAS

Roger Admiral
Business Center Manager
152 Peavy Hall
541-737-3163
E-mail

 

Aviva Rivera
Business Center Manager
207 COAS Bldg
541-737-5199
E-mail

Penny Wright
Finance & Accounting Manager
154 Peavy Hall
541-737-2938
E-mail

 

Meaghan Deitz
Finance & Accounting Manager              
207 COAS Bldg
541-737-4432
E-mail

Kim Stutzman
Human Resource Manager
154 Peavy Hall
541-737-2448
E-mail

Finance & Accounting

Information for the units served by the Forestry, Oceanic, and Atmospheric Business Center can be found at the following links:

Human Resources

Contact Information

The FOBC Human Resources Team Has Moved!

As of June 7th, 2016, all Forestry, Oceanic and Atmospheric Business Center Human Resources Personnel are now located in the CEOAS Administration Building, Room 108.  Please come by our new office space at some point to say, "Hello!"

If you are unsure which member of FOBC Human Resources to contact, or if you require immediate assistance, please contact us at fobc.hr@oregonstate.edu

For EmpCenter assistance, please contact Empcenter.FOBC@oregonstate.edu.

News

Minimum Wage Increase - Effective 07/01/16

Enacted by the 2016 Oregon Legislature, Senate Bill 1532 establishes a series of annual minimum wage rate increases beginning July 1, 2016 through July 1, 2022.  More information can be found on the Office of Human Resources Classification and Compensation website. 

The FOBC Human Resources Team Has Moved!

As of June 7th, 2016, all Forestry, Oceanic and Atmospheric Business Center Human Resources Personnel are now located in the CEOAS Administration Building, Room 108.  Please come by our new office space at some point to say, "Hello!"

Graduate Assistants/EmpCenter - Effective 03/16/16

What is changing?

As of the 3/16/16 pay period, Graduate Assistants will have timesheets in EmpCenter.  These timehseets will be used to report sick leave and substitute hours worked.  See the What's New page for details about the changes to EmpCenter, and the announcement for the open lab schedule for graduate assistants and supervisors.   

What resources are available to assist Graduate Assistants with this change?

Graduate Assistant Training Page

Graduate Assistant Quick Reference Card

What resources are available to assist Supervisors with this change?

Supervisor Quick Reference Card

Supervisor Training Page

Who can I contact with questions?

For any EmpCenter questions, please contact the FOBC HR EmpCenter team at Empcenter.FOBC@oregonstate.edu.  

Oregon Mandatory Sick Time Law - Effective 01/01/16

What does it mean for OSU?

Please read the general information regarding this law, and overview of related OSU policies, rules and regulations, found on the Office of Human resources website.

What has changed in the EmpCenter Timekeeping system?

See the What's New page for details about the changes to EmpCenter.  

FOBC HR Newsletters

June 2014

October 2014

 

 

Time and Attendance

Time Reporting During Inclement Weather

EmpCenter for Supervisors - Frequently Asked Questions

Time Reporting

All employees should record their leave and hours worked in EmpCenter.  ONID ID and password are required to log in.  Detailed guides and tutorials can be found at the EmpCenter Training website.

Paper timesheets are to be used for exceptional circumstances only.  Contact Empcenter.FOBC@oregonstate.edu if you experience issues with EmpCenter system.

Time off requests and protected leave requests should all be submitted through EmpCenter.

Sick Leave

The Oregon Sick Time Law went into effect 01/01/16.  Please see the What's New page for details about the changes to EmpCenter as a result of this law.  

Graduate Assistants

Graduate Assistants will begin reporting time in EmpCenter as of the 03/16/16 pay period.  Please see the What's New page for details about the changes to EmpCenter.  Training Resources for Graduate Assistants and their supervisors can be found at the Graduate Assistant Training Page

Contacts

Forms

OSCAR is the primary location for OSU forms.

Employees may go to the "Downloadable Forms" area within OSCAR to find the Leave Request Form, the Current Mailing Address Change Form and the Communication Allowance Agreement Form, to name a few.

Supervisors may find a Performance Evaluation Form, the New Classified Employee Checklist, a Temporary Employment Agency Request form, and others.

Recruitment Resources

Initiate a Recruitment:

Recruitment Request Form

Complete this form to initiate recruitment for a Faculty, Professional Faculty, Research Faculty, Classified or Academic Wage position.

Temporary Appointment Request Form 

Complete this form to initiate the appointment process for an emergency, non-recurring or short-term workload need.

Student Position Request Form

Complete this form to initiate a posting for an hourly student position.

Recruitment Resources by Appointment Type:

Faculty/Staff Appointments

Temporary Appointments

Student Appointments

Additional Resources:

Sample Position Descriptions

Sample position descriptions and guidance for selected Academic Teaching/Research Faculty, Administrative/Professional Faculty, and Classified Staff position titles.

Search Excellence

Guidance on recruitment and selection policies, hiring philosophies and principles, roles in the search process, position descriptions, recruiting, screening, interviewing, and communicating with applicants, making an offer, and more.

Recruitment and Selection Resources

General information, search excellence, and guidance by appointment type.

 

 

Faculty/Staff Recruitment

Initiate a Faculty/Staff Recruitment:

Recruitment Request Form: Complete this form to initiate recruitment for a Faculty, Professional Faculty, Research Faculty, Classified or Academic Wage position.

Resources by Faculty/Staff Appointment Type:

Classified Staff Appointments

Unclassified Appointments

Academic Wage Appointments

Developing Position Descriptions:

Position Description Analysis & Development

Sample Position Descriptions - If these do not meet your needs, please contact FOBC HR.  We may be able to pull additional sample PD's to assist you.

Additional Resources:

Competitive Search Requirements

Recruitment and Selection Resources - General Information

Search Excellence

Waiver of Unclassified Search

SEIU Collective Bargaining Agreement (Classified Recruitments)

EmpCenter Supervisor Resources (For additional questions, contact Empcenter.fobc@oregonstate.edu)

 

Temporary Recruitment

Important Information and Resources for Hiring Supervisors:

  • Temporary recruitments must be posted competitively for a minimum of 5 business days, unless the appointee meets the Internal Appointee Guidelines.
  • Temporary appointments must only be used for the purposes of meeting emergency, non-recurring or short-term workload needs.
  • Temporary employees hired through OSU are represented under the SEIU Collective Bargaining Agreement.  Represented temporary employees have the same classification title and base rate of pay for the appropriate classification as regular classified employees.  Rates of pay for represented temporary employees must be within the established ranges (minimum and maximum) specified by the Collective Bargaining Agreement.
  • Employment of temporary employees, other than to replace a regular employee on leave, cannot exceed the equivalent of six calendar months (1,040 hours) in a twelve month period, beginning with the first day of employment.

Temporary Employment Policies: Conditions for hiring temporary employees, use of external temporary employment agencies, temporary staff position titles and pay ranges, and more.

Initiate a Temporary Recruitment:

Temporary Appointment Request Form: Submit this form to initiate the appointment process for an emergency, non-recurring or short term workload need.

Developing Position Descriptions: If you have hired temporary employees in the past, and would like to reference previous position descriptions that you have used, please contact FOBC HR.  We can pull your old PD's and send them to you to assist in the development of your new PD. 

Additional Resources:

EmpCenter Supervisor Resources (For additional questions, contact Empcenter.fobc@oregonstate.edu)

SEIU Collective Bargaining Agreement

 

Student Recruitment

Getting Started – Posting Your Student Position:

Oregon State University requires that all new hourly student positions be posted competitively in the OSU Jobs Online Recruiting System for a minimum of three days.

Student Position Request Form: Submit this form to initiate a posting for a student position.  FOBC HR will create the posting on your behalf.

Student Job Categories and Pay Rates: A student employee position must fall within the University’s established job categories and compensation rates.

Recruiting & Selecting Student Employees:

Tools for Employers & Supervisors:  Best practices for student recruitment.

Student Hire Request Form:  After your student posting in the OSU Jobs Online Recruiting System has closed, and you have selected a student to hire, submit this form to notify FOBC HR of the student you wish to hire.  This form should be submitted before the student begins working, to allow time for any necessary background checks and employment paperwork to be completed.

Supervising Student Employees:

Minimum Enrollment Requirements for Student Employees

Maximum Allowable Work Hours for Student Employees

On The Job Expectations for Student Employees

Student Employment Manual

EmpCenter

Additional Resources:

Employment of Minors Policy: Hiring restrictions, authorized duties, and other guidelines for student employees under the age of 18.

 

Helpful Links

Courtesy-Affiliate Table

Privileges/Requirements Courtesy Faculty Affiliated Faculty
Duration > than 1 year <= 1 year
Financial Compensation No No
Employee Benefits No No
University ID Yes Yes
Recreation Facility Privileges Yes Yes
Parking Permits Yes Yes
Library Services Yes Yes
Staff Fee Privileges No No
Concurrent Appointments No No
Academic Rank Determination By Approval No Rank
Periodic Review Yes Yes
Promotion Eligibility Yes No
Supervisor of Record Eligibility No No
Principal Investigator Eligibility Yes No
Graduate Faculty Eligibility Yes Yes
Faculty Senate Participation No No

Outside Employment Policy

It is the University policy to encourage its faculty members to undertake outside activities (not to exceed an average of one day/week) that will increase their effectiveness and broaden their experience in relation to their functions at the University, or which will be of service to the community, private sector, nation, or world provided:

a. The cumulative total of outside professional activities and overload activities does not substantially interfere with the performance of the faculty member's University duties.

b. The outside activities do not involve use of University property, facilities, equipment, or services, except in limited circumstances when approved by the faculty member's department head/chair and dean or the dean and vice president.

c. The outside activities are approved by the department head/chair and dean or dean and vice president using the Request for Approval of Outside Employment form for consulting, or a memorandum for cases of deeper involvement with commercial enterprises. A copy of the approved document should be filed with the Office of Academic Affairs before the outside activity begins. If the proposed activity includes signing an agreement concerning rights in inventions or materials, the agreement must be reviewed and approved by the Vice Provost for Research.

d. The faculty member makes it clear to the outside employer (agency, board, jury, or audience) that he or she is acting in an individual capacity and does not speak, write, or act in the name of the University or directly represent it.

e. The faculty member does not list his or her university telephone number in commercial listings or other public documents, the purpose of which is to draw attention to the individual's availability for compensatory service. Further, use of the University name, logo, and stationery is prohibited.

f. The outside employment is consistent with policies of the faculty member's college, school, or division.

Outside Employment Policy

It is the University policy to encourage its faculty members to undertake outside activities (not to exceed an average of one day/week) that will increase their effectiveness and broaden their experience in relation to their functions at the University, or which will be of service to the community, private sector, nation, or world provided:

a. The cumulative total of outside professional activities and overload activities does not substantially interfere with the performance of the faculty member's University duties.

b. The outside activities do not involve use of University property, facilities, equipment, or services, except in limited circumstances when approved by the faculty member's department head/chair and dean or the dean and vice president.

c. The outside activities are approved by the department head/chair and dean or dean and vice president using the Request for Approval of Outside Employment form for consulting, or a memorandum for cases of deeper involvement with commercial enterprises. A copy of the approved document should be filed with the Office of Academic Affairs before the outside activity begins. If the proposed activity includes signing an agreement concerning rights in inventions or materials, the agreement must be reviewed and approved by the Vice Provost for Research.

d. The faculty member makes it clear to the outside employer (agency, board, jury, or audience) that he or she is acting in an individual capacity and does not speak, write, or act in the name of the University or directly represent it.

e. The faculty member does not list his or her university telephone number in commercial listings or other public documents, the purpose of which is to draw attention to the individual's availability for compensatory service. Further, use of the University name, logo, and stationery is prohibited.

f. The outside employment is consistent with policies of the faculty member's college, school, or division.

Payroll

Primary Contact for College of Forestry and College of Earth, Ocean, and Atmospheric Sciences

Backup Contacts

 

College of Forestry

FOBC Finance & Accounting is located in 270 Strand Hall.

FOBC HR is located in the CEOAS Administration Building, Room 108.

 

Street Addresses:

Peavy Hall - 3100 SW Jefferson Way, Corvallis, OR 97331
Richardson Hall - 3180 SW Jefferson Way, Corvallis, OR 97331

Office Hours - Monday - Friday 7:30am - 5:00pm

Fax number - 541-737-2668

The purpose of these pages is to enhance the support services we provide to our students, staff, and faculty.  We've provided a number of resources here to help you resolve problems, find information, and to suggest improvements to our services.

Looking For?

Other Helpful Links

**If you have problems finding what you are looking for, please let us know.

Forms

Payroll Forms:

Paper timesheets should only be used when EmpCenter is unavailable.

Travel Forms:

  • Airfare Request Form
  • Foreign Travel Authorization (PDF) - Submit to Elizabeth Beeson in 270 Strand Hall.
  • International Travel Registry - Required for all university-related travel.  Link takes you to registration site hosted by the Division of International Programs.
  • Personal Reimbursement Request (PDF) - Requests must be submitted no later than 60 days after purchase and cannot cross fiscal years.
  • Travel Advance (PDF) - Advance checks will not be released more than seven (7) days before departure date.  Contact Elizabeth Beeson in 270 Strand Hall prior to completing form.
  • Travel Reimbursement Request (Excel) - For travel after January 1, 2017.  Requests must be submitted no later than 60 days after travel concludes and cannot cross fiscal years.

Payables Forms:

Contracts Forms:

Receivables Forms:

Human Resource Forms:

Accident Reporting - Occupational Injury/Illness:

Research Related Forms:

Property Forms:

Purchasing Forms:

Shop Forms:

Other Forms:

Grants and Grants Administration

Grants and Contracts comprise two aspects of Restricted Funds which means they may be spent only for the purposes for which they were intended by the Grantor.

POST-AWARD

Post-Award Contacts - assistance or questions related to established grants

Do's and Don'ts

General Information

PRE-AWARD

Pre-Award Contacts - assistance or questions related to grant proposals and budget preparation

 

USDA PNW Cooperative Programs Home Page

A-21

The Office of Management and Budget issues Circulars regarding cost principles and administrative requirements for entities receiving federal money.

The circulars pertaining to educational and non-profit organizations may be found at the OMB Circulars site.

OMB circular A-21 provides principles for determining the costs applicable to research and development, training, and other sponsored work performed by colleges and universities under grants, contracts, and other agreements with the Federal Government. These agreements are referred to as sponsored agreements. More specifically, section "J" provides guidelines for unallowable costs.

Examples of allowable and unallowable costs:

Cost Type

Allowable

Comments

Alcoholic Beverages

NO

Use Foundation Account

Communications charges

Some

Line and unit charges are NOT allowed. Local, long distance are allowed

Donations/Contributions

NO

The value of donated goods and services qualify for cost sharing under A-110

Entertainment

NO

Use Foundation Account

Equipment & other Capital Expenditures

Yes

Must be budgeted in the approved award.

Maintenance & Repairs

Yes

Actual costs incurred on items used on research project

Memberships/Subscriptions

Yes

Technical & Professional only. No civic etc. memberships. Subscription/membership timeframe must not exceed end date of grant.

Pre-Agreement Costs

NO

See OPAS under "Expanded Authority"

Professional Services

YES

See also PSI, PSC.

Alteration Costs

YES

Special alterations for specific project must be pre-approved.

Recruitment Costs

YES

e.g. Reasonable relocation costs

Equipment & Building Rentals

YES

 

Scholarships & Student Aid

NO

GRA Salaries allowed. Pay on Training Grants allowed

Budgeting Foreign Travel

All foreign travel must be budgeted in the grant to be charged. If not budgeted, contact the agency for permission to re-budget for foreign travel.

Travel fares charged to a federal project must be for economy or coach fares.

ALL international travel using federal funds must be by U.S. Flag air carriers if service by such carrier is available. Cost IS NOT a factor in determining availability. The first or last leg of travel from or to the U.S. must be by a U.S. flag carrier in almost al circumstances.

Sub-contracts are often funded with federal money. If so, all federal regulations apply including travel regulations.

A Foreign Travel Authorization Form (PDF) is required for ALL foreign travel using grant/contract funds. The form should be signed and submitted to Alan Rudisill, 541-737-4062, in 270 Strand Hall before making travel arrangements. The Foreign Travel Authorization will need to be signed by the Office of Sponsored Research and Award Administration, so be sure to account for the extra time needed for this necessary step.

VISA Fees: May be paid on grant if related to and required by the project.

Cost Share Do's and Don'ts

Cost share is that portion of the research expenses that are paid for from State resources. If you have included cost sharing in your proposal and the proposal is accepted, the cost share becomes a requirement of the agreement.

Check your cost share indexes monthly to assure that the required amount is being met.  Your office manager, Pat Cordova, and Justin Schaffer can help you.

Do not include any resources provided by granting agencies in your cost share. Items provided by federal sponsors are ineligible for meeting cost share requirements.

"IN-KIND" contributions may be used to meet cost share requirements, but they must be carefully documented. Contact the Business Office if you intend to use such contributions.

Equipment

Capital equipment is any item that costs $5,000 or more and has an expected useful life of more than two years. Such items acquired on a sponsored research project must be accounted for according to the terms of the agreement and must be budgeted in the agreement.

All orders for equipment must be placed through our buyer, Glenn Folkert, 541-737-4280.  Glenn will work directly with Central Purchasing to assure that you acquire exactly what you want at the best possible price.  Often, the equipment will need to be added to inventory.  Christina Fierro, 541-737-1588, in the Forestry Business Office should be notified when purchasing equipment.

Frequently Asked Questions

Q: Can I pay for a piece of equipment on two or more indexes?

A: Yes. However, the item is still capital equipment based on purchase price, not payment source. Also, the "ownership code" and owner for the equipment must be identical for all fund sources, otherwise split payment cannot be used. If state funds and restricted funds are both involved, the state must be the owner.

Q: If I leave the University and have an active grant, do I take the equipment with me?

A: If the grant is being transferred to your new institution, the equipment may go with the grant. However, you must provide a list of equipment to Research Accounting that will be transferred. They will work with the Forestry Business Office to assure that all paperwork has been completed to effect the transfer. State owned equipment should never be taken from the University without proper authorization. Always contact your Business Office first.

Equipment Do's and Don'ts

All equipment is either property of the State of Oregon or property of the agency sponsoring your research. You are the custodian, not the owner.

  1. Equipment purchases on Grants MUST BE BUDGETED.

  2. If you "split-fund" an equipment purchase such that each index pays less than $5,000.00 the item is still equipment and must be budgeted and allowable. The cost of the item determines its accounting treatment, not the source of the dollars.

  3. Do not attempt to pay for equipment purchased using "split-funding" unless you check with the Business Office first. Using more than one index for payment can cause problems and delayed payment.

  4. Do not take property off campus without filling out an Equipment Loan Agreement (Word document) form.

  5. If you lend the University equipment or use equipment borrowed from elsewhere, complete the appropriate form: Personal Property Loan Agreement (PDF) form.

  6. Equipment items are tagged and inventoried. We must report any change of location of the item(s), so please keep the Business Office informed if you move the equipment.

  7. IF YOU LEAVE THE UNIVERSITY, you cannot take equipment with you even on a continuing research project without completing an Equipment Loan Agreement (Word document) form. Contact the Business Office as soon as you can to make arrangements for a smooth transition.

Modified Total Direct Costs

Indirect Cost Charges

Indirect charges (overhead) may be charged on ALL, SOME, or NONE of the costs incurred under a sponsored agreement depending on the agency involved and the terms of the agreement.

TOTAL DIRECT COST METHOD:
Indirect charges are applied at the agreed upon rate to all costs incurred under the sponsored agreement.

MODIFIED TOTAL DIRECT COSTS METHOD:
Indirect charges are applied at the agreed upon rate to all costs EXCEPT the following:

  • GRA fee remissions
  • Equipment
  • Stipends paid within the OUS system
  • Participant support outside OUS system
  • Building rentals and leases
  • Land rentals and leases
  • Advertising-recruitment
  • Subcontract amounts over $25,000 per contract
  • Trade show/event fees
  • Testing group incentives
  • Research subjects
  • Dependent assist tuition
  • Sponsered conference speaker travel

Restricted Funds - Cost Share

Cost Sharing

“Cost sharing” is the designation used for the portion of verifiable sponsored project costs contributed by the university/department from its own resources (non-federal funds) or by other outside entities. Many awards, including Environmental Protection agency (EPA), National Oceanic and Atmospheric Administration (NOAA), and some United States Department of Agriculture (USDA), and others require cost sharing.

Cost sharing funds are established for recording these costs. All non-federal expenses must be recorded in cost share funds to be certified for that purpose.

Mandatory Cost Share

When an agreement is received that has cost sharing indicated (either in the agreement itself, or in the proposal which becomes a part of the agreement), Research Accounting will set up the appropriate cost sharing fund(s), and notify the PI and college/department accountant.

All cost sharing expenses for the project will be recorded in the unrestricted cost share fund. The college/department accountant will complete Labor Distribution forms as needed to reflect appropriate salary. Equipment purchases, travel, or other cost share expenses will be charged directly to the cost share fund. As each expenditure is posted to the cost share fund, a corresponding transfer transaction will be posted moving funds required to cover this expenditure from the designated unrestricted fund’s budget.

Non-Mandatory Cost Share

The department will notify Research Accounting to set up a cost share fund/index when needed for non-mandatory cost share.

NSF—Minimum 1% Cost Share

The National Science Foundation has a statutory requirement of cost sharing minimum of 1 percent on the aggregate total costs of all projects. One NSF cost share fund is used for this purpose. Each department which has active NSF awards will receive an FIS Index to record this NSF cost share.

USDA/PNW

USDA/Pacific Northwest Area (PNW) has determined GRA Fee Remission as an allowable cost share item.

One PNW-GRA Fee Remission cost share fund per department will be established for this purpose. Each department which has active PNW awards will receive an FIS Index for this purpose. Payroll will be instructed to record the GRA fee remission for these employees to this fund.

Any USDA/PNW project which has cost sharing of other than GRA Fee Remission and F&A Cost will have a separate fund established.

Costs

Two types of costs, direct and indirect (Facilities and Administrative Costs), are associated with grants, contracts, and cooperative agreements. Direct expenditures which can be charged to sponsored project funds are known as “allowable costs.”
Allowable costs are determined by OMB Circulars A-21, A-110, and/or by the granting agency through grants manuals or contract terms and conditions. The principles published in Circular A-21 are designed to ensure that the federal government bears its fair share of the total cost of a project, except where restricted or prohibited by law.

Allowable costs generally fall within these guidelines:

  1. Costs must be reasonable. This is defined as the action a prudent person would take under the circumstances.
  2. Costs must be allocable to federally sponsored agreements under the principles and methods described in OMB A-21. (See OMB Circular A-21: Unallowable Costs.)
  3. Costs must be given consistent treatment through application of generally accepted accounting principles (GAAP) appropriate to the circumstances. This includes the use of account codes for cost classification, as described below.
  4. Costs must conform to any limitations or exclusions set forth in OMB A-21 or in the sponsored agreement as to types or amounts of cost items.

Cost Classification: Assigning Account Codes

The administration of a contract or grant project involves identifying all costs associated with it. Cost information is needed both to manage the internal affairs of the University and to satisfy external requirements. Each department/PI is encouraged to use the FIS system to record encumbrances to stay current with commitments made during the project. An account code is assigned to each cost to classify the expenditure according to what is received.

Direct Costs

Direct costs are expenditures associated with grants, contracts, and cooperative agreements that are necessary for and can be identified with the performance of a specific sponsored project. Direct costs of a sponsored project include all personnel costs charged to the project; applicable payroll assessments; graduate tuition remissions; expenditures for supplies and equipment; travel expenses; computer usage, printing, and other service department charges; and any other expenses specifically identified with the project.

This is general information. Principal Investigators should refer to the award document for requirements or restrictions specific to the project. Contact Pat Cordova (541-737-1587) or Justin Schaffer (541-737-1922) for assistance with specific questions.

Facilities and Administrative (F&A) Costs

F&A costs are expenditures associated with a grant, contract, or cooperative agreement that cannot be charged to nor specifically identified with individual sponsored projects. These costs include maintenance of physical facilities, library services, administrative services, and departmental administration. In general, F&A costs involve expenditures necessary for the development and maintenance of an environment conducive to research.

Most grants and contracts provide for the recovery of F&A costs incurred in their execution and management. The recovery is based upon specific F&A cost rates and assessed to individual projects on a percentage basis.

The rates for Oregon State University are negotiated by the OUS Controller’s Office with the U.S. Department of Health and Human Services (the F&A rate negotiator for most federal agencies). The negotiation is basically a review of the University’s costs and an assessment of the reasonableness of the charges.

In most cases, F&A costs for a sponsored project are calculated by multiplying the approved F&A rate and the Modified Total Direct Cost (MTDC) paid on the award. MTDC is determined by subtracting GRA/GTA Fee Remission (10951 account code); equipment (4XXXX); subcontracts over $25,000 (39920 account code); participant costs (5XXXX); and other items from the Total Direct Costs posted on the sponsored project account.

A portion of recovered F&A cost is returned to the colleges.

70005 Facilities and Administrative Cost

The 70005 account code is used to record the recovery of F&A costs.

  • F&A cost will be charged based upon the approved budget, up to the Federally Negotiated Rate. The rate used will not be greater than the rate of the approved budget.
  • Slight F&A cost adjustments may be made manually by the Office of Sponsored Research and Award Administration during the award close- out process.

Encumbrances

Departments and PIs are encouraged to utilize the FIS encumbrance system so that reports generated from FIS will be a management tool.

Cost Corrections: Correcting Journal Voucher

Payroll charges made to the wrong index are handled via labor redistribution.  Contact the Department Office Manager to initiate the redistribution.  Note that any changes or cost transfers must be supported and accounting records, proposal budgets, and progress reports to sponsoring agencies must reflect data reports on effort reports.

Transfer of costs that represent corrections of clerical or bookkeeping errors should be made promptly after errors are discovered. The transfer must be supported by documentation that explains how the error occurred and certifies the correctness of the new charge. A statement that the transfer was made “to correct error” is not sufficient.

Cost corrections of expenses and payroll must be made within 90 days of the original error.  Requests for corrections older than 90 days must include a justification as to why the correction was not made within the timeframe. 

Closely-related work.

When closely related work is supported by more than one funding source, a cost transfer between accounts may be made under these conditions:

  1. The cost is proper and allowable
  2. Justification for the transfer is documented by the PI and kept for audit purposes.
  3. The transfer is made within 90 days of the time of the original charge.

Restricted Funds

Restricted funds are those funds that are available for current operations but which may only be used for the specific purposes intended by the donor or sponsor of the project. They include those amounts received from non-university sources for student aid (scholarships) and construction.

For grants, restrictions are enumerated in the text of the agreement as well as in the accepted budget. Budget changes may sometimes be made through the Forestry Business Office in conjunction with Research Accounting under the provisions of Expanded Authority. Otherwise, changes in funds' use must have agency approval.

Categories of restricted funds are grants, contracts, foundation funds, "M" (gift funds), and "Z" (cooperatives).

Expanded Authority

Expanded authority is the waiver of prior approval requirements by the sponsoring agency. Allowed revisions are permitted only if necessary for project completion and are within the original scope of the project and within the total approved budget.  Requests are made using the Organizational Prior Approval System (OPAS) form.

Allowed changes:

  1. One time ONLY No-Cost Extension for up to one year.

  2. Line item budget reallocation (within original scope of work).  Does not apply to changes in fellowships, stipends, subcontracts, capital construction, F&A rates, scope of work, or change of PI.

  3. Line item budget reallocation (within original scope of work).  Does not apply to changes in fellowships, stipends, subcontracts, capital construction, F&A rates, scope of work, or change of PI.

Participating Agencies

Agency No Cost Extension Re-Budget 90 Day Pre-Award
NASA 45 days before expiration YES YES
NSF 45 days before expiration YES YES
USDA-CSREES

45 days before expiration

AND

5 year max award limit

YES YES
US DOW 45 days before expiration YES YES
USDI 45 days before expiration NO NO
EPA 45 days before expiration YES NO
NIH 45 days before expiration YES NO
NOAA 45 days before expiration YES YES
PHS 45 days before expiration YES YES
 

** Must be rec'd by Research account as above (in days)

   

Who's Who in Research

Office for Sponsored Research and Award Administration Personnel

The Office for Sponsored Research and Award Administration (OSRAA) is a centralized unit of Business Affairs that provides efficient critical accounting, reporting, and compliance services to support the campus wide research mission of the University.  You may find contact information in their personnel directory.  The OSRAA Frequently Asked Questions page offers answers to topics such as Budget Development, Labor Distributions, and OSRAA Organization.

Contracts

"Contracts" at OSU is a broadly used term. The following should help clarify the realm of contracting as it relates to faculty.

ONLY authorized contracts officers may sign on behalf of the University. ANY AGREEMENT requiring a signature that relates to OSU must be signed by a contracts officer. When in doubt, call Christina Fierro (541-737-1588) in the Forestry Business Office.

From the Procurement and Contract Services (PaCS) Manual 203 - Unauthorized Purchases or Contracts:

"Individuals that purchase or sign Contracts beyond their granted authority may be held personally responsible for the purchase or Contract, which could include personal liability for payment to the vendor for the purchase or contract, or repayment to OSU."

 

Contracts

Contact

 

NOTE:  The Personal Services Invoice (PSI) is no longer a valid form.  The Payment Request (PDF) form must be used instead.  The vendor must sign the form on the "Contact Name" line.

 

Contract Forms

  • Check the Status of Pending Contracts at PaCS

  • The following forms described here can all be found on the Procurment and Contract Services website.
    • Personal Service Contract (Word form) - Personal/Professional Services Contract is used for Personal or Professional Services totaling $5,000 and above for a given year, for non U.S. Citizen workers, or for projects with multiple payments. This form is not to be used for architectural or engineering services. Please be certain to fill out the Employee vs. Independent Contractor Determination form below for submission with each PPSC.

    • Amend an Active PSC (Word form) - The amendment form is for use when adding money or time to a non-expired Personal/Professional Services Contract. This form should only be used in the event of an unforeseen expansion of the scope or delay in performance (not as a means for issuing a new contract with a unique scope of work).

    • Employee vs. Independent Contractor Determination (Word form) - An Employee vs. Independent Contractor Determination form is required to be submitted to PaCS along with the Personal/Professional Services Contract if the PPSC is issued to an individual as opposed to a company. Contracts may only be issued to individuals that qualify as Independent Contractors. Please see the PaCS Training section for additional reference materials.

    • Sole Source Request Form (PDF) - This form is used to request a Sole Source Procurement or Contract.
  • IRS Form 8233 (PDF)
  • Tax Treaty Countries

 

OSU Fee Book

Payables

Contact

Information

A/P Forms

Corporate Card

Equipment Loan Agreements

International

Corporate Card On-Line

U.S. Bank Access Online is an exclusive web-based electronic program management tool that provides our cardholders with quick access to their complete account information enabling individuals to view their account activity and billing statements online!

To begin utilizing Access Online you first need to get registered.  Access Online self-registration empowers you to create your own User ID and Password and is easy to use.  

Just like the rest of the Access Online features, self-registration has been designed to be intuitive; however, to ensure a positive experience, here are a few helpful hints:

  • Go to: https://access.usbank.com and click on the “Register Online” link
  • When asked to enter your company short name, please use OUS
  • ZIP/Postal Code must exactly match what is on your billing statement –– or you will receive an error message
  • Phone and Fax number format: No dashes, hyphens, parenthesis or spaces (i.e. 6121234567)
  • User ID’s must be 7 to 12 characters in length and can be alpha and/or numeric. User ID’s must also be unique; try to think of a distinctive ID (i.e. if your name is John F Smith try the User ID jofsmith3)
  • Passwords must be 8 to 20 characters in length, with at least one alpha and one numeric character
  • User Verification is used to authenticate your account if you forget your User ID or Password 
  • After entering your card number and information click continue.  Do not click on the ‘Additional Account’ button.  If you are currently an Access Online User (i.e. with a PCard) Please contact Rose Hamilton @ 541-737-0650 for assistance.
  • When entering information in self-registration, if any of the entered information is not valid the system returns an error message. You have three attempts to correct the information. If all three attempts fail, the account with incorrect information will be locked out from self-registration. You will need to contact U.S. Bank Customer Service at 1-877-887-9260 to unlock your account

Congratulations, you are now registered to enter Access Online.

If you have any questions, please call Rose Hamilton at 541-737-0650 or the U.S. Bank Customer Service Desk at 1-877-887-9260.

Receipts

Reimbursement Requests

Cash Out  (PDF) - Under $100, for students and volunteers only.  This form is submitted directly to the Cashier's Office in Kerr.

Personal Reimbursement Request  (PDF) - For employees and student/volunteer requests over $100.

When requesting reimbursements, tape your receipts to a standard 8 1/2" X 11" sheet of paper and attach to the form.  Do not staple receipts or tape over the information on the face of the receipt.  On the form you must indicate the index to be charged and an activity code if one is needed. Sign the form.  The form must also be signed by your department's office manager.

Receipts must be obtained for purchases from Direct Pay Vendors (e.g. Bi-Mart, OfficeMax, Robnett's) and must be turned in to the Business Office.

When turning in receipts obtained from a Direct Pay Vendor (PDF), the receipts MUST include your name, the index to be charged, and an activity code if desired. If your name is handwritten, it must be legible; otherwise, please PRINT YOUR NAME on the receipt.

Accounts Receivables

Accounts Receivable is responsible for billing both internal and external customers of all departments within the College of Forestry. Invoices are prepared and sent to external customers and journal vouchers are processed for internal customers. Do not send your own invoices. All billings must go through FOBC Finance & Accounting.

Contact

Submit an invoice request

Income is recorded and deposited to the proper accounts. Income received must be recorded by the Business Office and deposited to the proper account. Gifts must be deposited by Research Accounting and all relevant documents should be included with the check.  

  • Checks should be made out to Oregon State University.
  • Complete College of Forestry Deposit Request Form.  (PDF) - Not compatible with Chrome or Firefox.
  • Turn in checks and/or cash and supporting documentation to Elizabeth Beeson in 270 Strand Hall.  
  • Do not leave cash in the inbox.  Ask a Business Office employee to put it in the safe until processing.  

Information for incoming wires - foreign source

All incoming wire transfers for Oregon State University are processed through the Cash Management Branch of the Oregon State Treasury.  Required information for incoming transfers is shown below:

Beneficiary Name:  Oregon State Treasury

Bank Name:  US Bank

Bank Street Address:  302 State Street

Bank City and State:  Salem, OR  97301

Bank Routing Number:  123000220

Bank Account Number:  153695031051

SWIFT Code:  USBKUS44IMT

Travel

The travel desk will assist you in making arrangements for both domestic and foreign travel.  Travel on Grants is highly regulated.

Contact

 

OSU's International Travel Registry

As of April 1, 2017, Oregon State University now requires all travelers to register their foreign travel regardless of funding type.  The International Travel Registry is maintained by the Division of International Programs.  Proxy registration is available for those arranging travel for others.

  • Register as soon as you have the following:
    • Confirmed travel dates and location(s)
    • Contact information for yourself abroad and a local emergency contact
    • Passport (in case you lose your passport)
  • Benefits
    • Automatic enrollment in the Travel Accident & Sickness Plan which includes access to the 24/7 safey and security emergency services.
    • In the event of an emergency, this registry will enable OSU to locate and contact you to coordinate help.
    • The registry allows travelers to securely store a copy of their passport.

Foreign travel on grants must still be pre-approved by the Office of Sponsored Research and Award Administration using the Foreign Travel Authorization form.

We strongly recommend you leave contact information with your office manager, supervisor, or unit manager and register with the U.S. Department of State - Smart Traveler Enrollment Program (STEP).  This free service allows the Department of State to assist you in case of an emergency.  You will receive important information from the Embassy about safety conditions; they can contact you in an emergency, whether natural disaster, civil unrest, or family emergency; and they can help family and friends get in touch with you in an emergency. 

Domestic Travel Rates

Per Diem Rates - U. S. Localities - rates changed effective 1/1/17

OSU Summary of Travel Reimbursement Rates (Word document.  Effective 1/1/17 - 12/31/17)

Oregon Mileage Chart  (PDF)

 

Foreign Travel Rates

Per Diem Rates - Foreign Localities

 

Contracted Agencies

Azumano Travel Service(541-757-9792, azcorvallis@ciazumano.com)

Enterprise Rent-A-Car (1414 NW 9th St. 541-758-0000)

 

Policies

Meal Allowances

Employee

Hosting Groups/Guests

Refreshments or Meals at Department Functions

Travel on a One Day Trip

Airfare

How to Purchase Airfare (updated 12/12/16)

Airfare Purchasing Policy - Not Utilizing Contracted Travel Agencies (FIS 411-01)

Waiver-Fly America Act

Forms

Travel Reimbursement Form - for travel after 1/1/17. (Excel form, preferred method.  Requests must be submitted no later than 60 days after travel concludes and cannot cross fiscal years.)

College of Forestry Pre-Approval of Airfare Request - online form

Mileage Log for Personally Owned Vehicles  (Excel form)

Travel Advance Form (PDF. Advance checks will not be released more than seven (7) days before the departure date. See Elizabeth Beeson in 270 Strand Hall prior to completing the form.)

Foreign Travel Authorization Form (PDF.  Send to Elizabeth Beeson in 270 Strand Hall.)

Travel Reimbursement Entry System (ONID ID and Password required. See instructions below if you have never used TRES or are unfamiliar with the program or process.)

Quick instructions for submitting TRES documents.

 

Helpful Links

Ground Transportation

Insurance For Vehicle Use

University Motor Pool

DAS Motor Pool

Hut Airport Shuttle

Motor Vehicle Claims - OSU Risk Management

Foreign Travel

If You Travel Overseas Risks/Liability - OSU Risk Management

Passport Info - U.S. Department of State

Travelers Health Info - Centers for Disease Control

Foreign Travel Warnings - U.S. Department of State

Smart Traveler Enrollment Program (STEP) - U.S. Department of State (Required for all foreign travel.)

U.S. Customs & Border Protection

Oanda Currency Converter

U.S. Department of Homeland Security

General Links

OSU Travel Policies (FIS 411)

InfOSU

Corporate Travel Card

Information

U.S. Bank Access Online Instructions

Both the application and agreement must be completed.

Airfare Purchasing Process

What you need to do before you can arrange airfare...

  • If the trip is international AND being paid from a grant, also submit the Foreign Travel Authorization (paper) to Elizabeth Beeson in 270 Strand Hall.  This must be completed prior to incurring any travel expenses, including conference registration.  Submit the form at least one week prior to travel (or conference registration deadline) as it must be signed by the Office of Sponsored Research and Award Administration.

OSU currently only contracts with Azumano Travel.  You can either call or email the travel agents at the contact info below. Let them know you are with OSU College of Forestry, then work with the travel agent to find your ideal itinerary. They know to contact Elizabeth Beeson for the approval after the traveler confirms the itinerary with the agent.

Azumano Travel

Local Area:  541-757-9792
Toll Free:  1-800-334-2929
Fax:  541-758-1631
Email:  azcorvallis@ciazumano.com

Meals - Hosting Official Groups and Guests

An official guest is a person who has been invited to an OSU facility or function for a specific purpose that benefits the university’s mission. Official guests include, but are not limited to, candidates to fill positions, prospective students, visiting scientists, scholars, dignitaries, guest speakers, and advisory board members. A clear benefit to OSU must be documented when requesting payment of invited guest expenses.

When hosting, an employee spousal/partner meal is allowable when a job candidate or guest is accompanied by their spouse/partner. Employee spouse/partner meals are not normally reimbursable. The number of employees with accompanying spouse/partners should be reasonable for the occasion.

Allowable costs:

  • Meal and refreshment costs should be reasonable for the occasion.
  • Gratuities/tips - Reimbursement for a tip of up to 15% of the charge is allowable when hosting groups or guests. The 15% limit does not apply when the establishment adds a service charge for larger groups in lieu of gratuity. In this case, the amount of the service charge is not within the control of the customer. Tips or fees for alcoholic beverage service are not reimbursable. These costs need to be separated and included with alcoholic beverage purchase.
  • Alcoholic beverages - Reimbursement of alcoholic beverages is not allowed on institutional funds. See your office manager for reimbursement from the OSU Foundation.
  • Official guests hosted at an employee’s home - The employee can request reimbursement for food and supplies purchased for the function. The Personal Reimbursement form must include an itemized sales slip of the items purchased, a list of attendees, and a clear statement of the business purpose. Alcoholic beverages are not reimbursable.
  • Employee spouse/partner meals - Allowable when a job candidate or guest is accompanied by their spouse/partner. Employee spouse/partner meals are normally not reimbursable and the number should be reasonable for the occasion.

 

Documentation:

Personal Reimbursement Form

Fill out the Personal Reimbursement Form. Include the dates, names of the individuals hosted, location, and purpose of the event. Attach event flyer if applicable.

Itemized Receipts Required

Meals, gratuities, and alcoholic beverages for official guests must be separately itemized on the receipt. A “tear tag” showing only the total charges is not adequate. The employee should insist on an itemized receipt. If the restaurant will be sending a bill, the employee must still turn in the supporting documentation to the Travel Specialist.

 

Alcoholic Beverages:

Reimbursement with university funds for the cost of alcoholic beverages is not allowed. If alcoholic beverages are part of a meal when hosting an official guest, a separate itemized receipt should be obtained from the restaurant. Alcoholic beverages can then be paid for directly from outside agency (OSU Foundation) or personal funds. The only exceptions to this rule are:

  • if the cost is charged to a grant, or contract fund and is expressly authorized by the terms of the grant, or contract; or
  • if the full cost of the alcoholic beverages is recovered through charges to the participants or paid by an off-campus group, usually using a workshop index.

Meals on One-Day Trips

Employee meals while travelling:

The IRS considers breakfast and dinner allowances to be taxable to the employee. Payment is made using the current in-state meal per diem rates.

  • Breakfast can be paid when an employee leaves two or more hours before their regular work shift.
  • Dinner can be paid when an employee arrives two or more hours after their regular work shift.

Classified employees may be similarly compensated when required to work at their station two or more hours beyond the end of his/her regular work shift when such additional work causes the employee to miss his/her regular meal. Current in-state per diem rate for the meal is used for the allowance.

Employee meals when officially representing the University:

These meals are away from the work location, but the employee is not in travel status. The meal can only be reimbursed when all three of the following are met:

  • The claimant is attending a conference, seminar, convention, board meeting, or committee meeting as a representative of Oregon State University where non-OSU employees are present.
  • The meeting is not a social or fundraising function.
  • The menu and cost is arranged by the event organizers and beyond the control of the claimant.

These meals are considered an employee working meal and are not taxable to the employee. Proof of payment and a copy of the meeting announcement which shows a clear business purpose and the meal as part of the agenda are required. Alcoholic beverages cannot be reimbursed.

Quick instructions for submitting TRES documents

Follow these steps when the TRES form is complete and ready for submission:

  • Make sure Elizabeth Beeson is chosen in the Travel Certifier list.
  • Click Print Preview.
  • Print a copy of the document.
  • Return to travel document and click Submit. (Any changes after electronic submission can be written directly on the form.)
  • Sign the paper form.
  • Attach required receipts and any backup documentation. All reimbursements for conferences, workshops, and meetings must have an agenda or announcement attached. This requirement is waived for small, informal meetings.
  • Turn in to your department office for approval signature.
  • Turn in to Elizabeth Beeson in 270 Strand Hall for processing.

Both the electronic and paper versions need to be received before the travel reimbursement can be processed.

Contact Elizabeth Beeson, 541-737-3188, for any questions or if a step in the process has been missed.

Refreshments or Meals at Department Functions

Refreshments or meals at departmental functions can be paid with university funds when the activity meets one of the following criteria:

  • Training or workshop lasting at least two hours.
  • Departmental staff retreat with written agenda and held away from the normal work location and in a private room.
  • Employee working meal with required attendance and business conducted during the meal period (as documented in meeting agenda). Location is not at a restaurant, unless in a private room. (This option should be used infrequently.)
  • Employee meal provided at worksite during an overtime period, two or more hours beyond the end of employee’s work shift, when duties prevent the employee from taking a meal break. This must be clearly documented.

University funds cannot be used to pay for employee meals or refreshments for regularly scheduled departmental meetings.

The request for payment must:

  • Document the purpose of the function, agenda, names of the attendees, and why that time of day was necessary (if a meal).
  • Be accompanied by an itemized receipt showing the method of payment.

NOTE: Meals and refreshment costs cannot be paid with Petty Cash funds nor with the departmental purchasing card.

Travel Policies - Meals

A. Meal and Incidental Expenses

[1] General

Generally, meal and incidental expenses are reimbursed at a per diem rate. Meal and incidental expenses may be reimbursed only if the traveler qualifies for lodging-expense reimbursement, except as noted herein.

[a] Proration of meals & incidental expenses per diem for partial days involving an overnight stay

Initial Day of Travel – Leave:

Prior to 7:00 AM

7:00 AM to

12:59 PM

1:00 PM and after

Meal Allowance

Breakfast, lunch, dinner

Lunch, dinner

Dinner

 

 

 

 

Final Day of Travel – Return:

Prior to 12:00 PM

12:00 PM to

5:59 PM

6:00 PM and after

Meal Allowance

Breakfast

Breakfast, lunch

Breakfast, lunch, dinner


For the day the traveler leaves on a trip, the per diem rate specified for where the traveler will spend the night is used. For the day the traveler returns from a trip, the per diem rate specified for the last location where the traveler stayed overnight is used.

Applicable meal and incidental expense per diem may not be claimed if a meal is provided at a hosted function (e.g., a conference registration fee includes a meal). The per diem rate for a full day's meal and incidental expenses is apportioned as follows:

  • breakfast: 25%
  • lunch: 25%
  • dinner: 50%.

[2] Actual Meal-Expense Reimbursement

Reimbursement for meals at actual expense is only allowed when hosting official guests and groups, for athletic team and student group meal expenses, and for OUS Board members and unpaid members of advisory committees. When actual meal expenses are reimbursed, an itemized receipt is required. A gratuity of up to 15% of each meal expense may also be claimed. The receipt must separate the meal cost and the gratuity paid. When the receipt shows only the total charge, the traveler should write in the meal and gratuity amounts. When a single reimbursement is requested for multiple employees, all employee's names should be identified on the receipt. No alcohol expenses are reimbursable with state funds.

[3] Meals on One-Day Trips

See the section One Day Trips for detailed information.

Purchasing

The Business Office strongly recommends that you contact Glenn Folkert (541-737-4280) for ALL purchases. He is experienced and knowledgeable about purchasing regulations and procedures. In addition, since his orders are placed on Banner purchase orders, the costs are encumbered giving you a more reliable report of balances available on your Index.

Purchasing

Risk Management

Supplies in Stock

OFFICE SUPPLIES

  • Assorted styles pens and pencils
  • Batteries including AA, AAA, C, D and 9-volt
  • Binder clips
  • Clipboards
  • Coin envelopes
  • Copy paper....available in full cartons
  • Dry erase markers
  • File folders, 1/3 cut
  • Hanging file folders
  • Highlighters
  • Index cards
  • Lab notebooks
  • Legal pads
  • Mechanical pencils and lead......05mm
  • Paper clips
  • Post-it notes
  • Rubber bands
  • Rulers
  • Sharpies
  • Sheet protectors
  • Spiral notebooks
  • Staplers and staples
  • Super glue
  • Surge suppressors
  • Tape dispensers and tape
  • Tape flags
  • Viewbinders

FORESTRY SUPPLIES

  • Aluminum nails
  • Aluminum tags
  • Bee & wasp spray
  • Flagging tape
  • Lumber crayons
  • Rite-in-Rain copy paper and notebooks
  • Stake flags, 21".....100/bundle
  • Tecnu
  • Tree marking paint

CLEANERS

  • Bleach
  • Compressed air dusters
  • Dishwashing liquid
  • Glass cleaner

SAFETY

  • Dust masks
  • Ear plugs
  • Gloves in assorted sizes and styles
  • Safety glasses

MISCELLANEOUS

  • Cable ties
  • Duct tape
  • Hose clamps
  • Lab tape
  • Packaging tape
  • Paint brushes.....1" through 4"
  • Teflon tape
  • Vinyl tubing
  • Zip lock bags

Keys

Most Snell office keys and College Forests gate keys are issued by FOBC Finance & Accounting, 270 Strand Hall.  Snell entrance keys and all Richardson Hall keys are issued by the OSU Key Shop.  Contact your department office manager with questions.

Contact

To Get Keys

Obtain a key request form from your Department Office and have the form signed by the Department Head or the Office Manager and bring the form to FOBC F&A. Alan is the main contact for keys, but any other Finance staff can distribute and receive keys.  Deposits are no longer charged for keys.  If you have previously paid a deposit for keys, you may come to FOBC F&A for a refund.

For Additional Keys

If you have a valid key form on file and you need additional keys, you do not need a new key form.  Your Department Office must send an email to the Foresty Key Mailbox listing your name, the room number, and the key number (if known).  Do not send an email directly to Alan.  He splits his time between Forestry and CEOAS.  All Finance staff has access to the Forestry Key Mailbox.

To Return Keys

Bring the key(s) to FOBC F&A. If you paid a deposit, we will issue your refund directly.  Keys issued by the OSU Key Shop must be returned to your department office manager.

Mail and Parcels

The mailroom is located in 133 Richardson Hall.

Only authorized personnel are allowed to sort mail and parcels.

Campus mail is delivered 2 times per day, morning and afternoon, and is picked up three times per day, morning, afternoon, and evening.  Letters and packages that will be stamped by Printing and Mailing must have the appropriate slip attached.

Letters and packages that will be picked up by the USPS must have the appropriate postage.

Packages may be delivered at any time during the day. When packages arrive, they are logged in at the Forestry Dean's Office (109 Richardson Hall) and the appropriate individual and departmental office is notified.

When picking up a package, you must sign for it.

Contact

Faculty and Staff Resources

While the Business Center is being established many of the resources you may need are on the respective units business office web sites

Forms

Forms provides you with forms that you may need specific to this business center. OSCAR is the primary location for OSU forms. Go to the "Downloadable Forms" area within OSCAR to find leave requests, timesheets, and communication allowance agreements to name a few. Supervisors will find performance evaluation reviews, new classified employee checklists, background check criteria, and others.

Policies and Procedures

Policies and Procedures are managed and organized online through the Policies and Procedures Manual Management Program (PPMM). The PPMM Program is a comprehensive program designed to effectively manage all aspects of the online Administrative Policy & Procedure Manuals in a professional, efficient and cost effective manner.

Tools

Tools are resources that are needed to do your daily work such as Financial Reports, Guidelines, Payroll Functions.

New Employee Onboarding

Department Office Managers should complete the New Employee Onboarding-FOBC Forestry Checklist for each new employee that will require training by FOBC Finance.

New Employee Onboarding FOBC-Forestry Checklist

Purpose

Ensure new employees receive consistent information regarding university finance policies and procedures.  The FOBC-Forestry Finance team will provide training on various topics.

Instructions

Determine if the new employee will be doing work that is affected by the policies and procedures in the finance topics below.  Choose which topics you would like the FOBC-Forestry Finance team to cover.

 
1 Start 2 Preview 3 Complete

Tools

While the Business Center is being established many of the resources you may need are on the respective Units' web sites:

Financial Reports

Frequently Asked Questions