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					Vision / Mission / Goals .......................................................................................................................3
     IQIS .............................................................................................................................................3
     Admin Support ..............................................................................................................................3
Organization Structure ........................................................................................................................4
   University .....................................................................................................................................4
   QIS / IQIS ....................................................................................................................................4
   Academic Roles / Career Path ........................................................................................................5
General Administrative Information ......................................................................................................5
   Office Supplies ..............................................................................................................................5
   Telephone System ........................................................................................................................5
   Facilities Maintenance ...................................................................................................................5
   Mail ..............................................................................................................................................5
   Fax (403.289.3331) .......................................................................................................................6
   Couriers .......................................................................................................................................6
Network Structure / File Locations / Technology Miscellanea..................................................................7
   myUofC Portal ..............................................................................................................................7
   Microsoft / Linux Platforms in QIS / IQIS and CPSC .........................................................................8
   QIS / QUIS Website ......................................................................................................................8
Directories / Maps ...............................................................................................................................8
Administrative Web Links.....................................................................................................................8
Travel Arrangements ...........................................................................................................................8
Workshops / Seminars / Colloquials ......................................................................................................8
   Meeting Space / Catering ..............................................................................................................8
   Sample Forms ...............................................................................................................................8
       Speaker Invitations .................................................................................................................8
       Sponsored Visitors ..................................................................................................................9
       General Invitations ..................................................................................................................9
Recruitment / Orientation of new Employees and Guests .......................................................................9
    Overview ......................................................................................................................................9
    Offer Letters / Letters of Invitation .................................................................................................9
        Trust / PDF Appointments ..................................................................................................... 10
        Students ............................................................................................................................... 10
        Visitors ................................................................................................................................. 10
        Employees ............................................................................................................................ 10
    Preparation for Arrival (offer officially accepted)............................................................................ 11
    Day of Arrival.............................................................................................................................. 11
Human Resources Paperwork ............................................................................................................ 12
   Overview .................................................................................................................................... 12
   Human Resource Systems ........................................................................................................... 12
   Payroll ........................................................................................................................................ 12
       TP1 (Trustholder Authorization for Appointment Salaried Staff ................................................. 12
       Casual Time .......................................................................................................................... 13
             Casual Payroll Requisition ................................................................................................ 13
   Absence from Campus ................................................................................................................. 13
   University ID............................................................................................................................... 14
   Benefits ...................................................................................................................................... 14
Accounting Paperwork ....................................................................................................................... 15
    Financial Systems........................................................................................................................ 15
Travel Advances.......................................................................................................................... 15
Travel Claims .............................................................................................................................. 15
Purchase Requisition ................................................................................................................... 15
Cheque Requisition ..................................................................................................................... 15
Purchase Card ............................................................................................................................ 15
Vision / Mission / Goals
IQIS
The VISION of the Institute is to be international leaders of Quantum Information Science research across
the allied disciplines of computer science, theoretical and experimental physics, and mathematics.
The overall MISSION is to establish international leadership in Quantum Information Science research by
developing quantum algorithms, proposing and realizing quantum information tasks, creating Quantum
Information Science technologies, and producing Quantum Information Science Highly Qualified
Personnel.
GOALS are:
1. To become an internationally recognized leader in theoretical and experimental QIS research
   emphasizing the development of new QIS tasks and improvements, enhancements and applications
   of existing tasks, and disseminating these results via publications in learned journals and at
   conferences, patents, monographs, and via collaborative ventures within research networks and
   partnerships with industry.
2. To educate and train highly qualified personnel (HQP) for academic and industrial positions in QIS
   and related areas including spin-off technologies.
3. To work with researchers in disciplines where QIS discoveries have an impact with examples
   including research into cryptography (Mathematics and Statistics), nuclear magnetic resonance
   (Chemistry), and quantum dot arrays (Electrical Engineering).
ADMIN SUPPORT
QIS / IQIS will provide a high standard of timely and effective support to the Directors, Faculty and
Students of the Institute. We will exercise a strong client service focus, and employ innovative and
creative methods to provide the required level of support, working co-operatively within the University
infrastructure. The goal of our support services is to relieve the Faculty and Students of administrative
burden and create an atmosphere that will enable them to achieve their stated goals.
Organization Structure
UNIVERSITY
The University is a complex place, with thousands of employees with a myriad of responsibilities. While
this guide is not intended to provide you with every possible contact you will need to make in the course
of your career with us, the following will provide you with an overview of the general structure with work
in.

                                             Board of Governors


                                  University President (Dr. HP Weingarten)



 Faculties:                                                       Administration
 • Communication & Culture (Dr. KD Scherf)                        • Academic (VP & Provost - Dr. R Bond)
 • Continuing Education (Dr. TP Keenan                            • Finance & Services (VP - Dr. GK Winter)
 • Education (Dr. AV La Grange)                                   • Research (VP - Dr. KA Archer)
 • Engineering (Dr. SC Wirasinghe)                                • Student Affairs (Assoc VP - Dr. P Patterson)
 • Environmental Design (Dr. MEM Taylor)                          • International (Assoc VP - Dr. D vanBalkom)
 • Fine Arts (Dr. AE Calvert)                                     • Graduate & Post Degree Programs (Assoc VP - Dr. R Mansell)
 • Graduate Studies (Dr. RL Mansel)
 • Humanities (Dr. PYA Macquais)
 • Kinesiology (Dr. RF Zenicke)
                                                                                      Faculty of Science
 • Law (Dr. PA Hughes)
                                                                                      Dean – PM Boorman
 • Management (Dr. DM Saunders)
                                                                             Associate Dean – Dr. Sandy Murphree
 • Medicine (Dr. DG Gall)
 • Nursing (Dr. DL Tamlyn)
 • Science (Dr. PM Boorman)                                                               Departments
 • Social Sciences (Dr. SJ Randall)                                                       Biological Science
                                                                                          Chemistry
                                                                                          Computer Science (Dr. KE Barker)
               Departments                                                                Earth Science
                                                                                          Environmental Science
                                                                                          Geology & Geophysics
                  Groups                                                                  Mathematics & Statistics
                                                                                          Natural Science
                                                                                          Physics & Astronomy (Dr. RB Hicks)


                                                                                                  Physics & Astronomy (Dr. RB Hicks)
                                                                                                  • Sharon Scott (Manager)
                                                                                                  • Astronomy & Astrophysics
                                                                                                  • Atomic, Molecular & Optical Physics  QIS
                                                                                                  • Environmental Physics
                                                                                                  • General Relativity
                                                                                                  • Isotope Science
                                                                                                  • Medical Physics
                                                                                                  • Space & Plasma Physics




QIS / IQIS                                                                                           Research & Funding



     FACULTY OF SCIENCE
        Phas
        • Atomic Molecular Optics                                                                          IQIS
             – General Relativity                                                   (A collaboration across Faculties and Departments)
             – Quantum Information Science (Sanders)
        CPSC                                                                            CONCEPT  DESIGN  IMPLEMENTATION
        • Quantum Computing (Cleve/Watrous)
                                                                                          Barry Sanders – Director (Quantum Theory)
          Electrical & Computer Engineering (Future)                                 Richard Cleve – Deputy Director (Quantum Computing)
          Chemistry (Future)                                                                        Jon Watrous – Executive
                                                                                       Alex Lvovsky – Executive (Quantum Experimental)
     FUTURE FACULTIES                                                                           Roberta Curnew – Administrator
        • Social Sciences
        • Others
      Career / CAREER
ACADEMIC ROLES Paths PATH
                                              This is the level of students in QIS and IQIS



                                                                                                        To industry or continue in Academia
         Undergraduate                       Graduate                          Doctorate




                                                  Research / Senior
        PDF (Post Doctorate Fellow)                                                           Assistant Professor                Associate Professor
                                                   Research Associate                                                                                         Professor
                (~2 years)                                                                        (~5 years)                       (~5-10 years)
                                                 (~2 years each level)


                                                To progress, must apply with applications becoming more rigorous as individual moves along the career path.
                                                                  All positions are Term Positions, with Tenure granted at Professor level




         Adjunct Assistant Professors                   Adjunct Associate Professors                            Adjunct Professors
             Contribute to Research                          Contribute to Research &                          Teach, supervise Students
         and/or Teaching (no PhD required)                   Teaching (no PhD required)                         and contribute to Research



                   To progress, must apply with applications becoming more rigorous as individual moves along the career path.
                                     All positions are Term Positions, with Tenure granted at Professor level




            Sessional Instructors                         Limited Term Instructors                               Senior Instructors
                 (Contract)                                 (2—3 Year Contract)                                    (Permanent)




General Administrative Information
OFFICE SUPPLIES

TELEPHONE SYSTEM

FACILITIES MAINTENANCE
The University of Calgary owns and operates more than 830,000 m 2 in 115 buildings spread across 8
sites. CAMPUS INFRASTRUCTURE is the University's landlord and is responsible for the operation,
maintenance, and enhancement of these properties. This is where you go if there is any problem with
QIS / IQIS facilities.
The types of issues this group deals with include general maintenance (painting, broken windows), HVAC,
plumbing, etc. A complete list of services is available on the UofC website.
CAMPUS INFRASTRUCTURE has implemented an on-line service for registering and following up on non-
emergency service requests. For building related emergencies such as water leaks, broken glass,
and power outages, contact Campus Infrastructure directly at 220-7555.
MAIL
MATERIALS MANAGEMENT handles all incoming and outgoing mail via Canada Post or internal to the
University. Some things to remember regarding mail:
     All outgoing mail via Canada Post must have a completed postal requisition for each account.
    Please ensure proper requisition is used (Domestic = white and International = blue).
     All incoming mail and inter-campus mail should have the recipient’s name and department
    included as part of the address.
       There is a mail drop box located in the Science Theatre basement across from room 42. This is
      picked up daily at 1:15.
       Supplies that can be ordered from Postal Services include postal requisitions, custom forms,
      Xpresspost stickers, used rubber bands, used paper clips and re-usable campus envelopes.
          University mail services are not to be used for personal mail
In terms of QIS / IQIS:
       Retrieve mail daily and ensure all outgoing mail is put into appropriate baskets for next day
      delivery (on-campus). Regular mail will be posted / mailed next day. If urgent, use the courier
      service.
     Mail Locations

      Quantum Information Science (QIS)                     Science B         Located on 6th Floor Phas Admin offices,
      Department of Physics & Astronomy                                       room SB605 (where photocopier /
      (Phas)                                                                  supplies are located). Incoming mail
                                                                              located in appropriately labelled slot.
      Institute for Quantum Information                     Math              Located on 4th floor behind mail boxes.
      Science (IQIS)                                        Sciences          Outgoing located in clearly labelled wire
                                                                              baskets. Incoming in box #31.

FAX (403.289.3331)
       For both QIS and IQIS, use the fax located in the PhAs admin offices (6th Floor, Science B
      Building) 1.
       Depending on the origin of the Fax, use the appropriate Fax Cover sheet. Electronic templates
      are available, and it is recommended that all outgoing fax cover sheets be completed on your
      computer and printed.
       For guests, print out blank cover sheets and situate them beside the Fax machine. Ensure
      quantities are replenished when required.

          FAX COVER SHEETS HAVE BEEN DEVELOPED FOR IQIS. NEED TO GET APPROVAL RE LOGO (WITH
          ADDITION OF UOFC COAT OF ARMS), AND THEN DETERMINE IF QIS SHOULD GO OUT ON INSTITUTE
          FAX COVERSHEET. IF NOT, THEN QIS SHOULD USE FAX TEMPLATE AVAILABLE ON UNIVERSITY
          WEBSITE.

       Record fax information as well as account # the Fax should be charged to in the Fax book (so
      that charge goes through to the appropriate account at the end of the month).

COURIERS
       For both QIS and IQIS, use the courier services provided in PhAs Admin offices (6th Floor,
      Science B Building)
         Local courier is either Dynamex (A/C 21001 — 235-8999) or West Direct (A/C 211401 — 769-
      6660). Refer to the pricing sheet and choose the appropriate company based on price (which is
      determined by delivery address and timing).
          DHL is the courier of choice for all out of town deliveries
              DHL picks up 3 times daily from the 6th floor PhAs offices, with last pick-up at 3:00 PM


1
 Depending on the facility developed for IQIS, the Institute may have their own fax number. Until such time, IQIS will use the
Phas equipment
           Delivery windows:
                ▪ Next day for in-town
                ▪ 3-4 days for out of town — if you require next day delivery, specify that on the
                    waybilll
           Complete all information required on waybill, ensuring you include the appropriate account #

Network Structure / File Locations / Technology Miscellanea
        Action – research QIS current structure and revise / organize as required. Determine how
        computers are backed-up.

MYUOFC PORTAL
myUofC portal is a streamlined gateway to University of Calgary web based services and can serve as
your personalized 'desktop' to the web with a single sign in that links you to new and existing
applications, services and tools that you use most frequently. To access the portal, you must first register
… once that’s done, simply enter your login name and password.
New applications, features and enhancements will be added on a regular basis. Following are
applications available at June 15, 2004:
    Applications
       Benefit Statement                                          Materials Management Service Request Forms
       Blackboard (course management system)                      Pay Statement (with limited history)
       Campus Services                                            Professional Expense Reimbursement (PER)
       Catalyst Purchasing application                            Self Directed Learning & Wellness Benefit Statement
       eGrade                                                     The Infonet for Faculty and Staff
       Mainframe Applications - general access from               T4 & T4A Statements
        anywhere (Browser based mainframe 3270 emulator)           Time Sheet History
       Management and Professional Staff Flexible Spending        Web Mail
        Account Allocation
                                                                   Web Calendar
       Management and Professional Staff on-line Evaluations
        (UCPL)

    Currently under development:
       Admission EDMS
       Data Warehouse, Decision Support
       Financial Information Network (FIN)
       IT Service Request
       Library Services
       Notification
       TravelPort

    Tools & Services:
       myServices Services menu                                   Internet Search
       Your Bookmarks any time anywhere                           IT E-mail Management
       Campus Headline News                                       IT Web Content and Space Management
       Campus Events                                              Month at a Glance
       Current Weather display and 5 day forecast launch          UofC Web Site Search
MICROSOFT / LINUX PLATFORMS IN QIS / IQIS AND CPSC
      Some people in QIS (and CPSC) use Linux and Linux applications. Many of these applications
     are not readily compatible with Microsoft applications (which all administrative people use). This is
     especially problematic when emailing attachments.

         Administrative Practice: When attaching a Microsoft document, ensure it is complete and saved
         in its original format. Then save (or print) another copy to PDF and attach that file. PDF
         documents are non-Microsoft specific, and anyone with Adobe Reader can open, read and/or
         print the document.
         Ensure the default for all email sent to people is QIS, IQIS and CPSC is ―text only‖ as their
         systems do not recognize RTF and may make the message unreadable.

      Administrative personnel in QIS will also be provided with a dual boot in case they need to
     access files directly from the Linux server. This requirement is rare.

QIS / QUIS WEBSITE
      As of June 15, there are 2 websites – QIS group pages, which are managed by Gina Howard,
     and the IQIS site, managed by Lance Hanlan. Much of the information on the two sites is
     duplicated. The intent is to put all information on the IQIS site, and keep the Group pages for items
     specific to QIS only.
        Site updates should be directed to the appropriate web master.
      Any substantive changes to the IQIS site must be brought forward to the IQIS executive
     Committee (Sanders, Cleve, Lvovsky and Watrous).

Directories / Maps
         Action — research and provide links to various directories on Internet, and mention various paper
         directories published by PhAs)


Administrative Web Links
Although there is a web portal with single sign-on available, you may need to access the University’s
Intranet. The Intranet provides a search engine powered by Google, so it’s relatively easy to find almost
anything you are looking for.
From an Administrative perspective, all University services are listed on one page with links to their
portion of the Intranet.

Travel Arrangements


Workshops / Seminars / Colloquials
MEETING SPACE / CATERING

SAMPLE FORMS
Speaker Invitations
Sponsored Visitors



General Invitations



Recruitment / Orientation of new Employees and Guests
OVERVIEW
QIS and IQIS have a mandate to hire only the best. To that end, it is imperative that we ensure all
communications during the recruitment process are to the highest standard of professionalism. As
important, is ensuring we are well prepared for their arrival, and if there are some deficiencies, that we
manage their expectations. Following is a diagram broadly outlining the process.


                                              Offer Form
              Information supplied by Individual doing the hiring (SPONSOR) with additional
                           information / details provided by IQIS Administrator


                                             Offer Letter
             Develop draft letter based on Offer Form (amend sample letters as required) and
                   finalize with SPONSOR. Get other approvals and send to Candidate.


                                                                                                         eMail from SPONSOR acknowledging formal
                                                                                                         Acceptance and providing introduction to Admin
                                On   Acceptance, follow procedures for                                   who will be handling logistics. Admin to follow-
                                          different types of hire                                        up with email, outlining the process and offering
                                                                                                         assistance throughout.




    Human Resources                            Physical                          Orientation
   Paperwork / approvals for            • Office / Seating                   • Assign / prepare Buddy
   • Payroll                            • Telephone                          • Prepare welcome package
   • Benefits                           • Accommodation / Transportation
   • Visa / SIN                         • Technology




                                             Pre-Arrival
                                       • 1 week prior to arrival (latest),                        Overview of
                                                                                                  New Hire and
                                         Admin to Email relevant
                                         logistical details



                                                 Arrival
                                                                                                  Visitor Process
                                        • Introduce SPONSOR / Buddy
                                        • Face-to-Face
                                              – Relevant admin processes
                                              – Expense reimbursement
                                              – Complete HR Forms


OFFER LETTERS / LETTERS OF INVITATION
Offer letters or Letters of invitation are important, as they represent a binding offer from the University in
terms of support offered by the University. These letters are also necessary for the candidates to obtain
the necessary working visas and documents from Immigration Canada.
      An Offer Form is completed by Dr. Sanders or designate and provided to QIS admin. This form
     is used throughout the process and will serve as a checklist.

         Offer form in development.
          Information from Offer Form is incorporated into appropriate offer letter

           Samples in development and will be stored on network

            All Offer Letters must be signed by and come from Dr. Barry Sanders and sent in PDF format
           with form-filling capabilities (for acceptance) on UofC /IQIS letterhead. Rationale — ensures that
           candidate cannot change terms of offer on Acceptance
            Cc Department Head on all offers for PDF positions and under. Professorial appointments are
           handled by the Dean’s office.
              Acceptance is to be returned to BSC who forwards to RRC (via email, fax or post)

           Action — Get scanned signature for Barry

Trust / PDF Appointments
   These offers are typically for a period of 6 months or longer. If the Appointee is from another
    country, the appropriate immigration documents must be secured before arrival. Upon arrival, they
    will likely be required to apply for a Social Insurance Number.
   These types of positions are offered a term of the contract (i.e., start and end date), a stated annual
    salary and benefits (typically Plan C). Typically, they are reimbursed relocation costs, short-term
    accommodation and transportation costs. It is best practice to put a ―ceiling‖ on allowable
    reimbursements.

Students
   Students in QIS are at the Graduate or Doctoral levels. Immigration rules for students vary
    (depending on the country), but Working Visas are not required if their sole purpose for being in
    Canada is for study. They would, however, require a study visa.
   Depending on the arrangement, QIS may pick up some of the student costs (e.g., course fees,
    textbooks, relocation costs, etc.). These costs should be outlined on the Offer form.
   Tracy Korsgard (Phas Admin Offices) is responsible for Grad Student administration, including offer
    letters. All Grad Student appointments must be approved by the Grad Committee, chaired by Rob
    Thompson.

           Get a more detailed understanding of what this support entails – e.g., expense submission, etc.

Visitors
   QIS and the Institute receive many visitors from other countries. Depending on their country of
    origin, a Visitor Visa’s may be required.
   Depending on the status of the Visitor, QIS / IQIS may offer to pay some or all of their travel
    expenses as well as a per diem and accommodation. This varies from Visitor to Visitor and should be
    outlined in the Offer form.
   Visitors experience great difficulty cashing expense reimbursement cheques. The Royal Bank, on
    campus, will set up an account as long as the individual brings a copy of their Offer Letter,
    Working/Visitor Visa, and 2 picture ID’s, including a passport. Funds are held for 7 days.

Employees
   All permanent employee hires are handled through the Phas administration (Sharon Scott).
PREPARATION FOR ARRIVAL (OFFER OFFICIALLY ACCEPTED)
    BSC (or whoever is sponsoring) sends a letter acknowledging acceptance, and references an
   email that will come from the QIS administration who will provide details / ongoing contact person.
    Email the individual (with cc to BSC and RRC) outlining pertinent details of their visit /
   employment (e.g., link to UofCalgary web, City of Calgary web,). Provide any information pertaining
   to CIC requirements. If accommodation is offered, provide links to various sites. If a Visitor, refer
   them to the Alberta Blue Cross web site.

       Sample communications will be developed and stored on network

    Immediately start an HR file ensuring all relevant information is documented and filed in the
   folder. Use the Offer Form as a working document, completing sections and making notes as
   preparations are put in place.
      Start required paperwork (see Human Resources Paperwork).
    Communicate with QIS group of pending arrival, including a brief bio. This will facilitate Shohini
   communicating with new hire about Friday seminar list, and Gina / Lance about getting them posted
   to the websites.
      Work on physical set-up and have in place on arrival. This will include:
          Telephone / voice mail
          Telephone directories (Phas, Web, QIS)
          Physical location (including keys)
          Computer / internet and if appropriate, a network connection
    Determine what they want on their business cards (for appointments over 6 months), and order
   in time for their arrival
      Prepare a ―welcome‖ package consisting of:
          Office location / phone #
          City / University Maps
          Relevant Web links
          Orientation materials (on UofC website)
      Appoint a ―buddy‖ and advise

       Develop ―Buddy Responsibilities‖

    Throughout process, communicate details in a timely manner. Ensure communications are
   frequent enough so that individual is comfortable preparations are being undertaken for their arrival,
   but don’t over-communicate … ensure each communication addresses at least 3 relevant topics.
   Ensure all queries coming from individual are responded to quickly. Keep copies of all
   correspondence in file.

DAY OF ARRIVAL
    If possible, ensure Dr. Sanders is available. If not, designate another senior person to introduce
   the individual to the group.
      Provide the individual with the ―welcome‖ package
      Complete payroll forms (TD1, bank deposit forms, etc.)
    Schedule a face-to-face meeting with them to provide orientation, go over the ―welcome
   package‖, answer questions and finalize paperwork:
           Provide payroll advance (depending on timing); process Expense Reimbursement (based on
          parameters of offer), show them where to set up an RBC account.
           Provide information on setting up voice mail and a technology account, and advise them the
          process to secure a University ID card

          Develop general orientation documentation


Human Resources Paperwork
OVERVIEW
Of utmost importance, is ensuring people get paid and their expenses reimbursed — this responsibility
falls to the Administrative staff. Another entire section is devoted to this overall process — this section
drills down into the HR paperwork required for new employees. For information on expense
reimbursement, see the Accounting Paperwork section.

HUMAN RESOURCE SYSTEMS
       The following applications are available on the University’s computer network. In order to
      access any of these systems, you must have a UCID, mainframe access, authorization from the
      Dean, Department Head or the Account Holder, and a SecureID.
              OPS — On-Line Payroll System
              POGS — Payment of Graduate Students

PAYROLL
       Once salary information is entered into the University’s HR systems, regular employees are paid
      twice monthly (15th and at the end of the month); Casual employees — who are paid hourly — are
      paid twice monthly (15th and at the end of the month) pending submission of an approved
      timesheet; and Trust employees and Faculty are paid at the end of the month.
       There are different cut-off dates for regular and casual employees. It is a best practice to
      ensure all payroll information is into the systems the day before the actual cut-off date, and to
      ―walk‖ any documentation to payroll versus depending on the internal mail system.

      TP1 (Trustholder Authorization for Appointment Salaried Staff
      This is the basic paperwork required to set-up a Trust Employee on payroll. Forms are available and
      should be completed on-line. It is important to ensure all information is provided, in particular
      Immigration information, as well as the Trust Holder’s 2account number. When all information has
      been completed, print the form. Then:

          Action — determine differences for professors and regular employees) and outline differences.
          Note that Faculty and Support Staff are covered in separate Collective Agreements. Confirm if
          Trust and casual employees are part of any Collective Agreement
          Action — determine process re Immigration Canada / Working Visas / SIN #’s

       Get sign-offs from the Trust Holder (i.e., the person who is responsible for and vested with the
      authority to hire the individual)
           Direct the originals to Dr. Hicks (PhAs Department Head) for signature. Note the date these
          were directed, and if not received back within a couple of days, follow-up with PhAs (Sharon
          Scott)

2
  The Trust Holder is the person with the authority to hire the individual. For QIS / IQIS, Roberta Curnew has signing authority on
all Sanders accounts.
    When documents are signed off by the Department Heads, take a copy for the QIS / IQIS files
   and forward the original to TP1 to Research & Trust.
        Many Trust appointments expire and need to be renewed (often annually). If this is the
       case, ensure you diarize the date that the Trust appointment needs to be renewed (1 month
       before expiry). There may also be a requirement to extend the Working Visa

       Action — determine how one goes about renewing the Working Visa.

      When employee arrives, complete all Benefits documents
      Complete the Payroll Deposit form and attach a voided cheque
    Forward the original TP1, Benefits forms and Payroll Deposit form to Research and Trust
   accounting (Cara Hess) who in turn will forward to payroll

   Casual Time
   All casual employees are paid hourly and are not eligible for benefits. If they have submitted a time
   sheet before the cut-off date, they are paid by cheque. These cheques are available in the PhAs
   administration area (SB605) after 9 am on the ―Casual Paydays‖ (which are provided on the PhAs
   blackboard-calendar).
    A Casual employee must be set up in the OPS / POGS system (Allison Peters / Rosalie Gunther),
   and provide their SIN number, and complete a TD1 in order to get a UCID number. The Casual
   employee should also get an identification card

       Action — get an understanding of this, what paperwork is required and who gets what

    In order to get paid, employees must complete a manual timesheet, sign it and give it to their
   Trustholder (or a person with signing authority on the account being charged)

       Action — check to see what forms are available on the PhAs site – seem to remember something
       or it may be travel expense. Check with Jeanette.

        Once the manual time-sheet is signed off, QIS / IQIS Administration inputs the employee’s
       time into OPS/POGS
   Casual Payroll Requisition
        This form is used to request a one-time or irregular payment, and should coincide with the
       semi-monthly pay periods — for example, a casual employee may start work, but there wasn’t’
       sufficient time to get them properly set-up in the system. Each requisition must include
            Account Code
            Description of job class or service rendered
            Pay period covered
            Rate of pay (consistent with Job Class)
            Actual hours worked

           Note that the group will be charged $25.00 for each payroll requisition; therefore this should
           be used as little as possible

       Action — determine what, if anything, can be done to get an advance for a Trust, Faculty and/or
       Support employee

ABSENCE FROM CAMPUS (FACULTY)
      When a Faculty member will be absent from campus
LEAVES OF SHORT DURATION - Summary of Regulations (clause 18.2)
The following table is in accordance with Article 18.2.2:
Length of Leave which may be Authorized by:
Leave to be taken within the period: Department Head Dean on Recommendation of
the Head
(a) From Sept 1 to and including Spring Convocation Up to and including 5 consecutive days Up to and including 22 consecutive
days **
(b) From Spring Convocation to and including August 31 Up to and including 20 consecutive days,
in addition to annual vacation entitlement
Not to exceed 66 consecutive days**
** inclusive of annual vacation entitlement and any days authorized by Department Head
NOTES:
Vacation entitlement - from 22 to 30 days (depending on length of service) - notify Department Head of
dates. If
during period (A), Dean’s approval is required.
 leaves in excess of 5 consecutive days, including annual vacation unless in period (B), shall be
  All
reported to the
Vice-President (Academic) - Clause 18.2.2.1.
Leaves requiring the approval of the Vice-President (Academic), Clause 18.2.3, on the
recommendation of the
Department Head and Dean:
leave which (including annual vacation) is not entirely within periods (A) or (B); not to exceed 66
consecutive days, of which no more than 22 days in period (A),
leave which commences within 66 days of the effective date of an academic staff member’s
appointment.
Leaves which exceed 22 consecutive days in period (A), or leaves (or combinations of leaves) which
exceed
66 consecutive days (including annual vacation) require the approval of the President (Clause 18.1.3)
as ‘Special
Leaves’ (Clause 18.9). Such requests must be presented through the Head/Dean/Vice-President
(Academic), with
detailed justification and outline of proposed arrangements regarding graduate student and contract
research
supervision (Clauses 18.1.8 and 8.1.9). Forms for ‘Special Leaves’ are obtained through:

         Action — determine if this only applies to Faculty, or does it also apply to Trust employees and
         support employees. Also, determine special signing rules (i.e., Lvovsky will be away in August
         and there’s special sign-offs’ required as he will be a short-term employee). Is there somewhere
         to access this information on-line? Forms on-line?

UNIVERSITY ID
         Action — determine how we find out an employee’s ID (Trust, Casual, Faculty or Support Staff).
         Also confirm who should get a University ID card.

BENEFITS
There are different levels of benefits available to Trust employees, and are usually outlined in the Letter
of Offer. Benefit levels are also outlined on the University web site.
         Upon arrival, confirm benefits available and complete the appropriate forms:
          TD1 (personal income tax deductions)
          Alberta Health Care (either their number / application or indicate that they have coverage
         elsewhere)
      Benefit forms are available on the HR website, organized by Support Staff, Academic Staff and
     Management / professional staff.
       Action — SIN application process? Link to a website? Payroll will need that for employees but
       what about people with Working Visas?


Accounting Paperwork
FINANCIAL SYSTEMS
    The following applications are available on the University’s computer network. In order to
   access any of these systems, you must have a UCID, mainframe access and authorization from the
   Dean, Department Head or the Account Holder, and in some cases, a SecureID.
          APEX - Purchasing System
          CRS - Cheque Requisition System
          FRS - Financial Reporting System
          FTIN - Financial Transaction Input System
    Also available is the Financial Information system (FIN). This web-based reporting system can
   be accessed with your UofC IT Username and password.

TRAVEL ADVANCES
    Are to be signed by Trust Holder (or Supervisor if applicant is a Trust Holder) and forwarded to
   A/P (PP150).
    Must be received by noon, Tuesday and provided on Thursday of the following week (provided
   travel is within 3 weeks).
    Must be netted out with next Travel Claim voucher, and any unused balance paid back to
   University within 2 weeks after date of return.
      See website.

TRAVEL CLAIMS
    To be completed and forwarded (with original receipts) to A/P (PP150). Payment will be net of
   any travel advances. Keep copy on file.
    Approval by person with signing authority on account being charged, and it the claim is for the
   person with signing authority, then their immediate supervisor (e.g., Sanders —> Hicks)
    Refer to Travel Policy Regulations and Guidelines on the University website and the overview
   included in this guideline.

PURCHASE REQUISITION
      Used to purchase any product from stationery to major equipment,
      Will use Apex system for ordering.

       Action: Contact Terry Morris, Materials Management for more info and check out website

CHEQUE REQUISITION
      Form to be completed for any purchase personally paid by employee.

       Action — get this form to understand guidelines

PURCHASE CARD
    The University has implemented the ―U.S. Bank™ in Canada‖ Purchasing Card program, to
   simplify and streamline the purchase process for products and services not covered by a contract,
eliminating the necessity of generating purchase orders or cheque requisitions. The card comes with
a monthly limit of $5K, with maximum single purchase of $999.
   Roberta Curnew has a purchasing card for IQIS / QIS which is available for your use.
 All charges go against a QIS operating account, and are reconciled to their appropriate accounts
at the end of each month. For every purchase you make, provide Roberta with the following
information:
       Date of purchase
       Supplier Name
       UofC Account number (i.e., where the expenditure should go)
       Amount of purchase (Canadian or US funds) net of GST
       GST Amount
       Original receipt
Acceptable Uses
   Business-related purchases                         Electrical supplies
   Office supplies not available from Systems         Building maintenance supplies
    Contract Supplier                                  Repairs
   Subscriptions, seminars, dues                      Safety supplies
   Advertising                                        Computer software, accessories, hardware,
   Books, reprints                                     peripherals under $1000
   Petty cash items                                   Small tools
   Copy and mail services


Do not use the card for:
   Personal purchases                                 Long-term leases
   Items available from Systems Contract              Cash advances
    suppliers                                          Catering
   Travel, meals, entertainment expenses              Use of trust accounts (use JV for these
   Capital expenditures                                transactions)
   Radioactive and hazardous materials

				
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