Faculty Handbook

Chapter 11: Business Procedures

11.1 Personnel, Financial and Business Manuals

The University publishes rules and procedures governing the administrative operations of the University in the Personnel Manual and the Financial and Business Manuals. For questions on rules and procedures, the manuals should be consulted.

11.2 Budgets

The total money available to The Florida State University for the fiscal year is budgeted to the various departments of the University for their respective operations. It is necessary that department chairmen plan their expenditures so that the annual requirements of their departments will be covered. It is the responsibility of each department chairman to limit his expenditures to his available budget.

11.3 Purchases from Sources Outside of The University

In order to insure uniform and proper handling of all purchasing requirements, the University maintains a central Purchasing and Receiving Department.

The Purchasing and Receiving Department is charged with the following responsibilities:

  1. Purchasing all equipment, materials, supplies and services required by the faculty and staff of the University in the most advantageous way and in accordance with the laws of Florida and the regulations of the Board of Regents.

  2. Insuring that all items ordered are received and promptly delivered to the requisitioning department.

  3. Handling all other matters pertaining to purchasing, such as return of incorrect materials and making claim for damaged materials.

The proper method to initiate a purchase request is to submit a fully executed General Requisition (FSU Form No. GR24) to the Purchasing Department. Selection of the source of supply and price negotiations for purchase requests are the responsibility of the Purchasing Department.

The Purchasing Department does recognize that there are exceptions to written procedures or rules and that special problems do arise. To aid in handling emergency purchases a system utilizing Local Purchase Orders has been initiated. Details on how to use Local Purchase Orders as well as details on how to initiate other purchase requests can be found in the Business Manual.

11.4 Contracts and Grants

Many research and special instructional programs can be brought to fruition only through external financial support via contracts and grants. The University desires to obtain such support for programs consistent with its basic objectives. The Office of the Vice President for Research publishes a newsletter identifying funding opportunities and will assist faculty in other ways to seek out potential sources of support.

Faculty members are encouraged to engage in formal discussions with possible sources of support. Formal proposals to sponsoring agencies must be approved by the Vice President for Research as they constitute institutional obligations. Contract and grant funds are administered under the same general policies as those governing appropriated funds.

Non-academic staff positions in contracts and grants fall into the uniform classification and pay plan of the University. All Non-academic positions in contracts and grants must be classified in accordance with University procedures prior to committing a position to an individual. Salaries for non-academic contract and grant personnel must follow the same rules and regulations as apply to all other University non-academic personnel. Procedures applicable in these instances may be found in the Personnel Manual, or by contacting the Personnel Relations Division.

University contracts and grants' policies and procedures are contained in the Sponsored Projects Manuals, Series I and II. Information concerning these policies, or concerning the potential suitability of any proposed undertaking, may be obtained from the Vice President for Research.

See also policy on University-Sponsored Educational Materials in Section 6.19 of this handbook.

11.5 University Stores Purchases

Departmental purchases may be made by authorized personnel who may wish to pick up the merchandise on authorized signature, or send requisitions to the Bookstore, with authorized signature, with a request that the merchandise be delivered to the department. Items that are not normally stocked even though they are included in the Office Product Catalogue, require approximately three (3) weeks delivery time.

11.6 Textbook Orders

The University Bookstore (UBS) considers it their responsibility to have the required textbooks and school supplies available at the start of each term. To accomplish this, the UBS needs faculty textbook information at the earliest date possible. The UBS will provide forms including deadlines as to when the information will be needed to ensure that books are available at the start of the term.

In special circumstances, i.e., late class assignments, enrollment increases, textbook modification, etc. the UBS can have the books available at the beginning of classes, if problems are communicated as soon as faculty become aware of them. The UBS will pass along information concerning out-of- state, out-of-stock, out-of-print, or addition changes on the same day that the information is received from the Publisher.

The UBS can also communicate previously used course textbooks upon request. The UBS will not make available study guides, workbooks, or other recommended readings for a particular course unless specifically requested by a faculty member.

In a competitive environment, the UBS has a responsibility to have copies of books available for every student who wishes to purchase one.

11.7 Key Bank

The Key Bank provides a central depository for all keys required for the operation of University facilities with the exception of facilities under the control of Resident Student Development.

Keys may be obtained or returned from 8:00 a.m. to 3:30 p.m. Monday through Friday. Service is provided through the lunch period.

Keys will be issued to individuals upon presentation of proper identification and a Key Request Form (Form #KA62) approved by the departmental key manager responsible for the space involved. For detailed information concerning obtaining or returning keys, see Operating Procedure B-3-1.1 in the Florida State University Business Manual.

11.8 Payroll and Salary Warrants

Salaries are paid every other Friday by State warrant on a bi-weekly basis; however, the University is required to operate under a one-week post certification plan. Warrants cannot be prepared for new employees until they submit a signed withholding statement, provide proof of their social security number, and sign a State loyalty oath. Departmental payroll representatives must pick-up the warrants from the Payroll Office and deliver them to the faculty and staff employees within (5) five days or return them to the Payroll Office for cancellation. Faculty and staff employees may authorize their financial institution to have their pay electronically direct deposited to their account by the State Comptroller's Office.

11.9 Telephone Long Distance Service

The University employs the State of Florida SUNCOM telecommunica-tions network for long distance station-to- station telephone service throughout Florida and the contiguous United States, Puerto Rico, and the Virgin Islands. The system provides virtually the same capabilities as the commercial direct distance dialing network at a reduced rate.

Instruction for the use of the telephone long-distance system are provided in the introductory material published in the Florida State University Faculty, Staff and Student Directory.