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Administrative Services Guide List

601 CAMPBELL HALL
BERKELEY,CA 94720-3411
PHONE: 510-642-8678
FAX: 510-642-3411

WELCOME! This is intended as an administrative guide for the NASA/NAI BioMars Project. If you don't find what you're looking for in the Guide, ask one of the staff listed in the contact directory given at the bottom of this page. Information by functional area is detailed in the pages that follow. The following procedures for travel reimbursement, ordering, and hiring pertain to UC-Berkeley Investigators only and do not apply to investigators on this project that are working under subcontract.
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The following forms are available online. More detailed instructions for using these forms are provided in the procedural guidelines below.
FORMS AVAILABLE ONLINE:

PURCHASING AND SUPPLIES
Contact Person:
Sandy Bowne (sbowne@astro.berkeley.edu)
Purchasing: All UCB orders, no matter how small or large must be processed through Sandy Bowne in the Astronomy/ CIPS Business Office. Please do not purchase items yourself - the University negotiates discounts with vendors and will only reimburse at the discounted price. Complete an order requisition form (click on "Supplies Order Form" in the list above). Use campus mail or fax the completed form to Sandy Bowne. Order forms cannot be emailed to Sandy, as they need to have an authorizing signature on them. Unless otherwise indicated, all orders will be sent to the Administrative Offices of EPS, 307 McCone Hall, Berkeley. The packing slips for these EPS orders will automatically be pulled and forwarded to Sandy by the EPS receiving clerk, Josh Silvermoon.

PAYROLL/ PERSONNEL/ BENEFITS
Contact Person:
Patrice Stone (pstone@astro.berkeley.edu)
Hiring: The University has strict requirements regarding hiring approvals, listing positions, and salary. Once a person is hired for a position, there are a number of actions that must take place. Patrice prepares the hiring paperwork for all academic, staff & student appointments. See her well in advance of your need to post and fill a position to ensure that your needs are met with minimal effort. She can also provide information on health benefits and other personnel issues.
Timesheets for Hourly Employees: Blank timesheets for hourly employees are available from the list of forms at the top of this page. They need to be submitted by Fax or mail to Patrice monthly prior to the payroll deadline (listed on the timesheet).
Visas: INS regulations change often, and are stringent and unyielding! Know what the limitations may be on your visa status! Check with Patrice before making any plans, changes or promises regarding visas for employment of international employees.
Workers Comp/lnjuries: Work related injuries MUST be reported to campus offices within 24 hours of the injury. See Patrice immediately if you are injured, or are the supervisor of an injured person.

TRAVEL
Contact Person:
Yuliya Golubovskaya (yuliya@astro.berkeley.edu)
BEFORE YOU GO:
Airline Tickets: The campus has agreements with a few local travel agencies for airline tickets --contact Yuliya for information on these agencies. After you reserve your flight(s), we can prepare the Central Travel System (CTS) form to charge the tickets directly to your extramural funds. Alternately, you can charge the tickets to your University-sponsored Visa/Master Card or personal credit card, and receive reimbursement via voucher on completion of your trip. Since the BioMars Project is a federally funded grant, all air travel (foreign or domestic) must be aboard a U.S. flag carrier, via coach or economy class.
Visa/Master Card: This University-sponsored card is available to employees at no charge, and is intended for use on business related travel, including car rental. It may also be used at ATMs for cash advances, up to 2 transactions per week at a maximum of $250 per transaction. See Yuliya for complete info and application.
WHEN YOU RETURN:
Electronic reimbursement: This electronic funds transfer (EFT) system is separate from the payroll EFT, and is used for travel and related reimbursements. Complete the form posted online. Print, sign and send to Disbursements with a deposit slip. Once in the system you will receive prior e-mail notification of your processed reimbursement, and the funds will be deposited into your bank. Contact Yuliya if you need a hard copy of the form.
Reimbursement: Copies of the travel reimbursement worksheet are available from the list of forms at the top of this page. Complete the requested information, and give to Yuliya with all receipts for processing within 10 days of your return. Detailed airline and lodging receipts are required for reimbursement.

BUDGETS/ ACCOUNTING
Contact Person:
Yuliya Golubovskaya (yuliya@astro.berkeley.edu)
Yuliya Golubovskaya is responsible for all post award activity; that is, fiscal administration of the award funds for the Principal Investigator and Co-Investigators. See Yuliya for any administrative issue regarding proposals/awards including, but not limited to:

  • correspondence with the funding agency,
  • charge numbers (recording numbers) for copying, mail, Fed Ex,
  • computing & other miscellaneous research expenses,
  • travel reimbursements,
  • page charges, etc

COMPUTING
Contact Person:
Kelly MacDonald (kelley@astro.berkeley.edu)
Kelley is the System Administrator for CIPS. Direct your general questions and trouble-shooting requests to him. To establish an account on the CIPS server, complete a Computer Use Authorization form (see the forms list at the top of the page, or they are also available in the Campbell Hall copy/mailroom- 665 Campbell Hall) and return the completed & signed form to Kelley in 543 Campbell Hall. Questions about the CIPS & BioMars webpage may be directed to Barbara Hoversten (bhovers@astro.berkeley.edu).

OTHER QUESTIONS:
If you are unsure who to contact regarding administrative issues related to this grant, please contact Barbara Hoversten (bhovers@astro.berkeley.edu) or Susan Wells (sawells@uclink.berkeley.edu).

CONTACT INFORMATION

Center for Integrative Planetary Science (CIPS)
University of California, Berkeley, Department of Astronomy
601 Campbell Hall MS 3411, Berkeley, CA 94720-3411
(510) 642-8678