Important Forms

• Reimbursement Request
• Purchase Request
• Travel Reimbursement Request
• Subject Payment Receipt - Use this form as evidence that subject payments were administered. It is required when revolving or settling operational advances issued for subject payments.
  
• Request for Leave Form

Recruiting and Hiring Forms

• FCS Request to Hire Form -Use this form to request to hire a student employee. This form is also to be used to create an offer for a recruited Classified Staff or Appointed Personnel position for additional information on student hires see Student Classifications and Pay
• Applicant Notification Letter - Sample Letter to be used to respond to a person applying for a vacant position

Useful and Important Links

• Proposal Routing Sheet: http://www.sps.arizona.edu/proposal/proposalroutingsheet.htm
• CALS Admin Services : http://ag.arizona.edu/aas/home/
• eForms: http://uabis.arizona.edu/eforms/
• Sample Budget

GRANTS, CONTRACTS AND BUDGETS

QUICK BUDGET INFORMATION

There is a link that can answer all of your questions about ERE rates, DUNS numbers, authorizing officials and other grant related questions. Go to: http://www.sps.arizona.edu/proposal/quick-reference.htm

IS THE UA A 501(C)(3) NON-PROFIT ORGANIZATION?
Not exactly. But we do receive the same treatment. Here is the link that gives you the letter you need: http://www.sps.arizona.edu/forms/UATaxLetters.pdf

GRANTS.GOV - HELP OR HINDERANCE?
On-line grant submission to the Federal government is here to stay. Please be aware that Sponsored Projects needs a minimum of THREE DAYS to process grants.gov submissions. This is for your benefit. If there are computer problems (and they don't have a Robert Lanza to help them), your proposal will be delayed. The Feds don't care for excuses. All of your work could be for naught.

REMEMBER - All grants must be routed through CALS and Sponsored before we can push the button to submit a grants.gov file. You must allow a minimum of five working days for routing. You should allow more if you are submitting during a heavy deadline.

THREE DAYS for Grants.Gov + FIVE DAYS for routing = EIGHT (8) DAYS after completion of the grant.

TRAVEL

Did you know.?
Travel status does not begin until the employee is 35 miles away from their duty post. So if you're traveling in town, you don't need to be on travel status.
BENEFIT: One less form to fill out!

Did you know.?
Only employees, students, affiliates and recognized volunteers can be put on travel status. Non-UA students, independent contractors and others who might be participating in a project are not on travel status and are not covered by UA insurance.
NOTE: When putting together a grant budget, non-UA people have travel listed as "other" not "travel."

PERSONNEL/PAYROLL

Did you know..?
Future employees can not begin work until their I-9 is signed. In all cases, the start date must be identical to, or after the signature date on the I-9. This must be done in the business office in person, as Federal law requires that we examine the relevant documents.
NOTE: Anyone working without proper authorization is not covered by workman's compensation. If they get hurt, the UA can be sued.

GRADUATE STUDENT INFORMATION

Did you know.?
New graduate students MUST get their sign-up paperwork done before August 13, 2007 to receive the normal number of paychecks. It is HIGHLY RECOMMENDED that their paperwork be submitted no later than JULY 28, 2007 so that their paperwork can be processed through all of the normal channels.
BENEFIT: On-time paychecks are very important to brand new students just arriving on campus.

Did you know.?
Graduate students who are not U.S. citizens must pass the SPEAK test before they can be teaching assistants. If the test has not been taken, their paperwork will be held at the graduate college until a passing score is received.
BIG HINT: New grads who are not U.S. citizens make nifty R.A.s! J

Did you know.?
Foreign student employees (all levels, including graduates) can not work more than .50 FTE (20 hours/week) while school is in session. If the student is working in multiple departments. all hours earned cannot exceed 20 hours/week. Working over the allotted hours puts their visa status in jeopardy.
BUT: When school is not in session, they can work full time.
BIG HINT: Sole teaching summer session is considered .50 FTE.