Graduate Assistant Tasks ~ Interdisciplinary Studies Department ~ Appalachian State University

AP&P
As new curriculum proposals are processed for approval, you will need to keep them updated in the files as changes are made. You will also keep track of which level of approval each proposal has gone through.

For AP&P meetings, you will need to make sure that the correct number of copies of the new curriculum proposals are made for the particular meetings, and deliver them to the correct office/person by the date indicated in the white folder. Numbers for these are in the white folder. The proposals themselves are in the file cabinet in the Storage Room.

CHAIR APPOINTMENTS
In addition to the information about Chair Appointments on the Student Worker Information page, you will be reconciling Richard's AppalNet Calendar with the calendar in the office. Log in to AppalNet, click on "Calendar", and select Richard's calendar. Consider this a daily task, and expect to spend 5 minutes at the beginning or end of each shift on updating Richard's online calendar.

CHECK REQUESTS
Check Requests are used for the purchase of domestic supplies and/or materials required from off campus sources. Food cannot be paid for w/ regular IDS budget, and must come from a foundation account. Check Requests can only be used for purchases that meet all of the following requirements:

Must receive item(s) AND invoice before submitting a Check Request.
Total cost must be under $1500 ($1499.99 or less).
Check requested to be issued must be to a company, not an individual. (Procurement Requests are used to reimburse faculty for purchases).

The check request forms are in the file cabinet drawer labeled "Forms" in the Storage Room 120.

Fill out the request, attach the receipt or invoice once it arrives (do not process until after invoice has arrived- after the shipment was received), have the Admin Asst sign it. Give the Admin Asst the pink and white copy and send the light blue copy to: Check Requests, Controller's Office, Admin Annex.

GREAT HALL AV EQUIPMENT
You will be trained on the operation of the Great Hall AV Equipment, and if you are working when someone requires use of the AV Equipment in the Great Hall, you will assist them. Keep an eye on the Great Hall schedule, reservations requiring AV Equipment will be noted.

ORDERING OFFICE SUPPLIES
One of the responsibilities of the graduate assistant is to keep track of supplies in the work room, and reorder items when necessary.

Warehouse Orders must be placed using a carbon-copy form (found in the "Forms" drawer in a filing cabinet in Room 120). Item numbers and descriptions can be found on the Warehouse Price List. We usually order paper, ASU letterhead/2nd page stationary, and batteries from the Warehouse. Other supplies are ordered from Staples or Corporate Express (see below).

Office Depot Orders are usually placed online. Go to http://bsd.officedepot.com and log in with the Admin Asst's ASU email address (the entire ASU email address, including the @appstate.edu) and the Office Depot password. The Customer Service Line is 1-800-974-3376. Any major issues with orders, etc, should be addressed to Linda Varella (linda.varella@officedepot.com). To place an order by telephone with Office Depot, call 1-800-997-8501. The IDS Account Number is 29026636. To place an order via fax, use fax# 1-800-998-4903..

STUDENT CONTRACTS
When a new self-design major joins IDS, she/he must sign a contract. The Chair must also sign. Make a copy of the contract, which will go into a new file (temporary, until the official one is sent over from their original department).

The original copy of the contract will need to be sent to: Sandy Sanders, Deans Office, College of A &S, IG Greer

You will also need to enter this new student into the IDS Majors database, and it is on this machine as well. You will enter information from their SIS Student accounts on QVT/SIS.

Once their official file is sent over, you will send a welcome letter (from the database form) with an advisor's form to let them know who their advisor is and where to find him/her (form is in thefile cabinet).

You will also update their SIS file on-line with their new advisor's info (Screen 119) when the student's official file is received.

TRAVEL
You will be helping faculty with Travel Authorization Requests and Travel Reimbursement Requests. The Travel Information web page links to travel forms and has all of the information that you should need. The forms must be signed by the faculty member who traveled and the Chair. Check over the forms carefully for mistakes ~ the Controller's Office is VERY particular about these forms and they will send them back if they are missing any information.

Things to look for:

* Correct, current rates used (mileage, etc)
* Correct totals (check their math! -- make sure correct totals are listed at top as well)
* Amount due claimant filled out
* Budget info filled in (they need the fund + account, which would usually be 101775 + 731000 for IDS)
* Start and end time for travel

After obtaining the required signatures, make a copy of the form and its attachments for our files and send the original to: Sharon Simons, Dean's Office, College of Arts and Sciences, IG Greer. Give the copy to the Admin Asst.

PETTY CASH
Petty Cash payments are used to reimburse faculty for purchases less than $100 when they buy something for their office on their own. These need to be processed within 48 hours of receiving the receipts. Petty Cash forms are located in the filing cabinet forms drawer.

Petty Cash Rules

No food.
No single purchase over $75.
No total over $100.
Signed by Admin Asst or Chair.

Petty Cash Step-By-Step Directions

Fill out the Petty Cash form and paperclip the original receipt(s) to the form.
Have the Admin Asst or Chair sign.
Photocopy receipt(s) and Petty Cash Form (to retain in the Budget files).
Save copy for files.
Take the Petty Cash form to Student Accounts in the JET Building (2nd floor) and they'll give you cash (or send a work study student).
Give the cash to the faculty member who requested reimbursement.
Retain the yellow copy of the Petty Cash Form and staple to the copy of the purchase receipt.
Give to the Admin Asst to file with Budget items.

PROCUREMENT CARD (P-CARD) PURCHASES
Any office purchases should be made using the P-Card if possible. The Corporate Express and Staples accounts are currently set up to charge to the P-Card instead of invoicing our account. Any other purchases that can be made through a credit card should be purchased with the P-Card.

The P-Card cannot be used for travel expenses, entertainment, gas, liquor, or food eaten at a restaurant. Exceptions:

Registration fees for Conferences/Workshops/Seminars where the registration fee is paid in advance.
Receptions, approved meetings, catering from a restaurant (all of these require the Entertainment Expense Form).

To cut down on paperwork, we need to encourage faculty to order items with the procurement card whenever possible. Faculty will need to submit a P-Card Purchase Request Form when they need to make a purchase. All purchases must be approved by Richard before orders are placed. Ask Admin Asst for the P-Card, and place the web or telephone order. Print the order confirmation (or write the order number for telephone orders) and attach to the Purchase Request Form. Give to Admin Asst to file.

PROCUREMENT REQUESTS
Procurements are issued for the payment of the following (when the P-Card cannot be used):

Membership dues
Subscriptions to publications
Personal service contracts (see RESOURCE MANUAL Purchasing Policy 23)
Registration fees required for employee education
Certain University insurance policy premium payments
Reimbursements to faculty for non-food purchases of $100 or more (if less than $100, always use petty cash)
Reimbursements to faculty for food purchases (an Entertainment Expense Form must be filled out and attached).

You'll need to fill out a Procurement Request Form, and if this is a reimbursement for faculty, you must include their banner id number on the form (ask the Admin Asst where to find Banner IDs).

Fill out the form, attached the required materials (receipts, attendee list of event, etc), have the Admin Asst/Chair sign, make a copy of the form and required attachments. Give copy to Admin Asst for budget file, and send original in intercampus mail to Controller's Office, Procurements, Business Administration Annex.

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GRADUATE ASSISTANT INFORMATION