General Information and Procedures

For Accounting’s procedures, please go to the following website:

• http://www.sandiego.edu/finance/office/procedures-hub.php

For Accounting Forms & Guidelines, such as lists forms needed and guidelines on how to do various financial transactions also including the Journal Entry Request Form, please go to the following website:

• http://www.sandiego.edu/finance/accounting/forms/index.php

For Budget & Treasury Forms, please go to the following website:

• http://www.sandiego.edu/finance/budgetandtreasury/budgets/forms.php

Lists forms needed for budget and treasury, including Budget Appropriation Form and Equipment Request Form.

• Budget Appropriation Form
• Journal Entry Request Form
• Equipment Request Form
• Budget Requirements for a New Academic Program
• Budget Pro-Forma for New Academic Program
• Position Change Form

Use the following link to review abbreviations used for buildings so that you know what building is being indicated:

• http://www.sandiego.edu/space/buildings/abbreviations.php

The Cashier's Office at the University of San Diego is part of the Student Financial Services Department. Some of their responsibilities include accepting and depositing all payments made to the university, cashing checks, distribution of payroll checks and processing petty cash requests. They accept payments made by students for tuition, room and meal plans, parking citations, transcripts and other miscellaneous payments.

Please note: Valid identification is required for all transactions including check cashing.

The Cashier's Office accepts payments by cash and checks only. A drop box is located on the second floor of the Hughes Administration Center for after-hours payments and deposits.

The Cashier’s Office is where Petty Cash Vouchers are brought for processing.  When picking up petty cash always have your Torero Card for identification.

There are two types of copiers:

1. Multi-function printers (MFPs) – these machines are now in almost all departments. ITS has a webpage that answers many questions:http://www.sandiego.edu/its/support/hardware/printer-replacement.php.  There is an annual maintenance contract.  The cost of this is shared by ITS and the department (you will be informed of the percentages when you obtain the MFP). The maintenance contract covers the costs of service calls and some supplies including toner, toner waste collection unit, etc.  It does not include the cost of staples.  The department would be billed directly if staples are ordered. The department is responsible for the maintenance contract and buying paper. 
2. “EA machines” – these machines are funded by the Dean’s Office. The departments are not responsible for any expenses.  The maintenance contract is paid for by the Dean’s Office.  As with the MFPs, the contract covers the cost of services calls and basic supplies such as toner and toner collection units.  There is a key operator for each machine.  This person is responsible for ordering supplies and making service calls. To place a service call or order toner and/or the toner collection unit, the key operator would call the number listed on the machine and would need to have the equipment ID number ready (also listed on the top of the machine).  To order paper for these machines, the key operator emails Janey Middleton, Executive Assistant in the Dean’s Office at janeym@sandiego.edu.  Machines are located in the following places (key operator is also listed) :

The Copley Library website has comprehensive instructions and information concerning the operational hours, contacts, and various methods to find books and other materials at the library.

• Use the following link to view the Copley Library website: http://www.sandiego.edu/library/
• When a book needs to be picked up for a professor you will need to have the form on this link filled out: http://www.sandiego.edu/library/documents/proxyform.pdf

For processing receipts, expense reports, etc. from travel to foreign countries, the amount stated on the receipt will need to be converted into U.S. Dollars.  Use a currency converter website to do so. Once the amount is converted, print the page and include it with the original receipts and any other forms necessary for Accounts Payable.

• Use the following link as an example:  http://www.oanda.com/currency/converter/.

The ERC is a non-profit, state certified collection center in San Diego. It accepts all electronics, working and broken. It offers a safe and secure service, which adheres to all mandated state and federal laws and regulations regarding the collection of e-waste.

• Contact the ERC at (619) 849-8555 or electronics@sandiego.edu. They are located at: 5330 Linda Vista Road, San Diego, CA 92110.

The Center is a one-stop location where people can drop off their old electronics six days a week. They can also shop for gently used electronic items in the re-sale store. The ERC motto is: “If it plugs in or takes a charge, we’ll take it!” 

• List of items that can be donated using the following link:http://www.sandiegoewaste.org/items-we-accept/

Batteries, used toners, etc. may be forwarded there.  If your dept. has a piece of equipment (old fax machine, Scantron machine, electric typewriter, shredder, etc.) that you’re clearing out, the ERC can take it.  Call them to see if they can come pick it up, or submit a Facilities Work Order Request online for someone to come pick it up and deliver down to them.

The policy of the University is to maintain a work environment that is free of physical and health hazards to the greatest extent possible.  This is accomplished by a proactive effort at recognizing and evaluating environmental health and safety risks and initiating appropriate steps to remove or reduce them.

As the University’s liaison, Environmental Health and Safety works with outside agencies and organizations to address all applicable regulations and standards. EHS also maintains and updates various permits and certificates from Federal, State and local agencies.

Employee training required by Cal OSHA (New Employee Safety Orientation, Asbestos, Hazardous Communication Standard (HazCom), Bloodborne Pathogen, Hearing Conservation, Respirators, Confined Space, Energy Lockout/Tagout, Hot Work, Forklift, etc.) and Cal EPA is conducted annually or when requested from any department.

EHS also evaluates workstations for ergonomics issues by request and responds to mold and indoor air quality complaints. 

EHS responds to all reports and complaints that affect the health and safety of staff, administrators, faculty, students, and visitors.

For all maintenance or building concerns.  Fill out work order online at http://www.sandiego.edu/facilities/ or through MySanDiego.edu.  You can track your work order requests through the MySanDiego.com online portal.

*If there is a water emergency, i.e., water flowing out of the ceiling or leaking onto the floor, always call the Facilities Desk 619-260-4250 in addition to submitting an online request. 

Housekeeping – Contact information

• Website: http://www.sandiego.edu/facilities/facilities-services/general-services/
• For custodial, housekeeping, moving, recycling and pest control services call the Maintenance Control Center at extension 4250. All requests should be submitted via the online form above.
• For recycling information or questions, call General Services at extension 4536.

General Services supplies custodial, housekeeping, moving, set-up, pest control and recycling services to the University community.

Please Note: We do not handle the custodial services for the Law School, University Center, Student Life Pavilion or Alcala Park West at this time.

The Finance Office is comprised of eight distinct operating units, all of which provide core financial services to the University of San Diego campus community.  It is supported by the Controller’s Office which oversees the accounting, cashiering, procurement and student financial services operating units.  The Tax and Compliance Office promotes compliance with federal and state tax laws, serves as a campus resource with respect to tax issues, and oversees the university’s accounts payable and payroll activities.  The Budget and Treasury unit conducts budget planning, capital financing, endowment investment, and cash management. The Office of Risk Management oversees the university's insurance policies and loss control efforts.

• Finance Office website: http://www.sandiego.edu/finance/office/index.php
• Online access to the Finance organization chart: http://www.sandiego.edu/finance/documents/org_chart.pdf

Regular (metal) key - To request a key to an office, you need to submit a Key Control form (unfortunately there is no online form, you need to pick up the form from the Facilities Office - Facilities Management Admin 209.). On the form, you can either use the building and room number, or if you know the code on the key (for Founders it may be something like FH 405), you can use that to request the key.  Once the form is filled out and sign by the department chair, it needs to be delivered to Facilities Management Admin 209.  Please remember to give plenty of leadtime. 

Media Key – A “media key” is a key used to gain access to the podium in the front of a classroom that contains the media equipment.  A number of classrooms have made it so that a key is not needed.  The faculty member can check the classroom before or on the first day of classes.  If a faculty member has need of a media key for his/her classroom, most of them can be obtained from Media Services, Maher Hall 176 (Olin Hall is one exception, there may be others).  The faculty member will need to go to the office with his/her ID card to check out the key.  It is checked out for the semester and must be returned at the end of the semester.

Onity (ID card) - There are a number of classrooms (i.e., all of Olin Hall and Science & Technology, some in Camino, Serra and more) which use a person’s ID card to open the door.  There are also some shared offices and some individual classrooms like computer labs and music rooms that use the Onity locks.

If it is not clear who is responsible for approvals for Onity access for a particular room, please contact the CAS EA for Scheduling, Nancy Kuelbs, nkuelbs@sandiego.edu, for assistance.  Below are several contacts for particular buildings:

• Olin Hall, Janiece Kennedy, Executive Assistant, Room 124, (619) 260-4864
• Science & Technology, Keith Macdonald, Building Manager, Room 329, (619) 260-4211

After authorization is sent to Campus Card Services, the faculty member may go to that office with his/her ID card to get it encoded (please note that Science & Technology does it in house, meaning you would go to Science & Technology 329 versus the Campus Card Services Office).

For many classrooms,

An example of an email from a person authorized to approve access to an Onity door:

Please accept authorization to encode access for the faculty listed below for Camino Hall 110, who may have had their authorizations lapse.

 

Name:  Bartholomae, Kristin

ID Number:  xxxxxxxxxx

Template: Camino 110  

Expiration: Summer 2018

 

Name:  Canepa, Michael

ID Number:  xxxxxxxxxx

Template: Camino 110 

Expiration: Summer 2018

 

Name:  Lacher, Robert

ID Number:  xxxxxxxxxx

Template: Camino 110 

Expiration: Summer 2018

The University of San Diego Payroll Department is a dedicated team of professionals committed to paying university employees on time and accurately while in compliance with federal and state regulations.

Kronos is the Time Reporting System used for submitting employee hours to Payroll at the University of San Diego. Kronos is an industry leader and well–recognized in the field of workforce management systems.

• Online timecard and tutorial available to answer questions can be viewed at the following link: http://www.sandiego.edu/finance/payroll/kronos/index.php

USD complies as an employer with the State of California rules in keeping accurate time records reflecting when employees begin and end each work period, including in and out time recorded for meal breaks. The Kronos Web timecard system is an efficient tool for time keeping compliance, as it will automatically record holidays, calculate total hours and overtime, in addition to displaying accrued sick and vacation balances.

Please Note: The University of San Diego's workweek is Monday through Sunday.

Overtime Rules

California is a daily overtime state. This means that overtime must be paid for:

• Hours worked in excess of 8 per day.
• Hours worked in excess of 40 per week.
• Hours worked on the 7th consecutive day in a workweek.

Please Note: Employees need to receive advance authorization to work overtime.

Special Note: For USD employees who regularly work 7.5 hours per day, the overtime rate does not apply until the employee works more than 8 hours in a workday.

Resources for Staff and Administrators - Tools & assistance, Job-related info, forms, funding & financial, policies

http://www.sandiego.edu/information-for/staff.php

• Tools and Assistance
• Job-Related Information
• Forms
• Funding and Financial
• Policies

The Mail Center is located in the Maher Annex (behind Maher Hall) and is open Monday through Friday 8 a.m. to 5 p.m.

• The Mail Center Website: http://www.sandiego.edu/mailcenter/

Please Note: the CAS Dean’s Office pays for your department mail charges.  There is a sheet of paper with a barcode on it in your mail pick up box.  These a barcode slips should be placed with any outgoing dept. mail that requires postage.

Mail Services:

USPS (United States Postal Service)

We provide USPS stamps, postcards, certified/return receipt, domestic packages and Priority Mail. International postage for letters, aerograms and postcards only, no international package services available. We can accept cash only, including Campus Cash, for all USPS services.

• USPS Mail is delivered to the Midway Post Office at 4 p.m., Monday through Friday.
• Visit http://www.usps.com to order stamps, track/confirm Express Mail, locate zip codes, view rate charts, change of (off-campus) address, obtain passport info, and locate Post Offices.

Other services include:  Fed Ex, FedEx Ground, and UPS (United Parcel Service).

The following link includes an Interactive map where you can search for departments, offices, etc. You are also able to make walking directions around campus, i.e., from the tram stop by Copley Library to where your office is located.  Just clicking on “walking directions” at the top of the map to the left.  Move the Start and End buttons accordingly.  You can also zoom in so that the map is easier to read.  Once you have it set up the way you want it, take a screenshot and send it to your faculty, visitor, etc.

•  https://www.sandiego.edu/maps/

Please note: Payment to a non-resident alien & foreign nationals includes individuals such as honoraria for guest speakers as well.

The following forms need to be completed in order to issue a payment to a Non-Resident Alien or Foreign National:

• Non-Employee Payment Request
• USD Foreign National Information Form
• W-8
• Copy of Passport
• Event flyer or additional backup

Optional (but encouraged):

• ACH Authorization Form
• Wire Authorization Form

Useful links:

• Tax information: http://www.sandiego.edu/finance/accounts-payable/tax-information.php
• Frequently asked questions: http://www.sandiego.edu/finance/payroll/resources/foreign-nationals/

For any questions on calculating payment options, contact Payroll at payroll@sandiego.edu

For Payroll calendars, Paycheck Information, address change, and Payroll Forms, please go to the following link: http://www.sandiego.edu/finance/payroll/forms/index.php

For Kronos (online timecard) login and tutorials, please go to the following link:   http://www.sandiego.edu/finance/payroll/kronos/index.php

Resources for Staff and Administrators - Tools & assistance, Job-related info, forms, funding & financial, policies, please go to the following link:  http://www.sandiego.edu/information-for/staff.php

Wedding Celebrations

• Full guidelines may be found on the University Ministry website at the following link: http://www.sandiego.edu/ministry/worship/sacraments.php
• The Immaculata is also available for scheduling weddings in accord with Diocesan and Immaculata guidelines that can be found on their website: http://www.sandiego.edu/immaculata/weddings/

Memorial Tributes for Deceased Members of the USD Community

The Department of Public Safety is located on the south side of Hughes Administration Hall, and is open 24 hours a day, 7 days a week. The Department of Public Safety supports the mission and goals of the University of San Diego by providing a full range of community-oriented crime prevention and crime control services to contribute to the safety and security of the campus community. This is not a job that we can do alone. Your help is essential.

Phone Numbers

• Emergency: (619) 260-2222 or ext. 2222
• Non-Emergency: (619) 260-7777 or ext. 7777

If you have a locked office or classroom door that someone is locked out of and you do not have the spare key, Public Safety may be called (x 7777) and an Officer will come to unlock the door.  Note: this can take anywhere from 10 minutes to 45 minutes.

Lost and Found is located here:

• http://www.sandiego.edu/safety/emergency/index.php

Emergency Preparedness:

• http://www.sandiego.edu/emergency/

Emergency Procedures:

• http://www.sandiego.edu/emergency/procedures/index.php

Emergency Preparedness Resources:

Barney Holland, EHS Specialist, is in charge of the Safety Representatives for each building.  Contact to obtain a list of who your building representatives are.

http://www.sandiego.edu/emergency/departments/index.php

barneyh@sandiego.edu

To ensure that paperwork is processed as efficiently as possible, please follow the signature routing identified below.

FOR Department Action Forms (DAFs) & Personnel Requisitions (PRs)*:

1. Hiring supervisor
2. Department Chair
3. PI (Only if charged against grant funds)
4. Catherine Cornell, Budget Manager
5. Megan Kyle, Grants & Contracts (Only if charged against grant funds)
6. Rondi Stein, Assistant Vice President for Academic Administration
7. Human Resources

FOR STIPEND REQUESTS:

1. PI (Only if charged against grant funds)
2. Catherine Cornell, Budget Manager
3. Dean Norton
4. Megan Kyle, Grants & Contracts (Only if charged against grant funds)
5. Rondi Stein, Asst VP for Academic Administration
6. Payroll

FOR AP FORMS:

1. Payee
2. PI (Only if charged against grant funds)
3. Department Chair/Supervisor
4. Catherine Cornell, Budget Manager
5. Megan Kyle, Grants & Contracts (Only if charged against grant funds)
6. Accounts Payable

*PLEASE NOTE: -PRs are used for STAFF new hires or rehires provided a background check has cleared.

-DAFs are used for making changes to things such as salary/funding/supervisor/hours

University Copy is located in the Maher Annex (behind Maher Hall) and is open Monday through Friday 8 a.m. to 5 p.m.

University Copy (also known as The Print Shop) is your campus resource for all your copying needs. http://www.sandiego.edu/copy/

Send an email to:  usdcopy@gmail.com to make a request or use online form at: http://www.sandiego.edu/copy/services/copying-duplicating.php

We provide the following services:

• Scanning
• Photo Printing
• Duplicating
• Color copying
• Complete bindery
• Ink Refill
• Large format poster printing
• Supply paper to departments
• Notary (call for appointment)
• Shredding (is $7 a box (call for current pricing) – bring box to their counter or call for a pickup. They’ll want a POETS code for the charge (you can also bring in personal paperwork from home to shred and hand them cash for it)

University letterheads, envelopes and business cards are ordered through Office Depot and are in accordance with university policy. Our services are available for all university departments as well as any organizations affiliated with the university. We also offer our services to individual employees and off-campus organizations.

Copy Requisition Form is now found online at:  http://www.sandiego.edu/copy/services/copying-duplicating.php