Complete Table of Contents | Operating Procedures Manual

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Complete Table of Contents for the
Operating Procedures Manual

1. Introduction

2. Accounting Services

2.2001 Special Fees and Use Charges (NEW format)
2.2013 Financial Records and Reporting (NEW format and includes the former 2.3. Account Classifications and Descriptions)

2.5. Monthly Accounting Closing Policy
2.7. Accounts Payable

2.7.1.Payment of Invoices

2.7.1.1. Purchase Orders of $1,000 or More
2.7.1.2. Purchase Orders Less than $1,000
2.7.1.3. Blanket Orders

2.7.2. Check Requests
2.7.3. Exemption From State Sales/Use Tax
2.7.4. Bank Drafts In Foreign Currency
2.7.5. Payment of Freight Invoices
2.7.6. Travel and Moving

2.7.6.1. Travel Advances
2.7.6.2. American Express Corporate Credit Card
2.7.6.3. Registration Fees
2.7.6.4. Lodging
2.7.6.5. Travel By Personal Vehicle
2.7.6.6. Travel by Pool Vehicle
2.7.6.7. Rental Car
2.7.6.8. Travel to/from Houghton County Airport
2.7.6.9. Travel by Commercial Airlines
2.7.6.10. Travel by Chartered Aircraft
2.7.6.11. Travel by Privately-Owned Aircraft
2.7.6.12. International Travel
2.2002 Meal Per Diem Rates(NEW format)
2.7.6.14. Expense Reporting

2.7.6.14.1. Completing the Travel Expense Voucher
2.7.6.14.2. Completing a Day Travel Expense Voucher
2.7.6.14.3. Misc. Expenses
2.7.6.14.4. Telephone
2.7.6.14.5. Tips
2.7.6.14.6. Taxi
2.7.6.14.7. Dependent Care
2.2015 House Hunting and Moving Reimbursements (New policy format)
2.7.6.14.9. Interview Expenses
2.2003 Reimbursement for Business Expenses: Events, Meals, and Banquets (NEW format)

2.7.7. Membership Fees
2.7.8. Stop Payment/Canceled Check
2.7.9. Payment Requests Made to Michigan Tech Fund

2.7.9.1. Fellowship Payments

2.7.10. Petty Cash Funds

2.7.10.1. Security of Petty Cash Funds
2.7.10.2. Establishing a Petty Cash Fund
2.7.10.3. Petty Cash Fund Purchases
2.7.10.4. Replenishment of Petty Cash Fund
2.7.10.5. Transferring Petty Cash Fund Custodianship
2.7.10.6. Increasing Petty Cash Funds
2.7.10.7. Decreasing Petty Cash Funds
2.7.10.8. Closing Petty Cash Funds

2.8. Accounts Receivable

2.8.1. Cash Receipts

2.8.1.1. Authorized Departments

2.8.1.1.1. Departments of Auxiliary Services
2.8.1.1.2. Departments of Residential Services
2.8.1.1.3. Other Departments

2.8.1.2. Extraordinary Receipts

2.2016 Sales and Use Taxes (NEW format)

2.8.3. Special Transactions

2.8.3.1. Check Cashing Service
2.8.4. Admission Tickets
2.8.5. Personal Use of University Copiers
2.8.6. Cash Banks

2.8.6.1. Refund Bank
2.8.6.2. Container Bank

2.9. Cashiers Office

2.9.1. Check Cashing

2.10. BANNER - Deleted - No longer current practice. Please see: http://www.mtu.edu/banner-reporting/

2.11. Credit and Collections

2.11.1. Credit Sales
2.11.2. Sponsored Research Agreements
2.11.3. Collections

2.11.3.1. Research and Sponsored Programs Collections

2.11.4. Interaccount Bill - Deleted - no longer current practice
2.11.5. Instructions on How to Use the Web IB Form- Deleted - no longer current practice

2.2006 Property Management (New policy format)

3.1. Recruiting Activities and Promotional Materials
3.2. Prospective Undergraduate Student Referrals

4. Affirmative Programs

4.1. Hiring
4.2. Workplace Issues

4.2.1. Employee Concerns (Not Based on Discrimination or Protected Class Status

4.3. Discrimination

4.3.1. Harassment

4.4. Sexual Harassment/Sex Discrimination
4.5. Filing a Complaint

4.5.1. Informal Complaint Process
4.5.2. Formal Complaint Process

4.6. Appeal Process

4.6.1. Informal Complaint Appeal
4.6.2. Formal Complaint Appeal

5. Board of Trustees/Governmental Relations

5.1. Board of Trustees

5.1.1. Meetings of the Board
5.1.2. Formally Addressing the Board
5.1.3. Addressing the Board through Public Comments
5.1.4. Including Items in the Board Agenda
5.1.5. Contacting Board Members

5.2. Governmental Relations

5.2.1. Michigan Lobbyist Registration and Report Act
5.2.2. Federal Lobbying Disclosure Act

6. Central Stores

6.1. Ordering Supplies

6.1.1. Returns to Central Stores

6.2. Central Receiving and Delivery
6.3. Motor Pool Vehicles

6.3.1. Travel Logs
6.3.2. Gasoline and Oil Purchases

6.3.2.1. Gasoline Credit Cards

6.3.3. Emergency Maintenance
6.3.4. Automobile Insurance
6.3.5. Accident Reporting

7. Educational Opportunity

7.1. Special Academic Programs

7.1.1. Conferences & Institutes

7.1.1.1. Room Reservation
7.1.1.2. Elderhostel Programming

7.1.2. Youth Programs
7.1.3. National Student Exchange

7.2. Summer Session
7.3. Outreach/Multiethnic Programs
7.4. Women’s Programs

8.1. Emergency Maintenance
8.2. Running Maintenance
8.3. Operational Services
8.4. Remodeling, Equipment Installation, and Major Maintenance
8.5. Monthly Summary Report on Account
8.6. Facility Use and Postings
8.7. Planning, Engineering, and Construction

8.7.1. Construction Projects

8.7.1.1. Selection of Architects/Engineers>
8.7.1.2. Competitive Bids
8.7.1.3. Over Budget Bids

9. Human Resources

10. Information Technology

2.1006 Acceptable Use of Information Technology Resources
2.1009 Information Security Compliance

11. Intellectual Properties/Trademarks

11.1. Patent and Other Proprietary Rights
11.2. Advisory Linkages

11.2.1. Technology Commercialization Advisors Network
11.2.2. Informal University Senate Liaisons

11.3. Disclosures
11.4. Technology Transfer

11.4.1. Spin-Off Enterprises
11.4.2. Return of Rights

11.5. Trademark Logo

12. Internal Audit Department

12.1. Internal Audit
12.2. Special Investigations

13.1. General Operations

13.1.1. Operating Hours
13.1.2. Departments and Services
13.1.3. Gifts and Donations
13.1.4. Material Acquisition Requests
13.1.5. Patron Identification
13.1.6. Security (Exit Control)
13.1.7. Lost and Found

13.2. Copyright Law Summary
13.3. Loan Policies

13.3.1. Borrowing Privileges for Faculty
13.3.2. Loan Periods and Renewals

13.3.2.1. Faculty, Staff, Graduate and Research, and Teaching Assistants
13.3.2.2. Undergraduates

13.3.3. Recalls
13.3.4. Overdue Penalties
13.3.5. Overdue Notice
13.3.6. Damaged or Lost Materials
13.3.7. Returning Materials

13.4. Locating and Borrowing Materials

13.4.1. Library of Congress Classification System
13.4.2. Online Public Catalog
13.4.3. Print Format Indexes and Abstracts
13.4.4. Electronic Indexes and Databases
13.4.5. Reference Stack Ranges
13.4.6. General Collection (Books & Bound Mat’ls)
13.4.7. Serial Collection (Journals & Periodicals)
13.4.8. Microfiche/Film Readers/Printer
13.4.9. Government Publications and Maps

13.5. Specialized Facilities

13.5.1. Archives
13.5.2. Listening Booths and VCR’s
13.5.3. New Book Stack
13.5.4. Public Telephone
13.5.5. Study Facilities

13.6. Specialized Services

13.6.1. Photocopying
13.6.2. Display Cases
13.6.3. Interlibrary Loan Service
13.6.4. Reference
13.6.5. Reserve
13.6.6. Technical and Automated Services

13.6.6.1. Theses and Dissertations

13.6.6.1.1. Project Reports
13.6.6.1.2. Masters Theses
13.6.6.1.3. Doctoral Dissertations

14. For Future Use

15. Memorial Union

15.1. General Operations
15.2. Reservations

15.2.1. Facility Rooms
15.2.2. Food Service and Catering
15.2.3. Billiard and Bowling

15.3. Tech Express Card

15.3.1. Lost or Stolen Card

16. Merchandise Group

16.1. Campus Store

16.1.1. Textbook Requisition
16.1.2. Departmental Publications
16.1.3. Special Book Orders
16.1.4. Departmental Desk Copies
16.1.5. Book Purchase Discounts
16.1.6. Department Office Supplies Purchases

16.2. University Images and Catalog Operations
16.3. Purchasing Office Supplies

16.3.1. Purchasing Card

16.3.1.1. Purchasing Card Discounts

16.3.2. Purchase Requisition
16.3.3. Petty Cash
16.3.4. Charged Purchases

17. Michigan Tech Fund

17.1. Receipt and Acknowledgment of Gifts

17.1.1. Monetary Gifts
17.1.2. Gifts-in-Kind
17.1.3. Gifts of Real Property

17.2. Fund Authorization
17.3. Payment Requests

18. Occupational Safety and Health Services (OSHS)

18.1. Safety, Health, and Environmental Protection
18.2. Responsibilities
18.3. Emergency Reporting

18.3.1. Reporting Any Emergency
18.3.2. Reporting a Fire
18.3.3. Chemical Spills
18.3.4. Reporting Incidents and Injuries

18.4. Government Safety, Health, and Environmental Regulations

18.4.1. Waste Disposal

18.5. Employee Safety Shoe Program
18.6. Respirator Use
18.7. Hazardous Chemicals
18.8. Children in the Workplace
18.9. Building Safety

18.9.1. Construction, Renovation, and Change of Use

19. Planning and Budgeting

19.1. Operating Funds

19.1.1. Preparation and Review-General Fund
19.1.2. Preparation/Review of Other Operating Funds
19.1.3. General Fund Revisions

20. Provost's Office

21. Public Safety

21.1. Campus Traffic Regulations

21.1.1. Insurance
21.1.2. Reporting Incidents
21.1.3. Abandoned Vehicles

21.2.1. Registration of Vehicles
21.2.2. Full-Time Employee Parking
21.2.3. Part-Time & Temporary Employee Parking
21.2.4. Pay Parking
21.2.5. Visitor Parking
21.2.6. Temporary Parking
21.2.7. Winter Overnight Parking
21.2.8. Residence Hall Parking
21.2.9. Snow Removal - Residence Halls
21.2.10. Metered Parking
21.2.11. Handicapped Parking
21.2.12. Motorcycle and Moped Parking
21.2.13. Bicycle Parking
21.2.14. Violations

21.3. Key and Building Access Control

21.3.1. Obtaining Keys
21.3.2. Obtaining After-Hour Building Access
21.3.3. Return of Key and Tech Express Card

21.3.3.1. Transfer of Employment

21.3.4. Building Security Devices - Keyed

21.4. Building and Property Rules and Regulations
21.5. Pets on University Property
21.6. Security Clearance

2.5002 Weapons on University Property (new format found in the University Policy and Procedures Manual)

: 2.5002.1 Weapon Registration and/or Storage

21.8.1. Property Identification
21.8.2. Personal Assistance
21.8.3. Centrex
21.8.4. Lost and Found

21.9. Suspected Wrongdoings
21.10. Threatening and Violent Behavior in the Workplace

21.10.1. Responsibilities
21.10.2. Threats of Violence
21.10.3. Acts of Violence Not Involving Injuries or Weapons
21.10.4. Acts of Violence Involving Injuries or Weapons
21.10.5. Communication

22.1. Purchasing Guidelines

22.1.1. Prohibited Purchases

22.1.1.1. Alcohol

22.1.2. Methods of Purchasing
2.2011. Approvals for Purchases (moved to University Policies and Procedures)
22.1.4. Unauthorized Purchases
22.1.5. Selection of Vendors
22.1.6. Pricing Agreements
22.1.7. Competitive Bids

22.1.7.1. Sole Source

22.2.Placing an Order

22.2.1. Preplanning
22.2.2. Small Orders
22.2.3. Item Classification and Consolidation
22.2.4. Purchase Requisitions

22.2.4.1. Delivery Ship-to Addresses
22.2.4.2. Changes by Purchasing

22.3. Types of Orders

22.3.1. Purchase Orders
22.3.2. Change Orders
22.3.3. Confirming Orders
22.3.4. Blanket Orders

22.3.4.1. Payment Approval

22.3.5. Release Orders

22.4. Special Purchases

22.4.1. Emergency Orders
22.4.2. Advertising - Nonelectric Media
22.4.3. Business Cards - Deleted - No longer current practice
22.4.4. Unusual Equipment
22.4.5. Computers
22.4.6. Printing Services
22.4.7. Repair Work
22.4.8. Central Stores - Deleted - No longer current practice
22.4.9. Merchandise Group

22.4.9.1. Books and Materials

22.4.10. Federal and State Surplus
22.4.11. Petty Cash Fund
22.4.12. Prepayment Purchases

22.5. Agreements and Contracts

22.5.1. Service Agreements
22.5.2. Software License Agreements
22.5.3. Professional Services Contracting

22.5.3.1. Independent Contractor Agreement

22.6. Follow-Up and Returns

22.6.1. Follow-Up with Vendors
22.6.2. Returns to Vendors
22.6.3. Freight Claims

22.7. Receiving Orders

22.7.1. Invoice Verification

22.8. Purchasing Card

22.8.1 Lost or Stolen Purchasing Card

23. Recreational Facilities

23.1. General
23.2. Gates Tennis Center

23.2.1. Gates Tennis Center Membership
23.2.2. Court Reservations
23.2.3. Facility Rental

23.3. Mont Ripley Ski Hill

23.3.1. Use of Runs and Lifts
23.3.2. Alpine Skiing Lessons/Coaching
23.3.3. Equipment Rental
23.3.4. Locker Rental
23.3.5. Chalet Rental

23.4. Portage Lake-Golf Course

23.4.1. Golf Club Membership
23.4.2. Tee Off Reservation/Registration
23.4.3. Locker, Storage, and Equipment Rental
23.4.4. Clubhouse Facility Rental

23.5. Student Development Complex

23.5.1. SDC Membership
23.5.2. Information Equipment Center

23.5.2.1. Nordic Ski Equipment Rental

23.5.3. Squash/Racquetball Court Reservations
23.5.4. Membership Refunds
23.5.5. Facility Rentals

24. Research and Other Sponsored Programs

24.1. Research and Sponsored Programs
24.2. Research Projects

24.2.1. Sponsored Research

24.2.1.1. Source of Funds

24.2.2. Individual Research Effort
24.2.3. Research Proposal Preparation
24.2.4. Writing a Formal Proposal

24.2.4.1. Authorization and Requirements
24.2.4.2. Formal Proposal Submission
24.2.4.3. Proposals to Foundations

24.2.5. Contracts/Grants Negotiation
24.2.6. Project Responsibility

24.2.6.1. Research Notebooks

24.3. Teaching and Research
24.4. Scientific Misconduct

25. Risk Management and Insurance

25.1. Special Services

25.1.1. Hepatitis B Vaccinations
25.1.2. Certificates of Insurance
25.1.3. Drug and Alcohol Substance Abuse

25.2. Alcoholic Beverages on Campus

25.2.1. Selling Alcoholic Beverages
25.2.2. Serving Alcoholic Beverages

26. Student Records and Registration

27. University Relations

27.1. Consulting Service
27.2. Michigan Tech Graphic Symbols
27.3. University News and Information Services

27.3.1. News Bureau
27.3.2. Video Reporter
27.3.3. Tech Topics
27.3.4. Alumni Communications

27.4. Print Publications and Design

27.4.1. Photographic Services
27.4.2. Printing Services
27.4.3. Mail Services

27.5. Electronic Publications and Design

27.5.1. Web Page Design/Production
27.5.2. WebCal
27.5.3. All-Departments E-mail List

27.6. Athletic Communications and Marketing

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