MBS BASIC ADMIN INFO

April 3, 2015

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MBS Department

The Department of Molecular Biosciences: 65 Tenured or Tenure-Track Faculty 475 Lab Staff 6 Buildings (NMS, MBB, PAT, PAI, BIO,

and WCH) 8 MBS Dept. Full-Time Staff 4 Dept. Work-Study Students https://molecularbiosci.utexas.edu

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MBS Department Office Staff

Sarah Adams – Assistant Director; Office Managersupulski@austin.utexas.edu, 232-3693

Corolyn Holub – Assistant to Chair; MBS Seminarscrholub@austin.utexas.edu, 475-6118

Francisco Valladares – Accountingfranciscov@austin.utexas.edu, 232-2714

Stacey Kimmelman – Purchasing & Inventorysmyles@austin.utexas.edu, 471-5063

Rachael Salge – Purchasing & Inventoryrsalge@austin.utexas.edu, 232-7020

Melissa Phillips – Accounts Payable and Travelm.phillips@austin.utexas.edu, 232-2720

Debbie Van Loan – Human Resourcesdebbie@austin.utexas.edu, 471-7156

Anise Langley – Grants and Contractsalangley@austin.utexas.edu, 232-5703

MBS Office: NMS 3.316

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https://molecularbiosci.utexas.edu

You can find the information in this presentation on the

MBS Resources webpage:https://molecularbiosci.utexas.edu/resources.

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MBS Department Webpage

1) UT Market https://utdirect.utexas.edu/apps/frms/utmarket/ecommerce

This is the easiest mechanism but restricted to subset of vendors.

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Purchasing – three ways to place an order

2) White Sheet Orders

You can use this purchase order request form (white sheet):https://molecularbiosci.utexas.edu/images/MBS/Purchase_Request_Form.pdf

.

Send the completed form to Stacey Kimmelman or Rachael Salge via email: mbs_orders@austin.utexas.edu.

The administrative process is tedious, especially for new vendors. Therefore, it can take up to one week to place an order. We are usually much faster. In exceptional cases, we can place rush orders for next day delivery – please take the order form to Stacey or Rachael in person before noon.

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Purchasing – three ways to place an order

Purchasing – three ways to place an order

3) Procards

Recommended for purchasing materials and lab supplies under $100. Procards cannot be used to purchase:

• radioactive material, • gases, • office supplies, or• entertainment and travel related services.

Please tell the vendor that you / UT are exempt from Texas sales tax.

Send Procard receipts and invoices together with the account number to be charged to mbs_invoices@austin.utexas.edu or drop them off in the invoice inbox in your mail room.  You may also keep invoices until the MBS office sends you the credit card statement once a month.

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Purchasing

Orders above $5,000 Orders from vendors under state contract require

only a quote. For all other vendors UT requires you to either:

Get bids from other vendors A Sole Source document and cost justification

If you receive items that are damaged or defective, please notify Stacey or Rachael as soon as possible. Items that must be replaced should be done so at no charge.

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Payments - Vouchering

Vendors require payment within 30 days to avoid late fees or closed accounts. UT Market orders and orders received to central shipping are dealt with centrally. The MBS office handles all other bills. As soon as you receive a shipment, please: Take the invoice and/or packing slips, Write the account number to be charged on the packing slip/invoice, Date and sign it, And – turn into designated invoice bins in your mailroom.

You can also scan and email packing slips and invoices (with an account number, date, and signature) to mbs_invoices@austin.utexas.edu

If you receive an email from us to confirm the receipt of delivery of products and/or account numbers, please respond as soon as possible.

For any questions or problems, please contact Melissa Phillips or Sarah Adams for assistance.m.phillips@austin.utexas.edu or supulski@austin.utexas.edu

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Payments - Vouchering

For packing slips and invoices, please include a signature and account number

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Shipping by Courier - UPS

Every lab has, or can have, its own UPS account. If you don’t have an account, please see

Francisco Valladares (franciscov@austin.utexas.edu) to set one up for you.

Benefits: Direct billing, no late fees

To schedule a UPS pickup, please call 1-800-742-5877.

For same-day pickup, please drop-off your packages at NMS 3.316 or MBB front desk no later than 2:00 PM. 

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Shipping by Courier -

FedEx – National (#2) FedEx – International (#8)

FedEx packing label are available in the MBS Office. Please include the UT account number to be charged (or at least your PI’s name) on the FedEx packing label in the field “Your Internal Billing Reference.”

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Inventory Procedures

UT is required to perform an annual inventory Office staff have to locate and account for all

equipment with a UT inventory sticker. Therefore, please follow these rules when discarding items: Before you discard an item, contact Stacey or Rachael with

your building and room number to allow us to initiate the appropriate process.

If you are replacing a computer, allow IT to take the hard drive only! Keep the rest of the computer components and contact either Stacey or Rachael to let them know this computer is being discarded.  They will instruct on proper removal of the item as well as remove the item from MBS' inventory list.

If instruments have to be decontaminated, please have them cleared by EHS (http://www.utexas.edu/safety/ehs/)

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Human Resources

Debbie Van Loan (debbie@austin.utexas.edu) manages Human Resources for MBS. Debbie is responsible for:

Payroll Appointments Time sheets Annual performance evaluations Visas (Renewal requests should be done as early as possible - deadline for submission

is 2 months in advance!) Insurance questions

If you prefer electronic, you can find HR forms here: https://utdirect.utexas.edu/apps/services/requests/

For more HR information, see the MBS HR resources page:https://molecularbiosci.utexas.edu/resources/hr

For FLMA leave information, contact Cynthia Nguyen: cynthia.nguyen@austin.utexas.edu or (512) 475-8045

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Human Resources

Lab Manager deadlines for approving undergraduate timesheets (x2 per month) are: 15th of the month and the last day of the month

Hourly Timesheet home: https://utdirect.utexas.edu/apps/payroll/hourly/

Please let Debbie know when someone is no longer working in your lab: (debbie@austin.utexas.edu) or (512) 471-7156

Health Point (workman’s comp.) (512) 471-4647

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Key Requests

Please email key requests to Debbie Van Loan: debbie@austin.utexas.edu

The completed paperwork will be posted outside Debbie’s office for pickup: NMS 3.312

Get the keys made at:Lock & Key Services: SER 101; hours: Mon to Fri

7:30am-4:00pm You will need your UT ID.

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Travel

You need an approved Request for Travel Authorization (RTA) before booking any travel.

To get an RTA online, go to:

https://utdirect.utexas.edu/apps/services/requests/ Select: Travel Authorization Request

To get a paper RTA, please go to the MBS Travel resources page: https://molecularbiosci.utexas.edu/resources/travel and click “RTA (paper form)” under Helpful Links. Fill out and return this form to the MBS Office, NMS

3.316.

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Travel

You have three options to make travel arrangements once your RTA has been approved:1. Concur Online Reservations

https://www.utexas.edu/travel/concur One-time setup for quick and easy travel arrangements Register, complete your profile, and book your flight

using a direct billed account or personal credit card (will require and provide link to RTA before approving airfare)

2. UT Travel Agencies Anthony Travel 800-684-2044 Corporate Travel Planners http://www.utexas.edu/travel/

agency_contacts.php

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Travel

3. Booking Your Own Flight You may use other online reservation tools if

you can get a better price. You will still have to follow all university rules (economy class, etc.).

To get reimbursed after booking your own flight, you have to certify that you followed all university rules by writing the following statement on your invoice, signing and dating it: “Online selection is best value as consistent with institutional priorities.” Note, this needs to be done by the traveler him or

herself.

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Travel - Reimbursements

Travel Reimbursements: Require an approved RTA and Itemized receipts

To file your reimbursement request electronically, go to: https://utdirect.utexas.edu/apps/services/requests/

Select: Travel Reimbursement Request

For paper reimbursements: Kindly tape all your receipts onto a letter sized paper Add RTA number, sign and date Turn in travel reimbursement requests and receipts to Sarah

Adams in NMS 3.314

Reimbursements require a signature from the individual being reimbursed.

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Grants & Contracts

Anise Langley is the MBS Grants and Contracts contact and can help with: Proposal preparation and submission Fellowships and career development applications Liaison with the Office of Sponsored Projects,

Office of Industry Engagement, Office of Research Support, and other university offices

Grant/Contract modifications and post-award actions

Effort certification and progress report submission

Contact Anise Langley for questions or information: alangley@austin.utexas.edu or (512) 232-5703

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Useful Links (general)

MBS Resources Homepage: https://molecularbiosci.utexas.edu/resources

UT Directory: http://www.utexas.edu/directory/

MBS Directory: https://molecularbiosci.utexas.edu/component/cobalt/category-items/1-directory/16-molecular-biosciences?Itemid=1224

Seminar Calendar: https://molecularbiosci.utexas.edu/events/month.calendar Page contains a link to subscribe to the calendar

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Useful Links (purchasing)

UT Market: https://utdirect.utexas.edu/apps/frms/utmarket/ecommerce

Purchase Request Order Form (white sheet orders): https://molecularbiosci.utexas.edu/images/MBS/Purchase_Request_Form.pdf Email completed form to: mbs_orders@austin.utexas.edu

Invoices/packaging slips Please return receipts and invoices to the MBS office asap: add the UT account number to be charged, sign and date to

acknowledge receipt drop into the invoice box in all mail rooms or email to:

mbs_invoices@austin.utexas.edu Texas Sales and Tax Exemption Certification:

http://www.window.state.tx.us/taxinfo/taxforms/01-339.pdf

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Useful Links (travel)

RTAs - Requests Home: https://utdirect.utexas.edu/apps/services/requests/ Select: Travel Authorization Request

Do NOT use the purchasing link on this page! – it will accept your order but not place it.

Concur (Travel Management): https://www.utexas.edu/travel/concur Car Rentals (Direct Billing):https

://www.utexas.edu/travel/forms/rentalcar/ Travel Reimbursement – Requests:

https://utdirect.utexas.edu/apps/services/requests/ Select: Travel Reimbursement Request

Do NOT use the purchasing link on this page! – it will accept your order but not place it.

UT Travel Management: http://www.utexas.edu/travel/ Texas Tax Exemption Instructions (travel & hotels):

http://www.utexas.edu/business/accounting/pubs/taxexemptinstruct.pdf

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Useful Links (HR)

Hourly timesheet home: https://utdirect.utexas.edu/apps/payroll/hourly/

Online HR forms - Requests Home: https://utdirect.utexas.edu/apps/services/requests/

Do NOT use the purchasing link on this page! – it will accept your order but not place it.

Health Point (workman’s comp.) (512) 471-4647 FLMA leave information, contact Cynthia Nguyen (

cynthia.nguyen@austin.utexas.edu) or (512) 475-8045

MBS HR resources pagehttps://molecularbiosci.utexas.edu/resources/hr

Contact Debbie Van Loan directly: debbie@austin.utexas.edu

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Useful Links (shipping)

UPS Campus Ships (contact Francisco if you need access): https://utdirect.utexas.edu/apps/frms/utmarket/ecommerce/

Express Shipping: https://utdirect.utexas.edu/pointplus/eCommerce_user.WBX?s_vendor_abbr=ES&s_component=0

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