university of california, berkeley - electronics...

Volume

1

UNIVERSITY OF CALIFORNIA, BERKELEY

Berkeley Northside Research Group

Electronics Research Laboratory Electrical Engineering and Computer Sciences

BERKELEY NORTHSIDE RESEARCH GROUP

BNRG Director - Professor John WawrzynekSenior Advisor - Professor Randy Katz

BNRG ManagerGlenda Smith

PA IVSupervisorEric Fraser

(Culler)

Programmer Analyst IIIPete Sakosky

(Culler)

ProgrammerAnalyst IIIMatthew Massie

(Culler)

AdministrativeSpecialistBob Miller

Receiving ClerkCarlos Andrade

(10%)

Administrative SpecialistSupervisor

Nathan Berneman(Katz)

Administrator SpecialistSupervisor

Damon Hinson

Grants Administrator III(Vacant)

Grants Administrator III(Vacant)

Grants Administrator IIShalia McDonald

Administrative Assistant IIRahki Cook

(Brewer, Stoica, Wawrzynek)

Administrative Assistant IIWilla Walker

(Culler, Patterson)

Administrative Assistant IIVéronique Richard

(Joseph, Kubiatowicz, Séquin)

SpecialistJohn Lozarro(Wawrzynek)

ProgrammerAnalyst IVKeith Sklower

(Katz)

Programmer Analyst Engineer(Vacant)(Katz)

Programmer Analyst IIIAlbert Goto

1

Table of Contents

Chapter 1 ..........................................................................................................................1

Equipment and Supply Ordering..............................................................................1

Supply Ordering Policies ..........................................................................................2

Supply Ordering Procedures ....................................................................................2

Chapter 2 ..........................................................................................................................5

Federal Express.........................................................................................................5

Mailing and other Shipping Services .......................................................................5

Campus Mail and US Mail .......................................................................................5

Mailing Services Drop off/Pick Up Locations and Times .......................................6

Chapter 3 ..........................................................................................................................9

Procurement Card.....................................................................................................9

BNRG Procedures on Processing Memberships .....................................................

Chapter 4 ..........................................................................................................................11

Travel – Domestic & Foreign ...................................................................................11

Return from trip ........................................................................................................13

Chapter 5 ..........................................................................................................................15

Technical Reports .....................................................................................................15

Computer Science Guidelines...................................................................................15

BNRG Procedures.....................................................................................................15

Chapter 6 ..........................................................................................................................17

Procedures for BNRG New Hires ............................................................................17

Cheat Sheet.....................................................................................................................19

Glossary ............................................................................................................................20

Sample Figures

Chapter

1 Equipment and Supply Ordering

EQUIPMENT PURCHASES Equipment is defined as an item costing $1,500 or more including tax, is free-standing (or an integral part of a larger unit), and is presumed to have a useful life expectancy of 2 years or more. Equipment purchases must include manufacturer name, model number, part number, color/size, accessories, specifications and any other pertinent information. Be sure to include any special power requirements, training, equipment manuals, installation, space limitations, etc. If the equipment purchased is an integral part of a larger unit, a UC Berkeley Property Number is required. All Equipment purchases must be reviewed and approved by the following individuals: All purchases: Glenda Smith, Manager (2-5399, glendajs@eecs) Capitalized Equipment: Bob Miller (2-6037, bmiller@eecs) ($1,500 and above) Supplies/Equipment: Nathan Berneman (3-7066, nathanb@eecs) (Less than $1,500) Other departmental units that manage BNRG’s Principal Investigators funding sources should contact the Unit Manager for approval on Administrative Staff orders. Helpful Links: Equipment Management: http://www-propmgmt.matl.berkeley.edu/eqm/intro.htm

http://www.cs.berkeley.edu/Research/Projects/bnrg/ May 2002 1

http://www-propmgmt.matl.berkeley.edu/eqm/intro.htm

SUPPLY ORDERING POLICIES

Supply orders must be placed on the Supply Order Form located on the supply cabinet in room 676 Soda Hall. Supplies are ordered on Friday afternoons and distributed the following week. All purchases of supplies must be reviewed and approved, prior to the order being placed, by the following individuals:

Glenda Smith Unit Manager 2-5399 643 Soda Hall glendajs@eecs (back-up is Damon Hinson)

Nathan Berneman AA Supervisor 3-7066 676 Soda Hall nathanb@eecs (back-up is Bob Miller)

Damon Hinson GA Supervisor 2-9982 634 Soda Hall damonh@eecs

Bob Miller Administrative Specialist 2-6037 634 Soda Hall bmiller@eecs

SUPPLY ORDERING PROCEDURES

The BNRG Office Supplies Request Form is taped to the front of the supply cabinet in 676 Soda Hall

1. Match requests with items in Office Depot book. 2. Go to a browser (Netscape or IE) and type the following URL: http://bsdnet.officedepot.com/ 3. Entries:

a. User Name: Nathan Berneman b. User Password: (see Administrative Supervisor for password)

4. Complete on-line order.


mailto:glendajs@eecs

mailto:nathanb@eecs

mailto:damonh@eecs

5. Click on Check out.

6. PO Number: SER150.

7. BIL NO: Enter next Speedtype from the rotation list in book.

8. DOC NO: Today’s date. 9. Click on Continue then print out order.

10. Click on Purchase Now.

11. Print 3 copies, 1 original and 2 copies

a. Original in binder, most current on top, under the appropriate month b. One copy marked “File Copy” and entered into BFS then to file in Grant’s office c. One copy marked “Accounting” that is sent to the Accounting Administrator. Other departmental units that manage BNRG’s Principal Investigators funding sources should contact the Unit Manager for approval on Administrative Staff orders.

NNOOTTEESS::

UCB Office Depot Contact Name: Carolyn, 2-3224. Fax: 2-2828. Campus supply, 6201 San Pablo Avenue, Berkeley, CA 94720-5602 Please refer to the BNRG website for updates on all procedures (see footer for website link)


Chapter

2 Mailing Services

FEDERAL EXPRESS An Administrative Assistant must complete the Federal Express air bill.

Forms must not be distributed to students.

1. Complete the Air bill. Obtain fund number from GA. Enter Speedtype in the Reference Field. Senders Name: Professor, or individual requesting the material to be shipped and prepare name. (i.e., CULLER/WILLA)

2. Complete entries as referred to in the logbook, located in 634 Soda Hall.

3. Include recipients Telephone Number on airbill, as well as Senders Telephone Number.

4. Make three copies of the Air bill and distribute as follows:

a. Original to be place in the Federal Express binder. b. One “File Copy” to be placed in the GA-Supervisor’s Inbox. c. One “Copy” for your own files. d. One “Accounting Copy” to be sent to Account Administrator, 253M Cory

MAILING AND OTHER SHIPPING SERVICES

Campus Mail and US Mail: 2 pickups a day (in 387 Soda) Picked up at 11:00 am Picked up at 4:00 pm

Note sender’s name in upper-left corner.


Affix barcode as shown below.

Mailing Services Drop off/Pick Up Locations and Times

Federal Express

Delivery depends on sender’s specification. Drop off locations for Cory (253 Cory) and Etcheverry Hall (3rd floor north entrance) are before 4:00 p.m.

UPS (in 387 Soda)

Delivered at 10am Picked up at 10am

DHL

This service is for International Shipping ONLY (Call for pickup) Helpful Links: ERL/EECS Shipping & Receiving: http://diva.eecs.berkeley.edu/~receive/cory.html Computer Science Shipping & Receiving: http://diva.eecs.berkeley.edu/~receive/soda.html Mail Services: http://mailservices.berkeley.edu/

FOR GRANTS ADMINISTRATORS USE ONLY

Federal Express charges are paid automatically via BFS, utilizing Electronic Funds Transfer (EFT).

Procedures for reconciling Federal Express charges:

1. Go into BAIRSII, Debit comes in as a charge. 2. Obtain Voucher Number.

3. Go into BFS – Locate voucher, using the Voucher Number.

4. Print the voucher data (“Print Screen”)


http://diva.eecs.berkeley.edu/~receive/cory.html

http://diva.eecs.berkeley.edu/~receive/soda.html

http://mailservices.berkeley.edu/

5. (This will have the Airbill number and long comment section that reflects the shipping for all other shipping services, please see GAs for proper funding approval information. This will show final cost of shipment.)

6. Match the printout to the “File Copy” and reconcile with the Detailed Report.

7. Photocopy a final “File Copy”, forward to Administrative Supervisor for FTS entry.

Please refer to the BNRG website for updates on all procedures (see footer for website link)


BNRG PROCEDURES ON PROCESSING MEMBERSHIPS

1. The faculty member receives membership notification, new or renewal, via email or US Mail.

a. If the faculty member has paid for the subscription and is requesting a reimbursement, the Director of ERL, Albert Pisano, must approve the transaction a cover memo requesting approval must be submitted with the request to the director.

b. If the subscription relates to a membership, approval from the ERL Director will be required.

2. Faculty forwards email or renewal notification to their Administrative Assistant.

a. Administrative Assistant forwards the email or renewal notification to the AA responsible for processing memberships.

b. The AA responsible for processing membership confirms status (new or renewal) utilizing the membership database log. F:\Administrative Stuff\Memberships-Subscription

3. Membership database is maintained with new or renewal membership data.

F:\Administrative Stuff\Memberships-Subscription

4. The AA responsible for processing memberships forward email to the Grants Unit requesting fund number to pay membership. Include faculty name, amount, and association.

5. The AA responsible for processing memberships will utilize the Procurement

Card to process via the agency’s website or using the renewal notification provided by the AA. Please see attached Procurement Card Procedures.

6. The AA responsible for processing payment will enter payment information onto

the database. F:\Administrative Stuff\Memberships-Subscription

7. Notify faculty and AA by using on-line notification or by email.

8. Make four (4) copies and stamp each copy

o Accounting (original copy) o Grants Unit (File Copy) o Manager (Copy for P-Card file) o Copy for Membership notebook o Administrative Assistant’s Copy (Copy for desk record)


9. The AA responsible for processing memberships will input data into the FTS

system. \\project\bnrg\FTS\FTS Tracking Log\FTS Tracking Log.xls

Note: If paid and a second notice is received,

1. Check the access database log.

2. Obtain copy of P-Card backup information for Bank reference number.

3. Contact the corresponding agency/company via telephone and email to inform that the invoice has been paid.

4. Send proof of payment to company, if requested.


PROCUREMENT CARD ORDER FORM

Date: | 9/22/2003 ICustomer Code: 2379722086 5019 Vendor: ACM

Requestor: Rakhi Cook/A Joseph___________________________ Address: ____ Room: 626 Soda_____ Phone: 643-4013______________ ___ E-mail: [email protected]___________________________ ____ Card No.: Mastercard EiiJs in 1199_______________________ Phone no: Exp. Date: May-05 Cardholder: Rakhi Cook_____________ Fax no: Cardholder Signiture: __________________________________ Date:

Quantity Description Unit Cost Total Cost 1 Membership Renewal $391.00 $391,00

For resale Y / N Resale* SR-CH-21-135302

$391.00

$0.00

SO.OO

Special comments:

Subtotal Tax Shipping Total

$391.00 ASDCTM

TOTAL:

For futher assistance please contact (510-643-4013); [email protected])

Mail or fax Credit Card Invoice / Charge Slip to: University of California, Berkeley Computer Science Division Attn. Rakhi Cook 626 Soda Hall Berkeley, CA 94720

Ship Merchandise to:

University of California, Berkeley Computer Science Division Receiving Dept Attn: Rakhi Cook 626 Soda Hall Berkeley, CA 94720

Indicate Customer Code (above) on packing dip

57352 22086 23797 44 NDJOS 2379722086

Account Fund Org Prog Proj Flex Speedtype

Authorized Signature: _________________________ ______________________ Grants Administrator Date: Authorized Signature: _________________________ ______________________ PI/Manager?MSO: Date:


P-Card Procedure

• Obtain manager approval of purchase by email

• Email GA for fund #

• Purchase item on-line and print invoice

• Print confirmation of receipt, if available

• Log onto P-card tracking sheet (shared drive)

• Create and print cover page if all information complete (shared drive)

• Route to GA office for signature and logging

• Place in folder labeled “awaiting email”

After email documentation arrives

• Print email, if Reg Fee print extra copy for AA

After item arrival

• Check packing slip which must be included with other documentation

• Place Band Reference Number (BRN) in the last column of the P-card tracking

document

• Post BRN in BFS

• Print posted/saved BRN page for file

• Route to Manager for signature in 2 places on email document

• Make 3 copies

o Original to Account Administrator

o File Copy for GA files

o Copy for Manager

o Copy for my files


Subject: [Fwd: 08/18/03 P-CARD DOWNLOAD STATEMENT]

Date: Mon, 22 Sep 2003 10:59:33 -0700

From: Rakhi Cook <[email protected]>

To: "nicou >> Veronique Richard" <[email protected]>

-------- Original Message --------

Subject: 08/18/03 P-CARD DOWNLOAD STATEMENT

Date: Mon, 18 Aug 2003 22:17:11 +0000 (LCL)

From: [email protected]

To: [email protected]

SEE DOWNLOAD INSTRUCTIONS AT:

HTTP://WWW.BSRVM.BERKELEY.EDU/PROCURE/PCARD/DOWNLOAD.HTM

1!55040!25317!23800!44! ! !NDSAS!NO VENDOR#!100013 !

000500.00!JESSICA ARCHULETA !AMTECH MICROELECTRON I

!SAN JOSE !CA! !030813!030815!030818!030902!00360000!

00000.00!5072!

1!55040!25317!23800!44! ! !NDSAS!0000019743!100017 !

000059.31!JESSICA ARCHULETA !PIEDMONT STATIONERS AND OFFICE

SUPPLY !OAKLAND !CA! !030814!030815!030818!030902!00360000!

00004.52!5943!

1!55040!25317!23800!44! ! !NDSAS!0000534171!107659 !

000119.85!JESSICA ARCHULETA !FMA DIRECT

!FREDERICK !MD! !030813!030815!030818!030902!00360000!

00000.00!5945!

1!55040!43022!23796!44! ! !NDWGO!0000129576!137494 !


000123.41!EVANGELINA CLARIZA !MACROMEDIA

!LINDON !UT! !030812!030815!030818!030902!00290000!

00000.00!5969!

1!55040!47146!23791!44! !ND0328!NDMSO!NO VENDOR#!871082 !

000629.28!LANEIDA NAKAGAWA !CONFERENCE CONCEPTS

!CALGARY !AB! !030812!030815!030818!030902!00310000!

00000.00!7392!

1!55040!47146!23791!44! !ND0328!NDMSO!0000008182!242728 !

000082.15!JOHN LI !QUILL CORP

!LINCOLNSHIRE !IL! !030813!030815!030818!030902!00315106!

00000.00!5964!

1!55040!59989!23795!44! !ND0345!NDBSC!NO VENDOR#!000020A!

000259.80!JONTAE C GRAY !COPY CENTRAL

!BERKELEY !CA! !030813!030815!030818!030902!00340000!

00019.80!7395!

1!55040!59989!23795!44! !ND0345!NDBSC!NO VENDOR#!010080 !

000250.00!JONTAE C GRAY !ELECTRONIC CONVENTION

!MANHATTAN BEA!CA! !030813!030815!030818!030902!00341453!

00000.00!7299!


000335.58!JONTAE C GRAY !EDM*EDMUND OPTICS

!609-573-6260 !NJ! !030814!030815!030818!030902!00340000!

00000.00!5964!


000066.36!JONTAE C GRAY !CINGULAR*120037541PAC

!MIDLAND !TX! !030814!030815!030818!030902!00340000!


00000.00!4814!

1!55040!59989!23795!44! !ND0345!NDBSC!0000003485!900021 !

000148.68!JONTAE C GRAY !NATIONAL INSTRUMENTS CORP

!AUSTIN !TX! !030814!030815!030818!030902!00340000!

00000.00!5045!

1!55040!59989!23795!44! !ND0345!NDBSC!0000457741!079936 !

000073.08!JONTAE C GRAY !PAGE COMPUTER

!323-665-7777 !CA! !030813!030815!030818!030902!00344319!

00004.53!5045!

1!55040!61821!23815!43! ! ! !NO VENDOR#!500678 !

000305.95!SUSAN KELLOGG SMITH !AIRGAS NCN #99

!SACRAMENTO !CA! !030814!030815!030818!030902!00060000!

00000.00!5169!

1!55040!61821!23815!43! ! ! !0000000124!010098 !

000070.36!SUSAN KELLOGG SMITH !PRAXAIR INC

!OAKLAND !CA! !030814!030815!030818!030902!00060000!

00000.00!5969!

1!55040!61823!23817!43! ! ! !0000004524!481818 !

000391.00!RAKHI COOK !ASSOCIATION FOR COMPUTING MACHINERY

!NEW YORK !NY! !030813!030815!030818!030902!00010000!

00000.00!8699!

1!57323!23642!23806!44! ! !NDJMH!0000489675!600834 !

000130.98!PICCOLA A EVANS !NEWEGG COMPUTERS

!LA PUENTE !CA! !030813!030815!030818!030902!00390000!

00009.98!5734!


Subject: [Fwd: 08/18/03 P-CARD VERIFICATION STATEMENT]

Date: Mon, 22 Sep 2003 10:59:14 -0700

From: Rakhi Cook <[email protected]>

To: nicou >> Veronique Richard" <[email protected]>

-------- Original Message --------

Subject: 08/18/03 P-CARD VERIFICATION STATEMENT

Date: Mon, 18 Aug 2003 22:18:11 +0000 (LCL)

From: [email protected]

To: [email protected]

UNIVERSITY OF CALIFORNIA - BERKELEY

PROCUREMENT CARD VERIFICATION STATEMENT

NDERL Electronics Research Lab

P-CARD STAGING DATE: 08/18/03 15 DAY CLEAR DATE: 09/02/03

CARDHOLDER: ADRIENNE RUFF

PC# TAG# BRF# MCC TRN DTE VENDOR AMOUNT

TAX ID# BFS VEND ID

9823 6241 106193 5072 08/13/03 DELL COMPUTERS CORP 304.25

742616805 0000013742

9823 6123 291316 5047 08/14/03 FISHER SCIENTIFIC 78.00

222451761 0000001996

9823 6123 290995 5047 08/14/03 FISHER SCIENTIFIC 572.53

222451761 0000001996

9823 6249 222043 5085 08/14/03 HARRINGTON INDUSTRIAL PLASTICS 26.30

952752402 0000010316

9823 6239 905000 5085 08/14/03 MCMASTER CARR SUPPLY CO 30.42


361458720 0000002397


361458720 0000002397


361458720 0000002397

9826 6217 284683 5065 08/13/03 NEWARK INONE 5.52

NO VENDOR#

9826 6217 286041 5065 08/13/03 NEWARK INONE 21.78

NO VENDOR#

0006 0000 688474 5085 08/13/03 OMEGA ENGINEERING INC 116.50

066041011 0000002516

0006 0000 773854 5399 08/14/03 R D MATHIS CO 721.34

952249453 0000011290

P-CARD TOTAL 2,067.75

CARDHOLDER: EVANGELINA CLARIZA


TAX ID# BFS VEND ID

0029 0000 137494 5969 08/12/03 MACROMEDIA 123.41

364003866 0000129576

P-CARD TOTAL 123.41

CARDHOLDER: JESSICA ARCHULETA


TAX ID# BFS VEND ID

0036 0000 100013 5072 08/13/03 AMTECH MICROELECTRON I 500.00

770343936 NO VENDOR#

0036 0000 107659 5945 08/13/03 FMA DIRECT 119.85


521400351 0000534171

0036 0000 100017 5943 08/14/03 PIEDMONT STATIONERS AND OFFICE 59.31

943079956 0000019743

P-CARD TOTAL 679.16

CARDHOLDER: JOHN LI


TAX ID# BFS VEND ID

0031 5106 242728 5964 08/13/03 QUILL CORP 82.15

362952904 0000008182

P-CARD TOTAL 82.15

CARDHOLDER: JONTAE C GRAY


TAX ID# BFS VEND ID

0034 0000 847749 4814 08/14/03 CINGULAR*120037541PAC 66.36

NO VENDOR#

0034 0000 000020A 7395 08/13/03 COPY CENTRAL 259.80

NO VENDOR#

0034 0000 406036 5964 08/14/03 EDM*EDMUND OPTICS 335.58

NO VENDOR#

0034 1453 010080 7299 08/13/03 ELECTRONIC CONVENTION 250.00


0034 0000 900021 5045 08/14/03 NATIONAL INSTRUMENTS CORP 148.68

741871327 0000003485

0034 4319 079936 5045 08/13/03 PAGE COMPUTER 73.08

954259658 0000457741



CARDHOLDER: KEVIN ZIMMERMAN


TAX ID# BFS VEND ID

0013 0000 962209 5732 08/13/03 ALFRED LASHERS ELECTRO 422.12

946679947 0000308461

P-CARD TOTAL 422.12

CARDHOLDER: LANEIDA NAKAGAWA


TAX ID# BFS VEND ID

0031 0000 871082 7392 08/12/03 CONFERENCE CONCEPTS 629.28

NO VENDOR#

P-CARD TOTAL 629.28

CARDHOLDER: MARY COURTNEY


TAX ID# BFS VEND ID

0031 0000 120249 5045 08/12/03 AMBIENT, LLC 1,235.00

954795772 0000523217

3255 2729 010030 5969 08/13/03 BUEHLER LTD 220.16

362042826 0000011131


361458720 0000002397

9476 2743 189779 5964 08/15/03 ULINE *SHIP SUPPLIES 343.90

NO VENDOR#



CARDHOLDER: PICCOLA A EVANS


TAX ID# BFS VEND ID

0039 0000 600834 5734 08/13/03 NEWEGG COMPUTERS 130.98

954781122 0000489675

P-CARD TOTAL 130.98

CARDHOLDER: RAKHI COOK


TAX ID# BFS VEND ID

0001 0000 481818 8699 08/13/03 ASSOCIATION FOR COMPUTING MACHI 391.00

131921358 0000004524

P-CARD TOTAL 391.00

CARDHOLDER: SUSAN KELLOGG SMITH


TAX ID# BFS VEND ID

0006 0000 500678 5169 08/14/03 AIRGAS NCN #99 305.95


0006 0000 010098 5969 08/14/03 PRAXAIR INC 70.36

941693764 0000000124

P-CARD TOTAL 376.31

PROCESSING UNIT TOTAL 7,841.86

VERIFIED BY __________________________ DATE ___________


SEE VERIFICATION POLICY & INSTRUCTIONS AT:

HTTP://WWW.BSRVM.BERKELEY.EDU/PROCURE/PCARD/VERIFREQUIREMENTS.HTM


Association Member FLEX Mbshp# $Dues Payment Date Tag# YE ACM Joseph, Anthony NDJOS 4522637 $391.00 5019 10/1/2004

ACM Kubiatowicz, John NDJXK 5134614

IEEE Patterson, David NDDAP 2921443

IEEE Sequin, Carlo NDCCS 6386825

IEEE Wawrzynek, John NDJCW 7287667

ACM Wawrzynek, John NDJCW 8936916

IEEE Kubiatowicz, John NDJXK 40295499

IEEE Katz, Randy NDRXK 7624694

ACM Katz, Randy NDRXK 1398320

ACM Patterson, David NDDAP 2316693

ACM Sequin, Carlo NDCCS 1723501

ASEE Katz, Randy NDRXK 43054

NAE Katz, Randy NDRXK

SPEC Patterson, David NDDAP 0

IEEE Culler, David NDDEC 1030014

IEEE Joseph, Anthony NDJOS 40212381

ACM Culler, David NDDEC 2196962

IEEE Stoica, Ion NDIXS 41374492

ACM Stoica, Ion NDIXS CR56854


Chapter

3

Procurement Card

The Procurement Card is a MasterCard held by the University. The Unit Manager assigns authorized users. The Procurement Card is the fastest way to pay a vendor for transactions under $1,500. Thus, Procurement Card use is encouraged, but only within the guidelines set in the UCB Procurement Card User Guide. Obtain from the GA the appropriate fund number and enter the information pertaining to the purchase into the spreadsheet as noted in #2 below.

1. Complete the ProCard Spreadsheet \\coeus\bnrg\ProCard\Nathan's Spreadsheet.xls, (Fig. 1) which is mostly self-explanatory.

2. Complete the ProcCard Order Form \\coeus\bnrg\Forms\New ProCard Order Form.xls, (Fig. 2) 3. Clip the Order Form to the receipt and submit to the GA for signature. 4. Check each day for email/statements regarding your charges and print all three emails (print one

set for each transaction if more than one transaction appears). 5. Highlight each relevant charge (ex: 0019 0000 600032 5999 04/11/02 IEEE CANDE $200.00)

write the correct COA (Chart Of Accounts ex: 55040-55698-44 X NDRXK) string on the ProCard verification statement email approval page.

6. Staple email sets to each invoice, per transaction. 7. To change the default settings (55040-55698-44 X NDRXK):

a. Open BFS/Go-Administer Procurement/Maintain Procurement Card/Use-Browse Credit Card

Invoices. b. Enter NDERL as the processing unit in BFS, scroll down until you find your charge,

highlight the account field and change to the correct COA (Chart of Account). c. Enter the appropriate tag # (from your spreadsheet). http://www.cs.berkeley.edu/Research/Projects/bnrg/ May 2002 21

d. Enter a “C” in the box to the left of the charge. e. To save click the diskette icon. f. Write on the verification statement as well as on the ProCard Spreadsheet the date and BRF #

(found near the top of the panel). g. Obtain Manager/MSO signature. h. Make: 1 copy stamped “File Copy” for FTS

1 copy stamped “Copy” for the desk file Stamp “Accounting” the original to the Account Administrator

NNOOTTEESS::

When the ProCard charge is for conference registration fees, make 1 extra copy for traveler’s folder. Please refer to the BNRG website for updates on all procedures (see footer for website link)

Charges remain displayed in BFS for 15 days. Therefore you have 15 days to change the default account into the appropriate fund; otherwise you will have to request a zero-adjustment from the accountant.


Chapter

4

Reimbursements

TRAVEL – DOMESTIC & FOREIGN

1. Log (TO#) trip into the appropriate Logbook on the BNRG: on ‘coeus’ (D:) – Logsheets \\coeus\bnrg\LogSheets (document 1).

2. Complete travel worksheet on the bnrg: on ‘coeus’ (D:) – Forms

\\coeus\bnrg\Forms\TRAVELWORKSHEET.doc, (Fig. 3) and retain in the desk file.

3. Conference registration (CR): in most cases CR can be paid via Procurement Card (see Notes). Conference registration with hotel included should be directed to the BNRG Manager.

4. Airfare (PMA for professor/staff – STA for GSRs ¹) a. Call PMA (Students must call STA directly) with itinerary. Make sure that you obtain a fax

confirmation from either agency. Ensure that the fare quote is stated on the fax received from the agency, including the appropriate fees.

b. Complete CTS form \\coeus\bnrg\Forms\CTS Mar02.doc, (Fig. 4). c. Contact the GA to get the appropriate fund # ². d. GA signs (not just initial) the CTS form. e. Fax CTS form to appropriate travel agency and date stamp the fax ³. f. Fax to Travel desk @ 643-0234. g. Copy CTS form and enter into FTS. h. Place original CTS form into the travel binder. i. Mark copy as “File Copy” and file in GA office in appropriate file.

5. Hotels (students make their own arrangements and will be reimbursed using TV).

http://www.ucop.edu/ucophome/policies/bfb/g28.pdf, page 47 (Fig. 5). a. Contact the hotel and register traveler using his or her personal or corporate credit card for

reservation (call to reconfirm a few days prior to travel). b. Obtain a fax confirmation and place into the travel binder and make copy for the desk file. http://www.cs.berkeley.edu/Research/Projects/bnrg/ May 2002 23

http://www.ucop.edu/ucophome/policies/bfb/g28.pdf

6. Transportation (traveler must obtain receipts)

a. Rental car (use corporate agencies) \\coeus\bnrg\Administrative Stuff\Agency Corporate Discount Number.doc

b. Limo service c. Taxi

7. Meals: traveler pays up front (see per diem list of dollar limits)

http://www.ucop.edu/ucophome/policies/bfb/g28.pdf, page 47 (Fig. 6)

8. Travel Binder (blue): a. Create a label with TO# b. Traveler’s name c. Date of travel d. Location of travel e. Reason for travel f. Affix label on the blue binder. g. Make copy (for your record) of the entire travel documents, place information in

appropriate section.

Transportation: Include a photocopy of the plane itinerary, printout of rental car agreement. Hotel: Prepare a sheet stating the name, address, and phone number of the hotel, the scheduled check-in and checkout dates, the room rate, and the confirmation number. Registration: (Sometimes grouped with AGENDA) Include a copy of the conference registration confirmation if available. Itinerary: Include a copy of tours, courses, maps printout of directions to and from:

a. Airport b. Hotel c. Conference d. University sites

http://www.mapquest.com/ http://maps.yahoo.com/, (Fig. 7 & 8) and other itinerary items. Agenda: Include a copy of the agenda for the conference/meetings. Additional information: Include other information such as email correspondence, telephone numbers, and copies of paperwork.

9. Give the binder to the traveler one week prior to the trip and attach the Travel Binder Review Form \\coeus\bnrg\Forms\Travel Binder Review.doc, (Fig. 9) and obtain PI’s signature, one week prior to the trip, on the form. See Administrative Supervisor or Manager if you have a difficulty in obtaining a signature.



http://www.mapquest.com/

http://maps.yahoo.com/

NNOOTTEESS::

¹Should you have to make revisions to a CTS form, type necessary revision in the lower left hand corner of the form as indicated, include final total. Prepare and fax a revised CTS form; both forms should be stored in the Travel Folder to be included in the Travel Voucher packet. ²GA reference: log the transaction in BFS Verification spreadsheet upon signing the invoice. ³STA Travel: In the remarks section of the CTS forms type: Student tickets are not upgradeable. BNRG ProCard Holders are: Manager (Glenda Smith), AA Supervisor (Nathan Berneman), System Administrator (Bob Miller). Traveler pays meals in advance, reimbursement will follow on the completed Travel Voucher (See per diem list of dollar limits.)

PI Travel: Be sure to obtain the lowest possible fare. Asking Travel Agent for both the refundable and non-refundable fare. After the fax is received from the agency with both price quotes, send email to PI. See which reservation they would prefer to purchase within the University Guidelines. Return from trip

1. Tape receipts, by date, to an 8 ½ x 11 piece of paper. 2. Prepare Travel Voucher \\coeus\bnrg\Forms\Newtv.xls , (Fig. 10) plus routing slip

\\coeus\bnrg\Forms\Routing Slips\TVRoutingPrim.doc, (Fig. 11). Travel Voucher must be completed within 21 days of the travelers return.

3. Retrieve all original documents from binder and put into the traveler’s folder for your record. Foreign travel conversions use http://www.oanda.com/.

4. Complete the Travel Voucher form and follow the steps on the routing form. (See sample package document 11 on how to complete a TV form.) Consult the Logsheet spreadsheet for the T0xxxx invoice number that was completed at the beginning of the travel arrangements.

5. Make three photocopies of the backup documents or receipts. These documents will serve as

backup copies when the paperwork leaves your desk, and as archival copies when the TV is complete.

6. Print the official BFS PO and make three copies. Clip together (in top-to-bottom order) the BFS PO, TV form, and receipts to make four packets (one original and three copies). Distribute them as follows: (for sample package see desk manual)


http://www.onda.com/

a. Original to Travel Desk, 417A University Hall, MC 1100. b. Accounting to the Account Administrator in 253M Cory Hall accounting office. c. Copy to the Travel Folder. d. File copy to the Financial Tracking System (FTS) Folder \\coeus\bnrg\FTS\FTS2001A.mdb

This copy is used to enter the expenditure into FTS, and is then filed in the Grants office by fund.

NNOOTTEESS::

Procurement Card packets are backup documents! If a Procurement Card was used to pay for a conference registration or other travel-related expense, attach a photocopy of that Procurement Card packet (Do not attach the original copy). Procurement Card cannot be used for lodging. For Wire Transfer, Cash Advance, U.S. Bank Visa Card Applications, please see procedures under the UCB Business Services Forms @ http://fbs.berkeley.edu/FORMS/default.htm. Please refer to the BNRG website for updates on all procedures (see footer for website link) Helpful link: Official Travel Policy: http://www.ucop.edu/ucophome/policies/bfb/g28.pdf


http://fbs.berkeley.edu/FORMS/default.htm


Chapter

5

Technical Reports

Prepare Technical Report Cover – See Sample Attached. Master copy can be found on the BNRG shared drive in the FORMS (\\coeus\bnrg\Forms\tech-rpt-cover.fmf, (Fig. 12) folder called tech-rpt-cover.

Computer Science Guidelines:

1. A grant/fund number must be used for duplication purposes.

2. The bottom of the title page should acknowledge the supporting grant title.

3. If the report is from a student, the sponsoring faculty must approve the report and provide a grant/fund number.

4. The report must be submitted to the faculty’s Administrative Assistant, copies must be made for the Publications Office and for the Units file.

5. The Publications office will need 10 copies available for sale and exchange; please add the amount to whatever quantity you will be ordering for your own use.

Berkeley Northside Research Group – Procedures:

1. Prepare Campus Copy Service Order Form located in 676 Soda – See attached Sample. 13 copies should be ordered. (2 retained by Unit, 10 to the CS Department, and 1 copy to the PI.)

2. Make 1 copy of the Original Technical Report, prior to forwarding to Campus Copy Services.

3. Obtain signature approvals for Campus Copy form from GA and Manager.

4. Make two copies of the Campus Copy Form, one for the file and one for the GA. (Do not forward a copy of the Technical Report to the GA.)

5. Forward the original Technical Report to Campus Copy with the Order form.


6. Prepare a file folder, labels as shown below:

Report Number (UCB/CSD – YR – XXXX) Professor Name

Technical Report Title

Author Name

Upon receipt of the copies from Campus Copy, make a copy of the Campus Copy Order Form in the folder. Hold folder as pending until the copies are delivered from Campus Copy.

7. Upon receipt of the copies from Campus Copy, make a copy of the payment forms which will be included in the package received from Campus Copy.

8. Forward originals to GA.

9. Place two copies of the Tech Report in the folder with copy of order/payment forms.

10. Place on copy in the PI’s mailbox.

11. Forward 10 copies to the CS office 387 Soda.

Helpful Links:

NCSTRL, Networked Computer Science Technical Reports Library: http://sunsite.berkeley.edu/NCSTRL/

Creating a New CS Division Tech Report: http://www.cs.berkeley.edu/Techreport/submit.shtml

CS Report Email: \\coeus\bnrg\BNRG PROCEDURES\CS Report Email.txt

Campus Copy Service: http://www.ucprint.berkeley.edu/Server/CCS_Order.pdf , (Fig. 13)

or http://www.ucprint.berkeley.edu/Server/ccs.html

Please refer to the BNRG website for updates on all procedures (see footer for website link)


http://sunsite.berkeley.edu/NCSTRL/

http://www.cs.berkeley.edu/Techreport/submit.shtml

http://www.ucprint.berkeley.edu/Server/CCS_Order.pdf

http://www.ucprint.berkeley.edu/Server/ccs.html

Chapter

6

New Employees

PROCEDURES FOR BNRG NEW HIRES* For All Staff

1. Introduction to faculty and staff. 2. Supervisors should take the new employee for introduction to 387 Soda Hall to Central CS staff,

ERL, 253 and 253M Cory Hall. 3. Request keys and keycard (387 Soda). 4. Tour of mailroom, including staff, GSR and Faculty (3rd floor Soda), Federal Express, Mail

pickup and deliveries in Cory Hall.

5. Tour of Copy Rooms (3rd, 5th and 6th Floors). 6. Tour of meeting rooms (i.e., WOZ, 3rd and 6th Floors) and Cory Hall (4th and 5th floor). 7. Tour of restrooms and vending machines in Soda Hall. 8. Supervisor should send an email to [email protected] and to [email protected] (for

staff aliases such as Soda-info@eecs) to add a new employee to ERL and EECS to CS Roster by emailing.

9. BNRG New Employee Packet (BNRG Manager). 10. EECS Injury and Illness Prevention program Registration (BNRG Manager).

http://www.cs.berkeley.edu/Research/Projects/bnrg/ 29 May 2002

mailto:[email protected]

mailto:[email protected]

mailto:Soda-info@eecs

11. Campus ID Card – 110 Cesar Chavez Center, Lower Sproul Plaza, 1-8866-2UCBCARD (822-2273).

12. The new employee should be scheduled to attend the next ERL supervisors meeting held on the

1st Thursday of every month for introduction.

13. Forms for Supervisor/staff to complete: a. Personnel Information Form b. Personnel Data Form c. EECS Account (NT Logon and Email account). See Systems Administrator Bob Miller d. Campus Telephone Directory – CNS e. BFS Logon Request to Denise Johnson (preparer). f. Emergency Contact g. Emergency File Card (copy this address into a browser

http://www.uhs.berkeley.edu/Facstaff/pdf/wcomp/EMERG.pdf) h. Index card with all login information i. Electronic Funds Transfer (EFT) is optional

http://fbs.berkeley.edu/forms/disb/EFT%20Fo0m.pdf, (Fig. 14). j. Authorization to Distribute paycheck Authorization to Distribute paycheck1.doc (Fig. 15). k. Authorization to have check picked up Authorization to have check picked up1.doc (Fig. 16).

NNOOTTEESS::

Links to UC Berkeley policies: BNRG Unit Policies: http://www.cs.berkeley.edu/~bmiller/northside.html (BNRG website) Computer use Policy: http://itpolicy.Berkeley.EDU:7015/usepolicy.html Signature Authorization or Cancellation: http://www-travel.berkeley.edu/forms/disb/Signature Authorization.pdf, (Fig.17) New Employee Handbook: \\coeus\bnrg\Administrative Stuff\ERLManual Final.doc Please refer to the BNRG website for updates on all procedures (see footer for website link)

For Grand Assistants

All of the Forms for Administrative Assistants, plus Signature Authorization or Cancellation Form.


http://www.uhs.berkeley.edu/Facstaff/pdf/wcomp/EMERG.pdf

http://fbs.berkeley.edu/forms/disb/EFT Form.pdf

http://www.cs.berkeley.edu/~bmiller/northside.html

http://itpolicy.berkeley.edu:7015/usepolicy.html

http://www-travel.berkeley.edu/forms/disb/Signature Authorization.pdf

http://www-travel.berkeley.edu/forms/disb/Signature Authorization.pdf

Cheat Sheet Copies ProCard: Original…………….Accounting 2 copies File Copy…………..FTS Copy……………….Purchaser Office Depot: Original………….…Binder 2 copies File Copy…………..FTS Copy…………….....Accounting Check/Entertainment: Stamp Original……..Disbursement Check Request Stamp Accounting….Accounting 3 copies Stamp Copy………...PO File Stamp File Copy…....FTS Technical Report: 1 Copy or original before sending for copying 2 copies……………..Unit 10 copies……………CS Department 1 copy……………….PI Travel: Original……………..Travel Desk 417A University Hall MC1100 Accounting………….Accounting Administrator Copy………………..Travel Folder File Copy……………FTS Federal Express: Original airbill for Fedex binder 1 copy of original airbill for Fedex binder 1 copy for desk file IOC: Accounting………….Accounting Administrator Copy………………...Desk copy File Copy……………FTS Phone numbers: Disbursements Office: 643-2199 Vendor Numbers 643-8095 Form 5 643-9456 Travel PMA 444-5250 STA 642-3000 ASUC (recycling) 642-4895 Grounds 642-6515 Building Manager 643-6619 Fax


GLOSSARY AA Administrative Assistant or Account Administrator BAIRS (BAI Reporting) Financial Reporting System. Provides operational financial

reporting BFS Berkeley Financial System. An on-line vouchering system, designed exclusively

for the University BNRG Berkeley Northside Research Group BRF Bank Reference Number BU Business Unit CS Computer Science COA Chart of Account COE College of Engineering CTS Central Travel System Form. Used to authorize participating Travel Agencies to

charge airfare to a University credit card EECS Electrical engineering and Computer Science EFT Electronic Funds Transfer ERL Electronics Research Laboratory FTS Financial Tracking System. Used for interdepartmental payment of services GA Grant Administrator GSR Graduate Student Researcher



IOC Interdepartmental Order. Used for Interdepartmental of tracking system and payment services

ORG Organization PI Principal Investigator Post Doc Post Doctorate PMA Philips Martin Associate Pcard ProCard – Procurement Card STA Student Travel Agency VIF Visiting Industrial Fellow VIS Visiting Industrial Scholar

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