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  • Criteria for Search Waivers - Administrative Services - Western Illinois University
    that has a pre identified underutilization For the appointment of dual career hires For the internal restructuring of a department and or administrative reassignment needs Note A search is required for each academic and or administrative appointment that is greater than 50 or is longer than one year A waiver of search will not ordinarily be approved for a position with an appointment greater than 50 if it was filled via waiver within the last 12 months Where it is anticipated that there is a continuous need for a position whose appointment is expected to be greater than 50 for its duration a search will be required before the onset of its second continuous year Extenuating circumstances will be reviewed and considered on a case by case basis Waiver Process In order to obtain approval for a waiver the hiring officer must submit the following a completed Request to Fill form selecting waiver of search letter of justification for waiver job description candidate s resume vitae and an unofficial copy of transcripts The justification must be based on one or more of the criteria listed above For positions greater than 50 a Request to Fill via search must be submitted along with the above documentation for the waiver to be considered All requests for search waiver require the signature of the President or his her designee Back to top Other Resources Board of Trustees of Western Illinois University Regulations Faculty Policy Manual Civil Service Handbook University Policy Manual Western Illinois University Website Back to Top Home Site Map President Criteria for Search Waivers Gender Transition Guidelines VP for Administrative Services Business Services Accounting Billing and Receivables Business Services Financial Systems Payroll Property Accounting Records Management Travel Service Document and Publication Services Ensuring Quality and Consistency Office Supplies University Copier Program UCP Western Illinois University Business Cards Western Illinois University Letterhead Envelopes Mailing Labels Western Illinois University Flat Sheets Projects Not Requiring Document Preparation Services Projects Requiring Document Preparation Services Deliveries Pick Up Locations Mail Mail Preparation Interdepartmental Mail Outgoing US Postal Service Mail Incoming US Postal Service Mail Human Resources Academic Administrative Personnel Supplemental Pay Affirmative Action Civil Service Lump Sum Payments Collective Bargaining Solicitations Student Employment Lactation Accommodation Procedure Legal Assistance Parking Services Facilities Management Services General Information Building Maintenance Other Services Organization Funding General Maintenance and Capital Renewal Project Guidelines Charge Back Projects Cost Estimates Initiating Projects Procedures Estimates Project Costs Project Payment Obligations Moving Services Shipping Freight Off Campus Incoming Shipments Special Events Using University Facilities Safety Hazardous Material Management Disposal of Scrap Valuable Waste Transportation Services Policies and Procedures Drivers Employees Who May Request Drive and Ride in University Vehicles Requesting a Vehicle Approval and Denial of Requests Accident Procedures Chartered Aircraft Chartered Bus Services Inclement Weather Grounding Vehicles Permanently Assigned Vehicles Use of a University Vehicle Vehicle Liability Insurance Vending Services Space Heater Restriction Public Safety Missing Student Procedures Purchasing Office VP for Advancement and Public Service Use of Foundation Alumni Database Procedure VP for

    Original URL path: http://www.wiu.edu/vpas/administrative_procedures_handbook/searchwaiver.php (2015-11-11)
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  • Gender Transition Guidelines - Administrative Services - Western Illinois University
    students living on campus or the Office of Equal Opportunity and Access for those living off campus Please remain cognizant of WIU s zero tolerance policy regarding discrimination based on an individual s membership in a protected class including gender expression and identity Colleagues Co Workers and Peers You have the right to discuss with the appropriate official any concerns you have regarding your role involvement in your colleague s peer s transition process You may even discuss any concerns or questions you have with your transitioning colleague peer as appropriate Guidelines Appearance Standards Transitioning individuals may assume the role of their identified gender in accordance with the medical transition plan devised by their health care provider s Regardless of their choice of gender transitioning individuals must maintain the same standards of dress in terms of professionalism and appropriateness for the environment as all other individuals on campus Supervisors have the right to review and insist upon compliance with standards of dress as they would with any other employee Professional concerns with appearance standards should be addressed to the transitioning individual directly to correct any issues concerning appropriate workplace attire Restroom and Locker Room Access Transitioning individuals must be afforded the same level of access to restroom and locker room facilities as any other individual Persons who have questions regarding facility use should be referred to the Office of Equal Opportunity and Access to discuss their concerns Name Gender Photograph and Other Administrative Changes Employees must initiate the name change process through the Payroll Office where they will complete new W 4 and personnel forms The Payroll Office then routes this information to the appropriate offices Students including employees enrolled in classes must process their name change through the Office of the Registrar Employee and student identification cards may be updated at University Housing and Dining Services Seal Hall As soon as possible all online and print records and references that can be changed will be corrected This means for example that information and photographs will be updated online and in print to reflect the completed transition Employee insurance coverage and other benefits must be addressed through the Benefits Office Student insurance benefits must be addressed through the Student Health Insurance Office after name changes are complete with the Office of the Registrar Confidentiality The transgendered status of an individual is considered confidential The individual s status should only be disclosed on a need to know basis and only with the transitioning individual s consent However transitioning individuals are free to educate their colleagues co workers and peers about their experience to whatever degree they feel comfortable Anti harassment Retaliation Pursuant to Western Illinois University s Equal Opportunity and Affirmative Action Policy the University will not tolerate any discrimination against or harassment of students or employees undergoing gender transition Retaliation against any individual for reporting discrimination or harassment or participating in an investigation into such allegations is strictly prohibited 1 1 Western Illinois University Anti Harassment Policy available at http

    Original URL path: http://www.wiu.edu/vpas/administrative_procedures_handbook/gendertrans.php (2015-11-11)
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  • Administrative Services - Administrative Services - Western Illinois University
    Heater Restriction Public Safety Missing Student Procedures Purchasing Office Back to top Other Resources Board of Trustees of Western Illinois University Regulations Faculty Policy Manual Civil Service Handbook University Policy Manual Western Illinois University Website Back to Top Home Site Map President Criteria for Search Waivers Gender Transition Guidelines VP for Administrative Services Business Services Accounting Billing and Receivables Business Services Financial Systems Payroll Property Accounting Records Management Travel Service Document and Publication Services Ensuring Quality and Consistency Office Supplies University Copier Program UCP Western Illinois University Business Cards Western Illinois University Letterhead Envelopes Mailing Labels Western Illinois University Flat Sheets Projects Not Requiring Document Preparation Services Projects Requiring Document Preparation Services Deliveries Pick Up Locations Mail Mail Preparation Interdepartmental Mail Outgoing US Postal Service Mail Incoming US Postal Service Mail Human Resources Academic Administrative Personnel Supplemental Pay Affirmative Action Civil Service Lump Sum Payments Collective Bargaining Solicitations Student Employment Lactation Accommodation Procedure Legal Assistance Parking Services Facilities Management Services General Information Building Maintenance Other Services Organization Funding General Maintenance and Capital Renewal Project Guidelines Charge Back Projects Cost Estimates Initiating Projects Procedures Estimates Project Costs Project Payment Obligations Moving Services Shipping Freight Off Campus Incoming Shipments Special Events Using University Facilities Safety Hazardous Material Management Disposal of Scrap Valuable Waste Transportation Services Policies and Procedures Drivers Employees Who May Request Drive and Ride in University Vehicles Requesting a Vehicle Approval and Denial of Requests Accident Procedures Chartered Aircraft Chartered Bus Services Inclement Weather Grounding Vehicles Permanently Assigned Vehicles Use of a University Vehicle Vehicle Liability Insurance Vending Services Space Heater Restriction Public Safety Missing Student Procedures Purchasing Office VP for Advancement and Public Service Use of Foundation Alumni Database Procedure VP for Quad Cities Planning and Technology Technology Services University Technology UTech Administrative Information Management Systems Administration Planning Administrative

    Original URL path: http://www.wiu.edu/vpas/administrative_procedures_handbook/adminservices.php (2015-11-11)
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  • Business Services
    Ensuring Quality and Consistency Office Supplies University Copier Program UCP Western Illinois University Business Cards Western Illinois University Letterhead Envelopes Mailing Labels Western Illinois University Flat Sheets Projects Not Requiring Document Preparation Services Projects Requiring Document Preparation Services Deliveries Pick Up Locations Mail Mail Preparation Interdepartmental Mail Outgoing US Postal Service Mail Incoming US Postal Service Mail Human Resources Academic Administrative Personnel Supplemental Pay Affirmative Action Civil Service Lump Sum Payments Collective Bargaining Solicitations Student Employment Lactation Accommodation Procedure Legal Assistance Parking Services Facilities Management Services General Information Building Maintenance Other Services Organization Funding General Maintenance and Capital Renewal Project Guidelines Charge Back Projects Cost Estimates Initiating Projects Procedures Estimates Project Costs Project Payment Obligations Moving Services Shipping Freight Off Campus Incoming Shipments Special Events Using University Facilities Safety Hazardous Material Management Disposal of Scrap Valuable Waste Transportation Services Policies and Procedures Drivers Employees Who May Request Drive and Ride in University Vehicles Requesting a Vehicle Approval and Denial of Requests Accident Procedures Chartered Aircraft Chartered Bus Services Inclement Weather Grounding Vehicles Permanently Assigned Vehicles Use of a University Vehicle Vehicle Liability Insurance Vending Services Space Heater Restriction Public Safety Missing Student Procedures Purchasing Office VP for Advancement and Public Service Use of Foundation Alumni Database Procedure VP for Quad Cities Planning and Technology Technology Services University Technology UTech Administrative Information Management Systems Administration Planning Administrative Systems Purchased Application Systems All Administrative Systems Emergency Notification Mailing Labels Mass E mail and Phone Messaging WIUP Training Computer Security Social Security Number Usage Protection Procedure Anti Malware Guidelines Credit Card Handling Compliance Procedures Secure Application Development Guidelines Appropriate Use Procedures Sensitive Data Handling Procedures Telecommunications Long Distance Calls and Authorization Codes for Faculty and Staff VP for Student Services Missing Student Procedures Budget Insurance Internal Auditing Policies Scheduling Campus Events Student Services

    Original URL path: http://www.wiu.edu/vpas/administrative_procedures_handbook/bussvcs.php (2015-11-11)
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  • Accounting
    Request for Travel Departmental Requisition for University Vehicle etc encumbered but not yet paid Transactions with blanks followed by the word completed will not appear on next month s printout Pages 3 4 SUBCODE Number used to designate specific expense classification Sometimes referred to as line item DESCRIPTION A brief description of the transaction or a vendor name DATE Date of transaction TC Data Entry Code indicates the type of transaction 02X Budget Transactions 020 Original Budget 021 Budget Revision 022 Budget Transfer 03X Cash Receipts 04X Cash Disbursements 05X Encumbrances 06X Journal Entries 060 067 Journal Entries 068 Payments REF NO When the item begins with a letter the last four digits of the reference number represent the preprinted numbers on a Request for Purchase or a Purchase Order When the first two positions of a reference number are numbers and the third is a letter the item is a Request for Travel When the reference number begins with a number the last five positions of the reference are the preprinted numbers from a DPA Travel Voucher or Departmental Requisition for University Vehicle 2ND REF Additional reference information for identification J E OFFSET ACCOUNT This represents the other side debit or credit of a journal entry BUDGET ENTRIES Any budget transaction for the current month REV EXP The actual amount of each expenditure for the current month COMMITMENTS Positive numbers in this column indicate the items have been encumbered while negative numbers indicate that payment has been made or an encumbrance has been canceled BATCH REF DATE Data entry identification Back to top Local Account Statement and Report of Transactions FBM090 and FBM091 Subsidiary Ledger SL Account Numbers Beginning With 3 4 5 7 or 9 FBM090 lists budget revenue and expenditure summary information for each account Reports for accounts are distributed via e mail to the fiscal agent once a month Download PDF of this Printout Items described below correspond to the sample report Page 1 ACCOUNT The six digit cost center number ACCOUNT NAME The name of the account cost center TO Name of fiscal agent and department In most cases the fiscal agent is the individual who will receive the monthly printout SUBCODE Number used to designate specific revenue or expense classifications Sometimes referred to as line item Depending on the type of account budget transfers may be processed in lines 1499 2200 2999 3000 3900 4000 etc These expense classifications are called pools The remaining expense classifications are the detailed expenses from which items are actually paid DESCRIPTION Name assigned to subcode ORIGINAL BUDGET Original allocation for each line item pool Some local accounts are not required to have a budget If the printout is for a local account that does not have a budget this column will be blank REVISED BUDGET Reflects budget after net transfers less all fiscal year expenses CURRENT MONTH Revenue and expenditures for current month See FBM091 for detail FISCAL YEAR Revenue and expenditures for current fiscal year 7 1 6 30 OPEN COMMITMENTS Direct Pay Authorization DPA Request for Purchase Purchase Order Request for Travel Departmental Requisition for University Vehicle etc not yet paid If the account does not have a budget DPA s will not appear as Open Commitments BALANCE AVAILABLE Revised budget for fiscal year minus open commitments equals unencumbered budget balance available If the account is not a budget based account the amounts in this column will be negative or blank PERC USED Percentage of revised budget used and or encumbered SUMMARY INFORMATION Total Expenses Net Rev Exp Grand total of all line item expenditures difference between Total Expenses and Total Revenue Page 2 Items described correspond to the sample report Since local accounts are not required to have budgets some items are not encumbered Local accounts which do not have budgets may have very limited information in this section ACCOUNT The first six digits are the cost center number and the last four digits indicate the expense classification REF NO When the item begins with a letter the last four digits of the reference number represent the preprinted numbers on a Request for Purchase or a Purchase Order When the first two positions of a reference number are numbers and the third is a letter the item is a Request for Travel When the reference number begins with a number the last five positions of the reference are the preprinted numbers from a DPA Travel Voucher or Departmental Requisition for University Vehicle DATE Date encumbered DESCRIPTION A brief description of the expenditure If the open commitment is a Purchase Order the vendor s name appears as the description ORIGINAL AMOUNT Amount estimated on the DPA Request for Purchase Purchase Order Request for Travel Travel Voucher Departmental Requisition for University Vehicle or other preprinted form LIQUIDATING EXPENDITURES Amount of payment ADJUSTMENTS Positive or negative adjustment to the original amount Adjustments are made when an amendment or cancellation is necessary CURRENT AMOUNT The amount of any DPA Request for Purchase Request for Travel Travel Voucher Departmental Requisition for University Vehicle etc not yet paid Transactions showing a blank followed by the word completed will not appear on next month s printout Pages 3 4 SUBCODE Number used to designate specific expense classification Sometimes referred to as line items Items are encumbered and budget transfers are processed in lines 2200 3000 3900 4000 etc These expense classifications are called pools The remaining expense classifications are the detailed expenses from which items are actually paid DESCRIPTION A brief description of the transaction or a vendor name DATE Date of transaction TC Data Entry Code indicates the type of transaction 02X Budget Transactions 020 Original Budget 021 Budget Revision 022 Budget Transfer 03X Cash Receipts 04X Cash Disbursements 05X Encumbrances 06X Journal Entries 060 067 Journal Entries 068 Payments REF NO When the item begins with a letter the last four digits of the reference number represent the preprinted numbers on a Request for Purchase or a Purchase Order When

    Original URL path: http://www.wiu.edu/vpas/administrative_procedures_handbook/accounting.php (2015-11-11)
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  • Billing and Receivables - Administrative Services - Western Illinois University
    the department account number The Union Service Center or the Billing and Receivables Office will verify and validate the deposit slip for all monies received The receipt s will be returned to the initiating department Local account income subcodes are given to the fiscal agent at the time an account is established There are different types of subcodes for various types of income Please call the Business Services Office to request a new subcode when a different type of income is received Other Resources Board of Trustees of Western Illinois University Regulations Faculty Policy Manual Civil Service Handbook University Policy Manual Western Illinois University Website Back to Top Home Site Map President Criteria for Search Waivers Gender Transition Guidelines VP for Administrative Services Business Services Accounting Billing and Receivables Business Services Financial Systems Payroll Property Accounting Records Management Travel Service Document and Publication Services Ensuring Quality and Consistency Office Supplies University Copier Program UCP Western Illinois University Business Cards Western Illinois University Letterhead Envelopes Mailing Labels Western Illinois University Flat Sheets Projects Not Requiring Document Preparation Services Projects Requiring Document Preparation Services Deliveries Pick Up Locations Mail Mail Preparation Interdepartmental Mail Outgoing US Postal Service Mail Incoming US Postal Service Mail Human Resources Academic Administrative Personnel Supplemental Pay Affirmative Action Civil Service Lump Sum Payments Collective Bargaining Solicitations Student Employment Lactation Accommodation Procedure Legal Assistance Parking Services Facilities Management Services General Information Building Maintenance Other Services Organization Funding General Maintenance and Capital Renewal Project Guidelines Charge Back Projects Cost Estimates Initiating Projects Procedures Estimates Project Costs Project Payment Obligations Moving Services Shipping Freight Off Campus Incoming Shipments Special Events Using University Facilities Safety Hazardous Material Management Disposal of Scrap Valuable Waste Transportation Services Policies and Procedures Drivers Employees Who May Request Drive and Ride in University Vehicles Requesting a Vehicle

    Original URL path: http://www.wiu.edu/vpas/administrative_procedures_handbook/billing.php (2015-11-11)
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  • Business Services - Administrative Services - Western Illinois University
    of the Account Signature Sheet All signatures of those persons authorized to sign on an account should be obtained before the sheet is submitted to the Business Services Office When changing the fiscal agent the previous fiscal agent s signature is required Note Fiscal Agents or alternates must be University employees Back to top Petty Cash or Change Fund A petty cash fund is defined as cash maintained on hand under the responsibility of a designated person for the purpose of purchasing inexpensive items on short notice Expense receipts are collected and periodically submitted to the Business Services Office for reimbursement Cash on hand plus receipts for expenditures should always equal the official established amount of the petty cash fund A petty cash fund should have a turnover rate of at least six times per year All requests for reimbursement should be made payable to Custodian s name Custodian Petty Cash Fund A change fund is defined as cash maintained on hand under the responsibility of a designated person for the purpose of making change for University related activities No payments for expenses may be made from change funds Petty cash and change funds and adjustments in approved amounts can be requested in writing from the Director of Business Services It is the responsibility of the department to maintain adequate security measures for the safekeeping of these funds Both petty cash and change funds are subject to audit internal and external on an unannounced basis Other Resources Board of Trustees of Western Illinois University Regulations Faculty Policy Manual Civil Service Handbook University Policy Manual Western Illinois University Website Back to Top Home Site Map President Criteria for Search Waivers Gender Transition Guidelines VP for Administrative Services Business Services Accounting Billing and Receivables Business Services Financial Systems Payroll Property Accounting Records Management Travel Service Document and Publication Services Ensuring Quality and Consistency Office Supplies University Copier Program UCP Western Illinois University Business Cards Western Illinois University Letterhead Envelopes Mailing Labels Western Illinois University Flat Sheets Projects Not Requiring Document Preparation Services Projects Requiring Document Preparation Services Deliveries Pick Up Locations Mail Mail Preparation Interdepartmental Mail Outgoing US Postal Service Mail Incoming US Postal Service Mail Human Resources Academic Administrative Personnel Supplemental Pay Affirmative Action Civil Service Lump Sum Payments Collective Bargaining Solicitations Student Employment Lactation Accommodation Procedure Legal Assistance Parking Services Facilities Management Services General Information Building Maintenance Other Services Organization Funding General Maintenance and Capital Renewal Project Guidelines Charge Back Projects Cost Estimates Initiating Projects Procedures Estimates Project Costs Project Payment Obligations Moving Services Shipping Freight Off Campus Incoming Shipments Special Events Using University Facilities Safety Hazardous Material Management Disposal of Scrap Valuable Waste Transportation Services Policies and Procedures Drivers Employees Who May Request Drive and Ride in University Vehicles Requesting a Vehicle Approval and Denial of Requests Accident Procedures Chartered Aircraft Chartered Bus Services Inclement Weather Grounding Vehicles Permanently Assigned Vehicles Use of a University Vehicle Vehicle Liability Insurance Vending Services Space Heater Restriction Public Safety Missing Student Procedures

    Original URL path: http://www.wiu.edu/vpas/administrative_procedures_handbook/business.php (2015-11-11)
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  • Financial Systems Administration
    In addition receipts with light print should be on a separate sheet than receipts with dark print Financial Systems If a new employee needs access to FRS the budget screens send an email to Business Services with your request Information regarding logging in to the system and navigating the screens can be found on the Business Services website Other Resources Board of Trustees of Western Illinois University Regulations Faculty Policy Manual Civil Service Handbook University Policy Manual Western Illinois University Website Back to Top Home Site Map President Criteria for Search Waivers Gender Transition Guidelines VP for Administrative Services Business Services Accounting Billing and Receivables Business Services Financial Systems Payroll Property Accounting Records Management Travel Service Document and Publication Services Ensuring Quality and Consistency Office Supplies University Copier Program UCP Western Illinois University Business Cards Western Illinois University Letterhead Envelopes Mailing Labels Western Illinois University Flat Sheets Projects Not Requiring Document Preparation Services Projects Requiring Document Preparation Services Deliveries Pick Up Locations Mail Mail Preparation Interdepartmental Mail Outgoing US Postal Service Mail Incoming US Postal Service Mail Human Resources Academic Administrative Personnel Supplemental Pay Affirmative Action Civil Service Lump Sum Payments Collective Bargaining Solicitations Student Employment Lactation Accommodation Procedure Legal Assistance Parking Services Facilities Management Services General Information Building Maintenance Other Services Organization Funding General Maintenance and Capital Renewal Project Guidelines Charge Back Projects Cost Estimates Initiating Projects Procedures Estimates Project Costs Project Payment Obligations Moving Services Shipping Freight Off Campus Incoming Shipments Special Events Using University Facilities Safety Hazardous Material Management Disposal of Scrap Valuable Waste Transportation Services Policies and Procedures Drivers Employees Who May Request Drive and Ride in University Vehicles Requesting a Vehicle Approval and Denial of Requests Accident Procedures Chartered Aircraft Chartered Bus Services Inclement Weather Grounding Vehicles Permanently Assigned Vehicles Use of a University Vehicle

    Original URL path: http://www.wiu.edu/vpas/administrative_procedures_handbook/financial.php (2015-11-11)
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