WELCOME toWELCOME toHealth Promotion, Health Promotion,

Education, and BehaviorEducation, and Behavior

WelcomeWelcome

Your office address for package Your office address for package deliveries:deliveries:University of South CarolinaUniversity of South Carolina

Health Promotion, Education, and Health Promotion, Education, and BehaviorBehavior

915 Greene915 Greene

Discovery I, Room 565Discovery I, Room 565

Columbia, SC 29208Columbia, SC 29208

WelcomeWelcome

Your office address for package Your office address for package deliveries:deliveries:University of South CarolinaUniversity of South Carolina

Health Promotion, Education, and Health Promotion, Education, and BehaviorBehavior

915 Greene915 Greene

Discovery I, Room 565Discovery I, Room 565

Columbia, SC 29208Columbia, SC 29208

WelcomeWelcome

Street address for HPEB:Street address for HPEB:University of South CarolinaUniversity of South Carolina

Health Promotion, Education, and Health Promotion, Education, and BehaviorBehavior

915 Greene915 Greene

Discovery I, Room 529Discovery I, Room 529

Columbia, SC 29208Columbia, SC 29208

Topics of InterestTopics of Interest

TravelTravelTravel ReimbursementTravel ReimbursementPurchasing / SuppliesPurchasing / SuppliesCopierCopierMail (campus mail and outside USC)Mail (campus mail and outside USC)MailboxesMailboxesUSCeRAUSCeRACash AdvanceCash Advance

Topics of Interest, cont’d.Topics of Interest, cont’d.

E-VerifyE-VerifyGeneral Office InformationGeneral Office InformationStaff MembersStaff Members

- Pam Metz, Administrative Assistant- Pam Metz, Administrative Assistant

- Renee Kyzer, Administrative Coordinator- Renee Kyzer, Administrative Coordinator- Ann Cassady, Business Manager- Ann Cassady, Business Manager

- Ken Watkins, Graduate Director- Ken Watkins, Graduate Director- Casey Goldston, Student Coordinator- Casey Goldston, Student Coordinator- Tam Parker, Part-time Admin Asst- Tam Parker, Part-time Admin Asst

USC Travel PolicyUSC Travel Policy

The USC travel applies to all travel for the The USC travel applies to all travel for the purpose of conducting business of the purpose of conducting business of the UniversityUniversity

Traveler should exercise same care in Traveler should exercise same care in incurring expenses and accomplishing an incurring expenses and accomplishing an assignment as you would if traveling for assignment as you would if traveling for personal purposepersonal purpose

When policy and procedures are followed, When policy and procedures are followed, State law provides faculty/staff, while State law provides faculty/staff, while traveling for the University, reimbursement traveling for the University, reimbursement for expenses incurredfor expenses incurred

Travel Authorization (TA)Travel Authorization (TA) Must have a TA on file at least 2 weeks before Must have a TA on file at least 2 weeks before

travelingtraveling Note: TAs are required, for departmental records, Note: TAs are required, for departmental records,

even if no reimbursement is expectedeven if no reimbursement is expected Complete the departmental travel Complete the departmental travel

authorization request form (this form is the authorization request form (this form is the HPEB web site)HPEB web site) Travel information needed:Travel information needed:

Dates of travelDates of travel VIP number (found on VIP)VIP number (found on VIP) Purpose of travel – details for the travelPurpose of travel – details for the travel DestinationsDestinations Budget for expensesBudget for expenses

Travel Authorization (TA), Travel Authorization (TA), cont’d.cont’d.

Estimate of expense you will incur for the Estimate of expense you will incur for the trip:trip:Mileage, only if driving your personal vehicleMileage, only if driving your personal vehicleHotel Hotel Meals (see chart for per diem allowance)Meals (see chart for per diem allowance)Registration for conferenceRegistration for conferenceParking / locate transportationParking / locate transportationAccount number – account to receive chargeAccount number – account to receive charge

Sign the original TA Sign the original TA Put in Ann Cassady’s mailbox or email Put in Ann Cassady’s mailbox or email

directly to Anndirectly to Ann

Reserving State VehicleReserving State Vehicle In order to reserve a State vehicle, you must In order to reserve a State vehicle, you must

register with the State Fleet, which requires a register with the State Fleet, which requires a driver’s record from the DMV.driver’s record from the DMV.

Once State Fleet has your driving record, you Once State Fleet has your driving record, you can reserve a State vehicle, using the online can reserve a State vehicle, using the online system system Web site: http:www.sc.edu/vmps.sfm_rq.htmWeb site: http:www.sc.edu/vmps.sfm_rq.htm Pick up vehicle at 1022 Senate StreetPick up vehicle at 1022 Senate Street

Will receive a University gas card with the Will receive a University gas card with the State vehicleState vehicle

Will need to have your driver’s license with Will need to have your driver’s license with you when you pickup the vehicleyou when you pickup the vehicle

MileageMileageShould a State vehicle Should a State vehicle not benot be available available

at the time you need to travel, you at the time you need to travel, you may use your personal vehicle, may use your personal vehicle, however you will need a statement however you will need a statement from State Fleet indicating “no state from State Fleet indicating “no state vehicle available for the requested vehicle available for the requested time”. time”. Ensure mileage is included on your TAEnsure mileage is included on your TAReimbursement for mileage is currently Reimbursement for mileage is currently

5656¢ per mile, ¢ per mile, only if you have the statement only if you have the statement indicating no State vehicle was availableindicating no State vehicle was available

Mileage, cont’d.Mileage, cont’d. If a State vehicle If a State vehicle isis available at the time available at the time

you need to travel, but you elect to use you need to travel, but you elect to use your personal vehicle:your personal vehicle: Ensure mileage is included on your TAEnsure mileage is included on your TA Reimbursement for mileage is currently Reimbursement for mileage is currently 5252¢¢ per per

milemile

Note: The mileage reimbursement information is included on the TA form

Meals (per diem)Meals (per diem)

Meals will be reimbursed based on Meals will be reimbursed based on time of departure and time of return time of departure and time of return up to a maximum allowance of $32 up to a maximum allowance of $32 per day for out-of-state and $25 for per day for out-of-state and $25 for in-state (see breakdown of per diem in-state (see breakdown of per diem on next slides)on next slides)

Meals (Meals (out-of-stateout-of-state)) BreakfastBreakfast

Time of Departure your home Time of Departure your home Before 6:30amBefore 6:30am Time of Return to your home Time of Return to your home After 11:00amAfter 11:00am

$7.00$7.00 LunchLunch

Time of Departure your home Time of Departure your home Before 11:00amBefore 11:00am Time of Return to your home Time of Return to your home After 1:30pmAfter 1:30pm

$9.00$9.00 DinnerDinner

Time of Departure your home Time of Departure your home Before 5:15pmBefore 5:15pm Time of Return to your home Time of Return to your home After 8:30pmAfter 8:30pm

$16.00$16.00 Total allowance per day = $32Total allowance per day = $32

Meals (Meals (in-statein-state)) BreakfastBreakfast

Time of Departure your home Time of Departure your home Before 6:30amBefore 6:30am Time of Return to your homeTime of Return to your home After 11:00amAfter 11:00am

$6.00$6.00 LunchLunch

Time of Departure your home Time of Departure your home Before 11:00amBefore 11:00am Time of Return to your home Time of Return to your home After 1:30pmAfter 1:30pm

$7.00$7.00 DinnerDinner

Time of Departure your home Time of Departure your home Before 5:15pmBefore 5:15pm Time of Return to your home Time of Return to your home After 8:30pmAfter 8:30pm

$12.00$12.00 Total allowance per day = $25Total allowance per day = $25

Travel Reimbursement (TRV)Travel Reimbursement (TRV)

Complete the departmental TRV form Complete the departmental TRV form showing all expenses to be reimbursed, showing all expenses to be reimbursed, (this form is on the department’s web (this form is on the department’s web page)page)

Must have original receipts (except for Must have original receipts (except for mileage and meals, which is only per-mileage and meals, which is only per-diem)diem)

The account PI must approve all expenses The account PI must approve all expenses incurred – sign the departmental TRV formincurred – sign the departmental TRV form

Travel Reimbursement (TRV), Travel Reimbursement (TRV), cont’d.cont’d.

Once PI has approved, the form, with Once PI has approved, the form, with original receipts, should be given to Ann.original receipts, should be given to Ann.

Ann will prepare the official TRV form, Ann will prepare the official TRV form, return to individual for their signature.return to individual for their signature.

Once signed, return to Ann for forwarding Once signed, return to Ann for forwarding to the Travel Department for processingto the Travel Department for processing

PurchasingPurchasing Complete the departmental form for all Complete the departmental form for all

supplies. You can find this form on the supplies. You can find this form on the HPEB web siteHPEB web site All general offices supplies – State contract All general offices supplies – State contract

now with Staples Advantagenow with Staples Advantage University has contracts with vendors for University has contracts with vendors for

printer cartridges (Staples for HP and Academic printer cartridges (Staples for HP and Academic Supplier for Cannon)Supplier for Cannon)

The order form must have the cartridge type to The order form must have the cartridge type to ensure the correct cartridge is ordered for your ensure the correct cartridge is ordered for your printerprinter

Use this form for special orders Use this form for special orders

Membership RenewalsMembership Renewals Membership renewals require prior Membership renewals require prior

approval from the department chair and approval from the department chair and deandean Provide Ann Cassady a copy of the completed Provide Ann Cassady a copy of the completed

membership renewal formmembership renewal form Ann Cassady will prepare the approval memoAnn Cassady will prepare the approval memo Once the approval memo is received, the Once the approval memo is received, the

renewal will be processed using the USC renewal will be processed using the USC Purchasing cardPurchasing card

CopierCopier

Copier for department is located in room Copier for department is located in room 529529

Obtain a copier code from PamObtain a copier code from Pam Report any copier problems to either Pam Report any copier problems to either Pam

or Tamor Tam Copier training is available, check with Copier training is available, check with

Pam, Tam or AnnPam, Tam or Ann

Outgoing MailOutgoing Mail

All outgoing mail must have a code slip to All outgoing mail must have a code slip to indicate that the postage should be indicate that the postage should be charged to the appropriate accountcharged to the appropriate account

Please give any outgoing mail to either Please give any outgoing mail to either Tam, Pam or Ann. They will handle to Tam, Pam or Ann. They will handle to ensure the correct code slip is placed with ensure the correct code slip is placed with the mailing.the mailing.

Personal mail can be sent from the office if Personal mail can be sent from the office if the correct postage is on the envelope(s).the correct postage is on the envelope(s).

Outgoing Mail, cont’d.Outgoing Mail, cont’d. All campus mail should be placed in an All campus mail should be placed in an

interoffice envelopeinteroffice envelope All outgoing and campus mail is placed in All outgoing and campus mail is placed in

the appropriate mail trays in room 529the appropriate mail trays in room 529

Federal Express MailFederal Express Mail

Complete the Federal Express mail form (form Complete the Federal Express mail form (form located in work room of HPEB)located in work room of HPEB) This mailing form has the departmental account This mailing form has the departmental account

number (pre-printed)number (pre-printed) Call FedEx to let them know you have a Call FedEx to let them know you have a

package package Leave package in room 565 Leave package in room 565 Indicate on the mailing slip the account to Indicate on the mailing slip the account to

charge for the package (grant or charge for the package (grant or departmental)departmental)

Put the top copy of the FedEx shipment form Put the top copy of the FedEx shipment form in Ann’s mailbox.in Ann’s mailbox.

MailboxesMailboxes

Check your mailbox in room 529 on a daily Check your mailbox in room 529 on a daily basisbasis

All faculty/staff/GAs/TAs have an assigned All faculty/staff/GAs/TAs have an assigned mailbox in room 529. These mailboxes mailbox in room 529. These mailboxes are maintained by Tam Parker.are maintained by Tam Parker.

USCeRAUSCeRARegister on the USCeRA systemRegister on the USCeRA systemAll grant / contract proposals must be All grant / contract proposals must be

uploaded on USCeRAuploaded on USCeRAWhen answering questions on USCeRA the When answering questions on USCeRA the

required forms will appear on front page, required forms will appear on front page, i.e.,i.e.,Sole SourceSole SourceCollaborationCollaboration

Must upload all backup information related Must upload all backup information related to the proposal, i.e., budget, budget to the proposal, i.e., budget, budget justification, support documentation, etc.justification, support documentation, etc.

When submitted, the proposal will When submitted, the proposal will automatically channel for all approvalsautomatically channel for all approvals

Cash Advance TrainingCash Advance Training

University requires, before acting as University requires, before acting as custodian of a cash advance (incentives custodian of a cash advance (incentives for grant participants), you must complete for grant participants), you must complete the cash advance training.the cash advance training. Custodian of a cash advance MUST be a full-Custodian of a cash advance MUST be a full-

time employee (no student hires are time employee (no student hires are authorized to be named as custodian)authorized to be named as custodian)

Contact Ann Cassady to schedule a cash Contact Ann Cassady to schedule a cash advance trainingadvance training

Reporting of Sick LeaveReporting of Sick Leave

Faculty accrues sick leave; no annual Faculty accrues sick leave; no annual leaveleave

All classified personnel accrue both annual All classified personnel accrue both annual and sick leave.and sick leave.

All annual / sick leave is reported to Ann All annual / sick leave is reported to Ann Cassady on a bi-monthly basis (by the 15Cassady on a bi-monthly basis (by the 15thth and last day of the month).and last day of the month).

Indicate the number of hours or days Indicate the number of hours or days taken as annual / sick leave, if applicable.taken as annual / sick leave, if applicable.

Ann reports sick leave to HR.Ann reports sick leave to HR.

E-Verify (Electronic Verification E-Verify (Electronic Verification of Employment Eligibilityof Employment Eligibility

E-Verify is an internet-based system E-Verify is an internet-based system operated by the U.S. Department of operated by the U.S. Department of Homeland Security in partnership with the Homeland Security in partnership with the Social Security CommissionSocial Security Commission

All newly hired employees (to include All newly hired employees (to include student hires) must be processed through student hires) must be processed through the E-Verify systemthe E-Verify system

This verification MUST be completed This verification MUST be completed no no later than the third day of hirelater than the third day of hire

USC Parking USC Parking

Parking – contact USC Parking for Parking – contact USC Parking for appropriate parking stickerappropriate parking sticker

Location of “free” lot is down by the Location of “free” lot is down by the Colonial Life Center – Z stickerColonial Life Center – Z sticker

Parking can tell you if there are any Parking can tell you if there are any available space in reserved lots – cost available space in reserved lots – cost varies depending on the lot/garage varies depending on the lot/garage

Meters are approximately 75Meters are approximately 75¢ per hour¢ per hour

Office Keys Office Keys

• Must see Pam for office keysMust see Pam for office keys• Notify Pam immediately if any key is Notify Pam immediately if any key is

misplaced or lostmisplaced or lost• When you leave the University, your When you leave the University, your

HPEB office keys must be returned to HPEB office keys must be returned to PamPam

Staff Duties – Who to ContactStaff Duties – Who to ContactPam Metz, Department Chair Admin Pam Metz, Department Chair Admin

AssistantAssistant Organizing eventsOrganizing events KeysKeys Reserve AV equipment (backup Ann)Reserve AV equipment (backup Ann) Reserve a HPEB conference room (backup Ann)Reserve a HPEB conference room (backup Ann) Copier problems / issues (backup Tam)Copier problems / issues (backup Tam) Facilities issues to include IT, phone and Facilities issues to include IT, phone and

building maintenancebuilding maintenance

Staff Duties – Who to ContactStaff Duties – Who to ContactAnn Cassady, Ann Cassady,

Departmental Financial informationDepartmental Financial informationDepartmental forms (operational)Departmental forms (operational)Grant activityGrant activityTravelTravelHuman ResourcesHuman ResourcesPurchases / ordering suppliesPurchases / ordering supplies

Staff Duties – Who to ContactStaff Duties – Who to Contact

Renee Kyzer, Admin Coordinator•Spaces•Student Database•Grant Activity•Promotional publications for faculty and students

Staff Duties – Who to ContactStaff Duties – Who to Contact

Tam Parker, Part-time Admin AsstTam Parker, Part-time Admin AsstCopying (to include scan documents Copying (to include scan documents

from copier)from copier)Mailing slipsMailing slipsFedEx packagingFedEx packagingScanning Scanning (backup Pam or Ann)(backup Pam or Ann)

Mailboxes for faculty/staff/studentsMailboxes for faculty/staff/studentsSpecial projects Special projects

Staff Duties – Who to ContactStaff Duties – Who to ContactCasey Goldston, Student CoordinatorCasey Goldston, Student Coordinator

Teaching HPEB 335Teaching HPEB 335Admission-related questionsAdmission-related questionsDepartmental student related formsDepartmental student related formsInternational student questionsInternational student questionsStudent filesStudent filesAssists with assigning Teaching Assists with assigning Teaching

assistantshipsassistantshipsAssists with assigning Graduate Assists with assigning Graduate

assistantshipsassistantshipsScheduling of classesScheduling of classes

Staff Duties – Who to ContactStaff Duties – Who to Contact

Ken Watkins, Graduate DirectorKen Watkins, Graduate DirectorDoctoral qualifying examDoctoral qualifying examMasters comprehensive exam (non-Masters comprehensive exam (non-

MPH)MPH)MSW/MPH programMSW/MPH programStudent filesStudent filesAssigning Teaching assistantshipsAssigning Teaching assistantshipsAssigning Graduate assistantshipsAssigning Graduate assistantships

Staff Duties – Who to ContactStaff Duties – Who to Contact

Note: The complete list of “Who to Contact” is included on HPEB’s web page

Go Cocks!