Table of Contents
1.0 Financials
1.1 Procurement Procedures
This procedure provides guidelines for purchases where
Procurement Services has delegated procurement authority to individual
departments. The delegated authority is currently for purchases less than
$5,000. The purchasing authority of Georgia Institute of Technology is
delegated by the State of Georgia, Department of Administrative Services,
Materials Management Division. This authority is vested in Procurement
Services and administered under the State Purchasing Rules and Regulations.
The Business and Finance Office web site http://www.admin-fin.gatech.edu/policies.htm
contains information, policy, and procedures relevant to conducting financial
business at Georgia Tech. There is also a "Georgia Technology Administrative
Service Center (GTASC)" web site https://intranet.gatech.edu/cfprod/intranet/new_main.cfm
that provides links to policy updates, business applications, and frequently
asked questions.
General Guidelines
A purchasing authority limited to a maximum expenditure
less than $5,000.00 has been delegated to the individual departments.
Agency/statewide contract and mandatory sources items less than $5,000.00
may be purchased via the Georgia Tech P-Card (see Section 1.3 P-Card Transactions).
As delegated by the State of Georgia, all purchases
and request for services over $5000 must be processed through Procurement
Services. Any non-SWC requests in excess of $5000 go through the bidding
process. All orders under $5,000 can be processed at the departmental
level with a DPO. The only exception to this is that Procurement Services
places all Dell orders, even if on a DPO. All orders must be submitted
via PeopleSoft Procurement. Individuals can register for PeopleSoft training
at http://www.trainsweb.gatech.edu/peoplesoft.index.asp.
As with any other training, prior approval by your manager or director
is required.
Allowable purchases: In general, Institute funds may
be used to purchase items related to our missions of instruction, research,
and public service. Specific rulings have been made on various items and
the legality of such a purchase. Guidance in addition to that given below
can be found at http://www.admin-fin.gatech.edu/business/purchasing/0500213.html.
Employee purchasing: The Board of Regents Policy Manual,
Statement 707.02 addresses the issue of purchases by employees, stating
the following: "Employees of the University System shall not purchase
goods or services through channels used in the purchase of goods and services
for the operation of the University System." This means that an employee
cannot use the University's buying power (discounts) for personal purchases,
or use the University's tax-exempt status for personal purchases. All
other procurement requests not specifically addressed in this section
(i.e. Bookstore, Library charges, Printing and Copying Services, Facility
Charges, etc.) should be coordinated with the RM Staff assigned to your
area.
Procedures
1.1.1 Requisition Process
- End users or their administrative support person submit requisitions
via PeopleSoft to RM Financial Specialist/Financial Manager. Requests
must include any applicable quotes, EDP Request form (see Section 1.5
for guidelines), sole source justification, etc. and have the appropriate
authorization/approval as required by each Directorate.
- RM Financial Specialist/Financial Manager finalizes processing of
request through the appropriate channels to Purchasing assuming that
all appropriate documentation is provided with the requisition. Backup
documents are placed in the file for use in verifying the accuracy of
the invoice. Estimated RM processing time, assuming documentation and
approval is in order, is two business days.
- Administrative Support/RM Financial Specialist/Financial Manager
keys the requisition and all appropriate information into the OIT internal
tracking system.
- The end user/administrative support person receives an email from
the PeopleSoft system when the requisition is approved. It is the responsibility
of the end user/administrative support person to provide DPOs to the
vendor for orders. Purchase Orders outside of the end users delegated
authority are placed by Procurement Services.
- " Once end user receives product, verifies shipment for accuracy and
quality, the packing slip should be submitted to RM with approval signature
authorizing payment of invoice. End user should notify RM Staff immediately
of any issues with the order for appropriate determination of resolution
process.
1.1.2 Invoice Payment
- When the RM Financial Specialist/Financial Manager receives an invoice
they check the appropriate internal procurement file to verify accuracy.
- RM Financial Specialist/Financial Manager approves invoices as soon
as possible and forward to Accounts Payable for payment to ensure compliance
with State of Georgia Regulations.
- Invoices are approved immediately by RM Financial Specialist/Financial
Manager if everything is in order, i.e., there are matching packing
slips in the file for each item on the invoice and costs are correct.
- If no packing slip is in the file then RM Financial Specialist/Financial
Manager contacts the end user and request status of order to determine
if it is okay to pay the invoice.
- RM Financial Specialist/Financial Manager work with end users and
vendors to address shipping and/or billing issues until resolved and
payment can be made.
- Per State of Georgia Regulations all checks are mailed 30 days after
date on invoice.
Forms
1.1.3 Petty Cash
General Guidelines
An employee who makes a purchase on behalf of the Institute
may be reimbursed (no single transaction can exceed $200) for the purchase
from petty cash. Items that may not be purchased by the Institute's Purchasing
department (i.e. alcoholic beverages) may not be purchased with petty
cash funds. Also, items mandated for requisition through the Purchasing
department may not be purchased with petty cash funds even if the shipment
of the item has been delayed or it is out of stock. Violations of petty
cash policy may result in non-reimbursement.
Allowable Petty Cash Transactions:
- Purchases for small dollar needs
- Purchases for which goods are received at the time of purchase
- Parking expenses not submitted on an expense report
Unallowable Petty Cash Transactions:
- Items covered by State or Institute contracts
- Travel reimbursements
- Per-diem and fees
- Registration fees
- Memberships
- Personal check cashing and loans
Procedures
Employee should complete the Petty Cash form, sign original
receipt, and submit to RM Financial Specialist/Financial Manager within
seven business days of transaction. Petty cash reimbursement, assuming
compliance of procedure, occurs within two business days. Employees must
sign the form acknowledging receipt of the cash.
Forms
1.1.4 P-Card Transactions
General Guidelines
The Georgia Tech Procurement Card (P-card) is a valuable
and efficient tool for securing specific goods or services worth less
than $5000. Each P-card holder is assigned in advance an authorized spending
limit (i.e. card holder may only be authorized to make purchases up to
$2,000) and it is their responsibility not to exceed these limits. Prior
to the issuance of a P-card, an employee must have the appropriate management
approval and attend mandatory training conducted by Procurement Services.
All P-card holders will be familiar with and responsible to follow the
P-card policies and procedures located at: http://www.business.gatech.edu/depts/PURCHASE/ps/pcardtoc.htm.
Each P-card holder is responsible for the charges on their card and for
getting approval from their managers prior to making purchases. Institute
compliance with P-card policies and procedures is strongly enforced by
RM.
Allowable P-card Transactions
- Subscriptions
- Registrations
- Items on SWC under $5000
- Non-inventory equipment (equipment under $3,000 with Director's approval)
- Lab, research, or office supplies
- Printing
- Utilities (phone bills, pagers, etc.)
- Office furniture or files
- Services (consultant services, architects, physicians, engineers,
freelance photographers, writers, or artists, temporary employment agencies,
maintenance and repair service contracts). Any non-contract vendor is
encouraged to sign the Non-Contract Freelance Agreement.
Unallowable P-card Transactions
- Travel
- Entertainment
- Cash advances
- Gasoline
- Items for personal use
- Inventory items over $3,000
- Gifts
- No splitting of orders to remain within transaction limit
Procedures
- RM Financial Specialist/Financial Manager accesses the p-card statement
on the Web daily. The RM Financial Specialist/Financial Manager compares
the P-card statement on the Web with the cardholder's P-card log and
re-distributes all charges to the appropriate account/project.
- RM Financial Specialist/Financial Manager posts all charges to the
internal tracking system on a weekly basis.
- By the 2nd week of the month each cardholder is required to turn
in their P-card statement from the bank, their monthly log detailing
each purchase and the corresponding receipts. The cardholder signs the
statement and log as verification that all the charges are correct and
within campus guidelines.
- RM Financial Specialist/Financial Manager reviews all logs and verifies
that everything is in order and that policy has been followed. Upon
completion of this review, the RM Financial Specialist/Financial Manager
signs and places in the appropriate file.
Forms
1.1.5 Request for Services
General Guidelines
Payments to non-employee individuals and firms for services
fall into one of the following categories: honorarium (expense-only reimbursements,
non-faculty instructors or lecturers) or consultants. Please refer to
the Business and Finance Office web site for specific policy regarding
eligibility for reimbursement of this nature.
Procedures
Once eligibility is determined, the OIT Directorate
should submit a quote from vendor/independent contractor, EDP (if required)
and statement of work to include dates of service to RM Financial Specialist/Financial
Manager for processing through the appropriate channels. New vendors/independent
contractors will be required to complete a Vendor Profile form prior to
any purchase orders being issued by procurement.
Forms
1.1.6 Electronic Data Purchasing
General Guidelines
The Electronic Data Purchasing (EDP) process is an opportunity
for an informed review of acquisitions of IT goods and services. This
review is intended to help campus-users make educated acquisition decisions
and avoid potential implementation and support problems. The goal is to
mitigate potential risks that include:
- Acquiring applications or equipment for which there is no support
on campus.
- Acquiring systems that have inherent systems security deficiencies.
- Acquiring systems that are incompatible with the campus information
architecture.
The thresholds that drive the need for an EDP approval vary by intended
purpose. Therefore, there are separate guidelines for systems intended
for instruction or research and for systems that will be used for administrative
or business purposes.
Sections of the EDP Request form address areas of sensitive information,
system administration, and security. It is in our collective best interest
to consider these areas in the planning for all new systems.
Procedures
EDP guidelines are available in RM. Online EDP guidelines
available at http://www.oit.gatech.edu/staff/edps/
are interactive. You can click on the headers to get additional information
to clarify items included in each category. For administrative systems,
please use the Administrative guidelines. For instructional and research
systems, please use the Instructional and Research guidelines.
To submit an EPD, please download and complete the EDP
form located at http://www.oit.gatech.edu/staff/edps/
. Email the completed form to edp@oit.gatech.edu. You may use the example
of a completed EDP located at the EDP site to serve as a guide to
assist with the completion of the form. Specific process questions from
your business managers can be directed to edp@oit.gatech.edu.
Forms
1.1.7 Memberships
General Guidelines
The following represents the Attorney General's Opinion
68-110 and constitutes the basis for OIT's policy concerning memberships.
Payment of dues and fees are permitted provided that:
- Membership is in the name of the State department, institution, or
agency; or
- Membership is in the name of an individual, but the individual is
required by his State department, institution, or agency to be a member
of the organization as part of his employment. Within OIT this is further
defined as:
- Membership in a professional organization that directly relates
to a recognized or desired qualification published on an OIT Generic
Job Description or Individual Workload Assignment (ex. membership
in a professional organization that is a pre-requisite for attaining
a certification named on a Job Description).
- Membership in an organization that relates directly to on-going
job duties or long-term workload assignments published on an OIT
Individual Workload Assignment (ex. someone may be assigned to an
implementation project where temporary membership to a user group
would be valuable) and
- must be directly applicable to workload assignment,
- should provide potentially useful information exchange in
fulfillment of workload assignments,
- provides professional development opportunities that enhance
one's job skills, and
- membership should be dropped if no benefit is realized in
a given year.
Memberships in organizations that appeal to an individuals
interests, but is not perceived as relevant to current or anticipated
workload assignment, receives no sponsorship by Georgia Tech and should
not infringe on work schedule or job performance of the employee.
No dues or fees shall be approved unless the organization
is related to the functions of, and assimilates information for the benefit
of, the State agency involved and the organization also performs other
services beneficial to that State agency. Further, no membership dues
or fees payments/reimbursements are approved to any individual except
in cases where such membership is required for the position.
OIT's ability to cover costs may be limited by budget
constraints. We will make every effort to cover the membership costs identified
in 2a and 2b above, or will consider removing these requirements from
the position.
If an organization allows institutional memberships,
any memberships must be in the Institute's name. If the organization does
not allow institutional memberships, individual memberships may be allowed
if there is a cost justification for such membership, such as the following:
- The savings on the cost of registration is more than the cost of membership.
For example, membership fees are $100. The cost of a workshop to members
is $150 and to nonmembers it is $300. The registration fee and membership
combined ($250) is less than the nonmember registration. By joining,
there is a net cost savings to Georgia Tech.
- The savings on the cost of required publications is more than the
cost of membership. For example, the department is ordering some publications.
Without membership the cost would be $450. The cost of membership is
$50 and includes a discount on publications that would reduce the above
order to $300. So by joining, there is a net cost savings to Georgia
Tech.
1.1.8 Other Procurement
Requests
General Guidelines
It is unlawful for Georgia Tech to make purchases for
the personal use of its employees (Acts of 1939 40-1936). While it is
difficult to define specifically all such goods and services, the following
list includes examples of items which have been denied (by State Purchasing
Division, other State agencies, and Georgia Tech) for purchase in the
past using state funds, on the grounds that the apparent end-use is personal
in nature:
- Christmas decorations and cards
- Cut flowers / plants
- Entertainment, alcoholic beverages and/or refreshments
- Table radios
- Watches, groundbreaking shovels and other items to be granted as a
donation or gratuity in favor of a person, corporation or association
- Dues to a Chamber of Commerce
- Employment agency placement fees
- Clothing, such as tuxedos, used for commencement services or other
personal use
- Personal moving expenses
- Airline club memberships
- Gifts
- Bottled water - There are justifiable reasons, however, that would
allow the purchase of bottled water. Examples include: use in laboratories,
non-potable water, etc. Purchasing is responsible for verifying that
it is purchased properly and requests that departments make a note on
the orders indicating the justification.
- Aspirin, etc. - OSHA prohibits the purchase of anything that is taken
orally. (Note: first aid kits should exclude oral medication)
Procurement requests through campus entities (i.e. Bookstore,
Library charges, Printing and Copying Services, Facility Charges, etc.)
should be coordinated with the RM Staff assigned to your area.
1.2 Travel Expenses
General Guidelines
Travel Authority Request (TA) form is to be
submitted to RM Financial Specialist/Financial Manager whenever an employee
travels on official Georgia Tech business, even if no cost is incurred
to the Institute. This form is utilized for insurance purposes and must
be submitted two weeks prior to departure. The original Travel Authority
Request form is kept by the appropriate RM Financial Specialist/Financial
Manager and estimated costs noted on the internal spreadsheet. Failure
to complete a travel authorization could result in non-reimbursement of
the trip. Please refer to the Business and Finance Office web site for
official Travel Policy and Procedures.
Employees traveling on official business should obtain
airfare that results in the lowest cost to the Institute consistent with
their scheduling requirements. Employees are required to use the Statewide
Airline Contract unless a lower fare can be obtained and the contract
airline is offered an opportunity to meet the fare, or the schedule for
a flight does not meet the traveler's schedule and would cause undue hardship.
Justification for use of non-contract fares must be provided on the travel
expense statement.
Travel Expense Statement (TES) must be used
to request reimbursement for expenses associated with official travel
and should be submitted to RM Financial Specialist/Financial Manager within
five working days of travel if reimbursement is expected. Effective August
1, 2002 Georgia Tech began direct deposit of all faculty and staff reimbursement
as standard operating procedure in conjunction with the implementation
of payroll direct deposit. The reimbursement is made as a direct deposit
to the same account that the traveler's paycheck is deposited. A system
generated email notification of the reimbursement deposit is sent to the
employee's and the RM Financial Specialist/Financial Manager's official
GIT email address when a reimbursement payment has been made.
Procedures
Specifics needed on the Travel Authority are as follows:
- Form must be typed.
- Travel Information section completed in full.
- Estimated expenses should be as close to reality as possible. High
cost areas need to be noted in advance on TA if expenses are expected
to exceed standard allowances.
- Itinerary and/or copy of registration form must accompany TA.
- Funding source for travel expenses specified.
- Appropriate approvals by manager and/or OIT director.
Travel Inc. @ (770) 291-4100 is the recommended agency
to use for obtaining airfare. The service is excellent and they establish
a traveler profile for ease in processing your travel arrangements. In
order to direct bill airfare to the Institute the traveler must supply
Travel Inc. with an approved copy of the TA. In the event that the Traveler
pays for their own airfare a copy of the receipt and itinerary will need
to be included with the Travel Expense Statement when requesting reimbursement.
Prior to travel the Administrative Secretary in each group gives the traveler
a copy of the 'Georgia Tech Pocket Guide for Travelers' for reference
while away from the campus.
Specifics needed on the Travel Expense Statement
are as follows:
- Form must be typed.
- Include original receipts.
- Must be signed by the traveler and have appropriate management approval
prior to submission.
- The Travel Expense Statement is reviewed within 24 hours by the RM
Financial Specialist/Financial Manager and either returned to the traveler
for corrections or sent to Accounts Payable for payment.
Note: For security reasons your social security
number should never be included on any Travel Expense Statement or Travel
Authority Form. Employees should use their employee ID and official guests/visitors
should provide their social security number (or ITIN / EIN) only on the
Vendor Profile Form (US citizens) or W-8Ben (non-resident aliens).
Credit card numbers, driver's license numbers, and
other confidential information should not be provided when submitting
reimbursement requests. If that number appears on meal receipts, rental
car documentation, or other travel receipts, it should be blocked out
using a black marker. Primary responsibility for removing confidential
information rests with the traveler but Resource Management also reviews
documentation at time of processing to ensure that our employees and guests
are protected. At time of payment, Accounts Payable also reviews receipts
and blocks out sensitive information. In some instances the documents
have already been scanned and blocking these fields becomes significantly
more difficult.
Forms
1.2.1 Registration Fees
Procedures
Registration fees for attendance to conferences or seminars
can be processed via the following options:
- Employee submits a completed Check Request form and supporting documentation
(i.e. copy of seminar announcement, agenda, registration form, etc.)
with the appropriate manager or OIT director approval to RM for processing.
- Registration fee can be processed via a departmental P-card.
- Registration fee is paid for by attendee and included as a line item
on the TES for reimbursement.
Forms
1.2.2 Corporate Travel
Card
General Guidelines
The American Express Corporate Card and the Diners Club
Card may be used only for official travel related to the Institute's business.
Personal and non-travel expenses are not to be charged on the Corporate
Cards. The employee is responsible for the account and must make all payments.
Procedures
- Permanent employees wishing to obtain an American Express Corporate
Card or Diners Club Card for use during official GT travel should see
RM Staff for an application form and GT Agreement.
Forms
1.3 Foundation Accounts
General Guidelines
The Institute permits the use of Georgia Tech Foundation
(GTF) funds for reimbursement of approved entertainment expenses and other
purchases not allowable through the Institute. All GTF reimbursements
must have the appropriate director and/or OIT management approval prior
to incurring the expense. Failure to comply with this requirement could
result in non-reimbursement of expense.
Procedures
If an event involves food or entertainment, a request
for approval should be submitted to The RM Director (RM), via e-mail,
at least ten days prior to the event with the following information:
Purpose of the event
Name of participants
Date of event Service provider
Anticipated cost
Foundation account supporting cost
- If reasonable and appropriate, RM Director e-mails an approval to
the requester and RM Administrative Manager.
- RM Administrative Manager processes all reimbursements once signed
receipts are turned in and matched to the appropriate prior approval.
- RM Administrative Manager posts expenses to the internal ledgers.
- Executive Director, CIO and in their absence RM Director signs/approves
all reimbursement forms.
- RM Financial Manager reconciles all ledgers each month.
- Reimbursement through GTF, assuming compliance with procedure, takes
seven business days.
1.3.1 Corporate
Liaison Program
General Guidelines
The Corporate Liaison Program (CLP) is Georgia Tech's
mechanism for managing and supporting interaction with companies interested
in Georgia Tech's research, students, and faculty. Employees who interact
with CLP program members can earn individual discretionary funds (not
personal income).
Procedures
- In order to earn points (funds) for CLP participation the employee
must submit a CLP Interaction Report during the period the interaction
occurred.
- " Questions concerning member companies, earnings and use of funds
should be directed to RM or you can visit the Corporate Relations website
at http://www.dev.gatech.edu/depts/corp/1.html.
Forms
1.4 Budgeting and
Accounting
1.4.1 Account Reconciliation
General Guidelines
All discrepancies between the Institute ledgers and
OIT internal ledgers are taken care of immediately by the RM Financial
Specialist/Financial Manager as appropriate.
Procedures
- Each month all OIT projects and revenue accounts are reconciled against
the internal ledgers for accuracy.
- RM Financial Specialists/Financial Manager reconciles the RM internal
tracking system spreadsheets to the General Ledger by the 10th business
day of each month.
- RM Financial Specialists/Financial Manager rotate the reconciling
of accounts to ensure the reliability of the records. RM Financial Manager
sets up an annual rotating schedule for reconciling and provides to
each RM Financial Specialist.
- Each month after reconciling the accounts each RM Financial Specialist/Financial
Manager prepares a report of all un-reconciled activity that is 60 days
or older. This is due to RM Financial Manager by the 15th business day
of each month.
- RM Financial Manager reviews the report for items of concern and discusses
with the RM Director as appropriate.
1.4.2 Budget Procedures
General Guidelines
Budget allocations are provided to departments annually
in the spring. Departments submit original budgets electronically based
on the allocation and anticipation of how those funds will be spent. Budgets
must be amended when operating expenses deviate from the original plan.
Amendments are submitted as needed to cover actual expenditures.
Procedures
- RM Financial Manager establishes due dates for the RM Financial Specialists
monthly to allow completion and routing of amendments prior to the due
date from the Budget Office.
- RM Financial Specialists/Financial Manager contact each Director to
review and determine appropriate items for amendment.
- RM Financial Specialists/Financial Manager formulate and input amendments
into IBS (Internet Budgeting System) as appropriate.
- RM Financial Specialists/Financial Manager route monthly budget amendment
letters to the RM Director, the CIO/AVP, and the Sr. V.P. for Business
and Finance (when appropriate) for signature.
- RM Financial Specialists/Financial Manager distribute copies of monthly
budget amendments to each Director as appropriate.
- RM Financial Specialists/Financial Manager post budget amendments
to the ledger no later than 2 business days after submission to the
Budget Office.
1.4.3 Sponsored Projects
General Guidelines
Sponsored Projects are initiated and administered by
the Office of Sponsored Programs and the Office of Grants and Contracts
Accounting. Sponsored activities are required to follow an established
set of guidelines and policies set forth by the Federal Government, State
of Georgia, the Board of Regents and the Institute. RM Financial Specialist/Financial
Manager track the sponsored projects assigned to OIT and ensure that all
deadlines and requirements are being met. Other valuable information concerning
sponsored projects can be found in the OSP Policies and Procedures Manual
found at: http://www.osp.gatech.edu/Manual/pandp.doc.
Procedures
RM Financial Specialists/Financial Managers:
- Ensure proposal documents are properly completed and budget documents
are correct.
- Coordinate signatures on documents for the Principal Investigator,
Director and CIO.
- Forward proposals to the Office of Sponsored Programs (OSP) and track
progress.
- Ensure budgets are properly set up when project awarded.
- Track expenditures to match budget request in original proposal.
- Process amendments to proposal through OSP for time extensions, budget
changes or other changes to original contract.
- Ensure funds are expended appropriately prior to the end date of the
project.
- Remind Principal Investigator of all required reports to ensure they
are delivered to OSP and the Sponsor prior to the deadlines specified
in the original documents.
Forms
1.4.3.1 A-21 Reports
General Guidelines
The provisions in OMB Circular No. A-21 apply to all
units of Georgia Tech other than the Georgia Tech Research Institute.
OMB Circular No. A-21 identifies three acceptable methods for handling
payroll distributions: the After-the-Fact Activity Records system, the
Plan-Confirmation system, and a system of multiple confirmation records.
Georgia Tech uses the Plan Confirmation System for Professorial and Professional
Employees and the After-the-Fact Activity Records System for Non-Professional
Employees.
Unit heads and financial managers, delegated signature
authority by unit heads for submission of salary information to the Budget
and SPD Systems, are responsible for the accuracy of the transactions,
including the fact that the salary charges are allowable charges to the
designated projects and that funds are available to support such charges.
All changes to salary distribution are to be reported
within 30 days of the change to ensure the accuracy of monthly invoicing
to sponsors. Changes made over 60 days after the date of payment must
be supported by justifications that identify the reason that the change
could not have been made in a timely manner. Procedures for this reporting
are covered in the SPD System operating procedures and training programs
along with instruction for the distribution of the Monthly Workload Assignment
Forms to each covered employee.
Unit financial managers are to provide instruction and
support to employees covered by the Plan Confirmation System to make sure
that employees understand their responsibilities.
Procedures
- The Salary Planning and Distribution (SPD) Center in the Office of
Grants and Contracts Accounting supports the Plan Confirmation System
training. They distribute copies of the Personal Services Reporting
under the Plan-Confirmation System booklet and a training video.
- All employees covered by the system are to prepare and submit an acknowledgement
form indicating that they understand their responsibilities for personal
services reporting under the Plan-Confirmation system.
- This completed acknowledgement must be on file in the SPD center
for all employees who charge salaries directly or indirectly to sponsored
projects.
- A designated RM Financial Specialist distributes and tracks the A-21
documents/booklets as provided to us from Grants and Contracts. They
ensure that the documents requested are returned by the given deadlines.
- At fiscal year end, RM Financial Specialists ensure that the yearly
forms are signed and returned by the deadline.
1.5 Asset Management
General Guidelines
Colleges/departments have an important role in the maintenance
of an accurate, up-to-date inventory system. The custodianship of property
purchased by or assigned to a unit is the responsibility of the unit head.
The responsibility includes ensuring that the physical security is maintained
over all property; tagging items valued at $3000 or more; preparing property
reports as required; and documenting and reporting all acquisitions, disposals
and changes in the status of unit equipment. Fulfillment of these responsibilities
on behalf of the unit head may be delegated, but the ultimate responsibility
remains with the unit head.
1.5.1 Equipment Loaned
to GT/OIT
Procedures
Equipment loaned to GT and OIT by outside vendors are
processed as follows:
- OIT employees will contact appropriate RM Financial Specialist/Financial
Manager to discuss loan. Loan must be approved by department Director
prior to meeting with RM to discuss details.
- RM Financial Specialist/Financial Manager requests/prepares documents
needed: quote from company, $0 purchase order, GT loan agreement form.
- RM Financial Specialist/Financial Manager will submit required documents
to Purchasing.
- RM Financial Specialist/Financial Manager will contact Risk Management
when submittal to Purchasing is approved to ensure the equipment/software
is covered by insurance while on site.
- RM Financial Specialist/Financial Manager tracks the deadlines to
return the equipment and communicates with employee to make sure deadlines
are met.
Forms
1.5.2 Equipment Traded-In
by GT/OIT
Procedures
Equipment traded-in by GT and OIT will be processed
as follows:
- A Trade-In Authorization Request must be completed and forwarded to
Procurement when a piece of equipment is to be traded in. Procurement
will forward a copy of the form to the Capital Assets Accounting Department
for approval. Once approved, the form is returned to Procurement Services,
and a Purchase Order is issued to the selected vendor. No further action
is required by the requesting department except to coordinate the transfer
of the old item and the receipt of the new item.
- To complete the form:
- Enter name of the department initiating the trade-in
- Enter the GT decal number of the equipment
- Enter a short description of the equipment, the serial number, model
number and the condition of the equipment
- Enter the acquisition date and original cost of the equipment, if
known
- Enter the amount the vendor is deducting from the cost of the new
equipment for the equipment traded in
- Enter a short description of the equipment being purchased and the
price
- Enter the Document Number and Account Number used for the purchase
of the new equipment
- Form must be signed and dated by the Department Head.
- A copy of the trade in form must be sent to the Facilities Manager
when Purchase Order approved by RM Financial Specialist/Financial Manager.
Forms
1.5.3 OIT Equipment Inventory
Procedures
Equipment inventory in OIT is handled as follows:
- Senior Facilities Manager keeps a database listing of all equipment
with an acquisition cost of $3,000 or greater to satisfy the reporting
requirements of Capital Assets Accounting
- Senior Facilities Manager keeps a database listing of computers and
laptops with an acquisition cost less than $3,000 to satisfy reporting
requirements of the Office of Information Technology
- Senior Facilities Manager when directed by Capital Assets Accounting
or OIT senior management conducts an equipment inventory. The inventory
includes accounting for both sets of equipment previously mentioned.
The process begins with notification to those OIT employees to whom
equipment is assigned or a department designee directing them to confirm
the location of their equipment in the OIT Asset Management (Remedy)
database. Once the confirmation step is completed, the Senior Facilities
Manager reconciles OIT records with Capital Assets Accounting records.
- Administrative Assistant updates the internal database and Capital
Assets Accounting records for all transactions involving inventory equipment:
acquisition, transfer, location changes, loans, surplus.
- Administrative Assistant prepares Equipment Loan Agreements for equipment
used off-campus. Loan agreements are open-ended. The agreement is adjusted
when changes occur to off-campus location and/or if the listed equipment
changes. The agreement is retired when all equipment is returned to
campus.
1.6 Telecommunications
General Guidelines
It is the policy of Georgia Tech that the use of Institute's
long distance telephone services is limited to official Georgia Tech business.
Further, State law precludes Georgia Tech employees from using State resources
for personal gain or benefit. Personal use is prohibited.
The department head is responsible for the business
and financial operations of the unit, including the development and implementation
of appropriate operating procedures and internal controls. Long distance
telephone charges are included in this area of responsibility. Unit personnel
are responsible for the timely review of all long distance telephone charges
appearing on monthly Department of Administrative Services (DOAS) bills.
Inquiries related to questioned charges are to be directed to OIT Telecommunication
Services. Charges identified as unofficial are to be reimbursed by the
caller. Violation of this policy may result in disciplinary action, up
to and including termination.
Procedures
- RM Financial Specialists/Financial Managers review the phone bill
monthly for accuracy of lines charged to the departmental accounts and
appropriateness of long distance charges.
- RM Financial Specialists/Financial Managers notify Directors of any
potential misuse for further action.
- Directors are responsible for investigating misuse, including seeking
reimbursement to the Institute and disciplinary action for continued
misuse.
- Corrections related to lines will be requested through the Telecommunications
Department Manager I each month as required.
- Telecommunications Department Manager I /Telecom Support Specialist
I verifies accuracy of pager and cellular phone bills each month prior
to the invoice being processed by RM Financial Manager/Financial Specialist.
- Cellular/Highspeed Internet Connections are pre-approved by each Director
and the CIO prior to new device/service being procured. An Approval
Request Form to include costs and justifications are submitted
to the RM Director for pre-approval on each device/service.
- An approved Approval Request Form must accompany requests
for reimbursement for work related usage on personal cell phones. Work
related calls must be highlighted on the bills for verification of amount
requested for reimbursement. RM Financial Manager/Financial Specialist
process reimbursements from petty cash.
Forms
1.7 Risk Management
General Guidelines
Risk Management policies are intended to assist those
concerned with risk, liability, insurance coverage and workers compensation.
They involve a continuous process of identification and evaluation of
potential perils and exposure to loss as the composition of the organization
changes. They include the reduction of the loss potential and the selection
of the most appropriate methods for treating loss exposure.
Procedures
- Senior Facilities Manager periodically communicates the importance
of loss prevention and control to the entire unit.
- Senior Facilities Manager periodically conducts an assessment of risk
as it pertains to safety, security and health.
- Senior Facilities Manager identifies areas or practices of potential
loss and communicates them to senior management.
- Senior Facilities Manager determines proper insurance coverage for
extra curricular activities sponsored by the unit.
- Administrative Assistant keeps a database inventory of all keys.
- Administrative Assistant maintains physical storage of all un-issued
keys.
- Administrative Assistant issues keys to staff members and records
the issuance in the database.
- Administrative Assistant collects keys when required by lock changes,
employee terminations, etc.
- Senior Facilities Manager maintains a computer dedicated to management
of the unit card reader system.
- Senior Facilities Manager periodically reviews the list of card reader-controlled
areas to determine the appropriateness of individual access privileges.
- Administrative Assistant grants access to card reader-controlled areas
based on the instructions of the Senior Facilities Manager or unit supervisors.
2.0 Human Resources
2.1 Personnel Procedures
General Guidelines
The Office of Human Resources (OHR) web site http://www.ohr.gatech.edu/
contains information, policy and procedures relevant to human resource
issues at Georgia Tech (GT).
All new GT employees are required to complete an employment
package (tax forms, Personal Data form, Loyalty Oath, Federal Form I-9
etc.) in OHR on their first day of employment. The Office of Information
Technology (OIT) / Resource Management (RM) Administrative Manager and
all OIT hiring managers are responsible for advising new employees regarding
the mandatory requirement of completing and updating the Form I-9, entitled
Employment Eligibility Verification.
Procedures
Forms
- All approved offers of employment to regular employees are consummated
with an OIT standard offer of employment letter. The offer letter includes
language addressing the mandate to complete the Employment Eligibility
Verification process and other required paperwork before reporting to
work. Attachments to this offer letter include a sample Form I-9 as
well as a list of acceptable identification documents. Contact the RM
Administrative Manager to obtain a copy of this letter.
- Temporary and student employees should be advised during the interview
process that they can not begin work until they have reported to the
OHR and completed the Employment Eligibility Verification (I-9) process
and other required paperwork
- If the individual you wish to hire does not have a Social Security
Card, they must provide OHR a receipt from the Social Security Administration
verifying that they have applied for a Social Security number that allows
them to work.
- New OIT employees are provided a document requiring OHR certification
of the successful completion of all required OHR employment paperwork
and the Form I-9. All new employees must submit the OHR certification
document to their hiring manager before their employment can begin.
Forms
2.1.1 Regular
Employment of Classified Staff
General Guidelines
Classified Staff positions are benefits eligible. The
Georgia Institute of Technology is committed to affirmative implementation
of equal employment opportunity and therefore vacant Classified Staff
positions are opened to competitive bid.
Procedures
Regular Classified Staff employment within OIT adheres
to the following guidelines and/or processes:
- To initiate the hiring process, an approved Job Requisition form must
be submitted to RM. Job postings may be advertised internal to GT only
(if properly utilized) or you may elect to post the job externally.
If posted internally, it must be advertised for a minimum of five working
days. If posted externally, it must be advertised for a minimum of ten
working days.
- Note that the position cannot be posted internally if it is considered
to be under-utilized. The Office of Diversity Management provides position
utilization information if needed.
- For guidelines on writing Job Descriptions (Attachment A).
- The Job Requisition is reviewed by RM for content and submitted to
the OHR for posting to the GT Classified Employment Job Listing. See
OIT Hiring and Documentation Process for Classified Staff (Attachment
B) including detailed GT Online Job Application System user information.
Suggested below are job posting recommendations:
- The hiring manager should place a position on hold once a sufficient
applicant pool has been referred. A job posting is eligible for
hold status once it has been on the GT Classified Employment Job
Listing for the required number of days. To place a position in
the hold status, notify the RM Administrative Manager.
- On the day the hold is requested, the position is removed from
the GT Classified Employment Job Listing at the close of business.
All qualified applications received prior to hold status will be
referred and should be considered for the position if qualifications
are met.
- A job posting that is in the hold status may be re-opened at any
time if a larger applicant pool is needed.
- A position is considered closed once a candidate has been selected
and OHR has granted an approval to offer the position.
- It is recommended that an alternate candidate (when viable) be
identified with each hiring package in the event an offer is declined
by the first choice.
- When a candidate has been selected, the OIT hiring manager/department
submits the hiring package to the appropriate OIT Director for review.
The hiring package is then submitted to RM for review and approval.
The electronic hiring package consists of the following items:
- The Applicant Review screen. This document lists all referred
applicants for the position; if they were interviewed and the date;
and if you consider them a potential hire.
- The application and resume for all referrals. You must indicate
your reason for selection or non-selection. For the candidate of
choice include proposed salary and start date in the appropriate
fields. If you have indicated any alternate candidates, provide
the order of your choice(s).
- Completed hiring packages should be reviewed and approved by the
appropriate OIT Director prior to being submitted to RM for review
and submission to OHR.
- OIT hiring managers must provide a minimum of two completed Employment
Reference Requests for the selected candidate.
- OHR reviews packet for completion, content, offer rate, and compliance
with governing rules and regulations. Any concerns will be addressed
at this time.
- OHR notifies RM Director and Hiring Manager of approval to proceed
with letter of offer. Contact the RM Administrative Manager to obtain
a copy of the letter of offer.
- The candidate indicates their acceptance by signing the offer letter
or e-mailing an acceptance and completing a Personal Data form and returning
them to the hiring manager. The hiring manager submits these items to
Resource Management for the file and processing of the PSF.
- If the candidate is new to GT, RM requests a GT ID #. Once a GT ID#
is assigned, a Personal Services Form (PSF) is prepared to activate
official employment. Other items that are prepared for the new employee
at this time are as follows:
- Notice to Employee - Completion of I-9 form
- Proximity Card Authorization Memo, if necessary
- New GT employee hand carries the following documents to OHR on their
first day of employment:
- Original PSF
- Notice to Employee - Completion of I-9 form
- Acceptable ID documents
- OHR will provide the employee with a copy of the PSF for employment
verification that may be required by the GT Parking Office.
- If the candidate is a current regular GT employee, RM submits the
PSF to OHR, no further action required by candidate with regard to employment
paperwork. Candidate needs to be advised to contact OHR Benefits when
their status changes, particularly when changing compensation frequency,
i.e., going from bi-weekly to monthly. If the candidate is currently
employed as a Student Assistant or a Tech Temp, they must hand carry
the PSF to OHR and complete employment paperwork in OHR.
Forms
- Job Requisition Form
- Employment Reference Request
- Form I-9
- Personal Data Form
2.1.2 Temporary
Staff Employment
General Guidelines
Tech Temps are temporary employees of the Georgia Institute
of Technology and are not eligible to participate in any of the benefits
programs offered by the Institute. Tech Temp appointments are for a period
of six calendar months; however, OHR may approve an
additional six months if the employing supervisor needs the services of
that individual. Once an individual has served as a "temporary" employee
for a twelve-month period, his/her appointment shall end until a period
of thirty (30) calendar days has elapsed.
Procedures
- All temporary staff employment within OIT must adhere to the following
guidelines and or processes:
- The Directorate or OIT hiring manager must submit a Tech Temp
Services Job Order Request form to RM. If a qualified candidate
has already been identified for the temporary position, indicate
such in the upper section of the form and provide the name of the
candidate in the "Applicant" field. Contact the RM Administrative
Manager to obtain a copy of the Tech Temp Services Job Order
Request form.
- RM Administrative Manager reviews the Tech Temp Services Job
Order Request form for content. RM adds project and position
numbers as appropriate.
- If a candidate is identified before submitting the request,
the completed and OIT approved Tech Temp Services Job Order
Request form and a "Notice to Employee - Completion of
I-9 Form" document are provided to the candidate by RM Administrative
Manager to take to OHR. Once the candidate provides the hiring
manager with the certified "Notice to Employee - Completion
of I-9 Form" document, they may begin working.
- If a candidate is not identified, the OHR/Tech Temp Program
supervisor coordinates filling the position with the OIT requestor.
When a candidate is identified, the OHR/Tech Temp Program supervisor
will send the candidate to the OIT requestor once all employment
paperwork is complete.
- OHR prepares the hiring Personal Services Form and forwards a copy
to OIT.
Forms
2.1.3 Consultants
Vs. Employees
General Guidelines
The department/unit must make the determination whether
an individual is an employee or independent contractor because of the
familiarity of the relationship. If the answer is "yes" to any of the
following questions, the individual must be treated as an employee. The
questions are modeled after, and capture the contents of, the IRS 20 common
law factors.
- Does the individual provide essentially the same service as an employee
of the Institute?
- Is the individual a current employee (or within the previous 12 months)
of Georgia Tech providing the same or similar services?
- Is it expected that the Institute will hire this individual as an
employee immediately following the termination of his/her services as
a consultant?
- Does the Institute control how the individual will perform or accomplish
the service?
- Will the individual supervise or control Institute employees in accomplishing
the service?
If any of the above questions are answered as "yes",
please consult Human Resources to determine whether the individual can
be treated as an independent contractor/consultant. If there is uncertainty
about some of the questions, please contact the Office of Legal Affairs
for assistance. If all answers are "no", Procurement Services is used
to request the purchase of, and encumbrance of funds for, the expenses
of independent contractors/consultants that are to be funded from state
funds (see instructions below). If the consultant is a teaming partner
and will be paid from sponsored funds, the agreement must be executed
through the Office of Sponsored Programs on a "Request for Sub-Agreement
Form".
Procedures
- The OIT RM Financial Manager is assigned the responsibility of monitoring
instances where payments are contemplated to an individual as an Independent
Contractor, to ensure that a determination is made in each case that
such payments are in accordance with IRS guidelines.
- If a contemplated payment is for an Independent Contractor whose services
to OIT conflict with IRS standards for Independent Contractors, the
Financial Manager II will follow up with the Office of Human Resources
and/or Legal Affairs to ascertain the appropriateness of the payment.
- The Financial Manager will apply the five Institute questions regarding
contractors and if a "yes" answer is obtained, will notify the hiring
manager that the individual should be hired as an employee.
Forms
2.1.4
Employment of Non-Resident Aliens
General Guidelines
General Guidelines Regulations pertaining to the employment
of foreign workers vary significantly depending upon the type of position
you wish to employ them in. Non-resident student workers can generally
obtain permission to work at GT through the Office of International Education.
If you are considering employing a foreign worker into any other position,
please visit OHR's Foreign National Service Center for more detailed information:
http://www3.ohr.gatech.edu/NonResidentEmployment0313/index.htm
The following information is from the OHR web site:
"A foreign worker may come to the Georgia Institute of Technology (GT)
on a temporary basis to collaborate, engage in research, teach, or pursue
some professional objective(s). Once GT elects to appoint or invite an
international visitor, it must be determined what visa category or immigration
status is the most appropriate for the position and the needs and intentions
of GT, and the intentions of the individual. This determination is based
on such practical considerations as the type of appointment being made;
the length of the proposed visit; how quickly the person is needed; the
source of funding for the person's visit; the possibility that GT may
wish to employ the individual permanently; the current immigration status
of the individual if already in the United States; and the visitor's country
of citizenship, and/or legal permanent residency".
Procedures
- The Office of Human Resources informs the OIT RM Director and Administrative
Manager of any upcoming expiring employment authorization documents
held by OIT employees who are non-resident aliens. The RM Administrative
Manager notifies the employee and their OIT supervisor that the employee's
I-9 form must be updated prior to the expiration date of their employment
authorization or termination will result. The RM Administrative Manager
follows up with OHR to assure compliance prior to the date of expiration
and if necessary, prepares the termination paperwork.
- The OIT RM Director is the departmental Human Resources' Representative
and thus is informed by OHR of changes in requirements regarding the
employment of non-resident alien staff and student employees.
Forms
2.1.5 Termination
of Employment
General Guidelines
Regular employees should provide at least a two-week
notice of their intention to resign. All regular employees whose employment
will terminate must go through the termination clearance process.
Procedures
- OIT Directorate notifies RM Administrative Manager of pending termination
and provides a copy of the letter of resignation for files.
This letter can be in the form of memo or e-mail correspondence. Any
vacation that has been taken or will be taken during the pay period
in which the termination occurs should also be provided.
- The RM Administrative Manager prepares the terminating PSF and notifies
the employee of their option of participating in an OIT internal Exit
Interview. The employee also has the option of participating in an exit
interview conducted by OHR Staff.
- The termination PSF is forwarded to OHR.
- The RM Administrative Manager forwards a Termination Clearance form
to the terminating employee's supervisor for completion of the departmental
section of the form. OIT has modified this form to include items requiring
mandatory sign off by the OIT Facilities Office. Once the appropriate
sections of this form have been completed, the original form is given
to employee to take to OHR on their last day of employment and a copy
is forwarded to RM. The final paycheck will not be released without
completion of this process.
Forms
2.1.6 Payroll
General Guidelines
Georgia Tech policy requires that all employees participate
in payroll direct deposit. Until the new employee has signed up for direct
deposit, their paycheck is mailed to the permanent home address on file.
Procedures
- Fiscal Year Payroll schedules provide Institute mandated deadlines
relevant to processing payroll documents. Contact the RM Administrative
Manager to obtain a copy of these documents.
- Bi-weekly timesheets for the following time period are distributed
to employees with their check advice. If needed, the RM Administrative
Manager can provide a replacement timesheet.
- Timesheet completion and reporting accuracy are the responsibility
of the supervisor. If a bi-weekly timesheet is submitted late, a paycheck
should not be expected until the next regularly scheduled bi-weekly
pay date.
- The RM Administrative Manager distributes a reminder notice prior
to each bi-weekly payroll deadline. The RM Administrative Manager will
also distribute sufficient advance notification of any change in the
regular deadline submission of time documents due to holidays.
Forms
2.1.7 Vacation and
Sick Leave
General Guidelines
Regular employees who work 50% or more accrue vacation
and sick leave. The reporting of leave hours must strictly adhere to Institute
policy. The employee's supervisor must approve requests for vacation leave
in advance of the leave being taken. The maximum number of vacation hours
an employee can carry over from one calendar year to the next or be paid
for upon termination is 360. Note that vacation accrual in excess of 360
hours at the end of the calendar year is forfeited.
Procedures
- All OIT employees report leave usage at the end of each pay period.
Prior to the end of each reporting period, a communication is sent reminding
appropriate personnel of due dates for submitting vacation and sick
leave usage reports.
- The OIT Resource Management (RM) Administrative Manager is designated
as the individual responsible for reporting leave balances by unit for
exempt and nonexempt employees. The primary alternate for this responsibility
is the Financial Manager. The Financial Specialists also serve as alternates.
- A Compensated Absence Report Form, which reflects vacation and sick
leave balances is provided to regular exempt employees at the end of
each month. Regular exempt employees report their leave usage for the
previous month by completing and returning their approved Compensated
Absence Report Forms to RM by the first of the following month. Institute
and internal OIT departmental records are updated based on these documents.
Any discrepancies noted should immediately be brought to the attention
of the RM Administrative Manager.
- Regular nonexempt employees are provided a vacation and sick leave
balance report for each biweekly pay period. Regular nonexempt employees
report their leave usage for the previous biweekly period by completing
and submitting approved Time Documents to RM by the day after their
pay period end date. Institute and internal OIT departmental records
are updated based on these documents. Any discrepancies noted should
immediately be brought to the attention of RM Administrative Manager
- Individuals who have not reported their monthly or biweekly leave
balances are notified immediately. The notices are followed up until
approved leave balance reporting documents are received.
- RM maintains all completed and approved Compensated Absence Report
Forms and Time Documents.
Forms
2.1.8 Leave Reporting
General Guidelines
Institute records/systems are updated based on the information
turned in on the Compensated Absence Reports and Time Documents. In addition,
based on the information, an internal OIT vacation and sick leave balance
spreadsheet is updated and maintained in RM.
Vacation/Sick Entry Validation Reports are made available
by Payroll. After entering vacation/sick leave each pay period, these
reports are accessed to verify accurate entry of vacation and sick leave
into the GT PeopleSoft payroll system and into internal OIT vacation and
sick leave spreadsheets. Note: the person who entered the data into PeopleSoft
does not perform this verification.
Once Payroll has processed the vacation and sick leave
entries, Leave Accrual Balance Reports are accessed and audited against
internal OIT vacation and sick leave spreadsheets.
2.1.9 Off-Campus
Assignments
General Guidelines
Faculty members may engage in outside professional activities
(including professional societies, governmental or industrial committees,
review boards, panels, consultation, etc.) with or without compensation
provided such activity in no way interferes with their obligations to
the Institute, creates no conflicts of interest, and the extent and the
nature of the activity has been fully disclosed to and approved by the
Chair of their Department of Instruction or by the appropriate administrative
officer in non-instructional divisions. Although consulting is to be performed
only after the employee's obligation to the Institute has been fulfilled,
practical considerations necessitate a limit of not more than one day
per week average for any calendar quarter during those portions of the
year when the employee is on full-time duty.
Procedures
To properly account for outside professional activities
an annual reminder of the Conflict of Interest policy and procedures is
distributed to OIT General Faculty members.
- The reminder includes a request for each member to complete the "Report
On Outside Professional Activity and Potential Conflict of Interest"
form. The form indicates completion of the form is pursuant to one of
the following:
- Annual disclosure
- An update of previous annual disclosure
- In connection with involvement as investigator in a particular
proposal
- No activities that require reporting at the time of completion
- The OIT RM Administrative Manager is designated to communicate the
procedure and ensure that required approvals are obtained. Completed
and approved forms are maintained in the respective employee's folder.
Forms
2.1.10 Compliance with
EEO
General Guidelines
OIT is committed to affirmative implementation of equal
employment opportunity in conjunction with the GT Equal Opportunity Program.
OIT will continue to recruit, hire, train, and promote into all job levels
the best-qualified persons without regard to race, color, religion, sex,
national origin, age, disability, sexual orientation, or veteran status.
Similarly, all other personnel matters such as compensation, benefits,
transfers, layoffs, OIT and Institute sponsored training, education, tuition
assistance, social and recreational programs will be administered in accordance
with the Institute's policies.
Procedures
- All OIT directors and managers are responsible for ensuring compliance
with the Equal Employment Act.
- Equal employment opportunity policies and procedures are detailed
in OIT internal hiring guidelines.
- OIT directors and hiring managers ensure that all personnel actions
are administered fairly, without regard to race, color, religion, gender,
or national origin.
- The OIT Resource Management Director and the Administrative Manager
are the final checkpoints to ensure that all personnel actions are administered
fairly.
2.1.11 Annual
Performance Evaluations
Probationary Performance Appraisal
General Guidelines
Institute and Board of Regents policy requires that
all classified employees serve the first six months of their employment
on a provisional basis. Once the employee completes this period, the supervisor
should review the employee's performance from that period and advise the
employee of his/her progress in meeting assigned job duties and responsibilities.
This review also provides an opportunity to review the employee's developmental
needs and formulate and communicate a development plan designed to improve
performance.
Procedures
- Approximately two weeks prior to the employee's completion of six
months of employment, OHR notifies the OIT/RM Director/HR Rep by memo
that the employee is due a performance review. Attached to this memo
is a document entitled Monthly Report that lists the employee who is
due a performance appraisal and their employment date. A Monthly Report
is generated for each department that has an employee(s) who is due
the six- month evaluation.
- The OIT/RM Administrative Manager sends the documentation and internal
correspondence to the appropriate OIT department. The OIT/RM Administrative
Manager tracks the distribution and receipt of the completed appraisal,
reviews it to determine internal OIT routing and forwards it to OHR
by their due date.
Forms
Non-probationary Performance Appraisal
General Guidelines
The Institute will establish and maintain a formalized
system of appraisal and documentation of classified employee job performance
including recognition of and response to individual developmental needs.
This process is designated as the Performance Appraisal System. The objectives
of the System are to:
- Provide employees with a sense of their work accomplishments relative
to expectations and predefined performance indicators.
- Support employee development through discussion of assigned opportunities
and training.
- Emphasize the Institute's commitment to continuous improvement and
learning.
- Encourage an appropriate relationship between pay levels and work
performance.
- Avoid surprises; keep lines of communication open.
- Provide the option to document performance in a narrative format relative
to specific accomplishments during the review period.
Procedures
- The OIT Resource Management Administrative Manager is designated as
the person responsible for monitoring the Annual Performance Evaluation
process and accumulation and timely submission of the evaluation documentation
for all OIT regular employees.
- The suggested OIT practice for the annual Performance Communication
System (PCS) review is as follows:
- Each PCS should include professional development plans for the
upcoming year and overall comments for each employee. All Highly
Successful or Unsatisfactory ratings must include specific examples
that support the rating. Any Unsatisfactory rating must also define
specific expectations that will assist the employee move to Making
Progress or above.
- Prior to the employee review/discussion, the OIT Resource Management
Director and the CIO review PCSs with an overall rating of Highly
Successful or Unsatisfactory. Once this review is complete, the
PCS is returned to the unit director.
- The supervisor reviews the PCS with the employee. Both the employee
and supervisor sign the PCS form. In addition to the PCS, each employee
is provided a copy of their training record for the previous year;
their generic job description; and a copy of their Individual Workload
Assignment. In addition, supervisors should review the OIT Career
Advance website with the employee to highlight potential career
paths within the organization.
Forms
2.2 Sexual Harassment
General Guidelines
It is the policy of this Institute that no member of
its community, including administrators, faculty, staff, or students,
should be subjected to sexual harassment by another. This policy is intended
to create an atmosphere in which individuals who believe that they are
the victims of harassment are assured that their complaints will be dealt
with fairly and effectively. Toward this end, the Georgia Institute of
Technology supports the principle that sexual harassment represents a
failure in ethical behavior and that sexual exploitation of professional
relationships will not be condoned.
Sexual harassment is defined as unwelcome sexual advances,
requests for sexual favors, and other verbal or physical conduct of a
sexual nature when: (1) submission to such conduct is made, either explicitly
or implicitly, a term or condition of an individual's employment or academic
standing; or (2) submission to or rejection of such conduct is used as
the basis for employment or academic decisions affecting the individual;
or (3) such conduct has the effect of unreasonably interfering with an
individual's work or academic performance or creates an intimidating,
hostile working or academic environment. Both men and women may be either
the initiators or victims of sexual harassment.
Procedures
- OIT will communicate the location of the Institute's policy on sexual
harassment to all employees on an annual basis at OIT All Hands meetings.
- All new regular employees will take the Office of Equal Opportunity/Diversity
Programs class entitled "Sexual Harassment: Zero Tolerance at Georgia
Tech" within three months of their start date with the Office of Information
Technology or as soon thereafter as the training calendar allows.
- Employees can discuss any concerns about this subject with the Office
of Information Technology's RM Director who is the departmental human
resources representative.
3.0 Legal and Regulatory
3.1 Contracts/Legal Documents
General Guidelines
A contract is any document that creates an obligation,
right, or liability for the Georgia Institute of Technology.
All contracts entered into in the name of the Georgia
Institute of Technology are subject to the Policies and Procedures of
the State Board of Regents. In addition, many of the University's contracts
are subject to State purchasing regulations and to the statutory constraints
on contracts entered into by State agencies.
Very few people within the Georgia Tech community are
authorized to sign contracts on behalf of the University. These people
include the President; the Vice President for Finance & Administration;
the Vice President for Research; Purchasing Agents; and certain staff
of the Office of Contract Administration.
No member of the Institute, faculty
or staff may sign a contract without specific written authorization from
the President. State law provides that persons entering into contracts
without complying with all applicable State laws and regulations become
personally liable for any amounts due under those contracts. DPO's are
delegated to departments.
- Office of Information Technology employees are not authorized to sign
any contracts on behalf of the Institute.
- All contracts are processed through Resource Management to Procurement
Services and the Office of Legal Affairs for review and signature.
3.2 Open Records Act
General Guidelines
As a state university, Georgia Tech is subject to the
provisions of the Georgia Open Records Act, which provides that all citizens
are entitled to view the records of state agencies on request and to make
copies for a fee.
Procedures
- Any requests through the Open Records Act should immediately be reported
to an employee's Manager and then to Resource Management.
- Resource Management contacts the Office of Legal Affairs and the Office
of Human Resources for advisement prior to releasing any information.
3.3 Gifts to Employees
General Guidelines
The Georgia Board of Regents' Personnel Manual states,
"An employee of the University System shall not accept gratuities, courtesies,
or gifts in any form whatsoever, from any person or persons, corporations,
or association that, directly or indirectly, may seek to use the connection
thus formed for securing favorable comment or consideration on any commercial
commodity, process or undertaking."
For purposes of this policy a gift is defined as lodging,
transportation, personal services, a gratuity, subscription, membership,
trip, loan, extension of credit, forgiveness of debt, advance or deposit
of money, or anything of value. A gift shall not include:
- Food or beverage consumed at an occasional meal or event, provided
the value is reasonable under the circumstances but in no event exceeds
$100 per person;
- Food, beverages, and registration at group events to which substantial
numbers of employees of an institution are invited.
- Food, beverage, or expenses afforded employees, relatives or others
that are associated with normal and customary business or social functions
or activities;
- Actual and reasonable expenses for food, beverages, travel, lodging
and registration provided to permit participation in a meeting, demonstration,
or training related to official or professional duties if participation
has been approved in writing by the Chancellor, the President, or his/her
designee;
- Promotional items generally distributed to the general public;
- Textbooks, software, and instructional materials to be reviewed by
teaching faculty;
- An award, plaque, certificate, memento, or similar item given in recognition
of the recipient's civic, charitable, political, professional, private
or public service or achievement;
- Legitimate salary, honoraria, benefit, fees, commissions, or expenses
associated with the recipient's non-public business, employment, trade,
or profession;
- Gifts from a person or entity who is neither a lobbyist nor a vendor
as those terms are defined in State Statutes, nor a student or patient
at an institution;
- Consulting fees, honoraria, or financial benefits from sponsors or
foundations, received in conformance with University System, campus
policies, and Georgia law;
- Gifts to or from University System foundations or other separately
incorporated, charitable entities.
Procedures
- Employees must disclose any gifts received and discuss with RM Financial
Manager/Financial Specialist to ensure no policies have been broken.
4.0 Health and Safety
4.1 Safety of Workplace
General Guidelines
All employees are expected to perform their duties in
as safe a manner as possible. Any unsafe conditions or practices observed
by an employee should be reported to their supervisor. Supervisors should
in turn report unsafe conditions to the Senior Facilities Manager for
action. An employee injured on the job should immediately report the injury
to the supervisor, who works with Resource Management to arrange for necessary
medical treatment, and file an injury report.
Procedures
- Senior Facilities Manager advises senior management of any unsafe
conditions found in the facility.
- Senior Facilities Manager consults with the fire marshal regarding
proposed renovations or physical changes to be made to the facilities
where an impact on fire safety is in question.
- Emergency evacuation routes, depicted on drawings for each floor of
each OIT building, are posted at exits, stairwells, and elevators.
- Manuals containing emergency procedures will be distributed to each
OIT director and to designated building contact persons. Manuals contain
general emergency procedures applicable to all employees and specific
information for the associated OIT building.
- Work related injuries should be reported within 24 hours by the supervisor
to the Georgia Department of Administrative Services (DOAS) at 1-877-656-RISK
(7475). The identifying location code for Georgia Tech for reporting
is 7202. Only injuries requiring medical care or lost time from work
should be reported. Injuries requiring only first aid or requiring no
medical care should be recorded within the department as an incident
only. Incident only reports should be given to Resource Management to
be filed.
4.2 Environmental
Protection
General Guidelines
Environmental Health and Safety provides guidance and
oversight to mandated programs, responds to concerns about indoor environments,
conducts safety inspections of laboratories and support areas, provides
fire safety services, processes and manages hazardous materials for proper
disposal, provides emergency response for hazardous materials incidents/accidents
(spills), and provides safety training.
Procedures
- Senior Facilities Manager advises senior management of any conditions
found in the facility that could potentially involve hazardous waste.
- Senior Facilities Manager consults with GT Environmental Health &
Safety staff regarding proposed renovations or physical changes to be
made to the facilities where an impact on health is in question.
- OIT employees in Printing and Copying Services work with hazardous
materials. A separate policy document 'Printing and Copying Services
Hazardous Waste Policy' was created to address this issue.
5.0 Information
and Systems
5.1 Data Steward & Data Access
General Guidelines
All access by OIT employees to the following systems,
whether expressed or implied, are governed by the GT Data Access Policy
and Computer and Network Usage Policy as well as all other GT policies
governing the appropriate use of Institute Resources.
Procedures
5.1.1 Remedy
For the Remedy database:
- OIT's internal employee database is maintained on the application
- HR Forms. The Director RM, or one of her designates, grants all access
to HR Forms in the Remedy Database. Designates include RM's Financial
Manager II or Administrative Manager II. The Associate Vice President/Associate
Vice Provost for Information Technology/Chief Information Officer (CIO)
delegates this authority to the Director RM. Designated employees in
Customer Support administer the database. General guidelines for access
include:
- Directors and Associate Directors have read-access only for employees
in their departments.
- Financial Specialists have read/write-access to only the departments
that they support.
- Director RM, Financial Manager II, and Administrative Manager
II have read/write-access to all OIT departments.
5.1.2 OIT Internal File-Server
For the OIT Internal File-Server:
- OIT's internal financial record-keeping system is maintained on the
OIT Fileserver. The Director RM, or one of her designates, grants all
access to these records. Designates include RM's Financial Manager II
or Administrative Manager II. The Associate Vice President/Associate
Vice Provost for Information Technology/Chief Information Officer (CIO)
delegates this authority to the Director RM. Access to files/folders
other than financial that are maintained on the OIT Fileserver are approved
by individual OIT Directors. Designated employees in Enterprise Information
Systems administer access to the Fileserver. General guidelines for
access include:
- Directors and Associate Directors have read-access only for their
department's financial records.
- Departmental Administrative Secretaries have read/write-access
only for their department's financial records.
- Director RM, Financial Manager II, Administrative Manager II,
and Financial Specialists have read/write-access to all OIT departments.
- RM's Senior Facilities Manager and Administrative Assistant I
have read-access to all OIT departments for inventory purposes.
- Variations to this are approved at the Director RM's discretion
based on employees' need to fulfill a job, or at their Director's
request.
5.1.3 PeopleSoft Financials
For PeopleSoft Financials:
- The Institute Data Steward for access to PeopleSoft Financial Applications
is the Associate Vice President for Financial Services.
- OIT's Institute Financial records are maintained on the PeopleSoft
Financial system. The Director RM or one of her designates reviews all
requests for access to these records. Designates include RM's Financial
Manager II or Administrative Manager II. Directors from each directorate
approve access for their employees. The Associate Vice President/Associate
Vice Provost for Information Technology/Chief Information Officer (CIO)
delegates this authority to the Directors. Employees in Procurement
Services administer access to the PeopleSoft Financials. General guidelines
for access include:
- All users must complete appropriate training.
- Departmental Administrative Secretaries are requesters only for
their department's financial transactions.
- Any employees deemed appropriate by their management are requesters
only for their department's financial transactions.
- Directors and Associate Directors are approvers (and may be requesters)
only for their department's financial transactions.
- Director RM, Financial Manager II, Administrative Manager II,
and 'Financial Specialists are requesters and approvers for all
OIT departments financial transactions.
- General Ledger Reporting
- CSU-Journal Entry
- Expense/Encumbrance Journal Entry
- Revenue Processing
- Restricted Funds/Sponsored Budget Entry
5.1.4 PeopleSoft Human Resources
For PeopleSoft Human Resources:
- The Institute Data Steward for access to PeopleSoft Human Resource
Applications is the Associate Vice President for Human Resources.
- OIT's Institute Human Resources records are maintained on the PeopleSoft
HRMS system. The Director RM as the HR Representative, or one of her
designates, grants all access to these records. Designates include RM's
Financial Manager II or Administrative Manager II. The Associate Vice
President/Associate Vice Provost for Information Technology/Chief Information
Officer (CIO) delegates this authority to the Director RM. Designated
employees in the Office of Human Resources administer access to the
PeopleSoft HRMS. There are four applications that include Web-based
HR Ad Hoc Mailing List Tool, Web HRMS Data/PSF, Web-based Ad Hoc Reporting
Tool, and PeopleSoft HR Panels for Departments (Job/Position/Faculty
Data/Personal Data). General guidelines for access include:
- All users must complete appropriate training.
- Employees are granted access appropriate for their job responsibilities.
- Director RM, Financial Manager II, and Administrative Manager
II have read/write-access to all OIT departments.
- Financial Specialists have read/write access to the OIT departments
they support.
5.1.5 Internet Budget System
For Internet Budget System (IBS):
- The Institute Data Steward for access to Internet Budget System Application
is the Associate Vice President for Budget and Planning.
- OIT's Institute Budget records are maintained on the IBS system. The
Director RM grants all access to this system. The Associate Vice President/Associate
Vice Provost for Information Technology/Chief Information Officer (CIO)
delegates this authority to the Director RM. Designated employees in
the Budget Office administer access to the PeopleSoft Financials. General
guidelines for access include:
- All users must complete appropriate training.
- Financial Manager II and Financial Specialists have read/write
access to all OIT departments.
6.0 Public Relations
6.1 Communications Plan
General Guidelines
In the next twelve months raise the level of communications
to promote awareness of OIT projects, new initiatives, successes, and
services to the following target audiences:
Procedures
OIT Employees
Create a channel of on-going communication that will
educate our staff on who we are, OIT's goals and vision, and where OIT
is expending effort to benefit campus. This will be accomplished through
the following efforts:
- Re-establish the internal newsletter in an electronic format, published
on the 15th of each month.
- Announce promotions, new employees to all staff members within a week
of the promotion or start date. A digital picture of the individual
as well as a short write up, will accompany all announcements.
- Make employees aware of opportunities to share successes with colleagues
by submitting conference proposals or applying for awards.
- Provide employees with a Services Guide as part of their new employee
packet. Packet should include current policies and how to be successful
at OIT.
- Have all employees beginning January 2003 or later, participate in
a weeklong boot camp to expose them to the various OIT elements.
- Keep employees fully informed on the policies, strategies and decisions
that are necessary for them to do their jobs in the most efficient manner.
Methods to accomplish this are the posting of Director's meeting minutes
on the web, and posting of quarterly "All-Hands" meetings, program and
project review slides on the Internal OIT site.
- Keep employees informed of employment opportunities within OIT.
Campus Constituents
Create a consistent, customer centric service identity
in all interfaces with the various campus populations that is recognized
by quality service to the user, efficient and effective resolutions to
requests, and professional and accurate communication with our customers.
This will be accomplished by:
- Designing, writing and distributing up-to-date literature in support
of our services.
- Maintaining a standard OIT identity for all written materials.
- Creating promotional flyers and announcements of new services.
- Create an ongoing relationship with other media/press relations such
as ICPA, the Technique, The Whistle, and The Alumni Magazine by providing
them with relevant information on the initiatives and projects we are
engaged in that will impact the campus at-large.
- Participate in special events such as FASET to promote OIT's services.
- Create and maintain information on the OIT web page that is easily
located and current.
External Constituents
Become recognized as experts in our field by participating
in opportunities to share our successful experiences, initiatives, and
when appropriate, policies. This will be accomplished by:
- Submitting conference proposals on services we provide to campus that
are relevant to the educational community.
- Submitting articles for publication in industry magazines and journals.
- Submitting proposals for Awards recognition from EDUCAUSE when appropriate.
- Accepting invitations to be guest speakers, representing Georgia Tech
and OIT.
- Create and provide information to external media sources (Atlanta
Journal Constitution) such as news releases, feature stories, trend
stories and technical articles in our field.
- Create a database of potential guest speakers with areas of expertise
that can be matched to external resource requests.
- Create and maintain information on the OIT web page that is easily
located and current.
General tone and content
All communication created should be from the point of
view of the customer, avoiding acronyms and definitions that may not be
clear to less technical audiences. Communication should focus on benefits
and features of new services, conveying the positive elements with the
minimum number of words. Every communication should identify a knowledgeable
resource for follow up or questions. Every publication or communication
will be reviewed by someone other than the writer for clarity, errors,
and accuracy.
Calendar
A Media/Events calendar will be created that will identify
review dates, upcoming events, and deadlines for all communications. In
order to provide the most up-to-date information possible, deadlines will
be adhered to. The calendar will be made accessible to all employees via
the web.
Access and Archive
All materials will be available on the web the day after
publication. All articles will be indexed by date, author, and topic and
stored on a central server that can be accessed via the web. Information
will be accessible for two years, then transferred to alternate media
or destroyed.
This plan should be reviewed by the senior management
team annually.
7.0 Students
7.1 Student Employment
General Guidelines
Student employment includes both graduate and undergraduate
level employment. Student employees who are not currently employed by
GT should be advised during the interview process that they can't begin
work until they have reported to the Office of Human Resources and completed
the Employment Eligibility Verification process and other required paperwork.
Employment of a graduate student must be coordinated
and approved, in advance, by the student's Academic unit (note: the PSF
must identify the Academic unit as the home department and the OIT unit
as the work department). This additional approval step requires extra
time and must take place prior to the student commencing employment in
OIT.
Fulltime students and non-resident alien students may
not work more than 20 hours a week or 50%.
Guidelines and duties that determine student employee
classification are as follows:
- Graduate Research Assistant (GRA) - is a graduate student
enrolled in at least 12 hours of classes, pass/fail or letter grade,
and whose duties include organized research activities largely on sponsored
projects. GRAs must work at least 1/3 time and are eligible for a tuition
waiver. The sponsored project to which they are charged is also charged
for the tuition waiver. The RM Administrative Manager coordinates their
employment with their academic unit and notifies the appropriate person
within the academic unit of the need for the tuition waiver. The tuition
waiver must be requested at the beginning of each semester thereafter
that the GRA is employed by OIT.
- Graduate Student Assistant (GSA) - is a graduate student
enrolled in at least 12 hours of classes, pass/fail or letter grade,
and whose work duties include scholarly activities that contribute to
education, but not organized research activities. Their hours are normally
charged to state projects. GSAs must work at least 1/3 time and are
eligible for a tuition waiver. The state project to which they are charged
is not charged for the tuition waiver. The RM Administrative Manager
coordinates their employment with their Academic unit and notifies the
appropriate person within the Academic unit of the need for the tuition
waiver.
- Graduate Teaching Assistant (GTA) - is a graduate student
enrolled in at least 12 hours of classes, pass/fail or letter grade,
and whose duties include normal instructional support and teaching in
a classroom setting. A GTA must have Board of Regents approval and a
resume will need to accompany the PSF.
- Student Assistant - is an undergraduate student enrolled
in at least 12 hours of classes, pass/fail or letter grade.
- Graduate and Student Temps - are graduate or undergraduate
students enrolled in less than 12 hours of classes.
Procedures
- The OIT Directorate or hiring manager must provide the following information
to the RM Administrative Manager to facilitate the preparation of the
hiring PSF:
- Full name
- GT ID #
- Rate of pay
- Effective date
- If student is currently employed on campus
- OIT Supervisor
- If a Proximity Card is needed
- If the student is a new hire or has experienced more than a one-day
break-in-service, they must go to OHR to complete new hire paperwork.
- If the student is currently working at GT, a PSF is prepared to hire
them in a concurrent position. The PSF may be submitted directly to
Payroll for processing.
- Questions concerning Co-op employment policy should be directed to
the RM Administrative Manager or the Co-op Office at 894-3320
7.2 International
Students
General Guidelines
Regulations pertaining to the employment of foreign
workers vary significantly depending upon the type of position you wish
to employ them in. Non-resident student workers can generally obtain permission
to work at GT through the Office of International Education. If you are
considering employing a foreign worker into any other position, please
visit OHR's Foreign National Service Center for more detailed information:
Regulations pertaining to the employment of foreign workers vary significantly
depending upon the type of position you wish to employ them in. Non-resident
student workers can generally obtain permission to work at GT through
the Office of International Education. If you are considering employing
a foreign worker into any other position, please visit OHR’s Foreign
National Service Center for more detailed information: http://www3.ohr.gatech.edu/NonResidentEmployment0313/index.htm
The following information is from the OHR web site:
“A foreign worker may come to the Georgia Institute of Technology
(GT) on a temporary basis to collaborate, engage in research, teach, or
pursue some professional objective(s). Once GT elects to appoint or invite
an international visitor, it must be determined what visa category or
immigration status is the most appropriate for the position and the needs
and intentions of GT, and the intentions of the individual. This determination
is based on such practical considerations as the type of appointment being
made; the length of the proposed visit; how quickly the person is needed;
the source of funding for the person’s visit; the possibility that
GT may wish to employ the individual permanently; the current immigration
status of the individual if already in the United States; and the visitor’s
country of citizenship, and/or legal permanent residency”.
Procedures
- Temporary and student employees should be advised during the interview
process that they cannot begin work until they have reported to the
OHR and completed the Employment Eligibility Verification (I-9) process
and other required paperwork.
- If the individual you wish to hire does not have a Social Security
Card, they must provide to OHR a receipt from the Social Security Administration
verifying that they have applied for a Social Security number that allows
them to work.
- New OIT Employees are provided a document requiring OHR certification
of the successful completion of all required OHR employment paperwork
and the Form I-9. All new employees must submit the OHR certification
document to their hiring manager before their employment can begin.
- The Office of Human Resources informs the OIT RM Director and Administrative
Manager of any upcoming expiring employment authorization documents
held by OIT employees who are non-resident aliens. The RM Administrative
Manager notifies the employee and their OIT supervisor that the employee's
I-9 form must be updated prior to the expiration date of their employment
authorization or termination will result. The RM Administrative Manager
follows up with OHR to assure compliance prior to the date of expiration
and if necessary, prepares the termination paperwork.
- The OIT RM Director is the departmental Human Resources' Representative
and thus is informed by OHR of changes in requirements regarding the
employment of non-resident alien staff and student employees.
Forms
Attachment A - Guidelines for
Writing a Job Description
Overview
Before a job vacancy is advertised, a job description
is completed. The requirements listed on the job description must support
the necessary functions, and serve as the fundamental criteria for selecting/rejecting
candidates. Knowing the necessary functions of the job will aid you in:
writing appropriate interview questions; and determining whether a person
is qualified to perform the necessary functions. After the employee is
hired, this job description becomes the job assignment and forms the basis
of the job function description on the Performance Evaluation Form. The
manager should share the job description with the employee during his
or her first few days on the job.
Writing a job description is a process of systematically
collecting, analyzing, and documenting the important facts about a job.
The main purpose of a job description is to identify the necessary functions
of the position. The job description is critical to the assignment of
responsibility for the accomplishment of goals and strategic initiatives.
Necessary functions are those tasks relevant to a particular position
that are fundamental to the job. In identifying necessary functions, be
sure to consider whether employees in the position are actually required
to perform the function and whether removing that function would fundamentally
change the job. Several reasons why a function could be considered necessary:
- the position exists to perform the function (e.g., if you hire someone
to proofread documents, the ability to proofread accurately is a necessary
function);
- there are a limited number of other employees available to perform
the function, or among whom the function can be distributed (e.g., it
may be a necessary function for a file clerk to answer the telephone
as the other three employees are very busy with other duties. Each employee
has to perform many different tasks);
- a function is highly specialized, and the person in the position is
hired for special expertise or ability to perform it (e.g., a company
expanding its business with Japan is hiring a new salesperson, so requires
someone not only with sales experience, but also with the ability to
communicate fluently in the Japanese language).
To identify the necessary functions of the job, first
identify the purpose of the job, and the importance of actual job functions
in achieving this purpose. In evaluating the "importance" of job functions,
consider, among other things, the frequency with which a function is performed,
the amount of time spent on the function, and the consequences if the
function is not performed. The EEOC considers various forms of evidence
to determine whether or not a particular function is necessary; these
include, but are not limited to:
- the employer's judgment; the amount of time spent on the job performing
that function; and the availability of others in the department to fill
in for the person who performs that function.
Job descriptions should describe the job, not the person
who fills it. They should always be dated so that there is no doubt when
the documentation was generated. Make sure that your job descriptions
do not include anything that might be considered discriminatory. Your
job descriptions should not, for example, say that the person doing the
job must be of a certain race, religion, or gender, unless it is a bona
fide occupational qualification. Job descriptions should not make any
mention of age or marital status requirements, either. The job description
provides a basis for job-related selection procedures and performance
standards. If you are creating a written job description, it is generally
not necessary to list any duty that does not take up more than 5 percent
of the jobholder's time. However, if there is some aspect of a job's duties
that occur periodically or annually, but has a large impact on the business,
it should be included.
The job description specifics:
- the specific job functions and tasks
- the functions and tasks which are necessary
- the percentage of time typically spent performing each function
- the skills, knowledge and abilities necessary to perform the job successfully
- the physical and mental requirements of the position
- special conditions of employment
- the level of supervision received and exercised
Format of Job Descriptions
- Heading
- Job summary
- Duties and responsibilities; and
- Job specifications (i.e., hiring or background requirements)
Heading - The heading contains up front all the necessary descriptive
information:
Job Title
Grade
Division
Department
Name and/or title of job to whom the position reports
Date
Name of the job incumbent
Name of the person who prepared the description
Job Summary
The job summary is a brief description of the job and should sufficiently
say why the job exists. This section is best written last. Only after the
writer has struggled to understand and describe the job through writing
all the other sections will he or she be prepared to summarize the job in
two to four sentences. The writer should focus on the end results achieved
by completing the rest of the job description, and should try to consolidate
these results into a statement that clearly describes the job's contribution
to the organization.
Duties and Responsibilities
If the list format is used, this section would include
the major duties and responsibilities performed by the job incumbent.
It should not be a laundry list of activities, but rather a clear, concise
grouping of related activities into a brief statement that defines a distinct
contribution or end result.
It is important to remember that a job description should
create a "picture" of the specific function and present why it is being
done. No extraneous words should be included, and the style should not
be verbose or obscure. Job descriptions are not exercises in creative
writing; they should be written in a direct way that leaves no doubt in
the reader's mind what is being done and why.
Job Specifications
Job specification refers to the background or hiring requirements necessary
for a job incumbent to do an acceptable job. The job specifications should not be a wish list of
qualifications that a manager prefers a candidate to have, but rather the requirements necessary for
good job performance. However, the specifications should not list just the bare essentials for entry
into the job; rather they should include the necessary qualifications to actually perform the full
job at an acceptable level. The specifications should be neither inflated nor deflated.
Once a job description is written, the following steps occur:
- review and approval by all appropriate parties in your directorate
- review and approval by Resource Management
- review and approval by Associate V.P.
- review and grading by HR (Compensation)
HR reviews, grades, discusses questions, and returns it to Resource Management
| Do |
Don't |
| Analyze job duties. Observe someone on the job and ask him or her to describe
his or her job duties. |
Create a fantasy job not grounded in reality. |
| Specifically state reporting relationships, frequency of tasks, and production
goals. |
Don't inflate reporting relationships to justify a higher job grade for
the position. |
| Use facts to formulate requirements. |
Use opinions to formulate requirements. |
| State requirements positively and use action words. |
State requirements negatively. |
| List all the knowledge, skills, and abilities necessary to perform the
job; prioritize and divide them into requirements and preferences
|
List minor, infrequent duties. |
| Ask for realistic capabilities. |
Ask for superhuman capabilities. |
| Consider substitutions of requirements (ex. 4 years of professional experience
or a bachelor's degree). |
Lock yourself into strict requirements that may prevent you from considering
qualified candidates. |
| Spell out job titles and state that additional duties may be added to
the position. |
|
| |
Rely solely on a job description for hiring. Someone who may not have
the "required" education may have comparable experience. |
| Review the job description on a regular basis and revise when necessary.
|
Use outdated job descriptions that no longer are relevant to the position. |
Attachment B - OIT Hiring and
Documentation Process for Classified Staff
Point of Clarification:
Job Requisitions are electronically submitted to the Office of Human Resources for review and distribution
to the appropriate OHR Employment Specialist. The OHR Employment Specialist is the "Point of Contact" between OHR and the hiring
department. The role of the OHR Employment Specialist is to review and refer qualified applicants for the position, coordinate any
testing requirements, process the hiring package submitted by department, and provide other assistance with the recruitment and employment
process as needed. The Technical Recruiter is the Employment Specialist that handles IT and other technical positions.
Positions handled by the Technical Recruiter include but are not limited to:
| Systems Analysts |
Systems Support Specialists |
Business Analysts |
| Network Support Specialists |
Computer Services Specialists |
Information Analysts |
| Project Directors |
Technical Project Directors |
Comp. Oper. |
| Supervisors |
Electronics Technicians |
Comp. Prod. Coords |
| Data Base Administrators |
|
|
| |
Responsibility |
Action |
Secondary Action or Comments |
| 1. |
OIT Department |
1. Identifies a need to hire a classified staff employee.
If there is an available vacant position with an appropriate title,
skip to the step (4).
2. When there is not an available vacant position with an appropriate
title, you must either establish a new position or reclassify an
existing vacant position.
If the title you envision is not currently used by GT, complete
a Classified Position Questionnaire (see attached form), obtain
appropriate approvals and forward to OIT/RM Administrative Manager
for review and submission to OHR
If the title you envision is currently used by GT, prepare a Job
Description or Classified Position Questionnaire and forward to
OIT/RM Administrative Manager for review and submission to OHR.
|
|
| 2. |
OHR/Compensation |
1. Reviews Classified Position Questionnaire or Job
description. Coordinates with OIT/RM Director/HR Rep or Administrative
Manager to resolve any concerns or questions.
2. Forwards an approval memo of the new position to OIT/RM Director
or Administrative Manager.
|
|
| 3. |
OIT RM |
OIT/RM Administrative Manager notifies Director of
OIT Directorate of approval and requests a Job Requisition (see attached
form). |
RM Administrative Manager performs the following OIT
internal tasks:
1. Requests a new PeopleSoft (PS) position number from the GT Budget
Office.
2. Assigns budget position number and adds PS and budget position
number to OIT Budget Position Log
3. Update Vacancy Data if new IT position (CSS, NSS, SSS, TPD, ET) |
| 4. |
OIT Directorate OIT/Hiring Manager |
Completes and submits Job Requisition to OIT/RM Administrative
Manager for review. |
Careful thought is given to the composition of the
Job Requisition since it formulates the selection criteria for the
position. |
| 5. |
OIT RM |
1. OHR/Compensation – Compensation Analysts review
the job. Compensation Assistant transcribes the information listed
on the Job Requisition to the OHR Online Application system.
2. OHR/Employment – Employment Specialist or Technical Recruiter
assigns a Job Code and activates the job listing.
|
Employment Specialists and Technical Recruiter in OHR
serve as the point of contact for both internal and external applicants
as well as the OIT/Hiring Manager. |
| 6. |
OHR/Compensation
OHR/Employment
|
1. OHR/Compensation – Compensation Analysts review
the job. Compensation Assistant transcribes the information listed
on the Job Requisition to the OHR Online Application system.
2. OHR/Employment – Employment Specialist or Technical Recruiter
assigns a Job Code and activates the job listing. |
Employment Specialists and Technical Recruiter in OHR
serve as the point of contact for both internal and external applicants
as well as the OIT/Hiring Manager. |
| 7. |
OIT/RM |
1. OIT/RM Administrative Manager reviews OHR online
job listing frequently to determine when the position posts.
2. Once position has posted, OIT/RM Administrative Manager compares
the OIT Job Requisition with the OHR job posting to assure accuracy.
|
RM Administrative Manager performs the following OIT
internal tasks:
1. Emails the following information to all OIT employees via the OIT
email distribution:
Job description and requirements
Salary range
Location and Supervisor
If position is posted internal or external to GT
2. Updates Remedy
3. Updates OIT website “Open Positions” chart |
| 8. |
OHR/Employment |
OHR reviews the resumes of all candidates who have
applied for the position through the Georgia Institute of Technology
Online Job Application System. |
The OHR Employment Specialist or Technical Recruiter
performs preliminary screenings of applicants to determine candidates
to be referred based on minimum qualifications stated on the Job Requisition.
Candidates that OHR determine do not meet the minimum requirements
are not referred to the hiring department. |
| 9. |
OHR/Employment |
The Employment Specialist or Technical Recruiter emails
the following internet site to the OIT/Hiring Manager:
https://iea.ohr.gatech.edu/employment/default.asp?jobnum=dsm3369&email=
1. This site allows you to log in to the Applicant Screen where
you will find the applicants that OHR has referred for the position.
2. One username and pass code are provided to the OIT/Hiring Manager
|
Detailed instructions for using the GT Online Job Application
System are available at:
https://iea.ohr.gatech.edu/employment/instructions.htm
|
| 10. |
OIT/Hiring Manager |
1. Log in and review resumes by clicking the Update
button for each applicant. |
1. The OIT/Hiring Manager communicates any issues concerning
referrals with the OHR Employment Specialist assigned to the position.
2. Once the required posting period has been satisfied, and an
acceptable candidate pool has accumulated, the OIT/Hiring Manager
should notify the OIT/RM Administrative Manager to place the position
on hold. The OIT/RM Administrative Manager conveys this request
to the appropriate OHR Employment Specialist.
|
| 11. |
OIT/Hiring Manager |
OIT/Hiring Manager selects a diverse (i.e. race, gender,
ethnic background, etc.) knowledgeable and objective interview team
for participation in the interview process.
1. Team should consist of five members.
2. Typical team make-up should be future co-workers, customers, and
supervisors.
Any personal relationship to an interview candidate must be disclosed
to the OIT/Hiring Manager. If the OIT/Hiring Manager has a personal
relationship (i.e. relative, friend, etc), it should be disclosed
to the Department Director and HR Rep. If the Department Director
or the RM Director/HR Rep has a personal relationship it should be
disclosed to the CIO. Disclosure should take place prior to interviews
and may disqualify an individual from participating on a team. |
OIT/Hiring Manager develops and solicits from the interview
team, a list of comprehensive questions to ask candidates based on
the job posting requirements. All candidates must be asked the same
questions.
An initial meeting of the OIT/Hiring Manager and the interview team
is scheduled prior to the first interview for the purpose of the following:
1. Templates consisting of the questions to be asked are provided
to the interview team.
2. Develop strategy, i.e., who will ask which questions, what questions
can you ask, what questions to avoid, comments to avoid, etc., and
any areas of concern.
Available Resources:
To assist management with the interview process, the OIT/RM Administrative
Manager can provide an Applicant Activity Record (see attached form),
upon request. This document has a guide on employment interview
questions.
To assist management with the employment selection process, the
OIT/RM Administrative Manager can provide evaluation and ranking
tools (Interview Determination, Interview Scores, Interview Questions).
Note: An interview team is a mandatory
requirement for OIT Classified Staff vacancies.
|
| 12. |
OIT/Hiring Manager |
1. OIT/Hiring Manager schedules interviews with candidates.
2. The OIT/Hiring Manager and the Interview team conduct interviews
using the tools and criteria developed in their initial meetings.
3. Interview Team provides feedback to the OIT/Hiring Manager.
|
|
| 13. |
OIT/Hiring Manager |
1. OIT/Hiring Manager selects the most qualified candidate
based on interviews and the interview team’s feedback.
2. The OIT/Hiring Manager prepares the hiring recommendation package
which includes:
Applicant Referral Screen
The application and resume for all referred candidates
Three professional references
Salary justification if salary is over midpoint or is outside normal
guidelines.
2nd and 3rd hiring choice should be identified whenever possible.
(Can be used in cases where the selected candidate declines, this
expedites the process for selecting a qualified 2nd or 3rd choice
candidate.)
Seek advice on appropriateness of reasons for selection or non-selection,
or discuss any issues or concerns with the RM Director/HR Rep
Secure approval from Director prior to submitting the electronic
hiring package to RM Director/HR Rep for approval. |
Hiring departments do not need to retain copies of
the resumes as OHR and Resource Management maintain file copies. However,
they should maintain interview records.
NOTE: The OIT/Hiring Manager can request
salary data from OIT/RM Administrative Manager to assist in salary
determination, i.e., low, average and high salary of existing OIT
employees holding the same job title.
Annual salaries must be divisible by 12.
|
| 14. |
OIT/Hiring Manager |
Using the password and username provided by OHR, the
OIT/Hiring Manager logs onto the Applicant Review site listed below:
https://iea.ohr.gatech.edu/employment/default.asp?jobnum=dsm3369&email=
1. At the bottom of each resume you are asked if you would like
to interview the selected candidate.
2. If you interviewed the candidate, indicate such. You will be
prompted to provide comments. You can either provide comments at
this point or navigate “back”. At this point, the candidate’s
record is automatically organized in the “Applicants to be
Interviewed” section of the screen.
If you did not provide comments during the previous step and you
are now ready to do so, reenter that record and at the bottom of
each resume, you will be asked, “Would you like to hire this
applicant?”
Note: All updates/comments are final. Changes can only be made through
your HR Rep.
If yes, you are required to provide a job-related reason for selection
and the proposed starting salary. If the salary exceeds midpoint,
or is outside of normal guidelines, provide a justification statement.
If you do not choose to extend an offer, you must provide a job
related reason for non-selection
3. If you did not interview the candidate, you will be required
to provide job- related reasons for non-selection. Once you update
the resume it will appear in the “Applicants not interviewed”
field.
4. When you are finished click the Ready for Approval button.
|
Important Information
Updates/comments that are input into the OHR electronic Applicant
Review site by the OIT/Hiring Manager are final, thus, the OIT process
requires that this step be completed only after the interview process
is complete; and the RM Director/HR Rep has reviewed interview comments,
selection or non-selection language and the proposed salary offer.
In the case of an existing employee who has been selected resulting
in a promotion, the salary is considered outside the normal guidelines
if the amount of increase exceeds 5% per grade.
|
| 15. |
OIT/RM Director/HR Rep |
1. RM Director/HR Rep receives package electronically
via the GT Online Job Application System. System provides a login
and password.
2. Reviews each candidate by clicking the view button located to
the right of each applicant.
3. RM Director/HR Rep reviews interview comments, selection or
non-selection language and proposed salary offer.
4. RM Director/HR Rep discusses any issues or concerns with the
OIT/Hiring Manager to include salary offers not within the range
of existing OIT employees with same job title.
5. If necessary to change an applicant’s status, RM Director/HR
Rep clicks override at the bottom of the applicant's resume. RM
Director/HR Rep chooses the new status for the applicant and places
a job related reason for the override in the comments box.
|
RM Administrative Manager gathers comparative data
(using existing OIT employees with the same job title and/or job grade)
for salary review by the RM Director/HR Rep and the CIO.
Note: Annual salaries must be divisible
by 12.
|
| 16. |
RM Director/HR Rep and OIT CIO |
1. If the salary offer is exceptional or the action
results in a promotion from within OIT:
OIT/CIO reviews hiring package
OIT/CIO discusses any issues with RM Director/HR Rep and the Department
Director/OIT/Hiring Manager before approval is given. |
CIO approves or declines (with justification) and returns
hiring package to RM Director/HR Rep
If approved, proceed to next step of process
If disapproved, RM Director/HR Rep contacts OIT/Hiring Manager
|
| 17. |
RM Director/HR Rep |
RM Director/HR Rep communicates candidate selection
to OHR via the electronic application system by clicking “Ready
for Approval” button and follows instructions in the yellow
box. |
|
| 18. |
OHR Employment Specialist/Technical Recruiter |
1. Receives final hiring package via the Online Job
Application System from the RM Director/HR Rep.
2. OHR follows their procedures for review of the package to include
compensation and selection.
|
OHR notifies OIT/Hiring Manager of any issues or discrepancies.
RM Director/HR Rep coordinates, when needed, with Department Director/OIT
Hiring Manager on resolving any outstanding issues. |
| 19. |
OHR Employment Specialist/Technical Recruiter |
Notifies OIT/Hiring Manager via e-mail to proceed with
official offer to the selected candidate. RM Director/HR Rep is copied.
|
OIT/Hiring Manager should info their Director/Assoc.
Director of approval to hire. |
| 20. |
OIT/Hiring Manager |
OIT/Hiring Manager prepares the offer letter (see attached
form). |
NOTE: OIT/RM Administrative Manager can provide a template
of the OIT offer letter. |
| 21. |
OIT/Hiring Manager |
OIT/Hiring Manager extends offer letter to approved
candidate |
Offer letter requests that a Personal Data form is
completed if they accept. The Personal Data form is returned with
the candidate’s acceptance. |
| 22. |
Candidate |
1. Candidate accepts by submitting acceptance letter
and completed Personal Data form (see attached form) to OIT/Hiring
Manager (skip to step 23).
2. If candidate declines, the OIT/Hiring Manager has the option
of:
Renegotiating the offer, i.e., salary, start date. Changes to salary
offers must be approved in advance by RM Director/HR Rep
Submitting their 2nd choice through the RM Director/HR Rep (requires
repeating steps 15 – 22).
Reopening the position posting (requires repeating steps 8-22).
|
The OIT/Hiring Manager should notify any applicants
interviewed for the position but not selected, of such by telephone,
email, or letter.
NOTE: OIT/RM Administrative Manager can provide a template of the
OIT non-selection letter.
|
| 23. |
OIT/Hiring Manager |
Provides acceptance letter and Personal Data form to
OIT/RM Administrative Manager. |
|
| 24. |
OIT/RM Administrative Manager |
1. If the candidate is new to GT, RM requests a GT
ID #. Once a GT ID# is assigned, a Personal Services Form (PSF) is
prepared to activate official employment. Other items that are prepared
for the new employee at this time are as follows:
Notice to Employee – Completion of I-9 form
Proximity Card Authorization Memo, if necessary
2. If the candidate is currently employed as a Student Assistant
or a Tech Temp, a PSF is prepared to activate the change in status
to a regular employee (benefits eligible). Other items that are
prepared for the employee at this time are as follows:
Notice to Employee – Completion of I-9 form
Proximity Card Authorization Memo, if necessary
3. If the candidate is a current regular GT employee, RM submits
the PSF to OHR, no further action required by candidate with regard
to employment paperwork. Other item(s) that are prepared for the
employee at this time are as follows:
Proximity Card Authorization Memo, if necessary
|
RM Administrative Manager secures the following signatures
on the PSF:
OIT Unit Director
RM Director/HR Rep
OIT CIO
|
| 25. |
OIT/RM Administrative Manager |
OIT/RM Administrative Manager creates an announcement
of the position fill with a brief bio-sketch of the person’s
employment history. These announcements along with a picture of the
new hire are distributed by OIT Communications in an Internal News
Flash to all OIT employees. |
|
| 26. |
Employee |
Employee reports to OIT/Hiring Manager on start date
of new position:
1. If the employee is new to GT, RM provides them with the following
documents:
Approved original PSF
Notice to Employee – Completion of I-9 form
Proximity Card Authorization Memo, if necessary
2. If the employee is a current regular GT employee, RM has already
submitted the PSF to OHR, no further action required by candidate
with regard to employment paperwork.
Candidate needs to be advised to contact OHR Benefits due to their
change in status, particularly when changing from bi-weekly to monthly
paid.
4. If the employee is currently employed as a Student Assistant or
a Tech Temp, which are both benefits ineligible positions, RM provides
them with the following documents:
Approved original PSF
Notice to Employee – Completion of I-9 form
Proximity Card Authorization Memo, if necessary |
Distribution of documents:
PSF – submit to OHR Front Desk.
“Notice to Employee – Completion of I-9”- OHR
certifies and returns to the employee. Employee in turn returns
the certified document to OIT/Hiring Manager or RM Administrative
Manager.
Proximity Card Authorization Memo – submit to the Buzz Card
Center
|
| 27. |
Employee/OHR Front Desk
Employee
OHR Front Desk
|
If employee is New to GT or currently employed as a Student Assistant
or a Tech Temp:
1. Reports to the OHR/Front Desk on the start date of new position
and provides the following documents to the Front Desk:
Approved original PSF
Notice to Employee – Completion of I-9 form
Acceptable ID as per the list on the I-9 form
Provides the employee with appropriate employment paperwork to
complete. Reviews ID, Completes I-9 process Certifies "Notice
to Employee - Completion of I-9 form" and returns it to the employee
Directs employee to Benefits Provides a copy of the PSF to employee
|
Note: If employee is currently employed as a Student Assistant
or a Tech Temp, they may not need to complete the I-9 process, however
it is a good idea that they are prepared to if necessary. |
| 28. |
Employee/OHR Benefits |
Benefits provides employee with benefits package, answers
any questions they may have and registers them for Orientation |
Once this step is complete, the employee goes to the
Parking Office to register for parking if it is needed. |
| 29. |
Employee/Parking Office |
Employee registers for Parking. The Parking Office
may ask for a copy of the PSF. |
Once this step is complete, the employee goes to the
Buzz Card Center. |
| 30. |
Employee/Buzz Card Center |
1. Employee provides GT ID# to obtain a Buzz Card.
2. If a Prox Card is needed, employee provides Proximity Card Authorization
Memo.
|
|
31. |
Employee |
Reports to OIT supervisor and begins work. |
|
All OIT/Hiring Managers are required to attend "The Right Hire" training offered by the Office of
Diversity Management and "How-to-for-Managers: Hiring, Promotion & Raise Process" offered by the Office of Organizational
Development. It is the responsibility of each OIT Director to ensure that each OIT/Hiring Manager has attended this mandatory
training.
|
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