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1. How do I initiate a purchase order, purchase voucher or reimbursement?
Purchase orders are done via the Request for Purchase form. Obtain a written quote from the vendor and fill the form out completely. Submit to either the Business Office or your Suite Secretary.
Purchase vouchers (direct payment to the vendor) and reimbursements to faculty and staff are done on the Request for Reimbursement form. If paying a vendor directly, obtain an invoice and fill out the form completely. Submit to either the Business Office or your Suite Secretary.
DO NOT COMMIT UNIVERSITY FUNDS WHEN SPEAKING TO VENDORS. ALL REIMBURSEMENTS AND DIRECT PAYMENT TO VENDORS, OTHER THAN EXPENSES INCURRED DURING CANDIDATE SEARCHES OR REGISTRATIONS APPROVED BY THE FDSF COMMITTEE, MUST BE CLEARED WITH SUSANNE CLARK IN THE BUSINESS OFFICE. REIMBURSEMENT IS NOT GUARANTEED OTHERWISE.
Forms are available on the Form Tab under Purchasing and Reimbursement.
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2. How do I initiate a Central Stores, Print Shop or Copy Center order?
See your Suite Secretary for these forms and assistance. All of these orders must be submitted to the Business Office for prior approval before the job is done.
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3. When are Contracts needed and what is the procedure?
Contracts are needed for work to be performed by non-UHCL employees. All contracts must be in place with the UHCL Purchasing Office before the vendor begins working. The Business Office needs at least 3 weeks notice to process the paperwork and obtain all approvals. E-mail Susanne Clark with the vendor’s name; address; place of employment and job title if currently working somewhere else; social security or tax id; phone; fax and e-mail. Also provide a statement of work, the place where the job will be done (either the University or another site) and the dates that the vendor will be working. If the vendor will be giving a speech, seminar, etc., please provide the times. Once the work is complete, the vendor must submit an invoice to the Business Office in order to be paid.
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4. How do I get reimbursed after taking an HSH candidate to breakfast, lunch or dinner?
Fill out the Request for Reimbursement form and submit to the HSH Business Office. Do not write on the receipt and be sure to list the candidate and all attendees who were at the meal, as well as their title if not a UHCL employee.
Forms are available on the Form Tab under Purchasing and Reimbursement.
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5. What are the per diem rates for candidate meals?
$15 for breakfast
$20 for lunch
$35 for dinner Alcohol will not be reimbursed.
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6. How do I get funding from HSH to attend conferences or other professional development?
All travel for which an employee is seeking reimbursement must be pre-approved by the FDSF Committee, the HSH Business Office and the University Travel Office. Before leaving on a trip, the employee must have received a “T Number” by e-mail from the Travel Office. Otherwise, per University and State guidelines, a reimbursement cannot be done.
The first step is to obtain funding from the FDSF Committee, which entails filling out the Travel and FDSF Request Form and the Travel Authorization form, signing and submitting to the FDSF Committee Chair. Once funding is approved, the employee will receive an e-mail with the “T Number”.
The “T Number” will allow an employee to book an airline ticket that will be purchased directly through the University Travel Office (x2270 or pick “Travel Office” on e-mail). Rental cars can be booked through the same office and reimbursed upon return from the trip. Always book airline tickets and rental cars through the University Travel Office, due to contracts set up by the State of Texas.
Forms are available on the Form Tab under Travel.
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7. How do I get reimbursed upon return from a trip?
Assemble all receipts, along with the required spreadsheet (available under the Travel tab), and turn in to the University Travel Office, Room B2127.
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8. What are the per diems for food and lodging for out of state trips?
Information is available on the Form Tab under Travel.
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9. What are the per diems for food, mileage and lodging within Texas?
Forms are available on the Form Tab under Travel.
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10. What if the trip is out of the country?
An additional form is needed: The Foreign Travel Authorization form must be completed and sent to the FDSF Committee along with the other required paperwork. Only Mexico and Canada are exempt. Save all receipts, as there is no per diem.
Forms are available on the Form Tab under Travel.
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11. How do I set up a local mileage Travel Authorization?
All local mileage must be set up on the Travel Authorization form in advance of traveling within the Houston area. Mileage is calculated at .445 cents per mile. “Blanket Travel Authorizations” for internships or other recurring trips can be set up to avoid refiling the paperwork. For example, if you plan to visit several internship sites within the semester or academic year, the dates would be filed as 9-1 to 1-15 for the Fall, 1-16 to 5-31 for the Spring, 6-1 to 8-31 for the Summer, or 9-1 to 8-31 for the entire academic year.
Forms are available on the Form Tab under Travel.
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12. How do I get reimbursed for local mileage?
Fill out the Mileage Log and submit to the University Travel Office either in person or by e-mail.
Forms are available on the Form Tab under Travel.
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13. What is in the red, blue and yellow envelops distributed from the Business Office?
The red envelopes contain monthly timesheets, and the yellow envelopes biweekly timesheets. The blue envelopes contain your monthly phone bills. Each document should be signed and returned as soon as possible to either your suite secretary or the Business Office. If leave was taken within the month, a Leave Request Form , which can be obtained from your suite secretary or the Business Office, must be completed and returned with your signed timesheet.
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14. How often can I change my pay option (9 pay 9 versus 9 pay 12)?
Once a year during the spring semester. An e-mail will be sent to all faculty with the form. All changes are irrevocable for one year.
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15. How do I set-up or change direct deposit of my pay?
Direct Deposit Authorization forms are available from Human Resources in Suite 1111 or the Business office. After the completed form is returned, it takes about one month to take effect. Your first pay after starting or changing your direct deposit will normally be a physical check distributed from the Business Office.
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16. How do I get my paycheck or timesheet mailed?
Complete the Payroll Mailing Authorization form and return it to the HSH Business Office.
Forms are available on the Form Tab under Payroll.
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17. How do I change my address or phone with the University?
Refer to the People Advantage Self Service (PASS) Web Page via the Human Resources website, http://prtl.uhcl.edu/hr
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18. How do I hire an Instructional or Research Assistant?
You must have course fees or other monies to pay for the assistant set up in advance. The IA, GA, SRA Request Form must be filled out and submitted to the HSH Business Office each semester.
Forms are available on the Form Tab under Internal Forms.
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19. Who is the contact for benefits questions, direct deposit, and payroll deduction/tax issues?
Nancy Weise in Human Resources, extension x2162, handles all benefits issues. Gail Jackson in Human Resources, extension x 2157, handles all direct deposit, payroll and tax deduction issues, and W-4 inquiries.
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20. How do I change my payroll withholding?
Complete a W-4 form and send it to Human Resources, Suite 1111.
Forms are available on the Form Tab under Payroll.
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21. Who do I call for computer/printer/phone problems?
Contact the Help Desk at x2828 to set up a work order. Our Computer Coordinator is Kurt Lotero, x 3747.
Help Desk Website.
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22. How do I set up a computer account if I am a new employee?
Fill out the the appropriate form on the Help Desk Website and submit to Howard Eisner or your direct supervisor for signature. The form may be faxed or dropped off to the Help Desk.
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