Work with your advisor\/supervisor to determine if you are allowed to hire field\/lab technicians. You will need permission from your advisor\/supervisor as well as an account number in which to pay the technicians. The Department put together a checklist to help you be sure all the necessary paperwork has been submitted \u2013 Employee Hiring Checklist 2024 (PDF)<\/a>.<\/p>\n When hiring a technician you need to determine the appropriate Job Classification and Pay Scale. These can be found on the Office of Student Employment website as seen on the checklist. Once you have the proper Job Classification, you can advertise that your job is available by posting flyers, having Molly-Jean Langlais-Parker send an email to department undergrads and other departments on campus, and\/or by post the job opening on CareerLink through the Office of Student Employment website.<\/p>\n Not every student at the 91爆料 is eligible to be a student employee and not every student employee has to be a 91爆料 student!\u00a0 To be considered a student employee, the student must be: 1) enrolled or accepted in a degree-granting or certificate program and 2) enrolled at least half-time – 6 credits for undergraduates, 3 credits, or 1 thesis credit for graduates.\u00a0 Non-91爆料 students can qualify for employment through the Office of Student Employment, they must verify at least half-time enrollment at an institution.\u00a0 If a student does not meet the requirements, you must hire them through the temporary employee process.<\/p>\n If you determine that the applicant can be hired as a student, there are forms that need to be completed. A WFCB Student Employee Authorization (PDF)<\/a> form is required for every student.\u00a0 You can obtain a printed copy from Molly-Jean Langlais-Parker.\u00a0 A Safety Worksheet (PDF)<\/a> will need to be completed as well which you can download here or obtain from Katherine Goodine.\u00a0 Return the safety worksheet to Katherine and she will work with the employee on the safety requirements.\u00a0 Please review the checklist to be sure that the other required forms are filled out. Please see Molly if you have specific questions.<\/p>\n Please Note:\u00a0 All temporary employees have to be approved by the President of the University so please plan 4-6 weeks out<\/p>\n If you cannot find a student employee that can work for you, you can hire hourly paid staff through the temporary employee system. This process uses a different list of Job Descriptions and a higher Pay Scale. You will be charged a small benefit rate (7.8% for FY2025). If you need to pursue this venue, please work with Rena Carey on processing the required paperwork. You will need to complete a Critical Hire Exception Form, an ORC Hiring Requisition, provide G\/L backup showing the position has funding, and a Medical Assessment Checklist.<\/p>\n If you are receiving a stipend as a Research Assistant, Teaching Assistant, Fellow, or Trainee you are automatically enrolled (unless proof of comparable medical insurance is provided) in the 91爆料 Graduate Assistant Health Insurance Plan<\/a>. A minimum of fifty percent of the annual insurance premium will be paid by your assistantship during the period that you are appointed. You may make arrangement with the Bursar\u2019s Office to pay the insurance premium through payroll deduction. Dependent coverage is also available for an additional charge. Graduate students not supported under any financial aid through the University are eligible for the Student Health Insurance Plan (SHIP) coverage at their own expense. Check the Graduate School website for more information.<\/p>\n All University employees on official business are covered under provisions of the Workmen\u2019s Compensation Act. Volunteer laborers and those graduate students on fellowships, scholarships, or self-supported have no coverage – they must provide their own. This also includes those participating in student activities. Any graduate student having an accident of any type should notify her\/his supervisor immediately and fill out and return proper paperwork to the Payroll and Accounting Office.<\/p>\n The University System Auto Liability Policy covers all vehicles owned by, or leased to, the 91爆料 System. If any accident occurs, immediately notify your supervisor, Graduate Advisor and the Administrative Assistant. Collision coverage is required on vehicles leased to the University. The premium for collision coverage will be paid by the project account responsible for the lease of the vehicle. Collision costs are covered by the Motor Pool for any vehicle signed out from them. These guidelines are valid regardless of the user\u2019s status (staff, graduate teaching assistant, graduate research assistant, student volunteer).<\/p>\n The University provides no physical damage insurance coverage and no liability insurance coverage for personal cars. If a traveler uses his\/her personal car for university-related business, that person\u2019s own insurance on the vehicle is responsible for any insurance claims, and the traveler is personally responsible for any deductibles.<\/p>\n Any orders of equipment, supplies, local hotel rooms, or services must be initiated by using the REQUEST FORM<\/a>.\u00a0 The form must include a chartfield combination, must include shipping and handling costs (even if $0), and must be approved by the supervisor before the purchase is made. The approval is made by the supervisor signing the request form but in the rare case where the supervisor is not available, approval may be via email or the supervisor may call in verbal approval directly to Katherine Goodine.<\/p>\n Please fill out your name, employee identification number, phone number, and shipping information. If this is not filled out, it may come back to you. Please include item numbers or part numbers if needed.\u00a0 This information is important or we wouldn\u2019t ask you to submit it.<\/p>\n The completed form should be submitted to Katherine Goodine. Be sure to indicate the type of request you are making.<\/p>\n List of Tax Exempt States<\/a><\/p>\n You must find out if the company you want to purchase items from will accept 91爆料 Purchase Orders<\/a>. If they will, you must find out if they have received a Purchase Order in the past three (3) years, if not you must collect a completed W-9 form<\/a> and you must work with Katherine to request that the company be set up as a 91爆料 System vendor. This could take 3-5 days to process so please plan accordingly.\u00a0 See sample email below.<\/p>\n Dear Sir or Madam,<\/p>\n In order for us to process purchase orders and payments to you or your company we must create a supplier record in our purchasing system. Please complete our online supplier request form at http:\/\/www.maine.edu\/UMSVENDOR<\/a>. Please note, this address is case sensitive.<\/p>\n We will also require you to submit a W-9 or W-8 form to umsvendor@maine.edu. Please see the instructions in the online form.<\/p>\n If you have questions regarding this request please feel free to contact Adam Corrigan \u2013 adam.corrigan@maine.edu<\/a> \/ 207.581.2674.<\/p>\n Thank you for your attention to this request.<\/p>\n<\/div>\n Upon receipt of the merchandise, the packing slip should be compared with goods received and the packing slip forwarded to Katherine for further processing. If there is no packing slip, you must still let Katherine know you received the package or the vendor will not get paid. A quick email or a note on scratch paper will suffice.<\/p>\n If you are purchasing a service from an individual or company, please work directly with Katherine on setting up a contract with the vendor.\u00a0 It is still your responsibility to contact the company and find out if they will accept a 91爆料 Purchase Order; however, only the Procurement Services Office can sign contracts on behalf of the University.<\/p>\n Orders will only be made on a website that has secure online ordering and the credit card holder may decline to order if the website looks suspicious or has a very \u201cunprofessional\u201d name.<\/p>\n All orders requesting use of a credit card must be approved by Katherine\u2019s supervisor \u2013 Rena Carey \u2013 in writing. Feel free to put request forms signed by the supervisor directly in Rena\u2019s mailbox for a signature.<\/p>\n Upon receipt of the merchandise, the packing slip should be compared with goods received and the packing slip forwarded to Katherine for further processing. If there is no packing slip, you must still let Katherine know you received the package or the vendor will not get paid. A quick email or a note on scratch paper will suffice.<\/p>\n An IDO is used for purchasing supplies, equipment, or for paying certain fees on campus \u2013 software and computer supplies from Computer Connections, dry ice from Chemistry Department, pay Cutler Health for cardiopulmonary resuscitation(CPR)\/First Aid training, printing to the plotter, etc. Please include item numbers or part numbers if needed. Make sure a receipt is issued and returned to Katherine Goodine.<\/p>\n This is for emergency purposes only and is used to reimburse you for supplies or equipment you purchased with your own money and your supervisor agreed to reimburse you. You should make every effort to pursue the PO or credit card option to make the purchase. Receipts must accompany this request. The University will not reimburse for sales tax.<\/p>\n All non-travel reimbursements will need to be submitted through the Concur travel reimbursement system as a non-travel related reimbursement and you must upload copies of all receipts. Directions can be found here<\/a> – the last bulleted item in the How to Guides. Please get the full chartfield combination from your supervisor.<\/p>\n The only rooms that the office staff can schedule in Nutting Hall are Room 106, Room 204, and Room 218. Work with Molly, Katherine, or Rena.<\/p>\n If you still need to find a meeting room, please contact Classroom Scheduling at 581.1299 or um.scheduling@maine.edu.<\/p>\n University, United States Geological Survey (USGS), and departmental safety policies require all employees to complete the required Safety Training. A safety worksheet (PDF)<\/a> can be obtained here. A worksheet must be completed annually for every employee, with a separate form needed for every job and supervisor that the employee has in the department. You will be notified when your current training has expired and are expected to renew your training if still required. Proof of re-training must be on file with Katherine.<\/p>\n RESOURCES – Admin contact is Rena Carey<\/p>\n Effective July 1, 2025, the 91爆料 System will utilize the travel meal rates set by the US General Services Administration<\/a> (GSA), US Department of State and Department of Defense as applicable. Reimbursement for travel meals will still be allowed up to the actual cost,<\/em><\/strong> up to the daily GSA limit (not per diem). Per the Federal GSA rate tables, the first and last day of travel are calculated at 75% of the day\u2019s total rate, regardless of the traveler\u2019s time of departure or time of return.<\/p>\n Click here to go to the Concur training site<\/a><\/p>\n Click here for instructions on making an itinerary (PDF)<\/a><\/p>\n Click here for a complete overview (PDF)<\/a><\/p>\n Travel Request Form (PDF)<\/a> for flight reservation.<\/p>\n APL IV-I Use of University Funds (including meal reimbursements) – https:\/\/www.maine.edu\/apls\/apl-iv-i\/<\/a><\/p>\n APL IV-B Travel, Expense, and Corporate Card Procedures – https:\/\/www.maine.edu\/apls\/apl-iv-b\/<\/a><\/p>\n Your supervisor must be notified and approve all business related travel (even if you are not requesting reimbursement) for insurance purposes. You must submit a travel request in the Concur System and have your supervisor approve before you actually travel.<\/p>\n Employees may request a travel advance at the time they submit the request to travel. The cash advance will be disbursed to the employee 14 days prior to the trip dates. When you return from the trip, you will need to incorporate the cash advance into the travel expense report. Even if you are not owed money, you must submit a travel expense report to report how you spent the advance.<\/p>\n If you received a travel advance or if you need to be reimbursed for items you purchased, you must create and submit an expense report in the Concur System. You will associate the expense report with one of your approved requests to travel.\u00a0 Receipts are required to be uploaded into the Concur system for most expenses including meals.<\/p>\n Graduate students can use the University motor pool vehicles for official university business. All students must have a valid driver\u2019s license to drive any University vehicles. Before you can use a University vehicle, a copy of your driver\u2019s license must be on file in the Motor Pool office and you must have a signed \u201cUniversity Student Vehicle Driver Information and Agreement Form\u201d on file with Motor Pool. Motor Pool will conduct a driver\u2019s background check. If you have an out of state driver\u2019s license, a copy of your license must be sent with the form and Motor Pool charges a fee for out-of-state driver\u2019s license checks. You must provide a request form for an IDO to Motor Pool. See Katherine Goodine for the appropriate Motor Pool form.<\/p>\n Check with your advisor to get an account number for vehicle use. Call the Motor Pool office (581.2645) to reserve a vehicle. Complete the Vehicle Requisition Form that can be downloaded from the Motor Pool Website. Have Katherine Goodine sign for the department and be sure you include the account number.\u00a0 You can pick-up the keys and credit cards from the Motor Pool office at the time you need the vehicle. If you need the car during off-hours (e.g., before 7:00 a.m., after 3:00 p.m., on weekends, etc.), the keys will be with Public Safety. After using the vehicle, indicate the ending mileage, sign the slip, and return the keys to the Motor Pool office or to the drop-box at the Motor Pool. You do not need to fill the gas tank when you return the motor pool vehicle. Policies and regulations for the use of motor pool vehicles are described in \u201cVehicle-Use Policy and Regulations for University Motor-Pool Vehicles.\u201d<\/p>\n1. Student Employee – Molly-Jean Langlais-Parker<\/h3>\n
2. Temporary Employees – Rena Carey<\/h3>\n
Insurance Coverage (Vehicle and Other)<\/h2>\n
1. Health Insurance<\/h3>\n
2. Workers’ Compensation<\/h3>\n
3. Auto Liability Coverage<\/h3>\n
Ordering Field Equipment, Supplies, and Services<\/h2>\n
1. Purchase Orders (PO)<\/h3>\n
2. Credit Card Orders<\/h3>\n
3. Interdepartmental Order (IDO)<\/h3>\n
4. Petty Cash\/Check Request<\/h3>\n
Rooms for Meetings<\/h2>\n
Safety Training Guidelines<\/h2>\n
\n
Travel Policies and Procedures<\/h2>\n
APPROVAL OF TRAVEL<\/h3>\n
TRAVEL ADVANCE<\/h3>\n
TRAVEL REIMBURSEMENT AND REPORTING<\/h3>\n
Vehicle Policies<\/h2>\n
1. University Motor Pool Vehicles<\/h3>\n
2. Department Motor Pool Vehicles<\/a><\/h3>\n